Developing Competitive International Grant Applications

1

Rajamangala University of Technology Lanna

ldquoDeveloping Competitive International Grant Applicationsrdquo

Guidelines

Goal To improve its reputation Rajamangala University of Technology Lanna (RMUTL) a hands-on university has started a program to publish more in journals in English and attract more international funding than other universities in Thailand

Objective ldquoDeveloping Competitive International Grant Applicationsrdquo manual is a tool to give researchers of RMUTL the knowledge and practice to prepare competitive well-developed documents The manual will help them plan write and prepare competitive grant applications from international sources Learning Objectives This manual will help the RMUTL researcher to

Review corporate foundation and government grant announcements decide if a particular grant opportunity fits their research and plan a funding application strategy

Examine eligibility and screening criteria to meet organizational and formatting requirements

Engineer resources and assemble the writing team Write grant applications that respond to the required outline and the grant

evaluation criteria and anticipate in peer-review response Assemble and maintain data for planning new ideas

In all cases the projectrsquos mission should match the funderrsquos priorities needs and funding opportunities Learning Responsibilities RMUTL researchers should

Use the Research Office of International Communications resources and contacts to get help

Take time and understand how to use the complete grant application kit

2

supplied by the funder Achieve the highest possible score by following the required steps processes

timelines and requirements

Many funders today prefer a brief letter proposal others require the completion of an application form In either case we advise you work through the proposal components as provided in this manual to be sure that you have included all the elements of your case The scale of the project will often determine whether it requires a letter or the longer proposal format Keep in mind that the ultimate guide is the guidelines and policies of individual funders

Letter Proposal For the most part the elements of a letter request should follow the format of a full proposal except with regard to length which should be very close to three pages

When writing a letter request keep in mind that you are writing a letter to another person It should therefore be more informal in style than a longer proposal It may be necessary to change the sequence of the text to achieve the correct tone and the right flow of information

Here are the elements of a letter proposal

Ask for the gift State why you are writing and how much funding is required from the particular foundation If there has been a prior contact with the founder start with this reference

What is the need Concretely tell the funder what it is who needs it why do they need it and who are you to see the problem and create the solution Be sure to include the competition

Explain what you will do Describe precisely what will take place as a result of the grant

Provide RMUTL data Help the funder know more about RMUTL by including its mission statement brief description of programs offered number of people served and if appropriate staff volunteer and board data

State how the funds will be spent Even a letter request may have a budget that is a half-page long Decide if this information should be incorporated into the letter or in a separate attachment Whichever course you choose be sure to indicate the total cost of the project Discuss future funding only if the absence of this information will raise questions

Close As with the longer proposal a letter proposal needs a strong concluding statement Offer to provide more details or meet with the funder

Attach any additional information required The funder may need much of the same information to back up a small request as a large one Refer to the Attachment section below

It takes as much thought and data gathering and sometimes more to write a good

3

letter request as it does to prepare a full proposal Dont assume that because it is only a letter it is not a time-consuming and challenging task Every document you put in front of a funder says something about RMUTL Every step you take with a funder should build a relationship for the future

Writing your proposal

A proposal starts with an idea Like a product service project book script or yourself an idea is a Solution to a problem An idea

bullneeds to be developed

bullis good or bad depending on how well it address the problem and

bullneeds to be communicated

Good ideas address the following things the customer the problem the pain the problem causes the solution the competition the parts the benefits the team the objectives and lastly the technology

The funder controls what projects to fund Therefore the problem lies within the funderrsquos domain and the idea gets funded when it solves the funderrsquos problem

The solution needs to be sold to the funder Good sales techniques are essential

Initially you need background documentation in three areas idea program

and expenses

Idea The idea needs to be very clear in your mind and you need to be able to explain it to a student in matthayom 3 It is important that you write down how the idea fits with the philosophy and mission of both RMUTL and the funder because this information will be part of the document Collect this background data on RMUTL and the funder organization and on the pain the problem causes literature references or your own work to document your arguments Funders want to know how a project reinforces the overall direction of an organization and they may need to be convinced that the case for your project is compelling

Program Here is a checklist of the program information you need

The nature of the project and how it will be conducted The timetable for the project The anticipated outcomes and how best to evaluate the results and Staffing and volunteer needs existing staff and new hires

Expenses To be sure that the costs are in reasonable proportion to the outcomes you anticipate sketch out the broad outlines of the budget If it appears that the costs will be too high even with a grant you should scale back your plans or adjust them to remove the least cost-effective expenses

4

The Elements of a Proposal The elements of a proposal and the recommended length are the following 1 The Executive Summary (one page) This first page of the proposal is the most important section of the entire document It is a one-page overview of what is in the full application It is the first page a very busy reviewer will read and is a sales document designed to convince that this project should be considered for support Write this after you have written the entire proposal The first sentence needs to be the summary sentence for the entire proposal

The Executive Summary summarizes all of the key information It needs to be concise clear compelling credible conceptual concrete consistent customized and conversational Conversational because the funder will WANT to read on and it needs to include

Problem A brief statement of the problem and need you have recognized (what is it) and are prepared to address (why is it a problem) - (One or two paragraphs)

Solution A short description of the project (goals) including what will take place and how many people will benefit from the program (who will benefit from the grant money) how where and for how long it will operate (objectives and performance targets) and who will staff it Keep the technical information (methods) to a bare minimum Briefly state how the objectives and performance targets will be reached (plan of action) - (One or two paragraphs) Funding requirements An explanation of the amount of grant money required for the project and what your plans are for funding it in the future (one paragraph)

Organization and its expertise WhoRU What is special about you to see the solution A brief statement of the history purpose and activities of RMUTL emphasizing its capacity to carry out this proposal - (one paragraph)

2 The Statement of Need (Who needs it and why do they need it 2 pages) A well-written Executive Summary will provoke the reviewer to read more Your next task is to help the funder to understand the problem that the project will remedy The statement of need provides this It presents the facts and evidence of

5

what it is who needs it and why and who are you to see the need and create the solution It also establishes that RMUTL understands the problem and therefore can address it The information used to support the case can come from authorities in the field as well as from RMUTLrsquos own experience It needs to give you and RMUTL credibility and does not have to be long and involved

You want the need section to be succinct yet persuasive Like a good debater you must assemble all the arguments You need to let the funder know who the competition is and then present arguments in a logical sequence that will readily convince them To do this consider

Be sure the data you present are accurate The data need to point to your solution

Be positive Avoid overstatement and a strong emotional appeal If you advance your solution as a model for other communities document

how the problem you are addressing occurs in other communities Be sure to explain how your solution could also be a solution for others

Be careful in stating the need as acute You are asking the funder to pay more attention to your proposal because either the problem you address is worse than others or the solution you propose makes more sense than others

Be careful with the competition Being critical of other solutions will not be well received by the funder The funder may have invested in these other projects or may begin to consider them now that you have brought them to the funders attention Make it clear that you know of and are on good terms with others doing work in your field Keep in mind that todays funders are very interested in collaboration Therefore you need to describe how your work complements but does not duplicate the work of others and why you are not partnering with them

Avoid circular reasoning In circular reasoning you present the absence of your solution as the actual problem Then your solution is offered as the way to solve the problem a solution looking for a problem The problem is that RMUTL does not have a X-ray diffraction machine Buying a X-ray diffraction machine will solve the problemrdquo Instead state what benefits this instrument has had for CMU and show how the cost of purchase to RMUTL is small in comparison to the cost of giving the work to CMU for a price

3 The Project Description (three pages) This section of your proposal should have five subsections goals and objectives methods management plan evaluation and sustainability Together objectives and methods dictate the management plan Staffing and administrative requirements then become the focus of evaluating the results of the project The projects sustainability flows directly from its success and shows its ability to attract other support Taken together the five subsections present an interlocking picture of the total project

6

Goals (are conceptual and abstract) To improve its reputation Rajamangala University of Technology Lanna (RMUTL) a hands-on university has started a program to publish more in journals in English and attract more international funding than other universities in Thailand

Objectives (are SMART S=specific M=measurable A=attainable R=realistic and T=time bound) To improve its reputation RMUTL a hands-on university has started a program to submit this year 20 manuscripts to journals in English and attract five internationally funded projects

The difference between goals and objectives for the first year of the program in the examples is The goal in this case is abstract ldquomore and more thanrdquo while the objective is more specific 20 manuscript and 5 proposals It is achievable in a term of time (this year) and measurable (20 manuscripts and 5 proposals) Whether the objectives are realistic and attainable depends on the outcome measurement after the first year For the second year of the program a comparison of the objectives before the program starts with the outcomes after the program ends will give what is attainable and realistic It is important to include these milestones in your discussion of objectives

Be certain to present the objectives very clearly Make sure that they do not become lost and that they stand out on the page Above all be realistic in setting objectives Dont promise what you cant deliver Remember the funder will want to be told in the final report that the project actually accomplished these objectives and you may want future funding

With competition for funding so great well-articulated objectives are critical to a proposals success

4 Methods (three pages) The objectives explain to the funder what will be achieved by the project The methods section describes the specific activities that will get you to the objectives It might be helpful to divide your discussion of methods into the following sections

How Is a detailed description of what will occur from the time the project begins to when it is completed Your methods should match your objectives Keep the technical information at a low level and only include the essentials

When The methods section should give the order and timing for the tasks This is best done by a timetable A timetable tells the grants decision maker when and provides a summary of the project that supports the rest of the methods section

Why You may need to defend your choice especially if the methods are new or unorthodox Why will the planned work produce the outcomes you anticipate You

7

can answer this question in a number of ways including using expert testimony and examples of other projects that worked

The methods section enables the reader to visualize the implementation of the project It should convince the reader that you and RMUTL know why you are best suited to propose the solution to the problem It establishes corporate and individual credibility

5 The Management Plan (one page)

In describing the methods you will have mentioned staffing for the project The management plan is best presented in the form of a table with the following headings

position name full time equivalent (FTE) allocation accountability - who reports to whom and how will the position be funded

Staffing may refer to volunteers or to consultants Describing tasks that volunteers will undertake can be helpful to the proposal reader Such information underscores the value added by the volunteers as well as the cost-effectiveness of the project

Specify which staff will work full time and which will work part time on the project Identify staff already employed by RMUTL and those to be hired specifically for the project Explain how will a very busy individual free up the time for the project

Salary and project costs are affected by the qualifications of the staff Show the practical experience you require for key staff as well as level of expertise and educational background If an individual has already been selected to direct the program summarize his or her credentials and include a brief biographical sketch in the appendix A strong project director can help influence a grant decision

Describe the plans for administering the project This is especially important in a large operation if more than one agency is collaborating on the project Who is responsible for financial management project outcomes and reporting needs to be crystal clear

6 Evaluation (one page) The evaluation plan belongs to the end of the project but it should be written into the project proposal ldquoGood evaluation reflects clear thinking and responsible project managementrdquo (WK Kellogg Foundation) It indicates that you take your objectives seriously and want to know how well you have achieved them Evaluation is also a sound management tool Like strategic planning it helps RMUTL refine and

8

improve its programs An evaluation can often teach others your experience in conducting the project

There are several types of formal evaluation One measures the product others analyze the process andor strategies Most seek to determine the impact on the audiences you serve and the measurable outcomes of your grant project Either or both might be appropriate to your project The approach you choose will depend on the nature of the project and its objectives Whatever form your evaluation takes you will need to describe the manner in which evaluation information will be collected and how the data will be analyzed

One such evaluation is a graphic blueprint of the key elements of the project called the logic model It is popular and many funders may require it in the application It is a ldquosystematic and visual way to present and share your understanding of the relationships among the resources you have to operate your program the activities you plan and the changes or results you hope to achieverdquo (Logic Model Development Guide WK Kellogg Foundation 2004 wwwwkkforg) The model is very powerful because it is very graphic It uses pictures or words to show how the planned work fits together

ResourcesInputs ndash human financial organizational community and physical resources for the grant-funded project and

Activities ndash What the project uses to organize the input processes tools events technology actions

relates to the intended results of

Outputs ndash direct results of the project

Outcomes ndash measurements before and after the project and

Long-Term impact ndash what are the consequences of the project

Most sound evaluation plans include both qualitative and quantitative data You should also present your plan for how the evaluation and its results will be reported and the audience to which it will be directed For example it might be used internally or be shared with the funder or it might deserve a wider audience A funder might even have an opinion about the scope of this dissemination Many funders also have suggestions about who should conduct the evaluation whether it is your own program staff or outside consultants Some funders allow for the inclusion of the cost of evaluation as part of the project budget

7 Sustainability (one page) A successful grant proposal presents evidence of fiscal sustainability Grant seekers today need to show grant makers in very concrete ways the long-term finances of

9

the project and of RMUTL itself You need to prove that the project is finite (with start-up and ending dates) that it is capacity building (that it will contribute to the future self-sufficiency of RMUTL or the targeted community andor enable it to expand services that might generate revenue) or that it will make RMUTL attractive to other funders in the future

Be very specific about current and projected funding sources both earned income and fundraising and about the base of financial support for RMUTL Some grant makers will want to know who else will be receiving a copy of the proposal This information needs to be shared with the funder Here is an area where it is important to have backup figures and projected situations at the ready in case a prospective funder asks for these even though you are unlikely to include this information in the actual grant proposal

8 The Budget (one page) The budget for the proposal may be as simple as a one-page statement of projected income and expenses but it may also require a more complex presentation perhaps including a page on projected support and notes explaining various items of expense or of revenue

Expense Budget

On a worksheet place each budget item and the calculations for a dollar figure for each item This is a reminder of how each budget item was determined These worksheets are useful for the continued development of the proposal and later for discussions with the funders They are valuable tools also for monitoring the project once it is under way and for reporting after the completion of the grant

To assemble the worksheets go back through the proposal plan and make a list of all personnel and non-personnel items related to the operation of the project Be sure to list not only new costs of the project if it is funded but also any ongoing expenses for items that will be assigned to the project Then get the relevant costs from the person in your department who is responsible for keeping the books You may need to estimate the proportions of your ongoing expenses that should be charged to the project and any new costs such as salaries for project personnel not yet hired Put the costs you have identified next to each item on your list

The worksheets are used to prepare the expense budget For most projects costs should be grouped into subcategories to reflect the critical areas of expense All significant costs should be broken out within the subcategories but small costs can be combined on one line Divide your expense budget into personnel and no personnel costs with a dollar figure attached to each line Personnel cost subcategories include salaries benefits and consultants No personnel cost subcategories include travel equipment and printing Because projects do not exist in isolation include overhead or indirect costs in this category although some funders may have policies on the percentage of overhead they will allow in a project

10

budget An alternative is to indicate this cost as an ldquoin kindrdquo class contributed by RMUTL

9 Support and Revenue Statement (one paragraph) Most proposal do not require this section If grant support has already been awarded to the project or if the project activities generate income a support and revenue statement is the place to provide this information

In itemizing the grant support make a note of any earmarked grants this will suggest how new grants may be allocated The total grant support already committed should then be deducted from the Total Expenses line on the expense budget to give you the Amount to Be Raised or the Balance Requested

Any earned income anticipated should be estimated on the support and revenue statement For instance if you expect 500 farmers to attend a regional fair where the new chili seed the grant helped to develop is offered Each farmer buys on the average 10 g of seed at a cost of 19000 Baht per kg The budget would show a revenue line of ldquo Seed Salesrdquo of $320000 that is deducted from the ldquoBalance Requestedrdquo Again keep backup worksheets for the support and revenue statement as a reminder of the assumptions made

Budget Narrative If costs are straightforward and the numbers tell the story clearly explanations are not needed Use a narrative portion of the budget to explain any unusual line items in the budget The best way to handle this is in the form of footnote-style numbers on the line items in the budget keyed to numbered explanations

10 Organizational Information (one page) Tie all of the information about you and RMUTL together Cite your and RMUTLrsquos expertise especially as it relates to the subject of your proposal It is ok to repeat this information

The end of the proposal is where the resume of RMUTL should be placed because it is usually better to sell the need for your project and RMUTLrsquos ability to carry out the proposal was stated in the Statement of Need Therefore it is not necessary to overwhelm the reader with facts about RMUTL This information can be conveyed easily by attaching a brochure or other prepared statement This statement tells the reader when RMUTL came into existence its mission and repeats how the subject of the proposal fits within or extends that mission and describes the organizations structure programs leadership and special expertise

11

Discuss the size of the University Council how its members are recruited and their level of participation Give the reader a feel for the makeup of the board (include the full board list in an appendix) If your agency is composed of volunteers or has an active volunteer group describe the function that the volunteers perform

Describe what the staff does Explain briefly the assistance you provide Describe the audience you serve any special or unusual needs they face and why they rely on your RMUTL Cite the number of people who are reached through your programs

10 Conclusion (one paragraph) Every proposal should have a concluding paragraph This is a good place to call attention to the future after the grant is completed If appropriate you should outline some of the follow-up activities that might be undertaken to begin to prepare your funder for your next request Alternatively you should state how the project might carry on without further grant support

This section is also the place to make a final appeal for your project Briefly restate what RMUTL wants to do and why it is important Underscore why RMUTL needs funding to accomplish it

If the proposal is for nongovernmental funds dont be afraid at this stage to use a bit of emotion to solidify your case If it requests governmental funds stay away from emotional appeals

11 Attachments

Only attach a document if the funder asks for it

Some of the things funders ask for are

Budget summarycost summary

Budget detailbudget narrativecost justification

Up-to-date financial statement

Proof of tax-exempt-status

University Council members with affiliations

Letters of commitment

Resumes of key people involved in the project

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Memoranda of Agreement or Memoranda of Understanding

What Happens Next Submitting the proposal does not finish the grant seeking process Grant review procedures vary widely and the decision-making process can take anywhere from a few weeks to six months or more During the review process the funder may ask for additional information either directly from outside consultants or professional references This is a difficult time for the grant seeker Patience is of the essence here Some grant makers outline their review procedures in annual reports or application guidelines If you are unclear about the process dont hesitate to ask If your hard work results in a grant take a few moments to acknowledge the funders support with a letter of thanks Clarifying your responsibilities as a grantee at the outset particularly with respect to financial reporting will prevent misunderstandings and more serious problems later You also need to find out whether the funder has specific forms procedures and deadlines for reporting on the progress of your project A rejection is not necessarily the end of the process If youre unsure why your proposal was turned down ask Did the funder need additional information Would they be interested in considering the proposal at a future date Now might also be the time to begin cultivation of a prospective funder Put them on your mailing list so that they can become further acquainted with your organization Remember theres always next year Some Websites

httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng

httpwwwscienceparkorth

httpcordiseuropaeufp

httpwwwforesightgovuk

httpwwwgrantsgov

httpwwwnsfgov

httpwwwunidoorgindexphpid=o5216

13

httpwwwdummiescomhow-tocontent

wwwwkkforg

httpunitesorghtmlresourceknowledge07grantshtm

2

supplied by the funder Achieve the highest possible score by following the required steps processes

timelines and requirements

Many funders today prefer a brief letter proposal others require the completion of an application form In either case we advise you work through the proposal components as provided in this manual to be sure that you have included all the elements of your case The scale of the project will often determine whether it requires a letter or the longer proposal format Keep in mind that the ultimate guide is the guidelines and policies of individual funders

Letter Proposal For the most part the elements of a letter request should follow the format of a full proposal except with regard to length which should be very close to three pages

When writing a letter request keep in mind that you are writing a letter to another person It should therefore be more informal in style than a longer proposal It may be necessary to change the sequence of the text to achieve the correct tone and the right flow of information

Here are the elements of a letter proposal

Ask for the gift State why you are writing and how much funding is required from the particular foundation If there has been a prior contact with the founder start with this reference

What is the need Concretely tell the funder what it is who needs it why do they need it and who are you to see the problem and create the solution Be sure to include the competition

Explain what you will do Describe precisely what will take place as a result of the grant

Provide RMUTL data Help the funder know more about RMUTL by including its mission statement brief description of programs offered number of people served and if appropriate staff volunteer and board data

State how the funds will be spent Even a letter request may have a budget that is a half-page long Decide if this information should be incorporated into the letter or in a separate attachment Whichever course you choose be sure to indicate the total cost of the project Discuss future funding only if the absence of this information will raise questions

Close As with the longer proposal a letter proposal needs a strong concluding statement Offer to provide more details or meet with the funder

Attach any additional information required The funder may need much of the same information to back up a small request as a large one Refer to the Attachment section below

It takes as much thought and data gathering and sometimes more to write a good

3











and expenses





4







5










6










7











8












9




Expense Budget




10








11






11 Attachments










12



httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng




httpwwwgrantsgov

httpwwwnsfgov


13


wwwwkkforg


3











and expenses





4







5










6










7











8












9




Expense Budget




10








11






11 Attachments










12



httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng




httpwwwgrantsgov

httpwwwnsfgov


13


wwwwkkforg


4







5










6










7











8












9




Expense Budget




10








11






11 Attachments










12



httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng




httpwwwgrantsgov

httpwwwnsfgov


13


wwwwkkforg


5










6










7











8












9




Expense Budget




10








11






11 Attachments










12



httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng




httpwwwgrantsgov

httpwwwnsfgov


13


wwwwkkforg


6










7











8












9




Expense Budget




10








11






11 Attachments










12



httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng




httpwwwgrantsgov

httpwwwnsfgov


13


wwwwkkforg


7











8












9




Expense Budget




10








11






11 Attachments










12



httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng




httpwwwgrantsgov

httpwwwnsfgov


13


wwwwkkforg


8












9




Expense Budget




10








11






11 Attachments










12



httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng




httpwwwgrantsgov

httpwwwnsfgov


13


wwwwkkforg


9




Expense Budget




10








11






11 Attachments










12



httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng




httpwwwgrantsgov

httpwwwnsfgov


13


wwwwkkforg


10








11






11 Attachments










12



httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng




httpwwwgrantsgov

httpwwwnsfgov


13


wwwwkkforg


11






11 Attachments










12



httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng




httpwwwgrantsgov

httpwwwnsfgov


13


wwwwkkforg


12



httpwwwtrforth

httpwwwnrctgoth

httpwwwnstdaortheng




httpwwwgrantsgov

httpwwwnsfgov


13


wwwwkkforg


13


wwwwkkforg


Developing Competitive International Grant Applications

Documents

Transcript of Developing Competitive International Grant Applications