How to Write an Outline Budget - PowerPoint by qiz91194


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									      Research Proposals
              Adapted partly from
 Proposal and Grantwriting Seminar
                    given by
               Barbara Breier
 Exec. Director of Development, UT Austin

      2001 Texas Women Faculty Forum
Identify potential funding sources.
                                 Project Decision Tree

                                    Project Defined

                Government Sources                       Private Sources

          Federal Sources CFDA & FAPRS                    Foundations

 Federal Register             Commerce Business Daily

                  State Sources
             Texas: Comptrollers Office                      Donors

                  Local Sources
           City Manager or Mayor's Office
Funding Sources

All Possible Funding Sources

   Government Sources
   National Foundations
   Regional Foundations
Process of researching potential
1. Cast a wide net and identify all the
   possible funding sources for your
   project. Then narrow down to the ones
   that are your best prospects.
2. Use the Development Office and Office of
   Special Projects to assist you.
3. Review professional publications and
   Chronicle of Higher Education for notice
   of similar grants.
4. Use internet resources. Check out
   Community of Science.
   Cultivate relationship with
  prospective funding sources.
• Call funding source and request any
  updated information.
• Let them know you are interested in
  submitting a proposal.
• Try to schedule a visit.
• Regularly visit the prospects.
• Use the Development office to identify
  board contacts.
     Preparing The Proposal
• Understand the larger implications of the
• Use the proposal format.
• Be as specific about the project as you
• Describe the specific outcomes you hope
  to accomplish.
• Describe how you will evaluate
         Writing the proposal:
              Just do it !
• Do as much homework as possible.
    – gather the pieces (info. from others, past
      results, budget items, milestones) before
      starting to write.
•   Outline your solution.
•   Discuss with colleagues.
•   Do the budget first (you’ll probably adjust it).
•   Be positive and patient with colleagues.
Follow the format in the Request for
         Proposals (RFP)
• Follow requested format EXACTLY.
• Observe page limitations and headings
• Observe font and spacing requirements.
• Put vitas in requested format (request
  others’ vitas in this format).
          Proposal Outline
        (usual sections and lengths)
• Cover letter or Executive Summary (1 page)
• Introduction/Statement of Need (2 pages)
• Project Description (4 pages)
  (Objectives, methods, evaluation, future
• Budget (1 page)
• Appendices:
  – Vitas
  – other supplemental material specifically allowed
              Cover Letter
         Executive Summary
• Never more than 2 pages (usually 1 page)
• Makes a compelling case for the merit of
  the project based on need and
• Provides a brief statement of the
  institution and how this project relates to
  strategic plans.
• Explains why the funding is required at
  this time.
         Statement of Need
• Provide accurate, relevant data that
  support why this project is important. (Ex:
  20% of the incoming freshmen lack the
  necessary computer skills to perform analytical
  tasks in Chemistry.)
• Provide positive reasons why support
  would make a difference.
• If appropriate, describe how project would
  benefit other departments, universities,
  special populations or society in general.
• Often part of both Intro. and Summary.
         Project Description
• Identify specific objectives to be accomplished
  within a specified time frame.
• Describe the implementation process or the
  methodology for the project.
• Identify the key personnel for the project and
  their relative expertise in the discipline
  (put C. V.s in appendix).
• Outline how the project will be evaluated at
  various points in the implementation schedule.
• Describe how the project will be continued once
  the grant funds are expended.
Budget and Budget Justification
• Outline all of the cost categories
  associated with the project.
• Define the exact cost as available at the
• Detail how costs are calculated.
• Don’t overestimate or inflate budget.
• Do not include an administrative overhead
  unless guidelines specify.
In-kind costs: your organization’s
contribution to the project
• Calculations:
  – Facility usage by square foot
  – Personnel costs by hourly or annual salary
  – Utilities, telephone, maintenance, at an
    administrative overhead
  – Communications costs prorated (copying, fax
    machines, computers)
    Proposal Outline (Valiela)
•   Title page
•   Abstract
•   Introduction
•   Proposed Research
•   Literature Cited
•   Personnel Data
•   Schedule of Work
•   Budget and Budget Justification
•   Institutional Certificates/Current &
    Pending Research
My last (successful) proposal to NSF:
• Cover page
• Summary (1 page)
• Project Description (15 pages)
    – including literature cited , description of expertise of
      participating personnel, and schedule of work
•   List of References
•   Personnel CVs
•   Budget and Budget Justification
•   Institutional Certificates, Current & Pending
    Research, Letters of Support
        Follow-up to Proposal
• Call after a week or so to make sure the
  proposal arrived.
• If you have not heard anything in 30 days, you
  may call and ask the status of the proposal.
• Ask if they need additional information for their
• Update them on any changes in the project or on
  funds committed to the project.
• If no response after 2 months, send a follow-up
  letter. Keep this follow-up going every 30 days
  until you hear from them or for 6 months.
           If You Are Funded
• Wait for official notification in writing from the
  president of the board or project director.
• Review letter carefully-- it represents a contract
  between your organization and the granting
  foundation/ agency/corporation.
• If there is a major problem with the project or
  program that is going to cause a significant
  delay, you must notify the granting agency.
• You want to have a long term relationship with
  this funding source.
• Periodically call them and let them know the
  progress. Meet all interim report deadlines.
       If You Are Not Funded
• Write a polite letter saying you regret that they
  could not support your project and hope to be
  able to submit another project in the future.
• Call and ask them to give you feedback.
• Express appreciation for their hard work and
• Encourage them to visit your organization
  when they are in town.
• Tell them you will stay in touch -- and do stay
  in touch.

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