FEDERAL GRANTS: ARE YOU READY?

FEDERAL GRANTS: ARE YOU READY? 2013 SCANPO Conference Greenville, SC March 14, 2013 Steve M. Harrington, GPC, MLIS Director of Grant Services Nelson Mullins Riley and Scarborough LLP steve.harrington@nelsonmullins.com 803-255- 9576 1

AREAS TO BE COVERED IN THIS PRESENTATION I. What is a federal grant? Grant life cycle. II. III. Is my organiza on ready to apply for federal grants? IV. Tips to become more compe ve. V. Can you handle the federal grant, if funded? VI. Tips on searching for federal funds. VII. Tips on preparing federal grant applica ons. VIII. Tips on grant planning. IX. Tips on wri ng the federal grant proposal. X. Tips on submi ng your applica on. XI. Rejec on: What do I do now? XII. Helpful websites. XIII. Grant wri ng resources- books. XIV. Grant organiza ons. 2

I. WHAT IS A FEDERAL GRANT? Ø A federal grant is an award of financial assistance from a federal agency to a recipient to carry out a public purpose of support or s mula on authorized by a law of the United States. Federal grants are not federal assistance or loans to individuals. Ø Grants are not benefits or en tlements. Ø A CONTRACT An award of financial assistance for a par cular public purpose. 3

I. WHAT IS A FEDERAL GRANT? TYPES OF FEDERAL GRANTS Ø FORMULA Grants of money to states and/or locali es based on a formula defined by congress. (Ex. CDBG) CDBG Jus ce Some formula grants are sent to states and then become compe ve from the state CDBG Educa on Jus ce 4

I. WHAT IS A FEDERAL GRANT? TYPES OF FEDERAL GRANTS Ø DISCRETIONARY Grants of money to eligible en es on the basis of a compe ve process. Some states apply and distribute to local groups by formula or discre onary. This type requires strong proposals. Very compe ve. 5

II. GRANT LIFE CYCLE 6

III. IS MY ORGANIZATION READY TO APPLY FOR FEDERAL GRANTS? Ø WHAT TYPE OF ORGANIZATION ARE YOU? FOR PROFIT? NON- PROFIT? Ø DO YOU HAVE A CHARTER ISSUED BY THE SECRETARY OF STATE? Ø Do you have a FEIN? (Federal Employer Iden fica on #) Ø WHAT TYPE OF NON- PROFIT ARE YOU? 501C3 501C6 Ø CAN YOU PROVE IT? 7

III. IS MY ORGANIZATION READY TO APPLY FOR FEDERAL GRANTS? Ø DO YOU HAVE A DUN AND BRADSTREET (DUNS) NUMBER? The federal government has adopted the use of DUNS numbers to track how federal grant money is allocated. DUNS numbers iden fy your organiza on. All federal grantees are require to have a DUNS number. If your organiza on does not know its DUNS number or needs to register for one, visit Dun & Bradstreet. h p://fedgov.dnb.com/webform/pages/ccrsearch.jsp 8

III. IS MY ORGANIZATION READY TO APPLY FOR FEDERAL GRANTS? Ø HAS YOUR ORGANIZATION REGISTERED WITH THE SYSTEM FOR AWARD MANAGEMENT (SAM)? (Was Central Contractor Registra on(ccr)) If your organiza on is not registered, you can apply online by going to h p://www.sam.gov. Registering with the SAM is required for organiza ons to use Grants.gov. (almost all federal grants are now received through Grants.gov. ) Your organiza on needs to renew their SAM registra on once a year. 9

III. IS MY ORGANIZATION READY TO APPLY FOR FEDERAL GRANTS? Ø When your organiza on registers with SAM, you must designate an E- Business Point of Contact (E- Biz POC). This person will iden fy a special password called an "MPIN." Ø This MPIN gives the E- Biz POC authority to designate which staff member(s) from your organiza on are allowed to submit applica ons electronically through Grants.gov. Staff members from your organiza on designated to submit applica ons are called Authorized Organiza on Representa ves (AORs). 10

III. IS MY ORGANIZATION READY TO APPLY FOR FEDERAL GRANTS? Ø You are now able to submit federal grant applica ons at Grants.gov. Ø This process can take up to two weeks to complete, so begin your grants.gov registra on as soon as possible. Ø See Grants.gov for addi onal informa on on registra on. 11

III. IS MY ORGANIZATION READY TO APPLY FOR FEDERAL GRANTS? Ø Prepare the following files Copy of charter/bylaws Copy of 501 c3 le er List of board with contact informa on Mission statement approved by board Organiza onal chart Job descrip ons for all staff Current resume/bios/cvs for all staff Number FT/PT/volunteer staff Number of volunteer hours within last year Copy of most recent opera ng budget Copy of last 3 financial audits Last 3 annual reports 12

III. IS MY ORGANIZATION READY TO APPLY FOR FEDERAL GRANTS? Ø Prepare the Following Files (cont.) List of current funding sources List of all partnerships and/or collabora ons within the last five years Copy of board & personnel policies/procedures Organiza onal history Descrip on of all current programs Demographic informa on on your clients and your community Copy of needs assessments and program evalua ons Recent publicity, TV coverage, news ar cles and newsle ers concerning your organiza on and it's programs 13

III. IS MY ORGANIZATION READY TO APPLY FOR FEDERAL GRANTS? Ø Prepare the Following Files (cont.) Names and addresses of your congressional delega on Copies of strategic and master plans Brochures 14

III. IS MY ORGANIZATION READY TO APPLY FOR FEDERAL GRANTS? Ø What is the difference between strategic and master plans? Ø STRATEGIC PLANS Organiza on wide plans 5,10, and 20 year plans Ø MASTER PLANS Project specific Usually large mul - million dollar projects Usually contains construc on or renova on of facili es 15

IV. TIPS TO BECOME MORE COMPETITIVE Get to know your local government. Mayor and Council County Administrator and his/her staff State Representa ves and State Senators Their staffs Get to know the staff in the local offices of your US Senator and US House members. Put them on your mailing, eblast, and newsle er lists. A end council mee ngs regularly. Sell you organiza on regularly to these people. Develop you public voice Website, eblasts, social networking sites (Linkedin, Face book, etc.) 16

IV. TIPS TO BECOME MORE COMPETITIVE Network in your community Join and par cipate in local civic groups Lions club, Rotary, Historical Society, etc. Use your board members to network your organiza on. Work to collaborate with others before you ask them to collaborate with you. Look for improvements in your exis ng programs Diversify your funding sources (Don't put all of your eggs in one basket) 17

V. CAN YOU HANDLE THE GRANT IF FUNDED? Ø Financial Is the design of your accoun ng procedures adequate? Can it meet the tests required by a single audit? Ask your CPA. Can you accoun ng system and staff handle the extra work? Ask your staff. 18

V. CAN YOU HANDLE THE GRANT IF FUNDED? Ø Programma c Does your organiza on have the history and experience to execute this grant? Does your organiza on have the staff to implement this grant or will they have to be hired? If hired, does the project director have the experience and the me to oversee them? 19

V. CAN YOU HANDLE THE GRANT IF FUNDED? Ø "A lack of organiza onal, financial, or human capital capacity impacts the ability of grant recipients to effec vely manage grants. " (GAO Report: 12-1016, pages 27-28) 20

VI. TIPS ON SEARCHING FOR FEDERAL FUNDS Ø The Federal Register: h p://www.gpoaccess.gov/fr/advanced.html the Federal Register is the official daily publica on for rules, proposed rules, and no ces of federal agencies and organiza ons, including informa on on grants as well as execu ve orders and other presiden al documents. It also publishes proposed funding guidelines for some grant programs. 21

VI. TIPS ON SEARCHING FOR FEDERAL FUNDS Ø Catalog of Federal Domes c Assistance (CFDA) www.cfda.gov Catalog of Federal Domes c Assistance (CFDA) provides a full lis ng of all federal programs available to state and local governments (including the District of Columbia); federally- recognized Indian tribal governments; Territories (and possessions) of the United States; domes c public, quasi- public, and private profit and nonprofit organiza ons and ins tu ons; specialized groups; and individuals. To be renamed as Catalog of Federal Financial Assistance (CFFA) 22

VI. TIPS ON SEARCHING FOR FEDERAL FUNDS Ø Grants.GOV: h p://www.grants.gov/ There are 26 federal agencies that offer over 1,000 grant programs annually in various categories. They each use Grants.gov to receive grant applica ons. For helpful search ps and to learn more about finding grant opportuni es on Grants.gov check out the Search Grant Opportuni es guide at h p://www07.grants.gov/search/basic.do 23

VI. TIPS ON SEARCHING FOR FEDERAL FUNDS Ø The 26 agencies are Agency for Interna onal Development Appalachian Regional Commission Bureau of Reclama on - South Central CA Area Office Christopher Columbus Fellowship Founda on Corpora on for Na onal and Community Service Department of Agriculture Department of Commerce Department of Defense Department of Educa on Department of Energy Department of Health and Human Services Department of Homeland Security Department of Housing and Urban Development Department of Jus ce Department of Labor Department of State Department of Transporta on Department of Veterans Affairs Department of the Interior Department of the Treasury Elec on Assistance Commission Energy Cluster Program Environmental Protec on Agency Federal Media on and Concilia on Service General Services Administra on Ins tute of Museum and Library Services Ins tute of Peace James Madison Memorial Fellowship Founda on Japan- United States Friendship Commission Marine Mammal Commission Millennium Challenge Corpora on Na onal Aeronau cs and Space Administra on Na onal Archives and Records Administra on Na onal Council on Disability Na onal Credit Union Administra on Na onal Endowment for the Arts Na onal Endowment for the Humani es Na onal Science Founda on Nuclear Regulatory Commission Office of the Director of Na onal Intelligence President's Commi ee on the Arts and Humani es Small Business Administra on Social Security Administra on Woodrow Wilson Center 24

VI. TIPS ON SEARCHING FOR FEDERAL FUNDS Ø More than 1,000 grant programs are offered by the 26 federal grant- making agencies, and these programs fall into 21 categories. Some agencies may be listed in mul ple grant categories. Agriculture Arts Business and Commerce Community Development Disaster Preven on and Relief Educa on Employment, Labor and Training Energy Environmental Quality Food and Nutri on Health Housing Humani es Informa on and Sta s cs Law, Jus ce and Legal Services Natural Resources Recovery Act Regional Development Science and Technology Social Services and Income Security Transporta on 25

VI. TIPS ON SEARCHING FOR FEDERAL FUNDS US GOVERNMENT AGENCY WEBSITESUS GOVERNMENT AGENCY WEBSITES Ø USDA: www.usda.gov Ø Department of Commerce: www.commerce.gov. Ø Department of Educa on: www.ed.gov/index.jhtml Ø Department of Energy: www.energy.gov Ø Department of Health and Human Services: www.hhs.gov Admin for Children & Families: h p://www.acf.hhs.gov/grants Ø HUD: www.hud.gov Ø Homeland Sec.: h p://www.dhs.gov/grant- funding Ø Environmental Protec on Agency: www.epa.gov 26

VI. TIPS ON SEARCHING FOR FEDERAL FUNDS US GOVERNMENT AGENCY WEBSITES (Cont.) Ø Centers for Disease Control and Preven on: www.cdc.gov/about/funding.htm Ø Health Resources and Services Administra on: h p://www.hrsa.gov/grants/ Ø Na onal Ins tutes of Health: h p://grants.nih.gov/grants/oer.htm Ø Substance Abuse and Mental Health Administra on: h p://www.samhsa.gov/grants/ Ø Department of Interior: www.doi.gov Ø Fish and Wildlife Service: www.fws.gov/grants 27

VI. TIPS ON SEARCHING FOR FEDERAL FUNDS Ø Department of Jus ce: h p://www.jus ce.gov Bureau of Jus ce Assistance: www.ojp.usdoj.gov/bja/resource/index.html Bureau of Jus ce Sta s cs: www.ojp.usdoj.gov/bjs COPS: www.cops.usdoj.gov/ Na onal Ins tute of Jus ce: h p://www.ojp.usdoj.gov/nij/funding/welcome.htm Office of Jus ce Programs: h p://www.ojp.usdoj.gov/ Office of Juvenile Jus ce: h p://www.ojjdp.gov/funding/fundinglist.asp Office for Vic ms of Crime: h p://www.ojp.usdoj.gov/ovc/fund/welcome.html Na onal Criminal Jus ce Reference Service h p://www.ncjrs.gov/fedgrant.html 28

VI. TIPS ON SEARCHING FOR FEDERAL FUNDS US GOVERNMENT AGENCY WEBSITES (Cont.) Ø Ins tute of Museum and Library Services: www.imls.gov Ø Na onal Archives & Records Admin. : www.archives.gov Ø Na onal Endowment for the Arts: www.nea.gov Ø Na onal Endowment for the Humani es: www.neh.gov Ø Na onal Science Founda on: www.nsf.gov Ø Small Business Administra on: www.sba.gov Ø Department of Transporta on: www.dot.gov Ø FEMA, h p://www.fema.gov/government/grant/index.shtm 29

VII. TIPS ON PREPARING FEDERAL GRANT APPLICATIONS Ø ALSO CALLED "NOTICE OF FUNDING AVAILABILITY" (NOFA) or "REQUEST FOR PROPOSALS" (RFP) FOUND IN FEDERAL REGISTER AND ON GRANTS.GOV Ø NO TWO GRANT APPLICATIONS ARE THE SAME Ø READ, READ AND READ AGAIN Ø MAKE NOTES Ø CAREFULLY FOLLOW ALL DIRECTIONS Ø PEANUT BUTTER AND JELLY Ø IF YOU HAVE A QUESTION, ASK THE FUNDER (BY EMAIL) Ø THE DEVIL IS IN THE DETAILS 30

THE DEVIL IS IN THE DETAILS 31

VI. TIPS ON SEARCHING FOR FEDERAL FUNDS Ø Start NOW!!! Ø COLLABORATION Use collabora on with other organiza ons to create a holis c approach to a problem. Use master and strategic plans to assist you in planning long term collabora ve efforts with other organiza ons. Compare your plan with others to determine areas where you can collaborate. 32

VIII. TIPS ON GRANT PLANNING Ø LEVERAGING To use resources belonging to another to accomplish the same goal. Federal grants may or may not require a match, but you get a lot further by providing other funding or resources from you organiza on or partners to increase your chances of federal funding. You can even use other federal funds as leverage but not as match. 33

VIII. TIPS ON GRANT PLANNING Ø Create a list of task that must be completed. Ø Create a meline for tasks. Who can assist you with these tasks? This creates your proposal team Ø Who is responsible for which tasks? Ø Who is ul mately responsible? 34

IX. TIPS ON WRITING THE FEDERAL GRANT PROPOSAL Ø TODAY, Grant seekers have to be be er and more diligent at doing their homework. Ø Use applica on package topics as headings. Ø Write as you speak. Ø No jargon, no abbrevia ons, no acronyms, no text speak. Ø Check grammar/spelling/math Ø No judgments, controversial ideas or poli cal views. Ø Outline your proposal using the grant applica on packet. Ø Evalua on costs 5-7% of total project. 35

IX. TIPS ON WRITING THE FEDERAL GRANT PROPOSAL Ø S ffer compe on for federal funds means you need a greater emphasis on a top- notch proposal. Ø Pay a en on to the details. Ø Evaluate during not a er the program. Ø Use spell- check along with a dic onary and thesaurus in book form. Ø Buy a grammar manual. Ø Tell a story (beginning, middle and end). Ø Collabora on is a survival mechanism. Ø Collabora on must be a long term rela onship. 36

IX. TIPS ON WRITING THE FEDERAL GRANT PROPOSAL Ø Are you eligible to apply? If you are not sure, contact project director at the funding source. If you are not eligible, DO NOT APPLY. 37

IX. TIPS ON WRITING THE FEDERAL GRANT PROPOSAL DOCUMENT THE NEED Ø Know your organiza on Ø Know your clients Ø Know your community 38

IX. TIPS ON WRITING THE FEDERAL GRANT PROPOSAL GOALS AND OBJECTIVES Ø Goals What will this project accomplish? Ø Objec ves What steps are required to get to my goal? 39

IX. TIPS ON WRITING THE FEDERAL GRANT PROPOSAL EVALUATIONS Ø How will I measure my goal? Ø How will I know I completed my objec ves? Ø Evaluate during not a er a program. Ø 5-7% of Total Cost. 40

IX. TIPS ON WRITING THE FEDERAL GRANT PROPOSAL BUDGETS Ø Budgets must be transparent. Ø How much will it cost? Ø Is it reasonable? Ø Is the math correct? You check it. Have someone else check it too. 41

IX. TIPS ON WRITING THE FEDERAL GRANT PROPOSAL SUSTAINABILITY Ø How will this project survive a er grant funding? 42

X. SUBMITTING THE GRANT APPLICATION Ø Review all applica on components for errors Let someone not involved with this project read the applica on Ask them to tell you about this project. Ø Revise accordingly. Ø Use checklist provided in applica on to make sure you have all components and that they are labeled and a ached in accordance with the guidelines. 43

X. SUBMITTING THE GRANT APPLICATION Ø Submit to Grants.gov electronically. Ø Create a "pdf" of your applica on and save it to your computer. Ø Print a hard copy for your records, including verifica on of receipt. Ø Make a hard or electronic copy of the applica on and submit one to each member of the congressional delega on from your state for their informa on. 44

XI. REJECTION: WHAT DO I DO NOW? Ø Contact funder in wri ng. Ø Request a copy of reviewers comments. Ø Request a copy of a good example of a funded project. Ø Revise your applica on. Ø Ask funding source if they would look at your revised applica on and provide you with some feedback. Ø Revise accordingly and resubmit in the next funding round. 45

XII. HELPFUL WEBSITES INFORMATIONAL WEBSITES Ø The U.S. Census Bureau: www.census.gov Ø The U.S. Government: h p://www.usa.gov Ø Na onal Center for Educa on Sta s cs, www.nces.ed.gov Ø A er- School Program Informa on: www.a erschool.gov Ø State of SC: www.sc.gov Ø The South Carolina Sta s cal Abstract: h p://abstract.sc.gov/ 46

XII. HELPFUL WEBSITES Ø WWW.CFDA.gov Catalogue of Federal Domes c Assistance Ø WWW.Grants.gov - US Govt grant applica on website Ø WWW.TGCI.com The Grantsmanship Center Ø WWW.SCANPO.org - SC Assoc. of Nonprofit Organiza ons Ø WWW.Grantprofessionals.org Grants Professionals Assoc. Ø h p://www.gpoaccess.gov/fr/index.html Federal Register Ø h p://www.sam.gov System for Awards Management Registra on Ø h p://www.usa.gov USA.gov Ø h p://www.whitehouse.gov/omb/grants Office of Management & Budget (OMB) - Grants Informa on Website Ø h p://www.whitehouse.gov/omb/circulars/index.html Office of Management & Budget (OMB) Circulars Index 47

XII. HELPFUL WEBSITES Ø Federal Repor ng h p://www.federalrepor ng.gov Ø Regula ons.gov h p://www.regula ons.gov Ø The US Chief Financial Officers Council (CFOC) h p://www.cfoc.gov Ø The White House h p://www.whitehouse.gov Ø The Na onal Grants Partnership (NGP) h p://www.thengp.org Ø Federal Business Opportuni es h p://www.fedbizopps.gov Ø FedSpending.Org h p://www.fedspending.org 48

Uniform Guidance: Cost Principles, Audit, and Administra ve Requirements for Federal Awards Ø Reform of Federal Grants Policies h ps://cfo.gov/cofar- reform- grants/ Accoun ng & Regula ons Ø Financial Accoun ng Standards Board (FASB) h p://www.fasb.org Ø GAO Government Audi ng Standards (The Yellow Book) h p://www.gao.gov/govaud/ybk01.htm 49

XII. HELPFUL WEBSITES Accoun ng & Regula ons Ø Resolu on of Costs Ques oned in Audit Reports h p://www.usaid.gov/policy/ads/300/3036s1.pdf Ø Model Incurred Cost Proposal h p://www.dcaa.mil/chap6.pdf Ø Grants Under Contracts (ADS 302.5.6) h p://www.usaid.gov/policy/ads/300/302.pdf Ø Cross Reference Index Administra on of Grants & Coopera ve Agreements h p://www.usaid.gov/policy/ads/300/3036s3.pdf Ø Independent Sector Resource Center for Good Governance & Ethical Prac ce h p://www.independentsector.org/ governance_ethics_resource_center 50

XIII. GRANT WRITING RESOURCES - BOOKS Barbato, Joseph and Danielle S. Furlich. Wri ng for a Good Cause: The Complete Guide to Cra ing Proposals and Other Persuasive Pieces for Nonprofits Karsh, Ellen, and Arlen Sue Fox. The Only Grant Wri ng Book You'll Ever Need, 3 rd ed. New York: Basic Books, 2009 S nson, Karen, and Phyl Renninger. Collabora on in Grant Development and Management. Washington, DC : Thompson, 2007. 51

XIV. GRANT ORGANIZATIONS Ø Grants Professional Associa on (Formerly American Associa on of Grant Professionals) www.grantprofessionals.org Ø The Grantsmanship Center: www.tgci.com 52

QUESTIONS? THANK YOU FOR YOUR SERVICE TO OUR COMMUNITY! Steve M. Harrington, GPC, MLIS Director of Grant Services Nelson Mullins Riley and Scarborough LLP steve.harrington@nelsonmullins.com 803-255- 9576 This presenta on does not express the opinions of any person or organiza on other than Steve M. Harrington, GPC 53