How to Create A Grant Readiness 3-Ring Binder

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1 Get PowerPoint Slides GrantReadiness.com/slides How to Create A Grant Readiness 3-Ring Binder With Phil Johncock Question? WHAT IF you could get 3 times more grant funding while cutting the time it takes to write a grant proposal by 80%? My Story - Back in 1988 A client hired me to write a Federal proposal It took me 100 hours Unfortunately, you won t write Something amazing happened to me after 12 years in the grant writing business... and a 93% success rate on all my grants. When I finished writing proposal #52 Somehow, I had gone from writing my first grant proposal in 100 hours... 1

2 My Story For 20 Years For the last 20 years, I ve been wondering how I went from a $125,000 grant and 100 hours of work to a $420,000 grant and only 4 hours of work... with 93% success rate. The secret is to be grant ready and have a system in place BEFORE an RFP ever gets announced. Whether you need $400 or $4,000 or even $400,000, this grant readiness system works. Which Friday Do You Prefer? Imagine what it be like to get an RFP on Monday and be able to turn in a completed proposal by Friday and still have time to spare! Why Is Grant Readiness Important? 2

3 It Saves Your Time! 80% of your grant narrative & attachments can be completed before you even see a funder s Request For Proposal (RFP). My Story Continues A prospective client called in 2012 He had 10 days to complete an application for a Federal grant. He also knew that he (the Executive Director) would be out-of-town for 7 of the 10 days. When he asked if I would write the grant, I said, I ve got 4 hours I can give you next week, which is all I need if you re grant ready. Do you think the client was grant ready? Compare this with a grant-ready client Grant Readiness Defined We define grant readiness as the steps you take and doc s you collect prior to an RFP being announced that allows your agency to save time and to: Assess and build its capacity for grant seeking, Respond more quickly to RFP or funding opportunities, Determine the best matches between funders and specific programs which helps you Get more funding while you Increase your accountability & transparency. 3

4 Grant Readiness Means Having Hard Copies & Electronic Copies Of Doc s Your Grant Readiness Tabs & Folders Organize You For Success! TABLE OF CONTENTS 1. Governance 2. Financial 3. Legal 4. Programs 5. GuideStar Exchange 6. Public Disclosures 7. Grants Approved 8. Funder Prospects According to Charity Navigator, Accountability is an obligation or willingness by a charity to explain its actions to its stakeholders. Transparency is an obligation or willingness by a charity to publish and make available critical data about the organization. Generally speaking, charities that follow best practices in governance, donor relations and related areas are less likely to engage in unethical and irresponsible activities. Grant-ready nonprofits are high performing. They are more likely to get funding than those who are not. In fact, research shows that donors are willing to shift up to $15 Billion dollars annually to high performing nonprofits. (Source: Money for Good II) Sources for Content in Tabs & Folders Over 1,000 Nonprofit Leaders Trained Alliance for Nevada Nonprofits Better Business Bureau s Standards for Charity Accountability Charity Navigator GuideStar Exchange Program s Bronze, Silver and Gold Requirements National Council of Nonprofits United Way of Northern Nevada & the Sierra 4

5 Governance Tab #1 Charter or Bylaws* Policies Conflict of Interest* Code of Ethics* Confidentiality Document Destruction Document Retention Donor Bill of Rights Informal Grievance Fulfilling Donor Intent Gift Acceptance Nepotism Nondiscrimination Public Policy Guidelines Whistle Blower* Other Policies and Procedures Reports* Annual Reports* Charting Impact Report Resource: ChartingImpact.org Resource: GuideStar Gold Optional: 1-Page Business Plan Resource: Book by same name Board: Terms* (i.e., Term ends ) Selection process (if known) Demographics (if known) Committees (if known) Minutes *Include In Public Disclosures Page On Website Financial Tab #2 Annual Operating Budget Profit & Loss Statements Financial Management Policies & Procedures 990*, 990 PF, 990 EZ* or 990 N List of In-Kind Donations In-Kind Donation Forms Strategic Plans: Fundraising, Capital Campaign, Sustainability Travel Reimbursement Policy *Include In Public Disclosures Page On Website Cash Reserve = $ Audits >$250,000 Audit every year $100k-$250k Financial review by independent CPA who follows AICPA standards <$100k Internally-produced, complete financial statement: Profit & Loss Statement Balance Sheet Employer Identification Number (EIN)* # Duns & Bradstreet # Legal Tab #3 IRS Letter of Determination* Articles of Incorporation (state)* Any federal, state and local licensing requirements and laws (i.e., child care, food prep, etc.) Federal Assurances (from previous grants) State Sales Tax Exemption Letter* Any employment laws Most recent annual filing of officers with state Process for Managing Compensation Process Create a rebuttable presumption of reasonableness Grants.gov Profile *Include In Public Disclosures Page On Website 5

6 Programs Tab #4 Mission Statement* Community Needs Assessments Environmental Scan Focus Groups Feasibility Study Organizational Chart Process for Managing Letters of Support RFP Analysis System Matching & In-Kind Documentation Program-By-Program: Activity Timelines Budget Job Descriptions Performance Evaluation: Report How Often? Time sheets Testimonials News Room: clips, videos, newsletter, publications *Include In Public Disclosures Page On Website GuideStar Exchange Tab #5 Bronze Silver Gold You Receive GuideStar Premium for FREE ($1,500 value) Logos Push Out with Press Release, Posts on Social Media, Etc. GuideStar Premium Report Printed Public Disclosures Tab #6 (Add To Your Website) IRS Letter of Determination Articles of Incorporation (state) 990 Forms Employer Identification Number (EIN) Logo Mission statement Charter or Bylaws Policies Sales Tax Exemption Letter Reports Annual Reports Charting Impact Report 1-Page Business Plan Board: List Terms (i.e., Term ends ) 6

7 Table of Grants Approved (binder) => Grantee name Name of grant Awarding entity Dollar amount Date/Year of award Copies of proposals => Funded Not Funded Grants Approved Tab #7 Targeted Grant Funders Foundations with 30+ grants awarded annually in your state Profiles Deadlines & Guidelines Civic organizations in your geographic area Corporations in your geographic area Google Maps set up Funder Prospects Tab #8 Targeted Grant Funders Government Local agencies State agencies Federal agencies Analysis of Comparable Agencies Sample Funded Proposals 7

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