grant proposal writing workshop
DESCRIPTION
Grant Proposal Writing Workshop. presented by Frederic Murray M.L.I.S. SWOSU Libraries http://faculty.swosu.edu/frederic.murray/Tribal.htm Based on an Amigos Library Services, Inc. presentation. Workshop Objectives. Understand the elements of a proposal Understand the grant review process - PowerPoint PPT PresentationTRANSCRIPT
Grant Proposal WritingWorkshop
presented by Frederic Murray M.L.I.S.SWOSU Librarieshttp://faculty.swosu.edu/frederic.murray/Tribal.htm
Based on an Amigos Library Services, Inc. presentation.
Workshop Objectives
• Understand the elements of a proposal
• Understand the grant review process
• Identify alternative sources of funding
• Understand how Grants.gov works
You Have a Great Idea…Now What?• Be sure the project is a priority for
your institution and fits the funders’ criteria
• Be sure your institution fits the funders’ criteria
• Obtain management/council support
• Allow 12 months from idea to funding
Gathering Background Information• The nature of the project & how it
will be conducted• Staffing & volunteer needs,
including deployment of existing staff & new hires
• The timetable for the project• Anticipated outcomes &
assessment strategies
Writing a Grant Proposal
The Grant Proposal Process• Develop plan of work; identify
partners• Obtain management support• Locate potential funders• Shop the proposal:get comments• Submit the proposal
Writing the Proposal
• Keep it simple• Request letters of support early• Proofread• Follow the application instructions• Submit the proper number of copies• A good proposal doesn’t guarantee a
grant• Use a checklist• 7-12 pages
Elements of a Grant Proposal
• Cover Letter• Executive Summary• About Your Institution• Statement of Need• Project Description• Budget• Appendices
The Narrative
Cover Letter
• Should make the reader want to read the proposal
• Reference a past contact• Reference the grant for which you
are applying• Enclosed is…• Who signs it? • 1 page
Executive Summary
• Captures the reader’s attention• Shows what can be done with the
funder’s money• Marry your project to the needs of
the funder• Mirror language that Funders use • Consider this to be a 3 minute
elevator sales pitch• Usually 1-2 pages
Executive Summary• Problem
A brief statement of the problem or need your agency has recognized and is prepared to address (one or two paragraphs).
• SolutionA short description of the project, including what will take place and how many people will benefit from the program, how and where it will operate, for how long, and who will staff it (one or two paragraphs).
• Funding requirementsAn explanation of the amount of grant money required for the project and what your plans are for funding it in the future (one paragraph).
• Organization and its expertiseA brief statement of the history, purpose, and activities of your agency, emphasizing its capacity to carry out this proposal (one paragraph).
Statement of Need
• Educates the reader• Include Statistics and Examples• The nature of the problem (provide as
much hard evidence as possible)• Don’t present the problem in unsolvable
terms • Avoid circular reasoning…• Discuss collaboration• Who will benefit-the Institution? User?
Patron? Researchers? Community?• Why You can do it better than anyone
else
Statement of Need
• Presenting facts & evidence• Short, concise information
captures a readers attention.
Project Description
• Scope• Staffing• Management• Evaluation• Sustainability
Project Description: Scope• Discuss what you want to
accomplish• Goal vs. Objective
– Goal: Broadly stated accomplishment– Objective: Specific step towards
meeting a goal– Activity: Supports the objective
Project Description: Scope• Goal: Our after-school program will
help children read better. • Objective: Our after-school remedial
education program will assist 50 children in improving their reading scores by one grade level as demonstrated by standardized reading tests administered after participating in the program for six months.
• Activity: Testing/6 month period.
Project Description: Staffing
• Board• Staff• Consultants• Collaborators• Volunteers
Project Description: Management• Define activities planned to meet
objectives– Who is responsible for oversight
• Make sure activities match those listed in the budget
• Plan of work– Timeline
Project Description: Evaluation• Evaluation should be built into the
project• External evaluator• Results
– Quantitative• Counted
– Qualitative• Surveys• Questionnaires• Observations
Recall : Gathering Background Information• The nature of the project & how it
will be conducted• Staffing & volunteer needs,
including deployment of existing staff & new hires
• The timetable for the project• Anticipated outcomes &
assessment strategies
Project Description: Sustainability • How will the project continue?• How will the organization continue?• Develop a plan for post-granting
funding– Long-term funding strategies
• Development Officer• Capital Campaign• Additional funding resources• Continued revenue stream from funded
project
Budget
• Go back through the proposal narrative & make a list of all personnel & other items related to the operation of the project
• Requested information usually includes:– Expense information– Income information– Budget narrative-the rationale for the numbers
• The budget is often read first
Worksheet Example
Item Description Cost
Executivedirector
Supervision 10% of salary = $10,00025% benefits = $
2,500
Projectdirector
Hired in month one 11 months at $35,000 = $32,08325% benefits = $
8,025
Tutors 12 working 10hours per weekfor three months
12 x 10 x 13 x $ 4.50 = $ 7,020
Officespace
Requires 25% ofcurrent space
25% x $20,000 = $
5,000
Overhead 20% of projectcost
20% x $64,628 =
$12,926
Appendices
• Bibliographical or statistical information
• What materials best support your case?
• What materials are requested by the funder?– Organizational Chart– Financial information– Resumes/cv’s (2 pgs)– List of Board members
The Grant Review Process
An Overview of the Grant Review Process• The process• Criteria for evaluating the
proposal• After you get the grant• What to do if you don’t get the
grant
Standard Criteria for Evaluating the Proposal• Clarity: logical and easy to follow• Complete: includes all required
items• Internal consistency: parts
consistent with each other • External consistency: recognize
accepted ideas of the field• Understanding of the problem and
service methods
Standard Criteria for Evaluating the Proposal (2)• Capability: to carry out promised
activities• Responsiveness: to requirements,
purposes, needs• Efficiency and accountability:
timetable• Realism: in scope and budget• Need shown• Ability to continue project: self-
sustaining
After You Get the Grant• Thank you letter• Review the budget• Report at least annually even if it
isn’t required• Publicity • Seek a renewal
What to do if you don’t get the grant…• Don’t take it personally• Be sure you understand why• Find out if you can resubmit later
Types of Funders
Government & Foundations
Government Funders
• Government or tax funds support a particular program
• Are subject to legislative oversight– Rules & Regulations– Standard guidelines– Lots of forms
• Are the largest grantors
Foundations
• Foundations– General purpose: Ford, Mellon, Rockefeller– Special-purpose: single purpose
determined by establisher– Company-sponsored: within for-profit
company– Public charities: local operations– Community: apply only in their city/region– Family: usually administered by family
attorney
Limits on Foundation Support• Type of program funded• Geographical area• Minimum/maximum funding• Type of organization that can
receive grant (now usually incorporated non-profit organizations)
Important to remember for all Funders• Money is getting tighter and
resources are becoming more limited
• More people are applying for funding
• Funders are having to become more critical in the review and assessments of proposals
Locating Funding Resources• See Website • Build your own funding
information file• Narrow by:
– Policy– Giving Record– Location
Network with Others
• Take advantage of opportunities to meet with program officers
• Contact funding agencies directly– If appropriate!
• Talk to others who have applied for grants
Managing your Grant
Managing your Project
• Meet reporting requirements timely• Time recording• Monitor accomplishments• Mention funder in publicity and
publications• Report staff changes and budget
changes• Digital Tools
Reporting Requirements• Obtain guidelines from the funder• Foundation requirements
– Short report and revised budget with actual expenditures
• Federal requirements – Annual financial reports– Interim and final financial and narrative
reports– Copies of documents generated through
grant funding
If You Don’t Report
• Funds put on hold• Audit! (can happen to the Best of
Us)• Decreased chances of future
grants
The Bright Side of Reporting• Activity reports for management
and boards• Statistics for annual and other
reports• Opportunities for publicity
Seeking Continued Funding
Seeking Continued Funding• Will current funder support? (or
one time only)• Start planning the day you get
first grant• Start writing 6-12 months before
deadline• Pre-review subsequent grant
Grants.gov
Grants.gov
• Required by all federal funding agencies
• Institutions must register• Individuals must register• Strict guidelines for submission
Institutions must register
• Need DUNs number (Data Universal Number System)
• Register with the Central Contractor Registry (CCR).
• Create a User name & password with ORC, the Grants.gov credential service provider
• Register with Grants.gov using the ORC name & password
Individuals must register• Grants.gov will send an email to your
designated POC (Point of Contact)• POC responds to email to designate
individual to be Authorized Organization Representative (AOR)
• AOR receives notification of AOR status and can begin grant submission
Grants.gov Registration Checklist• I have my organization’s DUNS Number.• My organization is registered with CCR• I know my E-Business POC.• I have registered with ORC, the
Grants.gov Credential Service Provider (CSP).
• I have used my Username and Password to register with Grants.gov.
• I have obtained authorization from my organization's E-Business POC.
• I have secure access to Grants.gov and I’m ready to begin.
Strict Guidelines for submission• Organization of grant• Format of files
• Grants.gov Application Tutorial
Thank You!