Use this module if your group is preparing to seek funding or needs to strengthen its basic systems. It covers six one-off tasks: legal and governance arrangements, financial systems, core documents, funding priorities, funder relationships, and management and reporting. Complete only the tasks that are not already in place.
Use the Module 1 checklist in Annex 1 to assign responsibilities and track progress.
Each step follows the same pattern:
what this step is for,
what to do,
a checklist to confirm completion,
links to any worksheet, template or example you may need.
You can complete a step without opening the supporting resources unless the guidance directs you to them.
Make sure there is a financial structure setup before applying for funding so your group can legally hold and manage money, and basic rules and delegations are in place for making decisions.
Choose or confirm your legal set up
Make sure your rules allow this work
Have a group that makes decisions
If agreed, use the financial systems of a host (e.g. a bank account)
Set up simple accounting systems before you apply. Funders need to know the money will be looked after properly and that management will meet their requirements.
Have we agreed and documented any relevant hosting arrangements?
Have we decided who can approve spending?
Have we documented how we will keep records of money in and out?
Prepare a master set of documents that you can reuse for different funders. These should show who your group is, how it is run, what work you want to do, and why the work is needed.
Group details.
Governance document or rules.
Financial systems information.
Project overview.
Evidence that the work is needed.
Bank details.
Agree on your main funding priorities for the project and write a simple overview. It should say what the funding need is, what you will do with the funding, who it will help, and what difference the funding will make.
Agree and list what you need funding for.
Explain the main problem.
Say what funding will buy.
Describe what will improve.
Keep the story short and clear.
Build relationships with funders before applying. Have a pre-application meeting to build the relationship, to check if your project fits, to understand what information they need, and to confirm when you should apply. Send an agenda to them in advance of your meeting (Annex 3). Use this to gain information about what makes a successful application.
Agree your list of possible funders (from the Funding Options spreadsheet).
Contact them early.
Check that their fund is the best fit for your project
Check deadlines.
Write down what each funder needs.
Document any lessons you learn from the engagements.
Plan early for how you will manage and deliver the project and report to the funder. Decide who will monitor delivery and expenditure, who will prepare and submit reports, and how you will demonstrate what the project achieved with the funding.
If your group is new to funding applications, identify people who can help gather evidence, prepare the budget, review the application, or provide technical advice. Ask the funder what support is available, and draw on community members, partner organisations, or advisers while keeping responsibility and final approval within the group.
Decide who will track the work.
Have options on how/who the work will be delivered.
Decide who will track the money.
Start a project schedule.
Record key dates for reports.
Decide how to save proof of spending.