Seek grants when trying to solve a problem that will improve the lives of peoples.


Organize and Plan - before searching for funds!

Write a prep statement.  A prep statement should answer the following (one sentence each)

  1. What condition, problem, and need will the proposal address?
  2. What improvements will be made?
  3. What will your organization do to make the improvements?
  4. How will success of the project be determined?
  5. How will it be continued if it is successful?
  6. How much is it likely to cost?

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Grant provider is a partner in your project/program. Keep them informed! Especially if delays occur!

Grants and Foundations

Preparation for the Grant Proposal

The following is taken from Grant Writing workbook available from our Resource Center, # 320.1800. This resource includes worksheets to help you compose and evaluations forms to help you asses the strength of your grant proposal. Contact the office to borrow this resource.

Plan and Organize

  • Always review the RFP/grant applications, then follow the instructions.
  • Organize background materials
    • Mission Statement
    • Organization Description
    • Organization History
    • Organization Chart
    • Articles of Incorporation
    • 501(c)(3) certification
    • Board of Directors membership list
    • Statement of organizational  capability
    • Biographical sketches of key personnel
    • Position descriptions of key personnel
    • Map of target service area
    • Demographics of target population
    • Copy of most recent audit
  • Organize Grant Writing Team
    • Expert - program person
    • Project manager
    • Writer
    • Researcher
    • Go-to person (admin)

The Need Statement

The Need Statement always focuses on the problems and needs of the people you intend to serve.

  • Review the RFP
  • Describe the conditions underlying the problem
  • Describe the problems generated by the conditions
  • Describe the needs created by the problems (e.g. what will it take to change the conditions and solve the problem)
  • Describe the key concepts underlying your proposal (concepts for success - empowerment, inclusion, etc)

Goals and Objectives

The Goals and Objectives always refer to the results you intend to achieve for the people you intend to serve.

  • Review the RFP
  • Review your Need Statement
  • Determine what your Goals are and draft Goal statements. Goals are "end statements"; e.g. broad statements about the conditions will be at the end of the project (should not start with "To provide")
  • Determine your objectives to accomplish the Goals. Objectives describe:
    • what you are trying to change
    • who will be directly affected by the change
    • direction of change (increase or decrease)
    • how much change you plan to achieve
    • when will the change occur (e.g. within 18 months)
  • Double check you Goal and Objective statements against your Need Statement

Methodology

Methodologies that connect affected organizations and people are more likely to produce the results you want to achieve.

  • Review the RFP.
  • Briefly describe the target population.
  • Describe your partners.
  • Describe "the technology". In this case, not computer technology but a set of skills, body of knowledge and/or areas of your expertise.
  • Delineate tasks for each Objective. How you will achieve the goals?
  • Determine the sequence of the tasks.
  • Determine the timing of tasks.
  • Determine personnel needs
  • Determine other resource needs (equipment, facility, manual, licenses, etc)
  • Map out your plan for managing the tasks
  • Describe involvement of the target population
  • Explain what is innovative about your project (even if it is just a new program from another area, it may just be new to your community)
  • Sustainability - how likely will your program be converted to a "regular program" or reproduced in other areas
  • Develop a timetable
  • Formulate a plan for managing the project
  • Check against Goals and Objectives

Evaluation Plan

Evaluate both the process and the outcome

  • Review the RFP
  • Analyze the Proposal
    • Are needs and/or problems clearly and completely defined?
    • Do the Goals and Objectives adequately address the need of problems?
    • Are the Objectives clear? Do they meet the standards?
    • Does the Methodology include all tasks associated with the Objectives?
    • Are the tasks realistic? Doable?
    • Is your timetable realistic?
  • Clarify who will be using the results of the evaluations (your organization, project staff, participants, funding source, partners)
  • Develop a series of questions that you and other interested parties want answered.
  • Identify what information is needed to answer the questions (e.g. evaluation indicators/measures)
  • Decide on basic evaluation design (e.g. quantitative and/or qualitative)
  • Devise data collection strategy (surveys, interviews, counts, records, etc)
  • Describe analytical methods
  • Describe reporting and use
  • Determine responsibilities
  • Ask expert to review your plan

Budget Plan

The Budget Plan must reflect your best estimate of what is required to finance the project - nothing more and nothing less.

  • Review the RFP
  • Estimate the direct expenses of the project
  • Obtain you organization's indirect rate, if any, and show it in the budget
  • Develop your budget narrative
  • Plan future funding
  • Determine what costs will be donated by your organization or you partners
  • Determine and document sources of expected revenues, including the grant for which you are applying
  • Review you Budget Plan in light of the Methodology and other factors
  • Ask a budget expert to review your work and suggest improvements

Continuation Plan

Plan for project continuation as carefully as you do for project initiation.

  • Review the RFP
  • Describe you plans for continuing the project
  • Identify commitments to continue the project
  • Describe your organization's record and experience in converting past projects into ongoing programs

Wrapping up the Proposal

Introduction

Introduction is usually 1-3 pages. Developing it requires six steps:

  1. Review the RFP
  2. Describe your organization's mission, goals, etc.
  3. Describe your organization's history (accomplishments)
  4. Describe your target population, programs and service capacity
  5. Describe your qualifications
  6. Identify your partners and their qualifications

Summary

The summary is 1 page or less. This is your chance to brag. Remember to use positive active voice in the language (This project will ...) Developing it requires six steps:

  1. Briefly describe your organization
  2. Describe the need or problem 
  3. Describe how the proposal addresses the problems and needs
  4. Indicate what results are anticipated
  5. State the budget for the project
  6. Briefly describe how the project will be continued after the grant expires

Build in extra time to deal with unexpected events

  • Review the RFP to make sure all elements are covered and instructions for submission.
  • Consolidate the draft components into a single document
  • Spell check the entire proposal
  • Paginate the proposal -
    • Font: Times New Roman, 12pt
    • Spacing 1.5 - double spacing
    • Margins: 1" top, bottom, left & right
    • Number all pages (page x of y) - even if it is handwritten
    • Left-justified
  • Assemble and label the appendices
    • Mission Statement
    • Organization Description
    • Organization History
    • Organization Chart
    • Articles of Incorporation
    • 501(c)(3) certification
    • Board of Directors membership list
    • Statement of organizational  capability
    • Biographical sketches of key personnel
    • Position descriptions of key personnel
    • Map of target service area
    • Demographics of target population
    • Copy of most recent audit
  • Prepare a Table of Contents
  • Forward your proposal to the technical review(s) you identified in your work plan
  • Make necessary changes and distribute the draft to your project partners for their review
  • Make necessary changes and prepare the grant signature documents
  • Run a clean copy, single sided, and forward it to those responsible for obtaining signatures
  • Compile a final, compete proposal and make the required number of photocopies.
  • Prepare the copies for submittal
  • Review the RFP one last time to make sure you understood the submittal instructions, then submit your proposal
  • Distribute copies of the proposal to your partners and others involved in its development
  • Prepare for question and answer session with the funding source.

Other Resources

Tips for completing grant applications:

Online Resources

Research Resources

Books

Cahlan Kathleen, Projects That Matter

A PROJECT responds
CONDITIONS by gathering
RESOURCES that support
ACTIVITIES that produce
RESULTS that have an
IMPACT on people and a
RATIONAL says why.

Carlson, M. Winning Grants Step by Step

Hal, M. Getting Funded: A Complete Guide to Proposal Writing

Kiritz, N. J. Program Planning & Proposal Writing

Burke, Smith N. and Works, E. G. The Complete Book of Grant Writing

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