Grant Writing Basics and Budgeting for Public Safety

Presented by

Massachusetts Executive Office of Public SafetyPrograms Division

Grant Writing Starters and Best Practices

Tips and Resources

Why Write a Grant Application?

There is a documented need to solve a problem/address an issue that is the same as that expressed in the grant solicitation.

Your agency/department is willing to demonstrate innovative ideas, document the ideas, and commit resources for implementation.

You are willing to share results with others.

Planning Phase Research the funder’s grant making philosophy,

program interests, and criteria.   Be aware of the funder’s application process and

timetable. Acquire community buy-in; support from

partners/organizations that you collaborate with on this project.

Identify and communicate with staff/volunteers needed to develop grant application and implement project; discuss timelines.

Future plan for sustaining this effort and strategy for building your funding base.

Grant Writing Starters Read application and follow instructions

Due date?# of copies needed?Where to send?Who is grantor agency contact?

Assign tasks and get supportWho will write application? Prepare budget?

Get letter(s) of support?Who will review?Who will submit required reports once funding

is received?

Blueprints for Violence Prevention

Center for the Study and Prevention of Violence

University of Colorado900 28th Street, Suite 107Boulder, CO 80309-0442

303-492-8465http://www.colorado.edu/cspv

11 Programs Proven to Reduce Youth Violence, Drug Abuse/Use, Delinquency

Reducing Juvenile Crime, What Works – and What Doesn’t

American Youth Policy Forum

1836 Jefferson Place, NW

Washington, DC 20036

202-775-9731

www.aypf.org

Best Practices in Treatment and Prevention

Preventing Crime: What Works, What Doesn’t, What’s Promising?

National Criminal Justice Reference Service

Box 600

Rockville, MD 20849-6000

http://www.ncjrs.org/works/index.htm

Email: askncjrs@ncjrs.org

Effectiveness of Local Crime Prevention Practices

SAMHSA Model Programs Effective Substance Abuse and Mental

Health Programs

Science-based ProgramsConsistently positive outcomesStrongly implemented and evaluated

http://modelprograms.samhsa.gov/

OJJDP Model Programs Guide

Database of evidence-based programs covers the entire continuum of youth services from prevention through sanctions to reentry

www.dsgonline.com/mpg_non_flash/mpg_index.htm

General Application Components

Preparing Your Application

Common Grant Application Components

Cover Page Program Description/Executive Summary Problem Statement/Needs Assessment Goals & Objectives Implementation Plan

Timeline Activities & Staffing

Evaluation Plan Budget & Budget Narrative Certifications & Assurances

Cover Page

Name of Applicant (state agency, unit of local government)

Name of Implementing Agency (private non-profit, police dept., school dept., etc.)

Program & Fiscal Contact information Amount requested & Match contribution Project Title and Purpose Area (if applicable) Name of Authorized Signatory & Signature/Date

Program Description/Executive SummaryPurpose: Provides a short narrative description of the

proposed project by providing basic facts from other sections of proposal.

Include: Background of agency & ID partners (i.e., law

enforcement, education) Description of activities to be carried out & period Number & type of clients the project will serve Geographic location project will serve/take place Number and type of staff to be supported in project

(i.e., 4 FT counselors) Intent to evaluate program

Needs/Problem Statement

What problem is your program or the program you plan on implementing going to address? State the Facts: What? Who? Where? When?

(trends) Why?

Describe how the program intends to address the problem Causes of the problem Approaches that have demonstrated success Research supporting the program as a possible

solution

Needs/Problem Statement

Note: Needs/problem statement must directly relate to

your overall goals and objectives. Describe what may happen if grant funds are not

received. Use graphics to show impact. Describe why this is an unmet need.

Goals & Objectives

Purpose: Identifies what you hope the program will accomplish, and how the program will accomplish itClarifies what the program hopes to achieveBasis for monitoring program activitiesMethod to document what the program

intends to do and what it is actually doing

Program Goal A broad statement of what the program is

intended to accomplish; the long-term outcome of the program.

Example: There is an increasing trend in the rate of

juveniles re-offending in your state. Goal: To reduce the number of juveniles re-

offending by helping them understand the impact of their behavior on victims & their families.

Program Objectives The intermediate effects to be achieved by

the program in pursuing goals. Steps that need to be taken to reach a goal.

Objectives should be SMARTSpecificMeasurableAction-oriented verbs (increase, reduce, etc.)RealisticTime-specific

Program Objectives

Example:The program goal is to reduce the number of juveniles re-offending by helping them understand the impact of their behavior on victims and their families.

Objective: Within six months, increase by 15% the number of juvenile offenders participating in victim mediation services and hold them accountable to their victims and families.

Program ActivitiesPurpose: Highlights the specific steps through

which objectives are achieved and programs are carried out. Activities are action-oriented operations.

What will your program be doing? Multiple activities required to accomplish a single

objective.

Examples: Develop standard eligibility requirements for juvenile

offenders to participate in victim mediation services

Implementation Plan & Timeline

Purpose: Clarifies proposed project’s purpose by identifying how and when proposed goals & objectives will be accomplished. Who will do what for whom, and when?

Include: Starting & ending dates of key activities Staffing pattern, or who is responsible for each

activity

Certifications & Assurances

Certifications regarding Lobbying, Debarment, and Drug-free Workplace

Northern Ireland Notice & Certification

Certification of Compliance with Regulations regarding Civil Rights/EEOP

Contractor Authorized Signature Verification Form

A-133 Audit Report or Single Audit findings (Most recent copy)

Preliminary MOUs if subgranting all or part of the requested federal funds to an implementing agency or independent contractor

Copies of the negotiated fringe rate and indirect rate agreements if federal or matching funds are designated for these cost categories

Final Tips Read instructions & follow directions,

adhere to page limit, meet deadline & format requirements, respond to RFR

Present an organized document Check for spelling mistakes, incorrect

grammar usage, typographical errors, and addition errors in your budget

Obtain all applicable signatures Have someone else review Complete checklist

Funding and Fiscal Resources EOPS Funding Opportunities

www.mass.gov/eopsfunding National Criminal Justice Reference Services

http://www.ncjrs.org/fedgrant.html (Federal grants & funding)

Office of Justice Programs’ Financial Guide http://www.ojp.usdoj.gov/FinGuide/

Office of Management and Budget Circulars http://www.whitehouse.gov/omb/circulars/index-ffm.ht

ml

Other Resources

Office of Justice Programshttp://www.ojp.usdoj.gov/ (BJA, OJJDP, etc.)

National Criminal Justice Associationhttp://www.ncja.org/ (Funding Information,

Technology Resources; Financial Workshops) Institute for Intergovernmental Research

http://www.iir.com/ (Law Enforcement, JJ, Public Safety Training/Technical Assistance)

Developing and Implementing a

Personalized Evaluation Plan

Program Evaluation and Performance Measures

Conceiving of Research for Program Design Who is your target population? Substance abusers What data/research speaks to their needs? CALDATA 1997 study shows that economic benefit of

treatment outweighs its costs What research speaks to positive outcomes for them? Treatment costs were $209 million Savings resulted from treatment= $1.49 billion

resulting from reductions in ER admissions, hospitalization, and crime reduction.

Why Evaluate?

Evaluation can help managers monitor the extent to which progress is being made toward a program achieving its goals.

Evaluation can help managers:Modify programs based on actual data and

informationBetter allocate resourcesDemonstrate success (and failure) Improve accountability

Evaluations generally address the following two questions:

Is the program being implemented as designed?

Does the program work and is it achieving its goals?

Performance measures are the actual data items or pieces of information that will be tracked. Inputs: How do you spend money?

staff, dollars, materials, equipment

Outputs: What do you do? treatment, trainings, assessments, outreach

Outcomes: What you are working toward? awareness, preparedness, behavior, safety

Performance Measures

Performance measures should be linked to goals and objectives.

Performance Measures

Goal #1

Goal #2

Goal #3

Perf measure

Perf measure

Perf measure

Perf measure

Perf measure

Evaluation Resources United Way Outcome Measures Project

http://national.unitedway.org/outcomes/initiatives/npsector.cfm

BJA Center for Program Evaluation www.ojp.usdoj.gov/BJA/evaluation/index.html

Juvenile Justice Evaluation Center www.jrsa.org/jjec/resources/internet-resources.html

Types of Data Sources

Primary data sources: Newly collected information for the specific purpose of evaluating that program.

Secondary data sources: Existing data that is collected for other purposes but could be used for evaluation.

Data Collection MethodsSurveys – telephone, in person, mail back

One-on-one interviews

Focus groups

Case files

Existing computer systems

Selected National Data Sources Violence Against Women Online Resources

http://www.vaw.umn.edu/

Bureau of Justice Statistics www.ojp.usdoj.gov/bjs/

Sourcebook of Criminal Justice Statistics www.albany.edu/sourcebook/

FBI Crime in the United States www.fbi.gov/publications.htm

Selected National Data Sources

SAMHSA Drug Use and Treatment http://oas.samhsa.gov/

Youth Risk Behavior Survey www.cdc.gov/healthyyouth/data/index.htm

Compendium of Research on Violence Against Women, 1993-2004 http://www.ojp.usdoj.gov/nij/vawprog/vaw_portfolio.

pdf

Selected Massachusetts Data Sources Crime statistics from State Police Crime

Reporting Unit www.mass.gov/msp

Corrections statistics from Department of Correction http://www.mass.gov/doc/research/index.html

Health statistics from Community Health Information Profile (MassCHIP) http://masschip.state.ma.us/

Substance abuse statistics from Bureau of Substance Abuse Services at DPH http://www.mass.gov/dph/bsas/data/stats.htm

Injury statistics from Injury Surveillance Program at the Department of Public Health http://www.mass.gov/dph/bhsre/isp/isp.htm

Juvenile Justice Data and Information Book (EOPS) www.mass.gov/eops

Selected Massachusetts Data Sources

Application Evaluation Plan The evaluation plan in an application should

describe: What questions will be addressed?What performance measures will be included?What information sources will be used?Who will collect the information?Who will analyze the information?When will it be done and how will it be reported?

Preparing a Clear & Accurate Budget & Budget Narrative

Building a Budget that Makes Sense

Goals of Budgeting

Purpose: Provide a clear and detailed explanation, by budget category, of how grant funds will be spent.

Budget Should: Support the goals and objectives listed in the

proposal; Correspond with the eligible award amount; and Be accurately totaled and realistic.

Cost Categories Personnel Fringe Benefits Indirect Costs Contracts/Consultants Travel Equipment Supplies Other

Personnel:Definition and Detail Definition: A full-time or part-time staff member

of the agency/organization receiving the grant. Details: Each employee funded out of the grant

should be listed by name, annual salary, percentage of salary charged to program, a brief description of their function relating to the program, and the total cost of their salary anticipated to be funded from the program.

Personnel Example

Name/ Position

Annual Salary

% to Program

Narrative Cost

John Doe $40,000.00 50% Program Manager

$20,000.00

Total $20,000.00

Put Narrative here as to how program manager relates to actual program.

Fringe Benefits:Definition and Detail Definition: Employers contributions for employee

benefits, such as health insurance, pension and terminal leave costs, Medicare, Unemployment compensation, Workman’s compensation, etc.

Detail: Fringe benefits should be based on actual known costs or an established formula approved by your federal cognizant agency. Fringe costs are for employees listed in the personnel section and only for the percentage of time spent on the program. Fringe benefits on overtime are limited to FICA, Workman’s compensation and Unemployment compensation.

Fringe Example

Name/Position Annual Salary

% to Program

Fringe Rate

Cost

John Doe $40,000.00 50% 10% $2,000.00

Total: $2,000.00

Indirect CostsDefinition and Detail Definition: costs for an organization that are not

readily assignable to a particular project, but are necessary to the operation of the organization and the performance of the project. The cost of operating and maintaining facilities, depreciation, and administrative salaries are examples of the types of costs that are usually treated as indirect.

Indirect CostsDefinition and Detail (Cont.) Detail: Indirect Costs are only allowable if

the applicant organization has a federally negotiated and approved rate. The rate should be provided with the application. The pool of costs the rate is assessed against should be specified along with the approved rate to establish the itemized cost.

Indirect Example

Name/Position/

Contractor/ Consultant

Salary to Program

Indirect Rate Cost

John Doe $20,000.00 25% $5,000.00

Jane Doe $10,000.00 25% $2,500.00

Total: $7,500.00

The indirect rate was approved by DOJ, our cognizant federal agency, on XX/XX/XXXX. Attached is a copy.

Contracts/ConsultantsDefinition and Detail Contracts Definition: Legal agreements

entered into with vendors to provide services to the grant (photocopier leases, fax leases, etc)

Consultants Definition: Legal agreements with an outside entity/individual to provide technical or programmatic services you cannot provide directly with agency staff.

Consultants/ContractsDefinition and Detail (Cont.) Consultants Detail: For each consultant,

name/company, if known, service to be provided, hourly or daily fee (8 hour day) and estimated time on project. Consultant fees in excess of $450/day require additional justification and prior approval from awarding agency.

Contracts Detail: For each contract a description of the product or services to be procured by applicant and an estimate of the cost should be provided.

Consultants/ContractsProcurement Method Always indicate the procurement method

followed (state, federal or local). If the method is local, a copy of the procurement method should be submitted to EOPS.

Procurements should follow a competitive process. Sole Source contracts are not allowed.

Consultant Example

Name Rate Hrs/Days Description Cost

Jane Doe $50.00 200 IT specialist at $50/hr, 40hrs/wk @8/hrs/day for 5 wks

$10,000.00

Total: $10,000.00

Jane Doe provides specialized service X to population Y at a very agreeable rate.

Travel Definition and Detail Definition: Travel related expenditures

pertaining to the program or necessary to complete the program.

Detail: Provide location, type of cost (hotel, registration, etc.), cost, and a brief description.

Travel Example

Location Item Item Cost Description Cost

Financial Seminar

Hotel $150.00 Cost of room /night is $150.00 staying 3 nights

$450.00

Financial Seminar

Flight $300.00 Round trip flight $300.00

$300.00

Total: $750.00

Program financial staff is traveling to D.C., in July, to ensure compliance with guidelines for expenditures of funds. Local policies were adhered to in conjunction with the Federal allowable lodging rates.

EquipmentDefinition and Detail Definition: Non-expendable items required

for success and completion of the program.

Detail: List the type of item, per unit cost, quantity, and explain how the equipment is necessary for the success of the project.

Equipment Example

Item Per Unit Cost

Quantity Description Cost

Laptop Computer

$1,500.00 1 Laptop for Program Manager to conduct on site reviews of program progress

$1,500.00

Total: $1,500.00

The Computer will be used to analyze youth lockup data by site.

SuppliesDefinition and Detail Definition: Any materials that are

expendable or consumed during the course of the project (office supplies, copying paper, books, hand held tape recorders, etc.).

Detail: List items by type, quantity, per unit cost, and a brief description of the intended use and how it fits into the program.

Supplies Example

Supply Quantity Per Unit Cost

Description Cost

Copy Paper

5 $25.00 5 Boxes of Copy Paper for program course packet

$125.00

Pens and Pencils

4 $5.00 For Program Staff use

$20.00

Total: $145.00

Office supplies are needed by program staff for general operation.

OtherDefinition and Detail Definition: Costs that would normally be covered

in an indirect cost plan, but are not, because the sub-grantee does not have a federally negotiated and approved agreement (rent, telephone, janitorial services).

Detail: List the item, and basis for computation. For example, provide the square footage and the cost per square foot for rent, and provide a monthly rental cost and number of months.

Other ExampleItem Rate Description/Computation Cost

Rent $200.00 The program will run 12 months. Total annual rent for building is $2,400.00. This program takes up one out of the 12 offices. Annual cost is $200.00

$200.00

Electricity $100.00 Total annual for building is $1,200.00. Program uses 1/12 of entire building. Annual cost $100.00

$100.00

Total $300.00

Matching FundsAs defined by DOJ, OJP Comptroller’s Financial Guide pg. 40

Hard Match (Cash): includes cash spent for project-related costs.

Allowable cash match must include those costs which are allowable with Federal funds with the exception of the acquisition of land, when applicable.

Matching FundsAs defined by DOJ, OJP Comptroller’s Financial Guide pg. 40

Soft Match (In-Kind): includes, but is not limited to, the valuation of in-kind

services. “In-kind” is the value of something received or provided that does not have a cost associated with it. For example, if in-kind match is permitted by law (other than cash payments), then the value of donated services could be used to comply with the match requirement. Also, third-party in-kind contributions may count toward satisfying match requirements provided the grantee receiving the contributions expends them as allowable costs (see 28 CFR Part 66.24, Grants Management Common Rule for State and Local Units of Governments).

Contact Information

Massachusetts Executive Office of Public Safety

Programs Division

Ten Park Plaza, Suite 3720

Boston, MA 02116

http://www.mass.gov/eops

617-725-3301

Fax: 617-725-0260