District Rotary Foundation Grant Management Seminar

1TRF Global GrantsDistrict 5470

Grant Management Seminar1Feb. 2014Rotary Foundation GrantsDistrict grantsGlobal grantsPackaged grants2Grant Management Seminar3Successful Grant ProjectsAreas of FocusReal community needs Needs assessmentFrequent partner communicationImplementation plan SustainableProper stewardship of fundsMeasureable goalsProper stewardship of funds

Grant Management Seminar3ProposalsMulti-step process:Submit a brief proposal to D-5470 Global Grants Committee

Submit more detailed TRF online application (after taking online tutorial) Grant Management SeminarProposal to D-5470 grants committee to see if DDF funding is available, and verify that club is qualified45Applying for Global GrantsTwo-step application process onlineMeet goals of area of focus Be sustainableInvolve Rotary clubs in two districtsMinimum budget of US$30,000District confirms club is qualifiedGrant Management SeminarApplicationRotarians will submit an online application that provides the Foundation with more detailed grant activity and budget information. (Depending on the award amount or complexity of the project, the Foundation may request additional details.) Applications requesting a World Fund award (match) of more than US$100,000 will be reviewed by the Trustees quarterly. The following dates will be used to determine at which Trustee meeting applications will be reviewed:Grant Management Seminar6Global Grant ConditionsActivities must besustainableand measurable.Activities should stem from real community needs.Global grants must be sponsored by two Rotary clubs or districts.Both partners must be actively involved in the planning and implementing of all global grants.Grant Management Seminar7Areas of Focus

Peace and conflict prevention/resolutionDisease prevention and treatmentWater and sanitationMaternal and child healthBasic education and literacyEconomic and community development

Grant Management Seminar89Needs AssessmentBase project on the communitys needAssess resources of your club and potential partnersTalk to the community

Grant Management SeminarSustainable ProjectsGiving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expendedGrant Management Seminar10FundingThe minimum award amount from the World Fund for a global grant, regardless of activity type, is US$15,000, which results in a minimum total financing of $30,000. Maximum TRF award is $200,000.00Grant Management Seminar1112Global Grant FinancingDDF matched 100% with World FundRotary Club cash contributions matched 50% with World FundNon-Rotarian organizations cash contributions (no benefits from project) matched 50%Non-Rotarian organizations cash contributions (involved in project - not matched by the Foundation)

Grant Management SeminarSample Grant FundingContributions Rotary Foundation MatchDistrict 5470 Designated Funds (DDF):$ 10,000.00 ----- $10,000.00Rotary Club A Funds:$ 5,000.00 ------ $ 2,500.00Rotary Club B Funds: $ 5,000.00 ----- $ 2,500.00Cooperating Organization Funds: $ 1,000.00 ---- $ 0.00 $ 21,000.00 +$ 15,000.00* = $ 36,000.00* (Project Funding)*Satisfies Minimum Match of $15,000.00 and Minimum Project Total of $30,000.00

13Grant Management SeminarGLOBAL GRANT FUNDING TEMPLATETOTAL PROPOSED TRF FUNDING FOR HOST AND INTERNATIONAL SPONSOR CLUBS AND DISTRICTS MUST MEET OR EXCEED $15,000.00 TO BE FUNDED BY TRF FUNDS GLOBAL GRANTS FUNDING TEMPLATEPLEASE USE THIS TEMPLATE AS A TOOL WHEN WORKING TO ESTABLISH FUNDING LEVELS BY ALL PARTNERSTypical Grant Funding Example OR Variable Grant Funding Sample with EQUAL participation by With UNEQUAL participation individual Club and District By BOTH Districts Host Club Commitment Host Club Commitment TRF Match 50% $ - TRF Match 50% 50% $ - Host DDF 100% $ - Host DDF Variable TRF Match to Host DDF 100% $ - TRF Match to Host DDF 100% 100% $ - Sponsor Club Commitment Sponsor Club Commitment TRF Match 50% $ - TRF Match 50% 50% $ - Sponsor DDF 100% $ - Sponsor DDF Variable TRF Match to Host DDF 100% $ - TRF TOTAL $ - TRF Match to Host DDF 100% 100% $ - TRF TOTAL $ - needs to exceed $15,000 Total Grant Funding Amount $ - Total Grant Funding Amount $ - PLEASE NOTE:Insert the amount to be contributed by each Club partner and District into the colored cells to find out the total amount of the proposed grant, and to find out the amount of TRF funding to see if you have reached the TRF minimum.TOTAL PROPOSED TRF FUNDING FOR HOST AND INTERNATIONAL SPONSOR CLUBS AND DISTRICTS MUST MEET OR EXCEED $15,000.00 TO BE FUNDED BY TRF FUNDS All dollar amounts have been rounded up to the next dollar for use in these examples. 14Grant Management SeminarFinancing GuidelinesCash contributions must come from orbe raised by RotariansFunds cannot be raised from beneficiaries in exchange for receiving the grantFunds cannot come from other grantsContributions should be credited to donorGrant Management SeminarGlobal Grant Reports: FrequencyProgress reportsWithin 12 months of first paymentEvery 12 months through the life of the grantFinal report within 2 months of completionGrant Management Seminar16Global Grant Proposal Form 17

Grant Management Seminar18Project PlanningForm a three-person grant committeeAssign rolesImplementation planBudgetContingency planDocument retention plan

Grant Management Seminar19Creating a BudgetRealisticCompetitive biddingReasonable pricesDisclose conflicts of interest

Grant Management Seminar20Setting GoalsMeasurableSustainableQualitative (descriptive)Quantitative (numeric)

Grant Management Seminar21Setting GoalsGather baseline dataSet goalsDetermine method of measurement

Grant Management Seminar22Applying for and Implementing a GrantGrant Management SeminarThe order of this session is really confusing and out of order. I think this is going to need work. I am happy to help with reordering if you like. 23Areas of Focus

Peace and conflict prevention/resolutionDisease prevention and treatmentWater and sanitationMaternal and child healthBasic education and literacyEconomic and community development

Grant Management Seminar24Sustainable ProjectsGiving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended

Lack of sustainability = No. 1 reason for GG rejection by TRF reviewersGrant Management SeminarDeveloping Sustainable ProjectsSustainability means different things to different organizations. For The Rotary Foundation, sustainability means providing long-term solutions to community needs that the benefiting community can maintain after grant funding ends. Global grant projects must be sustainable and display the following characteristics:CommunityNeeds/StrengthsHave local sponsors conducta thorough assessment of the communitys needs to identify a need that sponsors are able to support and thatmeets beneficiaries needs and fits their values and culture. Involve multiple communitypartners in the planning process. Materials/TechnologyFundingKnowledgeMotivationMonitoring/EvaluationPurchase equipment andnew technologyfrom local sources,when possible.Ensure spareparts are readilyavailable.Involve communitymembers whenselectingtechnology or equipment, andtrain them tooperate, maintain,and repair it ontheir own.

Confirm local funding sourceto provide long-term operation,maintenance, repair, andproject longevity. Compensate project participants appropriately for their work to ensure continuity of services.Provide training, education, and communityoutreach to strengthen beneficiariescapacity to meetproject objectives. Confirm that recipients have a plan to transfer knowledge to new beneficiaries. Collaborate withlocal agencies/ organizations to supply expertise, as needed.Provide incentives for beneficiaries and project participants tocontinue ongoing support. Identify personnel willing to lead beneficiaries to sustain project outcomes.Prepare thecommunity to assume ownershipof the projectonce global grant funds are fully expended.Develop clear andmeasurableproject objectives,and identify methods for collecting projectdata. Establish baseline data for evaluation capable of demonstrating significant change for at least three years. Global Grant Timeline Planning Implementation ReportingGrant Management SeminarGlobal Grant First Steps26

Grant Management Seminar27Application

Grant Management SeminarKIM: We need a different photo; this one implies that students are filling out the application.2728ImplementationCommunicationFinancial management planRecordkeepingFollowing original plan

Grant Management Seminar29EvaluationAssists with reportingImproves future projectsBased on goals Ongoing processIdentifies successes

Grant Management Seminar30Oversight and ReportingGrant Management Seminar31Financial Management PlanBank account for fundsDistributing fundsUse checks/bank cards to track fundsDetailed ledgerInclude local laws

Grant Management Seminar32ResourcesDocument retention worksheetFinancial management plan worksheetTransferring custody of a bank accountMore on Rotary.org

Included in handouts

Grant Management Seminar33Document RetentionProvide accessRetain for a minimum of five yearsMake copies

Grant Management Seminar34Global Grant Reports: FrequencyProgress reportsWithin 12 months of first paymentEvery 12 months through the life of the grantFinal report within 2 months of completionGrant Management Seminar35Global Grant Reports: ContentHow partners were involvedType of activityEvaluation of project goals How area of focus goals were metHow funds were spentNumber of beneficiaries and how they benefitedGrant Management Seminar36Conflict of InterestExists when a Rotarian benefits financially or personally from a grantBenefit can be direct (the Rotarian benefits) or indirect (an associate of the Rotarian benefits)Grant Management SeminarGlobal Grants Training Feb 28 2014 PETS - DenverApril 12 Assembly - PuebloMay 3 Assembly Grand Junction

Grant Management Seminar37

Packaged GrantsWork with strategic partnersPredesigned projectsWorld FundAligned with an area of focusGrant Management Seminar38Strategic PartnersGlobal scope of workNGOs, universities, corporationsExpertise in an area of focusFormal relationship to secure resourcesEnhance service opportunities through packaged grantsDistrict Rotary Foundation SeminarGrant Management Seminar39Packaged GrantsRotarians involved withNeeds assessmentTechnical expertiseServicePromotionMonitoring and evaluation

Grant Management Seminar40Packaged GrantsFor clubs and districts Predesigned projects Funded by World Fund and strategic partnerEducational and humanitarian activitiesRotarians focus on implementation

District Rotary Foundation SeminarGrant Management Seminar41OikocreditProvides funds to microfinance institutionsEconomic and community development

District Rotary Foundation SeminarGrant Management Seminar42Connect Rotary clubs and microfinance institutionsTraining activities humanitarian projectsAvailable in India, Philippines, Uruguay

Developing Local EntrepreneursDistrict Rotary Foundation SeminarGrant Management Seminar43Aga Khan University11 campuses in eight countriesCurriculum reflects local community needsMaternal and child health

District Rotary Foundation SeminarGrant Management Seminar44Training Health Educators

Vocational training teams to train nurse educatorsAvailable in Kenya, Uganda, TanzaniaMaternal and child health

District Rotary Foundation SeminarGrant Management SeminarNursing Scholarships Campuses in Kenya, Uganda, TanzaniaMaternal and child health

District Rotary Foundation SeminarGrant Management SeminarOperates hospital ship Africa MercyIn port in one country for about one yearDisease prevention and treatment

Mercy ShipsDistrict Rotary Foundation SeminarGrant Management SeminarSupport the Africa MercyUpcoming ports: Togo and GuineaVocational training teamsDisease prevention and treatment

Medical Service and TrainingDistrict Rotary Foundation SeminarGrant Management SeminarPostgraduate water education institution Global student bodyCampus in the NetherlandsWater and sanitation

UNESCO-IHEDistrict Rotary Foundation SeminarGrant Management SeminarStudy in the Netherlands18 months Building long-term connections in the students home country

Water ScholarshipsDistrict Rotary Foundation SeminarGrant Management SeminarRotary.org - Learning 51

Grant Management SeminarRotary.org Learning: Grants 52

Grant Management SeminarRotary.org Learning Center 53

Grant Management SeminarRotary.org Take Action Apply for Grants 54

Grant Management SeminarGrant Application Tool 55

Grant Management SeminarContinue: Rotary Grants 56

Grant Management SeminarGlobal Grants: First Step 57

Grant Management SeminarOnline Application 58

Grant Management SeminarVocational Training Teams (VTT) A vocational training team (VTT) is a group of professionals who travel to another country either to learn more about their profession or to teach local professionals about a particular field.59Grant Management SeminarVTTsDistrict Grant VTTsGlobal Grant VTTsPackaged Grant VTTsDetails: downloadable from rotary5470.com60Grant Management SeminarExample VTTSD7980 (CT) and IndonesiaCombat spread of Dengue fever; tiling bathroomsD7980 (CT) and South AfricaBest practices in early childhood education, preschool curriculum, facilities and community supportD6400 (MI, Ontario) and D9550 Australia and East TimorTrain midwivesTrain pharmacists in inventory control and security of dangerous drugs

Grant Management SeminarExample VTTsDesign efficient water D5340 (CA) and UgandapumpsTrain community leaders and NGOs on microfinanceTrain farmers to produce crops with high market valueD9600 and HollandTrain on how to combat the effects of drugs and alcoholD5020 (WA) and PhilippinesInstruct elementary school teachers on methods of teaching science.Grant Management SeminarRotary Foundation District CommitteeFoundation Chair: Ann Harris rotaryann@gmail.comDistrict Grants Chair: Chris Unfug - cunfug1408@msn.comGlobal Grants Chair: Peter Jeschofnig pjeschofnig@gmail.comScholarship Chair: Dennis Shoemaker - hds8960@gmail.comVocational Training Team Chair (VTT):Claudine Bogart - crb32@msn.comAnnual & Perm. Fund Chair - Tony Cerato - TCerato@aol.comPaul Harris Society Chair - Rice Brown - ricebrown@yahoo.comPolio Plus Ken Robinson - rfl@sopris.net

63Grant Management SeminarGlobal Grants CommitteeChair: Peter Jeschofnig Glenwood Springs Sunset RC - pjeschofnig@gmail.comAllen Adger Snowmass Village RCJerry Grandey Telluride RCWerner Stark C.S. Interquest RCDerk Torinus Aspen RCTom Tudor- Rampart Range RCGrant Management Seminarhttp://www.matchinggrants.org/global/ 65

Grant Management Seminar

In the 2011-2012 Rotary year, Roger Ptolemy was District Governor. Roger got an anonymous donor to match all Rotarians donations up to $500,000. Our District members stepped up and we collected $727,570 for the Annual Fund. Three Rotary years later 2014-15, 50% of that is given back to the District as DDF (District Designated Funds) to use for scholarships, grants, VTT or the polio fund. 50%= $363,785

2011-12COLLECTED $727,570Use of Foundation Dollars for 2014-15Global Scholarship (2) $15,000 each $30,000Vocational Training Team ( 2) $15,000 each$30,000District Grants $65,000$65,000Global Grants $120,000$120,000ROLL OVER (2015-16)$ 118,785

We CANNOT do any of these Rotary programs if Rotarians do not contribute EVERY YEAR to our Rotary Foundation.

2014-15 Returned to us $363,785Grant Management Seminar