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

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

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

4. 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”?

5. 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?

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

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

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

9. 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?

10. 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?

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

12. How to Read an RFP
CFDA Nos

13. 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

14. 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

15. 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?

16. 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?

17. 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?

18. 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

19. 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?

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

21. 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

22. 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

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

24. 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?

25. 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?

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

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

28. 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

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

30. Research: Justification of Solution
Methodology
Technology
Material
Staff
Equipment

31. Research: Other Information
Fiscal Information
Technical Information
Key Personnel Bios

32. 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.

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

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

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

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

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

38. 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!

39. 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

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

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

42. Introduction
What is its purpose?

43. Introduction
80% the same
20% unique

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

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

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

47. 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).

48. Goals and Objectives: The Adjectives
Measurable
Achievable
Significant

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

50. Goals and Objectives
The Logic Model

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

52. 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?

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

54. 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!

55. 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.

56. 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.

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

58. 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.

59. 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?

60. 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.

61. 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.

62. 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

63. The Key: Follow directions!
Appendix
The Key: Follow directions!

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

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

66. 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?

67. 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?

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

69. 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.

70. Funding Resources Government Private Foundations Corporate Sources
Other Opportunities

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

72. Government Funding: Types of Grants
Formula Grant
Project Grant

73. Government Funding: Resources
Federal Register –
Catalog of Federal Domestic Assistance –

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

75. 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.

76. 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

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

78. Private Foundations: Types
“staffed”
“family”
corporate

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

80. Foundation Resource

81. 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?

82. Other Opportunities
Your Thoughts???

83. And, Good Luck!