grant writing seminar
TRANSCRIPT
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GRANT W RI TI NG W ORKSHOP
Regional Groups
2008
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INTRODUCTION
W hat are grants?
W hy grants exist
Steps in w riting successful grants
Grant jargon
Checklist of Dos and Donts
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GRANTS
What are Grants?
Government handout? Sectoral Assistance? Political largesse? Philanthropic values?
Why do they exist?
Government policy to assist groups in the communityTarget specific areas for assistanceEncourage risk taking by enterprisesStimulate the economy in specific areas (eg rural)
Compensate for some structural economic changeAddress market failure
Gr a n t s a r e t h e r e t o b e u s e d - o f f i c er s d o n o t g e t p o in t s f or sav in g f u n d s
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KEY STEPS FOR GRANTS
1. Identify and define your need
2. Identify which grant(s) and obtain information
3. Develop a grants strategy
4. Read the guidelines and application form5. Develop a project plan
6. Estimate costings (cash and in-kind)
7. Identify funding sources (amounts and from whom)
8. Test for viability and sustainability
9. Obtain letters of support10. Prepare draft application and have it proof read
11. Make up a checklist of attachments and info required
12. Assemble the plan and submit Kingsgrove Consulting 2008
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1 - IDENTIFY NEED
Why do you need a grant?
Because theyre there!! (not the right reason)
Insufficient funds?
Risk factors?Leveraging additional funds?
M ak e s u r e y o u h a v e cl ea r l y d e f i n e d w h y
y o u n e ed a g r a n t a t t h e o u t s et Kingsgrove Consulting 2008
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2 GRANT INFORMATION
When you have identified the grant(s) that may beappropriate, get as much information as possible aboutthe grant:
Information SheetsGuidelinesFAQsApplication formsList of previous recipientsMinisterial press releasesGoogle grant name for articles etc
Contact the program office and talk to staff about yourproject. Get to know the people if you can
Be co m e VERY f a m i l ia r w i t h w h a t t h e g r a n t ( s)
o f f er a n d w h a t t h e y f o cu s o n Kingsgrove Consulting 2008
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3 GRANT STRATEGY
Develop a grant strategy for your organisation (especiallynot for profit groups)
Identify what your overall funding requirements arefor the next 2-3 years (capital and operating costs).
Select a series of grants that can apply to these.
Develop a grants/funding plan to systematicallyobtain funding from a range of sources.
Use the plan to leverage funding
M an y g r a n t p r o g r a m s a r e v er y k e en t o see
o rg a n i s at i o n s h a v e a f u n d i n g s t r a t e g y r a t h e r t h a n an ad hoc a p p r o a c h Kingsgrove Consulting 2008
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4 GUIDELINES AND AP P LICATI ON
Read the guidelines for the grant. Pay particularattention to:
Objectives of grant (what is it to achieve?)Eligibility requirements (are you eligible?)Assessment criteria (critical list)Closing dates and rounds (if applicable)Available funding (how much can you get)Eligible expenditure (what the grant funds)Non-eligible items (what isnt funded)Co-funding requirements (your contribution)Other information (testimonials etc)
Application Form
Layout and structureInformation required
AttachmentsElectronic or hard copy or both Kingsgrove Consulting 2008
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5 PROJECT PLAN
Develop a project plan
Start & finish dates (be realistic!!)Stages and activities (with descriptions)
Duration of stagesKey steps or milestones Resources (money, people, equipment)
Gantt Chart
Stage Activity Weeks Start Finish1 Prepare foundations for building 6 1/08/2007 15/09/20072 Renovate existing structure (internal & external) 12 1/08/2007 31/10/2007
3 Construct new building 8 16/09/2007 16/11/20075 Fit out servery and kitchen 12 1/11/2007 28/02/20086 Construct toilet block 8 16/10/2007 16/12/20077 Prepare carpark 6 1/12/2007 15/01/20088 Landscape surrounding area (inc playground) 8 1/12/2007 31/01/2008
Aug Sep Oct Nov Dec Jan Feb
W a t c h o u t f o r p l a n n i n g co n s en t s t h e y ca n t a k e a lo n g t i m e! !
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6 ESTIMATE COSTINGS
Cash PaymentsObtain quotes where possible (include copies in application)
If quotes not available, use realistic estimates
In-Kind ContributionsThese are contributions by the applicant or other parties (eglocal council). In-kind contributions have a dollar value butare provided as good & services instead of cash.
This can include:LabourMaterialsFacility use
Other benefits (eg vehicle use, advertising, printing etc)
Costing may include cash outlays and in-kind contribution
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I N-KIND CONTRI BUTI ONS
Volunteer WorkValued at pay for similar work undertaken
Employees from other organisations
Valued at regular rate of pay (exc FB & O/heads)
Equipment, Space or LandIf donated, valued at fair market value, if usedtemporarily, valued at fair rental rate.
Supplies or materialsValued at fair market price at time of donation
TOTA L v a l u e o f p r o j e ct i s u s u a l l y c a sh a n d i n - k i n d * . Gr a n t s a r e u s u a l l y a % o f t h e TOTA L
p r o j e ct v a l u e * Some grants exclude in-kind contribution
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P ROJECT COST BREAKDOWN
Some grants may only fund part of your project.
Identify which part of your project meets eligibleexpenditure guidelines
Identify the specific items grant monies will be spenton (eg building new building, purchase of equipment etc)
Show how grant funds fit into big picture
Show how other funds are used (including other grants)
A sse sso r s n e e d t o b e co n f i d e n t t h a t f u n d s a r e t o
b e u se d co r r e ct l y Kingsgrove Consulting 2008
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7 IDENTIFY FUNDI NG SOURCES
Clearly set out what funding is to be supplied by whom
Cash payment by applicant (from reserves)
Other grants (leveraging and grants strategy)
Other cash payments (eg donations)
Borrowings or loans ( eg bank, private, local govt etc)
In-Kind contribution (outlined earlier)
Gr a n t a sse ss o r s n e e d t o c l ea r l y u n d e r st a n d w h a t f u n d s ar e in v o l v ed a n d w h e r e t h ey a r e
f r o m Kingsgrove Consulting 2008
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8 TEST FOR SUSTAINABI LITY
Many grants require projects to be sustainable or self-funding after grants funds are used (especially grantsfor businesses). Where this is required show:
Sources of future revenues or income
Realistic forecasts of income
Realistic estimates of expenses or costs
Identify basis for forecasts and estimated (eg 5,000users/year of a facility @ $5 each generates $25,000 pa)
I f y o u h a v e a b u s i n ess p l an , i n cl u d e i t w i t h t h e
a p p l i c a t i o n Kingsgrove Consulting 2008
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9 LETTERS OF SUPP ORT
Obtaining support letters is critical but can take time!.
Community GroupsUsers and beneficiaries of project (eg sporting groups)Members of parliament (State and Federal)
Local governmentRegional Development BoardLocal businesses
Business GrantsCustomers & suppliersIndustry bodiesMembers of parliament (State and Federal)Local governmentRegional Development Board
Ch e ck g r a n t g u i d e l in e s f o r o b j e ct i v e s, p r e p a r e
p r o j ect o v e r v i ew a n d b u l le t p o in t s o f w h a t y o u w a n t sa id i n t h e su p p o r t l et t e r
Kingsgrove Consulting 2008
10 DRAFT APP LICATION
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10 DRAFT APP LICATION
Prepare a draft of your application and have it proof read by someone not involved in the project (but whounderstands the project and has read the guidelines)
This provides:
An objective assessment of the application
Identifies any areas that are ambiguous or unclear
Can play Devils Advocate and question assumptions
Check spelling and grammar (a spelling mistake candevalue a whole document)
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11 ATTACHMENT CHECKLIST
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11 ATTACHMENT CHECKLIST
Copies of plans, drawings or other project informationPhotos, maps or diagrams (1 picture=1,000 words)
Cost estimates and quotesLetter of supportEvidence of funding (bank statements etc)
Evidence of research (eg markets, competitors etc)Evidence of funding availability (Letters from co-funders)Additional information (background, press clippings
brochure material, awards)
Typical attachments include:
I n c lu d e a l i st o f a t t a ch m e n t s an d s ep a r a t e ea ch a t t a ch m en t w i t h a t i t l e p a g e
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12 SUBMI T THE APP LICATION
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12 SUBMI T THE APP LICATION
The final steps include:
1. Final check of application against guidelines (haveall questions been fully answered)
2. Check the assessment criteria addressed
3. Compile the application and attachments (in alogical order)
4. Sign off the document (if required)
5. Keep an electronic copy of all documents (scannedletters etc)
6. Submit by deadline (if required)
Co n t a ct t h e p r o g r a m o f f i ce an d l e t t h e m k n o w y o u h a v e su b m i t t ed a n ap p l ica t i o n Kingsgrove Consulting 2008
ASSESSOR FRI ENDLY AP P LI CATI ONS
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Assessors get dozens of applications they have toread through
Make it easy for them to read and work though
your application (use space in your text)Make sure you have identified and addressed theassessment criteria
ASSESSOR-FRI ENDLY AP P LI CATI ONS
Tip - re-state a criterion and then answer it
Eg How will the project benefit local communitygroups?
The facility will be used by a range of sporting andsocial clubs including.
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GRAN T JARGON
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GRAN T JARGON
InputsResources used in the project (eg labour, materials etc)
MethodologyBasic project plan outlining what is to be achieved
MilestoneKey point achieved during project (eg construction of building)
Objective(s)What will the project achieve at its conclusion?
OutputAchievement of milestone (eg building constructed)
Outcomes
Long-term benefits of the project (eg increased tourism) Kingsgrove Consulting 2008
GRAN T JARGON
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GRAN T JARGON
Performance IndicatorType of measure of performance (eg number of visitors/year)
Performance MeasureReal outcome from project (eg visitors increased by 20%)
RationaleBasic reason project is needed (eg need to increase tourists)
SustainabilityAbility to survive without further government funding
Viability (project)Ability of the project to be completed on-time within budget
Viability (applicant)
Can the applicant manage and fund the project? Kingsgrove Consulting 2008
DOS and DONTS
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DO S and DON TS
Do
Read the guidelines and follow application instructionsBe succinct and clear in w hat you say in the applicationUse the same terminology and w ords that the guidelines useBe positive (say w ill not might or may)Stay w ithin application guidelines for number of w ords etcReinforce your need and the benefits throughout theapplication (dont be afraid to re-state your case)Explain the benefits to the funding body (P R, profile etc)
Dont
X P ad out your application w ith w affle
X Send the same generic application to several bodies(tailor to suit each one)X Use emotive language or terminologyX Dw ell on problems - focus on solutionsX Dont imply you have a right to a grant
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ACKNOWLEDGEMENT
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ACKNOWLEDGEMENT
This presentation wasbased on an excellentbooklet prepared by theBarossa RiverlandMidNorth ACC.
Their permission to usethe information isgratefullyacknowledged
Kingsgrove Consulting 2008
CONTACTS
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CONTACTS
Gerry KingP O Box 7154W EST LAKES
SA 5021M: 0412 804 805P : 08 8268 1066F: 08 8268 [email protected]
Jan BittnerP O Box 555NARACOORTESA 5271M: 0408 836 307P : 08 8762 2133F: 08 8762 [email protected]
mailto:[email protected]:[email protected]:[email protected]:[email protected]