To implement a grant, a systematic approach (project) is advisable. The following project process can be beneficial:
Project process (checklist)
1. Project idea
Definition of the overall objectives of the project and the project design
2. Presentation of the project idea in the club
Presentation of the project idea including the (estimated) resources in the club (possibly the Four-Way Test)
3. First decision of the club
No > no further activities
Perhaps > expanded collection of facts
Yes > Start of implementation
4. Needs analysis
Use only reliable and concrete data
Has there been a similar project
Set measurable project goals
Create an effective control and evaluation plan
Starting point for the project decision prepared
District support relevant
Cooperation with other clubs / districts relevant
5. Resource planning
Select participants carefully
Pay attention to project-relevant competence diversity
6. Feasibility study
Is there an actual need
Meaningfulness
Are there sufficient resources in the club
Risk analysis (what can go wrong?)
7. Transparency
Ensure transparency throughout
Define project documentation
8. Create project plan
Clear and measurable project goal
Timeframe of the project (possibly milestones)
Project costs
Need for resources (money, working time, ...)
9. Contact to the district
Coordinate with district representatives to discuss possible options in the early stages of the project.
10. Coordination in the club
No > no further activities
Open points > expanded collection of facts
Yes > Start of implementation
11. Design phase
Rotary members are planning the project.
12. Submission
The project planners submit the funding application to the Rotary Foundation.
13. Approval phase
Club and district leadership review and approve the application and financial contribution.
14. Implementation
Project plan and ongoing validation
Raise funds, monitor project activities
Assessment of project success, evaluation
15. TRF confirmation
The Rotary Foundation evaluates the application based on its criteria and, upon approval, processes the payment.
16. Final project review
Internal review of project implementation as a basis for project completion
17. Completion
The members implement the project and provide the Foundation with an annual report until the project or grant process is completed.
18. Sustainability
After a suitable period, assess whether the intended project outcome has been achieved as planned.
NOTE
This content was created by a project group in District 1920 (Austria). Questions and suggestions: Eckehard Bauer, RC Freistadt, District 1920