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Strategies For Writing Grants

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Strategies For Writing Grants Strategies For Writing Grants Presentation Transcript

  • “Grant Writing Strategies that Win Funding” www.skills4.org August 2009 update Experience Level Assessment •  This short quiz will help you to Strategies for Writing Grants ! assess your current experience level. •  Don’t worry if you don’t know That Win Funding the answers to some or even all of these questions. After all, we’re Stephen J. Fallon, PhD here to learn together. •  Just answer as best you can from For today’s slide handouts: what you already know. www.skills4.org •  Click on button for Fact Sheets •  First download the file Intro to Grant Writing •  Then go to Links, then click on Steps to Grant Writing (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Learning Objectives Grant Writing Blues? •  This training will familiarize you with •  Grant writing is writing. strategies for writing a winning grant proposal. •  What causes the anxiety? •  The skills you learn will help you to write your own grants, or work more effectively with a grant writer. By the end, you will be able to 1.  Perform an ROI analysis to select best grant target prospects; 2. Divide grant preparation into a working timeline and staff assignments for completion; 3. Adapt language to fit a funder’s stated objectives / assumptions; 4. Update epi data, model proofs, and program plans using a Skeptical Eye framework; 5. Recognize when a narrative strays into common forms of grant •  Tips for moving past the blank page. writing mistakes. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 1
  • “Grant Writing Strategies that Win Funding” www.skills4.org Standard Elements of a Proposal Sections of a Grant Application Section Hints Target population   Use data, and zoom in   Cover Letter Justification of Need   Not just scope, but gaps   Abstract Proposed intervention   Know the model thoroughly   Needs Assessment Work plan (with timeline)   Activities = levels of effort   Organizational History Agency Capacity/History   Relevant and memorable   Program Design Evaluation & Monitoring   Process and outcome data Budget & Justification   Reasonable, and livable   Evaluation Plan   Budget and Budget Narrative   Attachments (If Requested) (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Success Stories & Lessons Learned Case Studies: Victor or Vanquished? •  Target population’s need.   Who can share a story of a grant •  Turn to your handouts. application success that “beat the odds”?   Who will boldly share their story of a hard lesson learned when a grant was not funded? (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 2
  • “Grant Writing Strategies that Win Funding” www.skills4.org Strategies for Researching Funding Trends in Private Grants From 1996-1999 •  # of funders giving at least $50K to AIDS dropped 22%. •  8% expected to decrease AIDS funding further in future. •  # making any AIDS funding at all dropped 21%. •  69% of those who claim HIV/AIDS is an "urgent priority" gave no AIDS grants in the previous year. •  13% of them have never given any AIDS funding at all. •  You’re competing with 18,000 AIDS-related orgs and projects. Philanthropy and AIDS: Assessing the Past, Shaping the Future, Funders Concerned About AIDS, 1999. •  Since 9/11, other societal needs are competing with HIV/AIDS. (c) 2009 Stephen Fallon, Skills4 (c) 2006 Stephen Fallon, Skills4 Trends in Private Grants (cont’d) Performing an ROI Analysis •  Overall foundation giving was $11.3B in 1994. It rose to $22.8B in 1999. (The Foundation Center, Foundation Yearbook 2000). •  HIV/AIDS Funding declined from $37M in 1996 to $28.3M in 1998. Rose in 1999 to $40.7M. •  But increase was directed to international giving. The Foundation Center, Foundation Giving Trends, Update on Priorities, 2000. In Voices from the Field: Remobilizing HIV/ AIDS Philanthropy for the 21st Century. Funders Concerned About AIDS, 2002). (c) 2006 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 3
  • “Grant Writing Strategies that Win Funding” www.skills4.org Pick Like Goldilocks Venn Diagram of Deliverables Asian / P.I. < age 22 (from low income, (mostly recruited Healthy Relationships •  Fair match up? immigrant from H.S. LGBT   5 sessions neighborhoods) student groups)   2 hours each  goes here? •  Rule of thumb: 1 step up at a time. Diagnosed •  Foundation funding  state  MSM LWH region or federal prevention program federal research program. A Pyrrhic victory is a victory with devastating cost to the victor. From: King Pyrrhus of •  Some surprises if you are the perfect Epirus, whose army suffered irreplaceable casualties when he defeated the Romans during niche player. the Pyrrhic War at Heraclea in 280 BC and Asculum in 279 BC. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Case Studies: Victor or Vanquished? •  Need for program. •  Turn to your handouts. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 4
  • “Grant Writing Strategies that Win Funding” www.skills4.org Practice Session: Community and Program Design (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Allowable Costs Definitions: Goals vs. Objectives Basic Cost Guidelines-under Federal Issuances OMB A-87, A-122, A-21 & 48 CFR 31, 45 CFR 74 (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 5
  • “Grant Writing Strategies that Win Funding” www.skills4.org Practice Session (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 What’s in a Name? When to Start: Option 1 A funder issues a Grant RFP released •  RFP : Request For Proposals  •  RFA: Request for Applications Figure out which program/model has best odds of funding  •  GFA: Guidance for Applicants Scramble to learn that program •  RFQ: Request for Quotations  •  ITN: Invitation to Negotiate Figure out where new program could fit in agency (physical space, and responsibilities) •  All just different terms describing ways of inviting ideas to  solve a community problem. Start preparing committee to write grant •  Usually posted 6 weeks before due date. But much < time  if you rely on forwarded announcements. Oops--out of time. •  Go direct to the funding source for immediate notice. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 6
  • “Grant Writing Strategies that Win Funding” www.skills4.org Case Studies: Victor or Vanquished? Don’t Cross ‘Em: Dead-Lines •  Goals and objectives. “One of State's Largest AIDS Clinics Loses Federal Funding” Wayne State University-Detroit Medical Center (DMC) HIV/AIDS •  Turn to your handouts. program will lose out on more than $250,000 in federal funding because its grant application was 55 minutes late. "We had computer problems. We couldn't get the document to print out…” May 1, 2001 “Arkansas Legislators Ask Congressional Delegation to Help on Lost AIDS Grant” The state lost a $725,760 federal grant for medicines for low-income AIDS patients after the state health department failed to meet a deadline to complete an application for the money. September 24, 2001 (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 How Long Does This Take? When to Start: Option 2 •  Community/corporate foundation grant: 10-25 hours Community mapping / clients surveyed •  State grant: 40-60 hours  •  Federal grant (program): 80-100 hours Strategic Plan has laid out program growth goals. •  Federal grant (research): 100+ hours  •  Not including budget, support letters, and packaging (adds Key staff review prevention / care models 5-20 hours!)  Program piloted with volunteers or using •  Can you work on this grant non- administrative time stop, 80 hours for two weeks?  •  Rule of thumb: allow 1 week for Agency history & local needs docs drafted  every 10 hours grant labor needed. RFP released. Tweak docs; describe pilot program. Finished strong & on-time. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 7
  • “Grant Writing Strategies that Win Funding” www.skills4.org Defend Against Lost Points Centralize Key Documents (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Plan Ahead Case Studies: Victor or Vanquished? •  Revise your organizational history •  Program plan. now, before the next RFP. •  Participate in your CPG or planning •  Turn to your handouts. council. Host town hall w/ clients. •  If possible, keep several needs justification drafts on hand (with different target populations) . •  Plan complementary (rather than competitive) collaborations. •  Pilot a small version of a program that interests you. •  Get agency buy in for desired grant project. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 8
  • “Grant Writing Strategies that Win Funding” www.skills4.org Can You Describe It? Sketching Your Program Plan •  Simple “mission.” Let’s create a work plan. •  Work in pairs. •  Remember: when your application is being reviewed, you can’t be there to clarify. •  Hardest lesson in all of life: to be able to imagine the perspective of someone who doesn’t know and feel what you know and feel. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Describing Methods (Activities) EBIs: Prevention Program Models Most fact sheets will list the   Core elements   Key characteristics •  Some will also include recommended staffing or budgets. •  But better than the simple web sheets, write to the model originator/principal investigator. •  Many will write back (but not on short deadline). (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 9
  • “Grant Writing Strategies that Win Funding” www.skills4.org Don’t Force Square Peg, Round Hole Practice Session •  Funding is tighter these days, and interventions are hard to implement. •  Don’t succumb to temptation to choose the easy one. (“Hey, let’s use VOICES/VOCES. We’ll just show videos!”) Make sure it fits target population. •  Don’t fudge the #s with existing groups. Reach out to at-risk. •  Don’t impose without checking first. Target population may not be ready for P.O.L. or PROMISE, for example. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Organizational History 2006 to 2008 •  “Fusion” program for Hispanic MSM and their partners only. •  Drew in truly needy clients: recently out, recent immigrants involved in survival sex; etc. BUT •  $3M agency had committed to a 12.5% cash match grant for this small program. •  After 2 years, agency concluded program was too expensive, gave the grant back and closed the program. •  No other Latino HIV prevention non-profit in county. •  Staff and core group committed to continue program … if funding could be secured somehow. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen J. Fallon, Skills4 © 2009 Skills4, Inc. 10
  • “Grant Writing Strategies that Win Funding” www.skills4.org The Next Chapter: Somos Updating Boilerplates •  Promised community same services in similar location, if funding possible. •  Had just 5 weeks from notice that Fusion was being dropped to  Found corporation (Latinos Salud)  Draft articles, By Laws, P&P.  Assemble B.O.D.  Seek expedited IRS review  Recruit collaborators / linkages  Write state grant application.   Secure strong letter of support from model originator. •  Won state contract, funding allowed launch in January 2009. (c) 2009 Stephen J. Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Letters of Support / Agreement Evaluation We really like agency #1 because We really like it is located on Elm agency #1 because Street. We will it is located on Elm We really like refer clients. Street. We will agency #1 because Signed, Agency X refer clients. it is located on Elm Signed, Agency Y Street. We will refer clients. Signed, Agency Z •  Generic or non-specific loses points. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 11
  • “Grant Writing Strategies that Win Funding” www.skills4.org Best Practices in Evaluation Not Funded? Common Reasons (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Funding Review Assesses Making Sense of Grant Parts If I come to you (we’ve never met before) to ask for a loan so that I can help out someone I know, what would you want to ask me? •  “Who are you?” •  “Who are you planning to help?” •  “Why do they need this money?” •  “What will they do with it?” •  “How will you know they spent it as planned?” (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 12
  • “Grant Writing Strategies that Win Funding” www.skills4.org Make Your Pitch Grant Prospecting •  10 minutes to write 2-3 paragraphs. Answer one of the •  Local DOH (pass-through funding) questions on handout page. •  CDC (direct funding) •  HRSA (Ryan White) •  Have neighbor review with their “clueless” hat on. •  Foundations (local, pharma, insurance, etc.--   Squiggly line under any part check history) that “confuses you.” •  USCM (U.S. Conference of Mayors) •  SAMHSA (Substance Abuse and Mental Health Service Admin, CSAT   Strike-through for any part that and CSAP) seems undoable. •  OMHRC (Office of Minority Health Resource Center)   Stars in margin for phrases, •  AFC (Administration for Children & Families, Compassion Capital) proofs or plans that win you over. •  AHRQ (Agency for Healthcare Research & Quality) •  NIH (National Institutes of Health, research grants) (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 •  Mission creep: Unmanageable expansion of Who Moved My Cheese? services in effort to chase •  Each HIV infection averted saves … easiest funds. ~ $275,000 in lifetime treatment costs. •  Strategic Plan: Or, $385,000 in total medical costs. Holtgrave, DR. Written Testimony on HIV/AIDS Incidence and Prevention For Hearing, U.S Congress, September 16, long-range, board & staff 2008. Citing Holtgrave DR. “Costs and consequences of the US Centers for Disease Control and Prevention’s recommendations for opt-out HIV testing.” PLoS Med. 2007; 4(6):1011- 1018. AND Chen RY, et al. “Distribution of directed blueprint for future health care expenditures for HIV-infected patients.” Clin Infect Dis. 2006;42:1003-1010. AND Schackman BR, et al. “The growth, with evaluation at lifetime costs of current HIV care in the United States.” Med Care. 2006; 44(11):990-997. all phases. •  U.S. prevention programs have prevented ~ 362,000 infections (200,000 - 1,500,000). Cost per infection averted 4x  than treat. •  Integrated care: Holgrave, DR. Testimony, September 16, 2008. AND Holtgrave, DR. "Estimating the Effectiveness and Efficiency of US HIV Prevention Efforts Using Scenario and Cost-effectiveness Analysis." AIDS 2002;16(17);2347-2349. wisely expanding menu of •  CDC funding priority shifts  19%  in HIV prev $ in 5 years. Gorman C. “What Ails the CDC?” TIME, Nov 27, 2006. AND Holtgrave DR. J Urban Health. 2007;84(5):648-52. services to facilitate one- •  42% of 2007 budget went to MSM, though 53% of new HIV cases. stop care. Kaiser Daily HIV/AIDS Report. “Public Health & Education | AP/Google.com Examines Efforts To Reduce Spread of HIV (c) 2009 Stephen Fallon, Skills4 Among MSM.” Aug 12, 2008. (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 13
  • “Grant Writing Strategies that Win Funding” www.skills4.org Mine Rejections, Rotate Renewals Less Pie? Better Writing! •  Policy advocates seek to increase the size of the funding “pie.” •  In the meantime, must work harder to make sure your agency still gets “fed.” •  Expectations for HIV/AIDS funding becoming more complex. •  Agencies / clinics must adapt, or fade away. •  Good news: generally speaking, well-written grant applications are still much more likely to win funding. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Proposal Coordinator/Grant Writer Investing in Grant Writing •  Each section of a grant has a distinct focus: BARRIERS: •  You can have colleagues work on different sections. •  But only one voice should come through in the final narrative. 1.  Grant writing labor intensive on staff, grant writers expensive. •  No cut and paste jobs. 2.  Invest significant time or money for app with no guarantees •  The grant writer is the de facto coordinator: 3.  Staff positions depend upon renewal/replacement funding.   Drafting key sections of the proposal; 4.  Reporting requirements often tedious. BENEFITS:   Tracking narrative pieces needed; •  Most grant awards fund for 3-5 years.   Revising boilerplate org sections; •  Significant funding: $10,000+ for   Adding/updating epi, proof of program, and foundations, $50,000+ for state grants, regional/demographic citations; $200,000-$500,000 for federal grants.   Creating a logical workplan •  Beyond $, funds directly contribute to   Checking budget for red flags. prevention/care mission. (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 © 2009 Skills4, Inc. 14
  • “Grant Writing Strategies that Win Funding” www.skills4.org Only Know What You Tell Me Only Know What You Tell Me (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Only Know What You Tell Me Thank You for Making a Difference! Stephen J. Fallon, Ph.D. President Skills4, Inc. 1712 N. Victoria Park Road Ft. Lauderdale, FL 33305 (c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4 Sfallon@skills4.org © 2009 Skills4, Inc. 15