online grant applications: lessons learned

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Online Grant Applications: Lessons Learned

Martin Schneiderman Information Age Associates47 Murray Place Princeton, NJ 08540 USA www.iaa.com609-924-6936

mbs@iaa.com

National Endowment for Financial Education

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“To give away money . . . is an easy matter and in any man’s power, but to decide to whom to give it and how much and when, for what purpose and how, is neither in every man’s power, nor an easy matter.”

Aristotle (384-322 B.C.)

Online Grant Application Process

Grantmaker Web site with

Program Guidelines

Grantmaker Web site with

Program Guidelines

GrantseekerAnswers

Qualifying Questions

GrantseekerAnswers

Qualifying Questions

Grantseeker Completes Application

Online

Grantseeker Completes Application

Online

Initial Application

Review

Initial Application

Review

Refer to other Resources Foundation Center & Others

Automatic Verification of IRS 501(c)(3)

Status

Automatic Verification of IRS 501(c)(3)

Status

Grantseeker notified via e-mail and/or letterGrantseeker notified

via e-mail and/or letter

GuideStar Information

Review by Designated

Program Staff and Online

by Reviewers

Review by Designated

Program Staff and Online

by Reviewers

Board Review

Board Review

Grant ApprovedGrant

Approved

IRS Database

Merged into Grants

Management System with Attachments

Merged into Grants

Management System with Attachments

Qualifies

Not qualified

Status verifiedDoesn’t meet all

requirements

Not recommended All requirements

met

Additional InformationRequested

Additional InformationRequested

All required information entered, optional attachments

provided, can be saved and continued

Declined

Select Form

Select Form

Virus scan

Branching based on qualifications, program or

geographic region

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Benefits for Grantmakers Responsive to the expressed needs of grantseekers Substantially improved efficiency and accuracy Higher throughput and lower cost of data entry Custom applications forms for different programs

(e.g., domestic and international) Optional password protection

can limit access Screen out most ineligible

proposals via Q&A or branching screens

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More Benefits for Grantmakers Complete information in a pre-defined format

required prior to application submission IRS tax-exempt status can be

verified automatically Accurate data import into

grants management system Minimizes handling and

storage of paper Online reviews from remote

locations E-mail notification of application

status plus follow-up

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$200 million grant program

Each grant up to $20 million

1517 online applications received from scientists in 75 different countries

Over 1,400 organizationsOver 8,000 investigators and collaboratorsOver 200 reviewers from 75 countries Over 15,000 proposal documents & spreadsheetsOver 6,000 online reviewsOver 1,500 face-to-face panel reviews

Complex information processing, knowledge management, and decision-making requirements

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Applicant Information Page

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Frequently Asked Questions Updated Regularly

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Use of Web-based Application Forms

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Standardize Classifications to Enable Searching and Reporting

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Establish Standards Through the Use of Templates

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“Don’t underestimate the importance of user testing. Schedule enough time to make revisions to online application forms so that as many grantseekers as possible will be able to apply via the Web without encountering problems.

The range of user browser and technical savvy is greater than we expected. Review every screen, every question, and every e-mail message to ensure that everything is clear and understandable prior to launch.”

– Jamie HoltzclawSr. Specialist, Grants Management

Fannie Mae Foundation

The Importance of User Testing

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“Philanthropy is based on relationships and we must be careful not to turn the application process into an on-line business transaction. The potential of using the Web is exciting and we’re all still learning how to make the best use of this new technology.”

– Lynn FeldhouseDaimlerChrysler Vice President

The Importance of Relationships

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Some Grantmaker Concerns

Will online applications make it so easy for grantseekers that proposal quality will suffer?

Will we get a flood of new online applications in addition to the ones that we’re already processing?

Will online proposals advantage or disadvantage some grantseekers? Who and why?

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More Grantmaker Concerns

How will we need to change our workflow to process online proposals?

How will we develop and support new online systems?

How can we ensure the security and privacy of our information?

What about signatures and copies of 501(c)(3)s?

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Benefits for Grantseekers

Quick access to the funder’s up-to-date program guidelines

Pre-determination of eligibility prior to proposal development

Referrals to other funding organizations

Easier and faster proposal development No guessing about what information

the funder wants and in what format

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More Benefits for Grantseekers

Program specific applications

Availability of online help

Faster response time

Online proposals can be an equalizer

Facilitates proposal submission for international grantseekers

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What users of some different online grant applications

have to say

Feedback from Grantseekers

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“ In general, I have found that when application forms are on the Web, they are in Adobe Acrobat Reader format, which does not give applicants the ease of filling them out on screen.

The toughest part of this job these days seems to be finding a typewriter and someone to fill out paper forms.”

– Community college grant writer

Completing the Form

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“I wish that there was a way to print out the whole application in advance so that I could have prepared my response off line.”

– New England early childhood educator

“By all means give me well thought out guidelines, but I prefer not to be limited to a rigid form or format.”

– Western state grantseeker

Response Planning and Format

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“It was simple to submit, but I didn't feel like I got to say as much about my organization as I might have in a letter of inquiry sent snail mail.”

– Chicago Director of Resource Development

“It’s stifling not to be able to submit supplemental materials as file attachments and to be denied the opportunity to convey our message.”

- Consulting grant writer

Telling Our Story

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Good Application Design and Clear Guidelines Makes A Difference

“ We love the online Grand Challenges in Global Health grant application system and the letter of intent stage was easy to deal with. The online application is great because we can save it and come back to complete the application.

  The full application guidelines are very clear, complete, well written. It's also well composed and laid out and file uploads were quick. Overall, it's excellent.

  I've found that almost all of our questions are addressed in the guidelines and the FAQs. Sometimes we haven't checked these documents carefully enough before calling for phone support.”

– U.S. State University Scientific Researcher

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Help Applicants to Think Through and Develop Great Proposals

“ It has been a struggle because it is so prescriptive. In the end that’s good because it forces you to think through all the years and how you will accomplish everything. Clearly you’ve put a lot of effort into it. I love that everything is electronic.”

– U.S. Private Company Corporate Officer

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Lessons Learned

1. Go beyond “brochureware”. Keep online program guidelines up-to-date and describe what you do and don’t support.

2. Make the online application form easy to find.

3. Implement Q&A or branching screens that pre-qualify grantseekers.

4. Have separate forms for special programs.

5. Provide detailed online guidelines, FAQs and multiple examples.

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More Lessons Learned

6. Guide the the grantseeker to print the application and prepare all required materials in advance.

7. Promote online submissions – but continue to provide traditional application routes to ensure equal opportunity for all grantseekers.

8. Consider a phased approach – begin by offering non-profits invitations to submit online applications.

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More Lessons Learned

9. Design online applications that work with older versions of browser software. Also use a minimum of Java and JavaScript to minimize problems and to ensure reliability.

10. Permit the application to be saved so that the grantseeker can return and complete the form in stages. This will also prevent data loss when the connection fails.

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More Lessons Learned

11. Configure systems to accurately import data into your grants management system.

12. Scan all incoming attachments for viruses.

13. Ensure that you have all of the necessary expertise to implement the system and provide ongoing support.

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Time for spirited discussion!