Lynn O’Connell M.A., Philanthropy Grant Writing Lynn O’Connell M.A., Philanthropy

Why are proposals declined? Did not follow directions Poorly written or hard to understand No client involvement

Why are proposals declined? (cont.) Inadequate evaluation plan No evidence of sustainability Budget out of range of funding agency

Before You Start: Build the Case What is the “case for support”? How do you use this document? What are the parts of a “case for support”?

What is it you want to accomplish rather than what you want to do? Ten Proposal Basics: #1 Focus on results. What is it you want to accomplish rather than what you want to do?

Ten Proposal Basics: 2 & 3 Don’t assume. Make it easy to read.

Funders fund winners, not losers. Ten Proposal Basics: #4 Be positive! Funders fund winners, not losers.

Ten Proposal Basics: 5 – 10 Use headings. Don’t use bureaucratese. Be brief. Use active voice. Be specific. Show success as a “business.”

The RFP: 5 Criteria Does your planned proposal submission support your overall institution/department strategy? Does this RFP fall into your institution’s/department’s area of expertise?

The RFP: 5 Criteria (cont.) Does your background research on the RFP show that your institution/department has a competitive edge? Can you assemble a proposal team and provide them with enough support and dedicated time to get the job done?

The RFP: 5 Criteria (cont.) Finally, what are the realistic chances that you will be funded?

How to Read an RFP CFDA Nos. 84.044

An RFP: Typical Terms Purpose of Programs Eligible Applicants Applications Available Deadline for Transmittal of Applications Project Period Applicable Regulations Estimated Range of Awards Estimated Average Size of Awards Estimated Number of Awards Technical Assistance Workshops Program Officer

RFP Analysis: The Purpose To define the problems and requirements you must address To determine what resources and information you will need To guarantee the specific tasks that grantees may be expected to achieve

Quick RFP Analysis What is the main purpose of the RFP? What special resources are needed? Who is eligible to apply for funding? How much time will you have – to write the proposal and to complete the project?

Detailed RFP Analysis What is the “problem” outlined in the RFP? What is the RFP’s anticipated solution? What experience and qualifications does your institution/department have to address this problem and its solution? Who are your likely competitors? Do you know if they are responding to the RFP?

Detailed RFP Analysis (cont.) Will the proposal preparation require any preliminary work? If so, can you complete in the timeframe given? What is unique about your institution, department and/or program? Who will form the project team? How much will the proposal effort cost your institution/department?

Grant makers require a project that… Solves a problem. …for a specific target group …for a broad target group …for staff to better deliver services for a target population …for a community

Grant makers require a project that… Attacks a problem not a symptom. EXAMPLE Symptom: The numbers of homeless people in our community are increasing rapidly. What is the real problem?

THE ANSWER Real Problem: The city has torn down most of the very low rent houses within the city limits.

Grant makers require a project that… Meets the grantor’s agenda. …creates a model for use by others …adds to body of knowledge …creates materials …provides services to a broad group

Grant makers require a project that… Is innovative. …a model that is new to your community …a model that is new to your target group …a model that uses new tools, techniques or vehicles

Grant makers require a project that… Ensures accountability. …management …documentation …dissemination …evaluation …continuation

Project Design Step One: Identify the broad problem that affects a population you serve. Step Two: Define the real problem. Is it the broad problem, or is it a symptom?

Project Design Step Three: Ask the following questions about your proposed problem: …Do you have control over this problem? …Is it feasible to correct this problem? …Does solving this problem fall within your institution’s/department’s mission?

Project Design Brainstorm a realistic project that provides a clear solution to the real problem.

Project Design What is the timeframe for your proposed project? How much funding is needed? Who are potential partners for your project?

Project Design Step Four: Think through your project in terms of your institution’s/department’s needs. Which needs can reasonably be requested as “tools” needed to accomplish the activities of your project? Equipment/Materials/Supplies/People/ Training/Services

Research: Justification of Problem Community Information Target Population Information Comparison Information

Research: Justification of Solution Methodology Technology Material Staff Equipment

Research: Other Information Fiscal Information Technical Information Key Personnel Bios

Developing Your Research Plan Step One: Gather and record basic info – research items, researchers. Step Two: Match skills, knowledge, and experience of available researchers with research items.

Parts of the Proposal: Cover Letter Title Page Table of Contents Forms & Assurances Executive Summary Project Summary

Parts of the Proposal: Goals & Objectives Project Design Budget & Budget Justification Appendix

Cover Letter - Tips Use letterhead. Show correspondent is management. Be concise.

Title Page - Tips Follow instructions. Spend some time thinking about your proposal’s title. Get the names, titles and dates right.

Table of Contents - Tips Follow grantor’s order. Use grantor’s terms. Provide clear direction. Be sequential.

Forms & Assurances Never fail to return a form. Never return a form blank. Do not make the forms afterthoughts. They will take more time than you think!

Executive Summary: Its Purpose To assure grantmaker that your organization/project meet the guidelines To remind reviewers what your project was about To provide concise information to decisionmakers

Executive Summary - Tips Write it last. Pretend it’s a miniature proposal. Keep it short.

Project Summary - Tips Include major events, key components and “big ticket” items. Write it last. Know that it is read.

Introduction What is its purpose?

Introduction 80% the same 20% unique

Introduction – Buzz Words The “c” word The “d” word

The Problem Statement The 5 W’s And, the “So what?” and “Who cares?” Demonstrating proof Can you solve the problem???

First Rule: The grantmaker holds the gold. Goals & Objectives First Rule: The grantmaker holds the gold.

Goals & Objectives Goals are statements of the major steps to accomplish the mission of the project (e.g., set up a counseling center, implement a counseling program). Objectives are the major steps to accomplish a goal (e.g., decrease in drug use by 95% of the participants).

Goals and Objectives: The Adjectives Measurable Achievable Significant

Measuring Outcomes Definitions – outcomes indicator, goal, input, output, evaluation Reasons to Measure Outcomes

Goals and Objectives The Logic Model

Project Design Spend the money! Don’t use jargon. Create a “how to.”

Questions to Guide Development of Project Design How will the project be staffed? Managed? How will participants be recruited? How will materials be developed/selected? How will the project be publicized? How will the results be evaluated? How will the project be continued after the funding period? How’m I gonna answer all these questions?

Management Plan The more complex the project, the more important the management plan. Be prepared to include an organizational chart.

Timelines Design by the “project period,” not the calendar. Match to project goals & objectives. Include major milestones, evaluations, reports, grantor requirements and other deadlines. Make sure the timeline matches the narrative. Be realistic!

Key Personnel Bios Include name, title, and project duties for each key person involved in the project (per narrative). Don’t forget anyone. These are not judged by length. Match qualifications and credentials to this project.

Evaluation Plan Provide details on who will be conducting the evaluation. Connect evaluation questions and data to be collected back to your project goals and objectives. Try to use both qualitative and quantitative measures.

Dissemination Plan What information will you want to share? To whom, will you distribute this information? How will you distribute this information?

Continuation Plan This is a very important section; include it, even if it is not required – particularly if any future funds are committed. Be creative. Describe an action plan for revenue generation. Remember…the money does not have to be in the bank.

The Budget Biggest error: Leaving key items out of the budget. Have you included… Wages and fringe benefits? Contractual services? Indirect costs? Capital expenses? All materials and supplies? In-kind contributions?

The Budget The budget should agree with the narrative. No surprises in the budget! Read the funder’s directions. Be honest as well as realistic.

Budget Justification Frequently, you may need to explain your rationale for your method. Remember to relate your budget items to your goals and objectives. Provide details here to answer any questions that a funder may have.

Appendix Financials (audit, financial statements) List of board members 501c(3) IRS Letter of Determination Letters of support Letters of commitment Key personnel bios or resumes Equipment specs

The Key: Follow directions! Appendix The Key: Follow directions!

The Final Product Pay attention to details and follow instructions Make it reader friendly Headings that stand out Murphy’s law!

The Final Package Margins, type size and font A header Dividers, stapes, or binding Number of copies and/or originals are needed

Final Checklist Has the document been proofread one final time? Has the numbering of pages and the sequencing of tables and figures been double-checked? Have the latest versions of illustrations, graphics and appendix materials been included?

Final Checklist (cont.) Are there any missing pages, illustrations turned the wrong way, appendices listed but not included? Is the printing of an acceptable quality? Will the fastening hold the document securely?

The Final Package Never regular mail – get a receipt Always get it in by the deadline Follow up, when possible

The Review Process Who are the readers? Will this be a multi-stage review? How much time will it take? Remember: it is subjective! Request comments and feedback, when possible.

Funding Resources Government Private Foundations Corporate Sources Other Opportunities

Government Funding Why does the government make grants? Who gives the grants? How much money is available? Is it all about politics?

Government Funding: Types of Grants Formula Grant Project Grant

Government Funding: Resources Federal Register – www.wais.access.gpo.gov Catalog of Federal Domestic Assistance – www.cfda.gov www.grants.gov

Government Funding: Steps to Take Choose a target project. Search www.grants.gov. Make the match. Gather information from NOFA. Do additional research.

Government Funding: Steps to Take (cont.) Revise your project. Call program contact person. Make an outline and 3 lists. Make Go/No Go decision. Revise the project. Call the program contact person again. Develop and submit the proposal.

Government Funding: Tips Read instructions Follow instructions Call with slightest question Keep up with national news Never lie, but don’t tell all you know

State & Local Government I live here. I know what is going on.

Private Foundations: Types “staffed” “family” corporate

Foundations: Making the Match Guidelines Projects similar to your project Grant amounts

Foundation Resource www.foundationcenter.org

Corporate Sources: Making the Match What project will most interest the corporation? What will the ROI be for the corporation? How will funding this project visibly improve the corporation’s image?

Other Opportunities Your Thoughts???

And, Good Luck!