Global Grants Management and Stewardship STEWARDSHIP This session

Global Grants: Management and Stewardship

STEWARDSHIP This session will cover: • What is “stewardship” • How to strengthen grant management and transparency • Common stewardship issues • Good stewardship practices TITLE | 2

What is Stewardship? • Using Rotary Foundation funds in a responsible and transparent manner. • Implementing grant projects according to Rotary Foundation policy. • Proper grant management and financial compliance. TITLE | 3

STEWARDSHIP What Are the Consequences of Poor Stewardship? • • Loss of Rotary funds Damages Rotary’s reputation Weakens project Limits impact Negatively Impacts beneficiaries Risks sanctions Fails four-way test TITLE | 4

STEWARDSHIP Why is Good Stewardship Important? • • • Safeguards Rotary Funds Maintains Rotary’s reputation Enables strong, long-lasting projects with positive impact on beneficiaries Allows clubs to continue Global Grant work without fear of sanctions Passes four-way test TITLE | 5

What is Good Stewardship? General Practices • Involvement of full club • Communication between host and international partners • Communication with beneficiary community • Control of project funds remains with Rotarians until grant purchases are made TITLE | 6

Stewardship and the Project Lifecycle TITLE | 7

What is Good Stewardship? Before Project Begins: • Perform community assessment (required beginning 1 July 2018) • Develop financial management plan • Solicit competitive bids for large project expenses TITLE | 8

HOST SPONSOR INTERNATIONAL SPONSOR Initiates the project Conducts a community assessment Manages project implementation and budget Provides local assistance and support Receives project funds Provides financial & technical support Performs tasks that can be done remotely Visits the project site, if possible Must be qualified to participate in a global grant Develop project plan Have project committees that collaborate with each other Partner with a cooperating organization if needed TITLE | 9

Project Teams • Develop a communication Plan with all Partners Great Global Grant Host Club International Club TITLE | 10

What is Good Stewardship? Before Project Begins: • Disclose any potential conflicts of interest involving any sponsor club members • Open a bank account to be used exclusively for the grant project • The bank account should require two signatories for all withdrawals TITLE | 11

Stewardship and the Project Lifecycle TITLE | 12

What is Good Stewardship? During Project Implementation: • Regularly visit beneficiaries to monitor project progress • Adhere to project plan and financial plan • Use checks or bank transfer whenever possible TITLE | 13

What is Good Stewardship? During Project Implementation: • Share updates at your regular club meeting. TITLE | 14

What is Good Stewardship? During Project Implementation: • Request invoices and receipts for all grant expenses • Maintain a project ledger • Keep backup copies of all financial documentation. TITLE | 15

Stewardship and the Project Lifecycle TITLE | 16

What is Good Stewardship? After Project Implementation: • Measure the results of your project • Maintain relationship with beneficiaries • Keep all financial records for at least 5 years TITLE | 17

What is Good Stewardship? Reporting: • Submit a report on the project’s progress every year via the Online Grants Center • Include all retained financial documentation with each report TITLE | 18

Stewardship • Transparency • • Accountability • • Proactively and openly share information between sponsors and TRF Adhere to TRF guidelines Collaboration • Share knowledge, best practices, and lessons learned by reports and training TITLE | 19

Examples of Stewardship Issues • • No community assessment No competitive bids for project expenses Undisclosed conflict of interest Advance transfers to vendors Cash payments with no receipts Sustainability components not completed Project managed entirely by one Rotarian TITLE | 20

Examples of Stewardship Issues TITLE | 21

STEWARDSHIP Thank you! TITLE | 22