Answer Guide Study Questions for Program Planning & Proposal Writing (Kiritz s Template) Part I (Pages 1-19) 1. What are some of the benefits of using a program planning and proposal writing format, such as Kiritz s template (Program Planning & Proposal Writing)? It provides an orderly way to organize ideas regarding a proposed future program of activity. The proposal helps to identify the steps needed for the plan to be realized and recognize deficiencies that exist within the plan. It helps to secure outside funding (grants). It can improve record-keeping systems. It enhances credibility of the organization. It clarifies the goals of the program or activity. It assists in the development of tangible objectives, or outcomes of the activities. It increases the knowledge of the writer and participates regarding the program or activity. It allows for better program evaluations. It enhances financial management and accountability. 2. For Foundations what proposal format should be used? A letter of proposal should be utilized when applying for a grant from a foundation. This letter should follow the same format as a full proposal; however, it should be limited to approximately three pages of narrative. The letter should be signed by the highest officer in the organization and include all requested documentation, such as the organization s annual budget and financial statements. The letter of proposal for a foundation should also include a cover letter which assures the foundation that the proposal is endorsed by the organization s top officer(s), briefly describes the proposal and commits to following up on the proposal. 3. For Government funding sources, which proposed format, should be used? Government funding agencies usually have grant application form. The instructions of the forms should be followed completely. Often these applications follow the same format as a full proposal; however, the full proposal should not be substituted in place of the application instructions. 1
4. What are the basic principles of proposal writing? The proposal should be neat, clean, and easy to read. The proposal should be clear and concise, avoid jargons and undefined abbreviations. It should be as brief as possible, long enough to convey your message without adding unnecessary statements. Be positive, do not beg or call attention to mistakes Avoid unsupported assumptions, use quotations or statistics to support your material 5. What things should you look out for in writing a cover letter? The cover letter should not be used in place of a proposal summary; it should only briefly describe the content of the proposal. Do not use patronizing, intimidating, or show-off language. Do not tell the reader what they should find. Do not beg or plead. Address the cover letter to a specific person at the funding organization. 6. What should be included in a clear, concise summary? Identify the applicant and provide statements about the applicant s credibility Describe the reason for the grant request; define the issue, problem or needs to be met. State the objectives to be achieved if the proposal is funded. Define the activities to be conducted in order to accomplish the objectives. Summarize the total cost of the project, the funds already committed and the amount asked for in the proposal. 7. What is the overall purpose of the introduction? The introduction s purpose is to describe your organization s qualifications and credibility to the funding agency. 8. How can you increase the credibility of your proposal? Understand the image(s) your organization may already have, determined what image may exist in the minds of the funding source and either reinforce a positive image or defuse a negative one. The cover letter should be on letterhead, listing the organization s officers and affiliations to help establish credibility Provide evidence of your ability to accomplish the proposal s intended purpose or activity 2
If another organization is involved, provide evidence of the credibility of this other organization/ 9. What is a needs assessment? It is the reason behind the proposal. A needs assessment generally focuses o the conditions in the lives of the clients of constituents that your proposal will change. 10. What is a problem statement? It is the reason behind the proposal. A problem statement identifies a particular situation; it relates it to similar situations existing in other communities and defines the broader implications of your proposal. 11. What are the basic requirements of the problem statement or needs assessment section? This section should be clearly linked to the purposes and goals of your organization. Supporting evidence should support this section. Provide statistics or testimony of authoritative sources knowledgeable about the situation. It should be realistic, within reasonable dimensions. This section should be stated in terms of client of constituents, not the needs of the applying organization. 12. What questions could you ask to see if a problem statement is adequate? Who are the people or agencies with whom the applicant is concerned? What is the problem or need that the agency will focus on? Is the problem of reasonable dimensions? Something that can be changes for the better over the period of the grant? In what direction does the problem statement seem to lead? Does this statement appear to be concerned with the needs of clients or with the needs of the applicant? Part II (Pages 20-37) 13. To be measurable and useful, objectives should tell Who Is going to be doing what When How much How will we measure it 3
14. What is the author s distinction between the goals and objectives? Objectives are problem-related outcomes of your program. These should be measurable of observable Goals are long-related benefits that you are seeking 15. What is the purpose of the methods sections? This portion of the proposal describes the steps or approaches to be taken to achieve the desired results of the program. 16. What are the basic requirements of the methods sections? Clarity and justification are the basic requirements of the methods section of the proposal. The proposed methods should be understandable and should be accompanied by the rationalization of the reasoning behind the methods chosen. 17. What two types of evaluation? What is the difference between the two types? The first type of proposal evaluation is the product evaluation (sometimes called outcome evaluation, impact evaluation or summative evaluation). This evaluates the results of your program. Has the program achieved its stated goals? The second type of proposal evaluation is the process evaluation. This evaluates the conduct of the program. It evaluates whether the program was conducted in a manner consistent with the plan. 18. Why is an evaluation required by the funding source? It reassures the funding source of the diligence and sincerity of the applicant If the funding source does not yet accept your evaluation plan, they may conduct their own evaluation. 19. What is the sequence of steps you may use to consider in developing the evaluation component of a proposal? Clarify your program objectives. Determine the potential audience for the evaluation. Will you conduct a process evaluation, a product evaluation, or both? Who will conduct the evaluation? Should the evaluation include an analysis of cost-benefit or cost-effectiveness? How will evaluation data be collected? How will the evaluation data be analyzed? How will the evaluative information be reported? 4
20. What are some ways in which your program might be funded after a grant? If possible, your organization may be able to take over future funding of the program, if it is successful. Determine if your program has a fee-for-service potential, if so determine how fees will replace grant monies. Development of contractual (third-party payers) relationships to help subsidize the services to clients. The use of non-grant fund raising, either new or through the expansion of existing efforts. Expand a profitable service or activity of your organization to cover costs of running the program. Apply for membership in some federated fund-raising effort, such as the United Way. If successful, determine if some other organization will assume the financial responsibility of the activity. Part III (Pages 39-47) 21. How much latitude do you have in actually spending your money? The budget in your proposal is an estimate; therefore, you are given a degree of latitude- as long as the total amount does not exceed the grant amount. Requests for changes may be required and authorized by the funding source. 22. What is the difference between requested and donated columns of a budget? The requested column represents those items you are asking the funding source to pay. The donated column represents those items which are either paid for from some other source or which are actually donated or contributed to the project. 23. Why do you think it is important to include donated items in a budget? It helps to prove to the funding source that your own organization (as well as other organizations) believes in the credibility and usefulness of the proposed project. 24. What is the best way to determine the amount of a volunteer s contribution to your program? Volunteers with credentials (such as physicians and teachers) should provide written statements declaring their normal salaries of consultant fees and testifying to their commitment to volunteer like service to the proposed program. 5
Those volunteers without credentials should be rated at the current minimum wage, regardless of the capabilities. 25. What are the indirect costs? Indirect costs are the costs to an organization for housing a project. These include the cost of operating and maintaining building and equipment, depreciation, general, and departmental administrative salaries and expenses (such as Human resource personnel) and library costs. Indirect costs are those costs of an institution which are not readily identifiable with a particular project of activity. 6