grant writing basics and budgeting for public safety presented by massachusetts executive office of public safety pr

1. Grant Writing Basics and Budgeting for Public Safety Presented by Massachusetts Executive Office of Public Safety Programs Division

3. Why Write a Grant Application? There is a documented need to solve a problem/address an issue that is the same as that expressed in the grant solicitation. Your agency/department is willing to demonstrate innovative ideas, document the ideas, and commit resources for implementation. You are willing to share results with others.

4. Planning Phase Research the funder’s grant making philosophy, program interests, and criteria.   Be aware of the funder’s application process and timetable. Acquire community buy-in; support from partners/organizations that you collaborate with on this project. Identify and communicate with staff/volunteers needed to develop grant application and implement project; discuss timelines. Future plan for sustaining this effort and strategy for building your funding base. Support is needed from your department as well as collaborating agencies and community. If match is required, make sure this is committed and identified. Your department must not only commit to the program, but also to the oversight and management of the funds. Allow enough time to make deadline. Grant writing and management is very time-consuming. Be prepared for the commitment once funding is received. Project Development and Implementation Training Support is needed from your department as well as collaborating agencies and community. If match is required, make sure this is committed and identified. Your department must not only commit to the program, but also to the oversight and management of the funds. Allow enough time to make deadline. Grant writing and management is very time-consuming. Be prepared for the commitment once funding is received. Ask for assistance from local resources and the grantor agency. Support is needed from your department as well as collaborating agencies and community. If match is required, make sure this is committed and identified. Your department must not only commit to the program, but also to the oversight and management of the funds. Allow enough time to make deadline. Grant writing and management is very time-consuming. Be prepared for the commitment once funding is received. Project Development and Implementation Training Support is needed from your department as well as collaborating agencies and community. If match is required, make sure this is committed and identified. Your department must not only commit to the program, but also to the oversight and management of the funds. Allow enough time to make deadline. Grant writing and management is very time-consuming. Be prepared for the commitment once funding is received. Ask for assistance from local resources and the grantor agency.

5. Grant Writing Starters Read application and follow instructions Due date? # of copies needed? Where to send? Who is grantor agency contact? Assign tasks and get support Who will write application? Prepare budget? Get letter(s) of support? Who will review? Who will submit required reports once funding is received? Notice of intent? Bidders’ conference? Ask for assistance from local resources and the grantor agency Again, you are agreeing to management, fiscal and programmatic Notice of intent? Bidders’ conference? Ask for assistance from local resources and the grantor agency Again, you are agreeing to management, fiscal and programmatic

6. Blueprints for Violence Prevention Center for the Study and Prevention of Violence University of Colorado 900 28th Street, Suite 107 Boulder, CO 80309-0442 303-492-8465 http://www.colorado.edu/cspv 11 Programs Proven to Reduce Youth Violence, Drug Abuse/Use, Delinquency

7. Reducing Juvenile Crime, What Works – and What Doesn’t American Youth Policy Forum 1836 Jefferson Place, NW Washington, DC 20036 202-775-9731 www.aypf.org Best Practices in Treatment and Prevention

8. Preventing Crime: What Works, What Doesn’t, What’s Promising? National Criminal Justice Reference Service Box 600 Rockville, MD 20849-6000 http://www.ncjrs.org/works/index.htm Email: askncjrs@ncjrs.org Effectiveness of Local Crime Prevention Practices

9. SAMHSA Model Programs Effective Substance Abuse and Mental Health Programs Science-based Programs Consistently positive outcomes Strongly implemented and evaluated http://modelprograms.samhsa.gov/

10. OJJDP Model Programs Guide Database of evidence-based programs covers the entire continuum of youth services from prevention through sanctions to reentry www.dsgonline.com/mpg_non_flash/mpg_index.htm

11. General Application Components Preparing Your Application

12. Common Grant Application Components Cover Page Program Description/Executive Summary Problem Statement/Needs Assessment Goals & Objectives Implementation Plan Timeline Activities & Staffing Evaluation Plan Budget & Budget Narrative Certifications & Assurances

13. Cover Page Name of Applicant (state agency, unit of local government) Name of Implementing Agency (private non-profit, police dept., school dept., etc.) Program & Fiscal Contact information Amount requested & Match contribution Project Title and Purpose Area (if applicable) Name of Authorized Signatory & Signature/Date

14. Program Description/Executive Summary Purpose: Provides a short narrative description of the proposed project by providing basic facts from other sections of proposal. Include: Background of agency & ID partners (i.e., law enforcement, education) Description of activities to be carried out & period Number & type of clients the project will serve Geographic location project will serve/take place Number and type of staff to be supported in project (i.e., 4 FT counselors) Intent to evaluate program

15. Needs/Problem Statement What problem is your program or the program you plan on implementing going to address? State the Facts: What? Who? Where? When? (trends) Why? Describe how the program intends to address the problem Causes of the problem Approaches that have demonstrated success Research supporting the program as a possible solution Do not write solutionsDo not write solutions

16. Needs/Problem Statement Note: Needs/problem statement must directly relate to your overall goals and objectives. Describe what may happen if grant funds are not received. Use graphics to show impact. Describe why this is an unmet need.

17. Goals & Objectives Purpose: Identifies what you hope the program will accomplish, and how the program will accomplish it Clarifies what the program hopes to achieve Basis for monitoring program activities Method to document what the program intends to do and what it is actually doing

18. Program Goal A broad statement of what the program is intended to accomplish; the long-term outcome of the program. Example: There is an increasing trend in the rate of juveniles re-offending in your state. Goal: To reduce the number of juveniles re-offending by helping them understand the impact of their behavior on victims & their families. Be realistic. Use descriptive words for objectives, such as “increase,” “decrease,” or “reduce” Program objectives become the criteria by which you judge the effectiveness of your program. Objectives measure your outcomes; your activities are the means to these ends/outcomes Be realistic. Use descriptive words for objectives, such as “increase,” “decrease,” or “reduce” Program objectives become the criteria by which you judge the effectiveness of your program. Objectives measure your outcomes; your activities are the means to these ends/outcomes

19. Program Objectives The intermediate effects to be achieved by the program in pursuing goals. Steps that need to be taken to reach a goal. Objectives should be SMART Specific Measurable Action-oriented verbs (increase, reduce, etc.) Realistic Time-specific

20. Program Objectives Example: The program goal is to reduce the number of juveniles re-offending by helping them understand the impact of their behavior on victims and their families. Objective: Within six months, increase by 15% the number of juvenile offenders participating in victim mediation services and hold them accountable to their victims and families.

21. Program Activities Purpose: Highlights the specific steps through which objectives are achieved and programs are carried out. Activities are action-oriented operations. What will your program be doing? Multiple activities required to accomplish a single objective. Examples: Develop standard eligibility requirements for juvenile offenders to participate in victim mediation services

22. Implementation Plan & Timeline Purpose: Clarifies proposed project’s purpose by identifying how and when proposed goals & objectives will be accomplished. Who will do what for whom, and when? Include: Starting & ending dates of key activities Staffing pattern, or who is responsible for each activity

23. Certifications & Assurances Certifications regarding Lobbying, Debarment, and Drug-free Workplace Northern Ireland Notice & Certification Certification of Compliance with Regulations regarding Civil Rights/EEOP Contractor Authorized Signature Verification Form A-133 Audit Report or Single Audit findings (Most recent copy) Preliminary MOUs if subgranting all or part of the requested federal funds to an implementing agency or independent contractor Copies of the negotiated fringe rate and indirect rate agreements if federal or matching funds are designated for these cost categories John, Please mention that these forms must be completed and originals must be submitted in order for us to process the contracts.John, Please mention that these forms must be completed and originals must be submitted in order for us to process the contracts.

24. Final Tips Read instructions & follow directions, adhere to page limit, meet deadline & format requirements, respond to RFR Present an organized document Check for spelling mistakes, incorrect grammar usage, typographical errors, and addition errors in your budget Obtain all applicable signatures Have someone else review Complete checklist

25. Funding and Fiscal Resources EOPS Funding Opportunities www.mass.gov/eopsfunding National Criminal Justice Reference Services http://www.ncjrs.org/fedgrant.html (Federal grants & funding) Office of Justice Programs’ Financial Guide http://www.ojp.usdoj.gov/FinGuide/ Office of Management and Budget Circulars http://www.whitehouse.gov/omb/circulars/index-ffm.html

26. Other Resources Office of Justice Programs http://www.ojp.usdoj.gov/ (BJA, OJJDP, etc.) National Criminal Justice Association http://www.ncja.org/ (Funding Information, Technology Resources; Financial Workshops) Institute for Intergovernmental Research http://www.iir.com/ (Law Enforcement, JJ, Public Safety Training/Technical Assistance)

27. Developing and Implementing a Personalized Evaluation Plan Program Evaluation and Performance Measures

28. Conceiving of Research for Program Design Who is your target population? Substance abusers What data/research speaks to their needs? CALDATA 1997 study shows that economic benefit of treatment outweighs its costs What research speaks to positive outcomes for them? Treatment costs were $209 million Savings resulted from treatment= $1.49 billion resulting from reductions in ER admissions, hospitalization, and crime reduction.

29. Why Evaluate? Evaluation can help managers monitor the extent to which progress is being made toward a program achieving its goals. Evaluation can help managers: Modify programs based on actual data and information Better allocate resources Demonstrate success (and failure) Improve accountability

30. Evaluations generally address the following two questions: Is the program being implemented as designed? Does the program work and is it achieving its goals?

31. Performance Measures

32. Performance Measures

33. Evaluation Resources United Way Outcome Measures Project http://national.unitedway.org/outcomes/initiatives/npsector.cfm BJA Center for Program Evaluation www.ojp.usdoj.gov/BJA/evaluation/index.html Juvenile Justice Evaluation Center www.jrsa.org/jjec/resources/internet-resources.html

34. Types of Data Sources Primary data sources: Newly collected information for the specific purpose of evaluating that program. Secondary data sources: Existing data that is collected for other purposes but could be used for evaluation. Be realistic. Use descriptive words for objectives, such as “increase,” “decrease,” or “reduce” Program objectives become the criteria by which you judge the effectiveness of your program. Objectives measure your outcomes; your activities are the means to these ends/outcomes Be realistic. Use descriptive words for objectives, such as “increase,” “decrease,” or “reduce” Program objectives become the criteria by which you judge the effectiveness of your program. Objectives measure your outcomes; your activities are the means to these ends/outcomes

35. Data Collection Methods Surveys – telephone, in person, mail back One-on-one interviews Focus groups Case files Existing computer systems

36. Selected National Data Sources Violence Against Women Online Resources http://www.vaw.umn.edu/ Bureau of Justice Statistics www.ojp.usdoj.gov/bjs/ Sourcebook of Criminal Justice Statistics www.albany.edu/sourcebook/ FBI Crime in the United States www.fbi.gov/publications.htm

37. Selected National Data Sources SAMHSA Drug Use and Treatment http://oas.samhsa.gov/ Youth Risk Behavior Survey www.cdc.gov/healthyyouth/data/index.htm Compendium of Research on Violence Against Women, 1993-2004 http://www.ojp.usdoj.gov/nij/vawprog/vaw_portfolio. pdf

38. Selected Massachusetts Data Sources Crime statistics from State Police Crime Reporting Unit www.mass.gov/msp Corrections statistics from Department of Correction http://www.mass.gov/doc/research/index.html Health statistics from Community Health Information Profile (MassCHIP) http://masschip.state.ma.us/

39. Substance abuse statistics from Bureau of Substance Abuse Services at DPH http://www.mass.gov/dph/bsas/data/stats.htm Injury statistics from Injury Surveillance Program at the Department of Public Health http://www.mass.gov/dph/bhsre/isp/isp.htm Juvenile Justice Data and Information Book (EOPS) www.mass.gov/eops Selected Massachusetts Data Sources

40. Application Evaluation Plan The evaluation plan in an application should describe: What questions will be addressed? What performance measures will be included? What information sources will be used? Who will collect the information? Who will analyze the information? When will it be done and how will it be reported?

41. Preparing a Clear & Accurate Budget & Budget Narrative Building a Budget that Makes Sense

42. Goals of Budgeting Purpose: Provide a clear and detailed explanation, by budget category, of how grant funds will be spent. Budget Should: Support the goals and objectives listed in the proposal; Correspond with the eligible award amount; and Be accurately totaled and realistic.

43. Cost Categories Personnel Fringe Benefits Indirect Costs Contracts/Consultants Travel Equipment Supplies Other

44. Personnel:Definition and Detail Definition: A full-time or part-time staff member of the agency/organization receiving the grant. Details: Each employee funded out of the grant should be listed by name, annual salary, percentage of salary charged to program, a brief description of their function relating to the program, and the total cost of their salary anticipated to be funded from the program.

45. Personnel Example Put Narrative here as to how program manager relates to actual program.

46. Fringe Benefits:Definition and Detail Definition: Employers contributions for employee benefits, such as health insurance, pension and terminal leave costs, Medicare, Unemployment compensation, Workman’s compensation, etc. Detail: Fringe benefits should be based on actual known costs or an established formula approved by your federal cognizant agency. Fringe costs are for employees listed in the personnel section and only for the percentage of time spent on the program. Fringe benefits on overtime are limited to FICA, Workman’s compensation and Unemployment compensation.

47. Fringe Example

48. Indirect CostsDefinition and Detail Definition: costs for an organization that are not readily assignable to a particular project, but are necessary to the operation of the organization and the performance of the project. The cost of operating and maintaining facilities, depreciation, and administrative salaries are examples of the types of costs that are usually treated as indirect.

49. Indirect CostsDefinition and Detail (Cont.) Detail: Indirect Costs are only allowable if the applicant organization has a federally negotiated and approved rate. The rate should be provided with the application. The pool of costs the rate is assessed against should be specified along with the approved rate to establish the itemized cost.

50. Indirect Example The indirect rate was approved by DOJ, our cognizant federal agency, on XX/XX/XXXX. Attached is a copy.

51. Contracts/ConsultantsDefinition and Detail Contracts Definition: Legal agreements entered into with vendors to provide services to the grant (photocopier leases, fax leases, etc) Consultants Definition: Legal agreements with an outside entity/individual to provide technical or programmatic services you cannot provide directly with agency staff.

52. Consultants/ContractsDefinition and Detail (Cont.) Consultants Detail: For each consultant, name/company, if known, service to be provided, hourly or daily fee (8 hour day) and estimated time on project. Consultant fees in excess of $450/day require additional justification and prior approval from awarding agency. Contracts Detail: For each contract a description of the product or services to be procured by applicant and an estimate of the cost should be provided.

53. Consultants/ContractsProcurement Method Always indicate the procurement method followed (state, federal or local). If the method is local, a copy of the procurement method should be submitted to EOPS. Procurements should follow a competitive process. Sole Source contracts are not allowed.

54. Consultant Example Jane Doe provides specialized service X to population Y at a very agreeable rate.

55. Travel Definition and Detail Definition: Travel related expenditures pertaining to the program or necessary to complete the program. Detail: Provide location, type of cost (hotel, registration, etc.), cost, and a brief description.

56. Travel Example Program financial staff is traveling to D.C., in July, to ensure compliance with guidelines for expenditures of funds. Local policies were adhered to in conjunction with the Federal allowable lodging rates.

57. EquipmentDefinition and Detail Definition: Non-expendable items required for success and completion of the program. Detail: List the type of item, per unit cost, quantity, and explain how the equipment is necessary for the success of the project.

58. Equipment Example The Computer will be used to analyze youth lockup data by site.

59. SuppliesDefinition and Detail Definition: Any materials that are expendable or consumed during the course of the project (office supplies, copying paper, books, hand held tape recorders, etc.). Detail: List items by type, quantity, per unit cost, and a brief description of the intended use and how it fits into the program.

60. Supplies Example Office supplies are needed by program staff for general operation.

61. OtherDefinition and Detail Definition: Costs that would normally be covered in an indirect cost plan, but are not, because the sub-grantee does not have a federally negotiated and approved agreement (rent, telephone, janitorial services). Detail: List the item, and basis for computation. For example, provide the square footage and the cost per square foot for rent, and provide a monthly rental cost and number of months.

62. Other Example

63. Matching FundsAs defined by DOJ, OJP Comptroller’s Financial Guide pg. 40 Hard Match (Cash): includes cash spent for project-related costs. Allowable cash match must include those costs which are allowable with Federal funds with the exception of the acquisition of land, when applicable.

64. Matching FundsAs defined by DOJ, OJP Comptroller’s Financial Guide pg. 40 Soft Match (In-Kind): includes, but is not limited to, the valuation of in-kind services. “In-kind” is the value of something received or provided that does not have a cost associated with it. For example, if in-kind match is permitted by law (other than cash payments), then the value of donated services could be used to comply with the match requirement. Also, third-party in-kind contributions may count toward satisfying match requirements provided the grantee receiving the contributions expends them as allowable costs (see 28 CFR Part 66.24, Grants Management Common Rule for State and Local Units of Governments).

65. Contact Information Massachusetts Executive Office of Public Safety Programs Division Ten Park Plaza, Suite 3720 Boston, MA 02116 http://www.mass.gov/eops 617-725-3301 Fax: 617-725-0260