grant management seminar 1 district 5110 grant management seminar
TRANSCRIPT
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Grant Management Seminar 1
District 5110 Grant Management Seminar
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Grant Management Seminar
Rotary AcronymsTRF – The Rotary Foundation
GG – Global Grant
DG – District Grant
DDF – District Designated Funds
DRFC – Dist. Rotary Foundation Committee
DRFCC – Dist. Rotary Found. Chair
VTT – Vocational Training Team
GSE – Group Study Exchange
AG – Assistant Governor
PETS – Pres. Elect Training Seminar
DTA – Dist. Training Assembly
GMS – Grant Management Seminar
MOU – Memo of Understanding
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Grant Management Seminar
Why is TRF Changing?
• Too many small grants• High overhead costs• Ineffective grants• Lack of stewardship
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Grant Management Seminar 4
Why Are You Here?• Understand how to manage a Rotary
Foundation grant• Learn stewardship expectations• Qualify your club to receive grant funds• Prepare for your club to implement the
Memo of Understanding (MOU)
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Grant Management Seminar
Why Are We Here?
• Support your clubs in writing and carrying out successful Global & District Grants, to make a difference in the world.
• A well thought out and well designed project is a successful project.
• This is NOT a grant writing seminar• http://trf.district5110.org
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Grant Management Seminar
Topics for Today
• Grant management• Helpful concepts• Components of a successful grant• Stewardship• Qualification requirements• Terms of qualification
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Grant Management Seminar
Flow of Grant FundsDistrict Donations to TRF
Annual Fund
SHARE Program50% 50%
District Designated Funds (DDF)
Available to Our District
TRF World Fund(Available to Any
District)
40% 60%
District Grants(One Local & One International per
Club)
Global Grants(Minimum $6,000 &Maximum $15,000)
TRF MatchTo Global
Grants
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Grant Management Seminar
Global Grant Funds Match(Minimum Investment)
CLUB(CASH $$)
DISTRICT(Max $15,000)
TRF($15,000
MINIMUM)
$12,000 DISTRICT1:1 Match
$12,000 DISTRICT$6,000 CLUB $3,000 CLUB.5:1 Match(MATCH CLUB 2:1)
Match set annuallyby DRFC
$6,000 + $12,000 + $15,000
Total $33,000
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Grant Management Seminar 9
Timeline• March 16 GMS Eugene and Medford
• March 31 Last Day for Matching Grant to TRF
• April 6 District Training Assembly Eugene
• April 30 2012-13 DSG Final Reports Due
• May 4,5 District Conference Seven Feathers
• June 1 Last Day For Clubs to Request District Grant Funds for 2013-14 Rotary Year
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Grant Management Seminar
Timeline• June 15 District Submits Spending Plan to TRF
• July 13 First Global Grant Meeting Roseburg
• Oct 1 Last Day for Clubs to Apply for a District Grant• Oct 4/5 Foundation Seminar and Global Grant
Meeting Eugene (Tentative)
• Jan 11 Global Grant Meeting Roseburg
• March 1 Global Grant Meeting Roseburg
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Grant Management Seminar 11
Session 1
Designing a Project
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Grant Management Seminar 12
Learning Objectives
• Identify best practices for designing a project
• Develop a plan to implement your project
• Understand how to create measurable goals
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Grant Management Seminar 13
Successful Grant Projects
• Real community needs• Frequent partner communication• Implementation plan • Sustainable• Proper stewardship of funds
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Grant Management Seminar 14
Needs Assessment
• Base project on the community’s need• Assess resources of your club and
potential partners• Talk to the community
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Grant Management Seminar 15
Partners
• RI Convention• Project fairs• LinkedIn• matchinggrants.org/global• ProjectLINK (RI Website)• Quarterly Global Grants meetings • Rotary Showcase / Facebook
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Grant Management Seminar 16
Project Planning
• Form a three-person grant committee• Assign roles• Implementation plan• Budget• Document retention plan
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Grant Management Seminar 17
Creating a Budget
• Realistic• Competitive bidding• Reasonable prices• Disclose conflicts of
interest
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Grant Management Seminar 18
Setting Goals
• Measurable• Sustainable• Qualitative (descriptive)• Quantitative (numeric), i.e., how much,
when, what’s the baseline for improvement and etc.
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Grant Management Seminar 19
Setting Goals
• Gather baseline data• Set goals• Determine method of measurement
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Grant Management Seminar 21
Session 2
Applying for and Implementing a Grant
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Grant Management Seminar 22
Learning Objectives
• Understand components of a successful grant application
• Understand grant financing• Discuss the importance of evaluation• Start with the end in mind
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Grant Management Seminar
Rotary Foundation Grants
• District grants• Global grants• Packaged grants
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Grant Management Seminar 24
Applying for District Grants
• Block grant amount is up to 50% of DDF.• District Grants are matched 1 to 1 with
DDF.• Maximum District Grant request is set
each year.• Application are limited to 2 per club.• One grant local and one international.
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Grant Management Seminar
District Grant Application (Cont)• Clubs may partner for full match per club
with a four partner maximum.• District Grants do NOT have to fall into
one of the six areas of focus.• District Grants must support TRF’s
mission. (Doing good in the world)• Must be completed in eighteen months
(Including final report)• No sustainability requirement
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Grant Management Seminar
What District Grants Can’t Be Used For
• Cannot be used solely for travel• Cannot be used for military• Cannot be used for salaries• Other terms and conditions spelled out by
TRF
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Grant Management Seminar 27
Applying for Global Grants
• Application process online• Meet goals of area of focus • Be sustainable• Involve Rotary clubs in two countries• Minimum budget of US$30,000*• Both host and international clubs must be
qualified
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Grant Management Seminar
D5110 GG Process• DDF request must be emailed to GG
Chair• DDF request must be approved at GG
quarterly meeting.• DDF reserved for 9 months• GG are initiated through member access
at RI website
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Grant Management Seminar 29
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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Grant Management Seminar 30
Sustainable Projects
Giving a community the skills and knowledge to maintain project outcomes for the long term, after grant funds have been expended.
What’s the plan?
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Grant Management Seminar
Global Grant First Steps
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Grant Management Seminar 32
Global Grant Financing
• District DDF matches club(s) cash 2:1• DDF matched 100% with World Fund• Club cash contributions matched
50% with World Fund• $15,000 DDF cap
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Grant Management Seminar 33
Financing Guidelines
• Contributions raised by Rotarians• Funds cannot be raised from beneficiaries
in exchange for a grant• Funds cannot come from other TRF
grants• Contributions credited to donor
(Foundation Recognition Points)
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Grant Management Seminar 34
Implementation
• Communication plan• Financial management plan• Recordkeeping plan• Following original grant project plan
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Grant Management Seminar 35
Evaluation & Monitoring
• Assists with reporting• Improves future projects• Based on goals • Ongoing process• Identifies successes• Start of the end in mind
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Grant Management Seminar 37
Session 3
Oversight and Reporting
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Grant Management Seminar 38
Learning Objectives
• Identify best practices for managing funds and record keeping
• Identify which documents need to be retained
• Understand reporting requirements
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Grant Management Seminar 39
Financial Management Plan
• Bank account for funds• Distributing funds• Use checks/bank cards to track funds• Detailed ledger• Include local laws
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Grant Management Seminar 40
Document Retention
• Provide access• Retain paper and electronic files for a
minimum of five years in club archives• Make copies• Submit an electronic copy of final
documents to district Stewardship Chair for archiving
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Grant Management Seminar 41
District Grant Reports
• District Foundation webpage will have info• Final report to be completed within 18
months of receiving grant funds. • Interim report in 12 months• Post completed project to Rotary
Showcase as part of final write up.
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Grant Management Seminar 42
Global 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
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Grant Management Seminar 43
Global 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• Final report begins with your application
survey or start with the end in mind!
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Grant Management Seminar 44
Conflict 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)
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Grant Management Seminar 45
Session 4
Qualification
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Grant Management Seminar 46
Learning Objectives
• Understand qualification requirements • Manage your club’s qualification
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Grant Management Seminar 47
Qualification Requirements
• Attend a grant management seminar• Submit signed club MOU & Financial Plan• Two members must attend, one of which is
the club President-Elect• All open grants must be current (DG &
GG)• Club must be current with PE training
requirements
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Grant Management Seminar 48
Maintaining Qualification
• Follow terms of club MOU• Appoint club member/committee to
manage club qualification• Fully implement stewardship practices to
prevent misuse of funds
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Grant Management Seminar 49
Stewardship
Stewardship is the responsible management and oversight of grant funds, including:
• Rotarian supervision of project• Following standard business practices• Reporting of irregularities to TRF• Implementing projects as approved• Financial records review• Timely submission of reports
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Grant Management Seminar 51
Thank you
Review & Questions
Evaluations will be emailed to you
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Grant Management Seminar
Other TRF Programs
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• PolioPlus• Rotary Peace Fellowships• Global Grants
• Global Grant Scholarships• Vocational Training Teams