Grant Writing - Savannah State University
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Transcript Grant Writing - Savannah State University
Grant Writing
Lynn O’Connell
M.A., Philanthropy
Why are proposals declined?
Did not follow directions
Poorly written or hard to understand
No client involvement
Why are proposals declined?
(cont.)
Inadequate evaluation plan
No evidence of sustainability
Budget out of range of funding agency
Before You Start: Build the Case
What is the “case for support”?
How do you use this document?
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
Don’t assume.
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.”
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?
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?
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
Purpose of Programs
Eligible Applicants
Applications Available
Deadline for
Transmittal of
Applications
Project Period
Applicable
Regulations
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?
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?
Grant makers require a project
that…
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…
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
Real Problem: The city has torn down
most of the very low rent houses within the
city limits.
Grant makers require a project
that…
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…
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…
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?
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?
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?
Project Design
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
Community Information
Target Population Information
Comparison Information
Research: Justification of Solution
Methodology
Technology
Material
Staff
Equipment
Research: Other Information
Fiscal Information
Technical Information
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.
Parts of the Proposal:
Cover Letter
Title Page
Table of Contents
Forms & Assurances
Executive Summary
Project Summary
Parts of the Proposal:
Goals & Objectives
Project Design
Budget & Budget Justification
Appendix
Cover Letter - Tips
Use letterhead.
Show correspondent is management.
Be concise.
Title Page - Tips
Follow instructions.
Spend some time thinking about your
proposal’s title.
Get the names, titles and dates right.
Table of Contents - Tips
Follow grantor’s order.
Use grantor’s terms.
Provide clear direction.
Be sequential.
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!
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
Executive Summary - Tips
Write it last.
Pretend it’s a miniature proposal.
Keep it short.
Project Summary - Tips
Include major events, key components
and “big ticket” items.
Write it last.
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???
Goals & Objectives
First Rule: The grantmaker holds the gold.
Goals & Objectives
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).
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
Measurable
Achievable
Significant
Measuring Outcomes
Definitions – outcomes indicator, goal,
input, output, evaluation
Reasons to Measure Outcomes
Goals and Objectives
The Logic Model
Project Design
Spend the money!
Don’t use jargon.
Create a “how to.”
Questions to Guide Development
of Project Design
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
The more complex the project, the more
important the management plan.
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!
Key Personnel Bios
Include name, title, and project duties for
each key person involved in the project
(per narrative). Don’t forget anyone.
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.
Dissemination Plan
What information will you want to share?
To whom, will you distribute this
information?
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.
The Budget
Biggest error: Leaving key items out of the
budget. Have you included…
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.
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.
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
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!
The Final Package
Margins, type size and font
A header
Dividers, stapes, or binding
Number of copies and/or originals are
needed
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?
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?
The Final Package
Never regular mail – get a receipt
Always get it in by the deadline
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.
Funding Resources
Government
Private Foundations
Corporate Sources
Other Opportunities
Government Funding
Why does the government make grants?
Who gives the grants?
How much money is available?
Is it all about politics?
Government Funding: Types of
Grants
Formula Grant
Project Grant
Government Funding: Resources
Federal Register –
www.wais.access.gpo.gov
Catalog of Federal Domestic Assistance –
www.cfda.gov
www.grants.gov
Government Funding: Steps to
Take
Choose a target project.
Search www.grants.gov.
Make the match.
Gather information from NOFA.
Do additional research.
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.
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
State & Local Government
I live here. I know what is going on.
Private Foundations: Types
“staffed”
“family”
corporate
Foundations: Making the Match
Guidelines
Projects similar to your project
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?
Other Opportunities
Your Thoughts???
And, Good Luck!