Applying for Grants & Contracts

1. Applying for Grants & Contracts Tina Tah, RN & Jan Atencio, RN Diabetes Program Albuquerque Area Indian Health Service

2. Goals & Objectives • Processes for applying for grants • Outline the grant application process • Grant forms • Identify general required grant forms • Overview of relevant agencies • Identify resources to support grant • Identify reporting agencies • How to apply • Outline the application process with timelines

3. Processes for Applying for Grants

4. Purpose of Grant • “Ideal for improvement” in the community • A Proposal Writing Guide (insert) • Provide guidelines and standards for the initiative (grant project): • Outline of the proposal • Identify problem(s) to be addressed by the grant • Identify outcome(s)

5. Purpose (Process of applying) • Description of present status of: • Resources available • Utilization of resources • Resource evaluation • Description of future needs: • Resource deficiencies • New requirements • Priorities for program changes

6. Purpose (Process of applying) • Seek out appropriate/available grant(s) - internet searches, state agencies, etc • Identify application requirements of grant/contract • Use A Proposal Writing Guide to complete outline • Develop a checklist to complete application process • Include timelines to meet deadline dates of grant • Contact resource programs to assist

7. Purpose (Process of applying) • Contact programs/individuals/others to support the grant project (other community programs) • Set up a brainstorming session to generate ideas • Develop collaborative working relationships and commitment from local entities to work on grant • Will likely need “letters of support” – start on generating contacts to form work group • Is this research??????

8. Community Assessment • Date of last community assessment • Community assessment includes: • Demographic variables • Social environment • Cultural environment • Health status indicators • Community resources

9. Community Assessment (con’t) • Health needs of individual communities identified • Program plans • Goals and objectives • Staff education • Staff assignments

10. Availability of Resources • Internet • E-mail • Computers • Professional texts • Journals • Local programs, state programs, universities/ colleges, other research projects

11. What to do with results? • Formulate written findings and recommendations • Share with workgroup • Share with local Service Unit or Governing Body • Share with staff • Use as a guide for program goals and objectives for processing/applying for grant • Use as a guide for budget formulations

12. Who should be a part of project? • Community Programs (Tribal Programs, community members- public advocacy group, other programs, federal/state programs) • Leaders in Community (Tribal Leaders, Elders, etc) • Staff • Program planning workgroups

13. Example: Process of Applying • Special Diabetes Programs for Indians (SDPI) funding for Noncompetitive Grants • Application Kit clearing outlines: “How to Apply” • Use of checklist to assure that all application requirements are met • Identify timeline of due dates to meet the grant application process • Clarify concerns or grant requirement issues – ascertain that your program is eligible for grant

14. Grant Forms

15. Grant Forms • Grant Application • Identify all application requirements to meet the grant/contract • Insert: Designing Successful Grant Proposals • Read through the “request for proposal”/application kit/contract outline – make a list of items with corresponding timeline • Identify all reporting forms outlined in grant • Get copies of these forms: financial reporting forms, award letter, file so you can have access to these forms

16. How to use the required forms • What are the forms? • Who needs the forms? • Why are they needed? • How are they completed? • ANSWER THESE QUESTIONS FOR ALL FORMS

17. Example: Grant Forms • Special Diabetes Programs for Indians (SDPI) funding for Noncompetitive Grants • Standard Form 424 – Budget Information • Once this information is completed by the Grant Coordinator ----- it must be shared with the Finance Officer/department to provide guidance & direction on how these funds are justified. • Also, provides coordination between the Grant Coordinator & Finance to completes FSRs, financial reports as needed.

18. Overview of Relevant Agencies

19. Type of Relevant Agencies • Identify resources (agencies) to support grant • Grant requirements – data, collaborative entities to help meet objectives • Those agencies that will help meet grant requirements • Identify reporting agencies • Grant Required reports – who gets these reports • Financial reports, annual reports, quarterly reports • Who are the contact agencies for these reports

20. Example: • Special Diabetes Programs for Indians (SDPI) funding for Noncompetitive Grants • Identify agencies to help meet the grant requirements • Identify agencies that may already have resources. “Don’t re-invent the wheel” • Many PHN Programs have community profiles/ assessments that outline needs in the community • Other community reports – OEH, Tribal Courts, etc….

21. Example: Relevant Agencies • Special Diabetes Programs for Indians (SDPI) funding for Noncompetitive Grants • Identify funding agency/source – Special Congressional Appropriations (reports) • Identify reporting agencies • Financial reporting entities: Grants Management Office, Payment Management System, other local financial reporting entities. • Programmatic reporting entities: Grants Management Office and local diabetes program

22. How to Apply

23. How to Apply • Review the grant application/ request for proposal • List of items needed to complete application process • Letter of intent - Fulfill other requirements • Support letters - Identification of Need • Results of community assessment(s) • Use information to provide baseline data for need • Reflect needs of community and other programs • Identify measurable objectives that will be evaluated • Coordinate work groups

24. How to Apply • Checklist: due dates of application requirements • Coordinate work group & assignments • Support Letters: Meet with entities to provide support letters and set reasonable deadline dates (couple days prior to application due date) • Review grant eligibility requirements • Review deadline date & reporting requirements

25. How to Apply - Proposed Grant Plan • What is being measured? • Can improvement be demonstrated? • Is there interdisciplinary collaboration? • Is information obtained shared with appropriate entities? • Is there an evaluation of this plan? • Is it possible to make a difference in quality, cost, satisfaction, etc?

26. How to Apply • Goals and Objectives grant program • Review and make assignments • Outline approved by executive committee • Identify actual practice at present & • Identify areas for improvements • Available staff/ resources/ community resources to meet need for coordination

27. How to Apply • Maternal Child Health • Adolescent Health • Diabetes • Behavioral Health • Other……..

28. How to Apply • Letter of intent & submission of application • Notification of selection – • Dates of Grant/Contract application/ proposal plans submission due date • Supportive Documentation • Support letters • Letters of intent

29. How to Apply • Applicant(s)’ responsibility • Workgroup responsibility • Communication • Budget responsibility • Supplies needed • Equipment needed • Outcome(s) – goal & objectives of program

30. Questions???? Thanks for your attention Albuquerque Diabetes Program