Preparing Successful Funding Proposals January 2005

1. Preparing Successful Funding Proposals January 2005 Megan K. Riebe Director of Development, WSU Extension Director, Washington State 4-H Foundation

2. What is a Proposal? • A written document requesting funding • A portrait of you and your organization • A description of the problem or need • A contract A proposal is a program representation and a plan

3. Measure Twice, Cut OnceOtherwise Known as Pre-Planning “In baiting a mousetrap with cheese, always leave room for the mouse.” -- Saki

4. Know Thy Self (Attribution: Inscription on the Oracle of Apollo at Delphi, Greece, 6th century B.C.) • What are the mission and strategic goals of your organization? • What is special or unique about your organization? • Who is your community/constituency and what are its characteristics? • How does your organization serve this community?

5. Know Thy Self“Grasp the subject, the words will follow.” --Cato the Elder (234 BC - 149 BC) • Why is it important that your organization serve the community in the way it does? • Why should your organization be supported? • Who should support your organization?

6. Know Thy Project “Lack of money is no obstacle. Lack of an idea is an obstacle.” -- Ken Hakuta

7. Know Thy Project • Can you write a two- or three- sentence summary of the project? • What is the problem you are trying to solve? • What is your general strategy for solving the problem? • Why do you need this funding to solve this problem? • Why is your organization the best one to do this work?

8. Know Thy Project • How will this project further the mission and strategic goals of your organization? • How will this project make a difference to the community you serve? • If you actually get the money, do you have the people, time, resources and motivation to carry out this project? “Money often costs too much.” -- Ralph Waldo Emerson

9. Writing Exercise #1 Briefly answer the previous set of questions for your organization or project. 15-20 minutes

10. Show Me the Money!! “The use of money is all the advantage there is in having it.” -- Benjamin Franklin

11. Types of Funding Sources • Public • Governments – local to federal • Private • Corporations • Private Foundations • Individuals • Community Groups/Service Clubs

12. The World of Philanthropic Giving We are a giving nation: 2003 = $240 BILLION • Individuals • Corporations • Private Foundations • Bequests QUIZ: Guess the percentages…

15. 250 200 150 100 50 0 1962 1967 1972 1977 1982 1987 1992 1997 2002 Current dollars Inflation-adjusted dollars Inflation-adjusted dollars during recessions TOTAL GIVING, 1962-2002 ($ in Billions) Source: AAFRC Trust for Philanthropy/Giving USA 2003

16. GIVING BY FOUNDATIONS, 1962-2002 • The Foundation Center estimated $26.90 billion for grantmaking in 2002 by independent, community, and operating foundations. This is a drop of 1.2 percent (-2.7 percent adjusted for inflation). • Despite the fact that 2002 was the third straight year of overall decline in stock prices—and hence of the value of endowments held by many foundations—foundation giving showed very little change from the $27.22 billion granted in 2001. • The Foundation Center summarized four trends important to foundation grantmaking in 2002: 1) Giving by newly active foundations brought additional resources to the field. 2) A continuing high level of new gifts and bequests from donors to existing foundations reduced losses to foundation endowments despite stock market performance. 3) Payment of commitments made after the September 11, 2001, attacks boosted overall foundation payments. 4) Many foundations made an effort to maintain stable levels of giving—or at least to limit reductions—in the face of government funding cutbacks. Source: AAFRC Trust for Philanthropy/Giving USA 2003

17. 26.90 15.60 13.92 11.08 9.31 8.61 7.54 8.64 5.89 5.94 4.17 5.88 3.16 Current dollars 2.00 2.00 1.40 0.70 Inflation-adjusted dollars 1962 1967 1972 1977 1982 1987 1992 1997 2002 GIVING BY FOUNDATIONS, 1962-2002 ($ in Billions) Source: AAFRC Trust for Philanthropy/Giving USA 2003

18. 909,574 865,096 819,008 773,934 733,790 692,524 654,186 626,225 599,575 575,690 1993 1994 1995 1996 1997 1998 1999 2000 2002 2001 THE NUMBER OF 501(c)(3) ORGANIZATIONS, 1993-2002 Source: AAFRC Trust for Philanthropy/Giving USA 2003

19. The World of Private Foundations • Private (Family/Independent) • Community • Corporate

20. Research “No student knows his subject: the most he knows is where and how to find out the things he does not know.” -- Woodrow Wilson

21. Private Foundation Information Sources • Electronic Resources • Internet • Publications – Cooperating Collections • Periodicals • Networking • Grantor’s Guidelines

22. MID-COLUMBIA LIBRARYReference Department1620 South Union StreetKennewick, WA 99336(509) 783-7878 KING COUNTY LIBRARY SYSTEMRedmond Regional LibraryNonprofit & Philanthropy Resource Center15990 NE 85thRedmond, WA 98052(425) 885-1861 SEATTLE PUBLIC LIBRARYThe Fundraising Resource Center1000 4th AveSeattle, WA 98104(206) 386-4636 SPOKANE PUBLIC LIBRARYFunding Information Center906 W. Main Ave.Spokane, WA 99201(509) 444-5300 TACOMA LIBRARYUniversity of Washington1900 Commerce St.Tacoma, WA 98403-3100(253) 692-4440 WENATCHEE VALLEY COLLEGEJohn A. Brown LibraryFunding Information Center1300 Fifth StreetWenatchee, WA 98807(509) 664-2520

23. What to Research • Commitment to Your Funding Needs • Geographic Limitations • Fields of Interest • Types of Support • Size of Awards • Funding History • Special Population Groups Funded • Matching or Cost Sharing Requirements • Application Deadlines and Procedures • Rules of Engagement

24. The Initial Approach • Personal Visit • Phone Call • Letter of Inquiry • Project Summary • Full Proposal

25. Writing (and rewriting….and rewriting….and rewriting…..) “Your manuscript is both good and original, but the part that is good is not original, and the part that is original is not good.” -- Samuel Johnson

26. Follow the Guidelines! “Traffic signals in New York are just rough guidelines.” -- David Letterman (1947 - ) If you don’t fit their Guidelines, don’t send them a proposal!!

27. Components of a Proposal Prior to the Narrative Letter of Transmittal • Accompanies the proposal document • Written in first person • Addressed to a person with title • Single spaced, business letter style • Ideally limited to one page • Not a summary – hands document from one person to another

28. Components of a Proposal Prior to the Narrative Cover Sheet • Data page • Title of project • Contact information • Dates of project activity • Total project cost • Amount requested • Signatures(s)

29. Components of a Proposal Prior to the Narrative Title Page • Recommend always having one • Four things on it: • Name or title of project • Organization it is being submitted to • Submitted by • Date of submission

30. Components of a Proposal Prior to the Narrative Table of Contents • Necessary if proposal is over 2-3 pages • Follow guidelines/requirements • List of figures • List of tables/graphs • Attachments

31. Components of a Proposal Prior to the Narrative Summary or Abstract • Begins the narrative section • Project dictates if it is needed • Keep it short and concise – ½ page • Summarize entire focus, don’t restate every point • Include amount requested • Gain the reader’s attention!

32. Components of a Proposal Narrative Section Introduction • Introduce organization • History and background • Mission, vision and philosophy • Population group served • Geographic area served • Overview of programs • Focus of the project

33. Components of a Proposal Narrative Section Need or Problem Statement • Definition of the condition or situation you want to change • Relate needs to people • Make this very clear • Prove the need exists - support with facts/statistics • Leave no doubt in the reader’s mind that a real problem exists • Motivate the reader to read further If the reader leaves this section without understanding the need fully and clearly, you are in trouble!

34. Components of a Proposal Narrative Section Need or Problem Statement Writing Assignment: Prepare a need statement suitable for becoming the basis for a funding request for your organization. 20 minutes writing, 10 minutes discussion

35. Components of a Proposal Narrative Section Objectives • What we will do to meet the need or solve the problem • Measurable within the life of the project Four Types: • Product • Program • Performance • Behavioral

36. Components of a Proposal Narrative Section Methods or Procedures • How we will accomplish our objectives Tip: Restate the need/problem in each section to create flow

37. Components of a Proposal Narrative Section • Impact Statement • Rationale • Sustainability/Future Funding – how will you continue this work after the grant funds are gone?

38. Components of a Proposal Narrative Section OR Attachment • Organizational Structure • Staffing Plan • Project Timeline & Milestones • PERT, GANTT • Facilities Description

39. Components of a Proposal Narrative Section OR Attachment Evaluation • Formative - forward • Summative – looking back • Impact - beyond • Anticedent – peripheral, i.e. model programs

40. Components of a Proposal Narrative Section OR Attachment Budget • Clear and easy to read • Provide justification • Project dictates presentation

41. Attachments or Appendices • Information you want reviewers to access, but will not distract them while reading the narrative • Don’t include anything you do not reference in the narrative • Include only information that reinforces the basic arguments contained in the narrative

42. Commonly Required Attachments • IRS 501 ( c ) ( 3 ) Letter • Listing of Board Members • Audited Financial Statements • Operating Budget • Project Budget • Listing of Other Funding Sources for the Project • Letters of Support • Documentation of Partnerships

43. Writing Tips Writing Exercise: Editing Proposal Content “You become a good writer just as you become a good joiner: by planing down your sentences.”   -- Anatole France

44. Out the door!! “No more prizes for predicting rain. Prizes only for building arks.” -- Anonymous

45. Proposal Submission “A professional is a person who can do his best at a time when he doesn't particularly feel like it.” --Alistair Cooke

46. Follow-up with the granting agency “One ungrateful man does an injury to all who stand in need of aid.”    -- Publilius Syrus

47. Evaluation of the process “Insanity is doing the same thing over and over again, but expecting different results.” -- Rita Mae Brown

48. Now what do I do?? “I have never been lost but I was bewildered once for three days.” -- Daniel Boone • Submit the same proposal idea to other agencies. • Develop new proposal ideas for this same agency.

49. Final Pearls of Wisdom “Do not cast your pearls before swine.” -- Matthew 7:6 • People give to people – It’s all about relationships • Proposal development is a process • Make a fit between the problem and proposal • Be aware of differences of opinion in professional fields • Demonstrate competency and success • Be creative and positive!

50. Evaluations, Please!!