Transcript CPL Grant writing tips - Minnesota Department of Natural

Grants 101
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There’s really three parts to grants:
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Writing the proposal
Managing the grant
Evaluation and financial closeout
This presentation is on grant writing, with a
focus on the CPL program
Geared towards non-profits
CPL Grant Writing:
Get Organized
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Start a filing system for grants
Pull together the information you’ll need to
complete applications for most grant
programs:
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Organization information
Financial files
Grant program information
Funded/unfunded proposals
Project notes, ideas, etc.
Have both paper and electronic versions
Organization files
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Current Board of Directors
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List of current key staff, volunteers
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Brief biography
Any other affiliations
May be asked for more information for those
working on the grant
Policies and procedures:
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Conflict of Interest policy
Purchasing policy/procedures
Why are you asked for this stuff?
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Board of Directors:
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Staff and volunteers
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Demonstrates the leadership of an organization
Indicates ability to successfully complete a grant
Who they are
What they will do on this grant
What are their skills and experience
Policies:
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How well you are organized
Conflict of Interest Policy
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May be actual or perceived
Occurs when a person has an actual or
apparent duty or loyalty to more than one
organization or company, and the
competing duties or loyalties may result in
actions which are adverse or favorable to
one or both parties
The policy tells how your organization
addresses this
Purchasing policy/procedure
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How will you purchase goods or services?
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Open competition
Three bids is best method
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All are bidding on the same thing
All costs and prices are reasonable
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Document if you can’t obtain 3 bids
Don’t purchase unnecessary things
Document purchasing decisions
Financial documents for CPL
Grants
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Non-profit documentation- if awarded
Tax-exempt documentation- if awarded
IRS Form 990- for application
Recent financial audit- for application
Board-reviewed financial statements
Annual budget- may be requested
What do these show?
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Your fiscal capacity
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Your fiscal skills
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Can you manage a $5,000 grant?
How about $400,000?
Do you have the necessary cash flow?
Do you follow Generally Accepted Accounting
Principles?
Can you meet the grant reporting requirements?
Non-profit status
Previous grant experience
Grant program files
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Have a file for each program, for each year
Grant announcements or RFPs
Program Manuals, Payment Manuals
Any other documents or instructions
Enabling legislation (for gov’t grants)
Staff contact information
Other files
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Funded grants:
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Submitted but not funded applications
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Application
Grant agreement
Payment requests, invoices, etc.
Reports
Any correspondence
Might be able to resubmit or reuse parts in future grants
Evaluate why it wasn’t funded
Future project ideas and details
Make a grant calendar
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CPL program timeline
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Deadlines for funded grants
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RFP release and deadline likely to remain the same
Anticipate the dates – plan ahead so you’re ready
Annual reports
Payment requests
End dates – when must work be complete?
Work backwards from these deadlines to avoid lastminute rush
Ask for help early (DNR staff, reviewers, etc.)
Do the same for other grant programs
Thinking about applying?
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What does your organization want to do?
What are you good at?
What are you currently capable of doing?
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Does someone have time to figure out the
project, write the proposal, and manage it?
What about all the requirements, deadlines,
reports, etc?
Your grant may last several years – can
someone to work on it that long?
If you are new to grants…
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Start with a small grant that you can
complete quickly
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Gets your feet wet
Helps build a successful track record
Try enhancement or restoration
Acquisition can be tricky and time
consuming
So can Public Waters projects
Selecting a grant program
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Every program has a different mission/goal
Need to make sure your project matches the
grant program’s goals
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Legacy funds:
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Outdoor heritage –habitat
Clean water –clean water
Parks and Trails – parks and trails
Arts - arts
Some programs may change focus from year to
year
Review past applications
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What has the program funded in the past?
For CPL:
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Look at the FY 2010 page
Shows all applications
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Funded
Unfunded
Which ones do you think are good applications?
Why?
Grant Applications:
Paper or electronic submission?
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CPL is online only.
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No email submission of applications or
materials accepted
Can create account without starting application,
and practice
Does not follow traditional paper grant formats,
but the elements are there
The mapping tool creates equality in maps for
all applicants
Completing CPL text boxes
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Can use CPL Application Template to draft
your answers
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Located on the How to Apply page
Below Application system button
Shows text boxes only from Application
System
Proof read, spell check, and character count
each section
Copy and paste into application
Other tips:
Independent review
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Have someone read your proposal
Have them tell you….
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What you are applying for
Why you are applying
How you are going to manage the project
How you are going to pay for it
Does the proposal make sense?
Submit early
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If requested, CPL staff may have time to look at
it and review requirements
You might realize an error that you might be
able to have corrected
Might avoid electronic system overload
Builds credibility
Give yourself a night to sleep on it before
submitting
Don’t have to worry about a storm taking out
your power at 4 pm on the last day…..
What makes a good proposal?
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Logical, clear, orderly
Easy to read, good grammar, proper spelling
The grant reviewer can determine what you
are trying to accomplish
Match the funding source
Meet all program requirements
Didn’t score well?
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Not enough information to score based on
criteria
Project not thought out well
Budget didn’t line up with activities
Missing Project Review and Approval Forms
Agency didn’t agree with proposal
Questionable if it was really habitat work
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Is it water quality?
Is it recreation?
After you’re funded:
CPL grants
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Will need to update your application with
any changes
Need to submit proof of insurance if
working on DNR land
Need to get you into the state accounting
system
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Need state and federal tax ID numbers
Contact information
Need to draft the grant agreement
Grant signature process
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Encumber:
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Tying up the grant funds in the state accounting
system. The first step in getting the grant
agreement signed.
Grantee signs and returns all copies
Execute:
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When the last signature is obtained. Work may
not begin until all signatures are obtained.
Payment and documentation
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Look at the FY 10 page to see what is
required for payment
See what is required for other
documentation
Timelines for payment and documentation
FY11 will be similar
After the you get the grant…
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Now you need to manage the grant – get the
work done
You must also report on your work
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Evaluation:
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Did you do what you said you’d do?
Did it work?
Financial reports
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All bills paid?
Everything spent properly?
Remember to…
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Keep good documentation
Keep in touch with grant program staff
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Any problems or questions
Good news too!
Any press releases, media coverage, etc.
Meet deadlines
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If you can’t, let staff know why
www.dnr.state.mn.us/grants/habitat/cpl