GRANTWRITING 101: Writing Successful Grants

Sharon Schnelle, Presenter

Sponsored through

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

Grantwriting 101 AGENDA

Welcome & Introduction Basic Housekeeping information Proposal Basics Planning Process Skills Practicing the Skills Budgeting Funding

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

Foundation of Resource Management

FederalOther

State

Foundations

Local

CorporationsInvestments/Endowments

PrivateDonors

In-kind

Volunteers

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.

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 population and 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”

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.

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

StateLocal

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)

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)

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

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

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

Typical Contents of Proposals 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

Elements of the Basic Proposal

Cover LetterSummaryIntroductionProblem StatementGoals / ObjectivesApproachEvaluation PlanFuture/Other FundingBudget & Narrative

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

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!

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 Outcomes that 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.

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)

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

National Institute of

Justice

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

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.

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 …

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

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.

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

LOGIC MODEL

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

Sample Logic Model

Resources Activities Outputs Outcomes Goals

Staff

Participants

United Way funding

Modular independent living skills curricula

Home visits and individualized assistance in developing living skills

Physical and mental activity assessments

Homemaker/chore service

Van Go transportation

Referrals to Meals on Wheels

30 senior participants

Initial assessment and quarterly follow-up assessments for all participants

Monthly home visits and independent living skills training for all participants

240 hours of homemaker/chore services per month

Increased ability of clients to perform daily living tasks

Maintained/improved physical, social, and emotional functioning

Increased access to health care and services

Maintain seniors independence in their own homes for as long as possible

Program Evaluation Logic Model: Mysteries Community Clinic Senior Care Program

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

Goals/ Objectives

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

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

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.

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.

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

Responds to any special requirements

Explains why this approach Provides a timeline Should relate back to the

identified problem statement and/or needs assessment

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

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

Approaches/Project Description

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

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

Evaluation Flowchart

GOALSTATED OBJECTIVE

Activity

Outcome

Performance Indicator(either quantitative or qualitative)

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

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

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

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 …

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

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

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

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

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

Proposal Problems

Common mistakes Sloppy writing Not following directions Waiting until last minute Irritating reviewers Waiving red flags

Proposal Problems

Improving your writing Purchase a style book like

Stunk & White’s Elements of Style

Take a writing or grammar course

Have a strong writer critique your proposal

Proposal Problems

Not following directions Wrong number of copies Stapling copies Missing deadlines Wrong signatures Using outdated forms Sending unwanted attachments Deviating from format Missing signatures

Proposal Problems

Waiting until last minute Inadequate planning Proposal not logical Forget crucial elements Problems with collaboration

Proposal Problems

Irritating Reviewers Not following directions Flowery language that

means nothing Appending “filler” material Providing too much

information Gearing only to money

Proposal Problems

Waiving Red Flags Padding the budget Computers and related equipment Unjustified travel “Miscellaneous” budget category Exceptionally high consultant costs 10% of all existing staff

Strong Proposals

Compelling problem Innovative approach Thorough research Clearly written Well organized, complete Credible organization

Exemplary

Gran

t

Proposal

Finding Out What Is Available Investigate

Internet Periodicals Library Seminars

Internet - Websites

The Grantsmanship Center - www.tgci.com

The Foundation Center - www.fdncenter.org

GuideStar.org – www.guidestar.org

GrantsNet - http://www.os.dhhs.gov/grants/index.shtml

The Federal Register - http://www.gpoaccess.gov/fr/index.html

Grants.gov – http://grants.gov/Index

Ohio Grant Makers – www.ohiograntmakers.org

Periodicals

The Chronicle of Philanthropy - http://philanthropy.com/

TGCI Magazine - http://www.tgci.com/publications/magSubscript.asp

Dollars & Sense - http://www.ouw.org/ouwpublic/Publications.htm

Library

Foundation Directory

Ohio Grants Guide

Grant Writing Books

Seminars

The Grantsmanship Center

The Grant Institute

Foundation Seminars – Cincinnati Health Foundation –

healthfoundation.org

Ohio Office of Criminal Justice Services

Final Notes

If you are funded, administer it responsibly

Your grant history will follow you

If you don’t get the grant, ask for reviewers’ comments – written or over the phone

Use the information to strengthen future applications

ContactsWalter Brownbrown@ocjs.ohio.gov614.728.5466

Sharon Schnellesmschnelle@dps.state.oh.us614.466.0346

Erika Zitozito@ocjs.ohio.gov614.728.7291