[b][color=#0000ff][size=4]TOPIC 1 DESIGNING A PROJECT[/size][/color][/b]

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[b][color=#0000ff]Successful grant projects:[/color][/b]



[color=#0000ff]Meet community needs[/color]

[ul][li]Beneficiaries are more likely to support and participate in a project that addresses the needs of a community[/li][/ul][color=#0000ff]Are sustainable[/color]

[ul][li]That is, have a sustainable outcome - one that will continue after the funds have been spent.[/li][/ul][color=#0000ff]Involve a partner[/color]

[ul][li]Rotarians should partner with the community and organizations with technical expertise; however, projects must be managed by Rotarians. (Rotaractors may manage projects funded through District Grants)[/li][li]Working together means more than financial participation; it also means using each partner's expertise to implement the project or activity. [/li][/ul][color=#0000ff]Have an implementation plan[/color]

[ul][li]The plan should include an achievable project timeline and should be shared with partners and beneficiaries. [/li][/ul][color=#0000ff]Maintain proper stewardship of funds[/color]

[ul][li]By establishing a financial management plan before applying for grants, clubs ensure that they will have processes in place to manage funds before any money is received.[/li][/ul]

[b][color=#0000ff]QUESTION 1. Which of the following should lead to a successful grant project?[/color][/b]

[b][color=#0000ff]NEEDS ASSESSMENT[/color][/b]

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A good starting point for any project is to conduct a needs assessment.  It is important to:

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Base projects on communities' needs[/color]

[ul][li]Asking members of the community what they need and what strengths they bring to the project results in greater support and involvement, which leads to a more sustainable, lasting impact.[/li][/ul][color=#0000ff]Determine what resources your club and potential partners have[/color]

[ul][li]Once the needs are identified, your club should consider which can be addressed with the resources, skills, and availability of your club and its potential partners, including other Rotary clubs, districts, The Rotary Foundation, and non-Rotary organizations.[/li][/ul][color=#0000ff]Talk to the community[/color]

[ul][li]Continue involving the community during the selection of the project and its planning and implementation.[/li][li]The Rotary publications Communities in Action and Community Assessment Tools offer information and resources for conducting a community needs assessment.[/li][/ul]

[color=#0000ff][b]QUESTION 2. How would you get greater community involvement and support for your project?[/b][/color]

[color=#0000ff][b]PARTNERS[/b][/color]

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•       Rotary Convention

•       Project fairs

•       LinkedIn

•       Facebook

•       Rotary events

•       www.matchinggrants.org/global

•       www.rotary.org



[color=#0000ff]With partners, Rotary clubs are able to implement projects they could not do on their own.[/color]



[ul][li]Partners can include other clubs, districts, The Rotary Foundation, or non-Rotary organizations.[/li][li]For global grants, projects must have a host partner and an international partner from different countries.[/li][li]Both partners should be involved in all stages — from identifying the need to planning the project to implementing it and reporting on it.[/li][li]For scholars, host partners play an important role in identifying a counsellor and helping the scholar acclimate to the country.[/li][li]For district grants, clubs can partner with clubs in the district or with other districts and their clubs.[/li][li]Good communication helps keep all partners involved and allows them all to provide oversight.[/li][li]Consider creating new partnerships and expanding Rotary networks.[/li][/ul]

[color=#0000ff]Effective communication with project partners:[/color]



[ul][li]Establish how and how often you will be in contact to discuss the project.[/li][li]Make sure everyone has correct information, such as email addresses for the club presidents and project committees for all partners.[/li][li]Set up an alternate plan for communication, such as using a Seminar, social media, or a teleconference.[/li][/ul]

[b][color=#0000ff]QUESTION 3. Is it important to have a "partner" for your project?[/color][/b]

[b][color=#0000ff]PROJECT PLANNING[/color][/b]



[color=#0000ff]Form a three-person grant committee[/color]

[ul][li]Rotarians must manage all projects that receive funding from The Rotary Foundation.[/li][li]Both the host sponsor and international sponsor must have committees of three Rotarians to manage the project.[/li][/ul][color=#0000ff]Assign roles[/color]

[ul][li]Roles and responsibilities should be assigned to everyone on the committees.[/li][/ul][color=#0000ff]Make an implementation plan[/color]

[ul][li]Create a plan for managing funds and implementing the project.[/li][/ul][color=#0000ff]Establish a budget[/color]

[ul][li]Develop a budget that includes details and a timeline for the purchase and distribution of goods, training, and any other activities.[/li][/ul][color=#0000ff]Have a contingency plan[/color]

[ul][li]Consider your liability for the project, ensure that your club is protected, and have a contingency plan in case something goes wrong.[/li][/ul][color=#0000ff]Have a document retention plan[/color]

[ul][li]Set up a process for retaining documents related to the grant before funds are received.[/li][/ul]

[b][color=#0000ff]QUESTION 4. True or False?  Both host and international committees require a two person committee.[/color][/b]

[b][color=#0000ff]CREATING A BUDGET[/color][/b]

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[color=#0000ff]Realistic[/color]

[ul][li]A budget should be realistic and comprehensive to ensure adequate funding.[/li][/ul][color=#0000ff]Competitive bidding[/color]

[ul][li]When choosing a supplier, Rotarians should use a competitive bidding process to ensure that they get the highest quality goods at the best prices.[/li][/ul][color=#0000ff]Disclose conflicts of interest[/color]

[ul][li]Clubs should keep records of any submitted bids and must disclose any potential or real conflicts of interest related to the budget.[/li][/ul]

[b][color=#0000ff]QUESTION 5. Can we get one of our club members to supply materials and services for our project?[/color][/b]