Transcript Grant Writing - Savannah State University

Grant Writing
Lynn O’Connell
M.A., Philanthropy
Why are proposals declined?
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Did not follow directions
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Poorly written or hard to understand
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No client involvement
Why are proposals declined?
(cont.)
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Inadequate evaluation plan
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No evidence of sustainability
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Budget out of range of funding agency
Before You Start: Build the Case
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What is the “case for support”?
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How do you use this document?
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What are the parts of a “case for support”?
Ten Proposal Basics: #1
Focus on results.
What is it you want to accomplish rather
than what you want to do?
Ten Proposal Basics: 2 & 3
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Don’t assume.
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Make it easy to read.
Ten Proposal Basics: #4
Be positive!
Funders fund winners, not losers.
Ten Proposal Basics: 5 – 10
Use headings.
 Don’t use bureaucratese.
 Be brief.
 Use active voice.
 Be specific.
 Show success as a “business.”
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The RFP: 5 Criteria
Does your planned proposal submission
support your overall institution/department
strategy?
 Does this RFP fall into your
institution’s/department’s area of
expertise?
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The RFP: 5 Criteria (cont.)
Does your background research on the
RFP show that your institution/department
has a competitive edge?
 Can you assemble a proposal team and
provide them with enough support and
dedicated time to get the job done?
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The RFP: 5 Criteria (cont.)
Finally, what are the realistic chances that
you will be funded?
How to Read an RFP
CFDA Nos. 84.044
An RFP: Typical Terms
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Purpose of Programs
Eligible Applicants
Applications Available
Deadline for
Transmittal of
Applications
Project Period
Applicable
Regulations
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Estimated Range of
Awards
Estimated Average
Size of Awards
Estimated Number of
Awards
Technical Assistance
Workshops
Program Officer
RFP Analysis: The Purpose
To define the problems and requirements
you must address
 To determine what resources and
information you will need
 To guarantee the specific tasks that
grantees may be expected to achieve

Quick RFP Analysis
What is the main purpose of the RFP?
 What special resources are needed?
 Who is eligible to apply for funding?
 How much time will you have – to write the
proposal and to complete the project?
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Detailed RFP Analysis
What is the “problem” outlined in the RFP?
 What is the RFP’s anticipated solution?
 What experience and qualifications does
your institution/department have to
address this problem and its solution?
 Who are your likely competitors? Do you
know if they are responding to the RFP?

Detailed RFP Analysis (cont.)
Will the proposal preparation require any
preliminary work? If so, can you complete
in the timeframe given?
 What is unique about your institution,
department and/or program?
 Who will form the project team?
 How much will the proposal effort cost
your institution/department?
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Grant makers require a project
that…
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Solves a problem.
…for a specific target group
…for a broad target group
…for staff to better deliver services for a
target population
…for a community
Grant makers require a project
that…
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Attacks a problem not
a symptom.
EXAMPLE
Symptom: The
numbers of homeless
people in our
community are
increasing rapidly.
What is the real
problem?
THE ANSWER
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Real Problem: The city has torn down
most of the very low rent houses within the
city limits.
Grant makers require a project
that…
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Meets the grantor’s agenda.
…creates a model for use by others
…adds to body of knowledge
…creates materials
…provides services to a broad group
Grant makers require a project
that…
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Is innovative.
…a model that is new to your community
…a model that is new to your target group
…a model that uses new tools, techniques
or vehicles
Grant makers require a project
that…
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Ensures accountability.
…management
…documentation
…dissemination
…evaluation
…continuation
Project Design
Step One: Identify the broad problem that
affects a population you serve.
 Step Two: Define the real problem. Is it
the broad problem, or is it a symptom?
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Project Design
Step Three: Ask the following questions
about your proposed problem:
…Do you have control over this problem?
…Is it feasible to correct this problem?
…Does solving this problem fall within your
institution’s/department’s mission?
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Project Design
Brainstorm a realistic project that provides a
clear solution to the real problem.
Project Design
What is the timeframe for your proposed
project?
 How much funding is needed?
 Who are potential partners for your
project?
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Project Design
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Step Four: Think through your project in
terms of your institution’s/department’s
needs. Which needs can reasonably be
requested as “tools” needed to accomplish
the activities of your project?
Equipment/Materials/Supplies/People/
Training/Services
Research: Justification of Problem
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Community Information
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Target Population Information
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Comparison Information
Research: Justification of Solution
Methodology
 Technology
 Material
 Staff
 Equipment
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Research: Other Information
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Fiscal Information
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Technical Information
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Key Personnel Bios
Developing Your Research Plan
Step One: Gather and record basic info –
research items, researchers.
 Step Two: Match skills, knowledge, and
experience of available researchers with
research items.
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Parts of the Proposal:
Cover Letter
 Title Page
 Table of Contents
 Forms & Assurances
 Executive Summary
 Project Summary
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Parts of the Proposal:
Goals & Objectives
 Project Design
 Budget & Budget Justification
 Appendix
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Cover Letter - Tips
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Use letterhead.
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Show correspondent is management.
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Be concise.
Title Page - Tips
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Follow instructions.
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Spend some time thinking about your
proposal’s title.
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Get the names, titles and dates right.
Table of Contents - Tips
Follow grantor’s order.
 Use grantor’s terms.
 Provide clear direction.
 Be sequential.
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Forms & Assurances
Never fail to return a form.
 Never return a form blank.
 Do not make the forms afterthoughts.
 They will take more time than you think!
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Executive Summary: Its Purpose
To assure grantmaker that your
organization/project meet the guidelines
 To remind reviewers what your project was
about
 To provide concise information to
decisionmakers
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Executive Summary - Tips
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Write it last.
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Pretend it’s a miniature proposal.
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Keep it short.
Project Summary - Tips
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Include major events, key components
and “big ticket” items.
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Write it last.
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Know that it is read.
Introduction
What is its purpose?
Introduction
80% the same
20% unique
Introduction – Buzz Words
The “c” word
The “d” word
The Problem Statement
The 5 W’s
 And, the “So what?” and “Who cares?”
 Demonstrating proof
 Can you solve the problem???
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Goals & Objectives
First Rule: The grantmaker holds the gold.
Goals & Objectives
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Goals are statements of the major steps to
accomplish the mission of the project (e.g.,
set up a counseling center, implement a
counseling program).
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Objectives are the major steps to
accomplish a goal (e.g., decrease in drug
use by 95% of the participants).
Goals and Objectives: The
Adjectives
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Measurable
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Achievable
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Significant
Measuring Outcomes
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Definitions – outcomes indicator, goal,
input, output, evaluation
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Reasons to Measure Outcomes
Goals and Objectives
The Logic Model
Project Design
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Spend the money!
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Don’t use jargon.
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Create a “how to.”
Questions to Guide Development
of Project Design
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How will the project be staffed? Managed?
How will participants be recruited?
How will materials be developed/selected?
How will the project be publicized?
How will the results be evaluated?
How will the project be continued after the
funding period?
How’m I gonna answer all these questions?
Management Plan
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The more complex the project, the more
important the management plan.
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Be prepared to include an organizational
chart.
Timelines
Design by the “project period,” not the
calendar.
 Match to project goals & objectives.
 Include major milestones, evaluations,
reports, grantor requirements and other
deadlines.
 Make sure the timeline matches the
narrative.
 Be realistic!
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Key Personnel Bios
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Include name, title, and project duties for
each key person involved in the project
(per narrative). Don’t forget anyone.
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These are not judged by length. Match
qualifications and credentials to this
project.
Evaluation Plan
Provide details on who will be conducting
the evaluation.
 Connect evaluation questions and data to
be collected back to your project goals and
objectives.
 Try to use both qualitative and quantitative
measures.
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Dissemination Plan
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What information will you want to share?
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To whom, will you distribute this
information?
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How will you distribute this information?
Continuation Plan
This is a very important section; include it,
even if it is not required – particularly if any
future funds are committed.
 Be creative.
 Describe an action plan for revenue
generation. Remember…the money does
not have to be in the bank.
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The Budget
Biggest error: Leaving key items out of the
budget. Have you included…
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Wages and fringe benefits?
Contractual services?
Indirect costs?
Capital expenses?
All materials and supplies?
In-kind contributions?
The Budget
The budget should agree with the
narrative.
 No surprises in the budget!
 Read the funder’s directions.
 Be honest as well as realistic.
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Budget Justification
Frequently, you may need to explain your
rationale for your method.
 Remember to relate your budget items to
your goals and objectives.
 Provide details here to answer any
questions that a funder may have.
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Appendix
Financials (audit, financial statements)
 List of board members
 501c(3) IRS Letter of Determination
 Letters of support
 Letters of commitment
 Key personnel bios or resumes
 Equipment specs
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Appendix
The Key: Follow directions!
The Final Product
Pay attention to details and follow
instructions
 Make it reader friendly
 Headings that stand out
 Murphy’s law!
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The Final Package
Margins, type size and font
 A header
 Dividers, stapes, or binding
 Number of copies and/or originals are
needed
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Final Checklist
Has the document been proofread one
final time?
 Has the numbering of pages and the
sequencing of tables and figures been
double-checked?
 Have the latest versions of illustrations,
graphics and appendix materials been
included?
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Final Checklist (cont.)
Are there any missing pages, illustrations
turned the wrong way, appendices listed
but not included?
 Is the printing of an acceptable quality?
 Will the fastening hold the document
securely?
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The Final Package
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Never regular mail – get a receipt
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Always get it in by the deadline
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Follow up, when possible
The Review Process
Who are the readers?
 Will this be a multi-stage review?
 How much time will it take?
 Remember: it is subjective!
 Request comments and feedback, when
possible.
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Funding Resources
Government
 Private Foundations
 Corporate Sources
 Other Opportunities
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Government Funding
Why does the government make grants?
 Who gives the grants?
 How much money is available?
 Is it all about politics?
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Government Funding: Types of
Grants
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Formula Grant
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Project Grant
Government Funding: Resources
Federal Register –
www.wais.access.gpo.gov
 Catalog of Federal Domestic Assistance –
www.cfda.gov
 www.grants.gov
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Government Funding: Steps to
Take
Choose a target project.
 Search www.grants.gov.
 Make the match.
 Gather information from NOFA.
 Do additional research.
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Government Funding: Steps to
Take (cont.)
Revise your project.
 Call program contact person.
 Make an outline and 3 lists.
 Make Go/No Go decision.
 Revise the project.
 Call the program contact person again.
 Develop and submit the proposal.
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Government Funding: Tips
Read instructions
 Follow instructions
 Call with slightest question
 Keep up with national news
 Never lie, but don’t tell all you know
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State & Local Government
I live here. I know what is going on.
Private Foundations: Types
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“staffed”
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“family”
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corporate
Foundations: Making the Match
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Guidelines
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Projects similar to your project
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Grant amounts
Foundation Resource
www.foundationcenter.org
Corporate Sources: Making the
Match
What project will most interest the
corporation?
 What will the ROI be for the corporation?
 How will funding this project visibly
improve the corporation’s image?
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Other Opportunities
Your Thoughts???
And, Good Luck!