Presentation on theme: "District 7570 Rotary Foundation Grant Management Seminar"— Presentation transcript:
1 District 7570 Rotary Foundation Grant Management Seminar Welcome to District 7570’s Rotary Foundation Grant Management Seminar that helps to explain the Rotary Foundation’s vision for the future. We are glad that you are here and have taken the time to learn about our new Rotary Foundation.Vision for the Future Transform Lives
2 Agenda Overview of Future Vision Plan Management of a Foundation Grant Stewardship & sustainability requirementsClub QualificationImplementing the club Memorandum of UnderstandingGrant ProjectsThe agenda for the grant management training is to give you an overview of the Future Vision Plan. You will learn how foundation grants are being managed starting July 1, The Rotary Foundation is putting a bigger emphasis on stewardship and sustainability. Clubs will be required to be qualified to apply for a global grant and it will be recommended to apply for a local district grant. The club memorandum of understanding will be signed by the club president and president elect promising to meet the goals of the Rotary Foundation. We will also learn how to plan, design, apply, and implement a grant project.
3 New Vision Enables Rotarians to Support Foundation Mission to: Advance world understanding, goodwill, and peace throughthe improvement of health,the support of education andthe alleviation of povertyThe new Future Vision supports the Rotary Foundation mission to advance world understanding, goodwill, and peace through the improvement of health, the support of education and the alleviation of poverty. We will be more focused on accomplishing this mission and avoiding doing work that does not clearly fit into our Rotary Foundation mission.
4 Future Vision Plan Priorities SIMPLIFY programs and processesFOCUS service effortsSUPPORT local and global effortsLOCAL decision making and flexibilityINCREASE Club OwnershipENHANCE Rotary’s public imageIMPROVE sustainabilityINCREASE metrics to measure resultsFuture Vision Plan Priorities1. SIMPLIFY programs and processes. The old matching grant process was too complicated and difficult to manage by the Rotary Foundation. The goal was to simplify the work done by Rotarians and the work by the Rotary Foundation staff.2. FOCUS Rotarian service efforts to increase global impact. Rotary determined that most grants focused on six areas where we did the best job. For example, Rotary has made a priority on the PolioPlus effort which deals with disease prevention.3. SUPPORT global and local efforts. Rotary wants to make an impact in our local communities and around the world.4. LOCAL decision making and flexibility of our grants. We will have more decision making authority at the district level.5. INCREASE sense of ownership at club levels. The clubs will be closer to the people impacting the grant process in our district.6. ENHANCE Rotary’s public image because our work will focus on six major categories of grants.IMPROVE sustainability of our grants so that the impact of the projects last longer.INCREASE metrics to measure results of our grants. The Rotary Foundation will ask Rotarians to identify the metrics that will be used to evaluate the grant at the beginning of the process and identify how to collect the measurable results before and after the grant is completed.
5 Six Grant Areas of Focus Water Diseaseand Maternal & PreventionSanitation Child Health & TreatmentThe Six Main Types of Grants are called Areas of Focus. The first three areas of focus are related to health:Disease Prevention and Treatment. We can have a major impact on a community when we prevent disease and treat people suffering from disease. In our district, eradication of guinea worm disease has been a major achievement.Maternal and Child Health: The children are the future. The cost of care goes down went expectant mothers receive the care needed while they are pregnant. Rotary has a priority on the health of children.Water and Sanitation is a key need around the world. We take water and sanitation for granted in America. A large percentage of our grants in our district focus on clean water projects and providing household latrines. In many cases, providing clean water also prevents disease and improves the health of children.(Flip to the next slide.)
6 Goodwill Basic Education and Peace and Literacy Six Grant Areas of FocusGoodwill Basic Education and Peace and LiteracyEconomic & Community DevelopmentThe remaining three areas of focus are:Peace and Conflict Prevention/ResolutionBasic Education and LiteracyEconomic and Community DevelopmentThe peace scholars are the obvious project related to goodwill and peace, but Rotarians will be encouraged to develop projects that encourage peace and better understanding. It could be a project that teaches about other customs and languages between ethnic groups in a country.The basic education and literacy projects have been a staple of our local community project grants. We will be encouraged to do more educational projects around the world as well. Economic and community development helps to reduce poverty by teaching women how to make baskets or pots for sale or how to start a micro-credit bank to provide small business loans in a community. Other economic and community development projects may be related to job training, book keeping or how to start a small business.
7 THEOLDGRANMThe old grant model of the Rotary Foundation was complex and hard to navigate even for the most seasoned coordinator at the Rotary Foundation. Imagine trying to understand the Rotary Grant process as a new, energetic Rotarian wanting to do good in the world. The Rotary Foundation realized that the current grants model was outdated, hard to manage and to get the right results. The purpose of this chart is to state that “there had to be a better way.” The transition to Future Vision has been difficult, but keeping the old system would have been a lot more difficult to sustain.
8 New Model: Only Three Grant Types 4/6/2017New Model: Only Three Grant TypesPolioPlusHumanitarian GrantsDistrict GrantsGlobal GrantsPackaged GrantsVocational Training & Educational GrantsScholarsPeace FellowsVocational Training Teams (VTT)THE ROTARY FOUNDATION will have three types of grants: PolioPlus, Humanitarian Grants, and Educational.PolioPlus remains unchanged. Rotary is dedicated to the goal of eradicating Polio from the world. Nigeria, Afghanistan, and Pakistan are the remaining countries needed to reach our goal.The educational programs focus on scholarships for international graduate studies, peace fellows, and vocational training teams. District 7570 is a little different because we have our own endowed scholarship programs in addition to the ones funded by the Rotary Foundation. EDUCATIONAL PROGRAMS remain a priority for Rotary. The scope of the educational will change, but the priority remains the same. The goal of the vocational training is to build skills within a community by offering local training or by supporting groups of professionals traveling abroad for rigorous study or to teach local professionals about a particular field. Many of the vocational training may work great tied into a humanitarian global grant.The Trustees have approved three types of humanitarian grants: ROTARY FOUNDATION DISTRICT GRANTS, ROTARY FOUNDATION GLOBAL GRANTS, and ROTARY FOUNDATION PACKAGED GRANTS. These three types of grants will accomplish everything that the old grants model tried to accomplish in a more straight forward way.The Districts Grants are under the control of our Rotary District. The district grants will provide opportunities for local and international projects with a limited budget. The District Grants will also fund our district GSE team and other projects.The Global Grants have projects that are international in scope with a combined project budget of over $30, Global Grants are expected to have a longer-term impact on the communities served. Global Grants are administered by the Rotary Foundation. The global grants replace many types of grants under the old grants system. The new global grants are expected to have more quantifiable results on projects that are truly needed by the community in which the project is designed.Packaged grants are projects that have been pre-arranged with non-profit organizations such as Mercy Ships. The Packaged grants need primarily Rotary involvement without the initial fundraising to support the packaged grant. Packaged Grants allow Rotary Clubs who may not be able to raise large quantities of money to participate in international projects. A partnership between Rotary and other non-profit organizations are packaged and ready to go by our Rotary Clubs.The distinction between the three types should become apparent here today as we discuss the plan.
9 Global Grants are New! Bigger Budgets Minimum match by foundation $15,000Minimum project budget is $30,000Align with one of the six areas of focusLonger-term Impact of grantGrant managed by Rotary FoundationThe Rotary Foundation is demanding that you create a project that is larger in scope than the projects in the past. Now, the Rotary Foundation wants the minimum match to be $15,000. The club and district contributions would need to be matched $.50 and $1, respectively. The grants will require more partnerships within our district and even outside of our district to raise enough money to qualify for a global grant. The global grants must meet one of the six areas of focus. The application for global grants will be under member access at the web site.
10 Global Grants are BIG! Fund Large-scale International Projects Respond to need identified locallyDesigned so the community can help itself after the Rotary work is doneApply online at Rotary websiteActive Rotary InvolvementSupport Graduate-Level International StudyGlobal Grants fund large-scale international projects that respond to needs that have been identified locally. The community needs to be able to have the knowledge and skills and funds to maintain the project once the grant is done. The global grants will be applied online at the member access page of the website. As usual, active Rotary involvement is a must. Global grants can also support international graduate-level international studies. Undergraduate scholarships will not be supported. In some cases, global grants will build on the work of previous global grants to make a significant and long-term impact on a community, region, or country. It is expected that Rotarians can develop measurable results that are easy to explain and report.
11 District Grants are New! Will Fund:Local or International ProjectsHumanitarian, Educational & TravelDisaster Recovery & OtherGrant Match may average $3,000Grants Managed by Our DistrictMaximum District match is $10,000The District Grants will fund local or international projects grants with smaller budgets. The average size for a local district grant will continue to be $3, Educational, travel, disaster relief, scholarships and other projects can be funded by District Grants.The Districts Grants are under the control of our Rotary District. The District Grants will also fund our district GSE team and other projects. The most that a district grant can match is $10,000. District grants support the mission of the Rotary Foundation and may also target an area of focus. There are no minimum budgets for district grants. Our Rotary Clubs have applied for a $250 or $500 local district grant match in the past for dictionaries. District grants can provide scholarships to students attending colleges locally in the USA. District grants are simpler, but still adhere to the grant terms and conditions.
12 District Grants are Flexible! Simple, flexible, innovativeEducational & humanitarian projectsAlign with Rotary Foundation missionSmaller budgets & local decisionsLocal decision making, less red tapeNo Match from Rotary FoundationDistrict grants are flexible, simple, and innovative. We have a lot less red tape with a district grant. The rules and funding is left primarily up to the district leadership. District grants support smaller projects and allows for more local decision making. The only negative about district grants is that we will not have a match from the Rotary Foundation. The budget for a district grant is the combined contributions from the club and the district. The district grants will have different guidelines from global grants which will vary from each Rotary district. The key factor is that the Rotarians are still making the commitment to spend the money wisely.
13 Examples of Grant Activity District GrantsGlobal GrantsInternational travel for local doctor to volunteer.Scholarship for student to attend local university.Donation of art supplies to assist local youth.Mixed profession vocational training teamsDictionary project in Jamaica and VirginiaOther Examples ?International safe drinking water, sanitation, and hygiene educationSponsorship of student to Study Abroad.International malaria projectSingle vocation Rotary Vocational Training Team sent abroadOther Examples ?The types of projects are similar between district grants and global grants, but the scope of the effort is usually bigger for global grants. The type of scholarships differ between district and global grants. A educational or literary project may be very similar between the two grants except one is done in our hometown and the global grant is done around the world. The simple way to know the difference is that a district grant does not have a minimum budget, but it doesn’t get a match from the Rotary Foundation. The global grant has a minimum budget of $30,000 and gets matching funds from the clubs, district, and the Rotary Foundation.
14 Packaged Grants are New! Predesigned Large ProjectsEducational & Humanitarian ProjectsComprehensive in ScopeSustainable ProgramsFunded by Strategic Partner & RotaryImplemented by RotariansInitial Partners include Mercy Ships, Oikocredit, UNESCO – Institute for Water Education and Aga Khan UniversityPackaged grant partners are selected by the Rotary Foundation. The Packaged grants will tend to be large, comprehensive and sustainable. The idea is usually developed by the Rotary Foundation, but it may be possible for Rotarians to suggest a potential partner. The funding is usually 100% raised by the Rotary Foundation World Fund and the Non-Profit Partner.Packaged grants are projects that have been pre-arranged with non-profit organizations. The Packaged grants need primarily Rotary involvement without the initial fundraising to support the packaged grant. Packaged Grants allow Rotary Clubs who may not be able to raise large quantities of money to participate in international projects. A partnership between Rotary and other non-profit organizations are packaged and ready to go by our Rotary Clubs.Rotarians can work aboard one of the Mercy Ships off the coast of Africa. They can set up a microcredit project working with Oikocredit which has a vast knowledge how to set up and run microcredit loans to enable economic development. UNESCO – Institute for Water Education trains how to best provide clean water and Aga Khan University trains nurses and medical professionals in countries like Kenya.
15 Future Vision Plan Grants What’s NOT Changed?PolioPlusRotary International Peace CentersPriority on “Doing Good in World”“Hands-on” Rotary ProjectsPartnerships with Other RotariansTrust, Friendships & RelationshipsThe Future Vision changes do not impact PolioPlus, the Rotary Peace Centres for International Studies (Peace Scholars). It also does not change our priority for doing good in the world. The new grants will still require “hands-on” involvement by Rotarians. We will need to build more partnerships with other Rotarians in our district and around the world. Grants will still require building trust, friendships, and lasting relationships with other Rotarians and non-profit organizations. We will still be doing local and international projects.
16 New! Club Qualification Attend grant training Sign memo of understandingBe good stewardShow resultsBe current on all reportsYour Rotary Clubs must qualify to apply for Global Grants. The first step is attending this grants management seminar. The second step is signing the memo of understanding that explains the commitments the club is making to be a good steward of grant money and to focus on long-term projects. You will need to be a good steward of grant funds and show measurable results and be current on all grant reporting which is due twelve months after receiving the funds for a project.
17 Terms of Qualification Club Must Qualify AnnuallyEntire club is responsibleDisclose potential conflicts of interestFollow Foundation Terms and ConditionsCooperate with all auditsGrant ReportingAttend this training annuallyThe club president and president-elect must sign a Memo of Understanding annually. The entire club is responsible to implement a grant responsibly. All Rotarians must disclose potential conflicts of interest and follow the terms and conditions laid out by the Rotary Foundation. The club promises to complete reporting annually and cooperate with an audit. The commitment is to be a good steward of grant funds. A representative of the club must attend this training annually.
18 Rules are Changing Grant game has changed Check out new terms guiding Global GrantsMore flexible on projectsKey factor: areas of focusA “reasonable test” is applied to many ideasThe Rotary Foundation has a new set of rules for global and district grants. It is better to ask than to assume that you have to live within the old rules and guidelines. We still can’t pay for a new building or a salary of a non-profit organization. We also can’t fund work that has already started. If you are wondering what can be done, check out the Future Vision grant terms and conditions. If you are still not sure, be free to contact the Rotary Grants Center at or They can answer basic questions about the rules. We can get okay to do some things that were not allowed in the past. The Rotary Foundation may recommend that we use our best judgment how the Rotary funds are spent.
19 FundingThe Rotary Foundation invests our Annual Fund Contributions for three years before the funds are used for grants.Annual Fund Giftsare returned in for our DistrictDesignated Funds.Now, we will review the funding for our district. The funds which are used to match the club contributions are from the contributions to the annual fund three years ago. The contributions from will give us our district designated funds for Some of our district designated funds come from other contributions such as the permanent fund.
20 Annual Fund Contributions in 2010-2011 D7570 Distributable Funds 2013–14 Rotary Year$446,48050% SHARE %District Designated Fund TRF World Fund$223, $223,240Annual Fund Contributions inDistrict 7570 contributed $442,000 in into the Annual Fund at the Rotary Foundation. The Rotary Foundation invests the contributions for three years and returns it to the district. The contributions are returned in % of the contributions will be available as District Designated Funds and 50% will go to the World Fund. $221,000 will be available to our as DDF and World Fund.
21 Annual Fund Contributions in 2010-2011 D7570 Distributable Funds 2013–14 Rotary Year$446,48050% SHARE %District Designated Funds TRF World Fund$223, $223,24050% (max.) Optional 50% (min.)$98, $13, $111,620District Grants GSE Global Grants Match from TRFAnnual Fund Contributions inMatches100% of District $50% of Club $The $223,240 in District Designated Funds can be used up to 50% for District Grants which would give us $111,620 for local projects and small international humanitarian grants. At least 50% of the DDF must be spent on global grants which would be another $111,620. The $223,240 given to the World Fund is used to match 100% of district designated funds and 50% of club contributions. Our district will have a lot of flexibility how our district designated funds are allocated as long as 50% goes toward Global Grants. The district leadership usually will create a budget at a District Foundation Steering Committee meeting in February for the next Rotary year. We will also fund an outbound GSE team to Australia for $13,000.WORLD FUND also get money from annual fund contributions, permanent fund earnings, named gifts, and donor advised funds. The World Funds are controlled by the Rotary Foundation. The District Designated Funds are controlled by our district.
22 Creating a Project Requires teamwork, goodwill, and better friendships The steps required to create a project to be funded by a global or district grant has changed. Several optional steps are now required like planning, organizing, communicating, and finding out a real need. Creating a project requires teamwork, goodwill, and better friendships. Trust is developed as the goodwill and friendship grows. Creating a good project also requires listening to the Rotarians in the host country and to the people who will be served.Requires teamwork, goodwill,and better friendships
23 Needs AssessmentTalk to Everyone. Get ideas and buy-in across community leadersTrust local knowledge & ways of workingChoose a project that is based on the community’s need over the long-termAssess your club’s resources and availability and its potential partners to meet the needThe needs assessment is emphasized in the Future Vision plan. Many times, Rotarians had an idea from America and looked for a club overseas to do it. Now, the tables are turned. A needs assessment is required to find out what is needed to be done instead of what we want to do from the United States. The grant project team needs to talk to members of the community to assess what is needed. Next, your club is assessed to determine whether you can meet the need. The project needs to be focused around the need. Is your idea really wanted and needed in your target community? Use available local resources. It is better to hire a local engineer or contractor to extend the local knowledge and expertise and provide outside knowledge to expand their skills. It is important to understand the work to be done and how the work will be done. It is important to trust the local knowledge and use their ways of doing things instead of thinking that everything has to be done “our way.”
24 Project Planning Form a six-person grant team Assign roles Determine primary contactsSet measurable and sustainable goalsCreate a budgetCreate an implementation planHave a contingency planIdentify cooperating organization to helpFuture Vision puts more emphasis on project planning. Every grant must have three Rotarians from the host club and the international club for a global grant for a total of six people on a global grants team. Roles need to be assigned for the people on the grants team. The grants team must set measurable and sustainable goals BEFORE the project is done. The final report will need to compare those goals to what was actually accomplished. The grant should have a contingency plan when problems arise and things change. The budget needs to be created using actual bids and accurate cost estimates. The community needs to be helped to generate income that can be used to sustain the project long-term. How will the community take ownership of this project?You are going to be required to do a lot more project planning that was done in the past on a matching grant. Rotarians have a lot of talent, but it is always good to look for a cooperating organization which can help with tasks on the project. The cooperating organization may have knowledge and skills that complement the Rotary project team.
25 Setting Specific Goals MeasurableSustainableQualitative (descriptive)Quantitative (numeric)Gather baseline dataDecide how to measureSetting goals for your grant is one of the most important tasks to be done. The Rotary Foundation now requires that the goals be descriptive and numeric. The days of just setting a goal stating that we’ll provide a well to somebody are over. One of the goals need to be sustainability of the project. It is necessary to gather baseline data which will be used to compare the grant results at the end of the project.Successful grant projects meet a real community need and have measurable outcomes. The measurable outcomes needs to be studied before the project moves ahead by looking at examples of the kinds of measurable outcomes that the Rotary Foundation expects you to establish. The project will not move ahead without measurable outcomes identified.
26 Successful Grant Projects Use implementation planLasts Long After Money is GoneEvaluate results of grantsTell story of good and badTalk all the time to Rotary partners via cell phone,, texting, calling cards,& SkypeTwo-way and frequent communication between Rotarians in our district and in the target country is vital to the success of the project. The communication most likely needs to occur via and cell phone calls. Don’t expect the other Rotarians to communicate exactly in the same way that you do. You are going to have measurable goals and outcomes and an implementation plan. You will also need to prove that the well, clinic, or school will be able to continue after the grants funds are gone. How do people continue to drink water, get medical care, or read books in the school library after the project is done? The grants funds need to be spent better than you’d spend your personal funds. If we are not good stewards, the project will not succeed.Successful grant projects use the goals and measurable outcomes to evaluate the results to determine ways that future grants could be improved. You are need to tell the story of the successful grant with the donor clubs and district leadership. The news can be shared in newspaper articles, district newsletters, and on the web. It is also important to celebrate the success in the host country.26
27 Principles of Sustainability Project impact after funding is expendedEconomic, cultural, social & resourceOptimal use of local resourcesRespect natural resourcesReach the most beneficiariesNew methods in professional fieldsPrepare professionals to increase impactUse input and skills of grassroots groupsSustainability is the new buzz word for global grants. In some way, district grants will be required to have a longer-term impact. The Rotary Foundation grants and projects from other non-profit organizations did not last. The money was spent, but the impact of the project only lasted a few years. The well broke down. The medical equipment needed a new part or the new librarian needed to be trained how to maintain the library. How will the community maintain the deliverables from the grant after the grant funds are spent? We want the longest impact possible for every grant. We also want to reach the most beneficiaries now and over the long-term because the benefits are long lasting.
28 Plans Needed for Grant Topic Communications plan Financial management planRecord keeping planNeeds Assessment PlanMeasurable ResultsQuestionsWhat are the benefits of creating these plans?What are the implementation steps?Who will be responsible?What will you do if something goes wrong?It is not necessary to discuss each item in depth. The goal of this group activity is to get participants thinking that planning is a critical step of our new grant writing process.Communications Plan:The communication plan is critical to figure out the best way to talk with all Rotarians involved in this project in your club and the host club in another country. How are you going to get help from the district grants team? How are you going to ask general questions at the Rotary Foundation? How do you start implementing a good communication plan? How do you get contact information? Do you need introductions with that club? Will one or more people on the grants project do the communicating on the project? Who is copied? Who takes the action item to follow up on the s or telephone calls? What happens if the is not answered or the telephone call does not go through? How does the project go ahead?Financial Management Plan:The financial management plan includes how the money will be spent. The Rotary Foundation will ask for a spending plan because the funds will be sent to the Host Rotary Club in stages now. We will need to have receipts and a dedicated bank account for this grant. It would be helpful if the account is in US Dollars. Who is the accountant for this project? Who prepares the financial reports needed for progress and final reports? Who gets the auditor to review the finances?Needs Assessment PlanThe needs assessment is critical to get the project approved. It is also important to know that you are doing what the community really needs compared to the pet project that you want to do. How will you get the information to complete a practical and responsible needs assessment? Can those same people be involved in assessing whether those needs were met when the project is completed?Measurable ResultsIn the past, final reports would report the number of people impacted by a project. Now, that is not enough. The Future Vision global grant requires measurable results that are very detailed and quantifiable. It is best if a project team looks at other global grants measurable results or sample results by area of focus to be able to complete this part of the grant plan. Considerable planning has to take place to determine what measurable results can be obtained before and after the project is done. Who will get the information? Is the information accurate and reflect the impact of our grant?
30 Global Grants Ensuring Achievable, Sustainable, and Measurable Results We are now going to talk about developing grants where we ensure that we are able to obtain achievable, sustainable, and measurable results. The photographs show medical equipment sent to the Tamale Teaching Hospital in Ghana, a child’s foot with Buruli Ulcer, a well, and a school. How do we make sure that each one of these projects last a long time?
31 Creating a Budget Realistic & Usable Competitive bidding Reasonable pricesDisclose conflicts of interestNeed More Clubs to Fund Project NowCreating the budget is probably one of the most important steps in the planning process of writing the grant. The first step is to get competitive bids from at least three contractors or vendors. In some cases, you will get bids from contractors and non-profit organizations to drill a well or provide a service. It may make sense to use the highest bid in the budget so that the budget isn’t the most optimistic scenario.It is best to use an Excel spreadsheet to create a detailed budget, a summary budget, and a funding page. The detailed budget is usually for the project team’s benefit. It is at a low enough detail to understand how the budget is built. The summary budget brings the details up to a high enough level that it can be input in the Rotary Foundation data entry screens. The Rotary Foundation needs some detail, but not too much that it becomes a burden during the reporting process. The funding page shows the contributions from various Rotary Clubs and districts and the matching funds from the Rotary Foundation. The total funding and the total budget should match. The spreadsheet can have a verification that the two numbers match. Walter Hughes, Grants Chair of District 7570 can send you a sample spreadsheet.Conflicts of interest can sink a project. It is important that conflicts of interests are disclosed up front such as the conflict of interest that is caused when the brother-in-law of a Rotarian is selling a critical component for the grant. What happens when the brother-in-law’s product doesn’t work? Similar conflicts of interest can occur with governmental agencies or non-profit cooperating organization.Our projects are bigger now for Global Grants. We will need to partner with more clubs and districts to fund our projects now. We will no longer be able to have a grant that only works between just two Rotary Clubs. Building relationships and friendships that span Rotary Clubs is the new requirement of Global Grants.
32 Partners Supported by strong partnerships Search for Rotarians who have identified a need in their local communitiesTeam of Host & International RotariansHost Rotarians should be investedGood communication between the host and international partners is keyPartnerships are much more important in the vision for the future of the Rotary Foundation. It will no longer be easy to fund a grant with just funds from one Rotary Club. It will require more partnerships of many Rotarians and non-profit organizations. You will need to find the strengths of each organization and take advantage of the strengths of each Rotarian and non-profit organization. Good communication is vital. Remember that Skype, texting to international cell phones, and calling cards may become your best ally in the effort to maintain communications. The host Rotarians in the host country must be invested in this project. It has to be “their project” or it will fail. Better yet, it needs to be “our project” and the three international Rotarians and the three Rotarians from the host club make a real working team.
33 StewardshipStewardship is the responsible management and oversight of grant funds, including:Rotarian supervision of projectFollowing standard business practicesReporting of irregularities to TRFImplementing projects as approvedFinancial records reviewTimely submission of reportsThe strength of Rotary humanitarian projects is our stewardship. In most ways, nothing has changed except that we are reminded about the importance of stewardship before, during, and after the project is done. If you are not sure if an expense is permissible, please ask someone BEFORE the money is spent. Don’t be afraid to tell someone on the district grants team about a financial problem when it occurs and ask for help. It is much easier to get it fixed before the report is late. You can usually expect that a financial audit will be done at the end of the project and sometimes at the time of a progress report. In fact, Rotary Cadres may be sent after the project is done to verify that the work is good and the money was spent well.
34 Grant Management Ensures that projects has proper financial control Adhere to superior technical standardsMeet the needs of the beneficiariesFulfill their objectivesSafeguard fundsGrant management is key. It is important that the finances are handled properly by the host Rotary Club. That means that all of the Rotarians need to have a conversation about opening the dedicated bank account and how bills will be paid. It is important to ask for detailed receipts that line up with the way the costs were budgeted in the original application. The technology of humanitarian work is changing. It is important to tap into experts and Rotary Action Groups to find out the best way to do work. In other cases, “keeping it simple” can ensure that the project is sustainable and long lasting. Keep asking if we are meeting the needs of the community and fulfilling the objectives of the grant. You project will be evaluated at the end to verify that you safeguarded the money trusted to you. The project team made a commitment to see the project to completion. You’ve given your word that the work will get done to impact the lives of the people we are serving.
35 Financing GuidelinesClub generated contributions must come from or be raised by RotariansFunds cannot be raised from beneficiaries in exchange for receiving the grantFunds cannot come from other grantsContributions should be credited to donorIt is expected that the club contributions come from Rotarian fundraisers or donations. The beneficiaries can contribute their time and some money, but they are not expected to fund the entire budget of the project. The contributor should get credit for Paul Harris Fellowship credit.
36 Applying for a Global Grant Bring patience, understanding, and cup of coffee The planning has been done. The friendships established with the Rotarians in the project country. Now, it is time to apply for a global grant. The Rotary Foundation wants you to answer a lot of questions, but they want the answers to be less than 500 characters long. Sometimes, it is difficult to explain a complicated project in under 500 characters especially for Rotarians. We suggest getting examples of grants that have received approval to see how they answered some of the questions.
37 Global Grant First Steps It is important for you to create an account and password for the member access page of the Rotary.org web site. The website only works well with Microsoft Internet Explorer browser. Do NOT use any other browser with the Rotary website. Click on the create account at the bottom of the member access page. The member access page can be found at the top right corner of the home page. You will need a copy of the Rotary magazine with your mailing label. The mailing label will have your Rotary member number. You will also need to know your club name or number. You will also need a working address. Everything that is done to apply for a grant is done online.This user information is different from the district web site. The default id is yourCreate Account at
38 Applying for Global Grants First Step is to submit grant proposal through Rotary member accessNext step is to submit grant application through Rotary member accessMust meet goals of area(s) of focusMust be sustainableMust involve two or more Rotary ClubsDistrict must confirm club is qualifiedThe application process is a two-step effort. The first step is to submit a project proposal. I recommend keeping a copy of everything entered into the Future Vision web site in Microsoft Word for two reasons: 1) backup and 2) to share with other Rotarians on the project. I also create the project budget in an Excel spreadsheet and then input a summary of the budget with just enough details to satisfy the Rotary Foundation coordinators.
39 Global Grant Funding Contributions from Various Clubs $10,000 District Match ($1:$1) max. $20,000 $10,000Rotary Foundation MatchMatch of Club Funds ($.50:$1) $ 5,000Match of District Funds ($1:$1) $10,000Total Funding $ 35,000This Global Grant Funding example shows where $10,000 was raised by various clubs in our district. Our district grants team recommended a $10,000 match in district designated funds. The district could have decided to give up to $20,000 toward this single project. The Rotary Foundation provides a match of $5,000 for the club contributions and $10,000 match for the district match. The total match from the Rotary Foundation is $15,000. The total budget with combined club, district, and Rotary Foundation funds is $35,000.The district could also choose to match the club contributions at a smaller amount if the number of grants exceeded our ability to fund the grants. The would need to give enough to get the grant above the $30,000 threshold for a global grant. It is practical to assume that several clubs from other districts may joined us on this project and that district funds from that district may also be included in the project. The district may also use the cash exchange method to convert the club contributions into DDF which would allow the club contributions to be given to the Annual Fund. The cash exchange method does not change the total funding for the grant.
40 Project Implementation “You can do it, now!” It seems that we’ve spent a lot of time doing planning, organizing, and communicating without doing the “real work.” It is our hope that the planning and communicating with the partners of this project will pay off now that you can actually get the project done. You can do it! The hardest lesson to learn is that the way that it is done at home is not necessary the best way to do it in the community where the project is planned. Also, many of the Rotarians involved in the funding of the project now has to trust the Rotarians in the host country to oversee the actual work to be done.
41 Do Good Job & Evaluate It Talk with partnersManage financesFollow the planAchieve “our” goalsAsk for receipts and keep recordEvaluate during project and improveCelebrate and promote successesWe are able to do good in the world because Rotary has built a reputation for getting a job done right. You will need to constantly talk with the partners and make decisions that impact the success of your project. The finances need to be managed carefully. The plan that was created to get the grant approved needs to be followed during implementation. It will be a problem if the expenses don’t match up with the expenses outlined in the original budget. If the scope changes, ask for a waiver from the Rotary Foundation country coordinator for your project. Ask for receipts. The best motto is “No Receipt, No Money.” Evaluate the project as it goes along. Problems will arise. It is the team that is best able to handle the problems who are able to celebrate the victories along the way and then be able to say that “the job was well done.”
42 Financial Management Plan Dedicated Bank account for fundsDistribute funds CarefullyUse checks/bank cards to track fundsDetailed ledgerFollow local lawsEstablish a financial management plan. A global grant requires a dedicated bank account for grant funds. It is important to take your time in spending the money. It is okay to take time a make a partial payment and ask for photographs and receipts before paying more money. Use checks to track funds. Avoid spending cash whenever possible. A detailed ledger needs to be created and it is good to know and follow the local laws governing your humanitarian project.
43 Grant Reports !?!Grant is not done until reports are accepted by the Foundation.Reports are due 12 months after paymentFinal report due within 2 months of end of projectGrant is not done until the progress and final Reports are accepted by the Rotary Foundation. (It takes about one month to get a report accepted if everything is right at the start.) A good grant report is planned from the day that the grant is approved to be funded. The project will need photographs, ledgers, receipts, as well as bank statements that can be understood. The grant reports are more likely to be understood if both the host and international Rotarians are working together to generate a grant report.The reporting is crucial to the success of your project. It also will prevent any new grants with your club and district if the progress or final reports are late. The clock starts ticking once the money is received in the host club’s bank account from the Rotary Foundation. It is important to understand that reporting is a team sport. Both clubs should take responsibility in getting the reports done. One club can write text summaries while the other club works up the financial information. Use the skills of all of the Rotarians on the team and don’t let reporting be one person’s job.
44 Global Grant Reports Content How both Rotary Clubs were involvedType of activity: humanitarian project, scholar, vocational training teamEvaluation of project goals and how funds met the goals of the area(s) of focusHow funds were spentNumber of beneficiaries and how they benefitedThe progress report explains how all Rotary Clubs were involved. The report varies depending upon whether it is a humanitarian project, educational project, or a vocational training team. The expenses need to be summarized exactly the same way they were presented in the original budget. The measurable outcomes need to be in the final and progress reports. It is also good to have a summary version of this report which can be sent in to the Rotarians involved in the project.
45 Resources District Foundation Committee District Grants Team - Future Vision PagesFuture Vision Plan NewsletterDistrict GovernorRotary Foundation StaffRegional Rotary Foundation CoordinatorAsk a Neighboring Club or DistrictThe best source for resources regarding Future Vision is at the district web site and the Rotary web site. Rotary has many online webinars that can help you. Be willing to ask other clubs that have completed a global or district grant for help as well. The district leadership is also willing to help you.
46 Handouts Look on our district web site for links to handouts. Club Memorandum of UnderstandingGlobal Grants GuidelinesDistrict Grants GuidelinesDistrict Foundation CommitteeFuture Vision Grants Terms & ConditionsApplication for District GrantFuture Vision Grant Management ManualToday’s PowerPoint on district web site.Thank You for All You do for Rotary and the World!Our district will be providing most of these handouts to you in your training material. We will keep copies of a lot of this material at the district web site and also on the Future Vision pages of the Rotary web site. Thank you for coming and all that you do for Rotary and your humanitarian service.