The most appealing feature of GiveIndia as per Donor survey

Feedback27%

23% Wide choice of

DOs & NGOs

21% Due Diligence

17% Online donation

8% Other

4% E-receipt

UNDERSTANDING DONATION OPTIONS & RENEWALS

Please take this as “Wow I have an opportunity !” rather than

“Oh no, more work !”…

Agenda for the workshop

• Donation Option * Creating Donation Options * Units and Utilization of

Donations

• Feedback

• Annual Renewals

YOU MUST …• Ensure that 100% of beneficiaries for any donation

option you create are ‘poor’

• Ensure that end beneficiaries of any option are human beings

• Create options from activities directly implemented by you

• Create options in the range of Rs.500 to Rs.25000

GI Mission

Feasible entry level for NGO and

‘affordability’ for donor

Ensures accountabilit

y for feedback

GI itself an intermediary

more intermediarie

s = less money to

beneficiary

YOU MUST … Create D Os such that you can use even a donation

for 1 unit and provide feedback within four months of receiving funds. For example:

Meals for a day for 10 destitute disabled women at our home;Sponsor Nutrition of a poor child for a month

Use for on going activities or one-time/supporting activities. For example:

Sponsor 6 months tailoring training for 10 needy women;Distribution of a wheel chair/school supplies

Remember to inform us to activate/deactivate D Os for seasonal activities. For example:

Enrichment planting of wild tropical fruit trees for 25 households

Timely feedback

=happy donor=repeat

donations

Where you can use even 1 single

donation from usoverdue

Feedback = disappointe

d donor=less donations

YOU MUST NOT…

• Request money for activities that are already being funded by another donor

• Depend on external factors such as availability of beneficiaries

• Require a minimum number of donations as a precondition for utilization

• Depend on GiveIndia donations to carry out your on going activities

Unethical Practice… will

harm your credibility

To avoid overdue Feedbac

ks

Online donations from

GI are not guaranteed

Suggestions for Donation Options

• Choose a descriptive DO name - Include verbs like Provide, Sponsor, Help, Donate, Give, Educate, Rehabilitate

• Make use of a time line- one year, a month, one day, 3 months, one semester

• Mention number of people who benefit

• Avoid unfamiliar terms/words/names

‘Sponsor a poor child’s primary education, school supplies and midday meal for one year’ rather than ‘Sponsor a child’s

education’“Sponsor a three day training on health awareness for 15 Municipal School teachers”“Provide 3 months rehabilitation for a mentally ill woman at Asha Nivas”

“Provide supplementary nutrition for 10

severely malnourished children for 3

months” OR “A one day health camp for (approx) 250 people in a remote area of

Rajasthan”

Sponsor a domestic Arsenic removal filter for a poor family

Avoid uncommon terms. Instead: “Provide Drinking Water to a poor family for life/3 years (whatever is the life of the filter)”

Cost Break UpExample: Sponsor medical and rehabilitation expenses of a mentally

challenged child for a month

Specify quantity and rates wherever applicableThe donation details amounts can be rounded to the nearest ten,

like Rs.297 to Rs.300.

Donation Details Breakup cost

Hostel Charges 300Average staff salary ( 2 caretakers/1 cook/1 cleaner) 300Lodging(Breakfast Rs.300, Lunch Rs.450, Dinner Rs.450) 1200Medical Expenses (includes one checkup to the doctor) 200

Physiotherapy treatment (25 days a month) 300

Training Expenses (grooming, reading, writing, concept of color and shape, currency identification)

500

Administration cost 200Total Rs.3000

It is a summary of what the Donation Option is all about in a few sentences

A good description includes

– The Need (what beneficiaries need)– The Inputs (what NGO provides and how)– Outcome (number of beneficiaries benefitted)– Output (the change effected through donation)

Donation Option Description

‘Sponsor a month’s food and medicines for an elderly’

Janaseva Foundation has 3 old age homes, 45 km from Pune, having combined capacity of 150 inmates. We started old age homes to shelter the elderly who are either not wanted at their homes or there is no one at home to take care for them. Many of them are very poor and do not own homes and having no retirement benefits they lose the rented place also once their income stops. This donation will help foundation to bear cost of one month’s food and medicine of an elderly person living free of charge either in old age home or our destitute rehab center.

Need- shelter for elderlyInput-food & medicines Outcome- Elderly person staying for free in old age

home Output-well cared and

looked after elderly people

Donation option Description

Story of Change/HopeName of Donation Option: A Non Formal Education(NFE) staff’s part salary for a month

Example: Story Title : Bharti gets a confidence boost

The situation before your intervention :When 5 year old Bharti joined the centre at Gurgaon,she was shy and diffident. She did not take part in any of the centre activities; would cry if asked

tosing and refuse to work on a slate. She would continually repeat that she didn’t know how to do

it.

What you did to help this person : Ms. Balwinder Kaur, NFE staff at Vipul World Centre inGurgaon realized that Bharti was extremely under confident. She made her sit next to her through

theday and gave her special care and attention. She set her small tasks and praised her, each time

shefinished some work, in the presence of the other children. As a result of this, Bharti began to grow

lesshesitant and developed some confidence.  

The situation after/ Achievement after your intervention: The mother was delighted to seethe work Bharti had done during her hours spent at the centre. Bharti also told her family abouthorizontal and vertical lines that she was learning to draw at the centre as a pre- writing exercise.Finally her mother was glad that she had taken the decision to send Bharti to the centre and hopes to see her in school soon.

Stories must be relevant to the

donation option & relate to the purpose for which donations

are asked

They should state the condition of the

beneficiary before your intervention, what your

intervention was and what the result of the intervention was

Agenda for the workshop

• Donation Option * Creating Donation Options * Units and Utilization of

Donations

• Feedback

• Annual Renewals

Calculation of Units of donation

How maximum number of units required should be calculated

Example 1: ‘Sponsor a hearing impaired child’s education for a month’If there are 50 beneficiaries in a hearing impaired school who need this benefit

for 10 months in a year, the max no of units : 50 X 10 = 500 units per year

Example 2: ‘Sponsor 1 month computer education for 5 children in a remandHome’ If the remand home has 20 children who attend the course for 6 months, the

max noof units: 20 children/5 per DO = 4 units per month X 6 months = 24 units per

year

Example 3: ‘Sponsor a special meal for 200 inmates and staff’If the sponsorship is needed for 250 days in a year, max no of units = 250 per

year

Donation Option Utilization (1/2)

The NGO must utilize the donation only after the date on which the donation is made.

However the donation can be used before date of disbursement (the day you receive the money from GiveIndia).Example: Donate a hearing aid to an impaired person (1 day)

If Date of donation: 14/04/2010 (given in Form 1)& Date of disbursement: 10/05/2010, The date of utilization must be after 14/04/2010

NGO should not require a

minimum number of donations as a

precondition

For donation options extending over a period of time (3 months, 6 months , one year), the From date can be after the start of the activity/programme with 50% of utilization period after the donation date

“Sponsor the vocational training of a very poor student for 3 months”

If the date of donation is 20/04/2010, what is the utilization start date or period?The From date can be for the training that began on or after 06/03/2010 and not before that

“Educate a poor child for a year”

The period of utilization is academic year by default unless informed by the NGO.

Donation Option Utilization (2/2)

Agenda for the workshop

• Donation Option * Creating Donation Options * Units and Utilization of

Donations

•Feedback

• Annual Renewals

• To inform the donor that their donation has been utilized as promised

• Instills confidence in donors of the GiveIndia assurance, which your NGO complies by

• In fact, a donor survey conducted by us shows that it is a big reason why people give

• It is a listing commitment/requirement

Why are feedbacks important?

FeedbackNumber of beneficiaries

Feedback Details Exceptional cases

< 5 beneficiaries

Name & Full address of beneficiaries   (optional in exceptional circumstances like HIV +ve, cancer and terminally ill Names & full addresses of beneficiaries to GI  people)

If NGO wants full address of beneficiary to be confidential, then he can give to

Donor Address with which one can meet the beneficiary with the consent from NGO

GiveIndia Full address of beneficiary to trace the beneficiary w/o talking to NGO

>5 steady /fixed beneficiaries  

No of beneficiaries,  date & venue, list of names

Where giving full addresses becomes impractical (example: mid day meal in school)

A list of names (photocopy) to GI as an attachment.   Names to be updated by NGO when there are changes

>5 floating beneficiaries

No of beneficiaries,  date & venue, list of names (optional), photo

2-3 photos covering majority of crowd (Request NGOs to send photos with their banner somewhere visible in them)

NIL

Agenda for the workshop

• Donation Option * Creating Donation Options * Units and Utilization of

Donations

• Feedback

•Annual Renewals

Annual Renewal and its importance

What is GiveIndia Annual Renewal?

In the beginning of the 3rd quarter every year, all our listed, partner NGOs undergo the annual renewal process by submitting audited financials and annual report for the financial year.

Since financial reporting period is one year, GI Renewal is also one year

Examples: Fitness in Indian Air Force and Indian Police department

Importance of Annual Renewals

Social Change

Life Changing Impact on Beneficiary

Implementation of NGO’s Projects/Activities

Gain Donor Confidence = Money

Credibility of NGO & Sector

Norms of Good Governance helps the organization think through itsIdentity/Vision/Aims & Objectives/Achievements & Establish Good Practices for Operations/Governance/Transparency &

Accountability

NGO Activity TimelinesTimeline Governance related

April 2009- Mar 2010

At least 2 governing Board Meetings have been held in the financial year 2009-2010, spaced at least 3 months apart

Before 31st Mar 2010

Board has (ideally) approved and reviewed the budget for 2010-2011

Before 31st Mar 2010

Board has (ideally) approved and reviewed the Programmes for 2010-2011, Audit Report & Annual Report for 2009-2010

Before 30th Sep 2010

NGO has filed IT returns

Before 30th Sep 2010

NGO has filed returns with Charity Commissioner/Registrar of Societies/Company

April- Oct 2010 NGO has completed the Financial Audit & prepared the Annual Report for 2009-2010

By 30th Nov 2010 NGO must have disseminated Annual ReportBefore 31st Dec 2010 NGO has filed FCRA returns (if NGO has an FCRA/Prior

permission

GiveIndia Renewal TimelinesTimeline Governance related

June – July 2010 NGO receives an email from GiveIndia about Annual Report disclosures with GiveIndia’s Annual Report enclosed

First week of Oct 2010

NGO has received fresh soft copies of Sections A/C/E forms from GI

Before 10th Nov 2010

NGO has final soft copy approvals of Sections A/C/E forms from GI

After 10th – 30th Nov 2010

NGO has submitted hard copies and other required documents

By 30th Nov 2010 NGO must complete GiveIndia renewals

Do not comply with

Norms

Do not hold minimum 2 governing Board Meetings in the financial year spaced at least 3 months apart

Forget to adhere to not more than 1/3rd Board be related

Do not get Board Approvals for Budget/Programmes/Audit & Annual Reports

Mandatory File IT & FCRA returns within deadlines

GiveIndia Renewal Forms

Self attest every page of all forms

Get C.A. to attest every page of Section C

Common Oversights..

Audited Financials

Notes to Accounts

Forget to disclose in Annual Report

Receipts & Payments or Fund Flow statement

Remuneration & Reimbursements to Board

National Travel

Staff & Volunteers Travel details

To disseminate its Annual Report to important stakeholders by 30th November

Though Receipts and Payments Statement and

National Travel is not mandatory disclosures for Credibility Alliance, it is

mandatory for GiveIndia !!

Common Oversights..

You can provide explanations to all

disclosures in Annual Report where ever

applicable.

Remuneration’ means: salary, honorarium, allowances, sitting

fee for attending board meetings and any other compensation that is a payment for time/effort/skills

and not a reimbursement of actual out-of-pocket expenses.

Even if there is ‘zero’ remuneration it must be placed

on record

Due Diligence: an opportunity…

Compliance of norms once is important, however it adds value, only if it is on-going.

So use it as an “opportunity” to showcase your best practices…