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Unpacking the Grant Writing Process

Unpacking the Grant Writing Process . Instructor: Laurie J. Rogers 804-285-8989 Lcjr@me.com.

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Unpacking the Grant Writing Process

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  1. Unpacking the Grant Writing Process Instructor: Laurie J. Rogers 804-285-8989 Lcjr@me.com

  2. Class ObjectivesAt the completion of this workshop, participants will have increased their knowledge and skills to be able to:• Outline the elements required for a successful grant proposal• Describe the importance of researching to find the best funders for their agency’s needs using free and subscription-based services.• Improve their understanding of role of letters of intent• Review actual funding guidelines to understand the detailed requirements and documentation for funders• Describe and understand the basic components required in nearly all proposals• Focus on program evaluation and outcomes process• Focus on stewardship to ensure continued investment and engagement by the funder in your agency.

  3. When Am I Ready to Write a Grant • Mission is approved by the Board • Strategic plan in place/active • Community Need has been documented • Program has been thoughtfully designed • You have a plan to recruit/market to those you will serve • Outcomes articulated • System of measurement and evaluation in place • Program/operating budgets developed • Development plan in place • Research on appropriate funders (80/20 rule)

  4. Grant writing takes place in the context of the development process. • Development: to bring, grow or evolve to a more complete, complex or desirable state • A Grant Proposal is your story -- changing all the time

  5. You can write grants for… • Capital Projects • Programs • Special Projects/RFP’s • Endowments • Challenge/matching opportunities • Research (limited for most of us)

  6. Types of Grantmakers • Individuals • Independent foundations • Community foundations • Operating foundations • Corporate foundations • Corporate giving programs (mdanderson.org/gifts, click on types of gifts (on left), then matching gifts, then Matching Gift Companies) • Government funding at all levels

  7. Funding Differences

  8. 2011 charitable giving Total = $298.42 billion

  9. Types of recipients of contributions, 2011 Total = $298.42 billion

  10. Trends in Foundation and Corporate Funding • Formal Process -- written guidelines and on-line applications • Two-step process in applying for funds • The “black out period” • Cover Sheets and Executive Summaries

  11. Think: Investment • When you submit a proposal to a funder, you are asking them to make an investment in your organization’s future. • Your job is to make the investment appealing. • A funder is a partner.

  12. Before You Start Your Research… • Know your program • Know the budget • Know the timetable • Know the plans for evaluation • Know the staffing needs • Know how much $$ you have to raise

  13. See Attachment Package • The Giving Pyramid

  14. Where Do I Start? • Main Public Library is a depository library: FREE! • Foundation Center: fdncenter.org • GrantsConnection: grantsconnection.com • Federal grants: grants.gov and also cfda.gov • Fundsnet: fundsnetservices.com • Grant Station: grantstation.com (via Techsoup.org) • Charitynavigator.org • Guidestar: guidestar.org (free but must register) • ConnectVA.org • Capaciteria.org (free but must register) • Grantproposal.com (free) • Supportingadvancement.com (free) • Michigan State Univ. Library (free) staff.lib.msu.edu/harris23/grants

  15. What Does the Research Tell You?• Review Handouts of actual foundation research• Review actual foundation guidelines• Review Form 990 Information

  16. Additional Resources• Innovation Network Logical Model Workbookwww.innonet.org• American Academy of Pediatrics: Evaluating Your Community Program Part I -- Designing your Evaluation: www.aap.org/commpeds/htpcp• Evaluation tutorial: pathwayscourses.samhsa.gov/index.htm• Urban Institute: Outcome Indicators Project urbaninstitute.org/center/cnp/projects/outcomeindicators• Chronicle of Philanthropy• Non-Profit Times

  17. What Funders Want! • Do your homework! • Follow the guidelines • Concise/precise • Be specific • Define your goals in writing • Show how project relates to your org’s future • Sustainability • Think beyond $$ for other ways a funder can help • Neatness counts • Executive summary • No piles of extras

  18. Letter of Intent:• Brief intro to you, your mission, your project, the budget and how much you want.• 1-2 pages = max• Make it spectacular!

  19. Handouts Package: Examples of LOIsGroup Exercise: You Be the Funder!

  20. Write the Proposal • Cover page/Executive summary • Intro (who) • Need/Problem (why) • Objectives (what) • Activities (how) • Evaluation • Cost • Sustainability

  21. Executive Summary • Either this or a prescribed cover sheet • Essential contact info • 1 summary paragraph (if you’re lucky) or 3 lines (if you’re not!) • Specific info • Brief, clear, interesting

  22. Introduction/Organization Info • 1-2 paragraphs about your org • Describe your activities, your successes • Use data, statistics about you! • Indicate partnerships or collaborative relationships

  23. Need Statement • THE driving force of what led you to create a response -- - what is the problem • how significant is it • who has it • how do you know??? • Focus on the conditions of the lives you wish to change • Community Assets are part of this discussion • Reasonable dimensions • Urgent but Hopeful • Statistics • This is about your clients, community -- not your organization!

  24. Project Description • What is your organization going to do to change the situation? • What are objectives and outcomes? • Attainable goals laid out in a timeline • Staffing issues • Funders assume use of Best Practices

  25. Outcomes (or: So What!) • Looking to the future here -- how will things be different for people because you are offering this program? • Changes/Results/Impacts • Answer to: How will you know and how will we know that our $$ made any difference? • Use words like: to increase, to decrease, to reduce • How do we know if we are having the intended effect? • Measured outcomes means you are trying to increase your effectiveness AND communicate value.

  26. Define Goals & ObjectivesABCDE Method: Who, what, to what degree & when:Audience—the population/target audience for whom the desired outcome is intendedBehavior—what is to happen; a clear statement of the behavior change/result expected (outcome objective)Condition—by when; the conditions under which measurements will be made--may be a timeframe or upon implementation of a specific interventionDegree—by how much; the level of results expected (i.e, target or benchmark), which often involves measuring change in comparison to a baseline Evidence—as measured by; defines the method of measuring the change expected (specific instrument or criterion) (indicator; measure)

  27. The Evaluation Cycle Step 1: Plan Program and evaluation Start Step 4: Adjust program as data suggests; adjust evaluation Step 2: Implement program and collect data Step 3: Review data. Are you doing what you planned? Are you having the intended impact?

  28. Era of Accountability • What gets measured gets done • If you don’t measure results, you can’t tell success from failure • If you can’t see success, you can’t reward it • If you can’t reward success, you’re probably rewarding failure • If you can’t see success, you can’t learn from it. • If you can’t recognize failure, you can’t correct it. • If you can demonstrate results, you can secure funding.

  29. Budget • #s are just as important as words in telling your story. • Include administrative costs • Written justification of all numbers

  30. Attachment Package • Budget Page Example

  31. Conclusion • 1 final paragraph • Project the future • Final appeal-- restate your request • Gracious invitation to come and see the program in action.

  32. • 501-c-3 letter• Audited financials• Form 990• List of Board• Program budget• Operating budget • Attachments

  33. Follow Up • Provide updates as needed • Keep communication open -- remember this is a partnership!

  34. Congratulations… • Say thank you • Invite funders to come see your work • Write 6-month report • Understand all obligations

  35. Getting the Flat Letter… • Sometimes you don’t get the award. • Call for feedback • Keep in touch

  36. Reporting Back • Follow the directions of the funder • Provide an update on how many you served, the activities, how the outcomes are going, unexpected surprises, stories, etc. • See sample in handouts

  37. Good Luck • Start early and be patient • “We know only too well that what we are doing is nothing more than a drop in the ocean. But if the drop were not there, the ocean would be missing something.” - Mother Teresa

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