proposal writing 101 - we're in the money and there are partners knocking at the door
DESCRIPTION
Looking for funding to support your academy or take it to the next level? This session is for beginning grant proposal writers. Together we'll explore the basics of effective proposal writing, ways to research and approach funders, as well as strategies for fundraising and resource development.TRANSCRIPT
#NAFNext2014
Proposal Writing 101: We’re in the Money and There are Partners Knocking at the Door
Patricia Clark
College and Career Academy Support Network (CCASN)
University of California Berkeley
[email protected] 510.504.3826
Picture box
GOALS FOR THIS SESSION
• To increase understanding of the basic elements of a Grant Proposal
• To learn more about both Proposal Writing and Grantseeking
• To acquire some powerful Proposal writing Tools
• To realize that if we approach Proposal writing “bird by bird,” all things are possible.
Exercise: You Gotta Have Cause (plus your Elevator Speech)
• Complete the “You Gotta Have Cause” Exercise• Think about Your One Minute Elevator Speech• Pair and Share
Keys to Success
• Create a Proposal Writing & Resource Development/ Partnership Development Team
• Engage your Advisory Board & Other Stakeholders in Developing a Strategic Plan AND a related Fund & Resource Development Plan
• Build a Proposal writing & Resource Development Kit
Keys to Success
• Know Yourself/Your Organization• Research Potential Funders
Thoroughly• Target your Proposals Carefully• Write a clear, concise proposal which
includes all forms/follows all instructions carefully
Major Components of a Typical Grant Proposal
• Cover Letter• Summary/Abstract• Introduction/Background• Need/problem/situation statement
– (sometimes includes CASE statement)
• Goals/Objectives
Major Components
• Methods/Activities/Strategies/Work Plan/ Management Plan (often includes Organizational Chart, Qualifications of Key Personnel; sometimes includes Theory of Action)
• Timeline (if not already included in work plan)
(NOTE: Sometimes funders require info on Qualifications of Key Personnel and/or an Impact
Statement)
Major Components
• Dissemination (when applicable)• Evaluation/ Accountability Plan• Sustainability/Future funding/ Institutionalization• Budget & Budget Narrative/Justification• Support Letters/Appendices• Other requirements such as assurances, sign-off sheets, etc.
Two Reminders
• PAY CLOSE ATTENTION TO THE FUNDERS’ PRIORITIES, REQUIREMENTS, & CRITERIA !!!
• DATA, DATA, DATA … Use Research, Statistics, Evidence, etc. Throughout !!!
How do we get there?
Steps In the Grantwriting Process (one approach)
• Developing Proposal Idea (and finding appropriate funding source/s)
• Writing Compelling Need Statement (includes research/evidence)
• Defining Clear Goals & Objectives• Developing
Methods/Activities/Strategies (includes research base/theory of action)
* Preparing Evaluation Component
Steps in the Proposal Writing Process
• Preparing Budget• Addressing Sustainability and Impact • Writing Introduction, Proposal
Summary/Abstract (possibly Cover Letter)
• Gathering/Developing Support Letters/ Appendices
• Putting Package Together//Mailing proposal in timely fashion//Follow up
Educational Planning -- Backwards
• Step 1: What is Your Shopping List? (BUDGET)
* Step 2: What is It your students (or others) will be able to do that they can’t do now? Describe it. Create a picture in the funder’s eyes. (ACTIVITIES)
Educational Planning -- Backwards
• Step 3: Why is it that you want students/ teachers/etc. to do these things? (OBJECTIVES)
• Step 4: Why did you pick this particular area of learning for the students to work on? (NEEDS)
Educational Planning - Backwards
• Step 5: How was it that you said you would measure to be sure students have mastered the skills/successfully completed project, etc.? (EVALUATION)
• Step 6: TIDY UP: Make Your TIMELINE, BUDGET, STAFFING LIST, etc.
Common Types of Proposals
• Letter of Intent/Inquiry
• Letter Proposal
• Long/Formal Proposal/Application
• Common Grant Proposal
• On-Line Proposal
Proposals – The Close Relatives
• Letter of Introduction (requests interview; does not include an actual request for funding)
• Business Plan
• Concept Paper
Needs/Problem/Issues Statement
“Ya got trouble, my friend, right here,I say, trouble right here in River City.” – The Music Man
“I keep six honest serving men – They taught me all I know. Their names are what and why and when – And how and where and who.” – R. Kipling
Problem Statement/ Needs Assessment
• Describes target population to be served• Defines community problem to be addressed
AND need in geographical area where organization operates
• Is related to purposes & goals of applicant agency/organization/school
• Is of reasonable dimensions – not trying to solve all the problems of the world
Problem/Needs Statement (continued)
• Is supported by relevant statistical evidence• Is supported by statements from
authorities/experts• Is stated in terms of constituency/client
(student) needs and problems – not the applicant’s
• Is developed with input from constituency/ client & beneficiaries
Problem/Needs Statement (continued)
• Is not the “lack of a program,” unless program always works
• Makes no unsupported assumptions
• Is brief; interesting; free of jargon; makes a compelling case
• Is of significance/importance & of interest to the funder (worth funding)
MAKING THE CASE: Building on the need statement
In some proposals, you:• Present your compelling need• Describe how your organization is UNIQUELY
qualified to address this need/ successfully implement this project
• Include a CASE STATEMENT – document how mission/purpose of your organization is a perfect match with funder’s priorities and this particular project
How do you stand out as uniquely qualified?
The CASE STATEMENT:• How/why your organization/Academy was
started (what problems existed/what reasons for starting)?
• What is your organization/Academy doing now? Why? With what impact?
• Where are you going? (Future)
Goals and Objectives
Defining Clear Goals & Objectives
A GOAL is:• a broad-based statement of the ultimate result of the change being undertaken (a result that is sometimes unreachable in the short term.)
• a global, visionary statement (that often create a sense of awe.)
• not measurable. • “the end toward which effort is directed.”
Defining Clear Goals & Objectives
An OBJECTIVE is:• a measurable, time-specific result that the
organization/ school/ district expects to accomplish as part of the grant.
• “observable & verifiable.”• stated in quantifiable terms. • realistic, capable of being accomplished within
time frame.
Objectives: Keep them S-I-M-P-L-E
• Specific – indicate precisely what you intend to change through project• Immediate – indicate time frame during which problem will be addressed• Measurable – indicate what you would accept as proof of project success• Practical – indicate how each objective is real solution to real problem
Objectives: Keep them S-I-M-P-L-E
• Logical – Indicate how each objective systematically contributes to achieving your overall goal(s)
• Evaluable – indicate how much change has to occur for project to be effective
(SMART – Specific, Measurable, Attainable, Realistic, & Time-Bound)
Writing Objectives
STANDARD OBJECTIVE FORMAT:To increase the math scores of sophomores at
Winston High School by 20% on the Mathematics Diagnostic Testing Assessment by June 2012 at a cost of $20,000 (as measured by)
From the Evelyn & Walter Haas Jr. Fund
“Although it is easy to confuse objectives with activities (methods), we are less interested in the detailed activities you will undertake, and more interested in the broader objectives that tell us what you want to accomplish…. Instead of telling us how many hours of training you will provide, please focus on what the people who receive the training will learn (will be able to do).”
Sample Objectives – Haas Jr. Fund
• Objective 1: Increase the civic participation of low income immigrants in ABC communities
• Objective 2: Provide technical and legal assistance to immigrant rights advocates, community groups and local officials around the state to reform unfair immigration enforcement policies and practices.
Now, try writing an objective of your own
Methods/Activities/Strategies
A method is a detailed description of the activities to be implemented to achieve the ends specified in the objectives.
Methodology Section
• Flows naturally from problems & objectives• Clearly describes program activities
• States reasons for selection of activities• Describes sequence of activities
• Describes staffing of program• Describes constituency/clients and their
selection (if applicable)
Methods/Activities
• Presents reasonable scope of activities that can be accomplished within time and resources of program• Provides timeline of activities
Evaluation Component
• Quantitative Methods• Qualitative Methods• Formative or Process Evaluation• Summative or Outcome Evaluation• Other terms: Baseline; Comparison Group;
Success Criteria; Assessments; Instruments; Internal Evaluator; External Evaluator
Other Aspects…
• Impact (sometimes) • Future Funding, Institutionalization,
Sustainability • Dissemination • Budget• Cover Letter• Summary/Abstract• Other Sections
Sustainability
• “Then the grasshopper knew it is best to prepare for the days of necessity.” – Aesop
• The most common weaknesses …no sustainability plan. Their “plan” was to initiate a new project with foundation seed money, with hopes of getting grants in subsequent years to keep the program going..” – Linda Procopla
Dissemination
• Dissemination is the means by which you let others know about your project, its purpose, methods, and accomplishments. Among other things, it generates publicity for your funder and for your academy/ school/ organization.
Budget Direct costs include: • Personnel• Benefits/fringe• Contractual Services• Operating expenses (supplies, materials,
rental, communication, travel)• Equipment and Furniture
BudgetIndirect Costs:“expense that is difficult to trace directly to a specific costing object” (accountant) “costs incurred for common or joint objectives” (federal government)
• Official indirect rate” – schools• Some funders do not allow indirect costs OR
specify a maximum indirect cost OR do not allow indirect on capital (equipment) expenses
Budget Match
• Monetary (hard) match• In-kind (soft) match – fair market value of
personnel, goods, and services contributed to the operation of a project
Budget Narrative or Budget Justification
• More detailed description of what is included and how the totals per line were reached
• Qualitative description that supports/ supplements the budget
• Follows the budget summary in both headings and organization
• Justifies your proposed expenditures• Demonstrates you’ve done your homework
Cover Letter• On your organization’s letterhead• Does not exceed two pages (one page =
best) • Provides info on proposal content or
primary goals• Makes the case• Signed by person who can speak with
authority on behalf of school/organization
Executive Summary/Abstract• The last written and the first read section
of your proposal. • Needs to be well written and rewritten • One page• Identifies applicant (credibility)• Reason for grant request (problem) • Objectives to be achieved
Executive Summary/Abstract
• Methods/activities to be achieved through this funding
• Amount you are requesting in this proposal (plus total costs)
• Clear * Interesting * describes elements that distinguish your proposal
Other Sections
• Organizational Chart• Management Team Roles and
Responsibilities • Qualifications of Organization• Qualifications of Key Personnel
Tips for Writing Proposals
• Read the directions carefully and then read them again and again
• Map out the proposal• Pay attention to flow and connectivity• Use active voice and positive writing style• Grammar and spelling matter
Proposal Poster Prototyping Your Proposal Concept
•Proposal Title•A very Short Abstract•Need •Sample Goal/s•Sample Objective/s•Activities/Methods•Budget•Evaluation * Other
Sources of Funding
• Private Foundations & Philanthropic Trusts• Corporations• Government Agencies• Local Businesses• Service Clubs• Community-Based Organizations, Religious
Organizations, Individuals
A Bit on Grantseeking
Grantseeking is About Building Relationships, preferably long term…. (Scenes from a Marriage)
Grantseeking is also about Doing Your Homework, Persisting with Passion, and Following Through.
Scenes from a Marriage
Grantseeking on the Web - a few examples
• http://fdncenter.org
• Federal/State Department of ED sites – list serves (http://www.grants.gov)
• Edutopia – Big List of Educational Grants and Resources http://www.edutopia.org/grants-and-resources
Grantseeking
• Set clear goals and determine funding needs (yearly review; short and long term funding goals; strategic plan)
• Write a Summary page for each of your major funding goals
• Research potential funders thoroughly
Questions to Consider• Who funds in our geographic region?• Who funds in our area/s of interest?• Who provides the type of support we
need?• Who has funded organizations like ours in
the past?• Who has given the amounts in the range
we need?
Grantseeking• Go to the Source & use available sources of
information• Take a Class• Join a Listserve
• Initial Approach to a Foundation – letter of inquiry, letter of introduction, concept paper
• Interview• Follow-up //Life after decisions
Life After Decisions
Common Weaknesses in Proposals not Funded
• Problem addressed is insignificant• How funding will be used is unclear• Nature of problem is unclear• Inappropriate method of addressing the
problem • Inadequate documentation of problem• Methods do not suit scope of the problem
Common Weaknesses in Proposals Not Funded
• No clear evaluation plan• Objectives not clearly measurable• Time schedule/timeline is unreasonable• Problem is more complex than is or can be
addressed• Organization has no track record in problem
area• Community not involved in planning process
Sometimes you don’t need a grant
• Partnerships• Sponsorships• Resource Development• Student-run Enterprise • Fund-raising
Setting Yourself Up for Success
• Toward a Grantwriting/Resource Development Kit (see packet)
• The Devil is in the Details – some tips & some signs of a great grant (see packet)
• Involve Your Community
• Some Super Checklists (packet)
We dwell in possibilities
Next steps
• Whatever we can dream, we can do.• Make a plan. Commit yourself. What is your personal next step?• Remember to approach proposal writing “bird by bird”• Let’s Get it Started (a la Black Eyed Peas)
Staying in Touch
Patricia ClarkCollege and Career Academy Support
Network (CCASN) http://casn.berkeley.edu
[email protected] 510.504.3826 (cell)