Strategic Grantseeking for Community-Based Organizations

1. Strategic Grantseekingfor Community-BasedOrganizations Keys to Successful Grant Proposals

2. Getting Started and Staying Focused Perspectives and Principles

3. Starting on the Right Foot… • Abundance vs. Scarcity • Inclusion vs. Exclusion • Sharing vs. Coveting • Optimism vs. Pessimism • Persistence vs. Complacency

4. Adhere to Guiding Principles • Honesty • inspire confidence • be trustworthy • show integrity • Clarity • be complete • be organized • be consistent • Relationships (with funders) • be courteous • take time to nurture them • follow up (be persistent but not annoying!)

5. Who Are You? What do You Want to do? • Know your mission, vision, values • Describe compelling program ideas • Practice an ‘Elevator Script’ • Empower your Board of Directors (if you have one) • Anyone is a potential lead for a grant,so be prepared at all times!

6. The Funding Picture Seeking and Finding

7. OK, So Where’s the Money? • Everywhere – think strategically • Centers for Disease Control and Prevention • Health Resources and Services Administration • Agency for Healthcare Research and Quality • Department of Justice • But don’t forget the importance of details! • Public/Government Agencies • Catalog of Federal Domestic Assistance (CFDA.gov) • Federal Grant Opportunities (Fedgrants.gov) • GrantsNet (www.hhs.gov/grantsnet) • What’s in it for them? • An effective program that meets their objectives • Return on Investment • Collaboration between and among grantees • Partnerships

8. Developing a Successful Grant Proposal: Getting Started • Who Are Your Targets? • Identify grant funding opportunity: public vs. private • Public funds=process • Private funds=relationships • Assure your program interests, intentions and needs match those of funding agency • Address the details of the RFP • obtain application kit and identify deadlines • ensure that you qualify for the grant • identify and contact program manager

9. Successful Grant Proposals: Getting Started • Community Support • Find individuals or groups in academic, political, professional and lay organizations to offer support for your proposal in writing • Get support from local government agencies and public officials • Seek letters of endorsement detailing exact areas of project sanction and commitment • TIP: If you do not already enjoy community support, get it now. Meet with top decision-makers in the community who would be likely supporters

10. Resources Chronicle of Philanthropy www.philanthropy.com Foundation Center www.foundationcenter.org Grantsmanship Center www.tgci.com Nonprofit Gateway www.nonprofit.gov Catalog of Federal Domestic Assistance www.cfda.gov Federal Grant opportunities www.fedgrants.gov AIDA Projects Development Gateway aida.developmentgateway.org

11. Follow Directions • Funder directions are not guidelines; they are rules • Play by the rules; it shows professionalism and fosters confidence in your organization • Approximately 75 percent of public grant proposals are rejected each year because basic directions are not followed

12. From Start to Finish (Line) Developing Successful Proposals

13. A Solid Grant Proposal • 8 Components of a Solid Proposal • Proposal Summary • Introduction of Organization • Problem Statement (or Needs Assessment) • Project Objectives • Project Methods or Design • Project Budget • Project Evaluation • Future Funding

14. Proposal Summary • Outlines proposed project and appears at the beginning • Highlights consequences of project, should funding become available • Is not part of the cover letter, but rather a separate page • Definitely be brief – no longer than 2 or 3 paragraphs • Is best prepared after proposal has been developed in order to encompass all key summary points necessary to communicate project’s objectives • Becomes cornerstone of your request • First impressions matter and will be critical to success

15. Show Up as a Credible Organization • Present key data about your organization • Describe organization’s past and present operations • Include: • Brief biography of board members and key staff members • Goals, philosophy, track record with other grantors and any success stories • Any data relevant to grantor agency’s or foundation’s goals and to establish your credibility

16. Problem Statement andNeeds Assessment • This is the key element of a proposal that makes a clear, concise and well-supported statement of the problem. • Based on information about the problem, gained from formal and informal needs assessment in the target or service area • Factual and directly-relevant information is best • Areas to document: • Nature of problem • Provide as much hard evidence as possible • How you realize problem exists? • What is currently being done about it? • Why are you proposing this now? • Beneficiaries • Who are they? How will they benefit? • Social and economic costs to be affected • Remaining alternatives available when funding is exhausted

17. Problem Statementand Needs Assessment (Cont’d) • Show how problems will be solved, what resources needed and how funds will be used • Types of data to include: • Historical, geographic, quantitative, factual, statistical and philosophical information • Studies completed by colleges, and literature searches from public or university libraries • TIP: Local colleges or universities may help find students or faculty to conduct a needs assessment

18. Project Objectives • Program objectives are specific activities in your proposal • Identify all objectives related to goals to be reached and how you plan to reach them • Use comprehensible, realistic and verifiable numbers • TIP: If proposal is funded, stated objectives will probably be used to evaluate program progress, so be realistic

19. Program Methods and Design:Your Plan of Action • Design shows how project is expected to work and solve stated problem • Describe the program: • Activities to occur, along with related resources and staff needed to operate project (inputs) • A flow chart of organizational features of project • Show how parts interrelate, where personnel will be needed and what they are expected to do • Identify the kinds of facilities, transportation and support services required • A diagram of program design to help conceptualize both the scope and detail of the project and addresses • Input (e.g., five social workers) • Throughput (e.g., maintain charts, counsel HIV-positive adults) • Output (e.g., discharging 25 informed adults per week)

20. Project Methods and Design:Your Plan of Action (Cont’d) • Describe the project (cont’d) • Highlights of innovative features which could be considered distinct from other proposals under consideration • Appendices used to provide details including: • supplementary data • references and information requiring in-depth analysis • time tables, work plans, schedules, activities, methodologies • legal papers, personal vitae • letters of support and endorsements • TIP: Appendices provide the proposal reader with immediate access to details, but can detract from its readability, so be careful!

21. Project Budget • Funding levels in Federal assistance programs change yearly. Review appropriations over past several years to project future funding. • Never anticipate that income from grant will be sole support for project. • Exercise restraint in determining inflationary cost projections, but attempt to anticipate possible future increases. • Don’t pad budget line items. • Don’t shortchange budget needs; be realistic, even if you fear agency sticker shock.

22. Project Budget (Cont’d) • Be consistent and realistic: • Salaries in proposal and those of organization should be similar • If new staff persons are being hired, additional space and equipment should be considered, as necessary • If budget calls for equipment purchase, it should be the type allowed by grantor agency • If additional space is rented, increase in insurance should be supported • If matching costs are required, contributions to matching fund should be taken out of budget unless otherwise specified in application instructions

23. Proposal Budget (Cont’d) • Some vulnerable budget areas are: • Utilities • Rental of buildings and equipment • Salary increases • Food, telephones, insurance and transportation • Consider costs associated with leases, evaluation systems, hard/soft match requirements, audits, development, implementation and maintenance of information and accounting systems, and other long-term financial commitments • A well-prepared budget justifies all expenses and is consistent with proposal narrative

24. Evaluation: Product and Process • Product evaluations address expected results, and determines if the project has satisfied its desired objectives • Process evaluations address how project was conducted, and determines the consistency with stated plan of action and effectiveness of various activities within plan • Include an evaluation plan: • Amount of time needed to evaluate • How feedback will be distributed amongproposed staff • Communication schedule for review and comment

25. Evaluation: Product and Process (Cont’d) • Evaluation designs may start at beginning, middle or end of project, but start-up time should be specified. • Evaluation designs should be submitted at start of project for two reasons: • Convincing evaluations require the collection of appropriate data before and during program operations • If evaluation design cannot be prepared at the outset, then a critical review of program design may be advisable • TIP: Federal agencies may require specific evaluation techniques

26. Final Touches • Check, double-check, triple-check • After first or second draft is completed, ask neutral third party to review proposal working draft for continuity, clarity, reasoning and constructive criticism • Draft a cover letter • Neatness • Proposals should be typed, collated, copied and packaged correctly and neatly (according to agency instructions, if any) • Each copy should be inspected to ensure uniformity from cover to cover. Binding may require either clamps or hard covers • Mailing • Ensure enough time for proposals to reach their destinations. Otherwise, coordinate special arrangements with agency project office

27. Maintaining Momentum Success Beyond the First Winner

28. Long-Term Project Planning • Describe a plan for continuing the project beyond grant period and/or availability of other resources necessary to implement project • Include maintenance and future program funding if program is for construction activity • Account for other needed expenditures if programincludes purchase of equipment • TIP: Be realistic, even when you fear funding agency sticker shock

29. Top Tips and Pet Peeves The Subtle Aspects of Winning

30. Top Tips • Do Your Homework • Thoroughly research and understand grantmaker’s basic mission • Make sure your program concept advances grantmaker’s mission • Follow Directions • Agencies and foundations have gone to great pains to provide specific directions for submitting grant requests • Not following directions by omitting key information requires a phone call by the reviewer and wastes their time • Be Concise – more is not better! • Provide a one-page executive summary of your request • Zero-in on your needs in clear, concise context

31. Top Tips (Cont’d) • Clarity Counts • Avoid jargon, high-brow language and concepts; reviewers don’t want to have to re-read your proposal to understand what you really need • Don’t “patchwork” the proposal writing, it leads to lack of clarity • Use the active voice, and plain-spoken, reality-based terms • Pass it through an editor, a proofreader or at least one pair of “fresh” eyes • Spelling and grammar mistakes reflectpoorly on your organization • Passion and good intentions do not make up for a poorly-written document

32. Top Tips (Cont’d) • Demonstrate collaborative efforts • Grantmakers view collaboration as a chance to leverage their dollars to have more impact and reach more people • Practice “truth in asking” • Never tell a budgetary lie: do not double your request in the hopes that you’ll receive half of it • Think “blueprint” • Communicate program goals, a strategy for implementation and benchmarks for success • Show sustainability • Portray your organization as a catalyst rather than as a perpetual benefactor

33. Pet Peeves • Overnight mail – it’s a waste of money • “We are the only ones who do this.” It sounds arrogant, and it’s probably wrong • Tiny type on the application or anywhere else in the proposal. Make it readable to the 40-year-old-plus pair of eyes • Acronyms or jargon unique to your world • Making “artificial” connections with the funder • Bad manners • If you get the money, go out of your way to thank the grantor • If you don’t get the money, go out of your way to thank the grantor and get feedback

34. The Waiting Game • Three words: patience, patience, patience! • Calling the grant agency or foundation • One follow-up call 3-6 weeks post-submission to ensure receipt of your proposal is proactive and diligent • Too many calls post-submission is seen as pushy and overly eager • TIP: Do not make more than one call, unless a funder has specifically given you the go-ahead to do so • Don’t get discouraged!

35. The (Good) Outcomes • A site visit is requested by grantor • You have an 80% chance of getting approved • Prepare thoroughly, look professional and have all supporting documents ready • You’re approved for the grant • Pat yourself and your staff on the back. Celebrate! • Send a thank you letter immediately • Do not begin project until you receiveapproval in writing • Do not spend your organization’s moneybefore receiving promised grant funds • Move on and get moving • Implement your project • Craft plans for the next project, keep building

36. The (Not So Good) Outcomes • Your request is turned down • Don’t take it personally, and don’t dwell on it • Call only if you know that your organization was under consideration and then got rejected – make it brief and be polite • Send a ‘thank you’ note immediately • Move on and get moving • Revise your proposal based on anyfeedback received • Shop your project around to other funders • Resubmit your proposal during next grant cycle

37. Good Luck!