Grant Writing – Tips for the New and Occasional Writer

South Dakota Community FoundationJune & July, 2010

Introduction

Successful grant writing is the art of presenting your organization -- its mission, needs, and

capabilities --to a specific audience in a compelling way.

Topics we will cover

▪Role of Grants in Your Nonprofit▪A Grant Writer’s Checklist▪Preparing to Write▪What to do While You’re Waiting

Preparing to Write

▪Know Your Organization▪Know Your Customers▪Know Your Audience

Role of Grants

Generally, grants:• Provide program funding• May provide LIMITED operations funding• Are time-limited and restricted monies• Cannot be relied on for ongoing support• Are a good component of a development

plan

Know Your OrganizationThings to keep on file --and UPDATE!!

▪Mission Statement and Strategic Plan▪Brief Description of Services/Programs▪Resumes/Vitae of all Key Staff▪Board of Directors List▪Key Collaborators List▪Other

Know Your Customers

Your “primary customers” are the people and types of people you serve; students, parents, teachers, families, people with disabilities, etc.

You may have “secondary” or “supporting” customers -- government, insurance,

taxpayers, etc.

Who are they? What makes them unique?

Know Your CustomersThings to Keep on File -- and UPDATE!!

▪ Demographics -- how many, where, when, how often, etc.

▪ Case histories or personal examples (non-confidential)

Know Your Audience

THINK about who will be reading your proposal.

Your audience will affect how you present your case!

Know Your AudienceChecklist

▪What is the mission of the funding source?▪How has money been awarded in the past?▸What type(s) of recipients?▸What type(s) of projects?▸Average $ award?

▪What did successful grantees do right?

Know Your AudienceChecklist (cot’d)

▪Are copies of abstracts or full proposals available from the funding source?

▪How is the award decision made by the funding agent?

Where do I Find a Grant Source?

You may have a project in mind -- where can you find out about likely funding sources?

Where do I Find a Grant Source?

Different types of organizations qualify for different types of grants intended for different

purposes.

Where do I Find a Grant Source?Federal Grant Sources

▪Federal Register▪Catalog of Federal Domestic Assistance▪Internet/World Wide Web

Where do I Find a Grant Source?Federal Grants -- Internet Resources

▪www.cfda.gov – Catalog of Federal Domestic Assistance▪http://www.gpoaccess.gov/fr/index.html - Federal Register▪www.grants.gov – Federal grants information portal▪http://www.tgci.com (The Grantsmanship Center)▪http://www.usa.gov/Business/Nonprofit.shtml (US Gov. links

for nonprofits)

Where do I Find a Grant Source?Federal (and other) Grants -- Internet Resources (cot’d)

▪National and Regional Special Interest Publications (discipline-specific)

▸http://philanthropy.com (Chron. of Phil.)▸http://www.nptimes.com (NonProfit Times)

▪http://www.hoovers.com (Business/corporate phil. research tool)

▪Internet search engines (Google, AltaVista, etc.)▪Networking with Colleagues▪Other

Where do I Find a Grant Source?

State Sources

▪Any Cabinet Department▪Governor’s Office of Economic Development▪Some State Boards & Commissions

Where do I Find a Grant Source?

Local Community Sources

▪United Way▪Individuals and Businesses▪Other Nonprofit Service Organizations▪Community Foundations▪Local Government (CDBG, for example)

Where do I Find a Grant Source?Foundations

▪ The Foundation Center – http://www.fdncenter.org▸Extensive online resources – be sure to explore in detail▸CD-ROM resources – “Cooperating collections” in all states▸Print publications – university & major libraries

A Grant Writer’s Checklist

Essential Grant Elements▪Summary▪Introduction▪Problem Statement/Needs Assessment▪Goals and Objectives▪Methods (Activity Plan)▪Evaluation▪Future or Other Funding▪Budget

Summary Elements

▪Appears at the beginning▪Identifies the applicant▪Includes at least one sentence on:▸Credibility▸The problem▸Goals and objectives▸Methods

Summary Elements (cot’d)

▪Includes budget totals▸Total project cost▸Funds already obtained▸Amount requested in proposal

▪Is brief▪Is clear▪Is interesting

Introduction

▪Who is applying for funds▪Agency/organization mission and goals▪Programs and activities▪Clients and/or constituencies▪Evidence of prior accomplishments

Introduction (cot’d)

▪Statistics in support of accomplishments▪Quotes/endorsements in support▪Supports applicant qualifications specific to

application▪Leads logically to the problem statement▪Is as brief as possible▪Is interesting▪Is free of jargon

Problem Statement or Needs Assessment

▪Relates to agency mission and goals▪“Reasonable” problem dimensions▪Supported by statistical evidence▪Supported by statements from authorities▪Stated in terms of CLIENTS’ needs

Problem Statement or Needs Assessment (cot’d)

▪Input from clients and beneficiaries▪Is not the “lack of program”▪Makes no unsupported assumptions▪Is:▸Free of jargon▸Interesting to read▸Compelling▸As brief as possible

Objectives

▪Describes problem-related outcomes of your program

▪Describes outcomes -- not methods▪Defines the population served▪States when objectives will be met▪Describes objectives in measurable terms

Methods

▪Flows naturally from the problems and objectives

▪Clearly describes program activities▪States reasons for selection of activities▪Describes:▸Sequence of activities▸Staffing and resources to complete activities▸Clients and client selection

Methods (cot’d)

▪Presents:▸Reasonable scope of activities▸Accomplished within time allotted▸Within the resources of the applicant

Evaluation

▪Presents a plan for evaluating:▸Accomplishment of goals and objectives (product or

outcome)▸Methods used and modified (process)

▪Tells who will perform evaluation, qualifications, how chosen

▪Clearly states criteria for success▪Describes how data will be gathered

Evaluation (cot’d)

▪Explains any test instruments or questionnaires

▪Describes process of data analysis▪Describes any evaluation reports to be

produced

Future or Other Funding

▪Specific plan to obtain funding if the program is to be continued

▪For construction projects: how will maintenance costs be secured?

▪How will other funds be obtained to continue the project?

▪***Minimal reliance on future grant support***▪Future funding accompanied by letters of

commitment

Budget

▪Tells the same story as the proposal narrative▪Is detailed in all aspects▪Projects costs incurred at time of program

implementation▪No unexplained amounts or miscellaneous or

contingency▪Includes all items asked of funding source▪Includes all items paid for by other sources

Budget (cot’d)

▪Includes all volunteers▪Details fringe benefits -- separate from

salaries▪Includes all consultants & contractors▪Separately details all non-personnel costs▪Include indirect costs where appropriate▪Sufficient to perform tasks in narrative

What to Do While You’re Waiting

Thank Your Sponsors and Collaborators

▪Assure continued support▪Build solid relationships▪Formalize agreements

Follow Your Grant Proposal

▪Monitor on-line services -- www.tgci.com▪Contact the funding source contact --

CAREFULLY

Set the Stage for the Next Application

▪Request review of your current grant proposal▪Schedule planning meetings with key players▪Write and rewrite key sections as your

agency & strategic plan change▪Continue to collect good ideas

Thank You!

818 S. Hawthorne Avenue

Sioux Falls, South Dakota 57104-4537

(605) 336-0244 or (888) 4-SUMPTION

www.sumptionandwyland.com