Submission Writing Fundamentals – Part Webinar Series Leonie Bryen

Part 1 Identify & research community needs and solutions Support project proposal with research and links to policy and/or strategies Consider project feasibility and a range of sources of support Learning Outcomes

Learning Outcomes cont’d… Part 2 Plan a project proposal Respond to funding application questions and criteria Develop a project budget Develop project evaluation and review methods Submit proposal or submission

Steps in Submission Writing 1.Be clear about the purpose and objectives of your group/organisation. 2.Match the needs of your project to the real needs of the community. 3.Examine all areas of potential support (funding, partnership or project income). Be sure the purpose of the grant matches the funder’s criteria.

Steps in Submission Writing 4. Develop a plan for the submission. 5. Prepare a budget outlining the cost associated with the project. 6. Develop evaluation strategies & performance indicators. 7.The actual writing and presentation of the submission/proposal.

4. Develop a Plan for the Project Steps in Writing a Submission/Proposal

Developing a Team What strategies can you use to involve others in the submission writing process? What roles can you delegate? Who can you involve?

Develop a Plan for Your Project Aim Objectives Activities (sometimes called strategies) Budget Tasks Performance Indicators

Aim 1.Explain what you want to do. 2.Define who the target group is. 3.State the reason why you are doing it.

Objectives Measurable outcomes – what will be achieved by the project? Specific Measurable Achievable Relevant Time-framed

Activities EXAMPLE Objective To establish a childcare centre in Boomer for thirty (30) 2-5 year olds by Activity Appoint childcare staff. Tasks Establish a working group of staff and management team to detail the duties of the child care worker, along with hours of employment. Contact the relevant union to obtain salary details. Write a position description and selection criteria. Advertise the position. Establish an interview panel. Source: Adapted from Short Course in Management for Community Based Committees: VCOSS

Action Plan Activity: TaskTime-frame Person Responsible ResourcesBudget FBudget AMeasured by List the tasks needed to complete the activity When will each task start/ finish? Who will be responsible for ensuring it gets done? What resources will be required to complete it? Your best guesstimate of what it will cost What it actually cost (to guide you next time) How will you measure whether it has been successfully achieved?

5. Budget Preparation Steps in Writing a Submission/Proposal

Budget Expenditure Staff and salary related costs Administration Costs Financial Management Marketing & Communications Insurance Travel Activities & Services Organisation/Staff Development

Budget Income Donations Fundraising In-kind Support (is recognised as income, provided there is a corresponding entry in the items of expenditure). Sales User Contributions Funding from other organisations Grant required from the funding body

Budget Questions Are the estimated costs reasonable and realistic? Does the request for funding cover eligible expenses? Is the budget detailed enough?

Budget Questions Are the expenses listed in the required format or on the appropriate lines of the budget form(s) provided by the funding body? Does the budget add up correctly? Have you detailed that there is support for your project from other sources in the community?

Steps in Writing a Submission/Proposal 6. Measuring Success

Measuring Success Why Evaluate? To determine what the effects of the project are To evaluate whether the stated objectives have been achieved To improve future project design To justify to the funding body that the funds have been utilised to provide maximum benefit To establish the accountability and credibility of the project to the funders and to the community

Performance Indicators Data you collect that will tell you how successful you have been in meeting your objectives 1.What data will assist you to measure how successful you have been in meeting objectives? 2.How and from whom can you collect this data? (method) 3.What tools will you need to develop?

Developing Performance Indicators What are your objective / benefits arising? e.g. 40% increase in successful submissions from organisation’s attending this webinar What information could you collect that would tell you how successful you are? e.g. Number of successful submissions (as a percentage of all) arising from this participant group How could you collect it? e.g. Destination survey conducted with webinar participants 6 and 12 months after course conclusion.

Steps in Writing a Submission/Proposal 7. Writing and Presentation

Writing & Presentation Is the style appropriate for the content of the submission? Is the tone positive? Is it clear and concise? Is there any wordiness to be removed? Are sentences short? Have you used active rather than passive sentences? Does it keep to word limits and requirements?

Writing & Presentation Are the grammar, spelling and punctuation accurate? Does it address the funding body’s criteria? Does it reflect the funding body’s priorities and language? Is your application logical from start to finish? Have you got an independent person to read the proposal? Have you collected the necessary supporting documents?

For additional resources on Writing Submissions and Proposals visit… volunteeringqld.org.au Resources