district grant instructions and worksheet · district grant dacdb part 3 instructions (updated...

District Grant DACdb Part 3 Instructions (updated 12/31/2018)

Part 3 FINAL REPORT PROCESS

To get started on the Final Report for your club’s District Grant application, you will need a few items;

The lead person(s) for this project who will be able to provide the necessary answers to complete the Final Report questions.

The two (2) club members who will sign the Final Report on-line. As before for the earlier parts of the Application process, at least one of the signers of the grant application must be the Club Foundation Chair or Club Grants Coordinator, who must also have completed the On-line Grants Management Seminar (Parts #1 and #2).

Final dollar amounts of contributions to the project and expenditures for the project.

Receipts for all expenditures. You will need to make PDF copies of them and upload the PDFs to the Application under “Documents” tab. Multiple receipts can be on a single page. Try to upload a single file that contains all the receipts.

Pictures of Rotarians engaged with the project and/or with the participants/recipients. Due to size, these can be individual uploads. Minimum one and maximum of six pictures required. Try to keep individual picture file size under 300 KB each. Smart phone pictures work well.

The four key steps of the Final Report consist of: o Entering your final income and expense amounts o Uploading your receipts and pictures o Completing the Final Report o Obtaining the 2 signatures to close out your grant and submitting it to the District.

1

Login to DACdb select

My CLUB tab

DISTRICT GRANT

Instructions and Worksheet


2

select Club Grants

3

Choose the “Org Year” for which

your District Grant applies


4

Click on “Club Grants

View”

5

Click on “PENCIL”

icon to edit


6

Select BUDGET

tab

7

Enter your final income and expense

amounts

Use the pencil icon to edit amount or

the X icon to delete listed item

Use the ADD

INCOME SOURCE or ADD EXPENSES

buttons as needed

You can group common expenses

together

When completed, your CASHFLOW

should show ZERO $0.00


8

Upload receipts and

pictures

Click on the DOCUMENTS tab

Click on the UPLOAD FILE

button You will get a POP-UP window

9

Select the FINAL

REPORT tab

You can use this worksheet to

enter your responses in the spaces provided

-----------------

You start the

process by clicking on the FINAL REPORT

tab,

then answer the questions.


10

Finish by clicking on the

SAVE FINAL REPORT button.

Final Report Notes

Be sure to click SAVE FINAL REPORT after completing the questions. Question 1 is already populated with the response that you gave to this question on the details

tab. You can overwrite this response with a more concise statement of overall project goals.

Question 2 requires a number of how many people benefitted from this project. If scholarships are your project, then number of scholarships awarded by this grant.

Question 3 is asking who were the beneficiaries and how they were impacted by this project. What hummanitarian need was provided.

Question 4 requires a number of how many Rotarians participated in this project.

Question 5 is asking what did these Rotarians do. Give 2 examples of their activities they participated in.

Question 6 needs to be answered if a coorporating organization was involved. Explain what their role was.

The Financial Report information will appear AFTER the Final Report is saved. The information will come from the numbers that you entered under the Budget tab.

The signatures will appear AFTER the two officers login and sign the grant on-line.


11

Click on COLLECT

FINAL SIGNATURES

Now that your District Grant Application has been completed you will need 2 approving signatures and after the second person signs/approves the final report they have to submit the Final Report to the District.

Each approver separately will need to login to DACdb to approve the grant.

After the Final Report is submitted to the District, the District Grant Administrator for the Club will review the Final Report for any issues or general concerns.

The District Grant Administrator will communicate directly with the contact person(s) that you previously identified.

If the Final Report needs additional work, the District Grant Administrator will unlock the Report and the Club can then enter/update or complete the necessary information.

The Club will then again need to obtain the 2 approving signatures.


12

First Signer

needs to Login to DACdb

and select My CLUB

tab

13

select Club Grants


14

Choose the “Org Year” for which

your District Grant applies

15

Click on “Club Grants

View”


16

Click on Grant name

to select

NOT THE PENCIL

17

Click on CLUB-SIGN

FINAL REPORT button

18

You will now get a pop-up

window.

Click on “Sign Grant”


19

Second Signer now

needs to Login to DACdb

Follow previous steps 12-13-14-15-16-17-18 for Second Signer to sign the Final Report

20

Second Signer

can now click

SUBMIT FINAL

REPORT button

This screen shows the completed

Final Report status once it

has been submitted to the District

for approval