8B1: Government Grants: Crapshoot or Shoe-in?

1. 8B1: Government Grants: Crapshoot or Shoe-in? Presenters: Jeanne Conklin, USEPA; Neil Gilles & Frank Rogers, Cacapon Institute

2. Do you approach government grant applications as an RFP crapshoot? Or do you build on past performance to position your organization to receive not only competitive grants but also contractor fees, discretionary funds, technical assistance, and indirect support? Presenting your organization's core passions as cornerstone issues in government programs will bring ever increasing interest and higher scores in the competitive grant arena. Additionally, we will discuss what administrative systems you must have in place to manage Federal funds. Soon, agency decision makers will start wondering how they ever got by without you, and you will be a shoe-in for funding!

3. The Crap Shoot Competing for Large Federal Grants A Tragedy in Three Acts Names not mentioned to protect the innocent.

4. Crap Shoot Act 1 – The Beginning (2003) • Begin developing concept on subject of national importance • Find potential funding source – large national research grant • Build strong, diverse, multi-institutional team • Flesh out concept

5. Crap Shoot Act 2 – The Proposal (2004) • Research, write, rewrite the proposal – many hundreds of hours over several months • Submit proposal –21 copies, 140+ pages each

6. Time passes

7. Receive reviews • Consensus review: • Clear and highly relevant to program needs • Reviewers approved of the thoroughness of the approach • In top 16 out of 100 proposals received – rated High Priority • But not selected, only 7 funded. • They had a few suggestions to make the next proposal stronger.

8. Time passes

9. Crap Shoot Act 3 – The Resubmittal (2005) • 9 months later the next RFP comes out • Pull team back together • Try to remember what we did • Rework proposal • Respond to reviewer comments – one month, lots of hours • Resubmit proposal – 21 copies, 140+ pages each.

10. Time passes

11. Receive reviews • One reviewer says: • Adequately addresses all previous reviewer comments • Proposed research very important and timely • Unique in its breadth of investigations • Widely applicable • Highly qualified and diverse team • High priority research • So we got the grant, right?

12. No • Another reviewer said: • This is really an assessment program not research • A better and much stronger linkage to agriculture needed • Reviewers in 2004 found proposal highly relevant to program needs – I came to a different conclusion • West Virginia or EPA should fund it, not us. • Based on this review our rating dropped to Medium Priority. They funded 14 out of 180 applications.

13. Its not always that bad, but proposals in response to big Federal RFPs have common elements: • Large amount of preparation time and large upfront costs • Lots of competition for a few awards • Reviewer preferences and knowledge unknown and unknowable • Programs often change from year to year.

14. There are other models: • Seek smaller federal grants • Seek grants from state and local governments • Develop relationships with state and local government and other non profits that lead to funding through grants and contracts.

15. Small Federal Grants • There may be a lot of competition but a larger percentage of applicants are funded • Paperwork and concept development requirements less challenging • For example: USEPA Environmental Education Grants • 319 NPS Funding – lots of $$. • Available for streams listed as impaired • Not available for unlisted streams • Managed by the states • Every state manages these $$ differently.

16. Find the intersection of your mission and expertise, and the needs of local and state government. Why? Agencies are often plugged into funding sources that NGOs are not.

17. Find the intersection of your mission and expertise, and the needs of local and state government. • How: • Build relationships with agencies by working with them on committees or projects • As your capabilities become clear to agency personnel, this may lead to contracts or grants for support activities that serve both your and government missions.

18. Resources TechSoup Stock connects nonprofits with donated and discounted technology products. Choose from over 240 products from 25 providers including Cisco, Microsoft, Quicken, Symantec, Adobe, and Lotus. Techsoupstock.org

19. Federal Grants 101: Applying for and Managing an Assistance Agreement Jeanne Conklin May 2006

20. As Reported by the Office of Management and Budget • FY05 • 611,814 discretionary grants • 1000 Federal Grant programs • 18% Federal Budget • $450 Billion $$$$

21. Grants are created by Congress • They represent the will of the people • Grants improve the quality of life.

22. EPA Mission is to protect human health and safeguard the natural environment - air, water, land - upon which life depends.

23. Grant Award Activity Summary (includes all grant transactions involving funds) FY1997-FY2003

24. With Great Power Comes Great Responsibility

25. What does the government want? • Good return on investment (ROI) • Worthwhile performance targets • High probability of success • Environmental improvement • Information about results Grants are not give-aways – they are investments

26. What does the applicant want? • Money • Support for a worthwhile project • Start-up funds to test a new idea • Jobs • Lower risk for people & the environment • Build a sustainable future • Others?

27. Before you start • Know your competition: Review funding history – who’s been funded and for what type of projects? • Know your strengths and weaknesses. What’s your track record? What weaknesses have been identified in past proposals? • Know the current issues facing awarding agency

28. Find Grant Opportunities • Start your search for Federal government-wide grant opportunities and register to receive automatic email notifications of new grant opportunities as they are posted to the site by clicking the Find Grant Opportunities tab at the top of the page.

34. Basics of Proposal Writing • Are you an eligible entity? • Don’t expect reviewers to “read into” your proposal. Carefully read the Request for Proposals! • Can you meet the proposal deadline? • Don’t assume any knowledge by reviewers.

35. Basics of Proposal Writing • Your write-up must address each and every award criterion. • Have an objective third party review your proposal, but don’t be lured into having your proposal written by a consultant. You must “own” your proposal.

36. Basics of Proposal Writing • Can you do the work you are proposing? • Does your original idea meet the criteria of the grant program?

37. Tips on Writing a Grant Proposal • Proposal Summary • Outlines the project, possibly write this after you have developed the proposal

38. Tips on Writing a Grant Proposal • Introduce your organization • Be concise, specific and credible!

39. Technical qualifications and management plan • Project leader – education, skills, training, experience, and role in the grant project. Be specific! • Accountability and mgmt. oversight. How will you assure the project stays on track? • Lessons learned from previous awards. • Proven track record?

40. Technical qualifications (continued) • How does the new project build on existing knowledge base, resources, experience? • Get commitments from key personnel. • Get commitments from third parties whose support you need. • Do your homework!

41. Need and Approach • What environmental issue will you address? • How serious is the problem? • What outcome do you expect? • How will you approach the problem? • Step by step progression • Subtasks with interim deliverables • Link budget to sub-tasks

42. Need and Approach • What are the environmental and human health benefits? • What are your needs for coordinating or consulting with third parties and how will you do this? • Will third parties benefit from this project? Do you foresee problems in gaining their support?

43. Need and Approach • What are your key outputs? Deliverables? Goals? • What obstacles do you expect? How will you overcome them? • How will you measure success?

44. Need and Approach • Is the time line reasonable/feasible? • Do the steps follow a logical progression? • How will you know if you’re on track or veering off track? • Interim deliverables? Final deliverables?

45. Benefits, Sustainability,Transferability • Why do these issues matter so much to the Feds? • GPRA • Competing program priorities (We need examples of success to market continuation of program) • Budget cuts • Focus on accountability and program results

46. Benefits, Sustainability, Transferability • Will this project continue to benefit your organization after funding is finished? • Benefits to other organizations? (Multiplier effect) • How could this project serve as a model? • What plans for sharing results? • Limited or broad application? • Will this project build organizational or community infrastructure and capacity? • Is the project self-sustaining? • Future partnership possibilities?

47. Project Evaluation • It is important to define carefully and exactly how success will be determined. Applicants should ask themselves what they expect to be different once the project is complete

48. The Proposal Budget • Your budget is an estimate. Still, you may not exceed the total amount for the grant. Do not feel you must spend the money to the penny

49. The Proposal Budget • The numbers should be specific. Rounding an item to nearest thousand dollars does not inspire confidence. It also suggests you have not done much work preparing the budget.

50. The Proposal Budget • Budget Detail - Personnel: Salaries and Wages • 1. enter the number of persons at the same salary and same job. 2. enter the title of the position. • 3. enter the full monthly salary for that position. Do this whether the position is full-time or part-time. Enter the percentage time that this person will be working on your project. Then, enter the number of months this person will be employed during the grant period.