DACdb Grants Module Club Process

Transcription

1 Rotary International District 7690 DACdb Grants Module Club Process The person preparing the grant must be a level 3 or higher to access the Grants tab. If you are not a level 3 in DACdb, please contact GrantsSupport@Rotary7690.org for assistance. Your club must have met the certification requirements of the District, which include: o Submitting a signed MOU (Memo of Understanding) o 2 club members attending the Grants Management Seminar. o Having all club grants from prior years closed. Your club must designate two members as signers on all grants. Members of the club who are authorized to sign grant applications or final reports must log on to the District and Club Database (DACdb) using their individual database credentials (username & password) to be able to electronically sign the applications or reports. When you are working on grants be sure you are working in the correct OrgYear, or the year during which the grant will be active. To change the OrgYear click on the Change OrgYear button and select the correct year from the drop-down list. ACCESSING THE GRANTS MODULE 2 CREATING A CLUB GRANT 4 SIGNING AND SUBMITTING CLUB GRANTS 9 PREPARING THE FINAL REPORT 11 SIGNING THE FINAL REPORT May DACdb Grants Module Club Process - Page 1 top

2 DACdb Grants Module Club Process 1. Using your database credentials (username & password) log on to DACdb. Be sure that you include your club number in the sign-on screen or you will not have access to all the Grants Module functions. 2. Click on the Grants tab on the top of the screen: 3. Click on Club Grants on the left menu. I 4. Be sure you are in the correct Rotary year. If not, click on Change OrgYear and a pop-up box will appear. Select the correct year from the drop down list: 30 May DACdb Grants Module Club Process - Page 2 top

3 5. Be sure that your club has designated the two members who will be eligible to sign for the club. To do this, click on Admin on the left menu, choose Club Signatures, and move the club members authorized to sign to the right hand side of the screen. (Reminder: signers must be a level 3 or higher.) If more than one club is involved in a club grant (see Creating a Club Grant Step 2e below) each club must complete this process. 6. After you have added club signers (Members with Club signature permission) be sure to click on SAVE. 30 May DACdb Grants Module Club Process - Page 3 top

4 DACdb Grants Module Club Process Sign on to DACdb and access Club Grants as described in ACCESSING THE GRANTS MODULE (page 2) 1. Click on New Club Grant Request Click Here to Create Grant: Three new tabs Details Contact Application will appear, with fields to be filled out in each tab. 2. Details tab a. Fill out all fields. Do not leave blanks. Put na in any field which is not relevant to your grant. b. If you are requesting more than one grant, prioritize them in the Priority field. c. Enter a brief Project Description. You will elaborate further in the Application tab. d. The Project Name, Country, and City fields are limited to 50 characters each, including spaces. e. If more than one club is involved in the project, move those clubs to the right side of the page under Club Involvement. 30 May DACdb Grants Module Club Process - Page 4 top

5 3. Contacts tab List the club members who will be working on the preparation of the grant and are responsible for collecting receipts, money, etc. Move those names from the left to the right side of the screen. You can have as many names here as you need. But remember that all those listed will receive all automated s that go out regarding the grant. 4. Application tab This page is the actual application for the grant. Each section must be completed. This is the section in which you make your answers as detailed as possible. The project objectives you enter here will automatically appear on the final report, so answer them with this in mind. Remember to check the box to accept the terms and conditions on the bottom of the page. 30 May DACdb Grants Module Club Process - Page 5 top

6 5. Click SAVE in the upper right corner of the screen. Two more new tabs Budget Documents - will appear: The grant has been created, but you will need to complete information required in the two new tabs before it is ready for signing. 6. Budget a. A complete estimated budget is required. Complete both the income and expense section. These will be adjusted to actuals when you complete the Final Report. b. Funding (Income Items) should include all sources providing funding, including the name(s) of any outside sources. c. Itemize estimated expenses for the project. 30 May DACdb Grants Module Club Process - Page 6 top

7 7. Documents As supporting documentation accumulates during the life of the grant, you should scan them and add them here. Such documentation may include signed MOU s, letters of commitment and other correspondence, quotes for expenses, receipts, photos of your project, etc. We suggest saving the documents you upload as graphics (jpegs, pngs), since graphics will be displayed as pictures in the final report. Documents saved in other formats (PDFs, Word documents, etc.) can be accessed in the final report only as links and will not print out. A copy of the grant application (GrantApplication.html) and when it is completed, the final report (FinalReport- ######_######.pdf) will appear here. a. You can upload a file either directly into this section or into a folder in this section. Folders help by keeping your documents organized by type (receipts, photos of the project, correspondence, etc). If it is appropriate to do so you can add your own folders to help you organize your material. Press Upload File. b. A pop-up will appear which will enable you to browse to your computer for the file you want to upload. 30 May DACdb Grants Module Club Process - Page 7 top

8 8. When you have completed all five tabs to your satisfaction, click SAVE in the upper right corner of the application. 9. Saving at this point will generate an to all club signers and club contacts... Example: Subject: Furnitureland Draft Grant Sample Project is ready for club review Status: Draft... to notify them that a grant has been created and is ready for club review. Before proceeding to signing the grant, be sure that all club contacts and club signers have reviewed and are satisfied with what has been written. 10. To access a club grant that has been created, go to the Grants tab, click on Club Grants, and click the pencil next to the grant you want to access. At this stage, a grant can be modified, or it can be deleted by clicking on the delete icon (X) by the grant. 30 May DACdb Grants Module Club Process - Page 8 top

9 DACdb Grants Module Club Process At this point all club signers and club contacts have received an notifying them that the grant has been created and is ready for club review: Example: Subject: Furnitureland Draft Grant Sample Project is ready for club review) Status: Draft When the club signers and contacts have reviewed the grant and are satisfied with it, it is time to submit it for club signatures. Two club signers are required for each club that is participating in the grant. The Accessing the Grants Module instructions tells how to add signers for a club. Each signer must log onto DACdb using his/her specific username and password to be able to sign the grant. 1. The first person to sign the grant clicks on Club: Collect Grant Signatures. 2. The message below will appear. Click OK to continue. 3. An will be sent to all club signers and contacts telling them that the grant is ready to be signed. Example: Subject: Furnitureland Draft Grant Sample Project is ready for club signatures) Status: Submitted Grant for Club Approval 4. The first person to sign (who may actually be the person who initiated the grant signing process) clicks on Club:Sign Grant Application. 30 May DACdb Grants Module Club Process - Page 9 top

10 5. Click on the Sign Grant button in the pop-up window that is displayed: 6. The first person who signed the grant should notify the second grant signer that the grant is ready for the second signature. That person should log on to his/her DACdb account, then access the grant and click on Club: Sign Grant Application in the upper right hand corner. A similar pop-up will appear, but this time you will see that the first signer has already signed. The second signer should click on Sign Grant. 7. After two signatures have been collected from each club participating in the grant, the last signer should then press Submit Grant for District Approval on the upper right corner. 8. Pressing the Submit Grant for District Approval button will generate an to the District Grants Committee and to the club signers and contacts that the grant has been received by the District for review and approval. Example: Subject: Furnitureland Grant Sample Project has been submitted for district approval Status: Submitted Grant for District Approval At this point a. Clubs CANNOT make any changes to the application. i. Clubs can revert the application back to DRAFT stage if clubs need to start over. ii. The district grants committee can make changes to avoid sending the grant back to its DRAFT stage. b. Clubs CAN add documents (receipts, letters, etc.) to the Documents tab as they accumulate. c. Clubs CAN access the Expense tab to edit and add additional information as necessary. 9. Clubs will receive an when the District Grants Committee has approved the grant. Example: Subject: Furnitureland Grant Sample Project has been approved Status: Approved Grant. 30 May DACdb Grants Module Club Process - Page 10 top

11 DACdb Grants Module Club Process NOTE: District 7690 does not require an INTERIM REPORT. You may ignore that tab. When you have completed the project, you need to submit a final report to the District. The Final Report must be completed by the individual in the club who prepared the grant request. 1. When you are ready to prepare the final report, access the grant as described in Accessing the Grants Module. Be sure that the grant status shows Approved Grant, or the Final Report tab will not be visible. 2. Go to the Budget tab and record your actual income and expenses. Itemize and identify each receipt and upload copies of the receipts to the Documents tab, preferably as graphics (jpegs, pngs), so they will print directly in the final report. If you have additional documentation, photos or supporting grant information they can be uploaded in the Documents section as well. 3. Click on the Final Report tab. This will open a form that will include information you have already entered in the Grant Application and the questions that you will need to answer to complete your grant report.. 30 May DACdb Grants Module Club Process - Page 11 top

12 4. Only items 2, 4, 5, and 6 need to be filled out. 5. When the report is complete, click on Save FINAL Report. 6. The Final Report is now ready to be signed. 7. Click on Club Collect Final Signatures. This will trigger an to club signers and club contacts that the Final Report is ready for club signatures. Example: Subject: Furnitureland Grant Sample Project Final Report is ready for club signatures Status: Submitted final Report for Club Signatures 30 May DACdb Grants Module Club Process - Page 12 top

13 DACdb Grants Module Club Process 1. Club signers and club contacts have received an telling them that the Final Report is ready to be signed. Example: Subject: Furnitureland Grant Sample Project Final Report is ready for club signatures Status: Submitted Final Report for Club Signatures 2. The first signer access the grant as described in ACCESSING THE GRANTS MODULE, then click on Club: Sign Final Report. 3. A pop-up box will appear with the names of all the people who have signed the grant in the previous stages of grant submission and approval. Press Sign Grant. 4. Notify the second signer that the grant report is ready to be signed. The second signer will access the grant and click on Sign Final Report as above. The same pop-up box will appear, now also containing the signature of the first signer. Press Sign Grant. 30 May DACdb Grants Module Club Process - Page 13 top

14 5. When two signers from each participating club have signed the report, the last signer then presses Submit Final Report. This will generate an to the district grants committee and the club signers and contacts stating that the Final Report has been submitted for District approval. Example: Subject: Furnitureland Grant Sample Project Final Report has been submitted for district approval Status: Submitted Final Report for District Approval 6. If more information is needed, you will be contacted. 7. You will receive an when the final report has been approved by the District. Example: Subject: Furnitureland Grant Sample Project Final Report Has Been Approved Status: Final Report Approved 8. After the Final Report has been approved, and the appropriate information has been forwarded to The Rotary Foundation at Rotary International, the District Grants Chair may send an formally concluding all activity on the grant. Example: Subject: Furnitureland Grant Sample Project Project Complete Status: Project Complete 30 May DACdb Grants Module Club Process - Page 14 top