Transcript Document

Grantseeking and
Proposal Writing
A workshop prepared for
Delta Service Corps
January 22, 2013
presented by
Emily DiStefano, M.S., CFRE
Distefano and Associates
Page 1
The Proposal is Part of a Process
Planning and
Priority Setting
Result
Write Proposal
Cultivation
Compile List of Potential
Funding Sources
Appointment
Initial Contact and
Cultivation
Submission of Proposal
Page 2
Great Majority of Grantsmanship Time Is Spent
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Researching sources of funding
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Conceptualizing, Planning and packaging
your project
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Cultivating grant sources
Proposal writing requires the least time of all
grant preparation tasks.
Page 3
Tips on Writing
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Get your thoughts sorted out
Outline what you want to say
Avoid jargon
Be compelling, but don’t overstate
your case
Keep it simple
Keep it generic (as much as possible)
Revise and edit
Page 4
Getting Organized
Determine who needs to be part of the “team”
 Coordinator
 Researcher (data and lit review)
 Graphics
 Budget (numbers and narrative)
 Writer(s)
 Runner(s)-to get food or supplies
(estimate 350-400 total man hours)
Page 5
Early steps
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Send RFP/NOFA/SFO/SGA to Team for Review
Set up Initial Team Meeting to review
Have team members clear calendars
Set up schedule for check in meetings/conference
calls
Set up “war room”
Note any required partners, collaborators – connect
with early in process
Determine submission deadline and method
Page 6
Initial Team Meeting
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Review outline and provide briefing from
client
Discuss RFP with team and assign duties
Give all team members schedule of
meetings/conference calls
Determine deadlines for specific action steps
Determine who will attend concept meeting(s)
Page 7
Concept Meeting(s)
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Objective: Conceptualize a project that,
meets documented needs, uses research
based program models, has unique
components, leverages local/state resources
and meets requirements and parameters of
the RFP
Be creative, but be realistic
Include strongest existing staff in project
Page 8
Your Proposal Package
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Cover letter
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Executive Summary—1 page
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Statement of Need—2 pages
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Project Description—3 to 5 pages
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Budget—1 page
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Organization Information—1 page
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Conclusion—2 paragraphs
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Appendix
Page 9
10
Executive Summary
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Problem
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Solution
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Funding requirements
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Organization and its expertise
Page 10
13
Need
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Include:
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Statistics
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Examples
Page 11
17
Need
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(continued)
Tips:
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Use the data that best supports the case you are
building
Give the reader hope
Decide:
 is the project a model?
 should you say the problem you are solving
is acute?
 should you portray the overall project as better or
different than others?
Page 12
17
Project Description
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What do you want to accomplish?
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How will you accomplish your objectives?
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Who will carry out the project?
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How do you know how you are doing?
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Sustainability of the project?
Page 13
22
What Do You Want to
Accomplish?
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Specific objectives for your program
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For the grant period
For a specific period of time moving
forward
For the lifespan of the project
Predicted outcomes
Page 14
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Evaluation
How do you know how you are doing?
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What you hope to learn
Types of information you will
gather
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Quantitative
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Qualitative
Page 16
43–49
Who Will Carry Out the
Project?
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Board
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Staff
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Collaborators
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Consultants
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Volunteers
Page 17
37–42
Sustainability
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Always
how will the project be funded in the
future
Sometimes
how will the organization be funded
in the future
Why?
to provide the grantmaker with
assurance that other funders are in
the mix
Page 18
50
Budget
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Expense Information
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Personnel
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Non-personnel
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Overhead
Income Information
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Grants committed
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Fees
Budget Narrative
Page 19
54
Organizational
Information
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Date of founding and mission
Organization’s structure, programs, and
special expertise
Information about staff and Board
Constituency served by the agency and
specific project for which funding is sought
Page 20
69
Conclusion
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Final appeal
Reiterate what your nonprofit
wants and why it is important
O.K. to use a bit of emotion
Page 21
72
Cover Page
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Title of Project
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Name of Grantmaker
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Contact Information
Page 22
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Appendix
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Board List
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IRS Letter
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Financial Information
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Resumes
Page 23
81
IRS Letter
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Your agency letter
or
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Application to IRS
or
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IRS determination letter for
conduit
Page 24
84
Board List
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Names of officers
Names of members
Professional/other affiliation for each
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Corporation
Foundation
Civic Group
Community Volunteer
Page 25
Financial Information
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Operating Budget
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Audit
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990
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List of last fiscal year foundation/corporate funders
and gift level
List of project foundation/corporate funder and gift
level
List of project potential foundation/corporate funder
and request
Page 26
85
Cover Letter
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Brief
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Reference to conversation/past contact
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Request
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What is in your proposal package? (narrative,
appendix, etc.)
Empower the grantmaker by indicating material not
enclosed that might be requested
Offer to answer questions/meet
Page 27
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Letter of Intent
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Preceeds the proposal
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Summarizes the project
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Lets the grantmaker decide that the project
fits before a full proposal is submitted
Sometimes can be completed online!
Page 28
92
Finishing Touches
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Packaging
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no covers
how to send: US Mail
how to assemble: staples, clips, paper clips, rubber
bands
how to protect: cardboard
What about . . .
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annual reports
newspaper clips
brochures
videos
Page 29
96
Federal Grantsmanship Process
Staff Research
NOFA
RFP
Commission
“Hearings”
Request for Comment
Regulations and
Policy
Technical Assistance Workshops
45-90 Days to
Apply
Recommendations to Congress
Appropriation $ in Budget
Technical
Review
Approve Concept
Internal Budget
Review
Expert Peer Review and Scoring
Agency Review and
Final Selection
Congressional PreNotifications
Formal Approval
Initial Notification and
Negotiation
Outcome
Applicant May Request
Reviewer’s Comments
Formal Notification of Disapproval To
Applicant
Internal Rejection
(Source: Dr. Cecile Guin)
Page 30
Emily DiStefano, M.S., CFRE
Emily DiStefano is the president and founder of DiStefano &
Associates, a fundraising consulting firm. DiStefano & Associates
provides essential services customized to meet the specific
needs and challenges of non-profit organizations.
DiStefano was a founding member of the Baton Rouge Chapter
of the Association of Fundraising Professionals (AFP) and is a
Certified Fund Raising Executive. Emily was selected by her
colleagues as the Professional Fundraiser of the Year and is a
past president of the chapter.
Raised in Natchez, Mississippi, she earned her bachelor’s degree
from Mississippi State University and received her master’s
degree from Louisiana State University. She is a graduate of
Leadership Baton Rouge, a past president of the Junior League
of Baton Rouge and is a graduate of Leadership Louisiana.
She and her husband, Bill Arey, have two adopted daughters
Christina and Elizabeth.
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