GRANTWRITING 101: Writing Successful Grants

1. GRANTWRITING 101: Writing Successful Grants Sharon Schnelle, Presenter Sponsored through

2. Goals of Training Participants will understand • The basics of resource acquisition (FORM) • How to write effective problem statements and program outcomes/objectives • How to prepare/submit proposals for funding • The basics of logic model planning • How to research funding sources

3. Grantwriting 101 AGENDA • Welcome & Introduction • Basic Housekeeping information • Proposal Basics • Planning Process Skills • Practicing the Skills • Budgeting • Funding

4. Understanding the Basics of Resource Acquisition • FORM (Foundation of Resource Management) • The most essential element to remember in grantwriting and resource acquisition is diversification of funding streams! It is best to not have all your eggs in one basket especially if the program or agency is completely grant driven • The type of funding source will dictate the type of proposal or approach you take to securing funding Other Federal Private Donors State Local In-kind Volunteers Foundations Investments/ Endowments Corporations

5. Grantspeak:Learning to speak the language • Allowable Cost – a cost for which the grantee may be reimbursed under a grant or contract. • Award Letter – written notification from the funding agency indicating a project has been funded for how long, and in what amount. • Block grants – the grouping of many categorical grant programs into an overall functional area (I.E. Law Enforcement, Juvenile Justice, etc.) • Budget – a plan for financial operation consisting of an estimate of proposed revenue and expenditures for a given period of time and purpose • Budget Cycle – The fiscal year (i.e. July 1 – June 30) that is designated by the funding sources as to when they will make grant awards. • Catalog of Federal Domestic Assistance (CFDA) – Regular publication put out by federal government that lists federal grant and loan programs that are available and accepting applications.

6. MORE Grantspeak: • Demonstration Grant – grant given to test the feasibility of an idea, approach, or program • Direct Cost – expenses which can be itemized by categories (i.e. salaries, wages, travel, other) • Fringe Benefits – benefits such as life, health insurance, retirement, unemployment compensation that are paid in addition to salary • Full Time Equivalent (FTE) – amount of time spent or required in a less than full time activity divided by the amount of time normally spent (based upon 2080 hours for full time service) • Goal– general statement of what the project hopes to accomplish, reflecting the long-term desired impact of the project on the target populationand any target goals identified in the priority areas of the funding source. • Grantee– one who receives the funding and administers the grant • Grantor – Agency or entity which gives the funds to carry out the project • Influencing factors – factors affecting the achievement of an outcomes; sometimes referred to as “barriers”

7. Yet still MORE Grantspeak: • Inputs – the resources dedicated to or consumed by the program; usually the first box in the logic model representation of the program. • Logic Model –Graphic representation of a program detailing the inputs, activities, outputs, and the short-term, intermediate, and long-term outcomes as well as any influencing factors. • Letter of Support – letter submitted in conjunction with the proposal that demonstrates proven success of the program in the community • Matching Funds – cash or “in-kind” support contributed to the project • Memorandum of Understanding /Agreement (MOU or MOA) – formalized agreement between entities detailing the nature of the collaboration and support. • Objectives/Outcomes – sometimes used interchangeably; statement which defines the measurable result the project expects to accomplish • Outputs- the quantifiable, credible, and measurable work accomplished through the project (i.e. number of parenting classes taught, number of nights of shelter provided, number of meals delivered). • Request for Proposal (RFP)- the solicitation put out by a funding source detailing the criteria by which funding decisions will be made.

8. Types of Funding • Federal Formula Grant Funding • Block funding comes to states • Administered through agency such as Office of Criminal Justice Services or Department of Youth Services • State agency passes dollars to local providers • usually selected through the RFP process or through grant solicitations) • Example: • Edward J. Byrne Justice Assistance Grant (Administered through Office of Criminal Justice Services) • Violence Against Women Act Grant (Administered through Office of Criminal Justice Services) Federal Local State

9. Types of Funding • Federal Discretionary Grant Programs • Funds distributed at discretion of federal agencies and awarded on a competitive basis to public and private nonprofit organizations. • Funding ranges from single awards for research, evaluation, and technical assistance to multi-site awards for program development. • Congressional Earmarks • Hard Earmarks: Congress directs the Federal agency to provide certain funds to specific identified programs. • Soft Earmarks: Congress identifies a program and directs the Federal agency to: • Evaluate the program. • Fund the program, if warranted. • Example: • Department of Justice (Sex Offender Management Program) • OJJDP (Mentoring)

10. Types of Funding • State Funding Programs • Specific to the State • Passed by legislature to solve specific problem • Example: • Jail Domestic Violence Funding • Family Violence Prevention Fund (Administered through Office of Criminal Justice Services) • Ohio Victims Compensation Fund (Administered through the Ohio Attorney General’s Office)

11. Types of Funding • Private Foundation/ Corporation • Usually supports specific interests and often prefer direct services • Family/Management may dictate use • May be managed by bank • Large funding base - money from one or many families • Typically only fund 501(3)(c) • Committed to helping either specific communities or national focus. • Example: • Robert Wood Johnson Foundation (National Focus) • Natural Helpers (Montgomery County) • Greater Cincinnati Foundation (Local Community) • 13 County region that will fund

12. Types of Proposals • Government(Federal, State, Local) • Usually a very formal process • Detailed • Solicited (through a released Request for Proposal) • Usually competitive • Specific instructions • Specific evaluation criteria • No cover letter required but may include as optional

13. Types of Proposals • Private / Foundation • Usually less formal detail required • Can be unsolicited or solicited • If no formal RFP, then few instructions given • Credibility is the key (establishing a relationship with the funder is important) • Can use a cover letter proposal as initial contact • Usually limited to the priorities and initiatives of the funder

14. Sample Government Form (SF 424 or similar) Budget Forms Abstract Objectives / Need Key Staff Results and Benefits Methodology Evaluation Plan Organizational Profile Assurances Attachments Sample Private Cover Letter Summary Introduction Problem Statement Objectives Approach Evaluation Plan Future/Other Funding Budget Attachments Typical Contents of Proposals

15. Elements of the Basic Proposal Cover Letter Summary Introduction Problem Statement Goals / Objectives Approach Evaluation Plan Future/Other Funding Budget & Narrative

16. Proposal Basics • FOLLOW INSTRUCTIONS – be sure to review the RFP carefully looking for the key criteria that your application will be scored on. • Check eligibility for funding to be sure they will accept your application • Keep word choice simple & to the point(avoid using terminology that is confusing and specific to your discipline if it cannot be readily explained) • No generalizations or assumptions - Don’t assume the reader is familiar with or conversant in your area of service) • Who says? • Who cares? • So what? • Why? • Proposal should reflect a well thought out plan

17. Proposal Basics • Minimize adjectives • Be honest but don’t self-indict • Consider grant reviewers and the knowledge base of those who may review the application • Be positive • Client-driven (outcomes should be client-focused) • Demonstrate your credibility – be sure to include any similar service your agency is already doing, or discuss any similar projects you have administered in the past that will establish your capacity to succeed. • Check the point • Neatness Counts – be sure to proofread!

18. Planning Matrix: Getting Started • Identify the problem statement which consists of analysis of the nature and extent of the problem or need, and the reasons or causes. • Develop Program Objectives and Outcomesthat are related to the identified problem • Discuss the Approach to be used and how will it help overcome the problem identified in order to positively impact the target population. Discuss how that approach used will help meet the stated goals and objectives for the program. • Conduct an Evaluation of the program to determine its effectiveness. Through information obtained through the evaluation changes and alterations can be made to the approach.

19. Problem Statement (Needs Assessment) • The most important part of the proposal • Set the stage for the entire proposal – • you should be able to paint a picture of the situation and explain why there is a need • Needs Assessment vs. Problem Statement • Local Foundations and Corporations generally require information relating to a needs assessment which focuses on condition in the lives of the clients you wish to change • Government and National Foundations generally require information relating to problem statement that focuses on a situation that can be related to similar situations in other communities and show the broader implications of the proposed program (National Scope)

20. National Institute of Justice Problem Statement • Basic Requirements • Should be related to purpose and goals of the organization – • there should be a mission fit (goes to credibility and capacity) • Should be specific and clearly defined • Supported by valid data (citing sources) and testimony from experts that is timely and credible • Should have boundaries • Problem should be of reasonable dimensions and realistically achievable • Should be understandable and client focused • Stated in terms of client needs, and not in terms of needs of your organization. • Identify who will benefit from the solution • A neighborhood or the entire community • Criminal justice practitioners • Offenders or victims • Your organization • All of the above • Should be solvable • Try not to focus on problems that are outside of the scope of your agency or would take longer than the scope of the grant to solve

21. Problem Statement • Provide reasons and causes • Demonstrate through local and national statistics and information that there is a problem. • Current Research • Local Research • Anecdotal information • Who’s involved • Which reasons addressed • Identify Consequences • Death or serious injury • Loss of property • Joblessness • Commit new crimes • Nothing

22. Problem Statement • Personalize the Problem and make it interesting • Why should the funder care? • Within their area of interest • Response to solicitation • Have made similar grants • Current issue with national or regional attention • MAKE IT VERY CLEAR ! • “The problem to be addressed in this proposal is…” • Lack of juvenile sex offender programming in my community • Lack of mental health services for mentally retarded youth in the juvenile justice system • Lack of housing for women who are victims of domestic violence.

23. Problem Statement • Characteristics of Weak Problems • Focus on your organization • Does not communicate what is in it for the funder. • How does the project relate to their area of interest • Focus on hiring staff • Not responsive to the RFP • Focus on purchasing equipment • Language not compelling • We desperately need… • We do not have … • We lack …

24. Problem Statement • Characteristics of Strong Problem Statement • Focuses on the client or their situation • Paints a picture that consequences of not responding are unacceptable to all • Effectively documents the need to be met or problems to be solved with proposed funding • Clearly links to the proposed goals and objectives and the identified approach to the problem

25. PROBLEM STATEMENT • Exercise One: In a group, complete the Exercise 1 handout in your packet. • Exercise Two: Write a problem statement related to a program or project that might be implemented through your agency.

26. Logic Model • Presents a “snapshot” of a program • Graphic representation of the program, “theory” or “action” – what it invests, what it does, and what results are achieved • Logical chain of if-then relationships • If x occurs then y will occur • Why do we need to do this? • Helps identify the connection between what we do and impact the program is having • Provides a common vocabulary and helps in program planning • Helps focus on quality and continuous improvement

27. LOGIC MODEL

28. Logic Model • Logic Model Exercise 1 • Group proposed program • Logic Model Exercise 2 • Mystery Community Clinic Senior Care Program • Logic Model Exercise 3 • Your agency problem and program

29. Sample Logic Model Program Evaluation Logic Model: Mysteries Community Clinic Senior Care Program

30. Objectives • Show what you want to achieve • Must be measurable • Must be achievable • Must relate to the problem • Must be time limited • Must include an outcome objective

31. Outcome Objectives Indicate a positive or negative change Clearly indicate the impact of the project Show what the condition of the problem will be in the future Statement which defines a measurable result the project expects to accomplish Process Objectives Measure of what the project will do Measure of activities Means to the ends Statements of primary methods written in a time-limited way Develop process objectives only if requested by funder Goals/ Objectives GOAL – general statement of what the program hopes to accomplish. Should reflect the long term desired impact of the program on the target population and any target goals required by the funding source

32. Objectives • Sample Outcome objectives: • A decrease in the rate of infant mortality in Adams County to at least the state average of 8.5 per 1,000 births, within the first three years of the Outreach program. • A decrease of 25% in the recidivism of parolees returning to Mansfield during the first project year. • A decrease by 25% in the number of successful burglaries during the three years of the project.

33. Objectives • Sample Process objectives • Train 100 counselors to new treatment method first year. • Increase the awareness of 500 elderly citizens about neighborhood watch. • Install NIBRS laptops in all police cruisers by 2003.

34. Approaches/Project Description • Narrative description of what will be done • Relates to reasons for the problem • Describes • Who will be involved & criteria • Key staff • What will happen • When • Where • How

35. Approaches/Project Description • Responds to any special requirements • Explains why this approach • Provides a timeline • Should relate back to the identified problem statement and/or needs assessment

36. Approaches/Project Description • Who? • Who is being served? • Who is performing the activity? • Who is participating? • What? • Assume reviewer knows little or nothing about your field • What is going to occur? • Very detailed • Very specific

37. Approaches/Project Description • Where? • Where exactly will each activity occur? • Describe each site if more than one. • Create a mental picture of the setting. • When? • Year • Month • Week • Time of Day • Show timeline

38. Evaluation • Benefits and Reason for doing evaluation • Provides feedback about what worked and what failed for the program • Gain insight into effective strategies on how to improve • Measures impact the program is making • Required by funder

39. Evaluation Two types of evaluation • Outcome or Summative(involves assessing the outcome at the conclusion of the program and measures how change that has occurred as a result of the program) • Shows what impact you have on problem • Helps justify program • Process or Formative(involves monitoring the “process,” ensuring activities are completed on time and on target, while the program is ongoing) • Tells you if you’re on track • Points to improvement

40. Evaluation Flowchart

41. Evaluation • Need not be • Expensive • Complicated • Time consuming • Some evaluation is better than none • External evaluator is sometimes seen as more objective than internal • Evaluator should be qualified • Evaluation plan should be meaningful, related to goals and objectives, and be an honest examination of program

42. Organizational Capacity • Mission & History • Capacity to administer • Similar Experience • Accomplishments • Role in community • Who is served • How served • Outside endorsements • Letters of Support • Memorandums of Understanding/ Agreement

43. Organizational Capacity/ Credibility • Awards • Active participation and contributions to the field positively viewed • Fiscal Accountability • Staff Credibility • Qualifications are more than degrees • Boards, other volunteers • Funding sources • Licenses

44. Summary/Abstract/ Executive Summary • Section by itself that summarizes the proposal • Can be one paragraph to one full page in length • Identifies applicant and helps establish credibility • Identifies the Problem to be addressed • The problem to be addressed is …. • Identifies the Goals/Objectives to be achieved • Identifies the Approach to help achieve success • Identifies how the program will be evaluated • Evaluation of this grant will be addressed in the major objectives of the program that are identifiable, measurable, quantifiable, and time-phased • Evaluation results will be used to improve program for next year • Identifies the resources needed to achieve success (Budget) • Total cost of project is …, we expect other funds in the amount of … and are requesting …for …

45. Letters of Participation/Support • Do • Get letters from agencies who will be involved • Get letters early • Have letters state level of involvement with the proposal and program implementation • Don’t • Have them all say the same thing • Have them only complement the program • Memorandum of Understanding • A more formal agreement between agencies that explicitly outlines the roles and responsibilities of each for the proposed project • Be sure it is signed and dated

46. Budget • Identifies cost of response to problem • Tied to project description and approach to justify the need for each budget item • Clearly shows how costs are calculated and contains only essential expenses • Shows what you are contributing • In-kind • Volunteer • Cash-match

47. Budget • Budget Narrative • Include only if requested by funder • Narrative link between budget and approach • Link staff to approach • Explain consultants rather than staff • Explain all travel • Explain indirect costs

48. Cover Letter • Important for private funding • Short letter • Sentence about project title and amount • Two sentence description about approach • Sentence about credibility • Sentence about contacting

49. Proposal Process • Some factors are beyond applicants’ control • Control the factors you can • Make the application as strong as possible • Eliminate all possible weaknesses • Be positive

50. Proposal Problems • Common mistakes • Sloppy writing • Not following directions • Waiting until last minute • Irritating reviewers • Waiving red flags