Date post: | 28-Mar-2015 |
Category: |
Documents |
Upload: | kaia-makepeace |
View: | 214 times |
Download: | 0 times |
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: [email protected]
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.
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