DISTRICT 5100 GRANT MANAGEMENT SEMINAR January 31, 2015 Pre-PETS WELCOME

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1 DISTRICT 5100 GRANT MANAGEMENT SEMINAR January 31, 2015 Pre-PETS WELCOME

2 Rotary Foundation Motto & Mission Doing Good in the World to enable Rotarians to advance world understanding, goodwill, and peace through the improvement of health, the support of education, and the alleviation of poverty

3 Why are you receiving this Answer: training? As part of the District Memorandum of Understanding (MOU) to TRF, District 5100 leadership has agreed to provide all clubs with grant management and qualification training.

4 Purpose of These Seminars Understand how to successfully MANAGE a Global Grant Learn stewardship expectations Prepare clubs to implement a Memorandum of Understanding Qualify clubs to receive Rotary Foundation grant funds Let Rotarians know of online processes

5 What is Grant Management? Administering projects with proper financial controls Adhering to superior technical standards Being guided by TRF humanitarian and educational principles Meeting the NEEDS of the beneficiaries Fulfilling THEIR objectives Safeguarding DONORS funds

6 Today s Agenda 1. Club Qualification 2. D DDF Funding 3. District Grants Activity and Changes for DACdb Application Process 6. Global Grants 7. Stewardship & Measurability 8. Oversight & Grant Reporting

7 DISTRICT 5100 WEBSITE WHERE TO FIND GRANT INFORMATION AND FORMS

8 DISTRICT 5100 WEBSITE CLICK ON Grant Programs on Dropdown menu

9 GRANT PROGRAMS PAGE District Grant & Global Grant Documents

10 Handout

11 Club Qualification

12 Qualification Clubs and districts must be qualified to receive Grant Funds Maintain proper legal, financial, and stewardship controls of Grant Funds Qualification process is simple: Signed Club Memorandum of Understanding (MOU) by July 1, 2015; 1 member attend a Grant Management Seminar prior to July 1, 2015; Not Delinquent with Reporting, Payment of Dues or tax returns Contribute to Annual Fund;

13 Club MOU Part 1 RI Memorandum of Understanding Handout

14 Club MOU Part 2 District 5100 Requirements Part 3 Club Financial Management Plan

15 Club MOU Part 4 Signature Block

16 TRF s Terms of Qualification Qualification is valid for one Rotary year Cooperate with all audits Must disclose potential Conflicts of Interest Proper use of grant funds entire club responsible Timely Grant Reporting

17 TRF Code of Policies Conflict of Interest Policy For Program Participants All individuals involved in a program grant and/or award shall conduct their activities in a way that avoids any actual or perceived conflict of interest. A conflict of interest is a relationship among individuals through which an individual involved in a program grant or award causes benefit, or could be perceived to cause benefit, for such individual or such individual s family, personal acquaintances, business colleagues, business interests, or an organization in which such individual is a trustee, director, or officer. The application of this conflict of interest policy shall not be limited to these circumstances.

18 GRANT MANAGEMENT SEMINARS Saturday April 18, District Training Assembly Three Sessions McMinnville High School Registration in DACdb

19 QUALIFICATION DEADLINE: JULY 1, 2015 MOU must be submitted to the District Stewardship Chair Ed Gronke

20 Qualification Resources MOU and List of Qualified Clubs on Qualification Webpage.

21 Grant Funding

22 Timeline for Annual Fund/SHARE Contributions to the Annual Fund 1 Funds Invested 2 Funds Invested 3 SHARE Projects yr yr yr DDF Distributed from

23 Distributable Funds Program Year: Annual Fund Contributions $440,860

24 Distributable Funds (DDF) Program Year Annual Fund Contributions $440,860 50% SHARE 50% District Designated Funds TRF World Fund $220,430 $220,430

25 Distributable Funds (DDF) Program Year Annual Fund Contributions $440,860 50% SHARE 50% District Designated Funds TRF World Fund $ 220,430 $ 220, % 50 % $ 110,215 $ 110,215 BLOCK GRANT Global Grants Global Grants

26 District Grant Funding (DDF) 1. Club Generated Contribution $ 2, District Grant Fund Match $ 2,000 (from Block Grant) 3. TRF World Fund Match $ 0 Total Funding $ 4,000

27 Global Grant Funding (DDF) 1. Club Generated Contribution $10, Club 5% Administrative Charge $ District GG DDF Match ($1 : $1) $10, TRF World Fund Match $15,000 Club Generated Funds ($0.50 : $1) 5,000 District Funds (DDF $1 : $1) 10,000 Grant Funding $35,000 Administrative Charge $ 500 Total Funding $35,500

28 DISTRICT GRANT MATCH $100+ Per Capita Giving: 1:1 Under $100 Per Capita Giving:.5:1 Club Per Capita Annual Fund Giving District Match Club Contribution Under $100 $1,000 $2,000 $100 and Up $2,000 $2,000

29 Handout Status of $100 Per Capita Annual Fund Giving

30 District Grants

31 District Grants Maximum Award of $2000 per club Can be used for Local or International projects; activities consistent with TRF mission; Fewer hoops than Global Grants; Can be done in a non-rotary country (but not Cuba, Iran or North Korea); No Areas of Focus requirement or sustainability issues, although it is encouraged.

32 Types of District Grants Project Grants (from $250 to $2,000 DDF per club) Local Community or International Humanitarian Projects District Grants could be used for District Scholarship Grant, Cultural or Vocational Teams (decided yearly).

33 Examples of District Grants 13 Dictionary Project Grants Scholarship programs in Central America Numerous local after-school programs Food Bank Programs Holiday Parties for low income children Handicapped children s horse program Numerous projects for needy and elderly Park improvement projects Emergency preparedness projects

34 Policy Changes for District Grant applications will be submitted online through DACdb between July 1 and August 15. The maximum a club may apply for is $2,000. MOU s must be received by the District Stewardship Chair Ed Gronke no later than July 1, Additional District Grant applications may be submitted after notice from the District Governor that funds are still available. There will be a PeaceBuilder DDF Fund of $12,500. Contributions to the Peace Fellowship Program will be matched by this Fund. No limit and this is not part of the $2,000 allotment per club for regular District Grant funds.

35 Policy Changes for District Grant projects may now be used for construction (including low cost shelters). May be for activities primarily implemented by an organization other than Rotary, but must have Rotarian involvement. Funds may be used for training Rotarians that will benefit the larger general community. (i.e. training trainers who may be Rotarians).

36 District Grant No-Nos Funds cannot be used in support of fundraising efforts; Funds cannot be used for expenses related to Rotary events, such as conventions, conferences, or entertainment activities.

37 District Grants Requirements Requires active Rotarian involvement; Requires Rotary promotion of projects; May not simply write a check, unless in support of volunteer work being done by Rotarians in conjunction with another organization.

38 ON WEBSITE District 5100 Grant Handbook

39 ON WEBSITE District 5100 Grant Guidelines

40 District Grants - Timeline July 1 August 15, 2015 Clubs Submit District Grant Applications online through DACdb Multiple applications: Priority ranked by DATE submitted August 15, D5100 submits Spending Plan to TRF Clubs will be notified of grant approvals and may start a project before receiving the funds; If any unused DDF remains: District Governor will announce the process for additional applications.

41 District Grants - Reporting Final Report: 12 months after receiving funds or within 30 days of completion, whichever is first. No further grant applications accepted until Final report is submitted. Final Report not filed in a timely manner, club may have to reimburse the funds back to District 5100 grant account.

42 Applying for District Grants and Submitting A Final Report

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50 District Grant FINAL REPORT ON WEBSITE

51 Global Grants

52 ON WEBSITE TRF Grant Management Manual

53 Types of Global Grants HUMANITARIAN PROJECTS May include micro-finance VOCATIONAL TRAINING TEAM (VTT) Single area of professional expertise Multi areas of expertise GLOBAL SCHOLARSHIP A Global Grant can be a combination of any of the three types of grants.

54 Global Grants Must: Originate from an assessment of community needs Fall within one of the six Areas of Focus Cost between $30,000 and $200,000 Be Sustainable Have measureable outcomes Have records retained for five years Have a separate, properly identified bank account

55 Vocational Training Teams Must have a mission, often skill or knowledge transfer Can give training OR Can receive training Can include more than one Rotarian More than one trip per project is allowed Logistics up to the Club No restrictions on age of participants Must align with one or more areas of focus and have a measureable, long-lasting impact Teams must have 2 members with 2 years of professional experience in area of focus and Rotarian leader with expertise in area of focus

56 Global Grant Scholarships Post-graduate work Can be for more than one year Global Grant application must be $30,000 or more Must show how education will further the mission of TRF Interviewed by D5100 and the award decision is made by TRF Logistics up to Club/District

57 Global Grant Scholarships Timeline Fall 2015 Winter 2016 July 1, 2015 January 15, 2016: Clubs recruit applicants and develop a committee for accepting, reviewing and interviewing candidates. January 15, 2016: Deadline for submitting applications to GG Scholarship Chair. Mid February 2016: District interviews and selection. When Applicant has acceptance: D5100 Applies to TRF

58 GLOBAL GRANT BASICS Minimum Grant from TRF $15,000 DISTRICT DDF and WORLD FUND $$$ Minimum Project Size $35,000 Maximum Grant from TRF $200,000 Maximum Project Size Unlimited

59 Review of Global Grant Funding Minimum Humanitarian Project or VTT in D5100: Club Cash $ 10,000 Administrative Fee $ 500 DDF $ 10,000 TRF Match to D5100 DDF $ 10,000 TRF Match to Club Cash $ 5,000 Total Project: $ 35,500 Minimum Scholarship in D5100: D5100 DDF $ 15,000 TRF Match to D5100 DDF $ 15,000 Total Project: $ 30,000

60 PLANNING YOUR GLOBAL GRANT PART ONE: THE PROCESS TO APPLY FOR A GLOBAL GRANT

61 Step One Global Grant Funding APPROVAL OF D5100 DDF SUBMIT D5100 Global Grant Application Worksheet. Once approved, DDF is reserved. Clubs then submit their Global Grant application directly to Rotary International..

62 Global Grant Application Worksheet ON WEBSITE

63 Step Two Applying For a Global Grant

64 Global Grant First Steps

65 Global Grant First Steps

66 Global Grant Application

67 PLANNING YOUR GLOBAL GRANT PART TWO: CREATING A PROJECT

68 Steps to Design a Global Grant Form a three-person grant committee; Identify Rotarian partner(s) abroad; Identify the need; Determine what success will look like; Determine how you can help; Select Area of Focus (preferably one); Set measurable and sustainable goals;

69 Steps to Design a Global Grant Create a budget; Create an implementation plan; Fill out D5100 Grant Application Worksheet; Confirm project details with partner(s); Submit Worksheet to District 5100 for DDF approval; Apply to TRF with the online application tool.

70 Finding A Partner Club Search for Rotarians who have identified a need in their local communities D5100 International Committee Rotarian Action Groups ( e.g. Wasrag.org, click Projects Project Fairs Connections from Rotary travels ProjectLINK (Rotary.org)

71 Establishing the NEED Talk with members of the community. Assess your club s resources and availability and its potential partners to meet the need. Choose a project that is based on the affected community s expressed needs - and not on what you think the community needs.

72 TRF Tools to Help Establish A NEED ON WEBSITE

73 Six 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

74 ON WEBSITE A Tool to Understand 6 Areas Policy Statements and Area of Focus Guide

75 Different Parts to Project Application Objectives Area(s) of Focus Participants Global Grant Project Committee Cooperating organizations Partners Volunteer travelers Rotarian participation Budget Financing

76 Eligibility Guidelines Grant funds may be used for: Renovations, but not new construction or additions; Paying for a project manager up to 10% of project budget; Pay for travel for up to two individuals (Rotarians or non-rotarians) to provide training or project implementation Cooperating organization expenses; Cover the cost of expenses to measure project outcomes up to 10% of project budget.

77 Eligibility Guidelines Grant funds must not be used for: Purchase of land or buildings; Salaries; Cooperating organization expenses; Personal benefit; Duplication of TRF or Rotary program; Reimbursement of existing project; Excessive support of any one beneficiary. See Grant Management Manual for full list

78 Creating a Budget Realistic Competitive Bidding Reasonable Prices No Actual Conflict of Interest (full disclosure)

79 Financial Management Plan Financial Management A. The club must maintain a bank account to be used only for Rotary Foundation Grant funds in accordance with applicable laws. 1. The account should be low or noninterest-bearing, and any interest earned must be documented and used on eligible, pre-approved grant activities or returned to TRF or the district. 2. Grant funds may not be deposited in investment accounts including but not limited to: mutual funds, certificates of deposits, bonds, and stocks. 3. Two Rotarian signatories are required on checks and withdrawals.

80 Implementing the Project Good Communication Financial Plan Record Keeping Follow original plan

81 PLANNING YOUR GLOBAL GRANT PART THREE: SUSTAINABILITY

82 TRF Definition of Sustainability The capacity for maintaining outcomes long-term to serve the ongoing needs of a community after grant funds have been expended. Optimize use of local resources. Involve community in planning, implementation and ownership.

83 Developing Sustainable Projects Returning to the project site years later, one hopes to find THIS NOT THIS

84 Developing Sustainable Projects 1 Community Needs / Strengths 2 Materials / Technology 3 Funding 4 Knowledge 5 Motivation 6 Monitoring / Evaluation

85 Developing Sustainable Projects 1 Community Needs / Strengths

86 Developing Sustainable Projects 2 Materials / Technology

87 Developing Sustainable Projects 3 Funding

88 Developing Sustainable Projects 4 Knowledge

89 Developing Sustainable Projects 5 Motivation

90 Developing Sustainable Projects 6 Monitoring/ Evaluation

91 HANDOUT & ON WEBSITE Developing Sustainable Projects Sustainability 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:

92 PLANNING YOUR GLOBAL GRANT PART FOUR: MONITORING & EVALUATION

93 Principle of Measurability Project outcomes are measured either quantitatively or qualitatively: Students completing secondary school increased from 55% to 70% Malaria cases reduced by 25% Children suffer less diarrhea, teachers say they learn more, and they are excited about education Note: Use interviews & household surveys of beneficiaries, before and after; summarize results & use the baseline data.

94 Monitoring Review Goals of the project Select Measures (quantitative, qualitative) Discuss Who will Measure, How, When Clarify what is Rotary role vs. Community Role vs. Government or NGO role What data? How Gathered How Displayed? - Assists with reporting requirements - TRF provides tools for M&E.

95 Evaluation Evaluation can be ongoing during project implementation (how are we doing?) Compares Goals of the project to Outcomes Who does it? Independent, Unbiased? - Assists with reporting requirements - Use findings to improve future projects and identify successes you can promote. TRF provides tools for M&E

96 Monitoring & Evaluation - Plan Supplement ON WEBSITE

97 PLANNING YOUR GLOBAL GRANT PART FIVE: STEWARDSHIP & REPORTING

98 We are all stewards Our collective responsibility Ensure money is used for its intended purpose Voluntary contributions = hard work and dedicated support Rotary s policy documents

99 Proper Grant Management Promotes Successful projects Rotary s mission and reputation A culture of financial accountability/transparency Maintains donor confidence What happens when things go wrong?

100 Responsible Financial Management How do we make sure grant funds are used as effectively and efficiently as possible? Using Standard Business Practices to Make informed purchasing decisions Conduct financial transactions in a transparent, traceable manner Maintain complete records of all financial activity

101 Operationalize Stewardship MOU requirements: Financial management plan (framework) Annual financial assessment (evaluation) Setting up of bank accounts (means) Reporting (means) Document retention (means) Stewardship plan (enforcement)

102 Bank Account Requirements Project account requirements Minimum of two Rotarian signatories Low or non-interest bearing Separate account for each grant project, clearly identified Bank statements Account activity Funds withdrawn to make direct payments Excess returned or seek approval

103 Use of Grant Funds Project committees collectively responsible for determining and managing grant funds Accountable for grant funds and reporting Collective Responsibility Monopolizing grant activity; misuse Tip: Discuss project updates in weekly club meetings and record the minutes.

104 Use of Grant Funds: Purchases Cost-effective purchases of goods or services Bidding process or request for proposals needed to make informed purchasing decisions Vendor selection and price point clear to district/staff Tip: If prices changed during the implementation stage (differ significantly from approved budget), contact your grant officer and receive approval for the change in prices or quantity

105 Use of Grant Funds: Payments Invoices must be received for goods/services Tip: Do not make payments until you have received an invoice Payments should be made directly to vendors Tip: If purchase has been made by another party, such as a cooperating organization, invoice must be received before payment/reimbursement is made Payments should be made by check. Tip: When cash payments are necessary, use a receipt book to record the expense at local markets and ask the vendors to sign the receipt Event of misuse

106 Ledger of Payment Activity Ledger should include (at a minimum): Date of transaction Check number Payee Amount Purpose of transaction Signature of reviewer

107 Document Retention Maintain project records for at least 5 years after completion. Documents that should be filed systematically and cross-referenced in a ledger: Invoices/receipts Bank statements Inventory list

108 Stewardship The trustees rely on the integrity of the clubs and Rotarians engaged in project implementation to ensure that funds are used effectively for the purpose for which they were given.

109 Reporting Timeline New grant applications will not be accepted by TRF if a grant sponsor has an overdue report for any Foundation grant. Progress reports must be submitted within 12 months of receiving the first grant payment and every 12 months thereafter. Final reports must be submitted within two months of completing the project. Document Retention 5 years

110 Essential Resources

111 Begin with the End in Mind Do you have a viable, responsible, committed Host Club? Whose idea is the project - Host Club? Is there a completed Community Needs Assessment? Do you have a clear goal including the results you hope to see from the project? Is the Monitoring and Evaluation Template complete?

112 Begin with the End in Mind, cont d Have you identified ONE Area of Focus Does your project meet the purposes and goals of your chosen Area of Focus? Have you tested your concept for sustainability? If the answers to all of these questions is YES, then you are ready to apply for a Global Grant.

113 District 5100 Grant Team Rotary Foundation Chair: Kristi Halvorson Chief Grant Chair: Denny Jones Global Grant Chair: Christine Huot District Grant Chair: Bob Brandon Document Retention Chair: Roger May Stewardship Chair: Ed Gronke Ombudsman: Vicki Yates

114 Thank You for all YOU do for Rotary and The Rotary Foundation