Demystifying OTF Applications

1. Demystifying OTF Applications Joanne RIchmond November 12, 2013

2. Strategic Framework-Investing for ImpactApplication Assessment FrameworkHow to make your grant application as competitive as possibleHow to register and apply The Ontario Trillium Foundation

3. Our Mission Building healthy and vibrant communities throughout Ontario by strengthening the capacity of the voluntary sector, through investments in community-based initiatives

4. OTF’s Strategic Framework • Provides greater accountability and transparency • Helps us measure outcomes • Helps us achieve our mission. • Guides all OTF volunteer grant review team decisions

5. Strategic Enablers The building blocks that help OTF to achieve it’s mission

6. Sector Priorities and Outcomes Guide volunteer grant review teams in their decision-making

7. Sector Priorities and Outcomes Are organized by sector….but read them all to determine which priority and outcome is the BEST FIT with your project! Then determine which outcome under that priority is the BEST FIT! Make sure that what you will do and measure links to the outcome. Arts and Culture Environment Human and Social Services Sports and Recreation

8. Investing for Impact Review our sector priorities and outcomes. • Is there a fit for your organization’s initiative? • Is it evident that your planned activities will lead to achievement of the identified priority and outcome? • Is what you plan to measure linked to the identified priority and outcome? • It’s ok to also have your own outcomes that are different from the OTF identified outcome. • Can you incorporate any of the strategic enablers/building blocks into your project planning in a way that would strengthen the impact?

9. A local curling club is applying to OTF for capital funds to replace 40 year old windows to new high-efficiency and heat retention windows in an effort to reduce energy use and costs. Funds saved from reduced heating costs will be redirected toward the start-up of a learn-to-curl program for young adults with developmental disabilities. The request term is 12 months.Which priority is the best fit? Sector Priorities-Case Study

10. Strategic Framework - Sector Priorities Example • • • •

11. Strategic Framework - Sector Priorities Example • • • •

12. Strategic Framework – Local Context

13. Assessment Process- High Level

14. Organizational Eligibility • Single Applications- the organization must be eligible to apply to OTF • Collaborative Applications- at least one eligible partner who can act as the lead organization to apply To see if your organization is eligible to apply to OTF: • Go to: http://otf.ca/en/applyForaGrant/eligibility.asp If you are unsure, contact a Program Manager.

15. Project Activities Eligibility • OTF cannot fund certain activities (e.g. new capital construction, medical research or equipment) To see the activities that OTF cannot fund: • Go to: http://otf.ca/en/applyForaGrant/download_guidelines.asp • Download pdf of the Program Guidelines, and review (see page 7 for eligible activities). If you are unsure if your project is eligible, contact a Program Manager.

16. Program Guidelines IMPORTANT!!! Read the Program Guidelines, which include information about: • Strategic Framework • Sector Priorities and Outcomes • Assessment Criteria • Granting Programs • Eligibility • Types of grants available

17. Local Funding Context DHKPR = Durham, Haliburton, Kawartha, Pine Ridge Durham Region Peterborough Northumberland City of Kawartha Lakes Haliburton

18. Reviewing Your Application-Stage 1 OTF Volunteer and Staff review submitted, eligible and complete applications against the following: • Fit with OTF mission • Fit with OTF Priorities and Outcome • Organization and Initiative Readiness • Potential for Community Impact • Measurable Benefits

19. Reviewing Your Application-Stage 1 (continued) • Questions we ask ourselves: • Does initiative clearly and strongly align with an OTF outcome, and to what degree? • Is the project aligned with mission / mandate of the applicant organization(s)? • Is there demonstrated community support (participation, commitment, contributions, etc.) • Is there a strong and clear project plan? • Are the right skills and experience present to fulfill the plan? • To what degree will the initiative have clear, measurable benefits to the community?

20. Decision-making: Stage 1 • Volunteer Grant Review Team meets to review slate of submitted applications. • Based on assessments above, volunteers determine which applications are strong enough to move into the more fulsome stage 2 review process. • Those not deemed sufficiently strong at this time are declined. NOTE: Your Program Manager may ask you for additional information during the review process- please respond promptly. • If your application is declined, please do ask your Program Manager for feedback.

21. Reviewing Your Application-Stage 2 OTF Volunteer and Staff assess each application on the following: The applicant organization's financial health. Degree of community support for the project. The degree to which there is alignment between the amount requested, the planned activities and financial status of the applicant as compared to the amount requested. The organization's history in the community and/or track record with OTF (previous OTF grants). The strength of the organization's Board of Directors (Governance)

22. Reviewing Your Application-Stage 2 (continued) OTF Volunteer and Staff assess each application on the following: • The degree to which organization has an appropriate structure, and the talent and skills to carry out the project. • How strongly the project is aligned with an OTF outcome. • The degree to which the project is innovative (takes a creative approach to address challenges or build on opportunities/develops new ideas or stimulates new opportunities/adapts best practices or scales up proven, innovative approaches). • The degree to which the project is inclusive (by ensuring that barriers of all types are addressed/demonstration that the applicant values, fosters and celebrates diversity).

23. Reviewing Your Application-Stage 2 (continued) OTF Volunteer and Staff assess each application on the following: • The degree the which the project will have impact. • The degree to which the project will has the potential for lasting impact (Breadth, depth and duration of the impact or whether the activities will be able to continue beyond the term of the grant or (for capital) how the applicant plans to maintain and replace the equipment or prepare for future maintenance or repairs of the renovated space and future use of the space). • The degree to which the project demonstrates collaboration (the involvement of partners in new ways to achieve greater impact).

24. Tips on how to make your application as strong as possible

25. “A goal without a plan is just a wish.” Antoine de Saint-Exupéry“Good plans shape good decisions. That's why good planning helps to make elusive dreams come true.”“It is far better to foresee even without certainty than not to foresee at all.” Henri Poincare“Expect the best, plan for the worst, and prepare to be surprised.”Dennis Waitley

26. Project Planning • Project Planning = 80% • Filling out the grant application = 20% • Development of partner/collaborative relationships - 1 year before the deadline. • Planning should start 4-6 months before the deadline. • Contact with a Program Manager to discuss your application – 1-2 months before the deadline.

27. A few tips when answering questions • Be specific and concise • Be clear about the change that your project will create and how the community will benefit • Use plain, clear language (avoid jargon) • Be realistic in your budget and timelines • Take into account that reviewers may be learning about your organization and project for the first time • Be specific about numerical targets; if expansion, tell us the baseline numbers, e.g., increase number of volunteers from 25 to 60

28. Questions to ask yourself What kind of change are we trying to achieve? Who will benefit from our project and how? Why does our project have to be done now? What makes our project timely? Why are we the right organization to do the project? Are there other groups/organizations who can bring expertise and/or resources that would increase our project’s impact? How will we know that we have succeeded? What measurements will help us decide if we have been successful?

29. Project Work Plans • What outcomes do you want to achieve? • What activities will lead to that achievement? • What resources are needed to carry out the activities? • What performance measures (targets) will tell you that you have succeeded? • What will it look like when you achieve it? • How will you document this information? • SMART • (specific, measurable, achievable, realistic, timely/tangible)

30. Work Plan for Project/Operating Requests: Results, Activities & Indicators

31. Attachments required include…. • Financial statements for last 2 years (audited by a Licensed Public Accountant if revenues over $250,000) • Current fiscal year’s operating budget • Board list with detailed information (role on BOD, home community, profession) • Collaborative agreement (if applicable) For capital requests • Capital cost estimates from at least two vendors/contractors (if applicable) for items >$5,000 • Line drawings and/or photographs (if applicable) • Leases/proof of ownership (if applicable) Our online application will indicate the documentation that is required for your project

32. Online Registration and ApplicationOrganizational RegistrationYour portalOnline ApplicationOnline tips

33. Registering Your Organization • Go to www.otf.ca • Under Apply for A GrantTab, see drop down list • Under How to Apply for a Grant, select Register Your Organization • Complete the registration process in one sitting; most organizations are finished in 20 minutes or less.

34. Registering Your Organization • Identify Your Organization Type • (e.g., Registered Charity, Not-for-Profit, First Nations/Métis/Inuit/Other Aboriginal Organizations, etc.) • some show drop down lists • Information you need on hand to successfully register: • Charitable registration/NFP # (if applicable) • Year of registration • Gross revenue last 2 years. • # employees/volunteers • Mission/mandate and typical activities • Chair/president/Chief/CAO/Mayor name and email address

35. Registering Your Organization 3. Press Submit • You will receive an e-mail with your user name (your email address) and password; this will allow you to enter your own portal on OTF’s system and begin an application. • Once you login for the first time, you can change your password to something that is easier to remember. • Registration can be done at any time, but must be completed before you start a grant application • Once your organization is registered, the information will stay in our database. • Keeping your organization’s information up-to-date is important and your responsibility. To avoid missed communications, please ensure your organization’s information is current.

36. Starting a Grant Application • Go to otf.ca • Apply for a Grant>>How to Apply for a Grant..Apply Online • Click on apply online. • Bookmark the page.

37. Starting a Grant Application • Enter your email address into the username field. • Enter password. • Click Login. TIPS: -if you are a volunteer and/or staff with more than one organization, you have to have unique email address logins for each -if you forget your password, or you don’t remember which email address you used for registration, email or call Stacey O’Neill (soneill@otf.ca or 1-800-263-2887).

38. Your Portal • Organization Profile • Update your org’s info • Personal Profile • Update your own info • Change Password • My Grant Applications If you wish to add a new contact or to deactivate an existing contact, you’ll need our help. email or call Stacey O’Neill (soneill@otf.ca or 1-800-263-2887).

39. Starting an Application • Click on My Grant Applications. • Click on Create a new application to start an application. • Choose the type of application: • Single • Collaborative • Simplified Single • Simplified Collaborative • Scroll to bottom of the application, and click save draft.

40. Working on an existing application • Click on My Grant Applications. • Click on Edit button. TIP- complete these fields first: Type of Funding Requested Deadline Date Request Term If Capital, applicable Renovations and Equipment checkboxes

41. Online Application Tips • You can start a draft application at any time, no matter what deadline you are aiming for. • You can save your application and return to it later to edit or provide additional information. • Save your work often, even within a single writing session, so that nothing is lost. • You can save your draft application as a PDF file, email it to someone else, or print it if necessary. • Once you Submit your application you will be able to view it but not make edits. • You will receive an electronic confirmation once we receive the application. • Just one person can work/edit the application. • We prefer that you scan and upload attachments but you can also fax or send them.

42. Online Application Tips • Use only Mozilla Firefox or Internet Explorer to access the online application. • Make sure that your browser version is updated. • Make sure that you have JAVA on your computer, and that it is updated. • DO NOT copy and paste information from a website or photos, etc. into the fields. • Where you are asked to enter a number, use only whole numbers- no commas, decimal points, dollar signs, etc. • Watch for buttons that open up additional forms: Request Budget: Work Plan:

43. We’re here to help! • For technical issues with the online application: please email or call Stacey O’Neill (soneill@otf.ca or 1 800-263-2887) • For project or for program-related questions, please email one of us to schedule a telephone appointment or call us: