This is our 5 th year of Grantmaking ----The HCF has adopted 3 Funding Priorities they are: Safety Net Health Care, Mental Health, and Healthy Lifestyles. During the first four years of grantmaking the HCF has provided approximately 70 million dollars to fund projects that seek to improve access to healthcare of those uninsured, and underserved living in our service area. --Our goal is to provide you with the necessary information so that you will leave this session with a clear understanding of the RFP process as well as where to turn to for further information and support. --We believe your presence here today is important because we are constantly learning ways to improve the process and there is always new information to provide you with that we hope will be helpful as you begin the RFP process.
Our Target Population is the Uninsured and Underserved in our service area.
Foundation Defined Grants Include those that are based on the Foundation’s determination of need. They are solicited through a Request for Proposals (RFP) which that is posted on the Foundation’s website and announced through other media at various times during the year. Requests for 1 to 3 year grants will be accepted. In order to receive a multi-year grant the organization must make a case for the requested grant period, explaining why success of the proposed project requires the implementation period identified. Applicants that receive multi-year awards will be ineligible during the grant period for additional HCF FDG awards in support of the same project. However they may apply for HCF ADG toward the project during the grant period. And they will be eligible to seek ADGs and FDGs for other projects. However, Universities & Hospitals have a limit of 2 applications per each RFP area… In an effort to be as Transparent & Fair as Possible we bring in Outside Reviewers to review the requests and make recommendations---that is why it is crucial that you SELL yourselves on paper. There is no cap on amount requested …you just need to provide a strong rationale for it…It needs to make sense.
Ultimately the goal of the Mental Health RFP is to provide support to programs, projects and services that improve access to effective mental health care and improve overall mental health status of those that are indigent and underserved.
There are three steps in the Safety Net RFP process: The first step required of organizations seeking grants is to submit a Letter of Intent . Although previously the letter of intent was optional the letter of Intent is and has been mandatory for the last couple of years. We will go into what the letter of intent package includes in the next slide. The second step in the RFP process includes submitting the proposal narrative document . The proposal narrative document is what most people think about when we talk about a formal proposal. We will offer more details about the proposal narrative later on. The third and final step in the RFP process includes the grant review by staff and outside reviewers, the recommendations and the approval process which we will describe in more detail later in the presentation.
This slide shows our HCF Home page. We have highlighted the Grant information section of the site because that is what you will select to get to the online application .
This slide shows our HCF Home page. We have highlighted the Grant information section of the site because that is what you will select to get to the online application .
Remind everyone that they will find all this information in the RFP. Some folks will have brought a copy that they printed from the Web site. Review components of Narrative and point values. Proposal Narrative : Most of what we ask for in the Proposal Narrative document is unchanged. An Abstract should appear at the beginning of your Narrative Document. Refer to the example on screen and within the RFP document. Abstract -1 to 2 paragraphs ( up to 130 words) that summarize the program or project, highlighting the need or problem to be addressed, grant purpose and amount requested, the primary project activities, what grant dollars will be spent on and major outcomes. Probably easiest to write it after the Narrative is complete. Don’t try to read the example shown in the colored dialog box. You’ll find it and another example in the RFP.
Keep in mind that those who will be reviewing your proposal are from outside the Kansas City area and do not know your organization nor its reputation; therefore, the history and overview of your organization is your opportunity to convey your successes and to make the case for why your organization is the right one to implement this project. If you are submitting a request for an existing program, include information of the program’s past outcomes and lessons learned If you are applying for more than one year of funding, it is imperative to explain why the success of the proposed project requires multi-year funding. Technical Tips for Electronic Submission : You may begin an application using the following link: https://www.GrantRequest.com/SID_679?SA=SNA&FID=35010 If you have saved an application, you may return to it using this link: https://www.GrantRequest.com/SID_679?SA=AM *IMPORTANT* – If you plan on saving an application and returning to finish it later, be sure to EXIT COMPLETELY OUT OF YOUR INTERNET BROWSER. If you save your application, but leave the internet browser open and then try to return to your application, it will not reflect any updated data you may have input. Exiting out of the internet browser will refresh your data so that your application will be up-to-date the next time you access it.
HCF places a high emphasis on evaluation at all levels. Just as we, as a foundation, have an obligation to evaluate our role and contributions in our service area, we also have an obligation to ensure that the individual grants we give—be it a $10,000 or a $500,000 grant—are well evaluated. The purpose of evaluation is two-fold; to help an organization assess and/or improve a particular program, and provide HCF information to assess our own performance and react accordingly.
The following guidelines may be informative for grantees thinking about their program evaluation and outcomes: Data should help determine program success however that is defined by an organization. Focus on collecting data that are useful for you. What information helps you to determine what worked, what didn’t work, what needs a modification or a change? If you aren’t planning on using the data yourself, it probably isn’t worth the time and effort spent collecting it. Grantees should be realistic regarding what they hope to accomplish giving the duration of the grants. For many, it is unlikely that long term behavior change will occur over the course of the project. Given that, what are reasonable short term outcomes? Think about what you hope to accomplish over the time period and how that might be measured. For example, it is unlikely that a one-year grant to increase fresh vegetables provided at food banks would change weight or body mass index (BMI). However, it may be able to increase access, and consumption of such foods, which in the long term may indeed lead to such outcomes. Outcomes chosen should be appropriate for your activities and make sense for your particular project. A project on self-management of diabetes would likely focus on increasing knowledge and/or monitoring key outcomes such as blood sugar and A1C levels, but would not need to collect information on psychological well-being. Many projects collect information and report a score related to overall patient satisfaction. It may be more helpful to understand not simply whether clients are satisfied, but instead ask about particular program attributes, such as quality of care, ease of access, etc. That information allows one to understand what particular aspects could be improved, as opposed to just producing a numerical score. Sometimes less is more. While some programs may lend themselves to extensive evaluation and data collection efforts, some may not. In fact, if one measure is sufficient to provide the relevant information, it is not necessary to collect data simply to collect data. A program which provides short term medical assistance, such as prescription assistance or other durable medical goods, may focus on tracking the demographics of the clients they serve and the services that they provide. One would not expect this program to necessarily change behavior, nor would it necessarily be feasible to track these clients over a sufficient period of time. Focus on lessons learned. HCF is particularly interested in lessons learned from projects and how we can share such information with grantees. Thus, if a project didn’t accomplish all it had hoped, understanding the barriers to success is critical and important information to collect. Reporting on unintended consequences, whether positive or negative, is also an important part of the process.
First, how much to ask for? An org may ask for up to 50-75% of project, and no more than 50% of its entire organizational/annual budget. It is important to use the correct budget worksheet. There are two versions available one for the 1 year and another with the Multi-Year format. You will need to complete the summary worksheet as well as a worksheet for each year in the grant period. A complete budget narrative explains all items entered on the spreadsheet, including those that represent non-HCF grant income and expense.
The next two slides are examples of completed Budget worksheets . The First is a Yearly budget worksheets for each year of the grant request. The Yearly Budget in our example will include 3 worksheets one for each year of the grant. These individual worksheets will provide more detailed information and a breakdown of monies from “other funders” and other in-kind resources. The yearly budget is also used often by Outside Reviewers when they decide not to fund a multi-year request but instead perhaps only one or two years of the total request. The yearly breakdown is helpful when trying to figure out how much they will fund Other Direct Expense: (transportation, professional development, consultant fees, etc.) Indirect Expense (rent, utilities, cost of running an organization, etc.) Should not exceed 10% of your Sub-Total.
The slide we are looking at offers an example of a 3 year Grant Request. For multi-year grants we are asking that you include: First : a Budget Worksheet that includes an Overview of the Budget for the total cost of the program. The Grant Budget Overview: provides information about the total revenues and expenses including requests from “HCF” ,“Other funders” and in-kind resources.
Make your Budget Narrative as specific as possible and delineate how HCF funds will be used. For salary coverage, please include the % FTE and amount of each position HCF is being asked to fund. The Budget Narrative explains the salary expense charged to the HCF grant requested and it lists the types of equipment to be purchased with $2,000 of HCF grant funds. It refers the reader to a separate page that lists per item prices of the equipment to be purchased. It also discusses funds from other sources, any in-kind donation(s), and the expenses charged to the various fund sources.
If your organization does not have certain required documents in an electronic file (e.g.- IRS 990 form) and does not have the capacity to scan the document in order to upload it, simply upload a Word document that states that your organization cannot send these documents electronically and will be sending them via USPS instead.
The Health Care Foundation believes that organizations of all types, sizes and ages can make important contributions to its mission. Therefore, HCF offers some services to very small organizations— generally , those with annual budgets less than $500,000—and newly formed organizations that may not yet have reached a point where annual audits are cost-effective. These services are as shown, technical assistance with developing applications for funding and fiscal agent services for organizations that do not have annual independent audits. We invite organizations who believe they need and qualify for these types of assistance to contact us to explore their eligibility and the process of obtaining the services.
Please don’t give out personal info, such as board phone numbers and addresses
2009 Mental Health Pre-Proposal Powerpoint Presentation ...
February 17 & 18, 2009 Pre-Proposal Conference Mental Health RFP
Overview ● HCF Mission, Grantmaking and Other Information ● The Mental Health RFP ● The Application Components and Key Dates ● The Online Application Process
3 MISSION Provide leadership, advocacy and resources that eliminate barriers to quality health for uninsured and underserved in our service area.
Service Area ● Kansas City, MO ● Cass, Jackson and Lafayette counties in Missouri ● Allen, Johnson and Wyandotte counties in Kansas
Foundation Defined Grants <ul><li>Based on Foundation’s determination of need: </li></ul><ul><ul><li>Healthy Lifestyles </li></ul></ul><ul><ul><li>Mental Health </li></ul></ul><ul><ul><li>Safety Net Health Care </li></ul></ul><ul><li>Request for Proposals </li></ul><ul><li>1 to 3 year Grants accepted </li></ul><ul><li>1 proposal per RFP (2 for universities and hospitals) allowed as lead organization </li></ul><ul><li>Reviewed by staff & outside reviewers – recommended to program committee – final approval by Board </li></ul>6
Mental Health RFP <ul><li>To provide support for programs, projects and services that improve access to effective mental health care and improve overall mental health status of individuals and communities who are indigent and underserved. </li></ul><ul><li>Areas of Emphasis </li></ul><ul><li>(across the lifespan) </li></ul><ul><ul><li>Depression </li></ul></ul><ul><ul><li>Co-Occurring Disorders </li></ul></ul><ul><ul><li>Domestic Violence and Child Abuse </li></ul></ul>
Mental Health RFP Process <ul><li>Letter of Intent ( MANDATORY) </li></ul><ul><li>March 25, 2009 </li></ul><ul><li>2. Full Narrative Proposal </li></ul><ul><li>April 29, 2009 </li></ul><ul><li>3. HCF Board Review/Approval </li></ul><ul><li>July 23, 2009 </li></ul>All proposals should be submitted electronically
<ul><li>Exceptions </li></ul><ul><li>Organizations that lack the IT capacity necessary for electronic submission may submit hard copy requests. Guidelines are found in the Mental Health RFP. </li></ul><ul><li>Assistance is available to those organizations that would like to submit electronically but lack the IT capacity. This can be arranged through HCF. </li></ul>
Letter of Intent (LOI) <ul><li>Includes the following information : </li></ul><ul><li>Electronic Application Form: </li></ul><ul><ul><li>Organization Profile </li></ul></ul><ul><ul><li>Contact Information </li></ul></ul><ul><ul><li>Project Summary </li></ul></ul><ul><li>Attachments (Upload): </li></ul><ul><ul><li>Letter of Intent Template: </li></ul></ul><ul><ul><li>Need or Case Statement that discusses the problem or need to be addressed by your project or program. </li></ul></ul><ul><ul><li>Grant Purpose Statement that explains the project/program that the proposed grant will fund, followed by a brief description of project/program activities. </li></ul></ul><ul><ul><li>Amount of Funding to be requested and the proposed grant period. </li></ul></ul><ul><ul><li>IRS Determination Letter </li></ul></ul><ul><li>If submitting a hard copy, submit the original and four copies of the LOI and cover page. </li></ul>
Acknowledgements <ul><li>After Submitting the LOI Applicants will receive: </li></ul><ul><li>An automated e-mail indicating the application was received & you should proceed with full proposal. </li></ul><ul><li>Electronic link to access your application. Application can be accessed easily using this link – Save it . </li></ul>
Letter of Intent Due: March 25, 2009 By 5:00 p.m.
STEP 2: FULL PROPOSAL Due: April 29, 2009 by 5:00pm
2 . Full Proposal =Online Application + Proposal Narrative & Attachments <ul><li>The proposal narrative Includes the following </li></ul><ul><li>information: </li></ul><ul><li>A. Abstract - Not to exceed 250 words ( e.g.’s can be found on website) </li></ul><ul><li>B. Problem or Need Statement (20 pts) </li></ul><ul><li>C. Project Overview (70 pts) </li></ul><ul><li>Diversity Statement (10 pts) </li></ul><ul><li>E. Proposal attachments: Budget Worksheet & Narrative, Letters of Commitment, Fiscal Agent or Sponsor. </li></ul><ul><li>If Submitting by hard copy, will need to complete a cover page and submit four copies of it plus the Proposal Narrative, but only one copy of most recent IRS Letter of Determination, IRS 990 & Audit </li></ul>
Project Overview <ul><li>Includes the following information : </li></ul><ul><ul><li>Brief history of organization including current programs & services. </li></ul></ul><ul><ul><li>Fit with proposed project. </li></ul></ul><ul><ul><li>2. Target population/communities </li></ul></ul><ul><ul><li>Proposed project activities </li></ul></ul><ul><ul><li>Outcomes evaluation (Logic Model & Outcomes Measurement Framework-optional) </li></ul></ul><ul><ul><li>Staffing & capacity </li></ul></ul><ul><ul><li>Collaboration </li></ul></ul><ul><ul><li>Sustainability </li></ul></ul><ul><ul><li>Rationale for multi-year funding </li></ul></ul>
Goals of Evaluation ● Purpose is to assess or improve a particular program. In other words, how will you know if your program is successful? ● How will you use the data you collect ? If it is only to report to HCF, it probably isn’t the right data.
Grantees should consider the following: ● Be realistic about what you hope to accomplish ● Outcomes should make sense for a particular project ● Focus on lessons learned--what worked and what didn’t
PROGRAM LOGIC MODELS and OUTCOME MEASUREMENT FRAMEWORKS (encouraged, but not required)
A. Budget Worksheet(s) & Narrative <ul><li>Budget Worksheet - Excel Templates found on our website: </li></ul><ul><ul><li>1 Year Grants </li></ul></ul><ul><ul><li>Multi-Year Grants </li></ul></ul><ul><li>Budget Narrative - Word Document created by applicant </li></ul><ul><ul><li>Detailed explanation of each line item for 1-year and multi-year grants. </li></ul></ul>
Budget Narrative (example) <ul><li>Net Revenue : </li></ul><ul><li>We are asking for funds from the Foundation in the amount of $150,000 over three years. Funding from other sources include $20,000 from “X” Foundation and $30,000 from the Health Department. In-kind monies/equipment included contributions valued at $5,000 from the Health Department. </li></ul><ul><li>Expenses: </li></ul><ul><li>Salaries for three positions (Program Director, Coordinator and a full-time RN) will be $165,000. Responsibilities will include the coordination of all program activities and collaboration with school personnel and the health department. Benefits and taxes are based on 35%. </li></ul><ul><li>Equipment : </li></ul><ul><li>Equipment necessary for the Fit for Life component is itemized on a separate sheet and include: 1 Bike, 2 body mass monitors, computer. </li></ul><ul><li>Supplies : </li></ul><ul><li>Office supplies, 4 balls, 6 jump ropes, 4 pedometers. </li></ul><ul><li>Indirect Expenses : </li></ul><ul><li>Foundation will pay no more that 10% of the direct expense sub-total. </li></ul>
B. Supporting Documents <ul><li>Non-Profit Applicant Organizations </li></ul><ul><ul><li>Certificate of incorporation </li></ul></ul><ul><ul><li>IRS non-profit determination letter </li></ul></ul><ul><ul><li>Most recent IRS 990 Report (copy of nonprofit tax return) </li></ul></ul><ul><ul><li>Most recent audit </li></ul></ul><ul><ul><li>Roster of Board of Directors w/ demographic composition related to race, ethnicity & gender </li></ul></ul><ul><ul><li>Current Board-approved operating budget </li></ul></ul><ul><li>Organization that will carry out fiscal management : </li></ul><ul><ul><li>Certificate of Incorporation </li></ul></ul><ul><ul><li>IRS non-profit determination letter </li></ul></ul><ul><ul><li>Most recent IRS 990 Report </li></ul></ul><ul><ul><li>Most recent financial audit </li></ul></ul><ul><li>For governmental entities that are the applicant or fiscal sponsor . </li></ul><ul><ul><li>Enabling statute/legislation or official description of the entity’s responsibility or purpose </li></ul></ul><ul><ul><li>Most recent financial audit </li></ul></ul><ul><ul><li>List of elected and/or appointed officials who oversee the entity’s performance (not required of fiscal sponsor) </li></ul></ul>
Proposal Attachments <ul><li>Letters of Commitment </li></ul>
Letters of Commitment <ul><li>Each organization that will receive a portion of the grant funds must provide a Letter of Commitment on the organization’s official letterhead. </li></ul><ul><li>The letter must state the organization’s commitment to the project, indicate the specific role it will fulfill, and state its share of the grant proceeds. </li></ul><ul><li>In-kind resources also require a Letter of Commitment (e.g. the value —salary and benefit expense—of staff time contributed to the project, the value of office space, equipment or training that is donated, or the value of volunteer time or other forms of direct or indirect support such as the cost of utilities and supplies. </li></ul>
<ul><li>HCF Grant Support Services </li></ul><ul><li>Small organizations may apply for assistance as follows: </li></ul><ul><li>No-Fee Grant Writing Technical Assistance (up to 8 hours) from members of the TA Cadre. </li></ul><ul><li>No Fee Fiscal Agent Services for Organizations without annual financial audits. </li></ul>
Grant Approval Process <ul><li>Staff review of applications </li></ul><ul><li>-Upon Receipt of Full Proposal with All Required Supporting </li></ul><ul><li>Documents. </li></ul><ul><li>-Conduct Due Diligence as requested by Outside Reviewers </li></ul><ul><li>Outside Reviewers </li></ul><ul><li>-Propose slate of recommendations </li></ul><ul><li>Program Committee review and recommendations </li></ul><ul><li>- July 14, 2009 </li></ul><ul><li>Final Board Approval and Grant Award Announcements </li></ul><ul><li>- July 23, 2009 </li></ul>
All grant proposals, financial information and other reports submitted to HCF are subject to public review and consideration .
Key Dates <ul><li>Letter of Intent Due: March 25, 2009 ( by 5:00 PM) </li></ul><ul><li>Full Proposal Due: April 29, 2009 </li></ul><ul><li> ( by 5:00 PM ) </li></ul><ul><li>Grant Awards Announced: July 23, 2009 </li></ul>
CONTACT Mary McEniry Program Officer Health Care Foundation of Greater Kansas City 2700 East 18th Street, Suite 220 Kansas City, MO 64127 [email_address] Ph: 816.241.7006 Fax: 816.241.7005 www.healthcare4kc.org