Project planning Making applications Anne Pearson, Robertson Trust

1. Project planning Making applications Anne Pearson, Robertson Trust Jean Robertson, Scottish Borders Council Evelyn Boyd, Big Lottery Fund

2. Good planning = Good application “The key to a successful project is in the planning.” “Often project planning is ignored in favour of getting on with the job. However, many people fail to realise the value of a project plan in saving time, money and many problems….. …….and achieving successful funding applications! Source: Projectsmart.co.uk

3. Planning your project • proportionate to size of your project • ‘plan first’, as a separate document to your funding applications – then complete each application from your plan • think about the aims of your funders as you plan

4. Step by step 1. Your organisation - An outline of: • how you are set up (your governance) • your group’s aims • what you do now • your skills and track record • the people you work with

5. Step by step 2. Your project– (the piece of work you want to deliver). Need - describe: • what you have done so far to establish needs • who you have consulted • what you have learned from consulting • the types of people you will work with • how the needs you have identified affect their lives

6. Step by step 3. Outcomes -(change or difference you want to make) • change or difference you want to make to the lives of people. • reason why you are doing the project. • think about what you want the ‘after picture’ to look like. • what will be improved, reduced, enhanced…?

7. Step by step 4. Project delivery - (what will you actually do?) Describe the specific activities, services or facilities you will deliver to achieve your outcomes – step by step. Include: • when you will start and finish the project • a timescale for the stages in between • who will be involved • how many people will benefit • where it will take place • how it will be managed

8. Step by step 5. Resources - (the things or budget you need to support the delivery) • looking at your activity plan, list everything you will need to deliver it. • be accurate – include your treasurer in discussions – make sure it adds up • research your costs, base on quotes/estimates where possible. • salaries – include related costs e.g. N.I. Pension • capital projects – remember professional and statutory fees – contingency if eligible plus VAT • list any assumptions you have made to justify your costs

9. Step by step 6. Funding package -(how will you fund this work?) • own cash • in-kind (where in-kind can be linked directly to listed project costs) • funders (who are you applying to? for how much? status of application?).

10. Step by step 7. Marketing/promotion/publicity - (how will you let people know about your project and how they can get involved)? • who are your target audience? • what different methods will you use to reach them? • how often will you communicate?

11. Step by step 8. Monitoring & Evaluation -(What have you achieved, what did you plan to achieve and how do you know whether you have achieved it?) Monitoring:(collecting information and keeping track of the project). • how many sessions, how many people, locations etc… Evaluation: (have you achieved your outcomes)? Helps you to: • learn from the project • asses the effectiveness of a piece of work • highlight whether your project is moving steadily and successfully towards achieving what it set out to do (its outcomes) or whether it is moving in a different direction! • celebrate and build on successes - as well as learn from what has not worked so well.

12. Any Questions ???

13. Hints and tips to make your application stronger

14. Hints and tips Start preparing as early as possible Check eligibility of organisation, activity and costs Make sure your contact details are correct and they are available! Remember all funds are different Read the guidance.

15. Hints and tips Explain clearly what you want to do Make sure you know your name and that it’s the same as your constitution and other documents Use sources of help and if unsure about anything don’t be scared to ask Ask for the amount of money and length of time you need.

16. Hints and tips Check you have included any additional documentation required Check and recheck before sending application Get someone else to read over your application.

17. 5 reasons why applications fail • The applicant is not eligible to apply • Project isn’t explained clearly • The budget is unconvincing and unrealistic • The applicant misses the deadline • The form is incomplete or illegible.

18. 5 reasons why applications succeed • The need for activity is strongly evidenced • The applicant has a relationship with the funder • The funder can see what they are getting for their money • The application fits the criteria, outcomes and priorities. • The applicant has a track record and monitoring procedures are in place.

19. Evidencing need • Statistics – relevant to your project • Gap in provision • Existing provision doesn’t meet demand • Think about need and demand • Evidence from current or previous activity – successes and lessons learned

20. Sources of help • CVS or third sector interface • Local authority funding officer • Websites • Funders themselves • www.scotlandfundersforum.org.uk

21. Funding intergenerational activity • Big Lottery Fund • Robertson Trust • Lloyds TSB Foundation • Comic Relief • Creative Scotland • Age Scotland