Transcript Grant Proposal Writing as a Creative Exercise

Writing Grant Proposals:
The Basics
Developed for the
Virginia Tobacco Settlement Foundation
By
R. Neal Graham, MS, CFRE
Writing Grant Proposals:
The Basics
Introduction
The following course has been designed specifically for the Virginia Tobacco
Settlement Foundation’s process of grant proposal development but not any one
Request For Proposal (RFP). It does not contain information on other
components of proposal writing, source identification and program reporting.
The course has been divided into two phases: those activities to be undertaken
before you begin to write and those employed in the writing process.
Writing Grant Proposals:
The Basics
A. The Pre-Writing Stage
The work done before you begin to write the actual proposal is most important of
the stages and where you should spend the majority of your time. It is the prethinking of the idea, the determination and documentation of who you are and
the ability to come to a clear understanding of the concept for the proposal that
often determines where you will seek funding and the overall success of the
effort. In too many cases, proposal writers jump into the writing phase without
doing their homework and clearly working through the conceptual frameworks
required to write a proposal that articulates their organizational capabilities, the
community needs and support, or the solution to the problem. In addition,
numerous hours of work are dedicated to writing a proposal that does not
address the needs of the funding agency or is submitted inappropriately. All
these pitfalls can be avoided.
Writing Grant Proposals:
The Basics
A-1. Who Are You? -- The Organization
In order to convince a funding agency to dedicate dollars to your organization
you must first understand and be able to articulate who your organizations is,
what its capabilities are, and why it is uniquely qualified to undertake the
endeavor for which you are seeking funding. This is done through the
collection of certain basic documents that all organizations have on hand but
which grant writers may have difficulty in locating within the sometime short
deadlines of a grant writing exercise. Therefore, it is important to locate
these identifying materials and keep them at the ready.
Writing Grant Proposals:
The Basics
A-1. Who Are You? -- The Organization
a. Philosophy
Usually a relatively short document or statement outlining the basic
mission,function and methodology of the organization. It should be clear,
concise and reflect the reason your organization exists.
b. Goals (short & long term)
In order to judge whether or not to fund a grant proposal the funding agency
will wish to see how the proposed effort fits into the overall direction of the
organization. The proposed idea should further, enhance or strengthen a
stated goal, either short-term or long term, of the organization. An
organization that has not engaged in a planning process and has not
developed a directional strategy is less likely to attract funding.
Writing Grant Proposals:
The Basics
A-1. Who Are You? -- The Organization
c. Governing Body (officers, members, terms)
Identification of the governing body of the organization serves numerous
purposes. It provides a sense of who is ultimately responsible for the funds
that are being requested. Demonstration of competent leadership often
enhances the possibility of long term funding. Also, the governing body may
contain individuals with sufficient name recognition to present an image of
success, connections to the community and of stability of the organization.
Board members may be able to leverage the funds received to the mutual
benefit of the organization and the funding agency.
Writing Grant Proposals:
The Basics
A-1. Who Are You? -- The Organization
d. Key Personnel
Every funding agency will want to know who will be in charge of implementing
and supervising the proposed idea. Persons such as the Executive Director,
Program Director/Manager, Business Manager and personnel specific to the
proposals success should be identified by position, expertise and credentials.
An organizational chart or staffing pattern is an excellent means to
communicate the chain of command and the status the proposal will have
within the organization. If the proposal involves positions and/or persons that
are presently not part of the staffing plan, list the positions and the required
skills on the chart and specify that the positions will be filled upon when the
funding is secured. Often a funding agency will require position descriptions
to accompany the proposal. These should be current and specific.
Writing Grant Proposals:
The Basics
A-1. Who Are You? -- The Organization
e. Annual Report(s)
Annual reports or statements are an excellent way to communicate the
success and capability of your organization. They may also provide financial
information that the funding source may require.
f. Budget
An annual budget is another means of providing information on the size,
scope, financial stability, breadth of resources, and organizational
commitments. Keep in mind, this is the organizational budget, not the budget
specific to your proposal.
Writing Grant Proposals:
The Basics
A-1. Who Are You? -- The Organization
g. Sources of Funds
Many funding agencies will want to know the financial resources of the
organization and where these funds originate, (e.g. private donors, corporate
solicitations, foundations or government agencies). This information may be
captured in an annual report but, in case it is not, it should be disclosed. If
your organization has any restrictions on funds it will accept, such restrictions
should be stated.
h. Important Documents
Most funding agencies will ask for copies of basic documents that identify
and validate your organization (e.g. bylaws, articles of incorporation, tax
status). Such documents should be legible, current and on file with the
appropriate agencies in your state.
Writing Grant Proposals:
The Basics
A-2. The Idea
All proposals come from an original idea. Most successful proposals are
concepts that have been dreamed of, discussed with others and carefully
thought through long before work on a grant proposal begins. It is the
generation and development of the idea and the supporting documentation
that allows the proposal writer to be able to consider all the aspects of the
issue, what information will be need to support it and what other resources
may be joined to make it successful.
Writing Grant Proposals:
The Basics
A-2. The Idea
a. Local Needs
The vast majority of successful grant proposals address a local need. Even
projects that cover a large area or multiple sites can be broken down to
smaller localities, communities, populations or neighborhoods. This
identification of local needs makes the proposal more personal and allows
for identification of individuals instead of just statistics.
b. Local Issues
As with local needs, there may be issues involved that are specific to that
locality. Identification of such issues allows for the inclusion of opinion,
values, and community positions in the proposal. In some cases, it is the
local issue that will determine the success or failure of the proposed idea.
Writing Grant Proposals:
The Basics
A-2. The Idea
c. Void in Services
Having identified the needs or the issues, many ideas flow from the concept
that the problem could be solved if only a particular service or program
existed or, if a service does exist, how it could be expanded. If other like
services do exist, it is important to note how they differ or are incomplete so
the organization can avoid questions of duplication of services.
The process of specifying what that service could be, who could deliver it,
how it would be administered and how much it might cost is often the outline
of the proposal.
Writing Grant Proposals:
The Basics
A-2. The Idea
d. Need for Information
The final component in the generation of the idea is information. You must
be able to document needs in an objective manner - anecdotal information
or statements will not suffice. Such information may be obtained from
surveys, research, official records, etc. It is often the determination that
there is not enough information available to be able to either fully understand
the need or issue or to determine if and how it can be addressed. Funding
for the gathering and analysis of information can be a part of a proposal or a
separate proposal in and of itself. Regardless, basic information is essential
to be able to develop the proposal and to demonstrate success of the
funded idea.
Writing Grant Proposals:
The Basics
A-3. The Concept Outline
Organizations that seriously think about their future will continually develop
concept papers for projects. By thinking about what needs exist and how your
organization can fit into the solutions you become both more prepared to
respond to funding opportunities and more aggressive in seeking funding
opportunities. There will be the occasion when the window to respond to such
an opportunity is very short and the organization that is best prepared is often
the most successful.
The concept outline provides several basic components of the grant proposal.
It determines where and how the idea fits into the overall mission and
philosophy of the organization. It requires the organization to review its role in
the community it serves. It requires various levels of the organization to come
to consensus on what types of projects the organization wishes to pursue.
Lastly, it may direct the organization toward particular funding sources.
Writing Grant Proposals:
The Basics
A-3. The Concept Outline
a. Overall Goals
Based on the idea that has been generated, define more specifically what the
organization would like to accomplish. These goals can be process,
operational or outcome based. It may entail internal issues such as capital
improvements, infrastructure development, staff growth or program
expansion. They will also address external issues such as populations
served, behaviors modified or community changes accomplished.
The goals listed here should be consistent with the broader goals of the
organization previously listed. Funding agencies will review these goals to
determine if the proposed project goals further the organizational goals or if
they are merely an attempt to raise funds.
Writing Grant Proposals:
The Basics
A-3. The Concept Outline
b. Rationale (Why Do It?, Why You?)
A famous philosopher once said that just because something can be done or
even needs to be done, it does not have to be done. This is one of the first
determinations an organization must make - should the endeavor be
undertaken. There can be numerous needs that can be addressed but there
can be just as many reasons not to engage in a program or project. Issues
such as timing, competing needs, internal deficiencies, duplication of efforts,
etc. can all affect the decision to proceed. And, just as importantly, although
a need may exist, it must be determined that your organization is in the best
position to address it. Seeking funding just to seek funding is among the
poorest reasons to write a proposal and is among the primary reasons
proposals are not successful.
Writing Grant Proposals:
The Basics
A-3. The Concept Outline
c. Community Impacted
As stated earlier, be able to identify the particular areas to be impacted as
specifically as possible. They may be communities within communities. Also,
engage representatives from the identified areas to assist you in developing
the outline. Proposals that demonstrate collaboration and unity are more
likely to be funded.
d. Specific Population(s) to be Served
As with identifying the communities, in developing a concept outline it is
critical to be specific as to the persons or population that will receive the
benefit of the proposed idea. If this cannot be defined or if the specific
outcomes are uncertain, go back and gather more information.
Writing Grant Proposals:
The Basics
A-3. The Concept Outline
e. Cost Estimate
Every idea has a cost factor and how that cost is to be met must be
addressed. Some may be excellent ideas but be cost prohibitive. Some may
be more attractive to funding agencies. Funding for projects with high staff or
administrative costs may be more difficult to secure. Some projects may
generate their own revenue once they are operational. There may be
matching funds for some projects.
Regardless, some thought must be given to how much an idea will cost to
implement and operate and how this fits into the overall budget of the
organization.
Writing Grant Proposals:
The Basics
A-3. The Concept Outline
f. Expected Outcomes
Building upon the development of the overall goals, you should have some
picture of what success will look like before you begin. The operational
process, the methodology, the infrastructure, the data collected all stem from
the outcomes that are anticipated. These outcomes need to be realistic,
measurable, timely and directly attributable to your idea.
g. Internal Organizational Support
Too often an idea will be generated at a lower level of the organization and a
great deal of energy and resources will be dedicated to its development only
to find that, in the end, it did not have the support of upper management.
This is wasteful and frustrating. Therefore, prior to putting time and effort into
a concept, secure approval for its development.
Writing Grant Proposals:
The Basics
B. The Writing Stage
Based on either a response from the funding agency, criteria provided through a
specific Request for Proposals (RFP) or the result of funding research, the writer is
now ready to put pen to paper and develop a proposal. If the writer has been
diligent in the pre-writing phase, much of the background work has been done and
what is left is to develop the idea into a plan.
Writing Grant Proposals:
The Basics
B-1. Writing the Proposal
The majority of funding agencies will have specific guidelines regarding the
requirements of the proposal. The golden rule is no matter how much you like your
own system - follow theirs. However, there are basic components of every
proposal. They may vary in name, order or combination but most are present. As
a general rule, these components are ordered from the general to the specific.
There may also be technical writing specifications to be followed. The funding
agency may list such specifications in order to standardize the proposals for review
or to limit the volume of the proposal’s content. Such items as number of total
pages, paper size, margins, fonts and font sizes may be specified.
Writing Grant Proposals:
The Basics
B-1. Writing the Proposal
a. Introduction
A basic statement through which you set the stage for the proposal. It
provides a synopsis of the idea, process, focus populations, and key
outcomes. Depending on the length specified it may also discuss the
capabilities of the organization, past accomplishments, key personnel and
evaluation strategies. Keep in mind that the introduction is the “first
impression” of the reviewer – write it well.
b. Purpose of Proposed Project
Reflecting back to the concept outline, this section will specify the broad
outcomes of the program or project. Usually written in a generalized sense,
the purpose paints a picture of what the proposal is to accomplish. It does not
provide the details.
Writing Grant Proposals:
The Basics
B-1. Writing the Proposal
c. Statement of Need
The first specific piece of information provided to the reviewer is the statement
of need in which the writer focuses on the particular problem to be solved.
The writer must sufficiently document the need through statistics, research or
other objective means. Comparisons with national data other states, or other
communities can be made to more clearly demonstrate the issue if it is to the
writer’s benefit. However, some care must be taken not to paint such a bleak
picture as to appear hopeless.
d. Project Description
A clear and concise description of what the project will look like when it is fully
operational. Include such items as location of services, overall timelines,
basic materials, collaborative efforts, etc.
Writing Grant Proposals:
The Basics
B-1. Writing the Proposal
e. Goals and Objectives
A simple rule of thumb is that goals are the destination, objectives are the
roadmaps. Goals are more global and reflect the broad outcomes. Objectives
include specific actions, timeframes, responsible parties, measures of success
and targeted populations. Both must be realistic, attainable and measurable.
f. Methodology
A description of the mechanisms to be employed to accomplish the goals and
objectives. Specify strategies, techniques, materials, tools and other means
to be utilized by the persons responsible for the completion to the program or
project.
Writing Grant Proposals:
The Basics
B-1. Writing the Proposal
g. Organizational Capability
As the proposal writer you must demonstrate that your organization is capable
of accomplishing the aspects outlined in the proposed project. This is
accomplished by documenting that your organizations has accomplished
similar projects in the past, has the present ability to accomplish this task and
is the best organization to implement the proposed solution. Such
documentation would include key Board, staff or volunteers, particular
programs or materials, specific access, involvement or contacts with the focus
population or community, unique insights or understanding of the problem,
program reports, etc.
Again, it is important to document that the proposed project is consistent with
the organizational mission, its scope and its reach.
Writing Grant Proposals:
The Basics
B-1. Writing the Proposal
h. Budget
Most funding agencies will give budget guidance. They will specify how they
wish the budget to be delineated and what level of detail is required. There
may be restrictions on such things as administrative costs, number of staff,
equipment purchases, amount of travel, etc. Carefully read and follow the
guidance provided and do not significantly exceed any category.
Most agencies will require both a budget delineated by line items and a
budget narrative. Some will provide a sample budget or a budget format.
Remember, budgets must be reasonable and justifiable. Also, the project
budget must be consistent with the overall scope of the organizational budget.
Writing Grant Proposals:
The Basics
B-1. Writing the Proposal
i. Documentation of Support
Funding agencies do not like to fund a project that will exist in a vacuum.
They wish to see you collaborate with other community organizations
engaged in similar activities. They like to see you form coalitions or task
forces to expand the scope of the project. Such collaboration leverages the
funds granted and may ensure the program continues after the grant cycle
ends. Documentation may include letters of support, in-kind donations, or
matching dollars.
j. Approval Forms and Clearances
Some funding sources, particularly government agencies, will have a series of
specific forms, cover documents or statements of agreement that require the
requesting organization to have signed by a person in authority and submitted
with the proposal.
Writing Grant Proposals:
The Basics
B-2. Review Proposal
As with any document that one writes, a second opinion is always advisable to
ensure that it is correct and complete. A proposal writer should always build a
review process into the proposal development timeline. The reviewer should
be someone familiar with the organization and the proposal but not so close to
it that they make assumptions and skip details. More proposals are rejected
because of their presentation than their content.
Writing Grant Proposals:
The Basics
B-2. Review Proposal
a. Format
Using a copy of the guidelines provided, review the proposal’s format to
ensure it follows the rules and regulations as closely as possible. Review for
such technical things as page content, order, style, font and margins.
b. Spelling, Grammar, Math
Review for correct spelling and punctuation (don’t rely on the spell-checker
function on your computer). Make sure the grammar is correct. Watch for
noun/verb agreement, sentence length and paragraph construction. Recheck
the budget math and column alignment.
Writing Grant Proposals:
The Basics
B-2. Review Proposal
c. Understandability
Can the proposal reviewer understand what it is you are writing? Do not try to
impress the funding agency with an extensive vocabulary to the point of
making the proposal unreadable. Also be careful with jargon, acronyms and
“inside” terminology that persons outside your organization may not
understand.
d. Completeness
Go over the package repeatedly to make sure that all the requested
components are present. Many funding agencies will request an original and
a number of copies. Take care that components are not misplaced or
misordered in the copying process.
Writing Grant Proposals:
The Basics
B-2. Review Proposal
e. Presentation
Make sure the proposal is attractive. Print on quality paper. Use a printer
and/or copier that produces a quality product. Bind the copies or place them
in some form of notebook. Take care not to smudge or soil the proposal.
Remember, the proposal is a reflection of your organization. Just as clothes
make the person, the appearance of the proposal may influence the
reviewers.
Writing Grant Proposals:
The Basics
B-3. Submitting the Proposal
Having put significant time, energy and resources into the development of the
proposal you want it to have every chance at being considered. Funding
agencies tell numerous stories of proposals that are received late, damaged
or never arrive at all. These problems can be avoided by following a few
simple steps.
Writing Grant Proposals:
The Basics
B-3. Submitting the Proposal
a. Correct Name and Address
Make sure you know who is to receive the proposal and at what address. Do
not assume that a contact person for information or technical assistance is the
proper person to receive the proposal. Many funding agencies use drop
boxes instead of their business address. Some may receive proposals
through their business office rather than a particular program office. Some
may establish a specific address for the receipt of a particular proposal.
b. Correct Number of Copies
Most funding agencies use a review panel to screen and critique proposals.
They will specify the number of copies needed for this review. Adhere to the
guidelines. Too few and the proposal may be rejected, too many and it gives
the appearance your organization is careless or disorganized.
Writing Grant Proposals:
The Basics
B-3. Submitting the Proposal
c. Package Appropriately
Place the proposal and the copies in a package that will protect them in-route.
Do not use oversized containers. Do not use excessive tape, string or other
packaging materials. The package should convey a professional image.
d. Send Before Deadline
The most common problem is the proposal arriving late. All funding
opportunities have a deadline and funding agencies adhere to the deadlines
religiously. Most time and date stamp proposals as they arrive. Any proposal
that does not arrive by the deadline is rejected. Therefore, to ensure the
proposal arrives on time, send it well in advance.
Writing Grant Proposals:
The Basics
B-3. Submitting the Proposal
e. Use Overnight or Certified Delivery
Use overnight or certified delivery even if you do not need rush delivery to
make the deadline. It provides a tracking mechanism that you can check on
before the deadline to ensure that the proposal arrived. If it is misplaced it can
be found. There have been occasions where funding agencies have accepted
late submissions when it was proven that it was the result of an error by the
mailing company and not the organization submitting the proposal.
Writing Grant Proposals:
The Basics
B-4. The Response
After the proposal is submitted the writer must wait for notification of the
outcome of the review. The review process depends on the type and size of
funding agency, the number of applicants, the funding cycles, etc. As a
general rule the writer will know in advance approximately when to expect a
response.
Writing Grant Proposals:
The Basics
B-4. The Response
a. Positive
If the response is positive there will be a period of budget negotiation, contract
development, possible site visits, establishment of accounting procedures and
financial reporting. In addition, there will the establishment of a reporting
system to measure the progress of the funded project.
b. Negative
If the response is negative do not give up. Re-evaluate your process and, at
the appropriate time, try again.
Writing Grant Proposals:
The Basics
Conclusion
While there are no guarantees in grant proposal writing the are many things that
can be done to increase your chances of success. This course has addressed a
few of these but the best education is experience. If you write a proposal and it is
funded – congratulations, write another one. If you write a proposal and it is not
funded – review your process, project and source and write another one. That is
how the process works. Good luck.