1 Fundraising Project Checklist EVERYTHING YOU NEED TO KNOW ABOUT THE PROJECT YOU RE RAISING FUNDS FOR BUT WERE AFRAID TO ASK. Completion of this form should provide the necessary information to write grant applications and fundraising proposals and it can also help you prepare for donor discussions relating to specific projects. Collecting this information can also be a wonderful first step in developing all manner of communications materials from a simple brochure to a comprehensive Case for Support. I would recommend setting up a meeting with everyone involved in the project and walk through the document to identify the most appropriate person to complete each section, or question. Then, set up individual with those identified to ask specific question and record answers meetings (ideally in person, but if not possible, then tap into technology). This way, you have the opportunity to seek clarification and fully understand the answers. Note: The word, project is used as a catch-all title for any program, initiative, innovation, project, event, activity or other entity that is included in the organization s fundraising list. Project Name: Key Contact(s): *as outlined in the Project Description What is the overall budget for this project? What is the current funding available? Person(s) who holds the knowledge of this project. Person(s) responsible for ensuring project goals/objectives* are achieved (if different from above). $ $ Name and Contact Info Name and Contact Info What amount, therefore, still needs to be raised? (Your Overall GAP in funding or fundraising target for this project) $ Note: additional budget details will be required on your Project Budget. This is simply a snapshot view and important if you are responsible for preparing information on a number of projects.
2 1. PROJECT DESCRIPTION Describe the Project in general terms: Start with the Why Note: This should be the elevator pitch so as a guideline, describe this in terms that could be explained to someone else in approximately 3 minutes. (Why this project, why your organization, why now, etc.) 2. DESCRIBE THE PROBLEM, URGENCY AND EXISTING COMMUNITY NEED FOR PROJECT 2.1 What s the specific problem/challenge/opportunity the project will address? 2.2 How do you know the problem/challenge/opportunity is significant? (Evidence) 2.3 Why now? (Gauging urgency and need for support now.) 2.4 What are you proposing as the solution? 2.5 What short-term and long-term outcomes are anticipated - what will change, who will benefit and how? 2.6 Describe the changed future as a result of this project being completed successfully who will benefit and how? 2.7 If this project didn t happen, what would be the outcome? Describe the future scenario if this project is not undertaken/completed who would suffer and how? In other words tell the story of the GAP that will be created. 2.8 Is this a pilot project to test a model that you believe will have a new and improved way of addressing your beneficiaries needs? If so, document how you plan to roll it out following this test phase (including your planned funding model). If it proves successful, could this be a model that others could follow/replicate? If this is your objective, then document how it could address needs in other communities.
3 3. WHY IS THIS PROJECT BEST UNDERTAKEN BY YOUR ORGANIZATION? BASIC INFORMATION: What is the legal name of your organization? Location of geographic scope of your organization: Date founded: Name of founder(s): If incorporated, state date of incorporation, and number: If registered, state your charitable number: 3.1 Write your mission and/or vision statement here: 3.2 Describe your beneficiaries (those whom your organization exists to serve): 3.3 Now, complete the following sentence: (USP or differentiation especially from others in the same or similar field(s)) We are the only organization in (geographic location) that:. 3.4 Why are you the best organization to undertake this project? Note: Avoid being critical of other organizations or projects but be clear about your unique capabilities funders aren t interested in duplication or competition. Two parts: List the key credibility factors about your organization in your community? This could be well-known successes, statistics, etc. about your organization from a general perspective (your PAST DEEDS ). Then, list what is unique about your ability to carry out the activities and achieve the goals of this specific project? 3.5 If this is an extension or further phase of an existing project, what has been the impact (to our beneficiaries) of the project to date? (In other words what s your track record of success with this particular project or focus?) 3.6 How does the project complement (not duplicate) similar initiatives currently in existence at this or other organizations? 3.7 How does the project help fulfill your mission and current strategic plan and priorities? 3.8 Describe how the success of this project serves your mission in the future (this should focus on how your organization will be better placed to meet the FUTURE NEEDS OF YOUR BENEFICIARIES).
4 4. RESOURCES REQUIRED: HUMAN & FINANCIAL 4.1 Human Resources: Describe the team (internal and/or external) entrusted to carry out the project what are their credentials? 4.2 Financial Resources: (This can be a one-page statement of projected expenses and anticipated income or a complex spreadsheet depending upon the complexity and size of your project). Some funders will provide a specific format for you to use. BASIC PROJECT BUDGET ITEMS: There are two key numbers: What will the project cost and how much are you asking each funder for. Basically, a budget should show your expenses and income: Personnel Expenses, Direct Project Expenses. Then, your income e.g.: Earned Income (from this specific project) and Contributed Income (what is coming from other sources). Remember to keep a worksheet with your notes on how you arrived at each budget line item (e.g. source and/or calculation). This is a very useful reference if asked for more details or to scale the project up or down and this will help in setting your monitoring plan for project expenses. If necessary, provide a Notes to the Budget document if you believe the funder would benefit from understanding how you arrived at each amount. 4.3 What personnel costs are required for project completion? If employees, include the annual pay rate/divided by the time allocated to the project, if external, include the flat fee total. If volunteer support, capture under the in-kind contribution area. 4.4 List the direct project expenses (non HR) and their costs. Could be travel costs, equipment, facilities, supplies, printing, insurance, food & beverage, etc. 4.5 Contributed Income: This is both cash or in-kind. Prepare a list of the other funding sources under your income section and it s helpful to categorize these as received, confirmed or pending. Remember to include the retail (Fair Market Value) of each in-kind item listed because this helps you demonstrate the true cost of your project. 4.6 If part of the work undertaken needs to be sustained beyond this project timeline/budget, explain how it will continue? (Plans for financial sustainability). This is a crucial part of your presentation; most funders want you to demonstrate, in a concrete way, the long-term viability of your project. Will the completion of this phase help you attract other funders, or expand your services (build capacity) that will allow you to generate more revenue, etc?
5 5. IMPLEMENTATION PLAN METHOD, TIMELINE & PARTNERSHIPS 5.1 What s the timeline for the project when should it start and when do you anticipate completion? (If already underway, please provide when it started). Provide a plan showing the tasks that will be undertaken, the order in which this will happen and the anticipated completion time for each task, as well as the overall project. 5.2 List any partners (organizations, consultants or external paid workers or volunteers) involved in planning, implementing, or evaluating the work and outline their role? 6. MONITORING AND EVALUATION (REPORTING ON THE SUCCESS OF YOUR EFFORTS) 6.1 How will you know if the project has been successful? Describe what success will look like. 6.2 What are the measurable objectives that you are expecting and will be tracking that will help you gauge the level of success? Note: objectives are measurable (e.g. statistical evidence on # of people, data on improvements, etc.) 6.3 What are the outcomes that you are expecting and will be tracking that will help you gauge the level of success? Note: outcomes are the non-measurable results e.g. changes in awareness, increased health & enjoyment of beneficiaries, volunteers, local community members, etc. 6.4 Who is responsible for measuring performance throughout the project timeline, how will they measure this and when/how often will this take place? 6.5 Who will be preparing reports on progress? (Accountability, impact and/ or final reports) 6.6 When will the final report be completed? 6.7 As part of your final report, you will need to prepare an Impact Report, detailing the direct impact the project has had on your beneficiaries (an Impact Story). Describe who will be preparing this and when you expect this to be completed.
6 7. DONOR/FUNDER RECOGNITION OPPORTUNITIES/ STEWARDSHIP Note: You need to customize this to suit the specific funder what are the potential benefits for them? What, if any, specific publicity, corporate social responsibility or other community support requirements do they have to meet. Do your homework, so you can meet their needs (without mission drift ). 7.1 Do you have any recognition ideas for those who provide funding for this project? If so, please provide details. Remember, some funders will want public recognition (publicity, naming opportunities, attendance at events, etc.) while others may want private recognition (letter of thanks, private meeting, invitation to events without public recognition as funder), and others will look for both. Some funders will make this clear in their communication materials regarding grants/donations, etc. others may not. You may already have a donor recognition plan, if so, include the respective level of recognition the funder would receive for this amount. If not, you will need to prepare a statement of recognition. 7.2 What are your plans for stewardship to funders? This is crucial if you wish to maintain a relationship with funders for future grants/donations. It will help your organization develop both a good reputation and a long-term relationship with each funder. At minimum you will want to produce a Stewardship Report for funders showing the ongoing benefit of their contribution on those your organization serves. Record who would prepare this Stewardship Report and a timeline that you think would be both realistic and meaningful in terms of demonstrating the long-term impact. 8. ADDITIONAL MATERIALS Pay close attention to any additional materials each funder requests to accompany your proposal or application. Place these in an appendix and provide a list on the appendix cover page. The following are examples of what this list might include the following items. Best to be prepared by creating a file where you collect the most current version of your basic informational documents, such as: List of your board of directors (good to add their professional designation/title) Latest financial statements Operating budget for current and/or next fiscal year (depending upon when you submit in your fiscal cycle) Resumes of key personnel Latest Annual Report A copy of your latest CRA T3010
7 9. PUTTING IT ALL TOGETHER Always follow the funder s preferences/instructions. If they request multiple copies, ensure you supply these (and make a note of what they want copies of sometimes you don t need to copy all the additional materials). No need to put in a binder, best simply to use a paper (or small bulldog) clip. Some funders are moving to on-line delivery, but many still want hard copies so best to follow instructions, and if none supplied, then it s worthwhile checking with the funder. 10. NOTE: THIS NEXT SECTION COULD BE COMPLETED ON YOUR OWN, OR IN DISCUSSION/CONJUNCTION WITH YOUR FUNDRAISING STAFF AND/OR COMMITTEE GIVEN THE NATURE OF THIS PROJECT, AND THE FUNDRAISING GOAL: What appears to be the best fit regarding sources of funding? From an overall 100% funded basis, what would be the ideal funding source mix? Individuals Corporate Government Foundations (corporate, community or others) Ourselves (are we prepared to fund in part?) Others (specify): NOW, REVIEW THE ABOVE AND LIST SPECIFIC NAMES OF PROSPECTS THAT MAY BE A GOOD MATCH FOR THIS PROJECT?