1. GRANT BASICS I think I want to apply for outside funding… now what?

2. 2 WELCOME!  This presentation is designed to help you:  Decide if applying for a grant is right for your program/interest  Determine the right funding source for your program  Understand what funders are looking for from you

3. 3 TYPES OF FUNDS  Public funds (Government)  City  County  State  Federal

4. 4 TYPES OF FUNDS  Foundation (Private sector)  Community Based  National  Special Interest  Family  Corporate

5. 5 TYPES OF FUNDERS - GOVERNMENT  Government  Request for Proposal (RFP)  Request for Application (RFA)  Notice of Funding Availability (NOFA)

6. 6 TYPES OF FUNDERS - FOUNDATIONS  Foundations  Community based  National  Special Interest  Family foundations  Corporate or company-based

7. 7 WHAT IS A FUNDING STRATEGY AND WHY IS ONE NEEDED?  An effective funding strategy:  Helps identify needs and resources  Builds upon overall mission and goals  Addresses the gaps in resources

8. 8 DEVELOPING A FUNDING STRATEGY  Developing your project idea  Assessing your capability to seek funding  Researching potential funding sources and developing a relationship with them  Developing credibility

9. 9 DEVELOPING YOUR PROJECT IDEA  What new programs are you planning for the next two to three years?  Which of the above programs are compatible with your current mission and purpose?  What community needs does each program address?

10. 10 DEVELOPING YOUR PROJECT IDEA  Is the service already being provided by another agency?  What members of your community would support your program?  Do you currently have the expertise to take on each program?

11. 11 ASSESSING YOUR CAPABILITY TO SEEK FUNDING  What makes you competitive?  What is your reputation in the community?  Are prior funders satisfied with your performance?  What is the capability of staff?  What would be the financial impact; do you have match?

12. 12 ASSESSING YOUR CAPABILITY TO SEEK FUNDING  Do you have the expertise and flexibility within your organization to implement the project, if funded?  Do you have to seek assistance?  Do you have essential support systems?  What are your collaborative options?  If you are not eligible for an opportunity can you subcontract or collaborate?  Will you need IRB or IBC approval to begin your research project to begin your program?  What types of regulations are involved?

14. 14 POPULAR WEB SITES  Grants.gov  The Foundation Center  www.fdncenter.org  Foundations On-Line  www.foundations.org  The Grantsmanship Center  www.tgci.com  Nonprofit Resource Center  www.not-for-profit.org

15. 15 RESEARCHING POTENTIAL FUNDERS  Make initial contact  Phone call  Letter of inquiry or intent  Relationship building  Who do you know  Shop your ideas with funders

16. 16 RESEARCHING POTENTIAL FUNDERS  Make collaborative efforts  Work with other organizations  Work with other partners  Document need  Gather your statistics  Gather focus groups, conduct surveys, collect anecdotal data  Institutional policies are guided by funders and funders ask you to rely on your policies

17. 17 RESEARCHING POTENTIAL FUNDERS  Document leverage  Letters of Commitment - from your institution  Memorandum of Understanding – think of this as more than a handshake and less than a contract. This should include a schedule., assignment of duties or roles, use of resources, planned outcomes…

18. 18 WHAT THE FUNDER IS SEEKING  Remember! THERE IS NO SUCH THING AS FREE MONEY!  What are the stings attached and can you live with them?  What is the community need being addressed?  What would an improved community situation look like?  What can your organization do to improve the situation?

19. 19 WHAT THE FUNDER IS SEEKING  How will your project document its success?  How much will the project cost?  How will the project be funded in the future?

20. 20 KEY ELEMENTS OF A GRANT PROPOSAL  Cover letter  Abstract (sometimes required)  Headers/table of contents

21. 21 KEY ELEMENTS OF A GRANT PROPOSAL  Needs assessment  Begins with a community analysis  Goal is a better understanding of what makes a community function effectively  Includes identification of:  Community members  Geographic boundaries  Needs, interests, skills of members  Available supportive services

22. 22 KEY ELEMENTS OF A GRANT PROPOSAL  Needs assessment  Community  City and state  Program/project-specific resources

23. 23 KEY ELEMENTS OF A GRANT PROPOSAL  Project description  Goals  Qualitative  Abstract  Long-term  Objectives  Quantitative  Specific  Short-term  Method

24. 24 KEY ELEMENTS OF A PROPOSAL  Budget formats  Line-item budget  Budget narrative  Budget components  Salaries  Fringe benefits  Supplies and materials  Equipment

25. 25 KEY ELEMENTS OF A PROPOSAL  Budget components (continued)  Consultant/contractual fees  Travel  Construction [Not allowed in most]  Overhead/indirect costs  Matching funds  Other Amounts in budget categories should be a real estimate and should not change dramatically once awarded and should not be changed after award unless for unforeseen circumstance and always with funder approval. You cannot use indirect costs to cover direct costs after awarded!

26. 26 KEY ELEMENTS OF A GRANT PROPOSAL  Organization/capacity  Personnel  Facilities  Equipment  Experience  Partnerships  Unique or special resources  Sustainability/scalability

27. 27 KEY ELEMENTS OF A GRANT PROPOSAL  Benefits of evaluation  Stronger proposal in reviewer’s eyes  Strengthens the program before implementation  Assures that funds are being used as intended

28. 28 KEY ELEMENTS OF A GRANT PROPOSAL  Approaches to evaluation  Quantitative  Qualitative

29. 29 KEY ELEMENTS OF A GRANT PROPOSAL  Executive summary/conclusion  Date  Contact person(s)  Complete information for organization and contact person(s)  Purpose of funding request  Information on whom the program will benefit

30. 30 KEY ELEMENTS OF A GRANT PROPOSAL  Executive summary/conclusion (continued)  Total annual organizational budget  Dollar amount being requested  Total giving history from funder  Period funding request will cover  Signature of Executive Director and/or Board Chairperson

31. 31 KEY ELEMENTS OF A GRANT PROPOSAL  Why Proposals Fail  Seeing the Grant Proposal Through the Reviewer’s Eyes  Grant Writing Tips

32. 32 PREPARING TO WRITE THE GRANT PROPOSAL  A fundamental element is relationship building with funding sources  Grants are essential to expanding program/project resources  Most grants are awarded on a competitive basis

33. 33 BEFORE YOU WRITE THE GRANT PROPOSAL  Obtain grant proposal guidelines  Review eligibility requirements  Identify match/leveraging requirements  Know the submission deadline  Determine personnel needs  Other administrative requirements

34. 34 OTHER IMPORTANT POINTS  Supporting materials  Letters of endorsement/support  Résumés  Exhibit charts/tables  Signatures  Submission format  Delivery requirements

35. 35 KEY ELEMENTS OF A GRANT PROPOSAL  Cover letter  Title page  Summary/Abstract  Introduction  Needs assessment  Goals and objectives  Project description

36. 36 KEY ELEMENTS OF A GRANT PROPOSAL  Future plans/Capacity building  Facilities and Equipment  Staffing and Administration  Timetable  Evaluation method  Budget  “Corporate” résumé

37. 37 QUALITIES OF A GOOD GRANT PROPOSAL  It’s clear!  It’s precise!  It’s persuasive!

38. 38 AFTER YOU SUBMIT THE GRANT PROPOSAL  Contact the funder  Request feedback  Send a thank-you letter  Keep funders involved with program activities

39. 39 WHAT WE SHOULD REMEMBER  Things to remember about what funders want:  Simple, concise language  Complete proposals that include all the information they asked for  Presentable and organized proposals

40. 40 WHAT WE DISCUSSED  The importance of:  Analyzing what you need  Researching to find the right funding source  Meeting the funder’s needs when writing a proposal

41. LIFECYCLE OF A PROPOSAL/AWARD Pre-AwardPost-Award DevelopmentDevelopment Agency Review (6-9 mos) Project Period 1st Budget Period 2nd Budget Period 3rd Budget Period No Cost Extension Revised Budget Submit Renewal / Competing-Continuation Closeout Final Reports Submit Proposal Pre-Award Costs Award Apply Find/Explore Administer/Monitor (Post-Award Office) Perform (Principal Investigator) Technical Close (Principal Investigator) Financial Close (Post-Award Office)

42. LIFECYCLE DETAILS Find/Explore -PI has an idea for a sponsored project -PI needs source of funding (“sponsor”) -Application Guidelines/Instructions reviewed Apply -Application prepared (both technical & financial) -Application reviewed within school/unit -Application reviewed by institutional official and submitted to sponsor -Institutional approval documentation for animal use and/or use of human subjects (note: could happen before application review) -If required, revised budgets, other documents, and supporting documentation are submitted to sponsor Award -Award notice received from sponsor -Award notice matched to application packet and transferred to Post-Award Office Administer/Monitor (Post-Award Office) -Award packet received from Pre-Award Office -Award information set up in accounting system -PI receives account set-up notice and account number -Subawards to collaborating institutions are prepared and issued -Review accounts and approve expenditure documents -Fulfill sponsor financial reporting requirements by preparing financial reports and managing cash receipts on awards -Manage effort reporting system -Monitor and/or review budget revisions/program plan changes and enter into financial system Perform (Principal Investigator) -Conduct work on sponsored project -Review/approve expenditures and account balances -Review/approve effort report certification for project employees -Fulfill sponsor requirements for technical reporting -Prepare any budget revision/program plan changes for institutional and/or sponsor approval -Prepare non-competing applications (if required by sponsor) Financial Close (Post-Award Office) -Review accounts and ensure financial reporting deadlines are met -Maintain cash flow and ensure that amounts of cash received match expenditures reported -Submit interim and financial reports to sponsor -Manage record retention -Acts as a point of contact for audits of sponsored projects Technical Close (Principal Investigator) -Fulfill all final technical reporting requirements, including patent disclosure, invention statements, or equipment inventory -Ensure that all expenses are appropriate for the project and that all obligations have been liquidated prior to the submission of the final financial report -Inform Post-Award Office of submission of final technical report -Participate in any audit interviews, as required