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!