American Library AssociationGrant Writing for Federal and Foundation Proposals Part II

 

Questions?

Understand the cost centers of a Federal budget (e.g. personnel, fringe, indirect costs, etc.)

Understand the budget narrative and associated detail Understand the concepts of allowable, allocable, and reasonable as

applied to budget costs Be able to draft a staffing plan and ensure it aligns with the budget and

work plan Identify key concepts in a logic model Identify key components in an outcomes based evaluation plan

Learning Objectives

Budget

Not a Budget

Not a Budget

Also Not a Budget

 Large flat screen TVBooks and printed materials - approx. $125 per participantLibrarian - Approx. $55k annual salaryIncentives for participation - $25 Computer, monitor and keyboard for each participant

NarrativeYear One

Year Two

Year Three

Three Year Total

Personnel

List staff individually here. Total aggregate goes to Federal form. Consider COLA or merit increases. List general duties in description and basis for pay (e.g. 5 FTE *$48,000 annual salary)        

Project Director- Librarian

Works with students and teachers to facilitate access to information in a wide variety of formats, instructs students and teachers how to acquire, evaluate and use information and the technology needed in this process, and introduces children and young adults to literature and other resources to broaden their horizons. 1 FTE * $59,684 annual salary with 5% merit increase annually. $59,684 $62,668 $65,802 $188,154

Media Specialist

Provide leadership and expertise needed to ensure that the library and technology programs are an integral part of the instructional program. 3 FTE * $55,489 annual salary with 5% merit increase annually. $166,467 $174,790 $183,530 $524,787

JanitorTo provide cleaning for after school hours. 10 hrs./wk. * 52 wks.* $18/hr. $9,360 $9,828 $10,319 $29,507

Total Salaries $235,511 $247,287 $259,651 $742,448

This is a Budget!Budget & Budget Narrative – Personnel

NarrativeYear One

Year Two

Year Three

Three Year Total

FringeNeed % breakdown of each line. Some may not apply.      

Health Insurance 12% $28,261.32 $29,674.39 $31,158.10 $89,093.81

Taxes 4% $9,420.44 $9,891.46 $10,386.03 $29,697.94

Workers Compensation 5% $11,775.55 $12,364.33 $12,982.54 $37,122.42

Unemployment Insurance 2% $4,710.22 $4,945.73 $5,193.02 $14,848.97

Life Insurance 1% $2,355.11 $2,472.87 $2,596.51 $7,424.48

Retirement 4% $9,420.44 $9,891.46 $10,386.03 $29,697.94

Total Fringe 28% $65,943.08 $69,240.23 $72,702.24 $207,885.56

Budget & Budget NarrativeFringe Rate

NarrativeYear One

Year Two

Year Three

Three Year Total

Travel        Travel to required American Library Association Conference in Chicago, IL June 22-27, 2017 for 3 staff

Airfare $300 x 3 staff

$900

$900 $900

$2,700

Hotel $140 (including 12% tax) x 3 staff x 6 nights

$2,520

$2,520 $2,520

$7,560

Per DiemPer GSA $69*3 staff * 7 dayshttp://www.gsa.gov/portal/category/26429 $1,449 $1,449 $1,449 $4,347

Mileage

Local Travel between school required for staff meetings, student and family events, and trainings. 3 staff x 150 mi/mo. x 12 months x .54/mile $2,916 $2,916 $2,916 $8,748

Total Travel $7,785 $7,785 $7,785 $23,355

Budget & Budget NarrativeTravel

NarrativeYear One

Year Two

Year Three

Three Year Total

EquipmentAnything over $5,000 and a useful life of more than 1 year        

Edu Cart 500

Mobile video conferencing solution that brings educators, experts, students or locations into the classroom no matter where they are located. Polycom RealPresence Edu Cart 500 with 3-yr Support $16,150 x 3 sites $48,450 $- $- $48,450

Total Equipment $48,450 $- $- $48,450

Budget & Budget NarrativeEquipment

NarrativeYear One

Year Two

Year Three

Three Year Total

Supplies          

Books

Provides a balanced and current collection of at least 12,000 books, audiovisual software, and multi-media or 20 items per student at elementary level. Each site needs an additional 525 books and multi media materials to meet the requirements of the state.525 items x 3 sites x $35 (average cost). 10% replacement for lost/damaged resources in years two and three. $55,125 $5,513 $5,513 $66,150

Nooks

Individual readers for each student for home and school use$129.99 each. Year one - roll out Nook program to 5th - 8th graders (750 students) Year two - roll out program to 1st - 4th graders (750 students + 10% (75) replacement for lost/damaged units). Year three - 10% replacement for lost/damaged units. $97,493 $107,242 $19,499 $224,233

IncentivesIncentives to motivate and encourage participation for students and parents. $10 incentive x 3000 students and parents $30,000 $30,000 $30,000 $90,000

Shelving

Shelving for book storage so that students may easily access materials in the library. Atlantis™ Wood Library Shelving - (1) 72"H x 12"D Single-Face Starter, (4) Adders @ $3435.95 x 4 units x 3 siteshttp://www.thelibrarystore.com/product/ad92-40172/atlantis-quickship-shelving $41,231 $- $- $41,231

Seating

Seating for libraries. HABA® Rebello® Casual Seating - Angular Corner Chair @ $1550.95 x 15 x 3 siteshttp://www.thelibrarystore.com/product/ad19-00189/s $69,793 $- $- $69,793

Classroom Carts

Mobile book carts to share books between classrooms. Copernicus Teacher's Value Book Cart @ $198.95 x 10 classrooms x 3 siteshttp://www.thelibrarystore.com/product/ad88-0797/s $5,969 $- $- $5,969

iMac1.5‑inch iMac with Retina 4K display$1499 Apple school rate x 4 computers x 3 sites $17,988 $- $- $ 17,988

Total Supplies $317,598 $142,754 $55,011 $515,363

Budget & Budget Narrative – Supplies

NarrativeYear One

Year Two

Year Three

Three Year Total

Contractual          

Literacy ConsultantLiteracy training for staff. 1 full day of training with local consultant $5,000 $- $- $5,000

Evaluation 10% of program budget (excluding equipment) $86,200 $66,000 $59,000 $211,200

Consultants

Security to keep the library open after school. Joe's Protection, Inc. 20 hrs./wk. x 52 wks. x 3 security officers x $50/hr. $156,000 $156,000 $156,000 $468,000

Total Contractual $247,200 $222,000 $215,000 $684,200

Budget & Budget NarrativeContractual

NarrativeYear One

Year Two

Year Three

Three Year Total

Other          

Registration $425 x 3 staff $1,275 $1,275 $1,275 $3,825

Total Other $1,275 $1,275 $1,275 $3,825

Budget & Budget NarrativeOther

NarrativeYear One

Year Two

Year Three

Three Year Total

Total Direct Costs $923,762 $690,341 $611,424 $2,225,527

Total Indirect Costs 10% (excluding equipment, subawards over $25,000) $87,531.22 $69,034.10 $61,142.41 $217,707.74

Total Costs $1,011,293 $759,375 $672,567 $2,443,235

Budget & Budget NarrativeDirect & Indirect Costs

Sub-grants vs. Contracts to Partners Being the fiscal agent comes at a price Make sure items are both allowable and allocable per both the RFP

and appropriate Circular (http://www.whitehouse.gov/omb/circulars_default)

Leverage vs. match

Budget Considerations

Check that all items are BOTH allowable and allocable. Do your budget while you develop your program. Make sure that each budget item is directly associated with a

program piece. Be sure to check if the RFP requires travel to mandatory meetings. High level external evaluations can cost between 10% and 20% with

data collection activities. Quote or price everything possible.

Budget Considerations

Questions?

Key Concepts in a Logic Model

“A logic model is a systematic and visual way to present and share your understanding of the relationships among the resources you have to operate your program, the activities you plan, and the changes or results you hope to achieve.” (W.K. Kellogg Foundation 2004)  

A Logic Model is…

A Logic Model is…

A series of “if-then” relationships that, if implemented as intended, lead to the desired outcomes

The foundation of the program It is the outcome based evaluation

What Does a Logic Model Look Like?

Why a Logic Model?

Provides a framework of the program Assists us with planning “what we do” and “intended results” ---

outcomes Assists with planning and distribution of resources Identifies what to measure Required by funders

Simplest Form

INPUTS OUTPUTS OUTCOMES

Inputs (also sometimes called resources) are all of the resources needed to operate a program.

Outputs are the products that will directly result from your activities.

Outcomes are the changes you want to occur as a result of the program.

Everyday Example

Curb HungerGet food Eat food

SITUATION INPUTS OUTPUTS OUTCOMES

Hungry

More Detail

INPUTS OUTPUTS OUTCOMES

Program investments

Activities Participation Short Medium

What we invest

What we do

Target Population

Intended results

Long-Term

If required, check if the funder site has recommended models. The Kellogg Foundation has a free guide with examples -

http://www.wkkf.org/ If not required, do one anyway! Work backwards and then forwards.

More Detail

Questions?

Components in an Outcomes Based Evaluation Plan

Implementing

Reporting

Using

PlanningEVALUATION CYCLE

Outcomes evaluation looks at impacts/benefits/changes to your clients (as a result of your program(s) efforts) during and/or after their participation in your program(s). Outcomes evaluation can examine these changes in the short-term, intermediate term, and long-term.

Determines if a program has achieved the desired results. Answers the questions:

Was the program successful? What impact did it have?

What is Outcome Based Evaluation?

Remember the differences between: Outputs (which indicate hardly anything about the changes in clients --

they're usually just numbers) Outcomes (which indicate true changes in your clients) Outcome targets (which specify how much of your outcome you hope to

achieve) Outcome indicators (which you can see, hear, read, etc. and suggest that

you're making progress toward your outcome target or not)

Outcome based Evaluation – Outcomes versus Ouputs

Plan• Determine need,

design program/activities, and predict outcomes

• What are the desired results?

Implement• Implement program

Measure• Measure outcomes

and outputs• Was the program a

success?• What impact did it

have?

Outcome Based Evaluation Process

Need: Three elementary schools located in minority underserved communities 1) have low standardized literacy test scores; 2) lack library materials to improve literacy levels e.g. reading materials, storage capacity, distance learning equipment, and books; 3) do not have the capacity to staff the library after school; and 4) do not have parent training and education.

Target Population: 1,500 total high needs students and their parents in A, B, C elementary schools.

Outcome Based Evaluation – Example

Program: The goal of the Literacy After School Program is to improve the literacy rates of students and their families. The Literacy After School Program will provide 1) extended library hours during the after school program and on Saturday mornings; 2) Nooks and books to encourage student reading; 3) distance learning literacy opportunities in order to expand the students’ world and opportunities; and 4) parent education and trainings that will expand the families’ literacy as well as encourage reading in the home.

Outcome Based Evaluation – Example

Activities: Interview and hire staff Purchase equipment and materials Train staff on all equipment Expand library hours during after school activities Connect classrooms to share book reports Host parent nights with book giveaways, parent development, etc. Connect with local public library and Adult Ed for parent literacy promotion Purchase shelving, seating, and desktops for library usage Purchase classroom carts for reading centers in classrooms Provide students with Nooks (or books) and create weekly reading incentives with

parents signing off on time spent reading

Outcome Based Evaluation – Example

Predicted outcomes (What are the desired results?) Remember outcomes must be SMART – Specific, Measurable,

Attainable, Realistic and Time-related

Outcome Based Evaluation – Example

Predicted outcomes: 60 days after grant award:

Three literacy specialists will be hired, as demonstrated by human resource records.

The library will expand its hours of operation by 4 hours each day and will open on Saturdays, as demonstrated by library hours and human resource records.

Teachers will increase their knowledge and ability to teach reading/reading comprehension as demonstrated through pre and post tests administered with training.

Outcome Based Evaluation – Example

Within 6 months of grant award: 65% of students will demonstrate an increase in classroom testing

scores, as demonstrated by i.ready and Accelerated Reader tests and quizzes.

35% of parents will increase their knowledge of the importance of literacy, as demonstrated by pre/post-test and survey.

Outcome Based Evaluation – Example

By June 30, 2017: 75% of students will increase standardized test scores in reading and

comprehension by the end of each academic year, as demonstrated by standardized tests.

40% of parents who participate in Adult Literacy programs will have improved literacy after six months of participation, as demonstrated by pre/post-test.

80% Students and parents will report using literacy skills to gain increased exposure to the world, as documented by survey.

Outcome Based Evaluation – Example

Data collection methods: Questionnaires Interviews Surveys Document review Other(s)?

Pretest your data collection methods (e.g. have a few staff quickly answer the questionnaires to ensure that the questions are understandable)

Outcome Based Evaluation – Measurement Tools

Training outcomes via pre- and post-test Hours of library staffed via HR records Usage of distance learning system via unit log Student reading hours via parent sign off Standardized testing Interim testing (i.ready, Accelerated Reader, etc.) Surveys of students, parents, and staff Formative in-classroom assessments

Outcome Based Evaluation – Measurement Tools

Get evaluation consultant/expertise? Grants below $100,000 Grants above $100,000 When the RFP requires it

Do I Need an Evaluator?

Outcome Based Evaluation will demonstrate the library’s Impact Program effectiveness Achievements

Outcome Based Evaluation

Questions?

Grant Writing for Federal and Foundation Proposals Parts I & II – Wrap-Up