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GRANT MANAGEMENT SEMINAR

GRANT MANAGEMENT SEMINAR. DISTRICT 5320. PURPOSE. Understand how to manage a Rotary grant Learn STEWARDSHIP expectations Prepare clubs to implement the MOU Qualify clubs to receive grant funds. GRANTS ARE FUNDED WITH “DDF”. District Designated Funds

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GRANT MANAGEMENT SEMINAR

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  1. GRANT MANAGEMENT SEMINAR DISTRICT 5320

  2. PURPOSE • Understand how to manage a Rotary grant • Learn STEWARDSHIP expectations • Prepare clubs to implement the MOU • Qualify clubs to receive grant funds

  3. GRANTS ARE FUNDED WITH “DDF” • District Designated Funds • Contributed to The Rotary Foundation Annual Fund 3 years ago • Invested by The Rotary Foundation • Returned to clubs in the form of grants

  4. ROTARY FOUNDATION GRANTS • District grants • Global grants

  5. OVERVIEW OF ROTARY GRANTS • More decision-making power at the club and district levels • Two types: global grants and district grants • Simplified leadership structures • Flexible DDF and scholarships • Vocational training teams

  6. GRANTS MANAGEMENT Ensures that projects • Have proper financial controls • Adhere to technical standards • Meet the needs of beneficiaries • Fulfill their objectives • Safeguard funds

  7. SESSION 1 DESIGNING AND IMPLEMENTING A PROJECT

  8. LEARNING OBJECTIVES • Identify best practices for designing a project • Develop a plan to implement your project • Understand how to create measurable goals • Discuss the importance of evaluation

  9. SUCCESSFUL GRANT PROJECTS • Meet community needs • Have measurable outcomes • May involve a partner • Have an implementationplan • Maintain proper stewardship of funds

  10. NEEDS ASSESSMENT • Base projects on communities’ needs • Determine whatresources your club and potential partners have • Talk to the community

  11. DISTRICT GRANT PARTNERS • District Conference • Project fairs • LinkedIn • Facebook • Community events • Other Rotary clubs • Local nonprofit organizations • Local schools

  12. PROJECT PLANNING • Form a three-person grant committee • Assign roles • Make an implementation plan • Establish a budget • Have a contingency plan • Have a document retention plan

  13. CREATING A BUDGET • Realistic • Competitive bidding • Reasonable prices • Disclose conflicts of interest

  14. DISCLOSING CONFLICTS OF INTEREST A conflict of interest: • Exists when a Rotarian benefits financially or personally from a grant • Might directly or indirectly benefit to a Rotarian • Must be disclosed

  15. SETTING GOALS • Measurable • Qualitative • Quantitative • Gather baseline data • Determine method of measurement

  16. IMPLEMENTATION • Communication • Financial management plan • Record keeping • Following original plan

  17. EVALUATION • Assists with reporting • Improves future projects • Is based on goals • Is ongoing • Identifies successes

  18. LEARNING OBJECTIVES • Identify best practices for designing a project • Develop a plan to implement your project • Understand how to create measurable goals • Discuss the importance of evaluation

  19. SESSION 2 APPLYING FOR A DISTRICT GRANT

  20. LEARNING OBJECTIVES • Ability to write a successful grant application • Understand grant financing

  21. DISTRICT GRANT REQUIREMENTS • Rotarian involvement • Hands on projects – not check writing • Short term – detail project dates • MUST be completed within the Rotary year • No money spent until grant is approved by The Rotary Foundation

  22. APPLYING FOR DISTRICT GRANTS • Easy new form! • Online application process • http:/www.matchinggrants.org/district • Minimum total budget of US$3,000 • District qualifies club

  23. DISTRICT GRANT FINANCING • Minimum budget for a district grant is US$3,000 • Club Contributions matched 100% with DDF up to the Club’s DDF allocation

  24. DISTRICT GRANT QUALIFICATION • Club must be current on District and RI dues • Club must be current on reporting of District and Global Grants and previous Matching Grants • Club must have 2 Rotarians attend a Grant Management Seminar • Club must sign District MOU

  25. DISTRICT GRANTS FIRST STEPS District Grant Application

  26. ONLINE APPLICATION @ matchinggrants.org

  27. APPLICATION

  28. DISTRICT GRANT TIMELINE 2015-2016 • NOW! Submit applications online • May 15 2015-2016 Project reports due online – Final or Progress • June 15 District Grant Applications deadline • June 15-30 Final Review of grants by committee • July 13 District Grant Awards announced • Aug. 1–June 30 Projects completed

  29. LEARNING OBJECTIVES • Ability to write a successful grant application • Understand grant financing

  30. SESSION 3 OVERSIGHT AND REPORTING

  31. LEARNING OBJECTIVES • Identify best practices for managing funds and record keeping • Identify which documents need to be retained • Understand reporting requirements

  32. STEWARDSHIP Stewardship is the responsible management and oversight of grant funds, including: • Reporting any irregularities • Rotarian supervision • Financial records review • Oversight of funds • Timely submission of reports

  33. FINANCIAL MANAGEMENT PLAN • Bank account for funds • Distributing funds • Use checks or bank cards to track funds • Detailed ledger

  34. DOCUMENT RETENTION • Provide access to documents for transparency • Retain for a minimum of five years • www.matchinggrants.org/district

  35. REPORTING REQUIREMENTS Reporting: • Verifies grants were managed properly • Provides valuable data for your club, partners, and Rotary

  36. DISTRICT GRANT REPORTS • Report form is available on District website • Progress or Final report due May 15 • Final Report due within 2 months of completion of project

  37. LEARNING OBJECTIVES • Identify best practices for managing funds and record keeping • Identify which documents need to be retained • Understand reporting requirements

  38. SESSION 4 QUALIFICATION

  39. LEARNING OBJECTIVES • Understand qualification requirements • Understand how to manage your club’s qualification process

  40. QUALIFICATION REQUIREMENTS • Attend a grant management seminar • Submit signed club MOU

  41. TERMS OF QUALIFICATION • Valid for one year • Club responsible for grant funds • Disclose conflicts of interest • Cooperate with all audits • Use grant funds properly • Implement the club MOU

  42. MAINTAINING QUALIFICATION • Follow terms of club MOU • Appoint a club member or committee to manage club qualification • Fully implement stewardship practices to prevent misuse of funds

  43. DISTRICT GRANT MOU SIGNING • WHO SHOULD SIGN THE DISTRICT MOU? • Clubs that will apply for a District Grant for only a local community-based project only. • District MOU must be signed by President Elect (2016-2017) and Project Chair

  44. LEARNING OBJECTIVES • Understand qualification requirements • Understand how to manage your club’s qualification process

  45. BREAK District MOU Signing NEXT SESSION: GLOBAL GRANTS

  46. SESSION 5 APPLYING FOR AND IMPLEMENTING A GLOBAL GRANT

  47. LEARNING OBJECTIVES • Review lifecycle of a successful project • Understand the concept of sustainability • Learn to write a successful global grant application • Understand grant financing • Qualify your club

  48. APPLYING FOR GLOBAL GRANTS • Online application process • Meet goals of area of focus • Are sustainable • Involve Rotary clubs in two districts/countries • Minimum total budget of US$30,000 • District confirms club is qualified

  49. AREAS 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

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