Transcript Slide 1

Online Grant Applications:
Lessons Learned
National Endowment for
Financial Education
Martin Schneiderman
Information Age Associates
47 Murray Place
Princeton, NJ 08540 USA
www.iaa.com
609-924-6936
[email protected]
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“To give away money . . . is an easy
matter and in any man’s power, but to
decide to whom to give it and how
much and when, for what purpose and
how, is neither in every man’s power,
nor an easy matter.”
Aristotle
(384-322 B.C.)
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Online Grant Application Process
Branching based on
qualifications, program or
geographic region
Grantmaker
Web site with
Program
Guidelines
Select
Form
All required
information entered,
optional attachments
provided, can be
saved and continued
Refer to other Resources
Foundation Center & Others
Not qualified
Grantseeker
Answers
Qualifying
Questions
Grantseeker notified
via e-mail and/or letter
Qualifies
Grantseeker
Completes
Application
Online
Declined
Doesn’t
meet all
requirements
Not
recommended
Grant
Approved
Board
Review
Additional
Information
Requested
Review by
Designated
Program Staff
and Online
by Reviewers
IRS Database
Automatic
Verification of
IRS 501(c)(3)
Status
Status verified
Initial
Application
Review
All requirements
met
Merged into
Grants
Management
System with
Attachments
Virus scan
GuideStar
Information
Benefits for Grantmakers
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Responsive to the expressed needs of grantseekers
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Substantially improved efficiency and accuracy
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Higher throughput and lower cost of data entry
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Custom applications forms for different programs
(e.g., domestic and international)
Optional password protection
can limit access
Screen out most ineligible
proposals via Q&A or
branching screens
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More Benefits for Grantmakers
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Complete information in a pre-defined format
required prior to application submission
IRS tax-exempt status can be
verified automatically
Accurate data import into
grants management system
Minimizes handling and
storage of paper
Online reviews from remote
locations
E-mail notification of application
status plus follow-up
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$200 million grant program
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Each grant up to $20 million
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1517 online applications received from
scientists in 75 different countries
Over
Over
Over
Over
Over
Over
1,400 organizations
8,000 investigators and collaborators
200 reviewers from 75 countries
15,000 proposal documents & spreadsheets
6,000 online reviews
1,500 face-to-face panel reviews
Complex information processing, knowledge
management, and decision-making requirements
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Applicant Information Page
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Frequently Asked Questions
Updated Regularly
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Use of Web-based Application Forms
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Standardize Classifications
to Enable Searching and Reporting
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Establish Standards Through
the Use of Templates
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The Importance of User Testing
“Don’t underestimate the importance of user testing.
Schedule enough time to make revisions to online
application forms so that as many grantseekers as
possible will be able to apply via the Web without
encountering problems.
The range of user browser and technical savvy is
greater than we expected. Review every screen,
every question, and every e-mail message to
ensure that everything is clear and understandable
prior to launch.”
– Jamie Holtzclaw
Sr. Specialist, Grants Management
Fannie Mae Foundation
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The Importance of Relationships
“Philanthropy is based on relationships and we must
be careful not to turn the application process into
an on-line business transaction. The potential of
using the Web is exciting and we’re all still learning
how to make the best use of this new technology.”
– Lynn Feldhouse
DaimlerChrysler Vice President
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Some Grantmaker Concerns
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Will online applications make it so easy for
grantseekers that proposal quality will suffer?
Will we get a flood of new
online applications in addition
to the ones that we’re already
processing?
Will online proposals advantage
or disadvantage some
grantseekers? Who and why?
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More Grantmaker Concerns
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How will we need to change
our workflow to process
online proposals?
How will we develop and
support new online systems?
How can we ensure the security
and privacy of our information?
What about signatures and
copies of 501(c)(3)s?
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Benefits for Grantseekers
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Quick access to the funder’s
up-to-date program guidelines
Pre-determination of eligibility
prior to proposal development
Referrals to other funding
organizations
Easier and faster proposal development
No guessing about what information
the funder wants and in what format
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More Benefits for Grantseekers
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Program specific applications
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Availability of online help
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Faster response time
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Online proposals can
be an equalizer
Facilitates proposal submission
for international grantseekers
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Feedback from Grantseekers
What users of some different
online grant applications
have to say
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Completing the Form
“ In general, I have found that when
application forms are on the Web, they are
in Adobe Acrobat Reader format, which
does not give applicants the ease of filling
them out on screen.
The toughest part of this job these days
seems to be finding a typewriter and
someone to fill out paper forms.”
– Community college grant writer
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Response Planning and Format
“I wish that there was a way to print out
the whole application in advance so that I
could have prepared my response off line.”
– New England early childhood educator
“By all means give me well thought out
guidelines, but I prefer not to be limited
to a rigid form or format.”
– Western state grantseeker
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Telling Our Story
“It was simple to submit, but I didn't feel
like I got to say as much about my
organization as I might have in a letter of
inquiry sent snail mail.”
– Chicago Director of Resource Development
“It’s stifling not to be able to submit
supplemental materials as file attachments
and to be denied the opportunity to convey
our message.”
- Consulting grant writer
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Good Application Design and Clear
Guidelines Makes A Difference
“ We love the online Grand Challenges in Global Health
grant application system and the letter of intent stage
was easy to deal with. The online application is great
because we can save it and come back to complete the
application.
The full application guidelines are very clear, complete,
well written. It's also well composed and laid out and file
uploads were quick. Overall, it's excellent.
I've found that almost all of our questions are addressed
in the guidelines and the FAQs. Sometimes we haven't
checked these documents carefully enough before calling
for phone support.”
– U.S. State University Scientific Researcher
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Help Applicants to Think Through and
Develop Great Proposals
“ It has been a struggle because it is so
prescriptive. In the end that’s good because it
forces you to think through all the years and how
you will accomplish everything. Clearly you’ve put
a lot of effort into it. I love that everything is
electronic.”
– U.S. Private Company Corporate Officer
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Lessons Learned
1. Go beyond “brochureware”. Keep online program
guidelines up-to-date and describe what you do
and don’t support.
2. Make the online application form easy to find.
3. Implement Q&A or branching screens
that pre-qualify grantseekers.
4. Have separate forms for
special programs.
5. Provide detailed online
guidelines, FAQs and
multiple examples.
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More Lessons Learned
6. Guide the the grantseeker to print the application
and prepare all required materials in advance.
7. Promote online submissions – but continue to
provide traditional application routes to ensure
equal opportunity for all grantseekers.
8. Consider a phased approach
– begin by offering non-profits
invitations to submit online
applications.
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More Lessons Learned
9.
Design online applications that work with
older versions of browser software. Also use
a minimum of Java and JavaScript to
minimize problems and to ensure reliability.
10. Permit the application to be saved
so that the grantseeker can return
and complete the form in stages.
This will also prevent data loss
when the connection fails.
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More Lessons Learned
11. Configure systems to accurately import data
into your grants management system.
12. Scan all incoming attachments for viruses.
13. Ensure that you have all of the necessary
expertise to implement the system and
provide ongoing support.
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Time for
spirited discussion!
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