federal grants review grant writing and leveraging resources 2006 kentucky homeland security and...
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Federal Grants ReviewGrant Writingand Leveraging Resources
2006 Kentucky Homeland Security and Local Government Conference
Lexington, KY April 4-6, 2006
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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National Criminal Justice Association (NCJA)
Who we are?What we do?
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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National Criminal Justice Association (NCJA)
Policy Support to DOJ and DHS State Administrative Agencies (SAA)
Congressional Monitoring and Legislative Analysis
High Caliber Conferences on Key Issues
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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National Criminal Justice Association (NCJA)
Facilitate Coordination between DOJ and G&T SAAs
Curriculum Development i.e. Performance Measurements and More
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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A Compendium of Promising Grants PracticesPromising Grants Practices across the United States
March 2006Prepared by the
NATIONAL CRIMINAL JUSTICE ASSOCIATION
With support fromTHE U.S. DEPARTMENT OF HOMELAND SECURITY
OFFICE OF GRANTS AND TRAINING, PREPAREDNESS DIRECTORATE
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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Writing is a Three Step Process
Organizing (done before)Writing (done during)Editing (done after)
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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Organizing the Grant
Read the instructions…first!Do the funding agency’s priorities
match yours? Is the grant competitive?
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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Organizing the Grant
When is the application due?How must it be submitted?Putting the pieces together
(aka. “If it looks like a duck…)
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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Standard Grant Components
Letter of TransmittalTitle PageAbstractTable of Contents Introduction
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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Standard Grant Components
Standard Forms and AssurancesProblem StatementPurpose/ObjectivesPerformance IndicatorsApproach/Methodology
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Standard Grant Components
Implementation ScheduleFuture FundingEvaluationTerms and ConditionsSignature Pages
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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Standard Grant Components
Letters of SupportAppendicesBudget Worksheet Budget Narrative
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Writing the Grant Narrative…
“The curse of easy writing is hard reading.”
Richard Brinsley Sheridan (1751 - 1816)
Irish dramatist, parliamentary orator
“Write something worth reading.”
Benjamin Franklin (1706 - 1790) US statesman, diplomat, inventor, printer
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Know thy Target! Know your purpose before writingDetermines word choice Convey your points
Quickly, Accurately, Succinctly
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To be an Effective Writer…
Adapt your writing style toyour readeryour intentyour situation
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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Active vs. Passive Voice
Active: The actor appears first in the sentence and acts upon something
Active: Follows normal thought and speech order
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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Active vs. Passive Voice
Passive: Adds length and wordiness
Passive: Relies on weaker (less persuasive) verb; recipe for boring passages
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Paragraphs
Open with lead or topic sentenceSubsequent sentences support itLimit to five (5) sentencesChange thoughts…change
paragraphs
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Paragraph Types
Classification requires organization TypesKindsMethodsCategories
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Paragraph TypesCause & effect analysis
Origin…of a particular eventConsequence…particular result
the event produced
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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Paragraph Types
Process analysisSequential explanationHow something is done
ComparativeContrast differences/similarities
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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Paragraph Types
IllustrationWord pictureConcrete examples of general
point
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Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006
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Use Logic in Organizing Identify needs and wants of reader Approaches
Inverted pyramid (newspapers)Building block (from specific to general
conclusions) For developing arguments which lead to a
conclusion
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Persuasive Writing should…
Arouse curiosityChallenge with questionsForeshadow conclusion…
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Understandable Writing is… Clear and DirectKeep it shortAvoid generalizations—be specificDo not add company jargon
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Understandable Writing is… Clear and DirectAvoid repetitiveness Logical sequence of thoughts and
ideasSimple sentences
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Understandable Writing is… Clear and Direct Be persuasive and give your writing
“punch” Adapt your writing style according to
your readeryour intentyour situation
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Instructive and Topical Subheadings Helps reader to see logical steps Aids in clarity, coherence of writing
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Format: Writing’s Physical AppearanceStyle Design Presentation
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Editing the Grant…
“Effective writing is 20 percent what you know and 80 percent editing what you know.”
H. L. Mencken (1880 - 1956) US editor, satirist
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Editing Goals
State the facts clearlyPresent a logical progressionPersuadeProvoke (action)
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Editing Goals
To retain meaning and style, improve clarity, reduce unnecessary lengthIs it complete?Right substance, content, format?
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Editing GoalsDoes your writing really say what
you want it to say?Grammar? spelling, punctuation,
verb tense?“Flow?” consistency, repetitions,
deletions?
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Importance of Punctuation
A woman without her man is useless.
A woman: without her,
man is useless.
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Editing
Ensures effective organizationMatches your format/style to your
intended readermay need to adjust your style
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Editing
Increases readabilityAllows evaluationGet someone else to read it
Preferably subject matter expert (SME)
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And speaking of evaluation…
“Once you've got some words looking back at you, you can take two or three or throw them away and look for others.” Bernard Malamud (1914 - 1986) US novelist, short-story writer
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Transmittal Letter
Identify Project Director Identify Financial Officer Identify Contracting Officer for
Higher Education/UniversitiesInclude preferred method of
contact (i.e. phone, fax, email)
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Transmittal Letter
Technical or fiscal InformationFoundations and Corporations
Agency/Executive DirectorBoard Chair (i.e. Commissions)University President
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Title Page
Section of the grant application packageApplicant information
Agency Name, Address, Zip Summary page for budget
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Abstract
Essential– reviewers use it to “weed out” inferior proposals
First impression for reviewer Summarizes narrative sections of
proposal
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AbstractBriefly describes your project
BackgroundSignificanceMethodology
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Abstract
Should stateWho (you are)What (you plan to do)How (you plan to do it)
Write the Abstract last
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Table of Contents
Lists different application sectionsReady reference to the
application’s compositionEnsures application pages are
correctly numbered
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Introduction… in about two pagesWho (you are)What
you intend to domajor outcomes you expect to
achieve
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Introduction… in about two pagesRepeats and expands on Abstract Includes your qualificationsDescribes resources that make
proposed project possible
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Introduction… in about two pagesFor foundations, critical to
establish credibility of your organization here
Organizes your proposal for reviewer(s)
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Standard Forms and Assurances Standard Form (SF)
SF 424 – Application for Federal Assistance
SF 424-A – Budget InformationBudget for each yearCumulative budget for total project
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Standard Forms and Assurances
Requires Dun and Bradstreet (DUNS) number1-800-333-0505
Include Catalog of Federal Domestic Assistance (CFDA) number
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Standard Forms and AssurancesOn-line applicationshttps://www.Grants.gov
Select “Apply for Grants”Select “Download Application
Package” and “Instructions”“Search” on CFDA number
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Standard Forms and AssurancesMatch Requirements
Federal State or LocalIn-kind
Review by State Single Point of Contact (SPOC)
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Standard Forms and AssurancesCertifications
Lobbying and DebarmentDrug-Free WorkplaceCivil Rights ComplianceLimited English Proficient (LEP)
Persons
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Which OMB Circulars to Follow?
State, Local Governments and Indian Tribes FollowOMB Circular A-87 for Cost Principles OMB Circular A-102 for
Administrative RequirementsOMB Circular A-133 for Audit
Requirements
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Which OMB Circulars to Follow? Educational Institutions, Hospitals and Non-
Profits FollowOMB Circular A-21 for Cost Principles (Educ.
& Hospitals Only) OMB Circular A-122 for Cost Principles (Non-
Profits Only)OMB Circular A-110 for Administrative
RequirementsOMB Circular A-133 for Audit Requirements
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Government-Wide Common Rules
28 CFR Part 66 “Uniform Administrative Requirements for Grants and Cooperative Agreements with State and Local Units of Government”
28 CFR Part 67 “Government-Wide Debarment and Suspension (Nonprocurement)”
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Government-Wide Common Rules 28 CFR Part 83 “Government-Wide
Requirements for Drug-free Workplace (Grants)”
28 CFR Part 69 “Byrd Anti-Lobbying Amendment”
OMB Website www.whitehouse.gov/OMB/grants/index.html
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Problem Statement…of Need
Establishes Why… You need it now…criticalityDescribes existing problem(s)Expresses current impact
If something is doneIf something is not done
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Problem Statement…of Need Identifies What…
Current efforts and resourcesTime/overtimeManpower (training/exercises)Plans and programs$$$
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Problem Statement…of Need
Include timely, realistic and complete data
Surveys and statistical info.Based on local vs. regional and
national averages
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Purpose/Objectives
Identifies expected resultsShort and long-termStated as outcomes or resultsAffirmed in measurable terms
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Purpose/ObjectivesObjectives must be
MeasurableTime-limitedRealisticRelevantRelate to Problem Statement
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Purpose/Objectives
Intensions should be clear to the reviewer
Foundation for rest of narrative…
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Approach
Explains How…Solve the existing problemAddress specific action steps
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Approach
Organized in different waysActivities tied to proceduresFunctional categories
Planning, development and implementation
Major time blocks
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Approach
Describe nature of your organization
How…project relates to the existing organization
Describe administrative structure
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ApproachOrganizational chart
Key project personnelRelationship of project personnel (i.e. reporting)
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ApproachProject staff
QualificationsResponsibilities in the project (briefly outlined)
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ApproachResources and Facilities
Include in the Organization Section
Include in Appendix—detailing equipment and facilities
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Methodology
Direct correlation betweenWhat you intend to doHow you intend to do it
Provide forum to demonstrate Why your chosen methods will
solve the problem
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MethodologyAnticipate reviewer questions
Why these methods? approach?Why are your methods better?Are yours the most cost-effective
methods?
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MethodologyHow much time is required?Is that time reasonable?Will it take longer than anticipated?Is too much time allocated?
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MethodologyOutlining your methods
Who’s responsible for program implementation?Includes each project phaseShould have the necessary qualifications to do the job
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Methodology
Repeat the relevant objective for each method section
Helps reviewers understandWhich methods will be usedWhich objectives will be
accomplished
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Implementation Schedule
Planned activitiesVisual summary of activitiesUse months, not specific datesClearly identify sequence and timingBe realistic about activities/time
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Future Funding
Plans for program continuation?Funding agencies will not fund
indefinitelyHow will you operate without
grant funds?After initial funding period
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Evaluation
Assessment of accomplishmentsPerformed during project and after
its conclusionDetermines successful achievement
of project objectives
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Terms and Conditions
Standard for all grant applicants Includes compliance issues
Office of Management and Budget (OMB) Circulars and Common Federal Rule (CFR)
Requirements particular to funding agency
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Signature Pages
Compliance with regulations governing funds
Compliance with general and fiscal provisions of grant application
Usually requires bonding
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Signature Pages
Usually requires more than one signatureProject DirectorFinancial OfficerAuthorized Official
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Letters of Support Included only if they are
RequiredRelated to the project
Individually written and appear unique
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Letters of Support
Draft a "Sample Letter" Limit Letters of Support to
Key individuals whose support is required for project success
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Appendices
Include data of peripheral benefitSubcontract dataLetters of supportGraphs and charts
Use when page limits are imposedReferenced in the proposal
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Budget Worksheet
Include what you need to do it…Well
Show Necessity, Reasonableness, Appropriateness
Cost Analysis of Budget Worksheet and Narrative
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Budget Worksheet
Include only allowable costsFollow application instructions Include source of matching fundsHave someone else review math
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Budget Narrative Itemized list from the worksheetListed in the same order as the
worksheetBrief description of each itemHow will each item be utilized?
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Budget NarrativeNo brand names Include
QuantitiesDollar amounts
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Budget NarrativeWhat is the benefit?
Training opportunitiesPersonnel (part-, full-time)Increased communicationsOvertime
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Budget NarrativeWhat is the benefit?
SuppliesExercisesEquipment
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Budget NarrativeWho will receive the benefit?
DepartmentsAgenciesSchoolsIndividualsPublic/Private Sector
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Leveraging resources
Do your homework…researchSearch the InternetJoin common groups (i.e. state’s
association of non-profits)Sign up for publications
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Leveraging resources
Determine your eligibilityFocus on a good match…your
goals and the funding agency’s goals
Be prepared to respond
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Federal Government
Determine Presidential and Congressional priorities
Monitor appropriations processEnsure timing and awards meet
your needs
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Federal Governmentwww.Grants.gov
$400 billion in annual grantsAll 26 Federal grant-making agencies900 different grant programsEmail notification of opportunities
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Federal Government
Catalog of Federal Domestic Assistance www.cfda.orgLookup programs
Search by program number and keyword
Helpful user’s guide
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Foundations and CorporationsWhat are their priorities?Who are their leaders?What do they award?Who are the most common
recipients?
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Foundations and CorporationsWhy are they awarding?What are they required to
disclose?Last year’s award amounts and
projects?
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Legal and ethical considerations
Check out the laws firstMust you comply with regulatory
restrictions? Which ones?Will receiving the benefit comprise
any ethics rules?Consider pursuing other options
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Leveraging “other” resources
Technical Assistance (TA)Promising PracticesConference and meeting supportMembership associationsPublications dissemination
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Leveraging “other” resources Volunteers--Citizen Awareness and Citizen
CorpsProfessional groupsHigher educationPrivate sector (Tech Partners)Community service organizations
Gifts and donations
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Leveraging “other” resources
Membership AssociationsNational Emergency Management
Association (NEMA) www.nemaweb.org
National Governor’s Association (NGA)—NGA’s Center for Best Practices; www.nga.org
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Leveraging “other” resources National Criminal Justice Association
(NCJA)Compendium of Promising Grants
Management Practices http://www.ncja.org/odp_compendium.html
Justice Bulletin Justice Action Alert
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Leveraging “other” resources National Criminal Justice Association (NCJA)
Electronic Grants Management Systems (eGMS) Assessment http://www.ncja.org/egms-assessment.html
Justice and Homeland Security Assistance Overview (annual)
“Short Takes” weekly emails
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Leveraging “other” resources
Publications disseminationNational Grants Management
Association, http://www.ngma-grants.org/
HSToday Magazine; http://www.hstoday.us/home/index.cfm
2006 Guide to Homeland Security Grants
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Leveraging “other” resources
Federal Grants Management Handbook, http://www.grantsandfunding.com/libraries/grantmanage/gran
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Questions??
The End…or just the beginning
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National Criminal Justice Association (NCJA)
Lisa Nine
Senior Staff Associate
Email: Email: [email protected]
Cell: 202-421-7693
Voice mail: 202-628-8550, ext. 172