Grant Proposal WritingWorkshop

presented by Frederic Murray M.L.I.S.SWOSU Librarieshttp://faculty.swosu.edu/frederic.murray/Tribal.htm

Based on an Amigos Library Services, Inc. presentation.

Workshop Objectives

• Understand the elements of a proposal

• Understand the grant review process

• Identify alternative sources of funding

• Understand how Grants.gov works

You Have a Great Idea…Now What?• Be sure the project is a priority for

your institution and fits the funders’ criteria

• Be sure your institution fits the funders’ criteria

• Obtain management/council support

• Allow 12 months from idea to funding

Gathering Background Information• The nature of the project & how it

will be conducted• Staffing & volunteer needs,

including deployment of existing staff & new hires

• The timetable for the project• Anticipated outcomes &

assessment strategies

Writing a Grant Proposal

The Grant Proposal Process• Develop plan of work; identify

partners• Obtain management support• Locate potential funders• Shop the proposal:get comments• Submit the proposal

Writing the Proposal

• Keep it simple• Request letters of support early• Proofread• Follow the application instructions• Submit the proper number of copies• A good proposal doesn’t guarantee a

grant• Use a checklist• 7-12 pages

Elements of a Grant Proposal

• Cover Letter• Executive Summary• About Your Institution• Statement of Need• Project Description• Budget• Appendices

The Narrative

Cover Letter

• Should make the reader want to read the proposal

• Reference a past contact• Reference the grant for which you

are applying• Enclosed is…• Who signs it? • 1 page

Executive Summary

• Captures the reader’s attention• Shows what can be done with the

funder’s money• Marry your project to the needs of

the funder• Mirror language that Funders use • Consider this to be a 3 minute

elevator sales pitch• Usually 1-2 pages

Executive Summary• Problem

A brief statement of the problem or need your agency has recognized and is prepared to address (one or two paragraphs).

• SolutionA short description of the project, including what will take place and how many people will benefit from the program, how and where it will operate, for how long, and who will staff it (one or two paragraphs).

• Funding requirementsAn explanation of the amount of grant money required for the project and what your plans are for funding it in the future (one paragraph).

• Organization and its expertiseA brief statement of the history, purpose, and activities of your agency, emphasizing its capacity to carry out this proposal (one paragraph).

Statement of Need

• Educates the reader• Include Statistics and Examples• The nature of the problem (provide as

much hard evidence as possible)• Don’t present the problem in unsolvable

terms • Avoid circular reasoning…• Discuss collaboration• Who will benefit-the Institution? User?

Patron? Researchers? Community?• Why You can do it better than anyone

else

Statement of Need

• Presenting facts & evidence• Short, concise information

captures a readers attention.

Project Description

• Scope• Staffing• Management• Evaluation• Sustainability

Project Description: Scope• Discuss what you want to

accomplish• Goal vs. Objective

– Goal: Broadly stated accomplishment– Objective: Specific step towards

meeting a goal– Activity: Supports the objective

Project Description: Scope• Goal: Our after-school program will

help children read better. • Objective: Our after-school remedial

education program will assist 50 children in improving their reading scores by one grade level as demonstrated by standardized reading tests administered after participating in the program for six months.

• Activity: Testing/6 month period.

Project Description: Staffing

• Board• Staff• Consultants• Collaborators• Volunteers

Project Description: Management• Define activities planned to meet

objectives– Who is responsible for oversight

• Make sure activities match those listed in the budget

• Plan of work– Timeline

Project Description: Evaluation• Evaluation should be built into the

project• External evaluator• Results

– Quantitative• Counted

– Qualitative• Surveys• Questionnaires• Observations

Recall : Gathering Background Information• The nature of the project & how it

will be conducted• Staffing & volunteer needs,

including deployment of existing staff & new hires

• The timetable for the project• Anticipated outcomes &

assessment strategies

Project Description: Sustainability • How will the project continue?• How will the organization continue?• Develop a plan for post-granting

funding– Long-term funding strategies

• Development Officer• Capital Campaign• Additional funding resources• Continued revenue stream from funded

project

Budget

• Go back through the proposal narrative & make a list of all personnel & other items related to the operation of the project

• Requested information usually includes:– Expense information– Income information– Budget narrative-the rationale for the numbers

• The budget is often read first

Worksheet Example

Item Description Cost

Executivedirector

Supervision 10% of salary = $10,00025% benefits = $

2,500

Projectdirector

Hired in month one 11 months at $35,000 = $32,08325% benefits = $

8,025

Tutors 12 working 10hours per weekfor three months

12 x 10 x 13 x $ 4.50 = $ 7,020

Officespace

Requires 25% ofcurrent space

25% x $20,000 = $

5,000

Overhead 20% of projectcost

20% x $64,628 =

$12,926

Appendices

• Bibliographical or statistical information

• What materials best support your case?

• What materials are requested by the funder?– Organizational Chart– Financial information– Resumes/cv’s (2 pgs)– List of Board members

The Grant Review Process

An Overview of the Grant Review Process• The process• Criteria for evaluating the

proposal• After you get the grant• What to do if you don’t get the

grant

Standard Criteria for Evaluating the Proposal• Clarity: logical and easy to follow• Complete: includes all required

items• Internal consistency: parts

consistent with each other • External consistency: recognize

accepted ideas of the field• Understanding of the problem and

service methods

Standard Criteria for Evaluating the Proposal (2)• Capability: to carry out promised

activities• Responsiveness: to requirements,

purposes, needs• Efficiency and accountability:

timetable• Realism: in scope and budget• Need shown• Ability to continue project: self-

sustaining

After You Get the Grant• Thank you letter• Review the budget• Report at least annually even if it

isn’t required• Publicity • Seek a renewal

What to do if you don’t get the grant…• Don’t take it personally• Be sure you understand why• Find out if you can resubmit later

Types of Funders

Government & Foundations

Government Funders

• Government or tax funds support a particular program

• Are subject to legislative oversight– Rules & Regulations– Standard guidelines– Lots of forms

• Are the largest grantors

Foundations

• Foundations– General purpose: Ford, Mellon, Rockefeller– Special-purpose: single purpose

determined by establisher– Company-sponsored: within for-profit

company– Public charities: local operations– Community: apply only in their city/region– Family: usually administered by family

attorney

Limits on Foundation Support• Type of program funded• Geographical area• Minimum/maximum funding• Type of organization that can

receive grant (now usually incorporated non-profit organizations)

Important to remember for all Funders• Money is getting tighter and

resources are becoming more limited

• More people are applying for funding

• Funders are having to become more critical in the review and assessments of proposals

Locating Funding Resources• See Website • Build your own funding

information file• Narrow by:

– Policy– Giving Record– Location

Network with Others

• Take advantage of opportunities to meet with program officers

• Contact funding agencies directly– If appropriate!

• Talk to others who have applied for grants

Managing your Grant

Managing your Project

• Meet reporting requirements timely• Time recording• Monitor accomplishments• Mention funder in publicity and

publications• Report staff changes and budget

changes• Digital Tools

Reporting Requirements• Obtain guidelines from the funder• Foundation requirements

– Short report and revised budget with actual expenditures

• Federal requirements – Annual financial reports– Interim and final financial and narrative

reports– Copies of documents generated through

grant funding

If You Don’t Report

• Funds put on hold• Audit! (can happen to the Best of

Us)• Decreased chances of future

grants

The Bright Side of Reporting• Activity reports for management

and boards• Statistics for annual and other

reports• Opportunities for publicity

Seeking Continued Funding

Seeking Continued Funding• Will current funder support? (or

one time only)• Start planning the day you get

first grant• Start writing 6-12 months before

deadline• Pre-review subsequent grant

Grants.gov

Grants.gov

• Required by all federal funding agencies

• Institutions must register• Individuals must register• Strict guidelines for submission

Institutions must register

• Need DUNs number (Data Universal Number System)

• Register with the Central Contractor Registry (CCR).

• Create a User name & password with ORC, the Grants.gov credential service provider

• Register with Grants.gov using the ORC name & password

Individuals must register• Grants.gov will send an email to your

designated POC (Point of Contact)• POC responds to email to designate

individual to be Authorized Organization Representative (AOR)

• AOR receives notification of AOR status and can begin grant submission

Grants.gov Registration Checklist• I have my organization’s DUNS Number.• My organization is registered with CCR• I know my E-Business POC.• I have registered with ORC, the

Grants.gov Credential Service Provider (CSP).

• I have used my Username and Password to register with Grants.gov.

• I have obtained authorization from my organization's E-Business POC.

• I have secure access to Grants.gov and I’m ready to begin.

Strict Guidelines for submission• Organization of grant• Format of files

• Grants.gov Application Tutorial

Thank You!