Introduction to Writing Proposals

Courtesy of http://www.uhcl.edu/research

2

Key Points

• The “Why” and “How” of Proposal Writing

• Parts of a Grant Proposal

• Proposal Submission

3

Why Write a Grant Proposal?

• To accomplish your goal(s)

• To address a need or solve a problem

• To respond to a Request For Proposals (RFP)

• To obtain resources otherwise not available

• Develop a proposal to meet sponsor’s priorities and philosophy.

4

What are the First Steps?

• Formulate an idea, but stay flexible

• Gather information

• Document the need

• Identify or focus on a sponsor

• Determine the sponsor’s funding priorities and applicant eligibility

5

Focus the Idea

• What is the anticipated project outcome?

• What is the project significance?

• Who will be affected by the project?

6

Move from “Idea” to “Plan”

• Assess your resources and assets• Determine what infrastructure is already in

place• Identify the activities or services the grant

will provide• Consider partnerships or collaborations• Consider the project’s uniqueness and how

society will benefit from it.

9

Basic Parts of a Proposal

• Need Statement

• Goals/Objectives

• Project Plan

• Management Plan & Key Personnel

• Evaluation Plan

• Dissemination Plan

• Continuation Plan

10

Basic Parts of a Proposal

• Facilities and Equipment

• Budget and Budget Explanation

• And let’s not forget…– Abstract– Table of Contents– Appendices

11

Importance of Need Statement

• First part of the Project Description

• Set the tone for rest of proposal

• Contains essential elements of the proposal -- goals, objectives, costs

• Proves your point at outset of proposal

12

Need Statement

• Define the problem to be addressed

• Support argument with data (demographics, expert testimony, etc.)

• Identify the target population

• State the significance of the project in terms of time, people, etc.

• Acknowledge similar efforts

13

Methods of Proof of Need

• Research, research, research• Sources on the Internet via OSP Home Page• Books, articles, newspapers• Oral interviews• Surveys• Notes• Statistics -- numbers of people, places, things

14

Methods of Proof of Need

• Similar projects elsewhere• Important people in the field who have

identified and worked on the problem• Sponsors who have funded the problem• Consultants who have come in and said

this problem must be solved (in addition to what has been done) to improve the situation

15

Project Significance

• Solution will streamline operations to improve situation for numerous people (students, community, partnerships)

• Solution will enhance productivity by . . .

• Solution will save money for (nation, state, locality, department, partnership)

16

Impact

• Impact of problem on:– people– places– things

• Impact of solving the problem on:– nation– state, region, locality

17

Now Start Thinking About...

THE BUDGET

18

Goals

• Goals: General statements of what will be achieved

• Have no more than 3 or 4 obtainable goals

• State goals in terms of outcomes

• Look at the long-term view

• State goals in qualitative terms

19

Objectives

• Objectives: Specific expectations stated in quantitative terms

• Write objectives based on outcomes of goals statements

• Explain how you get to the long-term

20

Project Plan (a.k.a. Activities)

• Based on Need Statement and Objectives• Steps to be executed to accomplish

objectives and solve the need (problem)• Plan of work

– Methods / Procedures to be used– Who is responsible for each step– Schedule or timeline– Cost / Value

21

Management Plan & Key Personnel

• In Narrative– Qualifications and responsibilities of key personnel– Indication of amount of effort and availability

• Supporting letter from consultant or collaborator

• In Appendix – Vitae– Job descriptions

22

Evaluation Plan

• Formative (Process) Evaluation– Plan for a constant, continuous assessment of the

project’s procedures to determine what is working and what is not working

• Summative (Product) Evaluation– Evaluate the project’s effectiveness– Have the objectives been satisfied?

• Integrate both Process & Product Evaluation

23

Dissemination Plan

• Share results of the project with others• Publications• Presentations• Web pages• Distribution of a product• Technical report• Site visits• Email

24

Continuation Plan

• Assure sponsor that your institution can maintain the project after funding ceases.

• Break down by costs of the commitment and where they will come from

• Adopt a “can-do” attitude

• Explain how your project can replace other, less efficient ones

25

Facilities and Equipment

• Description of unique resources or capabilities based on what is on hand already

• Institutional context and contribution

26

Budget and Budget Explanation

• Salaries/Personnel (typically 70% to 80% of budget)

• Fringe Benefits

• Materials and Supplies

• Travel

• Equipment

• Participant Support (if required)

• Direct Costs

• Facilities & Administrative Costs (Indirect Costs)

• Total Costs

27

Abstract, Table of Contents and Appendices

• Limit each to one page -- do last• Abstract –

– Short and concise (to the point)– Emphasize significance and outcome; self-contained

description of what will occur if $$ are provided– Write for the one-look reviewers, use this opportunity

to sell your idea

• Table of Contents -- make sure it matches your page numbers

• Appendices -- only supplementary materials

28

Submitting the External Proposal

• Double-check the Deadline– Target date vs. deadline– Postmark date– Receipt date

• Obtain internal approvals– Make copies– Send the proposal!

29

Follow up -- Awarded

• Negotiate with the funding agency

• Keep good records

• Make a final report

• Plan for the future

30

Follow up -- Declined

• Obtain feedback and ask for reviewers’ comments

• Make modifications

• Identify a new sponsor?

• Resubmit!

31

Be Relentless

“Research is formalized curiosity. It is poking and prying with a purpose.”

-Zora Neale Hurston

• Thank you for your attention.

32

End of Presentation