Grant Writing Workshop

ADEA 41st Annual Allied Dental Program Directors’ Conference

Lisa Fanning, M.A

Ifie Okwuje, Ph.D.

American Dental Education Association

Your Packet

• Resources to Take Home / Workshop Materials

– Agenda– Search Results sheets– Web sites– Templates

Workshop Goals

• Increase your understanding of grants as a funding option

• Leave with new knowledge and resources about grantors and how to find them

• Understand the components of the grant process and grant proposal

• Learn new tips on increasing your chances of getting funded

• Find out what to do when you get the grant!

Types of Grantors• Government

– Federal– State– Local / County

• Foundations– Independent– Family– Community

• Corporations– Company Sponsored Foundation– Corporate Operating Programs / In-kind

Types of Grants

Operating Support

Program or Project Support Planning Seed Money Management or Technical Support Facilities or Equipment Endowment

The Grant Process

• This is a long-term process

• The work is upfront

• Preparation is the key to success

The Internal Steps

Mission/Greater

Good

Develop Project

and BudgetReview

Need, Capacity, and

Resources

Needs, Capacity, Resources

• Needs: – Do I need a grant? This grant? – How do I convince funders that identified problem

deserves funding?

• Capacity (organizational capability):– Organization’s demonstrated ability to manage,

implement, fulfill reporting requirements. – Can your organization handle the grant?

• Resources (adequacy of):– Detailing assets available to implement program

Building the Case: Demonstrating Needs

Where to find information to build compelling, persuasive, detailed case

• Economic, demographic, community statistics • Relevant, timely research, trends, literature• Qualitative information, such as focus groups,

anecdotes• Prior needs assessments, evaluations• Similar organizations/funded programs• Etc.

At Your Table

• Look at the Needs Section in your sample proposal

• Skim it and identify– How does it address needs / capacity?– How does it address mission / greater good?– What are its pluses and minuses?

Developing a Project• Be Realistic

– You will never have enough time or money to solve every problem you’ve identified.

– Given your organization’s strengths, positioning, and mission, you can focus on what you can do best.

• Articulate goals and objectives• Develop program description• Develop budget• Build in evaluation component

– How will you know your program has been successful?

Developing a Budget

• What DO you need funds to pay for? – Staff, training, rent, travel,

equipment, supplies, consultants, etc.

• What DON’T you need funds to pay for? – Volunteers, unpaid interns– Current staff available to

staff certain aspects

Sections of the BudgetPersonnel ServicesBenefits: social security, health insurance, vacation, etc. Other Than Personnel Services: rent, travel, supplies, equipment, planned meetings, etc.Indirect (overhead/administrative) Costs: utilities; custodial, security, clerical costs; accounting, legal, insurance costs; HR, development, financial operations, etc.

At Your Table

• Scan pages 16-21 of your sample proposal

• Without reading every word, list:– 3 pluses– 3 minuses

The External Steps

Contact Funders

SubmitProposal

And Budget

Research Funders

Find and Research Funders

• The Foundation Center– Foundation Center Libraries in Atlanta, Cleveland, New York,

San Francisco, and Washington, D.C.– Foundation Center Cooperating Collections– The Foundation Directory and The Foundation Directory Online

• Federal Register• RFPs on various .gov websites • Chronicle of Philanthropy• Corporations, small businesses, local business

associations• FoundationSearch!• Wealth Engine• Association of Fundraising Professionals

At Your Table

• What useful information can you glean from this profile that could impact a grant proposal?

• List 5 pieces of useful information and be ready to report to the large group.

• What would be your next step?

Contact Funders

• Phone call

• Letter of Intent

• Letter of Inquiry

• Letter of Intent with Documents

• Full Proposal

The Proposal

• Key Sections– Title / Cover Page– Project Overview– Statement of Need– Project Details– Resources and Capacity– Budget and Timeline– Evaluation / Next Steps Plan– Appendices

Writing Tips• Create an outline that exactly follows the funder’s

guidelines, questions, or selection criteria for the proposal.

• Visualize the funder/program officer who will read the proposal.

• Write in as formal a fashion as you would speak to someone unfamiliar with you/your organization.

• Stick to the “active” voice. • Grantmakers want to see backup information, proof that

what you say is true. • Proofread, proofread, proofread…and then proofread

again.• Added bonus: refrain from sending overnight rush.

Now That You Have the Grant!!

• How so you ENSURE success?

Seems Simple Enough

• Got your grant plan

• Got your money

• Gotten used to being patted on the back for creating a winning proposal!!!

Grant Management Basics:

• Monitor grant activities, expenditures, and deadlines

• Ensure that all purchases are aligned to the grant plan

• Prepare and file reports on time

• Ensure that grant funds are NOT returned to the grantor agency

I. Award Letter/Notice

Get Out Your Fine Tooth Comb and Magnifying Glass

Key Elements of an Award Letter/Notice

• Award Period• Approved Budget • Award Amount• Award Terms Conditions – (Expenditure of grant

funds, Return of Funds, Reporting)

II. Grant Meeting Left Hand Needs to be in the Right Hand’s Business

• Explain Terms and Conditions of the Award • Clearly Identify Grant Team Roles and

Responsibilities• Develop Proper Management Tools (project

work plan - individual work plans, submission calendars, report schedules)

• Develop Communication Plan (email listserv)• Financial Department - Set-up Project Accounts

III. Get Organized

Create a Project File (Classification Folder)• Award Letter • Staff/Personnel • Budget • Correspondence • Financial Reports • Progress Reports • Evaluation • Closeout Information

IV. Compliance The Golden Rule is that there are no Golden Rules –

George Bernard Shaw

• Change is NOT Good

• Time is of the Essence

• If It Is Not On Paper, It Doesn’t Exist

• The Wait and See Approach Will Sink You Fast

V. Evaluation

• Internal Evaluation

• External Evaluation – add into budget proposal

• Quantitative Evaluation – “Hard Data”

• Qualitative Evaluation – “Soft Data”