Impact San Antonio encourages and empowers women to join … · Tips for an Impactful Site Visit You’ve been selected for a site visit - Congratulations! Make the most of this opportunity

ImpactSanAntonioencouragesandempowerswomentojointogethertoachievemeaningfulchangeintheGreater

SanAntonioareathroughsubstantialgrantstolocalnonprofitsthatserveourcommunities.

ImpactSanAntonio2018AgencyTraining

KimGilbert andJenniferBlighAgenciesandApplicationsCo-Chairs

ElizabethGarretsonGrantReviewProcessCo-Chair

MelissaMoranTreasurer

PeggyVromanGracyGrantOversightandOutcomesCo-Chair

LoraWatts– President

AgendaOverviewTOPIC PRESENTER

Welcome LoraWatts

OnlineGrant SystemOverview JenniferBligh

WritinganImpactfulApplication Kim Gilbert

FinancialReview Melissa Moran

GrantReview&SelectionProcess Elizabeth Garretson

StrengtheningYourApplication KimGilbert

OversightandOutcomes PeggyVroman-Gracy

LessonsLearned: ProjectMend DeniseE.Bennett

Wrap-up&Q&A ImpactTeam

How DoesImpactSAWork?

• Five$100,000Grantsthroughthestrengthof500Members• Oneineachofourfivefocusareas:

§ ArtsandCulture§ Education§ Environment,Recreation,Preservation§ Family§ HealthandWellness

• Moremembers=moregrants=greaterimpact

TheGrantApplication,Review, and Award Timeline

AgenciesPlan,Write&SubmitGrant Requests

GANTech Review

SiteVisits&

Finalists

May 7- June8 June July– Sept October29

Impact ReviewTeams

conductQuality Reviews

Impact Agency and AppTeamInvites,Trains,SupportsAgencies

LateApril

OnlineGrantSystemOverview

Applyingisaseasyas1,2,3

• Wewillemailthelinktoallofouragencycontactsshortlybeforetheapplicationwindowopens• ThereisalsoalinkontheImpactSAwebsite-

• GrantApplication&Management:HowtoApply

• Youcancreateyouraccount/updateyourpersonal/organizationinformationbeforetheapplicationperiod• Butyouwon’tbeableaccessorviewtheapplicationuntilMay7,2018at8am• Add“grantinterface.com”toyoursafesender’slist– thisisthedomainoursystemuseswhenwesendyoustatusupdates

1- Visitourgrantapplicationwebsite

Applyingisaseasyas1,2,3

• Accountsareforindividualusers(eachuserislinkedtoanorganization)• Onlyoneaccountwill“own”andbeabletoaccesstheapplicationforyourorganization,soconsiderusingagroupemailtoapplyunderifyouwantseveralpeopletobeabletocontributetoandaccessyourapplicationinthesystem

• Ifyoueitherdidn’tregisterandcreateanaccountduringthe2017applicationprocess,oryouaren’tgoingtousethesameemailthisyear,youwillneedtocreateanaccount– includinginformationaboutyourorganization

• Ifyouregisteredlastyearusingthesameemailyouusenow,youshouldloginusingthatemailaddress–doNOTtrytocreateanewaccount

• Ifyouforgotyourpasswordyouwillbeabletoresetit• Reviewyourpersonalandorganizationinformationandupdateasnecessary

2- LoginorCreateanaccount

Ifyoudidn’tregisterandcreateanaccountin2017,choose“CreateNewAccount”

Ifyouregistered usingyourcurrentemailaddress,youwillneedtouseitagainthisyear

Ifnot,choose“ForgotyourPassword”

Ifyouremember

yourpasswordchoose“LogOn”

Applyingisaseasyas1,2,33- Complete&SubmitYourApplication• Youcansaveyourapplication,soyoudon’tneedtocompleteitallinonesitting

• Westronglyrecommendthatyoudownloadacopyofallquestions,andprepareyouranswersofflineafterreadingtheentireapplication– thatwayyouwon’tlosedataifthereisaglitchwhileyouarecompletingtheapplicationintheonlinesystem

• Onceyouhitsubmit,youwillnotabletomakeanyfurtherchanges• Ifyouhaveissues,wehaveatechnicalFAQ– seeour“HowtoApply”page• Thesystemwillnotacceptsubmissionifyouhavefailedtoansweranyquestionorfailedtouploadanyrequireddocument

• TrytouploadalldocumentsinPDFformatformaximumcompatibility• SubmissionDeadlineisJune8at5pm.Ifyouhavenotsuccessfullysubmittedyourapplicationbythedeadline,itwillnotbeaccepted.DONOTWAITUNTILTHELASTMINUTE.

ImpactSanAntonioGrantCriteriaApplicantCriteria:• ApplicantmustberecognizedbytheIRSasataxexempt 501(c)(3)publiccharity

• Provisionalstatus isnotadequate• Applicantcannotqualifythroughafiscalagent

• Applicantmusthaveeither itsprimary,orsignificant existing, operationswithinImpactSanAntonio’s“ServiceArea”(Bexar,Atascosa,Bandera,Comal,Guadalupe,Kendall,Medina,andWilsoncounties inTexas)

ApplicantDisqualifications:• Applicantmustnotengage in:

• politically partisanactivities• political lobbying(exceptforadvocacyactivities thateducatepolicymakers

andthepublicaboutbroadsocial issues)• supportingoropposinganycandidateforpublicoffice

• Applicantmustnotbealabororfraternalorganization,athletic orsocial cluborassociation

• Applicantmustnotbeanorganizationwhoseprimarypurpose istoredistributefundstootherorganizationsorindividuals

ImpactSanAntonioGrantCriteria

ProjectCriteria:• Projectmustprimarily serveresidentslocatedwithinImpactSanAntonio’sServiceArea

• Projectmustfallwithinoneormoreofthefivefocusareas• Projectmustbeabletobecompletedwithin24monthsafterDecember1oftheyearinwhichthegrantisawarded

• Projectmaynotdoanyofthefollowing:• Requirebeliefinorparticipationinactivitiesofaparticularfaith,

denominationorreligioninordertobenefitfromorreceiveservicesinconnectionwiththeProject

• Limitbenefitstothosewhohaveparticularreligiousbeliefsorpractices• Makethereceiptofbenefitsorservicesfromtheprojectdependenton

therecipientbeingrequiredtoparticipateinaproselytizingactivity

ImpactSanAntonioGrantCriteria

RequestDisqualifications:Yourapplicationmustnotbearequestfor:• lessthan$100,000• fundstobeusedprimarilyforfundraising,marketing,advertisingeventsorsponsorships

• fundstorepayanexistingloanorotherfinancing• fundinganendowment• fundingascholarship• unrestricted/generaloperationalfunds

(exceptasalimitedpartofoverallprojectbudget)• fundstobeusedforapoliticalpurpose

WritinganImpactfulGrantApplication

TellUsAboutYourAgency

Brieflydescribeyourorganization:• Whatisyourmissionstatement?• Whatdoyoudo?• Whodoyouserve?• Whatmakesyourorganization

unique/special?

TellUsAboutYourProject• Whatcriticalandspecificneeddoesyour

projectaddress?

• Whodoesitserve?

• Howdoesitimprovethequalityoflifeforindividualsserved?

• Howdoesitfitwithandadvancethemissionofyourorganization?

• HowisitconsistentwiththefundingprioritiesofImpactSanAntonio?

TellUsAboutYourProject• Howdoesthisprojectfitwiththe

selectedfocusarea?• Pickthebestfocusareafitforyourproject,not

necessarilyyourorganizationasawhole

• Isitanewproject?• Isitanexpansionofanexistingproject?• Isitacapitalimprovementproject?

• Doyourentorownthefacilitytoberenovated?

Whatcanyouincludeinyourproposedbudget?

• Thebudgetcaninclude100% ofthedirectcosts oftheproject(personnel,equipment,supplies,etc.)

• Ifappropriateforyourproject,upto$10,000ofyourbudgetmaybeallocatedtowardagency overhead:rentforexistingagencyfacility,insurance,utilities,etc.

• DetailisessentialinyourProjectBudgetNarrative!

ProjectSustainability• Doestheprojectrequireadditionalfunding

beyondthe$100,000requestedfromImpact?Ifso,howwillyoufundit?

• HowwilltheprojectbesustainedaftertheImpactfundsarespent?

• Arethereanychallengesthatyouseeinimplementationofthisproject?

• Whatisyourplanforaddressinganychallenges?

TheThree“C”s-AnImpactful

GrantApplicationis:

• Compliant• Concise• Compelling

BeCompliant–NineRequiredUploads

1. ProjectBudget2. CurrentOrganizationalBudget3. HistoricalFinancialStatements4. MostRecentAuditedFinancialStatements5. RecentlyFiledIRS990snotyetavailableonGuidestar6. IRSDeterminationLetter7. OrganizationalChart(Leadership/Staff)8. ListofBoardMembers9. MOUsorLettersofCommitmentFromAnyAgency

CollaboratingontheProposedProject

BeConcise• Succinctlytellyourstory• Avoidredundancy– Reviewershave

10– 20applicationstoread• Avoidgeneralizations– Stateyourcase

withspecificityusingevidencewherepossible

BeCompellingAHighImpactGrantWill:• Addressacriticalneedinoneormoreofthefivefocusareas

• ImprovethequalityoflifeforpeopleinourServiceArea

• Benefiteitheralargepopulation,orasmallerpopulationinamajorway

• Resultinaninnovativeapproachtoaddressacriticalproblemorwillexpanduponanalreadyexistingsuccessfulapproach

• Supportacomprehensiveandholisticapproachtotheproblembeingaddressed

• Resultincompellingandmeasurableoutcomes

FinancialReview

FinancialReview- OrganizationWhenwereviewyourorganization’sfinancialdocuments,wearefocusedonthefollowingissues:

1. Liquidity

2. SufficiencyofReserves

3. BalancebetweenProgram,ManagementandFundraisingExpenses

4. SustainabilityofRevenueStreams

5. ConsistencyinFinancialReporting

FinancialFilestoUpload:• MostRecentAuditedFinancial

Statements• Recent990FilingsNOTonGuidestar• HistoricalFinancialInformation*• CurrentOrganizationalBudget*• ProjectBudget*

* ThesedocumentsmustbesubmittedusingImpact’stemplate– yourapplicationwillnotpasstechnicalreviewifsubmittedinanyotherformat

DownloadRequiredFormFiles

Clickonthe linksintherelevantuploadquestions todownloadanyrequiredstandardizedforms

DownloadedFormDocuments

SavetoYourComputer

Complete&Save

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Print/SaveasPDF

AftersavingasaPDF,checkthedocument’sformattingtomakesuretherearen’tstrangepagebreaksorotherformattingissuesthatwillmakeitdifficulttoreview

UploadCompletedFilesandOtherRequiredFiles

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GrantReview&SelectionProcess

June

July

July/August

August

Mid-September

EndofOctober

Typical TimingApproximate#ofApplications

ApplicationReviewProcessTimeline

110

100

45-50

25-35

8-10

TipsforanImpactfulSiteVisitYou’vebeenselectedforasitevisit-

Congratulations!Makethemostofthisopportunitytobringyourprojecttolifeforthegrantreviewcommittee:• Focusontheproject, notyouroveralloperations

• Whatyourprojectisandwhatitwilldo• Howyouwillusethesefunds• Howitwillbenefityourclientsandthecommunity• WhyitwillbeagoodinvestmentforImpactSA

TipsforanImpactfulSiteVisit• Show morethantell• Useapresentationorotherrelevantmaterialstoeffectivelyconveyyourstory

• Includeabrieftourofyourfacilities• Choosepresenterswhocanbestmakethecaseforyourprojectinaconcise,credibleandcompellingway• Staff,boardmembers,clients

• Anticipateandbepreparedtoanswerquestions• Haveyourfinancialexpertavailable

StrengtheningYour

Application

• Requestexactly $100,000fromImpactSA• Youroverallprojectbudgetmayexceedthe$100KrequestedfromImpactSA– however:• IfyourapplicationtoImpactSAispartofalargercapitalcampaign,specifyhowImpact’sgrantfundsareacriticalorcorepieceoftheproject.

• IfyourapplicationtoImpactSAispartofalargerproject,clearlydescribehowmuchoftheadditionalnecessaryfundingisalreadysecuredandwhatyourplanistosecureanyremainder.

StrengtheningYourApplication

• Demonstratehowthisisamissioncriticalprojectandnotsimplyaprojectyou’reinterestedindoing.

• Readallquestionscarefullyandprovidespecificanswers.

• BeveryspecificabouthowImpact’sfundswillbeusedandhowprojectgoalswillbeachievedwiththosefunds.

• ClearlyexplainhowfundingyourprojectwillresultinimplementingorexpandingyourserviceswithinourServiceArea.

• Clearlyidentifyandarticulatethemeasurableprimaryoutcomesofyourproject

StrengtheningYourApplication

StrengtheningYourApplicationAdviceBasedonFeedbackFromPriorYears

• Makesuretheprojectisfullyplannedoutbeforeapplying– changestothescopeaftersubmittingyourapplicationcouldimpairtheimpactthereviewerswereanticipating

• IfyourrequestfromImpactispartofalargercapitalcampaign,clearlyidentifyasub-projectforImpacttofund,withappropriatebudgetandoutcomedetailsforthatsub-project

StrengtheningYourApplicationAdviceBasedonFeedbackFromPriorYears

• Makesureyourprojecttargetsaclearandimportantneedthatwon’tbemetwithoutit

• Clearlyarticulatemeasurableobjectiveoutcomes–useverifiablestatisticsindescribingboththecurrentsituation/needandhowthosemetricswillchangeifyourprojectissuccessful

• Clearlyarticulateyourproject’simplementationplan

• Clearlyarticulateyourproject’ssustainabilityplan

Oversightand

Outcomes

Outcomes–It’sAboutResults

Wewanttheprojectswefundtohavea

measurable impact onthelivesofthoseserved

OversightandOutcomes

GrantAwardNight(GAN)• FinalistspresenttheirprojectstoISAmembers• Membersvotetodecidewhichagencieswillreceive

$100,000grants• HighImpactgrantrecipientseachwillreceive$100,000• FinalistswhodonotreceiveHighImpactgrantswillshare

balanceofgrantfundsasSupportgrantso Lessthan$10,000,oro $10,000ormore


ApproximatelyOneWeekAfterGAN• Supportgrantrecipients<$10,000• Willbeaskedtosubmitastatementdescribinghowthey

willspendthemoney• Willreceivealumpsumcheck

• Supportgrantrecipients≥ $10,000• Willbeaskedtopreparearevisedprojectdescriptionand

budget• WillbesubjecttothesametermsandconditionsasHigh

Impactgrantrecipients


OfficialAwardNotice• ContractsbetweenISAandgrantrecipientswillbesigned

withinsixweeksafterGAN• Specifytwo-yearprojectperiodwithastartdateof

December1,2018• Detailtermsandconditionswhichincludefinancial

administrationandreportingrequirements• GOOCo-Chair(s)andassignedliaison(s)willmeeton-sitewith

eachagencytoreviewcontractandprocedures


FinancialAdministration• Paymentsaremadeoncostreimbursementbasis• Invoicesorreceiptsmustbedatedonorafter

December1,2018• Estimatesorquotesarenotacceptable

ReportingRequirements• Progressreportsdueeverysixmonthsuntilproject

completion• Finalreportduewithinthirtydaysofprojectcompletion

OversightandOutcomesOutcomesReportsDue

OneandTwoYearsAfterProjectCompletion

• Nowthatsometimehaselapsed,pleaseexplainhowyourclients’liveswereactuallyaffected.

• Hastheprojecthadarippleeffectonothers,i.e.multi-generations,family,volunteers,staff,community?Inwhatway?

• Whatmeasurementtoolswereyouabletousetodetermineoutcomes?Arethesethesametoolsyouproposedinyouroriginalapplication?

• Willyoucontinuecollectingdataregardingtheoutcomesofthisproject?Ifso,howwillthatinformationbeused?

• HowhaveyounotifiedyourclientsandthecommunitythatImpactSanAntonioprovidedfundingtohelpsupportthisproject?

LessonsLearned:ProjectMend

Questions?

Resources• www.impactsanantonio.org• GrantApplicationandManagementTab

• GrantCriteria• GrantFAQ• GrantApplicationTechnicalFAQ

• www.guidestar.org• BeforeMay7,besureyourinformationisup-to-dateandaccurateonGuidestar• OurreviewerswillconsultGuidestar foradditionalinformationaboutyourorganization• IfyourorganizationisnotonGuidestar,considerprovidinganexplanationforthatinyourapplication(undergeneralorganizationinformation)

ContactInformation

TreasurerForquestionsaboutourfinancialdocumentationrequirements

contact:MelissaMoran

[email protected]

AgenciesandApplicationsCo-ChairsForgeneralquestionsabouttheapplicationprocesscontact:

[email protected]