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