Post on 20-Jan-2016
Grant Management Seminar 1
District 6360 District 6360 Grant Management SeminarGrant Management Seminar
Grant Management Seminar 2
PurposePurpose
• Understand how to manage a Rotary Foundation grant
• Learn stewardship expectations
• Prepare clubs to implement the MOU
• Qualify clubs to receive grant funds
Grant Management Seminar
District 6360District 63602013-2014 Rotary Foundation 2013-2014 Rotary Foundation
Committee StructureCommittee Structure
3
District GovernorTerry AllenLakeshore
District GovernorTerry AllenLakeshore
Committee ChairTeresa MillimanDelta-Waverly
Committee ChairTeresa MillimanDelta-Waverly
GrantsSubcommittee
Cheryl VanderVeenCereal City Sunrise
GrantsSubcommittee
Cheryl VanderVeenCereal City Sunrise
Polio PlusSubcommittee
Ed FosterCharlotte
Polio PlusSubcommittee
Ed FosterCharlotte
FundraisingSubcommitteeHarold MondolLansing Dewitt
Sunrise
FundraisingSubcommitteeHarold MondolLansing Dewitt
Sunrise
StewardshipSubcommittee
TBA
StewardshipSubcommittee
TBA
Grant Management Seminar 4
Review:Review:Rotary Foundation BasicsRotary Foundation Basics
Grant Management Seminar 5
The Rotary Foundation:The Rotary Foundation:How the money worksHow the money works
Grant Management Seminar
Contributions
SHARE System
Contributions
Spendable Earnings
Annual Fund
EndowmentFund
PolioPlus Fund
Grant Management Seminar
Grant Management Seminar 8
Why a new grants model?Why a new grants model?
Grant Management Seminar
Grant Management Seminar
New Grant Model:New Grant Model:
Global grantsDistrict grantsPackaged grants
Grant Management Seminar 11
Grant ManagementGrant Management
Ensures that projects
• Have proper financial control
• Adhere to technical standards
• Meet the needs of the beneficiaries
• Fulfill their objectives
• Safeguard funds
Grant Management Seminar 12
Successful Grant ProjectsSuccessful Grant Projects
• Meet community needs
• Include frequent partner communication
• Have implementation plan
• Are sustainable
• Maintain proper stewardship of funds
Grant Management Seminar 13
StewardshipStewardshipStewardship is the responsible management and oversight of grant funds, including: • Rotarian supervision • Financial records review• Oversight of funds• Reporting irregularities• Timely submission of reports
Grant Management Seminar 14
Qualification RequirementsQualification Requirements
• At least two club members attend a grant management seminar annually
• Agree to club memorandum of understanding (MOU)
• Submit a signed club MOU and District addendum
Grant Management Seminar 15
Terms of QualificationTerms of Qualification
• Valid for one Rotary year
• Club responsibility for grant funds
• Disclose conflicts of interest
• Cooperate with all audits
• Use grant funds properly
• Implement the club MOU
Grant Management Seminar
• In 2010-11, contributions = $152,424
Grant Management Seminar
• In 2010-11, contributions = $152,424• $76,212 to World Fund and $76,212 to District
Grant Management Seminar
• In 2010-11, contributions = $152,424• $76,212 to World Fund and $76,212 to District• District-controlled funds split as follows:
Grant Management Seminar
• In 2010-11, contributions = $152,424• $76,212 to World Fund and $76,212 to District• District-controlled funds split as follows:
Global Fund: 50% = $38,106Can be used for:Global matching grantsWorld Peace ScholarsGlobal ScholarsVocational Training TeamsPolio
Grant Management Seminar
• In 2010-11, contributions = $152,424• $76,212 to World Fund and $76,212 to District• District-controlled funds split as follows:
Global Fund: 50% = $38,106 District Fund: 50% = $38,106
Can be used for: Can be used for:
Global Matching Grants Club projects (community and international)
World Peace Scholars Local contingency fund
Global Scholars Scholarships
Vocational Training Teams Vocational Training Teams
Polio Polio
Grant Management Seminar
2013-14
2010-11 2011-12
$$152,424
$38,106$38,106
$76,212 $76,212
Grant Distribution ExampleANNUAL FUND GIVING -- SHARE
2012-13
Grant Management Seminar 22
Designing a ProjectDesigning a Project
Grant Management Seminar 23
Learning ObjectivesLearning Objectives
• Identify best practices for designing a project
• Develop a plan to implement your project
• Understand how to create measurable goals
Grant Management Seminar 24
Successful Grant ProjectsSuccessful Grant Projects• Real community needs
• Frequent partner communication
• Implementation plan
• Sustainable
• Proper stewardship of funds
Grant Management Seminar 25
Needs AssessmentNeeds Assessment
• Base project on the community’s need
• Assess resources of your club and potential partners
• Talk to the community
Grant Management Seminar 26
PartnersPartners
• RI Convention
• Project fairs
• Matchinggrants.org/global
• International meetings
• Rotary Showcase / Facebook
Grant Management Seminar 27
Project PlanningProject Planning
• Form a three-person grant committee
• Assign roles
• Implementation plan
• Budget
• Contingency plan
• Document retention plan
Grant Management Seminar 28
Creating a BudgetCreating a Budget
• Realistic
• Competitive bidding
• Reasonable prices
• Disclose conflicts of interest
Grant Management Seminar 29
Setting GoalsSetting Goals
• Measurable
• Sustainable
• Qualitative (descriptive)
• Quantitative (numeric)
Grant Management Seminar 30
Setting GoalsSetting Goals
• Gather baseline data
• Set goals
• Determine method of measurement
Grant Management Seminar 31
Applying for and Applying for and Implementing a GrantImplementing a Grant
Grant Management Seminar 32
Learning ObjectivesLearning Objectives
• Write a successful grant application
• Understand grant financing
• Discuss the importance of evaluation
Grant Management Seminar
Rotary Foundation GrantsRotary Foundation Grants
• Global grants
• District grants (block grants)• District Community Grants• District International Grants
• Packaged grants
33
Grant Management Seminar
District vs. Global Grants:District vs. Global Grants:a comparisona comparison
Grant Management Seminar
District vs. Global GrantsDistrict vs. Global GrantsDistrict Grants
Funding:• District applies for a block
grant, up to 50% of DDF, and distributes smaller amounts to clubs for projects.
• No World Fund match.• Awarded to District by the
TRF. District distributes funds to clubs.
Global Grants
Funding:• Clubs and Districts apply
for a minimum World Fund award of $15,000, for a total project budget of at least $30,000.
• World Fund match of 1:1 for DDF, and 0.5:1 for cash.
• Awarded by TRF.
Grant Management Seminar
District vs. Global GrantsDistrict vs. Global GrantsDistrict Grants
Partner:• No partner required, can be
local or international, District and Club must be qualified.
Scope or Vision:• Must be related to TRF’s
mission.• Short-term, one-time, smaller
in scope.
Global Grants
Partner:• International Rotary partner
and host partner, both must be qualified.
Scope or Vision:• Must align with at least one
of the six areas of focus.• Long-term, sustainable,
measurable.
Grant Management Seminar
District vs. Global GrantsDistrict vs. Global GrantsDistrict Grants
Activity Type:• Educational, vocational, or
humanitarian.
Planning:• Shorter planning time.
Involvement:• Active Rotarian participation.
Global Grants
Activity Type:• Educational, vocational, or
humanitarian.
Planning:• Longer planning process.
Involvement:• Active Rotarian
participation.
Grant Management Seminar 38
Areas of FocusAreas of Focus
Peace and conflict prevention/resolution
Disease prevention and treatment
Water and sanitation
Maternal and child health
Basic education and literacy
Economic and community development
Grant Management Seminar 39
Rotary FoundationRotary FoundationFamily Feud!Family Feud!
Grant Management Seminar 40
Global GrantsGlobal Grants
Grant Management Seminar 41
Applying for Global GrantsApplying for Global Grants
• Two-step application process online
• Meet goals of area of focus
• Be sustainable
• Involve Rotary clubs in two districts
• Must have international Rotary partner
• Minimum budget of US$30,000
• District confirms club is qualified
Grant Management Seminar 42
Areas of FocusAreas of Focus
Peace and conflict prevention/resolution
Disease prevention and treatment
Water and sanitation
Maternal and child health
Basic education and literacy
Economic and community development
Grant Management Seminar 43
Sustainable ProjectsSustainable Projects
Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended
Grant Management Seminar 44
ApplicationApplication
Grant Management Seminar
Why Change?Why Change?
Simplify
Grant Management Seminar
Why Change?Why Change?
Centralized
Simplify
Grant Management Seminar
Why Change?Why Change?
Centralized
Simplify
Maximize Impact
Grant Management Seminar
Global Grant First StepsGlobal Grant First Steps
48
Grant Management Seminar
Applying for Global Grants
Grant Management Seminar
Applying for Global Grants
Grant Management Seminar
Applying for Global Grants
Grant Management Seminar
Applying for Global Grants
Grant Management Seminar
The ProcessThe ProcessGlobal Grant First Steps – Rotarian led
Grant Management Seminar
• Areas of Focus• Community need• Participation• Community skills• Long term benefit• Measurable results• Type of activity
Grant Management Seminar
•Sponsors•Budget•Financing•Authorizations
Grant Management Seminar
• Humanitarian
• VTT
• Scholarship
Grant Management Seminar
Grant Management Seminar
• Sustainability• Community Needs• Materials and
Technology• Funding• Knowledge• Motivation
Grant Management Seminar
Further Help
Grant Management Seminar
Title
Primary Contacts
Grant Management Seminar
Application number
Planned activitiesType of activity
Grant Management Seminar
Areas of Focus
Grant Management Seminar
Contacts
Committee members
Grant Management Seminar
Budget
Supporting Documents
Grant Management Seminar
Funding
Grant Management Seminar
Authorization
Grant Management Seminar
Primary Contact Authorizations
Grant Management Seminar
You’re Done!You’re Done!
Grant Management Seminar 69
Global Grant FinancingGlobal Grant Financing
• DDF matched 100% with World Fund
• Rotarian cash contributions matched 50% with World Fund
• Non-Rotarian cash contributions
Grant Management Seminar
Grant Management Seminar
How Does It Work?
Cash DDF match World Fund match
$9,000$9,000 $9,000 on DDF
$4,500 on cash
$13,500
$9,000 + $9,000 + $13,500 = $31,500
Grant Management Seminar 72
Financing GuidelinesFinancing Guidelines
• Contributions raised by Rotarians
• Funds cannot be raised from beneficiaries in exchange for a grant
• Funds cannot come from other grants
• Contributions credited to donor
Grant Management Seminar 73
ImplementationImplementation
• Communication
• Financial management plan
• Recordkeeping
• Following original plan
Grant Management Seminar 74
EvaluationEvaluation
• Assists with reporting
• Improves future projects
• Based on goals
• Ongoing process
• Identifies successes
Grant Management Seminar 75
Case Studies:Case Studies:Global or District Grant?Global or District Grant?
Grant Management Seminar 76
Packaged GrantsPackaged Grants
Grant Management Seminar
Packaged GrantsPackaged Grants
• Allow clubs and districts to work with Rotary’s strategic partners to implement pre-designed projects.
• Visit the rotary.org website to see what Packaged Grants are available.
• Apply via Member Access, similar to the Global Grants application process.
77
Grant Management Seminar
Packaged GrantsPackaged Grants
* Are funded entirely by the Foundation and contributions from strategic partners.
* Align with Rotary’s six areas of focus.
* Include scholarships, humanitarian projects, and vocational training.
78
Grant Management Seminar
Strategic PartnersStrategic Partners
Grant Management Seminar 80
District Grants:District Grants:* District Community Grants* District Community Grants* District International Grants* District International Grants
Grant Management Seminar
District Grant RequirementsDistrict Grant Requirements
Rotary Club must contribute funds towards the grant.
District Grant applications must be submitted by May 31, 2013.
Funds will be disbursed once final project report is received.
Project must relate to TRF Mission Statement.
Grant Management Seminar
District Grant RequirementsDistrict Grant Requirements
Rotarians must be actively involved in the project.
Club must be qualified.
Grant Management Seminar
Rotary Foundation MissionRotary Foundation Mission
To enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty.
83
Grant Management Seminar
Two people from club attend GMS.Sign and implement Club MOU.Application deadline: May 31, 2013.District Grant Committee will write Spending Plan.Preliminary notification will be given to club as to
whether its project is included in the Spending Plan.
Grant Management Seminar
Spending Plan submitted to TRF.TRF approves (hopefully!) our spending plan.Club receives final approval that its grant has been
approved.Club proceeds with its project, completes it, and
submits final report.Once final reports are approved, grant funds will be
disbursed.
Grant Management Seminar 86
Oversight and ReportingOversight and Reporting
Grant Management Seminar 87
Learning ObjectivesLearning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
Grant Management Seminar 88
Financial Management PlanFinancial Management Plan
• Bank account for funds
• Distributing funds
• Use checks/bank cards to track funds
• Detailed ledger
• Include local laws
Grant Management Seminar 89
Document RetentionDocument Retention
• Provide access
• Retain for a minimum of five years
• Make copies
Grant Management Seminar 90
District Grant ReportsDistrict Grant Reports
• Progress reports are to be submitted no later than Dec. 31, 2013.
• Final reports due within 30 days of completion, but no later than May 31, 2014.
• Unused grant funds must be returned promptly.
Grant Management Seminar 91
Global Grant Reports: FrequencyGlobal Grant Reports: Frequency
• Progress reports• Within 12 months of first payment• Every 12 months through the life of the grant
• Final report within 2 months of completion
Grant Management Seminar 92
Global Grant Reports: ContentGlobal Grant Reports: Content
• How partners were involved
• Type of activity
• Evaluation of project goals
• How area of focus goals were met
• How funds were spent
• Number of beneficiaries and how they benefited
Grant Management Seminar 93
Conflict of InterestConflict of Interest
• Exists when a Rotarian benefits financially or personally from a grant
• Benefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)
Grant Management Seminar 94
QualificationQualification
Grant Management Seminar 95
Learning ObjectivesLearning Objectives
• Understand qualification requirements
• Manage your club’s qualification
Grant Management Seminar 96
Qualification RequirementsQualification Requirements
• Two club members attend a grant management seminar
• Submit signed club MOU and District addendum
Grant Management Seminar
Club Qualification ChecklistClub Qualification Checklist
What MOU requirements does your club already implement?
What requirements does your club need to implement?
What type of club members would be good choices to help implement the club MOU?
Grant Management Seminar 98
Maintaining QualificationMaintaining Qualification
• Follow terms of club MOU
• Appoint club member/committee to manage club qualification
• Fully implement stewardship practices to prevent misuse of funds
Grant Management Seminar 99
Additional ResourcesAdditional Resources
Grant Management Seminar 100
Grant Management Seminar 101
Grant Management Seminar 102
Grant Management Seminar 103
Grant Management Seminar 104
Grant Management Seminar 105
Grant Management Seminar 106
Thank you!Thank you!
Grant Management Seminar
Disbursements of Annual Fund
Grant Management Seminar
Three Pots of Funding