Funding & Proposal Writing: Taking the next step
British Columbia Chamber Executives Conference 2008
Come Find Yourself… … Simply Irresistible
Overview:
• Six basic steps to proposal writing • Finding opportunities / identifying sources of funding • What is the difference: RFP, RFQ, EOI, LOI? • Deciding whether to bid or not to bid • Components of a proposal
British Columbia Chamber Executives Conference 2008 Reference: Peter Doukakis 250-248-0400
Once you have determined your source of funding, consider the following six steps:
Basic steps to proposal writing
1. Match your projects to funding source (follow the desired outcome/criteria closely)
2. Follow application guidelines
(the rating is based on your ability to meet the criteria: no more, no less)
3. Customize your proposal to the funder 4. Write clearly & concisely
(demonstrate the benefits to the funder and their mandate)
(less really is more when it comes to proposals)
5. Recognize that the funder knows best 6. Re-use your proposal
(respect their expertise and don’t assume you know better)
(ensure your “core data” or “boilerplate” information & partnerships are utiliyzed in your next proposal)
Deciding whether to bid or not to bid:
How are government cutbacks in funding affecting your area? Competition for funding? Do partnerships exits in the community? Do you mission & vision statements match the project deliverables? what is the effect on existing staffing/committees/board? Is there a project champion? Are the timelines realistic for you (submission & deliverables)? Does your Chamber qualify for funding (not all non-profits are alike)?
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Finding opportunities / identifying sources of funding:
You may want to look at: Service Clubs, and Unions (Kiwanis, Rotary Club, etc.) Corporations and Local Businesses (marketing statements, ROI & value propositions) Governments (municipal, regional, provincial, federal) Associations and Research agencies (Retail BC, Tourism BC, etc.) Foundations: -Family foundations are founded by family members to honor the family name in perpetuity. - Special-purpose foundations focus on one specific area of giving. - Corporate foundations are the charitable giving arms of corporations (marketing statements, ROI & value propositions) - Community foundations raise money, usually from the local community, and then redistribute these funds .
What is the difference: RFP, RFQ, EOI, LOI?
(quick definition of acronyms)
(A call for proposals for individuals/agencies to perform specific tasks, usually accompanied with an application guide, form and detailed criteria for applicant)
RFP – Request For Proposals
(A call for details or information on how much an provider will charge for a specific product or service and how they will deliver and measure the success)
RFQ – Request For Quotes
(The process of an organization interested in competing for a contract/service (usually in response to a advertisement or call for interests)
EOI – Expression of Interest
(Approximately two to three pages, describe your project idea and includes: your organization description, brief description of operations; the key elements of the proposed project; preferred start and end date; benefits of the project; approximate amount of funding required/requested)
LOI – Letter of Interest
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Create a solid program plan on which the proposal will be based.
Developing Your Plan: 8 steps
1. Identify the appropriate funding 2. Gather interest and support from key program stakeholders. 3. Review research already been completed &determine a way to address issue/s. 4. Review your vision/mission statements to determine fit. 5. Identify the internal and external support needed for the project to succeed. 6. Conduct a SWOT analysis and identify SMART Goals that meet project objectives. 7. Write your proposal. 8. How will you evaluation the success of your project (communicate value).
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Gather interest &support from key program stakeholders:
• You can’t always go it alone, so don’t try to be, “all things to all people”. • Contact your local service clubs (Rotary, Shriners, Knights of Columbus, etc.) • Look to other non-profits or agency involved in community development (career centre, college, etc.). • Make a personal connection within these agencies (through staff, volunteers, committee members, past board or current board members). • Build Value: prepare a “bold statement” or “elevator pitch” to sell your organization’s strengths and successes (can be taken from your marketing plan). • Look at past partnerships, Fee For Service Agreements, contracts and committees terms of reference (both formal and informal).
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Identify the appropriate funding:
• Identify funding sources who are best positioned to help you based on the following criteria:
• • • • • Match your agencies goals and objectives Area of interest/mandate of funder (unemployed, community enhancement, etc.) Geographical location or area of service (Vancouver Foundation, etc.) Eligibility of project outcomes/goals Amount & type of funds required (matching grants, capital costs, etc.)
• Learn more about your first 3 – 5 prospects:
• • • • What are their funding priorities? (Do they fit your needs?) What projects have they funded in the past? (Usually have a list to review on web) What are their guidelines? (Can you meet the requirements?) Can you access additional information? (Speak with them in person to build a relationship and save both of you time and effort)
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Review what research has already been completed and determine a way to address the issue/s:
OPTIONAL STEP (Use when looking for project ideas)
• Other agencies or projects have conducted research and/or recommended initiatives (colleges, city, non-profit, industry reports). • Collect new information about needs/expected outcomes from these stakeholders and fill the need. • If funding is not available, then approach these agencies to provide the initiative under a fee-for-service agreement.
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Review your “vision/mission” statements & “criteria” to determine fit with funder:
Consider using a rating scale to determine the “appropriate fit” for your Chamber.
(1=do not meet criteria 3= partially meet criteria 5= fully meet criteria) Item/Criteria
Project Objective Target Group Overall Budget Level of $ Support Geographical Area Partnerships Deadlines Completion Timelines Staffing 11
Your Chamber
The Project
Fit (1-5)
Identify the internal and external support needed for the project to succeed:
Internal and external supports needed:
• hiring new staff or delegating additional duties to existing staff (management, bookkeeping, support staff, etc.) • upgrading or purchasing resources (computers, office & meeting space, etc.) • letters of support, partnership agreements, etc. • financial contributions (real or in-kind) from your Chamber or partners.
Are changes required to your Chamber’s:
• budget, management, operations model and board governance model. • policy & procedures, constitution & bylaws, etc. • existing internal contracts, fee for service agreements, or reporting structure.
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Conduct a SWOT analysis of issues in your project, identify SMART goals that meet project objectives:
SWOT Analysis:
• Strengths: attributes of a project that are helpful to achieving the objective. • Weaknesses: attributes of a project that are harmful to achieving the objective. • Opportunities: external conditions that helpful to achieving the objective. • Threats: external conditions that are harmful to achieving the objective.
SMART Goals:
• Specific: answer the 5 "W’s" and 1 “H” (what, when, who, where, why and how). • Measurable: simple & concrete - makes it easy for the Chamber to hit their target. • Attainable: reasonable and achievable given Chamber resources and time. • Realistic: objective toward which the Chamber is both willing and able to work. • Timely: a specific time frame and reason to take any action today.
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Write your proposal:
Build your “boilerplate” or “core” information first:
• History of your Chamber (date of incorporation, milestones, recognition/awards) • Description of program and services (past & present) • List of board members and governance model • Relevant experience and area of expertise for your Chamber
Putting pen to paper:
• Review and stick to the proposal guidelines and timelines • Never provide too little/too much information (maximum word/page counts) • Verify all statistical information/data in your proposal (especially outside sources) • Provide backup documentation (letters of support, appendices, etc.) • Proofread your proposal • Review the proposal checklist (rate yourself against the final checklist) • Submit your proposal exactly as requested
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Summary to Successful Proposal Writing :
Define your project
Create a solid program plan on which the proposal will be based.
Identifying, researching, and selecting funders for the proposals.
Identify the Best Source of Funding Managing the Proposal Process
Good project management system (engagement of stakeholders; following timelines, background information verified; realistic deliverables, identifying value).
Follow the proposal guidelines and be aware of submission deadlines.
Developing Your Proposal
Good writing and visual data balance when assembling the proposal (tables, letters of support, budget, binding as requested).
Writing and Packaging Your Proposal
Self-edit your proposal first, then have an independent editor review before submission.
Edit, Edit, Edit
Follow the submission checklist and follow-up to confirm receipt. Recycling proposals (“boilerplate” or “core” information).
Submitting and Following-up
Questions? Thank you!
British Columbia Chamber Executives Conference 2008
Come Find Yourself… … Simply Irresistible
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