Grant and Proposal Writing - PowerPoint Presentation.ppt

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					Grants and Proposal Writing

            Michelle Eberle
  Consumer Health Information Coordinator
              NN/LM NER
                May 2009
•   Common Mistakes
•   The Lingo
•   Types of grants and funding opportunities
•   Basic elements of the proposal
•   The Budget
•   Proposals for foundation funding
•   Q&A
Common Mistakes
        The “Lingo”
•   RFP: request for proposals
•   RFA: request for applications
•   PA: program announcement
•   Application
•   Letter of intent
•   Call for participation
•   Principal investigator
      Types of Grants and Funding
• NN/LM Funding
  – Government Grants
  – Institute of Museum and Library Services
  – National Library of Medicine
• Other Organizations
  – Library Grants blog:
  – Foundation Center:
      Grant Publications
• Grants for Libraries
• Grants for Libraries and Information
• National Guide to Funding for
  Libraries & Information Services
• Fundraising for Libraries: 25 Proven
  Ways to Get More Money for Your
NN/LM New England Region

 Health Information
Outreach Subcontracts
Health Information Outreach Subcontracts

       Formal Proposal
          12-18 months
          Up to $25,000
        NNLM-NER Subcontracts
•   RFP annually in Fall
•   Contact Associate Director with intent
•   Develop relationships with collaborators
•   Research and write proposal
•   Get letters of support
•   Submit proposal
      Technical evaluation criteria
• Identification of need, geographic area,
  description of target group (35 points)
• Methodology/ technical approach (35 point)
• Experience and facilities of the respondent and
  supporting documentation (30 points)
     Review of subcontracts
• Review by Outreach Review Committee
• Review by National Network Office
• Funding is determined
Yale/New Haven Public Library Consumer
Health Information Center
University of Vermont
Vermont Cooperative Consumer Health Information Project
Tufts University Health Sciences Library Selected Patient
Information Resources in Asian Languages (SPIRAL)
Rhode Island Multitype Library Outreach
for Health Information
Massachusetts General Hospital
Access to Resources for Consumer Health
JSI Center for Environmental Health Studies:
Informed Communities Environmental Health Initiative
Franklin Community Health Network
Medical Library Outreach Project
Northern New Hampshire Health Information
Outreach Project
Littleton Regional Hospital
 NN/LM New England Region

   Outreach and
Community Engagement
     NNLM-NER Express Outreach
   Outreach Community Engagement

• Smaller in scope than subcontract
• Short term (12 months or less)

• Maximum funding: $10,000
     NN/LM NER Express Outreach

   Outreach Community Engagement

• Application requirements
  – Brief proposal with detailed budget
  – Must include goals, objectives, description of
    collaborators, intended outcomes and
    evaluation plan
Holyoke Consumer Health Library
Massachusetts College of Pharmacy
Kids to College
Healthy Choices
(Stamford Hospital, CT)
         NNLM-NER Express Outreach
                   Course Development

Proposal instructions: Cover sheet, brief proposal with description of
  intended audience and need for the course; statement describing
  each module; goals; outline of plans; CVs of personnel; detailed
  budget with narrative justification

Allowable expenses: Personnel; supplies; material production (video,
   workbooks, handouts); communications; facility rental; equipment or
   software needed to develop / teach the course

Maximum funding: $10,000
        World Education

Health literacy tutorial
         NNLM-NER Express Outreach
               Exhibits and Promotion of
              Health Information Services

Proposal instructions: Cover sheet; name and description of venue;
  dates, location and estimated attendance; rationale for selecting the
  group; CVs of exhibit staff; budget and narrative justification

Allowable expenses: Registration, travel, publicity, booth rental,
   shipping, electricity and phone lines; equipment rental

Maximum award: $2,000
         Exhibit Award
• Lowell General Hospital (Lowell, MA) for the Massachusetts Health
  Sciences Library Network (MAHSLIN)
  Public Service Announcement to Promote Medical Libraries

• World Education (Boston, MA)
  Exhibit at the National Conference on Family Literacy
       NN/LM Technology Awareness
       Program Award
Proposal instructions: Goals and objectives; rationale for
  plan; detailed outline; audience and geographic area;
  numbers of participants; date and event; promotional
  plan; evaluation plan; personnel; facility/resources

Allowable expenses: Honoraria and travel, publicity,
  equipment rental, videotaping of the program;
  communication; phone lines for demos; facility rental;

Maximum funding: $10,000
           Technology Awareness Award
•   Brigham and Women's Hospital (Boston, MA) for the Massachusetts Health Sciences
    Library Network (MAHSLIN)
    MASHLIN Technology Day

•   Brigham and Women's Hospital (Boston, MA) for the Massachusetts Health Sciences
    Library Network (MAHSLIN)
    New Models of Medicine in the Electronic Age: From Practice to Publishing

•   North Country Health Consortium and New Hampshire AHEC
    Telehealth New Hampshire (June 14-15, 2004)

•   University of Connecticut Health Sciences Library (Farmington, CT)
    Consumer Health Conference, Networking & Technology
      Other NER awards
• Electronic Document Delivery

• Internet Connectivity

• Visiting library
The Proposal
      Getting Started
•   Start early
•   Be clear about your reasons
•   Have a plan: don’t “chase the money”
•   Form a working group
•   Review the RFP written guidelines
•   Submit a Letter of Intent
    – Letter is not binding
    – Provide: Name, Institution, Date
• Pay attention to any deadlines

      Contact us if you need any assistance
    Before the Proposal
• Gather background information on the need
  to be addressed
• Identify project needs
   – Staffing
   – Equipment
   – Supplies
• Sketch a rough draft of the budget
• Determine who will write the proposal
      Tips on Writing
•   Make a cohesive argument
•   Always remember your plan
•   Avoid excessive jargon
•   Think of the reviewer
     – No unnecessary information
•   Revise
•   Have someone else read the proposal
•   Edit
•   Show your enthusiasm, belief in the project
 Sections of the Proposal

 Summary      Need          Budget

     Summary Statement

• Starts with a summary of the proposal.
• Answer: who, what, how, how much
• Why is there a need?
• What are you going to do to solve this
• Also known as an executive summary
        Population/Geographic Area
•   Identify target group
•   Identify geographic area
•   Use background data (examples, statistics)
•   Be as specific as possible:
    – Demographics
    – Socioeconomic data
    – Census information- Populations
• Statement of need
    – We are so needy/poor that…
      Identification of Need
• How do you know there is a need?
• Research your/other organizations’ efforts
  – What is being done currently?
     • Did it work?
  – What has been done in the past?
     • How will your project be different?
• How will the project address that need?
      Goal and Objectives
• What do you want to accomplish?
• List goal and objectives to reach goal
  – Goal: Increase teenagers’ use of MedlinePlus
  – Objectives:
     • Publicize MedlinePlus in Winston High School newspaper
     • Conduct MedlinePlus presentations at Winston High School
     • Conduct MedlinePlus training classes at Paco Public Library
       targeting teenagers
• Use action words: increase, reduce, expand
        Methodology / Approach
• Provide rationale for the stated objectives and plan of
  work for achieving them
• Include any experience with methodology, areas of
  anticipated difficulties or unusual circumstances

Schedule/ timeline:
   Provide an activity based timeline corresponding to objectives
        Publicity / Promotion
•   What is your plan for publicity?
•   Publications, flyers, newspaper, radio?
•   Web site?
•   Exhibiting?
•   Tagging on to existing programming?
• Identify all project personnel
• Include a narrative summary of
  qualifications as they relate to the
  statement of work and project
• Evidence of the project prinicipal’s ability
  to handle a project of similar scope
      Establish Baseline Data
• How will you determine “starting point”?
• Baseline data allows you to determine
  success or failure of the project
• Does not need to be completed prior to
  submission of proposal
• Baseline questionnaire
  – e.g. "What websites do you use to find health
      Facilities/Institutional Support
• Describe the organization/institution
• What makes your organization unique?
• Describe services or facilities
• Detail any support provided by partner
  organizations, library, university etc.
• Any other source of funding
• Letters of support
•   Must be measurable and quantifiable
•   Use baseline data
•   Evaluate each goal and objective
•   Outreach and Evaluation Research Center
    – Measuring the Difference
    – Planning and Evaluating Health Information
      Outreach Projects
      Continuation of Activities
• Will the project be continued after period
  of funding ends?
  – Indicates recipient’s belief in the project
• What will be done with the information
  gathered during the project?
• Important to foundations, non-profit
  organizations, private funders
The Budget
    The Budget
                    Step 1
• Contact Grants or Accounting office in your
  institution for Indirect Cost Rate (IDC)
• Indirect Cost: Costs not readily identifiable
  with a particular cost objective, but necessary
  to the operation of the institution to conduct
  the activities it performs
• Not all awards will permit Indirect Costs
     The Budget (cont.)
                        Step 2
• Highlight each item in the narrative that will
  appear in the budget
   – Tip: Conversely, every item that appears in
     the budget must be described in the narrative
• Break down each item into parts; be intuitive
    O   Equipment                    $1000

           Dell computer Model #      $900
   P       Remote Mouse               $100
    The Budget (cont.)
                    Step 3

• Ensure that the RFP allows for funding of the
  items included in your narrative
   – Tip: If you include items not listed in the
     budget section of the RFP, contact the
     funding institution to discuss! They want to
     hear from you!
    The Budget (cont.)

                    Step 4

• In – kind contributions or waived fees must be
  stated or discussed in the proposal
   – Tip: Be as explicit as possible in all
     descriptions in the narrative. Reviewers are
     not as familiar with your concepts or
     environment as you are.
    The Budget (cont.)
                     Step 5
•   Specifications
•   Quotes
•   Hourly Rates
•   Salary breakdowns
•   Travel
    – Miles per gallon
    – Per diem
    The Budget (cont.)
                   Step 6

• Is your budget realistic?
   – Tip: Consider the period of performance of
     the project, in relation to the amount of
     recurring expenditures, e.g. reproduction,
     supplies, communication, travel
• Don’t cut yourself short
   The Budget (cont.)
                 Step 7

• Ensure that your figures add up correctly
• Ensure that your proposed budget does
  not surpass the total funding amount
   – Indirect Costs + Direct Costs = Total
     Putting it Together:
•   Title: Make it descriptive, not clever
•   Include a table of contents
•   Do not bind the proposal
•   Appendices:
    –   Charts, graphs
    –   Evaluation form
    –   CV from every staff member
    –   Any letters of support
Program Planning
      Private Grants
• Proposals should be only 5-7 pages in length
• Proposal:
  –   Cover letter
  –   Executive Summary
  –   Statement of Need
  –   Project Description
  –   Budget
  –   Organization Information
  –   Conclusion
• Letter of application may be required
     Final Thoughts
• Plan, Plan, Plan
• Apply Early
  – Applications make take 9 months to go
    through the process
• Follow directions!!
• Learn from rejection
• Resubmit
It all Starts with an Idea

         Michelle Eberle
Consumer Health Information Coordinator
National Network of Libraries of Medicine
          New England Region

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