Getting Funded in a
Gates/Buffet World
Presented by:
Partnership for Rural
Improvement
(a community development collaboration
between WSU and select community
colleges since 1976)
Overview of Session #1
 What is a grant?
 Overview of
Process/Organizational
Development Requirements
 Grant Research
 Developing the Proposal Idea
 Developing Relationships with
Funders
 Understanding RFP’s
 Writing the Grant
 Question/Answer Period
Overview of Session #2
 Evaluating the Letter of Intent
 Completing the Grant
 Review of Completed Components
 Developing Sustainability Strategies
 Preparing the Program Budget
 Writing the Organization Background
Component
 Writing the Proposal Summary
 Grant
Implementation/Administration/Mon
itoring
 Evaluation and Close-Out
 Question/Answer Period
Introduction of Trainers
 Laura Cailloux
 Northwest Program Associate
 Director, Business Resource Center
& faculty member of Skagit Valley
College
 former nonprofit manager and small
business owner
Introduction of Trainers
 Patrick Malone




Inland Northwest Program Associate
Former nonprofit executive director
Nonprofit trainer for past 25 years
SBDC/NxLevel instructor
Introduction of Trainers
 Rich Monacelli
 Southeast Program Associate
 Director of the Walla Walla Area
Small Business Center
What is a Grant?
A grant is:
A gift of resources that
does not need to be repaid
but
does have strings attached
Giving USA 2005 Data
Giving USA 2005 Data
What is a Grant?
Resources may include:









Cash
Inventory
Land
Buildings
Equipment
Furniture & Fixtures
Intellectual Property
Human Resources
In Kind
What is a Grant?
Conditions may include:
 The Golden Rule:
 Those with the gold make the rules





Proposal Presentation
Goals and Objectives of Grantor
Dates and Eligibility
Matching Requirements
Accountability
 Evaluation
 Reporting
What is a Grant?
 Grants from foundations &
corporations represent only about
15% of American philanthropy
 The use of grants can either be
restricted or open to operations,
capacity-building, capital or
equipment, special projects and
sometimes endowments
What is a Grant Proposal?
 A formal funding submission, typically
to a unit of government, foundation or
corporation
 Grants funding is rarely a primary
source of agency funding
Emerging Paradigm
 A hand up, not a handout
 Show sustainability
 Outcomes, not output
 Value measured in $ ROI
 Business model, not social services
 Grantors as customers
Business Plan Model
 1. Market Analysis
(Demand)
 2. Products and Services
(Supply)
 3. Marketing Strategies
 4. Financial Projections
 5. Schedule of Events
 6. Management
Is your cart before your horse?
 Before thinking about grant funding,
make sure you have:
 A thorough knowledge of NEEDS within
your community
 A broad base of support within your
community
 Mission and resource alignment to
address need
Check Proposal Alignment
 Is your organization aligned behind
project?
 Organizational Mission & Project
Outcomes aligned?
 Community/Collaborators aligned in
support?
 Staff & Resource Capabilities aligned
with scope of work?
 Is the external environment ripe?
Proposal Development Process
 Developing a clear program plan in
response to community NEED
 Research funders thoroughly
 Build strong relationship with
funders
 Target proposal carefully
Question/Answer Period
What is a grant?
What is a grant proposal?
What is the community need?
What organizational development is
required?
 What process is required?
 What questions do you have thus far?




Market Analysis
 Identify Target Markets
 Users and Payers




Determine Consumer Profile
Determine Consumer Demand
Project “Sales”
Identify Competitors and Partners
Grant Research




Catalogue of Federal Domestic Assistance
Grants.gov (federal alerts/email notices)
IRS 990’s (annual tax reports)
Foundation Directories
(Philanthropy Northwest in Washington St.)
 Guidestar or GivingUSA (foundation
research; fee for service)
 Foundation Center (training/technical
assistance; fee for service)
 Statewide Nonprofit Coalitions
(Evergreen Society in Washington State)
Case Study: Meals Consortium




Over 1,000 frail elderly
600 over the age of 75
500 living on less than $1,000/month
No caseworkers or care provided
beyond meal service
Case Study: Meals Consortium
 Mission – Develop and coordinate
resources for support services to
homebound persons, primarily those
aged 60 and older
 Consortium of 5 “Meals on Wheels”
programs
 Served 255,000 meals last year
Products and Services
 Design and supply
products and services to
meet the specific demand
of target markets
Meals Consortium




Over 1,000 frail elderly
600 over the age of 75
500 living on less than $1,000/month
No caseworkers or care provided
beyond meal service
Developing the Proposal
Idea
 6 Questions:
 What community NEED does your plan
address?
 What would an improved community
situation look like?
 What can this organization do to improve the
situation?
 How will it be determined that the project
has succeeded?
 How much will the project cost?
 How will the project be funded in the future?
Case Study: Meals Consortium
 Mission – Develop and coordinate
resources for support services to
homebound persons, primarily those
aged 60 and older
 Consortium of 5 “Meals on Wheels”
programs
 Served 255,000 meals last year
Developing the Proposal Idea:
Worksheet 1.1 (page 9-10)
WORKSHEET 1.1.
1.
What new projects is your organization planning for the next two to three years?
Project
Project
Project
Project
2.
Proposal Idea Questionnaire.
A:
B:
C:
D:
Which of these projects are compatible with your organization’s current mission and
purpose? (When a project falls outside your mission, considerable justification will be
necessary to convince a funder to support it.) (Check the category that applies to each
project.)
Project
Compatible with Mission
Not Compatible
A
B
C
D
3.
What is unique about your organization’s project?
Project
A
B
C
D
4.
Uniqueness
Who else is doing this project? Is there duplication of effort? Can a partnership be
formed that will benefit all organizations concerned with this project?
Project
A
B
Duplicate Project
(with whom)
Possible Collaboration
(with whom)
Market Analysis
 Identify Target Markets
 Users and Payers




Determine Consumer Profile
Determine Consumer Demand
Project “Sales”
Identify Competitors and Partners
Strategic Alliance with Funder
MISSION
Funding Source
Organization/Agency
Target Population/Need
Developing Relationships w/
Funders
 Think of program staff as friends,
build a solid and trusting
relationship
 Do your homework on the funder
 Send a letter of intent
 Place a follow-up telephone call
 Regularly meet or communicate with
your program officer
 Think of ways to satisfy THEIR
Developing Relationships with
Funders
Worksheet 2.1 (page 15)
WORKSHEET 2.1.
Letter of Intent Questionnaire.
1. What is the purpose of this letter of intent? Whom is it being sent to, and what is the
fit?
2. What year was our organization founded? What year was it incorporated?
3. What is the mission of our organization?
4. What are our long-term goals for our organization?
5. What programs do we provide that support these goals?
6. What is the need in our community that we seek funding to address?
3.
What is the mission of our organization?
5.
Developing Relationships with
What are our long-term goals for our organization?
Funders
Worksheet
2.1 continued (page 15)
What programs do we provide that support these goals?
6.
What is the need in our community that we seek funding to address?
7.
How in our view is the need related to our programs, long-term goals, and mission?
8.
What do we propose to do about this need?
9.
What outcome do we anticipate after the first year of funding?
4.
10. What is the total cost of our proposed idea for the first year (or multiple years if we
plan to request multiple-year funding)? How much do we want from this funder?
11. Who will be contacting the funder to determine its interest and when? Whom should
the funder contact for more information?
Now that you have finished answering the questions, you can take the information and
build a letter of intent. The ideal way to write the letter is to follow this format: opening,
Understanding RFP’s
 RFP equals Request for Proposals
 A common practice by governmental
funders (federally publicized through
Federal Register as Notice of Funding
Availability (NOFA))
 RFP’s clearly state the program or project
purposes, desired outcomes and eligibility
for prospective funders
 RFP’s typically reflect policy changes by
legislative bodies more quickly than most
foundations or corporations guidelines
Develop a Customized Proposal Checklist
Worksheet 11.1 (page 77)
WORKSHEET 11.1.
Final Proposal Checklist.
Place a check mark next to each step after it is completed.
Determine which project ideas have the best chance of being funded.
Form a planning team that includes clients affected by the project, community
leaders, key staff and volunteers, and other organizations with similar or
complementary projects.
Design a program or project plan.
Conduct thorough research to determine funding sources interested in the project.
Telephone the targeted funding source to request information helpful in preparing
the proposal (annual report, grant guidelines, and so on).
Read all funding source materials to ensure the proposal follows their directions.
Prepare the proposal core components by stating the need or problem to be
addressed, the objectives and methods for meeting the need, the ways the project
will be evaluated and funded in the future, and the budget.
Prepare the final proposal components: the introduction, summary, and cover letter.
Determine those features in the project that may set it apart from other projects and
will appeal to the funder.
Make sure those features are highlighted for the funder.
Ensure the proposal is clear and well written by having at least one person review it
and provide feedback.
Include the appendixes requested by the funder.
Prepare the proposal core components by stating the need or problem to be
addressed, the objectives and methods for meeting the need, the ways the project
will be
and funded in theProposal
future, and the budget.
Develop
aevaluated
Customized
Checklist
Prepare
the final(page
proposal components:
the introduction, summary, and cover letter.
Worksheet
11.1
77)
Determine those features in the project that may set it apart from other projects and
will appeal
the funder.
WORKSHEET
11.1. toFinal
Proposal Checklist.
Makenext
suretothose
features
highlighted for the funder.
Place a check mark
each step
after are
it is completed.
Ensure thewhich
proposal
is ideas
clear have
and well
written
by having
least one person review it
Determine
project
the best
chance
of beingatfunded.
and provide
feedback.
Form
a planning
team that includes clients affected by the project, community
leaders,
staff and volunteers,
andby
other
with similar or
Include key
the appendixes
requested
theorganizations
funder.
complementary projects.
Check funder deadlines and the number of proposal copies to be submitted in order
to meet the requirements.
Design a program or project plan.
Conduct thorough research to determine funding sources interested in the project.
Give copies of the proposal to the planning team and other individuals or groups
Telephone the targeted funding source to request information helpful in preparing
who should be aware of the project.
the proposal (annual report, grant guidelines, and so on).
Telephone
the funder
twotoweeks
mailing the
proposal.
Read
all funding
source within
materials
ensureafter
the proposal
follows
their directions.
Prepare the proposal core components by stating the need or problem to be
addressed, the objectives and methods for meeting the need, the ways the project
will be evaluated and funded in the future, and the budget.
Prepare the final proposal components: the introduction, summary, and cover letter.
Question/Answer Period
 Developing the Idea Proposal
 Developing Relationships with
Funders
 Understanding RFP’s
 What questions do you have thus
far?
 Let’s also take a 5 minute stretch
break (so don’t go too far).
Market Analysis
 Identify Target Markets
 Users and Payers




Determine Consumer Profile
Determine Consumer Demand
Project “Sales”
Identify Competitors and Partners
Writing a Compelling Need
Statement
 Need statements must establish a clear
relationship between your organization’s
mission and the project purpose
 Need statements must emphasize
community, not organizational needs
 Need statements must document the
problem/issue you’re proposing to
address
 Your need must match the
ability/capacity of your organization to
meet it
Compelling Need Statement - Cont
 Critically important and often poorly
written
 Provides a framework for the
project’s goals, objectives, and
methodology
 Basically a literature review
 Convince funder that you
understand the issue that they have
identified and that you can help
them solve it
Compelling Need Statement - Cont
Incidence of problem
Factors and causes
Related problems
Comparative data
Consequences of no intervention &
cost –analysis
 Data and results of similar activities





Compelling Need Statement - Cont
 Evidence of demand for service
 Data from experts, publications,
task force recommendations,
research findings, surveys, local
data, interviews
 Census and demographic data
 Comments from target group,
providers
 Don’t overstate your case
Writing a Compelling Need Statement
Worksheet 3.1A (page 22)
WORKSHEET 3.1A.
Statement of Need Questionnaire.
Use the filled-out Worksheet 3.1B in the book as an example to follow as you complete this
questionnaire.
Who? Where? When?
What? Why?
Evidence of Problem
Who is in need
(Maybe people,
animals, plants, and
so on.)
What is the need?
What evidence do
you have to support
your claim?
Where are they?
Why does this
need occur?
When is the need
evident?
Impact If Problem
Is Resolved?
What are the
consequences
of meeting
the need?
How is the need
linked to your
organization?
Case Study: Who?Where?When?
 Who is in need?
 Frail homebound seniors over 60 years,
old living at home, usually alone.
 Where are they?
 Throughout Main County
 When is the need most evident?
 When illness or institutionalization occurs
due to an absence of social services
Case Study: What? Why?
 What is the need?
 No comprehensive assessment of nutritional and
social service needs.
 The lack of need identification and referral for
services results in deteriorating health for frail
elders and frequently results in costly
institutionalization.
 Why does this need occur?
 No social workers/nutritionists to assess the
health and social service needs
 Funding is not available within each organization
to hire a social worker
Case Study: Evidence of Problem
 What evidence do you have to
support your claim?
 More than 13,000 individuals in the
county over age sixty live below the
poverty line.
 Social workers are not available to visit
the homebound elderly.
 Many Meals on Wheels recipients must
leave their homes because of lack of
coordinated care.
Case Study: Impact if Problem is
Resolved
 What are the consequences of
meeting the need?
 Frail elders will be able to remain in their
home longer.
 Frail elders will remain healthier with
good coordination between social
services and nutrition programs
 Expensive institutionalization will be
avoided.
Case Study: Link to Organization?
 How is the need linked to your
organization?
 The Meals Consortium mission is to find
cost-effective ways to serve the county’s
frail elders. The social services program
will provide a coordinated system of
social services and nutritional care to
serve the target population.
Products and Services
 Design and supply
products and services to
meet the specific demand
of target markets
Propose Your Solution
 Solid goals and objectives lead to
achievable outcomes (these are often a
refinement from those contained within
your Strategic Plan)
 Goals and objectives can be both
“program” and “process” in nature
 Make your objectives S.M.A.R.T.
 This section “measures the impact” of
your work and project
Effective Solutions Start With Clear
Goals & Objectives
Worksheet 4.1A (page 30)
WORKSHEET 4.1A.
Goals and Objectives Exercise.
Use the filled-out Worksheet 4.1B in the book as an example to follow as you complete this exercise.
GOAL:
Objective 1
Direction of change
Area of change
Target population
Degree of change
Time frame
Objective 2
Objective 3
Objective 4
Case Study: Meals Consortium Goal
 Increase the quality of life for the
elderly at risk of institutionalization
Case Study: Objective 1
Direction of Change Reduce
Area of Change
Individuals leaving the
Consortium for Institutions
Target Population
Degree of change
Persons served by the
Meals Consortium who are
at risk of institutionalization
5 percent
Time frame
2 months
Case Study: Objective 2
Direction of Change Expand
Area of Change
Individuals remaining in
their homes
Target Population
Individuals served by the
Meals Consortium
Degree of change
80 percent
Time frame
12 months
Case Study: Objective 3
Direction of Change Increase
Area of Change
Social services referrals and
follow-up services
Target Population
Individuals served by the
Meals Consortium
Degree of change
75 percent
Time frame
12 months
Objective 4
Direction of Change Increase
Area of Change
Social services direct care
Target Population
Degree of change
Individuals served by the
Meals Consortium who are
most vulnerable
90 percent
Time frame
12 months
Marketing Strategies
 Position and Image
 Pricing
 Placement
 Distribution of goods and
services
 Promotion and Advertising
 Message and media
Developing Your Methods
 Methods are also activities,
strategies, actions
 Methods are detailed descriptions
of the activities you’ll use to
achieve your objectives
Methods Break Down Objectives Into
Measurable Tasks/Subtasks
Worksheet 5.1A (page 36)
WORKSHEET 5.1A.
Methods Exercise.
Use the filled-out Worksheet 5.1B in the book as an example to follow as you complete this
exercise.
Tasks and
Subtasks
Person(s)
Responsible
Resources
Needed
Start and Finish
Dates
Case Study: Methods Exercise
Tasks
Responsible
Resources
Needed
Start/Finish
Dates
Hire staff
Consortium
members
hire
coordinator.
Coordinator
hires
remaining
staff.
Funds for
salary,
benefits;
pool of
candidates;
job
description
s.
Within
three
months of
program
start-up.
Case Study: Methods Exercise
Tasks
Responsible
Develop
detailed
timeline
Everyone.
Resources
Needed
Start/Finish
Dates
Within
three
months of
program
start-up.
Case Study: Methods Exercise
Tasks
Respon
sible
Resources
Needed
Start/Finish
Dates
Identify elders
with priority
social service
referral needs,
and begin
referrals
Social
Assessments Within
workers of Meals on
three
Wheels
months of
recipients;
program
prioritization start up
Case Study: Methods Exercise
Tasks
Responsible Resources Start/Finish
Needed
Dates
Design
outreach
strategies to
acquaint
targeted
elders with
the new
program
Program
coordinator
Funds for
outreach
Within five
months of
program
start up
Case Study: Methods Exercise
Tasks
Responsible Resources Start/Finish
Needed
Dates
Begin
implementati
on with
persons
needing
immediate
assistance
Coordinator Equipment At six
and social
and
months
workers
supplies
to carry
out
activities.
Case Study: Methods Exercise
Tasks
Responsible Resources
Needed
Start/Finish
Dates
Develop
individual
service
plans
Social
workers
At six
months
and
ongoing
Background
data on
elders in
the
program
Developing Your Methods – Cont
 Publications in the area of the
proposal or related areas
 Evidence of relevant training such
as degree or certification
 Unpublished papers, conference
presentation in the topic
 Experience on other successful
projects
Case Study: Recap and Review
 Need: Twenty percent of the population of Your
County are seniors 65 and older who face
challenges to staying in their homes.
 Goal 1: The homebound elderly in Your County
will live with dignity and independence in their
own homes.
 Objective 1a: Increase social service referrals and
follow-up for 75% of the individuals served by the
Meals Consortium by January 1st.
 Method 1a1: Consortium members will hire a
qualified Program Coordinator by January 30th.
Final Question/Answer
Period (end of Session #1)
 Participant Questions Covering
Writing the Grant section
 Miscellaneous Participant
Questions on Session 1
 Homework (due before Session
#2)
 Worksheet 3.1 for need in your
community
 Email by …
Getting Funded
in a Gates/Buffet World
Presented by:
Partnership for Rural
Improvement
(a community development
collaboration between WSU and select
community colleges since 1976)
 Overview of Session #2:


Evaluating Needs Statements & Letter of Intent
Completing the Grant








Review of Completed Components
Developing Sustainability Strategies
Preparing the Program Budget
Writing the Organization Background
Component
Writing the Proposal Summary
Grant Implementation, Administration,
Monitoring
Evaluation and Close-Out
Question/Answer Period
Evaluating the Letter of Intent
 Class activity (only 2 or 3 examples)
Question/Answer Period
 What remaining questions do you
have regarding the Letter of Intent?
 What other questions do you have
thus far?
Review of Completed
Components
 So far, you should have prepared a
draft of:




A critical proposal idea
A compelling need statement
SMART goals and objectives
A clear and logical presentation of your
methods
Review of Completed Components – Cont
 Need: Twenty percent of the population of
Your County are seniors 65 and older who face
challenges to staying in their homes.
 Goal 1: The homebound elderly in Your
County will live with dignity and independence
in their own homes.
 Objective 1a: Increase social service referrals and
follow-up for 75% of the individuals served by the
Meals Consortium by January 1st.
 Method 1a1: Consortium members will hire a
qualified Program Coordinator by January 30th.
Preparing the Evaluation
Component
 This is the process by which you
measure or otherwise determine the
effectiveness and efficiency of your
project (or more precisely your plans
and methods)
 Some benefits from evaluation
include: you gain a stronger
proposal; you design stronger
programs, and greater trust is built
between your organization and the
public
The Evaluation Component Cont
 What do you hope to accomplish?
 Find out whether what was originally proposed
did what was expected.
 Determine if the methods specified were used
and the objectives met.
 Determine if an impact was made on the need
identified.
 Obtain feedback from the target group and
others.
 Maintain some control over the project.
 Make adjustments during a program to
increase its success.
Preparing Your Eval. Component
Worksheet 6.1A (page 43)
WORKSHEET 6.1A.
Evaluation Planning Questionnaire.
Use the filled-out Worksheet 6.1B in the book as an example to follow as you complete this
questionnaire.
1.
What questions will your organization’s evaluation activities seek to answer?
2.
What are the specific evaluation plans and time frames?
a.
What kinds of data will be collected?
b. At what points?
c. Using what strategies or instruments?
d. Using what comparison group or baseline, if any?
Program Evaluation
 What questions will your
organization’s evaluation activities
seek to answer?
 Are the objectives of the program being
met?
 Is the program meeting seniors’ needs in
a cost-effective way?
Program Evaluation
 What are the specific evaluation plans
and time frames?
 What kinds of data will be collected?
 The number of people leaving a Meals on
Wheels program and where they went.
 The number of referrals made to each
senior and the type of referral.
 Increase in satisfaction of seniors living at
home.
Program Evaluation
 What are the specific evaluation plans
and time frames?
 What kinds of data will be collected?
 At what points?
 Daily for quantitative data
 Quarterly for qualitative data
Program Evaluation
 What are the specific evaluation plans
and time frames?
 What kinds of data will be collected?
 At what points?
 Using what strategies or instruments?
 Computer database tracking system
 interviews
Program Evaluation
 What are the specific evaluation plans
and time frames?




What kinds of data will be collected?
At what points?
Using what strategies or instruments?
Using what comparison group or
baseline?
 Last year’s population of persons served
Program Evaluation
 If you intend to study a sample of
participants, how will this sample be
constructed?
 N/A
Program Evaluation
 What procedures will you use to determine
whether the program was implemented as
planned?
 A quarterly review of methods
 Who will conduct the evaluation?
 Program director
 Who will receive the reports?
 Funders, board members, executive director,
other interested individuals or agencies
Program Evaluation
 How are you defining success for this
program or project?
 If we meet our objectives for the first
year, we will consider the new social
services program to be successful. In
the longer term
 Long-term success will be a decrease in
the number of frail elders leaving their
homes for institutions
Developing Sustainability
Strategies
 How will you sustain the
program/project after the grant
dollars are spent (assuming the
need has not been completely
met)??
 Sustainability is typically focused
on funding, but it might also
include key staff or related
program components essential to
your success
Sustainability Strategies – Cont
 Funders want their money to have a
lasting impact
 They want to help you get started,
but they don’t want to fund it
forever.
 How will you continue this project?
 Demonstrate continuation with
program/budget construction
Sustainability Strategies – Cont
 Will it generate fees in the
future?
 Will it become part of the
institution’s budget?
 Is it an enhancement of an ongoing endeavor?
Developing Sustainability Strategies
Worksheet 7.1A (page 50)
WORKSHEET 7.1A.
Future Funding Questionnaire.
Use the filled-out Worksheet 7.1B in the book as an example to follow as you complete this outline.
Risks and Opportunities
Do we intend to continue
this project?
For how long?
What resources (direct and
indirect) are needed?
Sources of Future Financial
Resources
What sources can we use?
Internal Requirements
What internal plans relate
to future funding?
Sustainability-Future Funding
 Risks and Opportunities
 Do we intend to continue this project?
 Yes
 For how long?
 Until no longer needed
 What resources are needed?
 Staffing, Equipment, Social Services
availability, Clients
Sustainability-Future Funding
 Sources of Future Financial Resources
 What sources can we use
 County government
 Unrestricted funds from direct mail.
 Business contributions.
Sustainability-Future Funding
 Internal Requirements
 What internal plans relate to future
funding?
 Collaborate with existing social services
agencies to provide follow-up direct
services to the homebound elderly
Sustainability-Future Funding
 Internal Requirements
 What internal plans relate to future
funding?
 Use funds from unrestricted monies raised
through the ongoing Consortium
development program.
 Obtain funds and in-kind gifts from
businesses that provide products used by
older individuals.
Brief Break Period
 10 minute stretch break
Financial Projections
 Revenue Forecast
 How many “customers”
 Frequency of purchase
 Average “sale”
 Cash Flow Statement
 Income Statement
 Balance Sheet
Preparing the Program
Budget
 The best budgets” translate” the methods
section of the proposal into dollars ($$$)
 Revenue = cash and in-kind (document
both; identify all sources of income )
 Expenses = direct and indirect (document
both; secure firm cost estimates;
document donations)
 Leverage means maximizing a relatively
small investment by a funder into a larger
community project
Program Budget: Match/Cost Share
 Funders like to see that the
institution is putting funds into the
project as well
 Match – 50% match for a $100,000
of funding is $50,000
 Cost Share – a 50% cost share for
a $100,000 from the funder is
$100,000
 Can be cash, in-kind, and third
party
Program Budget: Allowable Costs
 Costs must be;
 Reasonable
 Allocable 100% to the project
 Consistently Treated
 Guidelines usually say what they won’t
pay for
 Federal Grants – regulations that govern
allowable costs
 No entertainment, no alcohol
Preparing the Program Budget
Worksheet 8.1A (page 58)
WORKSHEET 8.1A.
Revenue and Expense Budget.
Use the filled-out Worksheet 8.1B in the book as an example to follow as you complete this budget.
CASH REQUIRED
REVENUE
Foundations
Government
Corporations
Individual contributions
Donated printing
and supplies
Volunteer services
Other (specify):
Total revenue
EXPENSES
Salaries (prorated if less
than full time)
IN-KIND
CONTRIBUTIONS
TOTAL BUDGET
Volunteer services
Other (specify):
Total revenue
EXPENSES
Salaries (prorated if less
than full time)
Preparing the Program Budget
Worksheet 8.1A (page 58)
WORKSHEET 8.1A.
Revenue and Expense Budget.
Use the filled-out Worksheet 8.1B in the book as an example to follow as you complete this budget.
Payroll taxes and benefits
(percentage of salaries)
Bookkeeping contractor
REVENUE
Other (specify):
Foundations
Total personnel
Government
Office
rent
Corporations
Supplies
Individual contributions
Printing
Donated printing
and supplies
Utilities
Volunteer services
Telephone
Other
(specify):
Copy
services
Total revenue
Postage
EXPENSES
Travel
Salaries (prorated if less
Membership dues
than full time)
Other (specify):
Total nonpersonnel
Total expenses
Payroll taxes and benefits
(percentage of salaries)
CASH REQUIRED
IN-KIND
CONTRIBUTIONS
TOTAL BUDGET
Revenue & Expense Budget
CASH REQUIRED
EXPECTED REVENUE
Grants
Foundations
Government
Corporations
Individual contributions
Special events (net)
In-kind donations
Total revenue
EXPECTED EXPENSES
Salaries
Program Coordinator
Social Worker I
Social Worker II
Administrative Assistant
Executive Director
(part-time: $65,000 × 20%)
Benefits (20% of salaries)
Contract personnel
Program services
Total personnel
IN-KIND CONTRIBUTIONS
$130,000
83,000
25,000
50,000
20,000
$308,000
$22,000
$22,000
45,000
40,000
40,000
30,000
13,000
33,600
30,000
$231,600
TOTAL BUDGET
$130,000
83,000
25,000
50,000
20,000
22,000
$330,000
45,000
40,000
40,000
30,000
13,000
5,000
9,000
$14,000
33,600
35,000
9,000
$245,000
Revenue & Expense Budget
CASH REQUIRED
EXPECTED EXPENSES
Office rent
Insurance
Printing
Equipment
Office supplies
Utilities
Telephone
Copy services
Postage
Traveled
10,000
4,000
12,000
20,000
4,000
3,000
2,000
8,000
9,000
4,000
IN-KIND CONTRIBUTIONS
3,000
5,000
TOTAL BUDGET
10,000
4,000
15,000
25,000
4,000
3,000
2,000
8,000
9,000
4,000
Revenue & Expense Budget
CASH REQUIRED
Membership dues
Total Nonpersonnel
Total Expenses
500
$76,500
$308,100
IN-KIND CONTRIBUTIONS
$8,000
$22,000
TOTAL BUDGET
500
$84,500
$330,100
Schedule of Events
 Derived from the Cash Flow
Projection
 Activities will occur when
there is enough cash to pay
for them
Program Management
 Management Team
 Resumes, experience
 Organization Chart
 Management Functions




Planning
Organizing
Directing
Controlling
Writing the Organizational
Background Component
 Question: Does your organization have
the history, capacity, ability and
reputation to success with this project?
 At a minimum this component must
“sell” that your organization’s financial
secure, well managed, provides quality
services, and has the respect of the
community
 This is your primary opportunity to
argue your credibility with the funder
Organizational Background
Worksheet 9.1A (page 65)
WORKSHEET 9.1A.
Organization Background Exercise.
Use the filled-out W orksheet 9.1B in the book as an example to follow as you complete this
exercise.
Name
Location
Legal status
Date of founding
Mission
Target population
Programs
Summary of need statement
Accomplishments
Personnel
Case Study: Organizational
Background
 The Meals Consortium
 Location – Main County, USA
 Legal Status – Private, nonprofit corp.
501(c)3
 Date of Founding – 1989
Case Study: Organizational
Background Cont
 Mission
 Ensure frail seniors can maintain their
independence and live with dignity in
their own homes
 Target population
 Persons 55 and over who are homebound
 Programs
 Five consortium members provide homedelivered meals
Case Study: Organizational
Background Cont
 Summary of need statement
 The strategic planning process identified
that the area of greatest need among the
frail individuals served is to be linked up
with social services in the county to help
them live in their homes.
Case Study: Organizational
Background Cont
 Accomplishments
 Served more than 255,000 meals in 2000
to over 1,000 frail individuals.
 Increased the number of persons served in
2000 by more than 5 percent.
 First Meals on Wheels program consortium
in the state.
 Strategic planning process completed in
2000
Case Study: Organizational
Background Cont
 Personnel
 Governing board made up of Meals
Consortium members and interested
community members
 Part-time staff skilled in leadership and
fundraising
 Volunteers provide help with office work
and special events
Writing the Proposal Summary &
Putting Package Together
 Your project summary is almost, your
most important component and needs
to be written well and last
 It is typically a one-page abstract that
literally summarizes/highlights the
major features of your proposal
Putting The Package Together
 Assemble each section in the order
it is in the guidelines
 If there is a cover form, you do not
need a cover letter unless they
request a letter from the institution
official
 Avoid fancy covers or a slick
appearance
Putting The Package Together Cont
 Staple or clip, follow their directions
 Make sure you have the required
number of copies
 Double check pages before you put
in an envelope for things out of
order.
Putting The Package Together –
Other Enclosures




References Cited - bibliography
Facilities Description
Adequacy of Resources
Appendices
 Resumes
 Letters of support, commitment
 Sample documents such as surveys
 Don’t waste trees—
only put in what they ask for
Proposal Summary
Worksheet 10.A (page 71)
WORKSHEET 10.1A.
Summary Questionnaire.
Use the filled-out Worksheet 10.1B in the book as an example to follow as you complete this
questionnaire.
1. Who is your organization, and what is its mission?
2. What is the proposed project (title, purpose, target population)?
3. Why is the proposed project important?
4. What will be accomplished by this project during the time period of the grant?
5. Why should your organization do the project (credibility statement)?
6.
How much will the project cost during the grant time period? How much is being
requested from this funder?
Case Study: Summary
Questionnaire
1. Who is your organization, and what is its
mission?
The Meals Consortium is a consortium of
Meals on Wheels programs serving frail
older adults in Main County. The mission
of the Meals Consortium is to deliver a
coordinated system of home-delivered
meals to meet the nutritional needs of
homebound seniors.
Case Study: Summary
Questionnaire Cont
2. What is the proposed project (title, purpose,
target population)?
Recognizing that the target population of
homebound older adults needs more than just a
hot meal and friendly visit each day, the Meals
Consortium is proposing to begin a social
services referral program, with skilled social
workers assessing the non nutritional needs of
the individuals served and making appropriate
referrals. The purpose of this new program is to
ensure that homebound older adults receive the
services they need to maintain their
independence and remain in their own homes..
Case Study: Summary
Questionnaire Cont
3. Why is the proposed project important?
Costly institutionalization is about the
only alternative to living at home for
most of the individuals served by Meals
Consortium members. Few individuals
have a desire to move to a convalescent
home, and most will struggle to maintain
their independence and dignity in their
own homes. With appropriate social services referrals in addition to a good,
nutritionally sound diet, frail older adults
are able to remain in their homes.
Case Study: Summary
Questionnaire Cont
4. What will be accomplished by this project during
the time period of the grant?
The social services referral program has three
objectives: (1) to increase social services
referrals and follow-up for individuals served by
the Meals Consortium, (2) to increase social
services direct care for the most vulnerable
older adults served by the Meals Consortium,
and (3) to reduce the number of individuals
being institutionalized.
Case Study: Summary
Questionnaire Cont
5. Why should your organization do the project
(credibility statement)?
Meals Consortium members have served the
target population for many years, providing frail
older adults with nutritional meals. By forming a
consortium six years ago, the Meals on Wheels
programs have increased their cost
effectiveness and efficiency. The social services
referral program is another step in the
Consortium’s efforts to help individuals maintain
their independence.
Case Study: Summary
Questionnaire Cont
6. How much will the project cost during
the grant time period? How much is
being requested from this funder?
First-year program costs are expected to
be $330,000. This proposal is for
$30,000. Remaining funds for the new
program will come from a grant from the
County Area Agency on Aging, from
other foundation sources, and from the
Meals Consortium annual event.
Putting the Package Together
Worksheet 11.A (page 77)
WORKSHEET 11.1.
Final Proposal Checklist.
Place a check mark next to each step after it is completed.
Determine which project ideas have the best chance of being funded.
Form a planning team that includes clients affected by the project, community
leaders, key staff and volunteers, and other organizations with similar or
complementary projects.
Design a program or project plan.
Conduct thorough research to determine funding sources interested in the project.
Telephone the targeted funding source to request information helpful in preparing
the proposal (annual report, grant guidelines, and so on).
Read all funding source materials to ensure the proposal follows their directions.
Prepare the proposal core components by stating the need or problem to be
addressed, the objectives and methods for meeting the need, the ways the project
will be evaluated and funded in the future, and the budget.
Prepare the final proposal components: the introduction, summary, and cover letter.
Determine those features in the project that may set it apart from other projects and
will appeal to the funder.
Make sure those features are highlighted for the funder.
Ensure the proposal is clear and well written by having at least one person review it
Prepare the proposal core components by stating the need or problem to be
addressed, the objectives and methods for meeting the need, the ways the project
will be evaluated and funded in the future, and the budget.
Putting the Package Together
Prepare
the(page
final proposal
Worksheet
11.A
77)components: the introduction, summary, and cover letter.
Determine those features in the project that may set it apart from other projects and
WORKSHEET
11.1. to Final
Proposal Checklist.
will appeal
the funder.
Place a checkMake
mark next
each features
step after are
it is completed.
suretothose
highlighted for the funder.
Determine which project ideas have the best chance of being funded.
Ensure the proposal is clear and well written by having at least one person review it
Form a planning team that includes clients affected by the project, community
and
provide feedback.
leaders, key staff and volunteers, and other organizations with similar or
Include
the appendixes
complementary
projects. requested by the funder.
Designfunder
a program
or project
plan.
Check
deadlines
and
the number of proposal copies to be submitted in order
toConduct
meet the
requirements.
thorough
research to determine funding sources interested in the project.
Telephone
fundingtosource
to request
information
helpful
in preparing
Give
copiestheof targeted
the proposal
the planning
team
and other
individuals
or groups
the proposal
(annual
guidelines, and so on).
who
should be
awarereport,
of thegrant
project.
Read all funding source materials to ensure the proposal follows their directions.
Telephone
the funder within two weeks after mailing the proposal.
Prepare the proposal core components by stating the need or problem to be
addressed, the objectives and methods for meeting the need, the ways the project
will be evaluated and funded in the future, and the budget.
Question/Answer Period
Evaluation Component
Sustainability Component
Program Budget
Organizational Background
Component
 Proposal Summary & Packaging
 What questions do you have thus
far?




Grant Implementation,
Administration, Monitoring




Got funded!!, now the work begins
Hiring/assigning staff
Financial controls
Program/project oversight
Grant Administration Cont:
Project Dissemination
 Important to funders that their
funds have a broad impact
 How will you make the results
available to others?
 Which results will you report?
Grant Administration Cont:
Project Dissemination
 To what audience?
 How will the results or products
be disseminated?
 Web, video tapes, conferences,
professional journals, books,
chapters, or monographs?
Sustaining Relationships with
Funders




Make sure your proposal has arrived
Prepare for a site visit
Keep all funders informed
Responding to a funder’s decision
Evaluation and Close-Out
 Seeking Outcomes, not only
Outputs
 Importance of recordkeeping
 Independent review
Evaluation and Close-Out Cont
 Seeking Outcomes, not only
Outputs
 Importance of recordkeeping
 Independent review
Final
Question/Answer Period
 Participant Questions Covering
Completing the Grant section
 Miscellaneous Participant
Questions on Session 2
Final
Question/Answer Period
 Follow-Up (PRI Associates are
available for community
consultations/coaching/training)
 THE END.
THANKS and BEST OF LUCK!