Grant Proposal Writing Workshop

Grant Proposal Writing Workshop presented by Frederic Murray M.L.I.S. SWOSU Libraries http://faculty.swosu.edu/frederic.murray/GrantSWOSU.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). • Solution A 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 requirements An 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 expertise A 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 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: 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 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 Supervision Cost 10% of salary = $10,000 25% benefits = $ 2,500 Executive director Project director Tutors Office space Overhead Hired in month one 11 months at $35,000 = $32,083 25% benefits = $ 8,025 12 working 10 hours per week for three months Requires 25% of current space 20% of project cost 12 x 10 x 13 x $ 4.50 = $ 7,020 25% x $20,000 = $ 5,000 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 Elements of a Grant Proposal • • • • • • • Cover Letter Executive Summary About Your Institution Statement of Need Project Description Budget Appendices The Narrative 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: selfsustaining 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 nonprofit 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 Grants.gov Grants.gov • A central storehouse for information on over 1,000 grant programs and access to approximately $400 billion in annual awards. By registering once on this site, your organization can apply for grants from the 26 Federal grantmaking agencies. 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 Resources • Need a funding source? • Contact me and I’ll put it on the webpage. Library Resources The Oklahoma foundation databook Ford T. Pearson Notes: A directory of every one of the 1,123 foundations in Oklahoma, with comprehensive profiles of the 214 largest grant making foundations, including all of their grants for the most recent year on record. Reference Desk-Weatherford Call Number: 001.44 O414 Thank You!