Grant Writing Workshop ADEA 41 st Annual Allied Dental Program Directors’ Conference Lisa Fanning,...

Grant Writing Workshop

ADEA 41st Annual Allied Dental Program Directors’ Conference

Lisa Fanning, M.A

Ifie Okwuje, Ph.D.

American Dental Education Association

Your Packet

• Resources to Take Home / Workshop Materials

– Agenda– Search Results sheets– Web sites– Templates

Workshop Goals

• Increase your understanding of grants as a funding option

• Leave with new knowledge and resources about grantors and how to find them

• Understand the components of the grant process and grant proposal

• Learn new tips on increasing your chances of getting funded

• Find out what to do when you get the grant!

Types of Grantors• Government

– Federal– State– Local / County

• Foundations– Independent– Family– Community

• Corporations– Company Sponsored Foundation– Corporate Operating Programs / In-kind

Types of Grants

Operating Support

Program or Project Support Planning Seed Money Management or Technical Support Facilities or Equipment Endowment

The Grant Process

• This is a long-term process

• The work is upfront

• Preparation is the key to success

The Internal Steps

Mission/Greater

Good

Develop Project

and BudgetReview

Need, Capacity, and

Resources

Needs, Capacity, Resources

• Needs: – Do I need a grant? This grant? – How do I convince funders that identified problem

deserves funding?

• Capacity (organizational capability):– Organization’s demonstrated ability to manage,

implement, fulfill reporting requirements. – Can your organization handle the grant?

• Resources (adequacy of):– Detailing assets available to implement program

Building the Case: Demonstrating Needs

Where to find information to build compelling, persuasive, detailed case

• Economic, demographic, community statistics • Relevant, timely research, trends, literature• Qualitative information, such as focus groups,

anecdotes• Prior needs assessments, evaluations• Similar organizations/funded programs• Etc.

At Your Table

• Look at the Needs Section in your sample proposal

• Skim it and identify– How does it address needs / capacity?– How does it address mission / greater good?– What are its pluses and minuses?

Developing a Project• Be Realistic

– You will never have enough time or money to solve every problem you’ve identified.

– Given your organization’s strengths, positioning, and mission, you can focus on what you can do best.

• Articulate goals and objectives• Develop program description• Develop budget• Build in evaluation component

– How will you know your program has been successful?

Developing a Budget

• What DO you need funds to pay for? – Staff, training, rent, travel,

equipment, supplies, consultants, etc.

• What DON’T you need funds to pay for? – Volunteers, unpaid interns– Current staff available to

staff certain aspects

Sections of the BudgetPersonnel ServicesBenefits: social security, health insurance, vacation, etc. Other Than Personnel Services: rent, travel, supplies, equipment, planned meetings, etc.Indirect (overhead/administrative) Costs: utilities; custodial, security, clerical costs; accounting, legal, insurance costs; HR, development, financial operations, etc.

At Your Table

• Scan pages 16-21 of your sample proposal

• Without reading every word, list:– 3 pluses– 3 minuses

The External Steps

Contact Funders

SubmitProposal

And Budget

Research Funders

Find and Research Funders

• The Foundation Center– Foundation Center Libraries in Atlanta, Cleveland, New York,

San Francisco, and Washington, D.C.– Foundation Center Cooperating Collections– The Foundation Directory and The Foundation Directory Online

• Federal Register• RFPs on various .gov websites • Chronicle of Philanthropy• Corporations, small businesses, local business

associations• FoundationSearch!• Wealth Engine• Association of Fundraising Professionals

At Your Table

• What useful information can you glean from this profile that could impact a grant proposal?

• List 5 pieces of useful information and be ready to report to the large group.

• What would be your next step?

Contact Funders

• Phone call

• Letter of Intent

• Letter of Inquiry

• Letter of Intent with Documents

• Full Proposal

The Proposal

• Key Sections– Title / Cover Page– Project Overview– Statement of Need– Project Details– Resources and Capacity– Budget and Timeline– Evaluation / Next Steps Plan– Appendices

Writing Tips• Create an outline that exactly follows the funder’s

guidelines, questions, or selection criteria for the proposal.

• Visualize the funder/program officer who will read the proposal.

• Write in as formal a fashion as you would speak to someone unfamiliar with you/your organization.

• Stick to the “active” voice. • Grantmakers want to see backup information, proof that

what you say is true. • Proofread, proofread, proofread…and then proofread

again.• Added bonus: refrain from sending overnight rush.

Now That You Have the Grant!!

• How so you ENSURE success?

Seems Simple Enough

• Got your grant plan

• Got your money

• Gotten used to being patted on the back for creating a winning proposal!!!

Grant Management Basics:

• Monitor grant activities, expenditures, and deadlines

• Ensure that all purchases are aligned to the grant plan

• Prepare and file reports on time

• Ensure that grant funds are NOT returned to the grantor agency

I. Award Letter/Notice

Get Out Your Fine Tooth Comb and Magnifying Glass

Key Elements of an Award Letter/Notice

• Award Period• Approved Budget • Award Amount• Award Terms Conditions – (Expenditure of grant

funds, Return of Funds, Reporting)

II. Grant Meeting Left Hand Needs to be in the Right Hand’s Business

• Explain Terms and Conditions of the Award • Clearly Identify Grant Team Roles and

Responsibilities• Develop Proper Management Tools (project

work plan - individual work plans, submission calendars, report schedules)

• Develop Communication Plan (email listserv)• Financial Department - Set-up Project Accounts

III. Get Organized

Create a Project File (Classification Folder)• Award Letter • Staff/Personnel • Budget • Correspondence • Financial Reports • Progress Reports • Evaluation • Closeout Information

IV. Compliance The Golden Rule is that there are no Golden Rules –

George Bernard Shaw

• Change is NOT Good

• Time is of the Essence

• If It Is Not On Paper, It Doesn’t Exist

• The Wait and See Approach Will Sink You Fast

V. Evaluation

• Internal Evaluation

• External Evaluation – add into budget proposal

• Quantitative Evaluation – “Hard Data”

• Qualitative Evaluation – “Soft Data”