Grant Writing Basics

Transcription

1 Grant Writing Basics Michelle Chino, Ph.D. University of Nevada Las Vegas, School of Public Health American Indian Research & Education Center Overview of the Grant Process A research or program need is identified Congress/states/foundations appropriate funds RFP is developed and issued by the funding agency Proposals are screened and sent to review Review committees read, score proposals and make recommendations Funding agency makes final decision may ask for modifications 1

2 Types of Grants Federal, State, Private, Corporate Different granting processes different requirements, different review process and criteria depends on the focus of the funding agency The best places to find grants **The internet** Federal register, commerce business daily Grant guides and publications First Steps 2

3 First Steps Obtain copy of the full funding announcement and application kit Identify the type of program demonstration, research, discretionary, cooperative agreement Make sure your agency is eligible, can do what is requested, and that your project will meet the funding agencies requirements READ THE RFP CAREFULLY First Steps Determine what the funding agency wants Specifics - narrative, data, attachments, deadlines, collaborators Identify the criteria the funding agency will use to make funding decisions Peer review, Board Review Scoring system, point allocations READ THE RFP AGAIN 3

4 First Steps Do s Find the right project for your program Read the RFP carefully, repeat as needed Dont s Don t waste time on a proposal for which you aren t competitive Basic Components of a Proposal 4

5 Basic Components of a Proposal Abstract or introduction Problem statement Goals and Objectives Program Design Project Management Organizational Capabilities Budget Appendix Abstract The Project s Sound Bite Briefly describes the project and the applicant agency Include a sentence from each section of the proposal Usually limited to a few paragraphs HINT: Write this part last! 5

6 Introduction First Impressions are Important Briefly describes the focus of the project and the applicants qualifications Brief overview of what you intend to accomplish and the expected results Briefly identify the applicant agency Catch the readers attention! Problem/Need Statement Why The Project is Important Documents needs to be met or problems to be addressed by the proposed project Should be limited to one or two issues Section includes: contributing factors literature review relevant data 6

7 Goals and Objectives The heart of the proposal Outlines what the project will accomplish and establishes the benefits to be achieved in both general and measurable terms. Often a small section but critical to the development of the proposal Get this part right and the rest is easy! Project Design How it will all happen Describes in detail the activities, people, and resources that will be employed to achieve the desired goals and objectives. 7

8 Project Management/ Organizational Capabilities Show the funder you will be responsible, accountable, and are capable of undertaking the project Identifies your program s infrastructure project staffing, project administration financial management Establishes your credibility as an organization Legal entity Able to manage federal funds Budget How much will it cost? This section clearly identifies the costs related to the project Shows the funding agency how you plan to spend the money It should include a worksheet and a detailed narrative 8

9 Appendix Supporting Documentation Resumes and job descriptions Letters of support and commitment Additional relevant charts and tables Time on Task Example Component Points (100) Pages (40) Abstract or introduction 0 < 1 Problem statement 20 8 pages Goals and Objectives 10 4 pages Program Design pages Project Management 10 4 pages Organizational Capabilities 10 4 pages Budget 10 open 9

10 Basic Components Do s Organize your proposal according to the RFP. Pay attention to the point allocation before you begin writing. Make a proposal to do list Don ts Don t spend all your pages on one section. Don t leave anything out. If you don t have the information say why. Project Planning 10

11 Seven Magic Planning Words Why Where How What When Who Wow Project Planning Why - is this project important (need) Where - do we want to be in the future (goals) How - will we get there (objectives) What - steps will we take along the way (process) When - will things happen (timeframes) Who - will participate (staff, participants) Wow - what can go wrong / what is innovative 11

12 A Planning Strategy Current What are the current problems we can change with this project? Project WHAT WHO WHERE HOW WHEN WHY WOW Future What will the problems look like at the end of project? Current Conditions Questions To Ask What are the issues, problems, challenges? What resources do we have available? Why is funding needed? How do we know our plan will work? Proposal Components Problem or Need Statement Background and Significance, Justification Introduction 12

13 Future Results Questions To Ask What do we want to accomplish? What is realistic? How will we know we are successful? How do we sustain our efforts? Proposal Components Goals, Outcome Evaluation indicators Project Plan Questions To Ask How will we achieve our goal? What effort is needed? What will time and materials cost? How long will it take? Grant Proposal Components Objectives, Methods, activities, workplan, Budget Process Evaluation 13

14 Project Planning Do s Remember the magic words - WWWWWHW Diagram the relationship between the proposed project, the target population, and the desired end result if you can draw it you can do it. Don ts Don t plan it alone Don t start writing before you have a solid plan and an outline of your project and your proposal Developing Goals and Objectives 14

15 Goals Goals describe some future condition we hope to achieve within the project period Ultimate goals are fine but may be unrealistic in the given timeframe do what is do-able Goals are statements of results or outcomes, not activities Goals tells the funding agency what you are going to do about the problem you have defined A project goal is a dream with a deadline Sample Goal Ultimate goal To promote effective, painless data collection in tribal programs. Proposed Project Goal: To create a tailored, economical, and easy to use computerized process for collecting, storing, and using Tribal program data. 15

16 Objectives An objective is a clear statement of the steps necessary to reach a goal Objectives address the specifics of program implementation Objectives provide criteria for measuring the progress and effectiveness of the program plan Do what is do-able OUR GOAL START Goals And Objectives Objective 1 Objective 2 Program Assumptions, Program Assumptions Program Assumptions, Program Assumptions 16

17 Writing Objectives Objectives Should Address A - Audience who is the focus or target? B - Behavior what we want participants to do or learn? C - Circumstances conditions under which behavior will change D -Degree level of change expected within given timeframe Writing Objectives Objectives are: S Specific - detailed and focused M Measurable - evaluable A Action Oriented - specify change mechanisms R Realistic - reflect program/client realities T Time Oriented - include timeframe for completion 17

18 Sample Objectives Proposed Project Goal: To create a tailored, economical, and easy to use computerized process for collecting, storing, and using Tribal program data. Objective 1. Within 30 days meet with staff to identify current usage patterns and future client data management needs. Objective 2. Within 90 days design a program that is specific, responsive to client needs, and that will enhance the ability to use and manage data for the long term. ABCD - SMART Sample Objective Objective 1. Within 30 days meet with staff to identify current usage patterns and future client data management needs. A program staff B tell us their computer usage patterns C current situation D understand client s needs Is this a SMART objective? 18

19 Goals and Objectives Goals are Broad General intentions Intangible Abstract Not easily measured Objectives are Specific Precise Tangible Concrete Measurable Goals and Objectives Do s ABCD Objectives SMART Objectives Objectives should be realistic and attainable. These are your benchmarks of success. Don ts Don t offer unrealistic goals Don t forget that strong goals and objectives will make writing the proposal and implementing the program easier 19

20 Project Design Project Design What - specific activities Who - target population, staffing Where - location of activities When - timeframes How - resources, support Why - expected outcomes Wow - strengths and limitations 20

21 Who Participant population who will the project serve? age, gender, characteristics Program staff and consultants roles and responsibilities qualifications training and supervision What Specific activities and tasks What will participants do What will staff/consultants do The steps that lead to achievement of our objective Must link to project objectives 21

22 Where Program Location Travel communities served facilities service sites local, project specific non local, training/conferences When Program Timeframes When will the program begin and end When will services/activities begin and end When does participation begin and end 22

23 How Project Resources What resources are needed? How will the project manage resources? How will the project coordinate activities with other projects and services? Project Support Who will help? In what way? Why Why did we choose this process? underlying assumptions expectations for participant changes knowledge, skills, abilities, behavior expectations for system changes efficiency, effectiveness expectations for community change resources, benefits 23

24 Wow Strengths innovation successes support resources Limitations barriers challenges roadblocks needs Sample Design Objective 1 - identify data needs Task 2 - Diagram data flow and usage patterns What - Create diagrams & data collection forms Who Contractor, data people, key staff When - Within 60 days of contract Where On site - program office Why Understand the way staff use data How Key informant interviews Wow Miss critical information, find more cost effective solution 24

25 Additional Project Design Elements Human Subjects Protections Work Plans Timelines Project Evaluation Human Subjects Protections Required for federally funded research activities Minimize risks and maximize benefits to participants Informed Consent Applies to many data collection activities If you are not sure ask the funding agency 25

26 Activity Work Plan Goal: Objective 1 Task Task 1 Person Responsible Timeframe Outcomes Task 2 Task 3 Objective 2 Task 1 Task 2 Task 3 Task 4 Timeline Task 1 st Qtr 2 nd Qtr 3 rd Qtr 4 th Qtr Interviews XXX Diagram XXX XXX Software XXX Framework XXX XXX Training XXX Support XXX XXX 26

27 Evaluation Evaluation should be part of project planning and implementation because It requires a clear understanding of project assumptions, goals, objectives, activities Now is the time to start thinking about evaluating your project Program Evaluation Provides opportunities for project feedback, accountability, development Provides you with information that can help improve your project Can lead to improvements in project effectiveness and efficiency Can show your project works! 27

28 Proposal Design Do s WWWWWHW Organize your proposal according to the RFP. Describe, in detail, the activities that will lead to the desired results. Make sure your methods are realistic. Don ts Don't DECLARE things explain them. Don t forget to check grammar, spelling, and typos. Supporting Sections 28

29 Project Management Project Infrastructure Staff Consultants Financial Management Project oversight and administration Who is responsible for project coordination, reporting & accountability? Organizational Capabilities Organization s mission & org chart Current related projects or past projects related to current efforts Track record with grant funds Track record addressing topic Stability and longevity of your agency 29

30 Budget Clearly identify anticipated project costs Informed best guesstimate Line item budget worksheet Budget narrative Includes - personnel costs, travel, supplies, equipment, contracts, indirect costs HINT: Sometimes, starting with the budget can help you be more realistic Abstract Now that the proposal is finished its time to write the abstract Follow prescribed limits Include a sentence from each section Forms Neatly type/write all requested information Obtain appropriate signatures Don t miss anything or you may not make it through the screening process 30

31 Table of Contents Follow RFP components Include major headings Include list of tables and figures Include list of appendices HINT: Make it easy for reviewers to find information Appendix Resumes and position descriptions Organizational chart, relevant maps Support Letters, Commitment letters, MOUs, Tribal Resolutions Information requested by funder Additional relevant tables and information HINT: start getting these as soon as possible 31

32 Completing Your Proposal Do s Carefully check grammar, spelling, and math. Read the narrative out loud you will hear errors and confusing concepts that you miss when you read silently. Don ts Don t be afraid to have someone else read it Don t budget items not discussed in the narrative and vice versa. Peer Review Process 32

33 Formal Decision Making Internal review/screening assess basic criteria determine eligibility External review quality of proposed plan chances of success and replicability Agency determination available funding Peer Review Independent Consultants (3 to 10 people) range of expertise and experience diverse backgrounds Goal of the review process is to build consensus independent scoring discussion reassessment and final scoring Your goal is to make sure reviewers clearly understand what you want to do and how you will make it happen. 33

34 Things you Can t Control Who will review your proposal background and experience The review process interpretation and understanding available funding and priorities The competition Things you Can Control Clear presentation of your ideas Clear, measurable objectives Follow directions carefully Make no assumptions about what reviewers know about you or your community Check for mistakes and leaps of faith Do all you can to make the reviewers job easier 34

35 The Peer Review Process Do s Write for someone who has no clue who you are and what you want to do Put yourself in the reviewers shoes Don ts Don t underestimate your reviewer but know they can be swayed Don't make assumptions about your reviewers. Final Thoughts Read the RFP carefully Organize your proposal accordingly Pay attention to point allocation Explain things thoroughly Avoid jargon and acronyms Do the easy things first you will be stressed at the end. 35