The document provides an overview of grant writing basics, including the goals of the training which are to learn the fundamentals of resource acquisition, writing effective problem statements and objectives, preparing and submitting proposals, and logic model planning. It then outlines the agenda which covers proposal basics, the planning process, budgeting, and funding sources. Key aspects of understanding grantspeak and the various types of funding sources and proposals are also summarized.

1. GRANTWRITING 101: Writing Successful Grants

2. Goals of Training Participants will learn and understand: The basics of resource acquisition How to write effective problem statements and program outcomes/objectives How to prepare/submit proposals for funding The basics of logic model planning How to research funding sources

3. Grant Writing 101 AGENDA Welcome & Introduction Basic Housekeeping Information Proposal Basics Planning Process Skills Practicing the Skills Budgeting Funding

4. Understanding the Basics of Resource Acquisition The most essential element to remember in grant writing and resource acquisition is diversification of funding streams! It is best to not have all your eggs in one basket especially if the program or agency is completely grant driven. The type of funding source will dictate the type of proposal or approach you take to securing funding. Federal Other State Foundations Local Corporations Investments/ Endowments Private Donors In-kind Volunteers Funding Sources

5. Grantspeak: Learning to speak the language Allowable Cost – a cost for which the grantee may be reimbursed under a grant or contract Award Letter – written notification from the funding agency indicating a project has been funded for how long, and in what amount Block Grants – the grouping of many categorical grant programs into an overall functional area (i.e. first responders, non-profits, disaster agencies) Budget – A plan for financial operation consisting of an estimate of proposed revenue and expenditures for a given period of time and purpose Budget Cycle – The fiscal year (i.e. July 1 – June 30) that is designated by the funding sources as to when they will make grant awards Catalog of Federal Domestic Assistance (CFDA) – Regular publication put out by federal government that lists federal grant and loan programs that are available and accepting applications ( www.cfda.gov )

6. MORE Grantspeak: Demonstration Grant – grant given to test the feasibility of an idea, approach, or program Direct Cost – expenses which can be itemized by categories (i.e. salaries, wages, travel, other) Fringe Benefits – benefits such as life, health insurance, retirement, unemployment compensation that are paid in addition to salary Full Time Equivalent (FTE) – amount of time spent or required in a less than full time activity divided by the amount of time normally spent (based upon 2080 hours for full time service) Goal – general statement of what the project hopes to accomplish, reflecting the long-term desired impact of the project on the target population and any target goals identified in the priority areas of the funding source Grantee – one who receives the funding and administers the grant Grantor – agency or entity which gives the funds to carry out the project Influencing Factors – factors affecting the achievement of outcomes, sometimes referred to as “barriers”

7. Yes, still MORE Grantspeak: Inputs – the resources dedicated to or consumed by the program; usually the first box in the logic model representation of the program Logic Model – Graphic representation of a program detailing the inputs, activities, outputs, and the short-term, intermediate, and long-term outcomes as well as any influencing factors Letter of Support – letter submitted in conjunction with the proposal that demonstrates proven success of the program in the community Matching Funds – cash or “in-kind” support contributed to the project Memorandum of Understanding /Agreement (MOU or MOA) – formalized agreement between entities detailing the nature of the collaboration and support Objectives/Outcomes – sometimes used interchangeably; statement which defines the measurable result the project expects to accomplish Outputs- the quantifiable, credible, and measurable work accomplished through the project (i.e. number of parenting classes taught, number of nights of shelter provided, number of meals delivered) Request for Proposal (RFP)- the solicitation put out by a funding source detailing the criteria by which funding decisions will be made

8. Types of Funding Federal Formula Grant Funding Block funding comes to states For example, funding for HIV/AIDS programs from DoH State agency passes dollars to local providers usually selected through the RFP process or through grant solicitations Federal State Local

9. Types of Funding Federal Discretionary Grant Programs Funds distributed at discretion of federal agencies and awarded on a competitive basis to public and private nonprofit organizations Funding ranges from single awards for research, evaluation, and technical assistance to multi-site awards for program development Congressional Earmarks Hard Earmarks: Congress directs the Federal agency to provide certain funds to specific identified programs. Soft Earmarks: Congress identifies a program and directs the Federal agency to: Evaluate the program Fund the program, if warranted

10. Types of Funding State Funding Programs Specific to the State Passed by legislature to solve specific problem

11. Types of Funding Private Foundation/ Corporation Usually supports specific interests and often prefer direct services Family/Management may dictate use May be managed by bank Large funding base - money from one or many families Typically only fund 501(3)(c) Committed to helping either specific communities or national focus http://classic.cof.org/locator/

12. Types of Proposals Government (Federal, State, Local) Usually a very formal process Detailed Solicited (through a released Request for Proposal - RFP) Usually competitive Specific instructions Specific evaluation criteria No cover letter required but may include as optional

13. Types of Proposals Private / Foundation Usually less formal detail required Can be unsolicited or solicited If no formal RFP, then few instructions given Credibility is the key (establishing a relationship with the funder is important) Can use a cover letter proposal as initial contact Usually limited to the priorities and initiatives of the funder

14. Typical Content in Proposals Sample Government Form (SF 424 or similar) Budget Forms Abstract Objectives / Need Key Staff Results and Benefits Methodology Evaluation Plan Organizational Profile Assurances Attachments Sample Private Cover Letter Summary Introduction Problem Statement Program Description Objectives Approach Evaluation Plan Future/Other Funding Budget Attachments

15. Elements of the Basic Proposal Cover Letter Summary Introduction Problem Statement Goals / Objectives Approach Evaluation Plan Future/Other Funding Budget & Narrative

16. Proposal Basics FOLLOW INSTRUCTIONS – be sure to review the RFP carefully looking for the key criteria that your application will be scored on. Check eligibility for funding to be sure they will accept your application Keep word choice simple & to the point (avoid using terminology that is confusing and specific to your discipline if it cannot be readily explained) No generalizations or assumptions - Don’t assume the reader is familiar with or conversant in your area of service Who says? Who cares? So what? Why? Proposal should reflect a well thought out plan

17. Proposal Basics Minimize adjectives Be honest but don’t self-indict Consider grant reviewers and the knowledge base of those who may review the application Be positive Client-driven (outcomes should be client-focused) Demonstrate your credibility – be sure to include any similar service your agency is already doing, or discuss any similar projects you have administered in the past that will establish your capacity to succeed Check the point Neatness Counts – be sure to proof read!

18. Planning Matrix: Getting Started Identify the Problem Statement which consists of analysis of the nature and extent of the problem or need, and the reasons or causes . Develop Program Objectives and Outcomes that are related to the identified problem Discuss the Approach to be used and how will it help overcome the problem identified in order to positively impact the target population. Discuss how that approach used will help meet the stated goals and objectives for the program. Conduct an Evaluation of the program to determine its effectiveness. Through information obtained through the evaluation changes and alterations can be made to the approach

19. Problem Statement (Needs Assessment) The most important part of the proposal Set the stage for the entire proposal – you should be able to paint a picture of the situation and explain why there is a need Needs Assessment vs. Problem Statement Local foundations and corporations generally require information relating to a needs assessment which focuses on condition in the lives of the clients you wish to change Government and national foundations generally require information relating to problem statement that focuses on a situation that can be related to similar situations in other communities and show the broader implications of the proposed program (National Scope)

20. Problem Statement Basic Requirements Should be related to purpose and goals of the organization – there should be a mission fit (goes to credibility and capacity) Should be specific and clearly defined Supported by valid data (w/sources) and testimony from experts that is timely and credible Should have boundaries Problem should be of reasonable dimensions and realistically achievable Should be understandable and client focused Stated in terms of client needs, and not in terms of needs of your organization. Identify who will benefit from the solution A neighborhood or the entire community A specific market segment Target audience Your organization All of the above Should be solvable (try not to focus on problems that are outside of the scope of your agency or would take longer than the scope of the grant to solve)

21. Problem Statement Provide reasons and causes Demonstrate through local and national statistics and information that there is a problem. Current Research Local Research Anecdotal information Who’s involved Which reasons addressed Identify Consequences Death or serious injury Loss of property Joblessness

22. Problem Statement Personalize the Problem and make it interesting Why should the funder care? Within their area of interest Response to solicitation Have made similar grants Current issue with national or regional attention MAKE IT VERY CLEAR ! “ The problem to be addressed in this proposal is…” The number of deaths caused by drowning in Manatee County The shortage of quality, trained CNA’s available in the workforce The low survival rate of out of hospital cardiac arrests in Sarasota

23. Problem Statement Characteristics of weak problem statements : Focus on your organization Does not communicate what is in it for the funder How does the project relate to their area of interest Focus on hiring staff Not responsive to the RFP Focus on purchasing equipment Language not compelling We desperately need… We do not have … We lack …

24. Problem Statement Characteristics of Strong Problem Statement Focuses on the client or their situation Paints a picture that consequences of not responding are unacceptable to all Effectively documents the need to be met or problems to be solved with proposed funding Problem-focused , not resource-focused Discusses why the community needs targeted resources, rather than discussing the resource or personnel deficits of the agency Clearly links to the proposed goals and objectives and the identified approach to the problem

25. PROBLEM STATEMENT Activity: Write a problem statement related to a program or project that might be implemented through your chapter.

26. Approaches/Project Description Narrative description of what will be done Relates to reasons for the problem Describes Who will be involved & criteria Key staff What will happen When Where How

27. Responds to any special requirements Explains why this approach Provides a timeline Should relate back to the identified problem statement and/or needs assessment A description of how this proposal will differ from what is currently being done to address the problem The program must address a problem in a new way Grants should not just expand on existing human resources Should address project sustainability Project Description

28. Who Who is being served? Specifically identify the target population/area Specify how many people will be reached/affected Who is performing the activity? Who is participating? What Assume reviewer knows little or nothing about your field What is going to occur? Very detailed Your proposal should discuss how the program will address the problem Very specific Project Description

29. Project Description Where: Where exactly will each activity occur? Describe each site if more than one Create a mental picture of the setting When: Year Month Week Time of Day Show timeline

30. Project Description Renewal Grants If this is a continuation request, provide a description of the impact of the prior year’s activities and the reasons for project modifications

31. Project Description Activity In your group, write a description of your program for a grant application.

32. Logic Model Presents a “snapshot” of a program Graphic representation of the program, “theory” or “action” – what it invests, what it does, and what results are achieved Logical chain of if-then relationships If “x” occurs then “y” will occur Why do we need to do this? Helps identify connection between what we do and impact program will have Defines specific outcomes and expectations Provides a common vocabulary and helps in program planning Helps focus on quality and continuous improvement Initiatives -> Outputs -> Outcomes -> Impacts

33. LOGIC MODEL

34. Sample Logic Model Program Evaluation Logic Model: Mysteries Community Clinic Senior Care Program

35. Logic Model Logic Model Exercise 1 Group proposed program Logic Model Exercise 2 Mystery Program Logic Model Exercise 3 Your chapter’s problem and program

36. Objectives Show what you want to achieve Must be measurable Must be achievable Examine how much you can reasonably expect to accomplish in one year Develop a mid- and long-range plan for the project What can you accomplish in 2 years? What can you accomplish in 4 years? Must relate to the problem Must be time bound Must include an outcome objective

37. Goals/ Objectives Outcome Objectives Indicate a positive or negative change Clearly indicate the impact of the project Show what the condition of the problem will be in the future Statement which defines a measurable result the project expects to accomplish GOAL – general statement of what the program hopes to accomplish. Should reflect the long term desired impact of the program on the target population and any target goals required by the funding source

38. Objectives Sample outcome objectives: A decrease in the rate of infant mortality in Adams County to at least the state average of 8.5 per 1,000 births, within the first three years of the Outreach program A 5% increase in the survival rate for cardiac arrest A decrease by 25% in the number of successful burglaries during the three years of the project.

39. Objectives Sample process objectives Train 100 Wilderness and Remote First Aid instructor during the first full fiscal year Increase the number of visits to the Facebook fan page by 50% within three months Increase the number of disaster volunteers 30% by December 31 st

40. Objectives Activity Write three sample outcome objectives for your grant. Write three sample process objectives for your grant.

41. Evaluation Benefits and reason for doing evaluation Include explanation of what will be measured, how it will be measured, and how that information will be used Provides feedback about what worked and what failed for the program Gain insight into effective strategies on how to improve Measures impact the program is making (what about the “problem” has changed) Required by funder

42. Evaluation Two types of evaluation: Outcome (involves assessing the outcome at the conclusion of the program and measures how change that has occurred as a result of the program) Shows what impact you had on problem Helps justify program Process or Formative (involves monitoring the “process,” ensuring activities are completed on time and on target, while the program is ongoing) Tells you if you’re on track Points to improvement

43. Evaluation Flowchart GOAL STATED OBJECTIVE ACTIVITY OUTCOME PERFORMANCE INDICATOR (either quantitative or qualitative)

44. Evaluation Evaluation does not need to be – Expensive Complicated Time consuming Some evaluation is better than none External evaluator is sometimes seen as more objective than internal Evaluator should be qualified Evaluation plan should be meaningful, related to goals and objectives, and be an honest examination of program

45. Evaluation Activity In your group, begin to document a plan to evaluate the program your chapter has developed.

46. Organizational Capacity Mission & History Capacity to administer Similar experience Accomplishments Role in community Who is served How served Outside endorsements Letters of Support Memorandums of Understanding/ Agreement

47. Organizational Capacity/ Credibility Awards Active participation and contributions to the field positively viewed Fiscal Accountability Staff Credibility Qualifications are more than degrees Board, key volunteers Funding sources

48. Summary/Executive Summary Section by itself that summarizes the proposal Can be one paragraph to one full page in length Identifies applicant and helps establish credibility Identifies the problem to be addressed Identifies the goals and objectives to be achieved Identifies the approach to help achieve success Identifies how the program will be evaluated Evaluation of this grant will be addressed in the major objectives of the program that are identifiable, measurable, quantifiable, and time-phased Evaluation results will be used to improve program for next year Identifies the resources needed to achieve success ( budget ) Total cost of project is …, we expect other funds in the amount of … and are requesting …for …

49. Letters of Support Collaboration is important! How will you work with other agencies in the community to develop and implement the program? Do Get letters from agencies who will be involved Get letters early Have letters state level of involvement with the proposal and program implementation Don’t Have them all say the same thing Have them only complement the program Memorandum of Understanding A more formal agreement between agencies that explicitly outlines the roles and responsibilities of each for the proposed project Be sure it is signed and dated

50. Budget Identifies cost of response to problem Tied to project description and approach to justify the need for each budget item Clearly shows how costs are calculated and contains only essential expenses Shows what you are contributing In-kind Volunteer Cash-match Address project sustainability If the project is successful, how will you continue the project after funding has ended?

51. Budget Budget Narrative Include only if requested by funder Narrative is the link between budget and approach Link staff to approach Explain consultants rather than staff Explain all travel Explain indirect costs

52. Cover Letter Important for private funding Short letter Sentence about project title and amount Two sentence description about approach Sentence about credibility Sentence about contacting

54. Proposal Process Some factors are beyond applicants’ control Control the factors you can Make the application as strong as possible Eliminate all possible weaknesses Be positive

55. Proposal Problems Common mistakes Sloppy writing, spelling errors Not following directions Waiting until last minute Irritating reviewers Waiving red flags

56. Proposal Problems Improving your writing Purchase a style book like Stunk & White’s Elements of Style Take a writing or grammar course Have a strong writer critique your proposal

57. Proposal Problems Not following directions Wrong number of copies Stapling copies Missing deadlines Wrong signatures Using outdated forms Sending unwanted attachments Deviating from format Missing signatures

58. Proposal Problems Waiting until last minute Inadequate planning Proposal not logical Forget crucial elements Problems with collaboration Trust of the funder

59. Proposal Problems Irritating Reviewers Not following directions - precisely Applications can be turned down if they do not meet the agency’s requirements Flowery language that means nothing Appending “filler” material Providing too much information Gearing only to money

60. Proposal Problems Red Flag Warnings Padding the budget Computers and related equipment Unjustified travel “ Miscellaneous” budget category Exceptionally high consultant costs Vehicle

61. Strong Proposals Compelling problem Innovative approach Clearly written Have someone not involved with the project review and proofread the grant Beware of acronyms – they may be confusing to the reviewer Well organized, complete Thorough research Credible organization Exemplary Grant Proposal

62. So You Got the Grant Now that you have been notified of the award, what should you do? Conduct pre-implementation meetings Clearly define roles for each staff person/participant Contact communities or agencies that have successfully implemented a similar project: What ‘best practices’ can be included in current program? Schedule monthly or weekly meetings during the implementation phase Ensure that goals, objectives, and performance measures clearly understood by all who are implementing (including partners) Document all activity Keep strong financial records and all receipts

63. Finding Out What Is Available Investigate Internet Periodicals Library Seminars

64. Internet - Websites The Grantsmanship Center - www.tgci.com The Foundation Center - www.fdncenter.org GuideStar.org – www.guidestar.org GrantsNet - http://www.os.dhhs.gov/grants/index.shtml The Federal Register - http://www.gpoaccess.gov/fr/index.html Grants.gov – http://grants.gov/Index Council on Foundations – http:// classic.cof.org /locator/ Grants Information Collection – http://grants.library.wisc.edu/organizations/newsletters.html

65. Periodicals The Chronicle of Philanthropy – www.philanthropy.com TGCI Magazine – http://www.tgci.com/magazine.shtml The Charity Navigator – http://www.charitynavigator.org

66. Library Foundation Directory Ohio Grants Guide Grant Writing Books

67. Seminars The Grantsmanship Center The Grant Institute Foundation Seminars Non-Profit Resource Center

68. Final Notes If you are funded, administer it responsibly Your grant history will follow you If you don’t get the grant, ask for reviewers’ comments – written or over the phone Use the information to strengthen future applications