Slide 1

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 2

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 3

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 4

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 5

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 6

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 7

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 8

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 9

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 10

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 11

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 12

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 13

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 14

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 15

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 16

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 17

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 18

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 19

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 20

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 21

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 22

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 23

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 24

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 25

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 26

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 27

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 28

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 29

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 30

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 31

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 32

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 33

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 34

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 35

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 36

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 37

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 38

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 39

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 40

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 41

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 42

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 43

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 44

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 45

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 46

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 47

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 48

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 49

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 50

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 51

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 52

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 53

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 54

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 55

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 56

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57


Slide 57

2010 Fundamental Five+
Non-Profit Capacity Training Series
presents

Grant Strategies & Writing
The Devil is in the Details
Kathy Parker
Leslie Mullens
March/April 2011

Today’s Objectives
 Finding Funding Sources

 Pre-Screening and Brainstorming
 Grant Writing Details
 Grant Strategy
2

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Mahalo to our Sponsors!


State of Hawaii - DBEDT



Grants Central Station - Program Founder



PlayBook Consulting Group - Fundamental
Five+ Series Producer / Coordinator



MEO Business Development Corp.

4

Who’s in our Hui?


Executive Directors?



How many write
grants full time?



Fund Development
Directors ?



How many have
never written a
grant?



How many just got
the short straw?



Board Members?



Program Staff?

5

Finding Funding Sources
Federal
 Grants.gov (sign up)

State
 Hawaii.gov - Procurement

County
 Co.maui.hi.us (sign up)

Foundations
 Charitable
 Businesses

6

Federal Funding Search
GRANTS.GOV
FOR APPLICANTS
Applicant Login
Find Grant Opportunities
Basic Search
Browse by Category
Browse by Agency
Advanced Search
Subscriptions

Get Registered !!!
Apply For Grants
Track My Application
Applicant Resources
Search FAQs, User
Guides and Site
Information

State Funding Search – hawaii.gov
(Search for “Procurement”)
http://www4.hawaii.gov/spoh/rfps.htm
“Procurement Notices” in box at bottom right
Island

Category

Maui

Goods &
Services

Statewide

Published

Due

Trim Palm Trees within County Parks

3/22/2011

4/20/2011

Goods &
Services

RELATING TO COMMUNITY RESOURCE
ACCESS AND ASSISTANCE.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO INDIVIDUALS AND
FAMILIES ASSET BUILDING.

3/22/2011

4/29/2011

Statewide

Goods &
Services

RELATING TO ASSETS FOR
INDEPENDENCE.

3/22/2011

4/29/2011

HHS (Ch.
103F)

The Department of Health, Developmental
Disabilities Division, CMISB, is requesting
proposals from qualified applicants to provide
Crisis Network Services to individuals with
developmental disabilities/mental retardation
eligible for services under 333F, HRS.

3/22/2011

5/02/2011

Statewide

Description

Local Funding Search - co.maui.hi.us
County of Maui – “For Business” – “Bids and Proposals”
Services & Non Design Consultants

6 Bids

Prospective Hearings Officers for the Maui County Planning
Dept.
NOTICE TO PROSPECTIVE HEARINGS OFFICERS FOR
THE MAUI COUNTY DEPARTMENT OF PLANNING Under
the Hawaii Public Procurement Code, Haw. Rev. Stat. Ch.
103D, the County of Maui may...[Read on]

Status: Open
Closes 3/28/2011
:
4:00 PM

Provide Janitorial Supplies
Follow the link below to download the specifications:
http://www.co.maui.hi.us/DocumentView.aspx?DID=12841

Status: Open
Closes 3/31/2011
:
2:00 PM

Trim and Remove Trees and Remove Green Waste within
Street Road Corridor Right of Ways
Follow the link to download the "bid documents":
http://www.co.maui.hi.us/DocumentView.aspx?DID=12788

Status: Open
Closes 4/13/2011
:
2:00 PM

Foundation Funding Search
GrantStation Search Criteria:
Geographic Scope: National and Hawaii
Areas of Interest: Hunger/Homeless
Support Types: None

-- 81 Total record(s) found -Sort by funder name
Sort by grant range
(foundationcenter.org)
(grantgopher.com)

Funder Name
Adobe Software Donation Program
Allen Foundation
Ameriprise Financial Community Relations
Program

Grant Range
Range Not Available
$5,000-$77,000

Amway Corporate Contributions Program

Range Not Available

C&S Wholesale Grocers Corporate Giving
Program

$100-$1,000

Cargill Foundation/Cargill Corporate
Contributions
Caterpillar Foundation
Charles Lafitte Foundation

Range Not Available

Range Not Available
$100-$200,000
$100-$200,000

Internet Search -- Handouts
In 5 minutes I found:
Top Giving Foundations in Hawaii

20 Free Grant Writing Resources
for Nonprofits
Grants and Grantmaker Web Sites
by Topic

Hands-On Exercise #1
Sample Foundation Grant Application Guidelines
 Read through the Workshop Exercise #1 questions
first, then quickly read through the Guidelines. Work
together as a team to answer the questions on the
worksheet.
 As you read through the Guidelines, don’t forget to
underline or highlight points that jump out at you in
case you need that information later.

Who wants to share?

Any

AHAs
from that discussion?

BREAK
15 minutes
NEXT UP: Pre-Screening
and Brainstorming

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Pre-Screening
Eligibility - Do you qualify?
Nonprofit – 501(c)(3) Status
Government agency?
Current recipient?
Geographic location match?
Meet “need” requirements (poverty, crime rates, etc.)

Fiscal sponsor?
16

Pre-Screening (continued)
Does your program fit goals of funder?

 How do you find that out?
 Relationships
How much is available?
 Too much? Too little?
 Match required? In-Kind?

Pre-Screening (continued)
 When is it due?
 Capacity to meet that due date?
 What is mechanism for submission?
 Keep a Master List: USDOJ, grants.gov, GrantStation, various
foundations, Commongrantapplications.com, e-grants.ed.gov.
 Other data to keep on that list: EIN#, DUNS#, CCR#, Date of
Incorporation, zip+four, etc.

 Enough time to register, if required?

Review All Requirements
 Read through entire application CAREFULLY
 Is it more work than you can do?
 Need Partners? Documentation of Partnerships?

 Highlight requirements that need most work
 Narrative Sections (Standard Sections)
 Logic Model? (more later)
 Timeline?

 Make list of required attachments
 What are some commonly required attachments?

19

Team Time
 Grant Writing is a

Team Sport
– Designate Players

 Admin/Management
 Program Staff
 Budget Staff
 Human Resources
 Support Staff
 Clerical Staff

20

Brainstorming Meeting
 Invite idea people – visualize what you’re trying
to create.
 Managers, Line Staff, Budget People
 Don’t underestimate support and other staff
 Target Population

 Design program to meet funder’s goals - Primary
 What are you trying to accomplish? Secondary
 Will that also get funder what they want?
 How will you tell them it will? Use funder’s
words.

Brainstorming Meeting (continued)
 Define need -- how project fills a gap in our
community – where will you get statistics?
 What is available now – where is gap?
 What steps will you take to fill that gap? No
bad ideas at this point.

22

Brainstorming Meeting (continued)
 Identify staff needed (existing/new hires?)

 Identify partners needed (need MOU/LOS?)
 Determine necessary costs - Eligible?

 Define measurable outcomes
 Outline sustainability of program
 Logic Model (later)

Assign Tasks - Remember the TEAM!!!
Human Resources
Job Descriptions
Resumes

Finance Department
Budget Requirements
Staffing / Forms

Support Staff
Assembly Materials (dividers, labels, binders)
Number of Copies/How Submit/Deadline Time

24

Assign Tasks (continued)
 Program Staff
 Statistics Demonstrating Need
 Step by Step Details
 Develop Timeline for Grant Completion
 Get Agreement From Team Members for
Assignments
 Establish Due Dates for Assignments
 Work Backwards from Due Date

Logic Model

Situation

Response

Results

Hands-On Exercise
Pick one of these problems and develop an
abbreviated Logic Model to address it (use
Logic Model Worksheet in packet).
Problem A: Addiction
Problem B: Obesity
Logic Model: Inputs (Resources)
Outputs (Activities & Who)
Short-term Outcomes
(Measurable & Quantified)

Who wants to share?

Any Comments?

Questions?

BREAK
15 minutes
NEXT UP: Grant Writing Details

Agenda
8:30 am
8:45 am
9:20 am
9:35 am
10:30 pm
10:45 am
11:45 am
12:15 pm

Welcome and Introductions
Finding Funding Sources
BREAK and NETWORK
Pre-Screening & Brainstorming
BREAK and NETWORK
Grant Writing - Details
Grant Strategy
Wrap-Up, Post-Test, Evaluations

12:30 pm

Session Ends

Grant Writing - Details
 Know page limitations before you start.

 Type all questions to be answered (in bold)
AND their detailed directions into narrative
document first.
The Devil …
Don’t delete detailed
directions until EVERY
section between the
commas is addressed!
31

Evaluation Criteria
 Type items from evaluation section into
headings of corresponding narrative
sections if they are not already there.

 Address every item in Evaluation (Scoring)
Section; give greater emphasis to those
weighted heavier for maximum points.
Check previous scores.

Think Like A Funder
Write every word from whose perspective?
Talk about how funding YOUR program will
help them achieve THEIR goal(s) ….

Use funder’s words as much as possible.
Define goals and objectives that align with
funder’s needs.

Narrative Writers MUST:
 Take detailed notes at Brainstorming

 Gather and review existing information
 Grants, Reports, Strategic Plan, Others?

 Interview Players – Get STORIES
 Write from home if you need quiet time
 Stay on top of others’ assignments or take
break from writing to gather attachments
34

Narrative Writers MUST: (continued)
 Ensure sentences are complete and structured
correctly and margins/fonts are compliant.
 Ensure every word is used appropriately and spelled
correctly. (Ensure, their, its, etc.)
 Avoid a jumbled appearance; each page must be
pleasing to the eye and easily followed (this line).
 Avoid writing long sentences or huge paragraphs.
 Make sure proposals are clear, precise, and
straightforward – no fluff.
Do your homework, follow directions,
and …. THINK LIKE A FUNDER!!!

Budget Preparation
Use Notes from Brainstorming Session
Staffing Costs
Supplies Needed
Travel Expenses – OK?
Facility & Utilities
Include EVERYTHING mentioned in Narrative
36

Advance Preparation
Develop Standard Sections Ahead of Time
History of Organization
Experience and Capability
Proposed Staffing and Staff Qualifications
Paragraph paraphrasing each resume

Supervision and Training Capabilities
Training – supervisory/line staff
In-House and Outside Training Sources

37

Advance Preparation (continued)
Financial Capabilities
 Tracking/Experience/Manual

Quality Assurance and Evaluation
 Monitor/Review/Goals/Measure, etc.

Coordination of Services
Inventory of Existing Resources
Gaps in Service

Follow-Up
 Verify receipt of application.
 Thank them for making funding available.
 Mark calendar to contact funder if don’t hear
back.
 If application not funded, find out why.
 Make notes of ideas for future applications.
 Immediately begin updating standard sections.

 Always be searching for next funding source.
39

Kathy’s Tips
 Make a GAME out of
every application … PUZZLE!
 Make a comprehensive to-do list and check it off one
by one.
 Read the directions FIRST! Read them AGAIN!
 Always finish the narrative early enough for others to
review.
 Set aside a day or two to triple check all required
sections.

40

Kathy’s Tips (continued)
 Make another check-off list from
RFP and check it again.
 If detail is not your forte, have someone else check it.
 When you’re done, read it through once for content
and one last time for spelling or word usage errors.
 Always be on the lookout for “stories”.
 Trust your staff. They know more than you think.
 Set aside time every week to do grant research.

How to Help Your Grant Writer
 Provide anything applicable – the not so
too – anticipate their needs.

obvious

 Provide them with original applications and
quarterly or other required reports.
 Explain the background of the agency and the
program. We can’t write the what until we
know the why.
 Share your vision for what you want to
accomplish – both broad and specific.

 Detail how you plan to accomplish that.
42

How to Help Your Grant Writer
(continued)

 Don’t expect the writer to create your program.
 Program staff are best at providing the details –
allow them time to do that.
 Don’t expect writers to know ANYTHING about
your program.
 Provide copies of old grants, brochures, reports,
etc.
 Respond to ALL questions in a timely manner.
 Assign a point person for information – program
staff, preferably – as long as they follow thru.

Resources in Your Packet
 Basic Grant Proposal Outline
 Tracks to Success: Think Like a Funder
 5 Minute Internet Search Results:
 Grants and Grantmaker Web Sites By Topic
 Top Giving Foundations in Hawaii
 20 Free Grant Writing Resources for Nonprofits

•

44

Quick Wrap-Up










The Devil is in the Details – Be precise.
Learn how to pre-screen quickly.
Brainstorm and make lists/assign tasks.
Paint a picture – with words and on paper.
Describe the need/gap and your solution.
Design program toward measurable results.
Prepare standard sections in advance.
Conduct research regularly.
Think Like A FUNDER !!!!
45

Thank You!
Kathy Parker
Organized Words
… for all your WRITING needs

[email protected]
208-816-1559

Up Next: Grant Strategy
46

Grant Strategy

Leslie Mullens

PlayBook Consulting Group

What is Grant Strategy?
 A 1-5 year roadmap of the funding you’ll
need - with potential sources - to
achieve your organization’s goals
 A plan for how you’ll convert a first-year
grant proposal & award into a multi-year
funding relationship
 Clear-cut objectives for all the effort you
put into your grant writing
48

Why Have One?
 Funders want to know you’re thinking beyond
getting money TODAY

 Develop funder relationships based on inspiring,
realistic plans that can be accomplished and built
upon over 2+ years
 Leverage effort put into establishing initial funder
relationship
 Builds a longer-term funding and sustainability
strategy in your organization
 Forces a multi-year breakout in project planning
= culture shift
49

Mining for Gold
You get greater
Return on
Investment (ROI) if
you can stick with a
funder, adding
value to THEIR
investment and
your organization’s
ability to serve year
over year

50

Who Designs It?
 It’s a TEAM SPORT
 Linchpin is the grant writer
 S/he knows the funder & requirements

 Informed by the Strategic Plan
 What are you trying to achieve over time?
 How does it break out & develop year by year?

 Driven by Development Director or ED
 Approval and network assistance by Board
51

How Does it Work?
Year 2 must build on
what was created in
Year 1, making
significant progress
toward the longer-term
3-year Master Plan.
Increase value to
stakeholders in
meaningful,
measurable ways for
the current year &
beyond. Sets Year 3
up for successful
completion.
Additional Workshops
Online Learning
Library

Year 1

Year 2

Year 3

Baseline project. It’s
doable in the short-term
and establishes a new
program, facility,
capacity, service, etc. A
“test run”, or “proof of
concept”, it clearly
accomplishes solid goals
and benefits while setting
the stage for phases to
come. Could stand on its
own if future funding from
this source did not
materialize.
Final Year of Master Plan
must continue to build on
previous years’
accomplishments,
increasing & improving
capacity, services,
facilities, etc.
Completion with hooks
built-in that lead to future
funding from other
sources (proof of good
past investment, ROI in
past for new proposals).
Natural stop or leap.

52

Tips
 DO be realistic with annual program goals
 DON’T bite off too much in Year 1…pace!
 Can devise in two ways:
 Brainstorm on adding value to a current fiscal year program
already underway
 Take a Monster Project proposal and break it into three
chewable chunks

 DO talk about your plan with stakeholders
and funders
 DO take the time to create all 3 years’ project
plans for Year 1’s proposal (mutable)
53

Building a Dream House
ACTIVITY
Find a Partner
10 mins: Let #1 Brainstorm
programs / projects that
could be transformed into
multi-year strategy. What
could the 3 phases be?
#2 Scribe, please

Switch!
54

Test Your Knowledge
 Our funder (and we!) want to know how
effective this workshop was for you.
 This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.

55

Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings
Mahalo.

56

Fundamental Five+
Nonprofit Capacity Training Series

Mahalo
For More Information
Leslie Mullens (808) 875-0500
[email protected]
57