Grant Writing and Management - Indiana · Indiana Grant Watch ... –Engage key project personnel...

GRANT WRITING AND MANAGEMENT

Laura Berry, ICADV Executive Director

Jessica Marcum Jacobs, ICADV Program Coordinator

Welcome!

Evansville Campus

Lindsay Hill Stawick, Youth Program Manager

Fort Wayne Campus

Tracey Horth Krueger, CEO

Funding Opportunities

Proposal Development

Grant Research &

Writing

Post Award Compliance

Learning Objectives

Identifying Funding Opportunities ■ Funding Sources for Victim Service Programs Handout

■ Proposals Writing Websites Handout

■ Indiana Philanthropy Alliance

– https://www.inphilanthropy.org/

■ Grant Station

– https://grantstation.com/

■ Indiana Grant Watch

– https://indiana.grantwatch.com

■ Center for Nonprofit Excellence

– www.thecne.org

■ Grant Select: The Practical Online Grant Resource

– www.grantselect.com

Identifying Funding Opportunities

■ Research the funder to ensure your program is applying for

the funding opportunity that best meets your vision.

■ Programs should approach the funder as an investor.

■ Why is your mission important to the investor?

■ How much will it cost?

■ Why this investor?

■ Why is your program the expert?

■ What is the return on investment?

Funding Opportunities

Proposal Development

Grant Research &

Writing

Post Award Compliance

Proposal Preparation

■ Read the RFP carefully!

– Eligibility

– How to apply

– When to apply

– Project period

– Formula or project grant

– Allowable/non-allowable costs

– Application requirements

– Report requirements

Proposal Preparation – Team Approach

■ The initial steps to identifying and applying for

funding opportunities are often the most important.

– Act quickly! Often the turnaround time on grants is

30-45 days.

– Engage key project personnel in the proposal

preparation process within 7-10 days of the RFP

release.

Proposal Preparation

■ Proposal preparation key personnel may include:

– Fiscal staff, program staff, administrative staff, research staff, evaluation/review staff.

■ Determine the program’s financial and programmatic need.

■ Determine the overall scope of the project.

■ Assign tasks and firm deadlines for the proposal’s submission.

Funding Opportunities

Proposal Development

Grant Research &

Writing

Post Award Compliance

Research and Writing Tips

■ Need for project/funding is clearly establish

using data and research.

■ Communication should be clear and

concise.

■ Use universal language

– Don’t assume that the reviewer knows

anything about the program/project.

■ Don’t allow the reviewer to draw too many

conclusions.

■ Pay attention to word/character counts.

■ Review proposals before submission.

Common Grant Proposal Categories

■ Abstract or Summary

■ Introduction or Agency Overview

■ Problem Statement or Needs Statement

■ Problem Analysis

■ SMART Goals/Objectives/Outcomes

■ Logic Models

■ Budget/ Budget Narrative

Abstract or Summary

■ The proposal summary or abstract clearly and concisely summarizes

the request. Often the summary or abstract appears at the beginning

of the proposal, but isn’t prepared until you have completed the

proposal.

■ Remember the following points:

– It may be all that is read

– It will probably be the first thing read

– It should frame your proposal

Introduction or Agency Overview

■ The introduction or agency overview describes the agency’s

qualifications or “credibility”. The introduction is the section in which

you describe your agency’s qualifications as an applicant.

■ The introduction or agency overview should include:

– When, how and why your organization was started

– The mission, philosophy and goals of your organizations

– Major programs, projects and accomplishments of the

organization.

– Awards, certifications, etc. your organization has received

Problem Statement and Problem Analysis ■ The problem statement and analysis documents the needs to be met

or problems to be solved by the proposed project.

■ The problem statement and analysis is considered the most critical part of your proposal. It represents the reason behind the proposal.

■ The problem statement and analysis should:

– Clearly relate to the purposes and goals of your organization

– Supported by evidence drawn from your experience, statistics, or research from credible authorities

– Reasonable in dimension

– Stated in terms of clients or constituents, rather than the needs or problems of your organization

■ Stats America

– http://www.statsamerica.org/uscp/default.aspx

■ Stats Indiana

– http://www.stats.indiana.edu/

■ US Census Bureau

– https://www.census.gov/

■ Bureau of Justice Statistics

– https://bjs.gov/

■ Centers for Disease Control and Injury Prevention

– https://www.cdc.gov/violenceprevention/

■ Office for Victims of Crime

– https://www.ovc.gov/

Resources

■ National Resources Center on Domestic Violence

– http://www.nrcdv.org/

■ National Sexual Violence Resource Center

– http://www.nsvrc.org/resources

■ National Network to End Domestic Violence

– http://nnedv.org/

■ Futures Without Violence

– https://www.futureswithoutviolence.org/

■ Community Needs Assessment Toolbox – Resources

– http://icadv5.wixsite.com/icadv-cna-toolbox/secondary-data

Resources

■ Department of Justice: Office on Violence Against Women

– www.justice.gov/ovw

■ Office for Victims of Crime

– www.ovc.gov

■ Health and Human Service

– www.hhs.gov

Resources

Funding Opportunities

Proposal Development

Grant Research &

Writing

Post Award Compliance

Visions

Missions

Goals

Objectives

Activities

Outcomes Understanding

the relationships

between…

Visions

■ Vision: An aspirational

description of what an

organization would like to

achieve or accomplish in

the mid-term or long-term

future.

Mission

■ A written declaration of an organization's core

purpose and focus that normally remains

unchanged over time.

Goals

■ An observable and

measurable end result

having one or more

objectives to be achieved

within a more or less fixed

timeframe.

Objectives

■ Establish the benefits of the

project in measurable terms.

Program objectives are the

“outcomes” of your activities

and should not be confused

with the activities themselves.

Activities

■ Describe the actions to be

employed to achieve the desired

results. The Activities (methods,

procedures, or strategies)

describe the steps to be taken

and should flow from the

objectives.

Outcome

■ Determination and evaluation of

an activity, plan, or program in

comparison to the intended or

projected results.

Objectives / Activities/ Outcomes

Specific

■ Objectives should provide the “who” and “what” of program activities.

■ Use only one action verb since objectives with more than one verb

imply that more than one activity or behavior is being measured.

■ Avoid verbs that may have vague meanings to describe intended

outcomes (e.g. “understand” or “know”) since it may prove difficult to

measure them. Instead, use verbs that document action (e.g., “At the

end of the session, the students will list three concerns...”)

■ Remember, the greater the specificity, the greater the measurability.

Measurable: ■ The focus is on “how much” change is expected.

■ Objectives should quantify the amount of change expected.

It is impossible to determine whether objectives have been

met unless they can be measured.

■ The objective provides a reference point from which a

change in the target population can clearly be measured.

Achievable

■ Objectives should be attainable within a given time

frame and with available program resources.

Realistic ■ Objectives are most useful when they accurately

address the scope of the problem and programmatic

steps that can be implemented within a specific time

frame.

■ Objectives that do not directly relate to the program

goal will not help toward achieving the goal.

Time-phased

■ Objectives should provide a time frame indicating when

the objective will be measured or a time by which the

objective will be met.

■ Including a time frame in the objectives helps in planning

and evaluating the program.

1. Of the law enforcement officers trained, 75% will “agree” or “strongly agree” that the training improved their knowledge and ability to serve survivors of crime.

OUTCOME

2. ICADV works for the prevention and elimination of domestic violence – until the violence ends.

MISSION

3. ICADV’s Training and Legal Resource project will improve the system response to domestic violence through homicide reduction strategies, training, and legal assistance.

GOAL

4. By September 30, 2018, up to 300 victims of domestic violence, stalking, dating violence, and/or human trafficking will receive legal advocacy, assistance, and/or representation from VOCA project staff.

OBJECTIVE

5. ICADV pursues a vision where all people engage in healthy relationships characterized by the mutual sharing of resources, responsibilities and affection; where youth are nurtured with those expectations; and where all people are supported within a society committed to equality in relationships and equity in opportunity as fundamental human rights.

VISION

6. ICADV will continue to establish contracts with satellite attorneys throughout Indiana to provide pro bono legal advocacy/representation to survivors. ICADV will compensate the satellite attorneys at a reduced fee.

ACTIVITY

Exercise 1

1. The objective of this program is to provide proposal –writing instruction in weekly sessions, for a period of 6 weeks, to no less than 20 students.

PROCESS OBJECTIVE

2. Within 90 days of completion of the grant writing class, class surveys will indicate 50% of the 30 students who participated in the class will have written a successful proposal that resulted in funding for their organization.

PERFORMANCE OBJECTIVE

3. By the close of the program, 100% of the students will have learned the basics of proposal writing.

BEHAVORIAL OBJECTIVE

4. At the close of the first session, pre/post testing results will indicate that 85% of the 30 students will have increased their knowledge of the basic components of a successful proposal.

PERFORMANCE OBJECTIVE

5. The proposal writing class will result in increased funding for organizations.

GOAL

6. At the close of six sessions, a proposal-writing training manual will be prepared.

ACTIVITY/PRODUCT

7. At the close of the third session, 95% of students participating in the grant writing Class will have improved their ability to write Program Objectives.

PERFORMANCE OBJECTIVE

Exercise 2

Logic Models

■ An illustration of how a program will work, using words and

diagrams to describe the sequence of activities thought to

bring about change and how these activities are linked to

the results the program is expected to achieve. The logic

model serves as a foundation for program planning,

performance measurement, and evaluation.

Inputs Activities Outputs / Deliverables Short – Term

Outcomes

Mid-Terms

Outcomes

Long-Term

Outcomes

Items needed by

the program to

implement the

desired

project/goal.

Examples:

Staff Time

Funding

Partnerships

Tasks that

must be

completed to

reach the

desired

outcome.

Examples:

Meetings

Trainings

Case

Management

Measurements that

activities are being met

and to what degree.

Examples

Meeting agenda

#of attendees

# of clients served/ case

notes

Change in…

Learning

Awareness

Knowledge

Attitudes

Skills

Change in…

Action

Behavior

Practice

Policies

Decision

Change in…

Conditions

Society

Institutions

Social

Norms

Program Goal:

Inputs Activities Outputs / Deliverables Short – Term

Outcomes

Mid-Terms

Outcomes

Long-Term

Outcomes

Items needed by

the program to

implement the

desired

project/goal.

Examples:

Staff Time

Funding

Partnerships

Tasks that

must be

completed to

reach the

desired

outcome.

Examples:

Meetings

Trainings

Case

Management

Measurements that

activities are being met

and to what degree.

Examples

Meeting agenda

#of attendees

# of clients served/ case

notes

Change in…

Learning

Awareness

Knowledge

Attitudes

Skills

Change in…

Action

Behavior

Practice

Policies

Decision

Change in…

Conditions

Society

Institutions

Social

Norms

Program Goal:

Evaluation and Review ■ The Evaluation presents a plan for determining the degree to which

objectives are met and activities are followed.

■ The Evaluation should determine:

– The extent to which the program has achieved its stated objectives

– The extent to which the accomplishment of objectives can be attributed to the program

– Whether the program has been conducted in a manner consistent with the plan

– The relationship of different program activities to the effectiveness of the program

Budget Detail and Narrative

■ The Budget clearly delineates costs to be met by the funding source and those to

be provided by the applicant and other parties. It is an estimate of what costs

will be.

■ Points to remember:

– Your budget provides a picture of your project in numbers

– Develop detailed work sheets on your budget

– Be consistent in the calculations of computations

– Check and double check your accuracy

– You may be required to submit a budget narrative that provides additional

information for line items

– Match should be included in the budget narrative

Submission

■ Allow plenty of time for application revision by at least two staff

members.

■ Review for content and completion.

– Reread the RFP.

– Ensure that your application has all of the required information.

Funding Opportunities

Proposal Development

Grant Research &

Writing

Post Award Compliance

Organization and Post Award Compliance ■ Develop an electronic and physical filing system

– RFP

– Application

– Award

– Financial Reports

– Progress Reports

– Audit Information

– Correspondence

■ READ THE GRANT AGREEEMENT

■ Based upon the award amount, revised the goals and objective accordingly.

■ UPDATE project staff on the revised goals and objectives and reporting deadlines

■ Ensure all of the necessary data collection and reporting structures are in place.

Sample Worksheets ■ Grant organization worksheets

■ Internal budget worksheets

■ Agency Budget Worksheets

■ Staff Salary Schedule

■ Cost Allocation

■ Salary Schedule

+ =

QUESTIONS?