Creating Fundable Projects A Blueprint For Grant Writing

Creating Fundable Projects How to Write a Grant with A Solid Project Plan
Published by: Diversified Solutions, LLC Written by: Cheryl Green
Copyright by Diversified Solutions, LLC All Rights Reserved Worldwide
Keep It Simple Series info@theteachingbiz.com
Diversified Solutions LLC, 2007
Diversified Solutions, LLC is a training and development consulting firm. We help organizations grow by focusing on their greatest investment, their people. Diversified Solutions provides soft skills training, publications and consulting to non-profits, schools, faith based organizations and small businesses. Our cadre of consultants has over 20 years combined experience in educational administration, non-profit management, higher education and college access. Our publications are directly taken from trainings and workshops done on a regular basis. Creating Fundable Projects is adapted from our Grant Writing Seminar. Cheryl Green is a proven professional with over 15 years experience in the education and non-profit sectors. She has written grants for community centers, schools and churches.
For all inquiries, comments, questions: Diversified Solutions, LLC PO Box 1894 Cleveland, MS 38732 1.877.570.6295 info@theteachingbiz.com
Why Do I Need This Book?

The youth need something to do. We need to write a grant. How often have you heard that statement, or heard someone else say it. Many of us believe that getting a grant is as simple as writing it. Whether we write it ourselves, or hire someone else to do it; we believe the money is out there. The grant writing process begins with putting that wonderful idea, dream or vision into a structured format. Creating A Fundable Project is designed to help you move your idea into a written document. Using language you understand and an easy step-by-step process, this manual will provide a roadmap towards structuring and writing your project. This manual is for a variety of people. The beginner who knows nothing about grants or project development The person who wants to apply structure to their project or activity. The group that wants to develop a solid project with measurable results. The organization that needs a starting point.
Creating Fundable Projects will help anyone who has an idea and wants to make it a reality.
Creating Fundable Projects
TABLE OF CONTENTS
Preface Introduction. 1 Basic Information About Grants... 1 grants and funders types of funders types of grants Before You Write a Word... 3 is your organization prepared to pursue a grant? Creating A Fundable Project.. 4 developing the project Outlining the Problem Statement. 5 project creation worksheets putting it together Developing A Project Outline 11 timeline budget budget narrative Ways to Approach A Funder. 15 determine if a funder is right for you researching funders Using the Funder Information Form 16 Parts of A Grant Proposal19 Helpful Points21 APPENDIX
Diversified Solutions, LLC 2007
Introduction
A well -written grant begins with a well-developed project. Many of us have visions and ideas of the wonderful work we would like to do for others in our community. We can tell wonderful stories about how our youth program or health outreach network will help people build better lives. However, the problem begins when we attempt to structure these ideas in a format that is clear and acceptable to grant makers or funders. This manual is designed for just that purpose. Within these pages, you will learn how to take your idea and make it a documented reality. Creating a fundable project will allow you to develop a structured program that can be used to develop action plans, write grants or create a budget. At the completion of this manual, you should be able to perform key tasks in basic program development. Define the problem Develop goals, objectives, strategies Create a project outline These activities are for those who arent exactly sure how to communicate their ideas in a written format, or for those who would like to apply a structured, simple formula to their program development. Being able to create a solid project can be a great help in a number of ways. If you are writing a grant, it will help you develop a comprehensive project that can be used in a variety of formats. If you are hiring someone to write a grant, you will save time and money by giving them a project that is already developed. This decreases the hours needed to research and create a project almost from scratch.
1.1 Basic information about grants

Grants and Funders Before we begin developing a great project, you should have a basic understanding about grants. A grant proposal is a written document requesting money or other resources for a specific activity, program or project. The proposal is written to prove that the resources will be used for a specific reason following strict guidelines outlined by the person or organization giving the grant. Organizations that give grants are generally known as funders. They provide money and other resources to help projects, organizations or activities related to their areas of interest. For example, the Echoing Green Foundation supports people starting or expanding their non-profit organizations. They award two year grants that allow individuals or partnerships to work full-time on their projects.
Types of Funders There are two basic types of funders: public and private. Public funders include governmental agencies on a federal, state, city or county level. Any agency that falls under the public sector is considered to be a public funder. I.e. State education departments, the United States Department of Labor, Housing and Urban Development (HUD) etc. Private funders include corporations, foundations, businesses or individuals. For example, the Kellogg Foundation, Bellsouth Foundation, Annie E. Casey Foundation. Types of Grants The initial process in locating a grant is to know what type of grant is needed for your organization. This knowledge will help to narrow down the research process allowing you to be more focused in your search for the right funder. Later on, there will be a discussion about finding a match between your project and a funders area of interest. Planning Grants Some projects require quite a bit of development that can become time consuming and costly. There are funding opportunities can help with the development or planning phase of an activity or project. These grants can cover activities related to research, time and personnel for planning meetings, consultants to develop a needs assessment, etc. The US Soccer Foundation offers a grant that is exclusively for the development of a master plan for soccer field construction projects. This grant can only be used to create a plan for construction. Seed Grants It takes resources to start an organization or major activity. Seed grants are given is to help new organizations during the initial start up phase. As cited earlier, Echoing Green Foundation provides start-up assistance. Technical assistance or capacity building grants Many organizations need help with their management and administrative functions. Capacity building grants can come in the form of money or human capitol to help with things such as: fundraising and resource development, marketing, finances, operations, human resources and technology. Bricks and mortar Grants that provide money for physical assets such as buildings and renovations. Most of these grants require the organization to match the grant amount with a percentage of money. Also known as challenge grants, funders are willing to provide assistance with the assurance that the organization is able to make an investment.
1.2 Before You Write A Word

Before you even begin looking for a grant, be sure to do an inventory to determine the readiness of your organization. Funders are not in the business of giving big bucks to people who do not have certain legal structures in place or are not able to prove their ability to handle resources. Most grants will require you to have most of the documents and information found below. So, now is a good time to gather this information and compile it in a central location making it readily accessible in the future. Use the provided checklist to determine what you already have and what needs to be worked on: Is your organization prepared to pursue a grant? o Organizational History a. Founders who started the organization? b. Location where was (is) it located? c. Reason for starting why was it started? o Mission Statement o Chronological list of programs, activities for the past five years (if applicable) o Annual Budget o Annual Audit for past five years (if applicable) o Board of Directors with affiliations Describe who is on your board a. Professionals b. Volunteers c. Gender d. Length of service o o o o o 501 c (3) papers Form 990 Articles of Incorporation Contributors List Staff Listing a. Positions b. Years of service
2.1 Creating a Fundable Project

While pursuing a grant is the focus for most organizations, it is probably better to have developed a solid project prior to looking for grant opportunity. Having the project or activity completed allows you to specifically pinpoint the type funding you will need and for how long. By now, you should have done things needed to determine if you if your organization is prepared to purse a grant. The Funder Information Form has been used to determine if a funder is a good match for your project, the organization has collected the needed documents, and information has been collected using the Internet, making a phone call or attending a pre-application meeting. Developing the project Your grant proposal should be written after your project or program has been fully developed. Seeking a grant from a funder should be done to fulfill the mission via projects and activities not because you need money. A critical step in the planning phase of a grant search or proposal is the development of a solid project. Your project or case statement should lay out a clear description of the need for the project and your ability to make it happen. A good project consists of a well thought out problem or case statement and a project outline. This helps funders to understand what problem you are trying to solve and how you are going to solve it. The problem is what the funder wants to solve by giving resources to organizations or individuals in affected communities. Identifying the problem helps grant seekers to match their project with the right funder. Developing a well-thought out problem statement begins with providing the answers to some basic questions relative to your project: o o o o o o o o o What is the problem? Who does it affect? What has caused the problem? How do you know this? Where is the evidence? What is an ideal solution? What will you do help solve the problem? With whom? For how long? How will you know it worked?
Each of these questions will help you create a solid problem statement that can be used within the grant proposal.
2.2 Outlining the Problem Statement

Lets take a look at how to set up a problem statement using the questions as an outline. Most problem statements will have the following elements: I. Need or Problem A. Causes of problem B. Statistics or facts that show evidence that there is a problem C. Supporting Evidence II. Mission Statement or Ideal Solution III. Goals A. What you want to do B. For whom IV. Objectives A. The results of benefits of the activity B. For whom C. When it will happen V. Evaluation How do we know it worked? For our examples, we will use cardiovascular disease in Mississippi. The following spreadsheets will give a visual picture of how to outline a problem statement. We will begin developing the problem by making a simple statement. The problem statement can be developed using a simple brainstorming process. As you are working your way through the forms, just answer the guiding questions.
Project Creation Worksheets What is the problem? What has caused the problem? 1. High obesity rates 2. Limited access to quality health care 3. High levels of blood pressure (hypertension) among residents. How do we know this 1. Nearly 30% of Mississippi residents are obese. 2. 75 out of 82 counties are designated as health professional shortage areas. 3. More than 700,000 MS adults have high blood pressure or hypertension. Where is the evidence?
Cardiovascular disease is the leading cause of death for 41% of Missis residents.
1. 2006 National Obesity report from Tru America's Health.
2. US Department of Health and Human 3. Mississippi Department of Health
Cardiovascular disease is the leading cause of death for 41% of Mississippi residents. Who does this affect? 1. Adult residents in Mississippi 2. Youth
IDEAL SOLUTION: Cardiovascular disease is not the leading cause of death for 41% of M What will we do? 1. Teach nutrition classes that show how to make healthy food choices and create healthy and delicious
With
1. Senior citizens Children at after school Adults in GED program 2. Community residents
2. Build a walking track around the building.
State the above in sentences using action verbs: Teach nutrition classes to senior citizens, youth and adults. Build a walking track for community residents.
Cardiovascular disease is the leading cause of death for 41% of Mississippi residents. Sentence #1 Teach nutrition classes to senior citizens, youth and adults. what is the benefit or result? (action verb) how many or how much? by when? One year
how will we know its su Grocery lists Surveys Cooking meals at end of
Know how to choose healthy 25 senior citizens food and cook nutritious 25 youth meals. 25 adults Sentence #2 Build a walking track for community residents. what is the benefit or result? (action verb) Residents will have someplace safe to exercise by walking. how many or how much?
by when?
how will we know its suc
70% of residents
Six months
Completion of track Number of people walkin
Now, lets take a look at our outline using the information in the appendix. I. Cardiovascular disease is the leading cause of death for 41% of Mississippi residents A. High obesity rates among adults B. Limited access to quality health care C. High levels of high blood pressure and hypertension II. Cardiovascular disease is not the leading cause of death of Mississippi residents. III. Goals A. Teach nutrition classes to senior citizens, youth and adults B. Build a walking track for community residents IV. Objectives A. Teach nutrition classes to senior citizens, youth and adults 1. At the end of six weeks, 50 adults and senior citizens will know how to make healthy food choices as shown by grocery lists. 2. 75 participants will create healthy meals for each other and at home at the end of a six-week class. B. Build a walking track 1. A walking track will be created for community residents at the end of three months. 2. Within a year of completion, 50% of local residents will have exercised on the walking track as evidenced by attendance rates. V. Evaluation A. Teach nutrition classes to senior citizens, youth and adults 1. Grocery lists 2. Surveys 3. Menus at dinner B. Build a walking track 1. Completion of walking track 2. Survey of local residents The evaluation is a very important piece and should not be ignored or taken lightly. Funders want to know that you have done what you said you would do with their money. Not being able to prove your success can result in funding being delayed or impact your ability to be re-funded. The best way to develop evaluation methods for your grant is to do an assessment for each objective. In essence, you just want to know if your project worked or not.
Objective At the end of six, weeks 50 adults and senior citizens will know how to make healthy food choices as shown by grocery lists. 75 participants will create healthy meals for each other and at home at the end of s six week class A walking track will be created for community residents at the end of three months. Within a year of completion, 50% of local residents will have exercised on the walking track as evidenced by attendance rates
Evaluation 1. Grocery lists submitted on a biweekly basis 2. Survey asking the types of food bought throughout the six week class 1. Examine menus presented for dinner 2. Survey of meals prepared ever month for a six month period 1. Completion of walking track 1. Attendance taken by sign in sheets or observation 2. Local survey asking residents if they have used the track
Do not get confused or overwhelmed by words such as mission, goals and objectives. For the most part you know what you want to do! It is just a matter of taking your ideas and thoughts and putting them into written form that funders are able to understand how you are going to solve your problem Putting it together Once the problem statement has been drafted and outlined. You should be ready to address the logistical aspects of the project, or answer the question how will we get this done. There are a couple of effective ways to get this done. You can use a brainstorming and clustering technique to develop a project outline or you can just develop an outline. During brainstorming you ask basic diagnostic questions. o How will this project get done? How will it happen? o Who will make it happen? o When will it happen? o What is needed to make it happen? o Where will it take place?
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2.3 Developing a Project Outline

I know, I knowwe havent asked the most important question. How much will it cost? The budget should be prepared once all of these pieces are in place. Once again, you are writing the proposal to fulfill your mission not because you need money. A project outline can be completed in a few simple steps. 1. Brainstorming this process allows you to include every possible thing you can think of related to the project. When doing this exercise with a group or committee, a time limit and recorder may be needed to maintain focus. Brainstorming begins with a good questionwhat will need to complete this project. 2. Clustering Once the brainstorming has been done, do a quick check to eliminate all items that are not related to the topic. Then, establish headings or sections for each word or phrase to be assigned to. The headings can be the same ones used in the project outline shown above. This is shown more clearly in the appendix. 3. Outlining take the clustered items and create your outline. These guiding questions will help to develop a project outline I. Approach (how will it happen?) A. Strategies B. Tasks II. Human Resources (who will make it happen?) III. Resources (what is needed?) IV. Facilities (where will it take place?)
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Project Outline Example I. Cardiovascular Project (build a walking track) A. Planning strategies 1. Get three quotes from construction companies 2. Talk with city hall about zoning regulations 3. Research the best material to use concrete or rubber 4. Develop marketing plan to publicize track 5. Estimate opening date B. Implementation strategies 1. Announce opening date of track 2. Contact city officials and others for grand opening 3. Have track inspected for safety 4. Set up place for residents to sign in II. Human Resources A. Executive Director B. Administrative Assistant C. Maintenance Supervisor D. Volunteers 1. Landscaping company 2. Caterers E. Graphic Designer III. Resources A. Equipment 1. Lawn mower 2. Tractor 3. Computer and printer 4. Fax machine 5. Telephone 6. Loudspeaker B. Materials and supplies 1. Paper 2. Printer ink 3. Gas 4. Graphic design software IV. Facilities A. Community center offices B. Community center grounds
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Timeline Once the project outline begins to take shape, it should help you to decide how long it will take and when it will happen. Completing the project outline helps you to become more realistic about the time needed to complete a project. Oftentimes, we can be too ambitious in our intentions. When we begin with the idea we really believe a huge project can be done in three weeks, when realistically, it can take much longer than that. A timeline can be completed in several ways. The most common ways are to do a separate timeline that details the time in months and the associated activities. Or, the timeline can be completed in a project spreadsheet that shows the objective and strategies, who will complete it, and when it will get done. Appendix A gives two examples of timelines that will help provide blueprints for creating your own timelines. Budget Often, there is a tendency to pursue a grant based upon how much money is available to the grant seeker. While it is common practice, the budget amount should only be created after the project is completed. Once you have identified all of the pieces needed to carry out the activity, it makes it much easier to pinpoint the exact finances needed to cover all relevant expenses. Generally, the proposal budget only provides an estimate of the proposed project. There are a few points to consider when completing a budget. o The budget should be accurate and specific o The budget should support only the proposed project o It needs to be reasonable and relevant Most proposal applications will provide a format for you to follow when completing the budget. However, there are few questions you should be able to answer when completing a proposal budget. o Is the amount of requested money sufficient for our project? o How many staff people will be needed? o Will we have to hire additional staff? o Are there any travel costs involved? o Do we have any existing resources (financial, human etc.) that can be used to complete this project? o Are there going to be any associated costs for fringe benefits? o Will we need consultants for things such as evaluation, planning, or training? o What things wont we need funds for?
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Remember: it is highly important to make sure the budget is aligned with your objectives. Now is not the time to figure in additional costs that are not associated with the proposed project. The following budget is a good example of how to construct a line item budget. Be sure to calculate two amounts: 1) the amount you are requesting. 2) the contribution from your organization, also known as in kind or match. Using the cardiovascular project, a budget example has been included to give a blueprint as to how a budget can be created. Once again, most grant applications will provide a budget format. Be sure to follow whatever format may be provided in an application. Budget Narrative The grant budget provides the estimated costs needed to successfully complete the project. The budget narrative explains how the requested costs are realistic and necessary. A good narrative should be short and direct. You are simply telling the reader how the costs were calculated.
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3.1 Ways to Approach a Funder

Determine if the Funder is right for you Every grant is not for every organization. The chances of you being successful in grant writing increases when a funders project emphasis lines up with your goals and objectives. The Carol M. White Pep grant only funds projects that purchase equipment to enable students to actively participate in physical education activities and/or fund physical education teacher training and education. The Carol M. White grant should not be written if you are interested in building a baseball field. It is an equipment and training grant, not a bricks and mortar grant. You will be met with a lot of frustration if you chase grants without identifying whether or not they are a match for your organization. It is essential that you take the time to do the research. The Funder Information Form (FIF) is designed to help you determine if a funder is a good match for your organization or project. Before any calls are made or a proposal is started, it is important to make sure the funders language and mission are related to yours. The FIF will help you make this determination. A blank FIF is found in Appendix A of this book. Be sure to make as many copies as you need, and use them to research each and every funder you may want to make contact with in the future. Researching Funders Your research can begin in a number of places. The Library and the Internet will have the most relevant information about funders and their areas of interest. Libraries all over the US have collections of grant directories that list funders according to their geographical location and area of interest. If you live in a rural area, sometimes, local non-profits or community colleges may have access to these valuable resources. The Internet provides a comprehensive database of funders. However, it is more time consuming to do a grant search on the Internet. In the resource appendix, there are a few websites that provide databases making it easier to navigate and conduct an Internet search. Some private funders and most governmental agencies will issue a request for proposal (RFP) that indicates their interest in funding certain projects for certain areas of interest. An RFP will usually contain the following bits of information: Invitation for proposals o Who is eligible to apply o Application deadlines o Project information o Guidelines for proposal submission o Evaluation criteria
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o Submission forms o Supplemental documents needed for completion This information will help to further determine if they are a good match for your organization. Additionally, you will receive the items needed to begin planning your proposal. Be sure to pay attention to these details: o Application deadline o Who is eligible to apply o Contact information o Supporting documents needed to complete the application o Words and phrases related to your project
3.2 Using the Funder Information Form

The Funder Information Form (FIF) is an effective form that is broken into three areas. When you begin searching for funders, you can create your own folder or database that identifies grants relevant to your project or organization. The initial part of the form asks you to list general contact information about the funder. The two critical pieces needing your attention are geographic areas covered and the contact person. (Please refer to Appendix A for example of FIF) Geographical Area There are funders who provide geographic specific grants. For example, a number of companies and businesses only provide grants to the area where they have a presence. In the past, Bellsouth has had a wonderful educational grant focus; however, only schools in the Southeast were eligible to apply. Contact Person It is highly important to know who is the contact person for each grant. The contact person is usually the program officer responsible for screening and presenting proposals. You want to be able to establish some sort of contact with this person throughout the proposal process. Their intimate knowledge of the grant will help you meet the requirements of the proposal in an easier and more efficient way. Requested Documents Generally, a Request for Proposal (RFP), funding announcement, or application instructions provide the information needed to complete this part of the form. Funders are very explicit in telling you exactly what they need to know about your organization. As you are reviewing their requirements, check off the requested items. You can then compare their requirements with the organizational documents that have been gathered and compiled.
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How to Approach Them After identifying a potential funder, the following types of contact may be requested or encouraged by the funder: 1) Telephone Call A phone call is good way to receive application guidelines, due dates, deadlines and other good information. Telephone calls also establish contact and communication with a funder. It is absolutely critical to establish contact with funders, especially private funders. If not, you run the risk of having your proposal swimming in the massive sea of proposals they receive on a daily basis. The initial phone call should be for information gathering. Be sure to get right to the pointthey already know why you are calling them. Request the following information: o Application package o Annual report o Brochures or other printed materials 2) Attendance at a pre-application meeting Government agencies will sometimes have pre-application meetings in various locations. These meetings provide additional information about the RFP package. At these meetings, you will find out how to complete the package, due date, and other bits of information. Take this time to ask any questions you may have about the process. Its good idea to take note of who is speaking and providing the information. These persons will usually be the contact people for the RFP. Government agencies may also require organizations to complete an Intent to Submit Proposal form. This helps them to get an estimate of how many proposals they may receive for an RFP. When approaching a government agency, be sure to find out if there are meetings to attend or forms to complete prior to submission. 3) Inquiry letter o Many funders prior to submission of a proposal require a letter of inquiry. It is an introduction that provides critical information: o Describes the problem being addressed o Provides background information about your organization o Defines the need for the project An example of an inquiry letter is provided in the appendix. However, a letter of inquiry can be constructed using a general format: o Funders name, address and contact person o Requesting organizations name, title, phone number, fax number and email address
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o o o o o o o
Organization overview and mission Reason for making funding request Dollar amount requested Description of project need Description of project design Listing of other potential funders Next steps
4) Submission of a 2 -3 page concept paper Private foundations sometimes will require a document or concept paper outlining your project or activity. Just like you do research prior to contacting a funder, they conduct research to find out if your request is a match with their areas of emphasis. This step of the process will determine if a funder is interested in reviewing a proposal from your organization. A phone call is almost essential before submitting a concept paper. While the information is generally found on the Internet, establishing contact with a program officer or contact person will help you to submit the right information needed in a clear and succinct format. 6) Personal visit At times, private foundations will visit organizations to get a feel for the climate by observing the activities and talking to staff, volunteers, and/or clients. While you want to impress them, do not pull out the bells and whistles and plan programs or big events to celebrate their presence. However, it is okay to ask them what aspects of your organization they would like to see. Make available every person they want to talk to or visit with. By now, you should have completed the steps needed to determine if you want to pursue a specific funder. 7) Submit Proposal If you are gathering information from an RFP or application package, the next step may be to just submit the proposal. Proposal Package This section guides you in learning what each funder will need in a proposal package. While you are reviewing their requirements, check off each essential piece needed to complete a package. Hopefully, if you follow the guidelines on creating a fundable project, it will not be too difficult to quickly provide the needed sections for the proposal package. Program Focus Funders will provide information letting you know exactly what areas they fund. Be sure to record those areas, as this will help you know if there is a connection with your areas of interest.
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Organizations Receiving Grants It is highly recommended to list organizations that have already received grants from a particular funder. This knowledge will provide insight about the type of organizations and projects that have been successful in the past.
3.3 Parts of a Grant Proposal

Private and public funders vary on what they require for proposal submission. The following parts are pretty standard for most proposal applications. o o o o o o o o o Cover Letter Project Summary or Abstract Problem Statement Goals and Objectives Program Plan Evaluation Budget Future Funding Attachments and Letters of Support
Cover letter gives a brief description of what is being sent. It includes a quick, general summary of the proposal (project purpose, persons being served, timeframe, requested amount). This document should be addressed to the previously identified contact person for the grant. Additionally, the Board chairman or Executive Director should sign the letter. Project Summary or Abstract Generally, the summary is the last document written. It usually consists of the following parts: o o o o o Organizational description Reason for grant request Objectives Descriptions of Activities Total cost of project
Problem statement this is a general summary of the problem you are trying to solve. This piece should have been identified during the initial phase of project creation. This section addresses the completed problem components of the project. A well-developed problem statement answers the following questions: o Who are you trying to help? (target audience) o Why should this interest the funding organization? o What action will be successful in solving the problem?
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o What will be the benefits or improvements? o Is the organization capable of developing and executing a solution to the problem? Goals and Objectives Once again, goals and objectives were completed during the project creation. Program Plan This is the piece that requires a well-written narrative describing how you will carry out the activities of the project. The funder will want to know the steps and details needed to successfully carry out the project. Evaluation The evaluation should be done before, during and after the project. It is critical to have a method or plan to measure the effectiveness of the project. The general rule is to have a measurement for each objective of the project. In other words, you need to be able to prove that your project has been successful. If the organization is unable to develop an adequate evaluation, it is reasonable to contract a consultant. TIP: All consultant costs need to be considered when developing the budget. Budget Narrative and Budget The summary gives a specific explanation of the costs indicated in the budget. Future Funding Will you be able to sustain the project after the grant? Funders will want to know what happens to the project when the funding ends. You should be able to clearly outline future efforts to secure additional resources to sustain continuing projects. Attachments and Letters of Support This section will be all attachments needed to complete the application. The proposal submission requirements will let you know what items should be included. If you already have collected your organizational documents, it will be relatively easy to secure those copies. Any collaborations, partnerships, or support should be documented in a letter from the person(s) or organizations providing this information. Do not wait until the end of the process to collect these letters. Those persons or organizations involved should be contacted very early in the process. This gives them plenty of time to return the requested information. Please remember that outside people are not working on your schedule it is to your benefit to give them as much time as possible.
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4.1 Helpful Points

Ten Traits of a Successful Grant
o o o o o o o o o All application guidelines have been followed exactly as instructed. The proposal is submitted by the deadline. Words and phrases in the grant are the same ones used by the funder The budget is consistent with the project plan and objectives A table of contents is included to make it easy to follow The need or problem is clearly established and described Communication has been established with the funder There is a detailed schedule of activities Keep it simple use charts, graphs, bulleted lists whenever possible (dont overdo it) o Highlight and repeat the most important ideas
Preparing to Write the Grant

o Read, re-read and read again the RFP or application guidelines or directions o Write down any questions or areas of confusion o Communicate with the contact person to get answers to your questions o Pay attention to how the grant should be submitted o Highlight or take note of the proposal requirements as it relates to preparation of the document. For example: type of font, margin settings, spacing, number of pages, headings etc. o Pull all your supplemental documents in the same place o Contact partners or collaborating agencies for letters of support or to sign documents o Use the section headings outlined in the RFP or application package o Gather all research and sources information. In other words, where did you get your research? o If there is a research committee, determine who is responsible for each piece and set deadlines. TIP: Set deadlines throughout the preparation of the grant. Take opportunities to schedule reviews and discussions in case there are challenges or concerns. Also, you dont want to wait until the final deadline to learn that someone had a problem completing an item.
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26 Tips for Effective Grant Writing
1. Make sure the writing is high quality check for grammar, syntax, spelling 2. Follow all format directions 3. Use the required font size 4. Paper should be white 5. Adhere to page limits 6. Number all pages in sequence 7. Use short sentences 8. Develop measurable goals and objectives 9. Use one or two clear statistics 10. Use a committee to gather information not write, the fewer the writers, the better 11. Have an accountant or bookkeeper look at the budget 12. Make sure the budget is linked to the project goals and objectives 13. Write the project summary last 14. Fill in all blanks on applications completely. 15. Make sure staffing is adequate and qualified to carry out the project. 16. State the amount of money you are requesting at the beginning of the proposal 17. Talk to other grantees to learn how they were successful. 18. Do not send attachments or extra information unless they are application requirements 19. Sign all documents in the color ink required usually blue or black ink 20. Be positive and passionate. Tell your story. 21. Use quotes from clients and/or experts to help support your need. 22. Have at least three people proofread it prior to submission 23. Follow instructions 24. Follow guidelines 25. Follow deadlines 26. Make all requested copies
What to Do if You Dont Get the Grant
o Contact the funder and ask for the score and comments. This information will allow you to see what affected your score and why. o Do an organizational analysis to be sure your organization has the capacity to handle a grant. This will include an inventory of staff qualifications, financial systems, managerial capacity, etc. o Develop a diversified funding base to ensure that projects can sustain themselves beyond the life of the grant. o Compare the organizations mission to the current and proposed projects to determine that there is a link or relationship between the function of the organization and its activities.
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APPENDIX
APPENDIX A Project Creation Worksheets What is the problem? What has caused the problem? 1 2 3 How do we know this 1 2 3 1 2 3 Where is the evidence?
Cardiovascular disease is the leading cause of death for 41% of Mississippi residents. Who does this affect? 1 2
IDEAL SOLUTION: Cardiovascular disease is not the leading cause of death for 41% of Mississippi r What will we do? 1 1 With whom?
State the above in sentences using action verbs:
Cardiovascular disease is the leading cause of death for 41% of Mississippi residents. Sentence #1
what is the benefit or result? (action verb)
how many or how much?
by when?
how will we know its successfu
Sentence #2 what is the benefit or result? (action verb) how many or how much? by when?
APPENDIX A Project creation worksheet instructions 1. What is the problem: State the problem you are trying to solve in a complete sentence. You can create your own statement or use a relevant statistic like in the example. 2. What has caused the problem: List the causes of the problem. Causes are the reason for or root of the problem. This is not to be confused with outcomes of the problem. For example: heart disease and stroke would be outcomes of cardiovascular disease; not causes. 3. How do we know this: Each cause must have a statistic or fact that supports it. There should be factual evidence supporting each identified cause. Once again, these facts are not be confused with opinion. 4. Where is the evidence: This is the reporting agency, white paper, website etc. where the supporting facts are found. 5. Who does this affect: List the people/issues that are affected by the problem. 6. Ideal Solution: A statement of the best-case scenario if the problem was solved. 7. What will we do: Identify the activities/strategies you will use to help solve the problem. 8. With whom: Person(s) taking part in the activities. 9. State the above in sentences using action verbs: Lines 7 and 8 can be combined to create sentences. Each sentence should have a relevant action verb in front of it. Action verbs are found in the appendix. 10. Benefit/result (action verb): State the benefits that will happen as a result of what you will do. 11. How many/how much: Number how many people will benefit as a result. If you are dealing with a report or building, determine how much of it will be completed. 12. By when: State when the activity will be finished or when you will see results of benefits. 13. How will we know its successful: How will you determine if it worked? (attendance lists, completed products and services etc.)
APPENDIX A TIMELINE Example A Grant Period: June 2008 March 2009 June August 2007 Post RFP for contractor bids (Admin. Assistant) Receive quotes from contractors (Admin. Assistant) Meet with city hall about zoning regs. (Proj. Dir.) Develop marketing plan (Proj. Dir., Graphic Designer) Estimate opening date (Proj. Dir.) Announce opening date (Exec. Dir, Proj. Dir.) Invite local dignitaries to grand opening (Proj. Staff) Track inspection for safety (Maintenance Sup.) Grand Opening (Board of directors, staff)
September 2007 November 2007 Sept. November 2007 January 2008 March 2008 TIMELINE Example B
Completion Objective A walking track will be created for community residents at the end of nine months. Task 1. Post and receive quotes from contractors. 2. Talk with city hall about zoning regs. 3. Develop marketing plan. 4. Estimate opening date 5. Invite local dignitaries 6. Have track inspected for safety. 7. Grand Opening Date June - Aug. 2007
Person Responsible Admin. Asst.
June - Aug. 2007
Exec. Dir.
September-07
Proj. Dir. Graphic Des. Proj. Dir.
September-07
Sept. - Nov. 2007 January-08
Proj. Dir. Maintenance Supervisor Board of Dir. Staff
March-08
APPENDIX A Budget Example *

Requested DESCRIPTION Personnel Project Director $1585.00/mth. x 12 months Exec. Dir. $1000/mth x 10 months Admin. Assist. @ $700.00/mth. X 10 months Fringe Benefits @ 7.54% Personnel Total Amount InKind Total
19,020 10,000 7,000 2,716 38,736
22,000 48,000 12,000 618 82,618
41,020 58,000 19,000 3,334 121,354
Materials and supplies Five cases of paper @ $52.00 per case Printer ink Adobe Acrobat Publishing Software Materials and Supplies Total Equipment One Apple Computer One Laptop Printer Scanner Equipment Total Contractual Accountant Evaluation Graphic Design and Printing Contractual Total Total
260 76 0 336
0 35 485 520
260 111 485 856
2500 1855 0 225 4580
0 0 850 0 850
2500 1855 850 225 5430
3000 6000 6000 18000 66,568
3000 0 0 3000 88,358
6000 6000 6000 21000 154,926
*Grant applications will ask for a budget that totals costs the life of the grant. If the grant is for three periods, the budget should be calculated for three years. In-kind totals represent all of the money you have to contribute towards the project.
Funder Information Form Name of Funder Address Contact Person Requested Documents Mission Audited Financial Report List of Board Members 5 year strategic plan List of Contributors Brochures or PR materials How to Approach Them Submit proposal Letter of inquiry Telephone call Pre-Application meeting Concept paper Goals 501 c (3) Documentation List of staff members Form 990 Budget for Fiscal Year List of current activities/projects Proposal Package Project Needs Statement Project Description Goals and Objectives Project Budget Project Evaluation Project Timeline Project Staff Letters of Support/Collaboration Project Sustainability (future funding) Organizations Receiving Grants Geographic Areas Covered Phone: Web Address:
Types of Grants
APPENDIX A Letter of Inquiry August 24, 2006 Brad Smith, Program Officer XXX Foundation 123 Anywhere Street Any town, MO 55555 RE: Letter of Inquiry Dear Mr. Smith The Smith Youth Community Services Center is committed to providing education, economic development and health outreach to children and their families living in poverty. Since 1986, our organization has served over 800 families in the Youngstown area. We have provided services such as tutoring, college access counseling, pre natal support services, cooking classes and other offerings for the community. (organization overview and mission) Over the past ten years, the number of students not pursuing postsecondary educational opportunities has increased from 5% to 35% of students not doing anything after high school. The center is currently planning the development of a college/career center. The center will provide outreach, software, and counseling to students beginning in the 8th grade. Our vision is to have the center staffed by a full-time support person. We are requesting $75,000 start capitol to fund materials, equipment, trips and staff. (reason for request, project need, project design, dollar amount requested) Currently, we are developing partnerships with local school system and state higher education office. These partnerships will provide student information, facility usage, and technical assistance for the center. (potential funders, next steps) In the past, XXX Foundation has supported college access projects in impoverished areas. We are interested in the steps needed to submit a proposal to the Foundation. Thank you Angela Brown Executive Director
APPENDIX B Grant Writing Resources Books

Demystifying Grant Seeking - What it takes to get a grant funded. Larissa Golden Brown and Martin John Brown Fistfuls of Dollars - Facts about corporate giving. Linda Zukowski Grant Writing for Dummies Beverly Browning The Only Grant Writing Book You Will Ever Need Advice directly from funders. Ellen Karsh & Arlen Sue Fox
Tutorials and Online Classes

Writing Effective Grant Proposals learn how to write and submit proposals to foundations, corporations and wealth individuals. 12-week online course. Price ranges from $79 to $119 for the course. The ed2go website will direct you to different colleges that offer the course. http://www.ed2go.com/cgibin/zipcodes/findpartner.cgi?course=wgp&title=Writing^Effective^Grant^Pro posals Advanced Grant Proposal Writing Another 12-week online course taught by Beverly Browning who has 20 years experience and has written over $100 million successful grants. http://www.ed2go.com/cgibin/zipcodes/findpartner.cgi?course=adp&title=Advanced^Grant^Proposal^W riting Grant seeking Basics for Individuals Seek out and identify potential sources of funding. http://foundationcenter.org/getstarted/training/online/prod570001_detail.jht ml
Sample Grant Proposals

Two proposal and RFP samples http://www.npguides.org/guide/sample_proposals.htm Fire and safety related grant proposal samples. http://www.theideabank.com/onlinecourse/samplegrant.html Grant proposal samples http://www.grantwritersonline.com/grant-proposal-samples.html Sample education grants http://www.k12grants.org/samples/samples_index.htm
Grants Database
Database of education grants http://www.schoolgrantss.org/index.htm School and education technology related grants http://www.techlearning.com/resourcees/grants.php Grants and fundraising main directory http://www.fundsnetservices.com/contents.htm
Creating Fundable Projects How to Write a Grant with A Solid Project Plan
Published by: Diversified Solutions, LLC Written by: Cheryl Green
Copyright by Diversified Solutions, LLC All Rights Reserved Worldwide
Keep It Simple Series info@theteachingbiz.com
Diversified Solutions, LLC is a training and development consulting firm. We help organizations grow by focusing on their greatest investment, their people. Diversified Solutions provides soft skills training, publications and consulting to non-profits, schools, faith based organizations and small businesses. Our cadre of consultants has over 20 years combined experience in educational administration, non-profit management, higher education and college access. Our publications are directly taken from trainings and workshops done on a regular basis. Creating Fundable Projects is adapted from our Grant Writing Seminar. Cheryl Green is a proven professional with over 15 years experience in the education and non-profit sectors. She has written grants for community centers, schools and churches.
For all inquiries, comments, questions: Diversified Solutions, LLC PO Box 1894 Cleveland, MS 38732 1.877.570.6295 info@theteachingbiz.com
Why Do I Need This Book?

The youth need something to do. We need to write a grant. How often have you heard that statement, or heard someone else say it. Many of us believe that getting a grant is as simple as writing it. Whether we write it ourselves, or hire someone else to do it; we believe the money is out there. The grant writing process begins with putting that wonderful idea, dream or vision into a structured format. Creating A Fundable Project is designed to help you move your idea into a written document. Using language you understand and an easy step-by-step process, this manual will provide a roadmap towards structuring and writing your project. This manual is for a variety of people. The beginner who knows nothing about grants or project development The person who wants to apply structure to their project or activity. The group that wants to develop a solid project with measurable results. The organization that needs a starting point.
Creating Fundable Projects will help anyone who has an idea and wants to make it a reality.
TABLE OF CONTENTS
Preface Introduction. 1 Basic Information About Grants... 1 grants and funders types of funders types of grants Before You Write a Word... 3 is your organization prepared to pursue a grant? Creating A Fundable Project.. 4 developing the project Outlining the Problem Statement. 5 project creation worksheets putting it together Developing A Project Outline 11 timeline budget budget narrative Ways to Approach A Funder. 15 determine if a funder is right for you researching funders Using the Funder Information Form 16 Parts of A Grant Proposal19 Helpful Points21 APPENDIX
Introduction
A well -written grant begins with a well-developed project. Many of us have visions and ideas of the wonderful work we would like to do for others in our community. We can tell wonderful stories about how our youth program or health outreach network will help people build better lives. However, the problem begins when we attempt to structure these ideas in a format that is clear and acceptable to grant makers or funders. This manual is designed for just that purpose. Within these pages, you will learn how to take your idea and make it a documented reality. Creating a fundable project will allow you to develop a structured program that can be used to develop action plans, write grants or create a budget. At the completion of this manual, you should be able to perform key tasks in basic program development. Define the problem Develop goals, objectives, strategies Create a project outline These activities are for those who arent exactly sure how to communicate their ideas in a written format, or for those who would like to apply a structured, simple formula to their program development. Being able to create a solid project can be a great help in a number of ways. If you are writing a grant, it will help you develop a comprehensive project that can be used in a variety of formats. If you are hiring someone to write a grant, you will save time and money by giving them a project that is already developed. This decreases the hours needed to research and create a project almost from scratch.
1.1 Basic information about grants

Grants and Funders Before we begin developing a great project, you should have a basic understanding about grants. A grant proposal is a written document requesting money or other resources for a specific activity, program or project. The proposal is written to prove that the resources will be used for a specific reason following strict guidelines outlined by the person or organization giving the grant. Organizations that give grants are generally known as funders. They provide money and other resources to help projects, organizations or activities related to their areas of interest. For example, the Echoing Green Foundation supports people starting or expanding their non-profit organizations. They award two year grants that allow individuals or partnerships to work full-time on their projects.
Types of Funders There are two basic types of funders: public and private. Public funders include governmental agencies on a federal, state, city or county level. Any agency that falls under the public sector is considered to be a public funder. For example: State education departments, the United States Department of Labor, Housing and Urban Development (HUD) etc. Private funders include corporations, foundations, businesses or individuals. For example, the Kellogg Foundation, Bellsouth Foundation, Annie E. Casey Foundation. Types of Grants The initial process in locating a grant is to know what type of grant is needed for your organization. This knowledge will help to narrow down the research process allowing you to be more focused in your search for the right funder. Later on, there will be a discussion about finding a match between your project and a funders area of interest. Planning Grants Some projects require quite a bit of development that can become time consuming and costly. There are funding opportunities that help with the development or planning phases of an activity or project. These grants can cover activities related to research, time and personnel for planning meetings, consultants to develop a needs assessment, etc. The US Soccer Foundation offers a grant that is exclusively for the development of a master plan for soccer field construction projects. This grant can only be used to create a plan for construction. Seed Grants It takes resources to start an organization or major activity. Seed grants are given to help new organizations during the initial start up phase. As cited earlier, Echoing Green Foundation provides start-up assistance. Technical assistance or capacity building grants Many organizations need help with their management and administrative functions. Capacity building grants can come in the form of money or human capitol to help with things such as: fundraising and resource development, marketing, finances, operations, human resources and technology. Bricks and mortar Grants that provide money for physical assets such as buildings and renovations. Most of these grants require the organization to match the grant amount with a percentage of money. Also known as challenge grants, funders are willing to provide assistance with the assurance that the organization is able to make an investment.
1.2 Before You Write A Word

Before you even begin looking for a grant, be sure to do an inventory to determine the readiness of your organization. Funders are not in the business of giving big bucks to people who do not have certain legal structures in place or are not able to prove their ability to handle resources. Most grants will require you to have most of the documents and information found below. So, now is a good time to gather this information and compile it in a central location making it readily accessible in the future. Use the provided checklist to determine what you already have and what needs to be worked on: Is your organization prepared to pursue a grant? o Organizational History a. Founders who started the organization? b. Location where was (is) it located? c. Reason for starting why was it started? o Mission Statement o Chronological list of programs, activities for the past five years (if applicable) o Annual Budget o Annual Audit for past five years (if applicable) o Board of Directors with affiliations Describe who is on your board a. Professionals b. Volunteers c. Gender d. Length of service o o o o o 501 c (3) papers Form 990 Articles of Incorporation Contributors List Staff Listing a. Positions b. Years of service
2.1 Creating a Fundable Project

While pursuing a grant is the focus for most organizations, it is probably better to have developed a solid project prior to looking for grant opportunity. Having the project or activity completed allows you to specifically pinpoint the type of funding you will need and for how long. By now, you should have done things needed to determine if you if your organization is prepared to purse a grant. The Funder Information Form has been used to determine if a funder is a good match for your project, the organization has collected the needed documents, and information has been collected using the Internet, making a phone call or attending a pre-application meeting. Developing the project Your grant proposal should be written after your project or program has been fully developed. Seeking a grant from a funder should be done to fulfill the mission via projects and activities not because you need money. A critical step in the planning phase of a grant search or proposal is the development of a solid project. Your project or case statement should lay out a clear description of the need for the project and your ability to make it happen. A good project consists of a well thought out problem or case statement and a project outline. This helps funders to understand what problem you are trying to solve and how you are going to solve it. The problem is what the funder wants to solve by giving resources to organizations or individuals in affected communities. Identifying the problem helps grant seekers to match their project with the right funder. Developing a well-thought out problem statement begins with providing the answers to some basic questions relative to your project: o o o o o o o o o What is the problem? Who does it affect? What has caused the problem? How do you know this? Where is the evidence? What is an ideal solution? What will you do help solve the problem? With whom? For how long? How will you know it worked?
Each of these questions will help you create a solid problem statement that can be used within the grant proposal.
2.2 Outlining the Problem Statement

Lets take a look at how to set up a problem statement using the questions as an outline. Most problem statements will have the following elements: I. Need or Problem A. Causes of problem B. Statistics or facts that show evidence that there is a problem C. Supporting Evidence II. Mission Statement or Ideal Solution III. Goals A. What you want to do B. For whom IV. Objectives A. The results of benefits of the activity B. For whom C. When it will happen V. Evaluation How do we know it worked? For our examples, we will use cardiovascular disease in Mississippi. The following spreadsheets will give a visual picture of how to outline a problem statement. We will begin developing the problem by making a simple statement. The problem statement can be developed using a simple brainstorming process. As you are working your way through the forms, just answer the guiding questions.
Project Creation Worksheets What is the problem? What has caused the problem? 1. High obesity rates 2. Limited access to quality health care 3. High levels of blood pressure (hypertension) among residents. How do we know this 1. Nearly 30% of Mississippi residents are obese. 2. 75 out of 82 counties are designated as health professional shortage areas. 3. More than 700,000 MS adults have high blood pressure or hypertension. Where is the evidence?
Cardiovascular disease is the leading cause of death for 41% of Missis residents.
1. 2006 National Obesity report from Tru America's Health.
2. US Department of Health and Human 3. Mississippi Department of Health
Cardiovascular disease is the leading cause of death for 41% of Mississippi residents. Who does this affect? 1. Adult residents in Mississippi 2. Youth
IDEAL SOLUTION: Cardiovascular disease is not the leading cause of death for 41% of M What will we do? 1. Teach nutrition classes that show how to make healthy food choices and create healthy and delicious
With
1. Senior citizens Children at after school Adults in GED program 2. Community residents
2. Build a walking track around the building.
State the above in sentences using action verbs: Teach nutrition classes to senior citizens, youth and adults. Build a walking track for community residents.
Cardiovascular disease is the leading cause of death for 41% of Mississippi residents. Sentence #1 Teach nutrition classes to senior citizens, youth and adults. what is the benefit or result? (action verb) how many or how much? by when? One year
how will we know its su Grocery lists Surveys Cooking meals at end of
Know how to choose healthy 25 senior citizens food and cook nutritious 25 youth meals. 25 adults Sentence #2 Build a walking track for community residents. what is the benefit or result? (action verb) Residents will have someplace safe to exercise by walking. how many or how much?
by when?
how will we know its suc
70% of residents
Six months
Completion of track Number of people walkin
Now, lets take a look at our outline using the information in the appendix. I. Cardiovascular disease is the leading cause of death for 41% of Mississippi residents A. High obesity rates among adults B. Limited access to quality health care C. High levels of high blood pressure and hypertension II. Cardiovascular disease is not the leading cause of death of Mississippi residents. III. Goals A. Teach nutrition classes to senior citizens, youth and adults B. Build a walking track for community residents IV. Objectives A. Teach nutrition classes to senior citizens, youth and adults 1. At the end of six weeks, 50 adults and senior citizens will know how to make healthy food choices as shown by grocery lists. 2. 75 participants will create healthy meals for each other and at home at the end of a six-week class. B. Build a walking track 1. A walking track will be created for community residents at the end of three months. 2. Within a year of completion, 50% of local residents will have exercised on the walking track as evidenced by attendance rates. V. Evaluation A. Teach nutrition classes to senior citizens, youth and adults 1. Grocery lists 2. Surveys 3. Menus at dinner B. Build a walking track 1. Completion of walking track 2. Survey of local residents The evaluation is a very important piece and should not be ignored or taken lightly. Funders want to know that you have done what you said you would do with their money. Not being able to prove your success can result in funding being delayed or impact your ability to be re-funded. The best way to develop evaluation methods for your grant is to do an assessment for each objective. In essence, you just want to know if your project worked or not.
Objective At the end of six, weeks 50 adults and senior citizens will know how to make healthy food choices as shown by grocery lists. 75 participants will create healthy meals for each other and at home at the end of s six week class A walking track will be created for community residents at the end of three months. Within a year of completion, 50% of local residents will have exercised on the walking track as evidenced by attendance rates
Evaluation 1. Grocery lists submitted on a biweekly basis 2. Survey asking the types of food bought throughout the six week class 1. Examine menus presented for dinner 2. Survey of meals prepared ever month for a six month period 1. Completion of walking track 1. Attendance taken by sign in sheets or observation 2. Local survey asking residents if they have used the track
Do not get confused or overwhelmed by words such as mission, goals and objectives. For the most part you know what you want to do! It is just a matter of taking your ideas and thoughts and putting them into written form that funders are able to understand how you are going to solve your problem Putting it together Once the problem statement has been drafted and outlined. You should be ready to address the logistical aspects of the project, or answer the question how will we get this done. There are a couple of effective ways to get this done. You can use a brainstorming and clustering technique to develop a project outline or you can just develop an outline. During brainstorming you ask basic diagnostic questions. o How will this project get done? How will it happen? o Who will make it happen? o When will it happen? o What is needed to make it happen? o Where will it take place?
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2.3 Developing a Project Outline

I know, I knowwe havent asked the most important question. How much will it cost? The budget should be prepared once all of these pieces are in place. Once again, you are writing the proposal to fulfill your mission not because you need money. A project outline can be completed in a few simple steps. 1. Brainstorming this process allows you to include every possible thing you can think of related to the project. When doing this exercise with a group or committee, a time limit and recorder may be needed to maintain focus. Brainstorming begins with a good questionwhat will need to complete this project. 2. Clustering Once the brainstorming has been done, do a quick check to eliminate all items that are not related to the topic. Then, establish headings or sections for each word or phrase to be assigned to. The headings can be the same ones used in the project outline shown above. This is shown more clearly in the appendix. 3. Outlining take the clustered items and create your outline. These guiding questions will help to develop a project outline I. Approach (how will it happen?) A. Strategies B. Tasks II. Human Resources (who will make it happen?) III. Resources (what is needed?) IV. Facilities (where will it take place?)
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Project Outline Example I. Cardiovascular Project (build a walking track) A. Planning strategies 1. Get three quotes from construction companies 2. Talk with city hall about zoning regulations 3. Research the best material to use concrete or rubber 4. Develop marketing plan to publicize track 5. Estimate opening date B. Implementation strategies 1. Announce opening date of track 2. Contact city officials and others for grand opening 3. Have track inspected for safety 4. Set up place for residents to sign in II. Human Resources A. Executive Director B. Administrative Assistant C. Maintenance Supervisor D. Volunteers 1. Landscaping company 2. Caterers E. Graphic Designer III. Resources A. Equipment 1. Lawn mower 2. Tractor 3. Computer and printer 4. Fax machine 5. Telephone 6. Loudspeaker B. Materials and supplies 1. Paper 2. Printer ink 3. Gas 4. Graphic design software IV. Facilities A. Community center offices B. Community center grounds
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Timeline Once the project outline begins to take shape, it should help you to decide how long it will take and when it will happen. Completing the project outline helps you to become more realistic about the time needed to complete a project. Oftentimes, we can be too ambitious in our intentions. When we begin with the idea we really believe a huge project can be done in three weeks, when realistically, it can take much longer than that. A timeline can be completed in several ways. The most common ways are to do a separate timeline that details the time in months and the associated activities. Or, the timeline can be completed in a project spreadsheet that shows the objective and strategies, who will complete it, and when it will get done. Appendix A gives two examples of timelines that will help provide blueprints for creating your own timelines. Budget Often, there is a tendency to pursue a grant based upon how much money is available to the grant seeker. While it is common practice, the budget amount should only be created after the project is completed. Once you have identified all of the pieces needed to carry out the activity, it makes it much easier to pinpoint the exact finances needed to cover all relevant expenses. Generally, the proposal budget only provides an estimate of the proposed project. There are a few points to consider when completing a budget. o The budget should be accurate and specific o The budget should support only the proposed project o It needs to be reasonable and relevant Most proposal applications will provide a format for you to follow when completing the budget. However, there are few questions you should be able to answer when completing a proposal budget. o Is the amount of requested money sufficient for our project? o How many staff people will be needed? o Will we have to hire additional staff? o Are there any travel costs involved? o Do we have any existing resources (financial, human etc.) that can be used to complete this project? o Are there going to be any associated costs for fringe benefits? o Will we need consultants for things such as evaluation, planning, or training? o What things wont we need funds for?
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Remember: it is highly important to make sure the budget is aligned with your objectives. Now is not the time to figure in additional costs that are not associated with the proposed project. The following budget is a good example of how to construct a line item budget. Be sure to calculate two amounts: 1) the amount you are requesting. 2) the contribution from your organization, also known as in kind or match. Using the cardiovascular project, a budget example has been included to give a blueprint as to how a budget can be created. Once again, most grant applications will provide a budget format. Be sure to follow whatever format may be provided in an application. Budget Narrative The grant budget provides the estimated costs needed to successfully complete the project. The budget narrative explains how the requested costs are realistic and necessary. A good narrative should be short and direct. You are simply telling the reader how the costs were calculated.
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3.1 Ways to Approach a Funder

Determine if the Funder is right for you Every grant is not for every organization. The chances of you being successful in grant writing increases when a funders project emphasis lines up with your goals and objectives. The Carol M. White Pep grant only funds projects that purchase equipment to enable students to actively participate in physical education activities and/or fund physical education teacher training and education. The Carol M. White grant should not be written if you are interested in building a baseball field. It is an equipment and training grant, not a bricks and mortar grant. You will be met with a lot of frustration if you chase grants without identifying whether or not they are a match for your organization. It is essential that you take the time to do the research. The Funder Information Form (FIF) is designed to help you determine if a funder is a good match for your organization or project. Before any calls are made or a proposal is started, it is important to make sure the funders language and mission are related to yours. The FIF will help you make this determination. A blank FIF is found in Appendix A of this book. Be sure to make as many copies as you need, and use them to research each and every funder you may want to make contact with in the future. Researching Funders Your research can begin in a number of places. The Library and the Internet will have the most relevant information about funders and their areas of interest. Libraries all over the US have collections of grant directories that list funders according to their geographical location and area of interest. If you live in a rural area, sometimes, local non-profits or community colleges may have access to these valuable resources. The Internet provides a comprehensive database of funders. However, it is more time consuming to do a grant search on the Internet. In the resource appendix, there are a few websites that provide databases making it easier to navigate and conduct an Internet search. Some private funders and most governmental agencies will issue a request for proposal (RFP) that indicates their interest in funding certain projects for certain areas of interest. An RFP will usually contain the following bits of information: Invitation for proposals o Who is eligible to apply o Application deadlines o Project information o Guidelines for proposal submission o Evaluation criteria
15
o Submission forms o Supplemental documents needed for completion This information will help to further determine if they are a good match for your organization. Additionally, you will receive the items needed to begin planning your proposal. Be sure to pay attention to these details: o Application deadline o Who is eligible to apply o Contact information o Supporting documents needed to complete the application o Words and phrases related to your project
3.2 Using the Funder Information Form

The Funder Information Form (FIF) is an effective form that is broken into three areas. When you begin searching for funders, you can create your own folder or database that identifies grants relevant to your project or organization. The initial part of the form asks you to list general contact information about the funder. The two critical pieces needing your attention are geographic areas covered and the contact person. (Please refer to Appendix A for example of FIF) Geographical Area There are funders who provide geographic specific grants. For example, a number of companies and businesses only provide grants to the area where they have a presence. In the past, Bellsouth has had a wonderful educational grant focus; however, only schools in the Southeast were eligible to apply. Contact Person It is highly important to know who is the contact person for each grant. The contact person is usually the program officer responsible for screening and presenting proposals. You want to be able to establish some sort of contact with this person throughout the proposal process. Their intimate knowledge of the grant will help you meet the requirements of the proposal in an easier and more efficient way. Requested Documents Generally, a Request for Proposal (RFP), funding announcement, or application instructions provide the information needed to complete this part of the form. Funders are very explicit in telling you exactly what they need to know about your organization. As you are reviewing their requirements, check off the requested items. You can then compare their requirements with the organizational documents that have been gathered and compiled.
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How to Approach Them After identifying a potential funder, the following types of contact may be requested or encouraged by the funder: 1) Telephone Call A phone call is good way to receive application guidelines, due dates, deadlines and other good information. Telephone calls also establish contact and communication with a funder. It is absolutely critical to establish contact with funders, especially private funders. If not, you run the risk of having your proposal swimming in the massive sea of proposals they receive on a daily basis. The initial phone call should be for information gathering. Be sure to get right to the pointthey already know why you are calling them. Request the following information: o Application package o Annual report o Brochures or other printed materials 2) Attendance at a pre-application meeting Government agencies will sometimes have pre-application meetings in various locations. These meetings provide additional information about the RFP package. At these meetings, you will find out how to complete the package, due date, and other bits of information. Take this time to ask any questions you may have about the process. Its good idea to take note of who is speaking and providing the information. These persons will usually be the contact people for the RFP. Government agencies may also require organizations to complete an Intent to Submit Proposal form. This helps them to get an estimate of how many proposals they may receive for an RFP. When approaching a government agency, be sure to find out if there are meetings to attend or forms to complete prior to submission. 3) Inquiry letter o Many funders prior to submission of a proposal require a letter of inquiry. It is an introduction that provides critical information: o Describes the problem being addressed o Provides background information about your organization o Defines the need for the project An example of an inquiry letter is provided in the appendix. However, a letter of inquiry can be constructed using a general format: o Funders name, address and contact person o Requesting organizations name, title, phone number, fax number and email address
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o o o o o o o
Organization overview and mission Reason for making funding request Dollar amount requested Description of project need Description of project design Listing of other potential funders Next steps
4) Submission of a 2 -3 page concept paper Private foundations sometimes will require a document or concept paper outlining your project or activity. Just like you do research prior to contacting a funder, they conduct research to find out if your request is a match with their areas of emphasis. This step of the process will determine if a funder is interested in reviewing a proposal from your organization. A phone call is almost essential before submitting a concept paper. While the information is generally found on the Internet, establishing contact with a program officer or contact person will help you to submit the right information needed in a clear and succinct format. 6) Personal visit At times, private foundations will visit organizations to get a feel for the climate by observing the activities and talking to staff, volunteers, and/or clients. While you want to impress them, do not pull out the bells and whistles and plan programs or big events to celebrate their presence. However, it is okay to ask them what aspects of your organization they would like to see. Make available every person they want to talk to or visit with. By now, you should have completed the steps needed to determine if you want to pursue a specific funder. 7) Submit Proposal If you are gathering information from an RFP or application package, the next step may be to just submit the proposal. Proposal Package This section guides you in learning what each funder will need in a proposal package. While you are reviewing their requirements, check off each essential piece needed to complete a package. Hopefully, if you follow the guidelines on creating a fundable project, it will not be too difficult to quickly provide the needed sections for the proposal package. Program Focus Funders will provide information letting you know exactly what areas they fund. Be sure to record those areas, as this will help you know if there is a connection with your areas of interest.
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Organizations Receiving Grants It is highly recommended to list organizations that have already received grants from a particular funder. This knowledge will provide insight about the type of organizations and projects that have been successful in the past.
3.3 Parts of a Grant Proposal

Private and public funders vary on what they require for proposal submission. The following parts are pretty standard for most proposal applications. o o o o o o o o o Cover Letter Project Summary or Abstract Problem Statement Goals and Objectives Program Plan Evaluation Budget Future Funding Attachments and Letters of Support
Cover letter gives a brief description of what is being sent. It includes a quick, general summary of the proposal (project purpose, persons being served, timeframe, requested amount). This document should be addressed to the previously identified contact person for the grant. Additionally, the Board chairman or Executive Director should sign the letter. Project Summary or Abstract Generally, the summary is the last document written. It usually consists of the following parts: o o o o o Organizational description Reason for grant request Objectives Descriptions of Activities Total cost of project
Problem statement this is a general summary of the problem you are trying to solve. This piece should have been identified during the initial phase of project creation. This section addresses the completed problem components of the project. A well-developed problem statement answers the following questions: o Who are you trying to help? (target audience) o Why should this interest the funding organization? o What action will be successful in solving the problem?
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o What will be the benefits or improvements? o Is the organization capable of developing and executing a solution to the problem? Goals and Objectives Once again, goals and objectives were completed during the project creation. Program Plan This is the piece that requires a well-written narrative describing how you will carry out the activities of the project. The funder will want to know the steps and details needed to successfully carry out the project. Evaluation The evaluation should be done before, during and after the project. It is critical to have a method or plan to measure the effectiveness of the project. The general rule is to have a measurement for each objective of the project. In other words, you need to be able to prove that your project has been successful. If the organization is unable to develop an adequate evaluation, it is reasonable to contract a consultant. TIP: All consultant costs need to be considered when developing the budget. Budget Narrative and Budget The summary gives a specific explanation of the costs indicated in the budget. Future Funding Will you be able to sustain the project after the grant? Funders will want to know what happens to the project when the funding ends. You should be able to clearly outline future efforts to secure additional resources to sustain continuing projects. Attachments and Letters of Support This section will be all attachments needed to complete the application. The proposal submission requirements will let you know what items should be included. If you already have collected your organizational documents, it will be relatively easy to secure those copies. Any collaborations, partnerships, or support should be documented in a letter from the person(s) or organizations providing this information. Do not wait until the end of the process to collect these letters. Those persons or organizations involved should be contacted very early in the process. This gives them plenty of time to return the requested information. Please remember that outside people are not working on your schedule it is to your benefit to give them as much time as possible.
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4.1 Helpful Points

Ten Traits of a Successful Grant
o o o o o o o o o All application guidelines have been followed exactly as instructed. The proposal is submitted by the deadline. Words and phrases in the grant are the same ones used by the funder The budget is consistent with the project plan and objectives A table of contents is included to make it easy to follow The need or problem is clearly established and described Communication has been established with the funder There is a detailed schedule of activities Keep it simple use charts, graphs, bulleted lists whenever possible (dont overdo it) o Highlight and repeat the most important ideas
Preparing to Write the Grant

o Read, re-read and read again the RFP or application guidelines or directions o Write down any questions or areas of confusion o Communicate with the contact person to get answers to your questions o Pay attention to how the grant should be submitted o Highlight or take note of the proposal requirements as it relates to preparation of the document. For example: type of font, margin settings, spacing, number of pages, headings etc. o Pull all your supplemental documents in the same place o Contact partners or collaborating agencies for letters of support or to sign documents o Use the section headings outlined in the RFP or application package o Gather all research and sources information. In other words, where did you get your research? o If there is a research committee, determine who is responsible for each piece and set deadlines. TIP: Set deadlines throughout the preparation of the grant. Take opportunities to schedule reviews and discussions in case there are challenges or concerns. Also, you dont want to wait until the final deadline to learn that someone had a problem completing an item.
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26 Tips for Effective Grant Writing
1. Make sure the writing is high quality check for grammar, syntax, spelling 2. Follow all format directions 3. Use the required font size 4. Paper should be white 5. Adhere to page limits 6. Number all pages in sequence 7. Use short sentences 8. Develop measurable goals and objectives 9. Use one or two clear statistics 10. Use a committee to gather information not write, the fewer the writers, the better 11. Have an accountant or bookkeeper look at the budget 12. Make sure the budget is linked to the project goals and objectives 13. Write the project summary last 14. Fill in all blanks on applications completely. 15. Make sure staffing is adequate and qualified to carry out the project. 16. State the amount of money you are requesting at the beginning of the proposal 17. Talk to other grantees to learn how they were successful. 18. Do not send attachments or extra information unless they are application requirements 19. Sign all documents in the color ink required usually blue or black ink 20. Be positive and passionate. Tell your story. 21. Use quotes from clients and/or experts to help support your need. 22. Have at least three people proofread it prior to submission 23. Follow instructions 24. Follow guidelines 25. Follow deadlines 26. Make all requested copies
What to Do if You Dont Get the Grant
o Contact the funder and ask for the score and comments. This information will allow you to see what affected your score and why. o Do an organizational analysis to be sure your organization has the capacity to handle a grant. This will include an inventory of staff qualifications, financial systems, managerial capacity, etc. o Develop a diversified funding base to ensure that projects can sustain themselves beyond the life of the grant. o Compare the organizations mission to the current and proposed projects to determine that there is a link or relationship between the function of the organization and its activities.
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APPENDIX
APPENDIX A Project Creation Worksheets What is the problem? What has caused the problem? 1 2 3 How do we know this 1 2 3 1 2 3 Where is the evidence?
Cardiovascular disease is the leading cause of death for 41% of Mississippi residents. Who does this affect? 1 2
IDEAL SOLUTION: Cardiovascular disease is not the leading cause of death for 41% of Mississippi r What will we do? 1 1 With whom?
State the above in sentences using action verbs:
Cardiovascular disease is the leading cause of death for 41% of Mississippi residents. Sentence #1
what is the benefit or result? (action verb)
how many or how much?
by when?
APPENDIX A Project creation worksheet instructions 1. What is the problem: State the problem you are trying to solve in a complete sentence. You can create your own statement or use a relevant statistic like in the example. 2. What has caused the problem: List the causes of the problem. Causes are the reason for or root of the problem. This is not to be confused with outcomes of the problem. For example: heart disease and stroke would be outcomes of cardiovascular disease; not causes. 3. How do we know this: Each cause must have a statistic or fact that supports it. There should be factual evidence supporting each identified cause. Once again, these facts are not be confused with opinion. 4. Where is the evidence: This is the reporting agency, white paper, website etc. where the supporting facts are found. 5. Who does this affect: List the people/issues that are affected by the problem. 6. Ideal Solution: A statement of the best-case scenario if the problem was solved. 7. What will we do: Identify the activities/strategies you will use to help solve the problem. 8. With whom: Person(s) taking part in the activities. 9. State the above in sentences using action verbs: Lines 7 and 8 can be combined to create sentences. Each sentence should have a relevant action verb in front of it. Action verbs are found in the appendix. 10. Benefit/result (action verb): State the benefits that will happen as a result of what you will do. 11. How many/how much: Number how many people will benefit as a result. If you are dealing with a report or building, determine how much of it will be completed. 12. By when: State when the activity will be finished or when you will see results of benefits. 13. How will we know its successful: How will you determine if it worked? (attendance lists, completed products and services etc.)
APPENDIX A TIMELINE Example A Grant Period: June 2008 March 2009 June August 2007 Post RFP for contractor bids (Admin. Assistant) Receive quotes from contractors (Admin. Assistant) Meet with city hall about zoning regs. (Proj. Dir.) Develop marketing plan (Proj. Dir., Graphic Designer) Estimate opening date (Proj. Dir.) Announce opening date (Exec. Dir, Proj. Dir.) Invite local dignitaries to grand opening (Proj. Staff) Track inspection for safety (Maintenance Sup.) Grand Opening (Board of directors, staff)
September 2007 November 2007 Sept. November 2007 January 2008 March 2008 TIMELINE Example B
Completion Objective A walking track will be created for community residents at the end of nine months. Task 1. Post and receive quotes from contractors. 2. Talk with city hall about zoning regs. 3. Develop marketing plan. 4. Estimate opening date 5. Invite local dignitaries 6. Have track inspected for safety. 7. Grand Opening Date June - Aug. 2007
Person Responsible Admin. Asst.
June - Aug. 2007
Exec. Dir.
September-07
Proj. Dir. Graphic Des. Proj. Dir.
September-07
Sept. - Nov. 2007 January-08
Proj. Dir. Maintenance Supervisor Board of Dir. Staff
March-08
APPENDIX A Budget Example *

Requested DESCRIPTION Personnel Project Director $1585.00/mth. x 12 months Exec. Dir. $1000/mth x 10 months Admin. Assist. @ $700.00/mth. X 10 months Fringe Benefits @ 7.54% Personnel Total Amount InKind Total
19,020 10,000 7,000 2,716 38,736
22,000 48,000 12,000 618 82,618
41,020 58,000 19,000 3,334 121,354
Materials and supplies Five cases of paper @ $52.00 per case Printer ink Adobe Acrobat Publishing Software Materials and Supplies Total Equipment One Apple Computer One Laptop Printer Scanner Equipment Total Contractual Accountant Evaluation Graphic Design and Printing Contractual Total Total
260 76 0 336
0 35 485 520
260 111 485 856
2500 1855 0 225 4580
0 0 850 0 850
2500 1855 850 225 5430
3000 6000 6000 18000 66,568
3000 0 0 3000 88,358
6000 6000 6000 21000 154,926
*Grant applications will ask for a budget that totals costs the life of the grant. If the grant is for three periods, the budget should be calculated for three years. In-kind totals represent all of the money you have to contribute towards the project.
Funder Information Form Name of Funder Address Contact Person Requested Documents Mission Audited Financial Report List of Board Members 5 year strategic plan List of Contributors Brochures or PR materials How to Approach Them Submit proposal Letter of inquiry Telephone call Pre-Application meeting Concept paper Goals 501 c (3) Documentation List of staff members Form 990 Budget for Fiscal Year List of current activities/projects Proposal Package Project Needs Statement Project Description Goals and Objectives Project Budget Project Evaluation Project Timeline Project Staff Letters of Support/Collaboration Project Sustainability (future funding) Organizations Receiving Grants Geographic Areas Covered Phone: Web Address:
Types of Grants
APPENDIX A Letter of Inquiry August 24, 2006 Brad Smith, Program Officer XXX Foundation 123 Anywhere Street Any town, MO 55555 RE: Letter of Inquiry Dear Mr. Smith The Smith Youth Community Services Center is committed to providing education, economic development and health outreach to children and their families living in poverty. Since 1986, our organization has served over 800 families in the Youngstown area. We have provided services such as tutoring, college access counseling, pre natal support services, cooking classes and other offerings for the community. (organization overview and mission) Over the past ten years, the number of students not pursuing postsecondary educational opportunities has increased from 5% to 35% of students not doing anything after high school. The center is currently planning the development of a college/career center. The center will provide outreach, software, and counseling to students beginning in the 8th grade. Our vision is to have the center staffed by a full-time support person. We are requesting $75,000 start capitol to fund materials, equipment, trips and staff. (reason for request, project need, project design, dollar amount requested) Currently, we are developing partnerships with local school system and state higher education office. These partnerships will provide student information, facility usage, and technical assistance for the center. (potential funders, next steps) In the past, XXX Foundation has supported college access projects in impoverished areas. We are interested in the steps needed to submit a proposal to the Foundation. Thank you Angela Brown Executive Director
APPENDIX B Grant Writing Resources Books

Demystifying Grant Seeking - What it takes to get a grant funded. Larissa Golden Brown and Martin John Brown Fistfuls of Dollars - Facts about corporate giving. Linda Zukowski Grant Writing for Dummies Beverly Browning The Only Grant Writing Book You Will Ever Need Advice directly from funders. Ellen Karsh & Arlen Sue Fox
Tutorials and Online Classes

Writing Effective Grant Proposals learn how to write and submit proposals to foundations, corporations and wealth individuals. 12-week online course. Price ranges from $79 to $119 for the course. The ed2go website will direct you to different colleges that offer the course. http://www.ed2go.com/cgibin/zipcodes/findpartner.cgi?course=wgp&title=Writing^Effective^Grant^Pro posals Advanced Grant Proposal Writing Another 12-week online course taught by Beverly Browning who has 20 years experience and has written over $100 million successful grants. http://www.ed2go.com/cgibin/zipcodes/findpartner.cgi?course=adp&title=Advanced^Grant^Proposal^W riting Grant seeking Basics for Individuals Seek out and identify potential sources of funding. http://foundationcenter.org/getstarted/training/online/prod570001_detail.jht ml
Sample Grant Proposals

Two proposal and RFP samples http://www.npguides.org/guide/sample_proposals.htm Fire and safety related grant proposal samples. http://www.theideabank.com/onlinecourse/samplegrant.html Grant proposal samples http://www.grantwritersonline.com/grant-proposal-samples.html Sample education grants http://www.k12grants.org/samples/samples_index.htm
Grants Database
Database of education grants http://www.schoolgrantss.org/index.htm School and education technology related grants http://www.techlearning.com/resourcees/grants.php Grants and fundraising main directory http://www.fundsnetservices.com/contents.htm

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Creating Fundable Projects How to Write a Grant with A Solid Project Plan

Published by: Diversified Solutions, LLC Written by: Cheryl Green

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