Listing Presentation - NGO Workshops May-Jun 2010


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  • Listing Presentation - NGO Workshops May-Jun 2010

    1. 1. The most appealing feature of GiveIndia as per Donor survey
    2. 2. Please take this as “ Wow I have an opportunity !” rather than “ Oh no, more work !”… UNDERSTANDING DONATION OPTIONS & RENEWALS
    3. 3. <ul><li>Donation Option </li></ul><ul><li>* Creating Donation Options </li></ul><ul><li>* Units and Utilization of Donations </li></ul><ul><li>Feedback </li></ul><ul><li>Annual Renewals </li></ul>Agenda for the workshop
    4. 4. <ul><li>Ensure that 100% of beneficiaries for any donation option you create are ‘poor’ </li></ul><ul><li>Ensure that end beneficiaries of any option are human beings </li></ul><ul><li>Create options from activities directly implemented by you </li></ul><ul><li>Create options in the range of </li></ul><ul><li>Rs.500 to Rs.25000 </li></ul>YOU MUST … GI Mission Feasible entry level for NGO and ‘affordability’ for donor Ensures accountability for feedback GI itself an intermediary more intermediaries = less money to beneficiary
    5. 5. YOU MUST … <ul><li>Create D Os such that you can use even a donation for 1 unit and provide feedback within four months of receiving funds. For example: </li></ul><ul><li>Meals for a day for 10 destitute disabled women at our home; </li></ul><ul><li>Sponsor Nutrition of a poor child for a month </li></ul><ul><li>Use for on going activities or one-time/supporting activities. For example: </li></ul><ul><li>Sponsor 6 months tailoring training for 10 needy women; </li></ul><ul><li>Distribution of a wheel chair/school supplies </li></ul><ul><li>Remember to inform us to activate/deactivate D Os for seasonal activities. For example: </li></ul><ul><li>Enrichment planting of wild tropical fruit trees for 25 households </li></ul>Timely feedback =happy donor =repeat donations Where you can use even 1 single donation from us overdue Feedback = disappointed donor=less donations
    6. 6. YOU MUST NOT… <ul><li>Request money for activities that are already being funded by another donor </li></ul><ul><li>Depend on external factors such as availability of beneficiaries </li></ul><ul><li>Require a minimum number of donations as a precondition for utilization </li></ul><ul><li>Depend on GiveIndia donations to carry out your on going activities </li></ul>Unethical Practice… will harm your credibility To avoid overdue Feedbacks Online donations from GI are not guaranteed
    7. 7. <ul><li>Choose a descriptive DO name - Include verbs like Provide, Sponsor, Help, Donate, Give, Educate, Rehabilitate </li></ul><ul><li>Make use of a time line- one year, a month, one day, 3 months, one semester </li></ul><ul><li>Mention number of people who benefit </li></ul><ul><li>Avoid unfamiliar terms/words/names </li></ul>Suggestions for Donation Options ‘ Sponsor a poor child’s primary education, school supplies and midday meal for one year’ rather than ‘Sponsor a child’s education’ “ Sponsor a three day training on health awareness for 15 Municipal School teachers” “ Provide 3 months rehabilitation for a mentally ill woman at Asha Nivas” “ Provide supplementary nutrition for 10 severely malnourished children for 3 months” OR “A one day health camp for (approx) 250 people in a remote area of Rajasthan” Sponsor a domestic Arsenic removal filter for a poor family Avoid uncommon terms. Instead: “Provide Drinking Water to a poor family for life/3 years (whatever is the life of the filter)”
    8. 8. <ul><li>Example: Sponsor medical and rehabilitation expenses of a mentally </li></ul><ul><li>challenged child   for a month </li></ul><ul><li>Specify quantity and rates wherever applicable </li></ul><ul><li>The donation details amounts can be rounded to the nearest ten, like Rs.297 to Rs.300. </li></ul>Cost Break Up Donation Details Breakup cost Hostel Charges 300 Average staff salary ( 2 caretakers/1 cook/1 cleaner) 300 Lodging(Breakfast Rs.300, Lunch Rs.450, Dinner Rs.450) 1200 Medical Expenses (includes one checkup to the doctor) 200 Physiotherapy treatment (25 days a month) 300 Training Expenses (grooming, reading, writing, concept of color and shape, currency identification) 500 Administration cost 200 Total Rs.3000
    9. 9. <ul><li>It is a summary of what the Donation Option is all about in a few sentences </li></ul><ul><li>A good description includes </li></ul><ul><ul><li>The Need (what beneficiaries need) </li></ul></ul><ul><ul><li>The Inputs (what NGO provides and how) </li></ul></ul><ul><ul><li>Outcome (number of beneficiaries benefitted) </li></ul></ul><ul><ul><li>Output (the change effected through donation) </li></ul></ul>Donation Option Description
    10. 10. <ul><li>‘ Sponsor a month’s food and medicines for an elderly’ </li></ul><ul><li>Janaseva Foundation has 3 old age homes, 45 km from Pune, having combined capacity of 150 inmates. We started old age homes to shelter the elderly who are either not wanted at their homes or there is no one at home to take care for them. Many of them are very poor and do not own homes and having no retirement benefits they lose the rented place also once their income stops. This donation will help foundation to bear cost of one month’s food and medicine of an elderly person living free of charge either in old age home or our destitute rehab center. </li></ul>Need - shelter for elderly Input -food & medicines Outcome- Elderly person staying for free in old age home Output -well cared and looked after elderly people Donation option Description
    11. 11. <ul><li>Name of Donation Option: A Non Formal Education(NFE) staff’s part salary for a month </li></ul><ul><li>Example : Story Title : Bharti gets a confidence boost </li></ul><ul><li>The situation before your intervention : When 5 year old Bharti joined the centre at Gurgaon, </li></ul><ul><li>she was shy and diffident. She did not take part in any of the centre activities; would cry if asked to </li></ul><ul><li>sing and refuse to work on a slate. She would continually repeat that she didn’t know how to do it. </li></ul><ul><li>What you did to help this person : Ms. Balwinder Kaur, NFE staff at Vipul World Centre in </li></ul><ul><li>Gurgaon realized that Bharti was extremely under confident. She made her sit next to her through the </li></ul><ul><li>day and gave her special care and attention. She set her small tasks and praised her, each time she </li></ul><ul><li>finished some work, in the presence of the other children. As a result of this, Bharti began to grow less </li></ul><ul><li>hesitant and developed some confidence.   </li></ul><ul><li>The situation after/ Achievement after your intervention: The mother was delighted to see </li></ul><ul><li>the work Bharti had done during her hours spent at the centre. Bharti also told her family about </li></ul><ul><li>horizontal and vertical lines that she was learning to draw at the centre as a pre- writing exercise. </li></ul><ul><li>Finally her mother was glad that she had taken the decision to send Bharti to the </li></ul><ul><li>centre and hopes to see her in school soon. </li></ul>Story of Change/Hope Stories must be relevant to the donation option & relate to the purpose for which donations are asked They should state the condition of the beneficiary before your intervention, what your intervention was and what the result of the intervention was
    12. 12. <ul><li>Donation Option </li></ul><ul><li>* Creating Donation Options </li></ul><ul><li>* Units and Utilization of Donations </li></ul><ul><li>Feedback </li></ul><ul><li>Annual Renewals </li></ul>Agenda for the workshop
    13. 13. <ul><li>How maximum number of units required should be calculated </li></ul><ul><li>Example 1: ‘Sponsor a hearing impaired child’s education for a month’ </li></ul><ul><li>If there are 50 beneficiaries in a hearing impaired school who need this benefit for 10 months in a year, the max no of units : 50 X 10 = 500 units per year </li></ul><ul><li>Example 2: ‘Sponsor 1 month computer education for 5 children in a remand </li></ul><ul><li>Home’ </li></ul><ul><li>If the remand home has 20 children who attend the course for 6 months, the max no </li></ul><ul><li>of units: 20 children/5 per DO = 4 units per month X 6 months = 24 units per year </li></ul><ul><li>Example 3: ‘Sponsor a special meal for 200 inmates and staff’ </li></ul><ul><li>If the sponsorship is needed for 250 days in a year, max no of units = 250 per year </li></ul>Calculation of Units of donation
    14. 14. Donation Option Utilization (1/2) <ul><li>The NGO must utilize the donation only after the date on which the donation is made . </li></ul><ul><li>However the donation can be used before date of disbursement (the day you receive the money from GiveIndia). </li></ul><ul><li>Example: </li></ul><ul><li>Donate a hearing aid to an impaired person (1 day) </li></ul><ul><li>If Date of donation: 14/04/2010 (given in Form 1) </li></ul><ul><li>& Date of disbursement: 10/05/2010, </li></ul><ul><li>The date of utilization must be after 14/04/2010 </li></ul>NGO should not require a minimum number of donations as a precondition
    15. 15. <ul><li>For donation options extending over a period of time ( 3 months, 6 months , one year ), the From date can be after the start of the activity/programme with 50% of utilization period after the donation date </li></ul><ul><li>“ Sponsor the vocational training of a very poor student for 3 months” </li></ul><ul><li>If the date of donation is 20/04/2010, what is the utilization start date or period? </li></ul><ul><li>The From date can be for the training that began on or after 06/03/2010 and not before that </li></ul><ul><li>“ Educate a poor child for a year” </li></ul><ul><li>The period of utilization is academic year by default unless informed by the NGO. </li></ul>Donation Option Utilization (2/2)
    16. 16. <ul><li>Donation Option </li></ul><ul><li>* Creating Donation Options </li></ul><ul><li>* Units and Utilization of Donations </li></ul><ul><li>Feedback </li></ul><ul><li>Annual Renewals </li></ul>Agenda for the workshop
    17. 17. <ul><li>To inform the donor that their donation has been utilized as promised </li></ul><ul><li>Instills confidence in donors of the GiveIndia assurance, which your NGO complies by </li></ul><ul><li>In fact, a donor survey conducted by us shows that it is a big reason why people give </li></ul><ul><li>It is a listing commitment/requirement </li></ul>Why are feedbacks important?
    18. 18. Feedback Number of beneficiaries Feedback Details Exceptional cases < 5 beneficiaries Name & Full address of beneficiaries   (optional in exceptional circumstances like HIV +ve, cancer and terminally ill Names & full addresses of beneficiaries to GI  people) If NGO wants full address of beneficiary to be confidential, then he can give to Donor Address with which one can meet the beneficiary with the consent from NGO GiveIndia Full address of beneficiary to trace the beneficiary w/o talking to NGO >5 steady /fixed beneficiaries   No of beneficiaries,  date & venue, list of names Where giving full addresses becomes impractical ( example : mid day meal in school) A list of names (photocopy) to GI as an attachment.    Names to be updated by NGO when there are changes >5 floating beneficiaries No of beneficiaries,  date & venue, list of names (optional), photo 2-3 photos covering majority of crowd (Request NGOs to send photos with their banner somewhere visible in them) NIL
    19. 19. <ul><li>Donation Option </li></ul><ul><li>* Creating Donation Options </li></ul><ul><li>* Units and Utilization of Donations </li></ul><ul><li>Feedback </li></ul><ul><li>Annual Renewals </li></ul>Agenda for the workshop
    20. 20. <ul><li>What is GiveIndia Annual Renewal? </li></ul><ul><li>In the beginning of the 3 rd quarter every year, all our listed, partner NGOs undergo the annual renewal process by submitting audited financials and annual report for the financial year. </li></ul><ul><li>Since financial reporting period is one year, GI Renewal is also one year </li></ul><ul><li>Examples: Fitness in Indian Air Force and Indian Police department </li></ul>Annual Renewal and its importance
    21. 21. Importance of Annual Renewals <ul><li>Social Change </li></ul><ul><li>Life Changing Impact on Beneficiary </li></ul><ul><li>Implementation of NGO’s Projects/Activities </li></ul><ul><li>Gain Donor Confidence = Money </li></ul><ul><li>Credibility of NGO & Sector </li></ul><ul><li>Norms of Good Governance helps the organization think through its </li></ul><ul><li>Identity/Vision/Aims & Objectives/Achievements </li></ul><ul><li>& Establish Good Practices for Operations/Governance/Transparency & Accountability </li></ul>
    22. 22. NGO Activity Timelines Timeline Governance related April 2009- Mar 2010 At least 2 governing Board Meetings have been held in the financial year 2009-2010, spaced at least 3 months apart Before 31 st Mar 2010 Board has (ideally) approved and reviewed the budget for 2010-2011 Before 31 st Mar 2010 Board has (ideally) approved and reviewed the Programmes for 2010-2011, Audit Report & Annual Report for 2009-2010 Before 30 th Sep 2010 NGO has filed IT returns Before 30 th Sep 2010 NGO has filed returns with Charity Commissioner/Registrar of Societies/Company April- Oct 2010 NGO has completed the Financial Audit & prepared the Annual Report for 2009-2010 By 30 th Nov 2010 NGO must have disseminated Annual Report Before 31 st Dec 2010 NGO has filed FCRA returns (if NGO has an FCRA/Prior permission
    23. 23. GiveIndia Renewal Timelines Timeline Governance related June – July 2010 NGO receives an email from GiveIndia about Annual Report disclosures with GiveIndia’s Annual Report enclosed First week of Oct 2010 NGO has received fresh soft copies of Sections A/C/E forms from GI Before 10 th Nov 2010 NGO has final soft copy approvals of Sections A/C/E forms from GI After 10 th – 30 th Nov 2010 NGO has submitted hard copies and other required documents By 30 th Nov 2010 NGO must complete GiveIndia renewals
    24. 24. Common Oversights.. Do not comply with Norms Do not hold minimum 2 governing Board Meetings in the financial year spaced at least 3 months apart Forget to adhere to not more than 1/3 rd Board be related Do not get Board Approvals for Budget/ P rogrammes/Audit & Annual Reports Mandatory File IT & FCRA returns within deadlines GiveIndia Renewal Forms Self attest every page of all forms Get C.A. to attest every page of Section C
    25. 25. Though Receipts and Payments Statement and National Travel is not mandatory disclosures for Credibility Alliance, it is mandatory for GiveIndia !! Common Oversights.. You can provide explanations to all disclosures in Annual Report where ever applicable. Remuneration’ means: salary, honorarium, allowances, sitting fee for attending board meetings and any other compensation that is a payment for time/effort/skills and not a reimbursement of actual out-of-pocket expenses. Even if there is ‘zero’ remuneration it must be placed on record Audited Financials Notes to Accounts Forget to disclose in Annual Report Receipts & Payments or Fund Flow statement Remuneration & Reimbursements to Board National Travel Staff & Volunteers Travel details To disseminate its Annual Report to important stakeholders by 30 th November
    26. 26. Due Diligence: an opportunity… <ul><li>Compliance of norms once is important, however it adds value, only if it is on-going. </li></ul><ul><li>So use it as an “opportunity” to showcase your best practices… </li></ul>