Grantwriting for Digital Projects 17-21, September, 2012 IODE Project Office IODE Project Office Oostende, Belgium Timelines, Budget and Other Conventions Linda Pikula NOAA and IODE GEMIM

Basic Elements of a Grant Proposal Budget and Budget Narrative and Timelines

Budget Is a financial plan based realistically on the goals of your project It should reflect the actions described in your action plan and cover the costs –it should be sufficient to cover the costs It helps the funders understand the specific costs you will have It should not contain unspecified funding requests

Budget Your Budget requests will be examined closely What expenses are you allowed to make within the funders guidelines? Staff, equipment, supplies, travel? for?????

By having a clear and well thought out budget, lenders will understand your needs

Budgeting Questions What is included under the "personnel" section and how to calculate it? What level of detail do you need to include for non- personnel expenses? How do you determine reasonable costs? What types of expenses are considered "overhead"? Or indirect costs What other financial documents will funders want to see?

A Budget Should Include Everything a funder requests All items paid for by other sources Reasonable administrative costs if permitted 10-15% Clearly stated “in-kind” contributions

Detailed Budget Suggested Categories Income: In-Kind Contributions Individuals Special Events Foundations Government Other

Expenses Travel and subsistence – mileage, meals, hotels, parking Professional fees, contracts Publicity/advertising/marketing Postage Equipment rental Items to purchase for project-software, hardware

5. Budget and Budget Narrative  Carefully calculate your budget  Include your institutes contribution: indirect free staff time, equipment etc.  Include Direct Costs

In Kind Contributions Often expected to make “in kind” contributions These must have a dollar figure attached Volunteer contributions should be expressed in dollars per hour – could use appropriate figure depending on your country - in U.S. $16.00 per hour skilled volunteer Volunteer time= number of meetings x number of people x $16 per hour

In Kind Contributions Staff hours for support and/or consultation Portions of your rent Portions of utilities Your equipment used Copying Accounting, etc If your collaborators have these figures also, include them Postage, office supplies, telephone, fax

Indirect Costs Indirect Costs: Real Costs of Doing Business To understand the importance of indirect costs, we might as well start off by admitting to the obvious — the term "indirect" is a misnomer. It implies that such costs are only vaguely applicable to specific projects. (Dictionary meanings for the word include 'roundabout' and even 'deceitful.') However, such implications could not be further from the truth. Indirect costs represent real dollars being spent by the university in support of all of its programs-including sponsored programs. Without heat, electricity, and telephone service, any research project would be difficult to complete. Without university support for the development of research proposals, sponsored programs would not even exist. And yet, because such expenses cannot be directly attributed to any specific project, they must be recovered in some other fashion. Thus the concept of indirect costs. Utility costs, general administrative expenses, depreciation of equipment and facilities are common categories of indirect costs. Salaries in support of a secretarial pool may also be considered as indirect costs. These expenses are part of the cost of doing business, although the specific relationship to a given project (in actual dollars) may not be easily defined.

Indirect Costs You will also come into contact with indirect costs on the Personnel Activity Report. The percentage of faculty, staff, and graduate student effort spent on direct and indirect activities must be accurately reported and updated on a regular basis through the PAR. Salaries and fringe benefits have the greatest impact of any expenses on both direct and indirect costs. So,again, it is critical that you examine the personnel costs for your projects carefully, and make sure that they are being accurately recorded in the accounting system.

Example of Budget as an Excel Sheet

Example of Budget as Excel Chart 1st Year Project Budget 1st Year Requested from Foundation 2nd Year Project Budget 2nd Year Requested From Foundation 3rd Year Project Budget 3rd Year Requested From Foundation Total Project Budget Total Requested from Foundation DIRECT COSTS Salaries $0 Fringe Benefits $0 Consultants $0 Conferences/ Meetings $0 Multimedia/Pu blications $0 Equipment Purchase $0 Office Expenses $0 Travel $0 Other (list individual items that cost $5,000 or more below) $0 TOTAL DIRECT COSTS $0 INDIRECT COSTS GRAND TOTAL $0

Example of Budget as Narrative

TimeLines Timelines Reporting on your progress and reporting on your final results How will you sustain the project after grant expires?

Example of Timeline- Table Format Exploratory ResearchCompleted Proposal DevelopmentCompleted Ph.D. qualifying examsCompleted Research Proposal DefenseCompleted Fieldwork in RwandaOct Dec Data Analysis and TranscriptionJan March 2001 Writing of Draft ChaptersMarch Sept RevisionOct Feb Dissertation DefenseApril 2002 Final Approval and CompletionMay 2002

Example of a TimeLine in Narrative Format

Timelines Logical record of your project’s expected progression Be organized

Timelines  How will you sustain the project after grant expires?  Reporting on your progress and reporting on your final results

Compliance reporting requirements How do you spend the money given to you? You must spend within the funders guidelines – eg if they say not spending on staff expenses, you cannot do this How often must you report on your progress? Does you funder require quarterly report? What is the format for reporting?

Your Evaluation Plan should help you in Reporting – Program Evaluation Evaluation How will you know the objectives of your project have been met? What are your indicators of success? When will you collect your data on this? How will you collect your data on this?

What type of data will you collect Number of documents digitized Usage of digitized documents Number of documents posted on web or linked to your repository Number of documents analyzed for inclusion in program Number of documents edited to standards Surveys of usage Other?

Supporting Documents List of contact information Annual Report? Operating Budget Letters of support Ability to carry out project: Pertinent training taken? OceanTeacher? Or Pilot project? Resumes of key staff members, pertinent awards Other?

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