Introduction To Government Grant Writing CNYHSA September 27, 2007

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					    Introduction To
Government Grant Writing
       CNYHSA
  September 27, 2007

      Presented by Elizabeth Levine
           Executive Director
            ECQ Group, Inc.
          Learning Objectives
   Participants will:
   Gain a basic understanding of government
    funding streams, with a focus on
    HIV/AIDS
   Learn basic tools for quality grant writing
   Find, understand and respond to funding
    opportunities
   Develop a template for responding to
    RFP’s
     Applying for Government Funding
     Planning and Organizing:
1.    Your organization
2.    Your programs
3.    Best practices and Current Research
4.    Network and Funding Opportunities
5.    Creating templates that can be modified
Template #1: Your Organization
   Create a binder with the legal, financial
    and organizational information that you
    will need for most government grants:
   501 c3 Letter from IRS
   EIN number
   DUN and Bradstreet Number
   Articles of Incorporation and Bylaws
   Strategic Plan
               Template # 1
   Organizational chart
   Job Descriptions
   Board of Directors List
   Insurances
   Audited financials, including 990
   Current Budget
   Copies of p.r. materials
   List of funders
    Template # 2: your programs
   Resumes and bios of key staff
   Need and service gap documentation (statement
    of need0
   Project Description
   Project Approach
   Project Implementation Time line
   Evaluation Methodology
   Cultural Competency Training and Approach
   Community Demographics
    Template 3: Research and Best
              Practices
   National Institute for Drug Abuse (NIDA)
   www.nida.nih.gov
   Center for Substance Abuse Prevention
    (CSAP)
   www.covesoft.com/csap.html
   National center for the Advancement of
    Prevention (NCAP)
   www.nih.gov
    Template 3: Research and Best
              Practices
   Office of Juvenile Justice and Delinquency
    Prevention (OJJDP) www.ojjdp.ncjrs.org
   Center for Disease Control and Prevention
   www.cdc.gov
   New York State Department of Health
    AIDS Institute
   www.nysdoh.gov
   Substance Abuse and Mental Health
    Association www.samhsa.gov
       What are Best Practices?
   Use this information to improve your program
   Identify practices already used by your
    organization and correctly label them
   Find funding to replicate these practices
    throughout your program
   Link your program with current theory
   Be able to explain your services based upon
    current terms and concepts
   Identify potential improvements and training
    areas
       Best practice vs. exemplary
                 practice
   Best practice has been proven by science
   Exemplary or promising practice has
    demonstrated outcomes but has not yet
    been academically studied.
       Grant writing vocabulary, or
             alphabet soup!
   Program Announcement is ongoing
    funding that is available from year to year
   Request for Application (RFA) funding
    opportunity that is only available on a one
    time or annual basis
   Notice of Funding Availability (NOFA)
   State Points of Contact (SPOCs)
     Understanding the 4 Types of
               Grants
   Services
   Infrastructure
   Best Practices
   Service to Science or Research
    Steps in the Grant Award Process
   Presidents Budget and congressional action
   Notice of Funding Availability Published in the
    Federal Register
   Programmatic Guidance
   Application Submission
   Review and Recommendations by Committee of
    Initial Review Groups
   Cost Analysis by Grants Officer and Program
    Staff
   Funding Decisions by Government Officials
                  Services
   Direct services, including outreach and
    treatment
   Tied to specific populations or issues
   Addresses gaps in services and emerging
    problems
   Incorporates best practices
   Usually requires at least 2 years of
    experience
   Usually will not cover construction costs
              Infrastructure
   Funds identification and engagement of
    infrastructure or implementation
   Funds planning
   Accounting
   Evaluation
   Data collection
   Must link infrastructure to enhanced
    programs and sustainability
              Best Practices
   Identify practices to meet local needs,
    plan and pilot prior to full scale
    implementation
   Implements HIV or substance abuse
    prevention, treatment or mental health
    practices through pilot phase
   Planning and Consensus Building
   Pilot test, evaluation and adaptation
             Service to Science
   Document and evaluate innovative practices that
    address official gaps, but have not been formally
    evaluated
   Phase 1: 1-2 years of stabilizing and documenting an
    existing practice that fills an identified gap
   Define or refine a practice
   Training manuals
   Personnel training
   Systematic implmentation
   Measurement instruments
   Target impact assurances
            Getting Organized
   Establish a lead person to communicate with
    funders
   Submit a letter of intent
   Create a checklist of due dates and documents
   Create a writing team
   Assign each section to a member of the team
    based on his/her strengths
   Establish deadlines, quality control methods
   Complete application early
Overarching questions to answer in
     writing your application
   Client participation: Did consumers help to
    plan, refine and improve services? Did
    they contribute to the program design?
   Sustainability- how will you be able to
    deliver this service when funding is over
   Evidence- what evidence do you have that
    the practice or intervention you plan to
    use is effective
       Steps in Writing A Grant
   Get the application/”RFP”
   Review one copy and do not apply if you
    don’t meet eligibility criteria
   Designate someone from your staff to
    write each section
   What project are your proposing? For how
    many clients? What will the outcomes be?
   Assign deadlines
   Daily backup of sections!!
          Who is responsible?
   Budget
   Narrative
   Letters of Agreement/MOU’s
   Attachments, Forms, Getting Signatures
    Etc.
    Write the proposal in this order
   Letters of agreement/MOUs
   Forms that require signatures
   Narrative
   Statement of Need
   Proposed Program
   Program Outcomes
   Capability
    Workplan
   Evaluation
   Budget
   Program Summary or Abstract
   Table of Contents
                        Tips
   Have team members review items as they are
    written
   Incorporate changes/revisions on an ongoing
    basis
   Set a deadline for accepting letters of agreement
   Have an outsider review the whole proposal
   Write cover letter
   Follow instructions for packaging and ship
    through a reliable method
    Develop your Project Description
   Gather and analyze information about
    unmet service needs
   Define the target population or geographic
    service area
   Make a strong argument that connects the
    funding to the proposed solution
   Use statistics and evidence
   Sell your organizations niche,
   Detail roles and responsibilities of key staff
    Develop a Project management
                 plan
   Detail the amount of time each person will work
    on the project
   Develop a chart or timeline, organized in a way
    that looks feasible
   Indicate that your staff is reflective of the target
    population
   Explain that the staff is culturally competent
   Provide evidence of capability, experience and
    commitment of proposed consultants and
    subcontractors
            Building a Budget
   Use tasks and objectives to build a budget
   Answer 2 questions:
   What will it cost in staff and materials to
    guarantee that objectives are complete
    and tasks are finished
   What cash, goods, and services can I add
    to public resources? (look at current
    budget and in-kind contributions)
      Real Life Experience Rule
   Get in-kind contributions in writing and
    then budget as if it were ½ to 1/3rd as
    large
   Beware of the matching funds/cost
    sharing requirement. Funders want to see
    local support.
   Make sure budget narrative matches
    budget justification
   Double check your math
    Match Activities, resources and
           staff with costs
   Make sure you realistically project the
    activities, resources, staff and other items
    that cost money as part of your budget
   Justify why resources, staff or supplies are
    requested
   Make sure you understand what are
    allowable and unallowable costs
    What Does Not Work in Preparing
          Grant Applications
   Missing pieces to the application
   Inadequate understanding of the intent of the RFA
   Outdated or poorly cited literature
   Insufficient staff experience to carry out the proposed
    project
   No discussion of how cultural issues will be addressed
   Failure to include reliable or valid tools for the proposed
    evaluation
   Failure to address the elements related to participant
    protection and human subjects.
   Do not appear to be hungry for funds but focus on
    service to community
    Applying For SAMSHA Funds
   5 Big Things For SAMSHA
   Cultural Competency
   Consumer Participation
   Sustainability
   Evidence Based Practice
   Connection to State Plan
Applying For CDC Funds
Applying for NIH Funds
Applying for NYSDOH Funds
         Research Vocabulary
   Replication: The establishment of a
    duplicate program that maintains the
    essential practices and approaches of a
    program that has proven outcomes