12/1/2020 1 Writing a Strong Grant Proposal Alan Krieger Jennifer Amstutz for Victim Assistance Programs Funded by: New York State Office of Victim Services & Accommodation Services The following Accommodation Services have been put into place for this event: • ASL Interpretation – For best viewing, please update your personal webex layout to “Active Speaker and Thumbnail” or “Grid” view • CART Live Captioning – Live captioning is viewable in the “multimedia viewer” which should be on your screen now – You can change the size and style of the font to suit your needs – If you cannot see the multimedia viewer, please go to: VIEW PANELS MANAGE PANELS ADD Multimedia Viewer Panel Accessing Audio To access audio for this meeting, please dial in • Phone Number: 1-518-549-0500 • Access Code: 171 203 9469 1 2 3
Transcript
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Writing a Strong Grant Proposal
Alan KriegerJennifer Amstutz
for Victim Assistance Programs Funded by:New York State Office of Victim Services
&
Accommodation ServicesThe following Accommodation Services have been put into place for this event:• ASL Interpretation
– For best viewing, please update your personal webex layout to “Active Speaker and Thumbnail” or “Grid” view
• CART Live Captioning– Live captioning is viewable in the “multimedia viewer” which should be on
your screen now
– You can change the size and style of the font to suit your needs
– If you cannot see the multimedia viewer, please go to:
If you move your cursor on the screen the menu below will pop up and the icon for the chat box is the blue one in the center with the balloon in it. (Yours may be black).
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Accessing the Chat Feature
Slides for This Webinar
A link to slides for this webinar is being shared in the webinar chat now
The OVS Fiscal Resilience Webinar Series
Visit ovs.ny.gov/training to register!
October 7 1:00 p.m. Creating a Fund Development Plan
November 5 11:00 a.m. Engaging Your Board and Volunteers in Building Community Support
December 1 1:00 p.m. Writing a Strong Grant Proposal
January 5 11:00 a.m. Managing Funds Responsibly – Fiscal Management for Program Managers
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You will better understand how to:
• Analyze grant announcements and RFPs
• Develop a program design that builds funder confidence
• Develop a logic model and outcome objectives
• Draft narrative responses to respond to funder priorities
• Promote the organization’s strengths and uniqueness
• Develop a program budget
Workshop Objectives:
PollHow experienced are you as a grant writer?
1. My primary job is as a grant writer
2. I write most of the agency’s grants
3. I write grants periodically
4. I don’t write the grants, but I provide input
and feedback
5. I’m new to grant writing
ANALYZING GRANT ANNOUNCEMENTS AND RFP’S
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Grant Announcements & Requests for Proposals (RFP)
Read carefully what the funder is looking to fund:
• Geographic areas / Target groups served
• Priority programs
• Capital vs Program Support
• Prohibited activities/expenses
• Agency expertise, criteria
• Funding limitations / matching funds
Grant Announcements & Requests for Proposals (RFP)
• Read between the lines – what picture are you seeing of the funder’s priorities?
• Research the funder – to see who/what they typically fund
• Look in the mirror – how well do you meet the funder’s priorities as stated in the grant announcement or RFP?
Proposal
A clearly‐stated, well‐coordinated plan of
activities designed to provide measurable
solutions (outcomes) to a specific problem,
in order to accomplish social and/or
economic benefits for a target population.
A clearly‐stated, well‐coordinated plan of
activities designed to provide measurable
solutions (outcomes) to a specific problem,
in order to accomplish social and/or
economic benefits for a target population.
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A good grant proposal...
• Is prepared for people not familiar with your organization or your program
• Gives the reader all the information they need about you and the proposed program activities
• Accounts for funder’s priorities and needs, and is tailored to meet those needs
Grant Application Process FlowchartDevelop/refine logic model
Develop general proposal and budget Individually tailor to
specific funder priorities
Submit proposal
DEVELOPING A PROGRAM DESIGN THAT BUILDS FUNDER CONFIDENCE
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Developing a Program Design
• Identify your priority needs for funding –services, equipment, space
• Select which best fit the funder’s priorities
• Decide on scale – one funder for the entire project or a group of funders?
• Draft a program description that keys in on funder requirements and priorities
Building Funder Confidence
• Be realistic – don’t over promise
• Identify contingencies – if you don’t get all the funds you need
• Identify similar programs you have run in the past and document success
• Identify “in‐kind” resources you can secure –internally or through your collaborative network
• Show how the program can be sustained long term
PollApproximately / on average, how many grants does your agency secure each year?
a) More than 10
b) 6‐10
c) 3‐5
d) 1‐2
e) None currently
f) I don’t know
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Chat In
Besides OVS funding, what other grants
does your agency receive?
DEVELOPING A LOGIC MODEL AND OUTCOME OBJECTIVES
Logic Model
A short, visual depiction:
What the program will do and accomplish.
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Logic Model
A short, visual depiction:
What the program will do and accomplish.
Three main areas:
• Inputs
• Outputs
• Outcomes
Logic Model
A short, visual depiction:
What the program will do and accomplish.
Three main areas:
• Inputs – Resources (staff, money, materials)
Logic Model
A short, visual depiction:
What the program will do and accomplish.
Three main areas:
• Inputs – Resources (staff, money, materials)
• Outputs – Activities to achieve purpose and the products of those activities
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Logic ModelA short, visual depiction:
What the program will do and accomplish.
Three main areas:
• Inputs – Resources (staff, money, materials)
• Outputs – Activities to achieve purpose and the products of those activities
• Outcomes – The desired impact and benefit that result
Logic Model
Inputs
• What we invest
Outputs
• Services: Who we reach
• Products
Outcomes
• Benefits / Changes
• Short, medium, long term
If we invest $$
We will provide XX services
We will achieve results
Logic Model – In Reverse
Inputs
• What we invest
Outputs
• Services: Who we reach
• Products
Outcomes
• Benefits / Changes
• Short, medium, long term
If we invest $$
We will provide XX services
To achieve these results
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Logic Model
Inputs
• What we invest
Outputs
• Services: Who we reach
• Products
Outcomes
• Benefits / Changes
• Short, medium, long term
If we invest $$
We will provide XX services
To achieve these results
Logic Model
Inputs
• Funding needed
Outputs
• Services: Who we reach
• Products
Outcomes
• Benefits / Changes
• Short, medium, long term
If you invest $$
We will provide XX services
To achieve these results
DRAFTING NARRATIVE RESPONSES TO RESPOND TO
FUNDER PRIORITIES
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Set a Timeline
Proposal Development Timeline/Action Plan
• Outline entire proposal and list all components and requirements
• Add anyone who will need to be involved
• Working backwards, create deadlines for each component
• Include time for internal approvals and external partner contributions
• Provide everyone a copy of the timeline
Timeline/Action Plan Hints
If the funder uses online submission, include review of the online process as a step
If the funder needs pre‐qualification or letter of inquiry, include this as a first step
If the proposal includes scoring criteria, allow the most time on the sections worth the most points
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Proposal
• A plan of activities designed to provide
• measurable solutions (outcomes)
• to a specific problem, in order to
• accomplish social and/or economic benefits for a
• target population.
General Components of a Proposal
• Program Design (Planned Activities)
• Evaluation
• Sustainability Plan (if requested)
• Budget / Budget Narrative
• Conclusion
• Appendices/Attachments
• Executive Summary
• Organizational Background/Experience
• Problem / Need Statement / Target Population
• Goals/Outcomes (Measurable Solutions)
Executive Summary
• Always written last, but goes at the beginning of the proposal
• Brief description of organization
• Short statement of the problem to be solved
• Statement of the goals/outcomes to be achieved.
• BRIEF outline of activities
• Statement of funding request to foundation or agency
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Organizational Background/Experience
• Background of your organization ‐ How and why it started
• Mission
• Core activities and services
• Experience, skilled people involved, third party support
• How the proposed program make sense for the mission of your agency
• Past accomplishments with other similar projects
Problem Statement
Describe the problem
State the needs of the target population
How is the problem currently being addressed/by whom
What is the gap in services
Include outside data if available
Program Goal/Outcome
Describe the program outcomes (or goals) of the program and how they will address the problem or need
Describe the program outcomes (or goals) of the program and how they will address the problem or need
Clearly state the outcomes in easy to understand languageClearly state the outcomes in easy to understand language
Make SMART – specific, measurable, attainable, relevant, and time‐boundMake SMART – specific, measurable, attainable, relevant, and time‐bound
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Program Design/Implementation Plan
• Show or describe logic model
• What services/activities will be provided
• How will the services help you meet your outcomes
• Specifics of the service delivery
• Key staff
Remember:
• Be specific and descriptive
• Avoid industry jargon
Evaluation
• How will you measure your success?
• How will you know that you are meeting your goals/outcomes?
• Be realistic in your evaluation design.
• Don’t promise an evaluation method that you will not be able to implement.
Sustainability/Future Funding
• Fees/Reimbursements
• Individual Fundraising
• Sponsorships
• Other grants/contracts
How will you continue the program
after funding ends?
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PROMOTE THE ORGANIZATION’S STRENGTHS
AND UNIQUENESS
Promote Strengths and Uniqueness
• Tie the project to your strategic plan goals
• Talk about your track record – short, focused and strong
• Use a few key statistics and compelling short stories
• Include brief testimonial statements – from clients and the community
• Highlight any unique/innovative aspects and why you are taking that approach (create confidence)
DEVELOPING A PROGRAM BUDGET
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Budget
• Direct Costs: All program staff and other costs required to implement the project (materials, training, travel)
• Indirect Costs: Administrative costs that can be attributed to the program
• Supervisory staff/Administration
• Overhead (rent, equipment)
What to include:
Create a line‐item for each resource needed to implement the project.
Matching Requirement
• Be realistic about the match you can generate
• Understand limitations :
– Cash or in‐kind (hard or soft)
– Are the limitations on the source of the match (non‐federal, non‐government, etc.)
• Use the right match calculation
Budget
Break the budget into 3 categories
• Grant Request
• Other cash resources
• In‐kind donations
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Sample Budget
ExpenseGrant Request
Matching Resources In‐Kind Total
Personnel $ 110,000 $ 10,000 $ 120,000
Contractual services $ 5,000 $ 5,000 $ 10,000
Travel $ 2,000 $ 2,000
Supplies $ 20,000 $ 10,000 $ 2,500 $ 32,500
Total Direct Expense $ 135,000 $ 22,000 $ 7,500 $ 164,500
Indirect expense $ 16,450 $ 16,450
Total $ 135,000 $ 38,450 $ 7,500 $ 180,950
Budget Reminders• Have budget checked by your finance/fiscal office
• Expenses should be reasonable
• Follow directions exactly for each individual funder
• Double check a funder’s allowable expenses before including them in the grant budget
• Keep language and numbers consistent with your narrative
• Check your formulas
Budget Narrative/Justification
Explains expenses and how they relate to the program
• Includes how expenses were calculated
• Justifies the need for the cost
• Explains any unusual expenditures
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Budget Narrative Example
Program Counselors:
2 FTEs at $43,000 each = $86,000
Supervised by the Program Director. Program Counselors will provide individual counseling to program clients, as well as conduct group counseling sessions with family members. All counselors must have a minimum of a master’s degree.
FINAL TIPS AND REMINDERS
Tailoring a proposal to a funder
• Read the proposal instructions carefully
• Follow them to the letter, including length
• Present proposal in EXACTLY the format requested
• Use the language that the funder uses. If there is a reason you cannot, explain.
• Match request to funder guidelines
– Size of grant / Types of funding provided
– Funder priorities
• Contact a grant officer if you have questions
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Final Edits Before Submission• Remove negativity – focus on positive change
• Cut out the fluff & Eliminate redundancy
• Make it easy to read / Standardize fonts
• Remove or clearly explain acronyms
• Have someone read for clarity and completeness
• Check your proposal components against funder checklist
• PROOFREAD
Online Submissions• ALWAYS write, edit, proofread online grant applications in a regular document (Word), before pasting into the funder’s online template.
• Print and preview the application again once it is online – did anything get left out? Formatting?
• SUBMIT EARLY ‐‐ at least 2 days, and preferably a week, before schedule.
• Look for an email receipt or print the online confirmation.
Hardcopy Submissions
Include page numbers and header/footer
Check for inconvenient page breaks
Double check deadline – postmark or in‐hand?
Check address
SUBMIT EARLY – to arrive at least 2 days, and preferably a week, before it is due.
Get a receipt or track the submission
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Chat In
What ideas have you heard today
that you will be taking back to
your agency?
Chat In
Are there other ideas from your agency that you would
like to share?
• Training and Technical Assistance at NO COST to OVS funded VAPS
• Training, coaching and consulting can all occur remotely
• For more information: https://ovs.ny.gov/training‐technical‐assistance‐request
