---
title: "Grant project process"
slug: "grant-project-process"
description: "Implementing a grant requires a systematic project process, from idea definition to sustainability assessment. Learn the essential steps for success."
updated: 2025-04-28T13:23:14Z
published: 2025-04-28T13:23:14Z
canonical: "docs.rotary-polaris.ch/grant-project-process"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.rotary-polaris.ch/llms.txt
> Use this file to discover all available pages before exploring further.

# Grant project process

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.

> [!TIP]
> NOTE
> 
> This content was created by a project group in District 1920 (Austria). Questions and suggestions: [Eckehard Bauer](mailto:eckehard.bauer.d1920@rotary.at), RC Freistadt, District 1920

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