Presentation on theme: "Theres really three parts to grants: Writing the proposal Managing the grant Evaluation and financial closeout This presentation is on grant writing,"— Presentation transcript:
Theres really three parts to grants: Writing the proposal Managing the grant Evaluation and financial closeout This presentation is on grant writing, with a focus on the CPL program Geared towards non-profits
Start a filing system for grants Pull together the information youll need to complete applications for most grant programs: Organization information Financial files Grant program information Funded/unfunded proposals Project notes, ideas, etc. Have both paper and electronic versions
Current Board of Directors Brief biography Any other affiliations List of current key staff, volunteers May be asked for more information for those working on the grant Policies and procedures: Conflict of Interest policy Purchasing policy/procedures
Board of Directors: Demonstrates the leadership of an organization Indicates ability to successfully complete a grant Staff and volunteers Who they are What they will do on this grant What are their skills and experience Policies: How well you are organized
May be actual or perceived Occurs when a person has an actual or apparent duty or loyalty to more than one organization or company, and the competing duties or loyalties may result in actions which are adverse or favorable to one or both parties The policy tells how your organization addresses this
How will you purchase goods or services? Open competition Three bids is best method Document if you cant obtain 3 bids All are bidding on the same thing All costs and prices are reasonable Dont purchase unnecessary things Document purchasing decisions
Non-profit documentation- if awarded Tax-exempt documentation- if awarded IRS Form 990- for application Recent financial audit- for application Board-reviewed financial statements Annual budget- may be requested
Your fiscal capacity Can you manage a $5,000 grant? How about $400,000? Do you have the necessary cash flow? Your fiscal skills Do you follow Generally Accepted Accounting Principles? Can you meet the grant reporting requirements? Non-profit status Previous grant experience
Have a file for each program, for each year Grant announcements or RFPs Program Manuals, Payment Manuals Any other documents or instructions Enabling legislation (for govt grants) Staff contact information
Funded grants: Application Grant agreement Payment requests, invoices, etc. Reports Any correspondence Submitted but not funded applications Might be able to resubmit or reuse parts in future grants Evaluate why it wasnt funded Future project ideas and details
CPL program timeline RFP release and deadline likely to remain the same Anticipate the dates – plan ahead so youre ready Deadlines for funded grants Annual reports Payment requests End dates – when must work be complete? Work backwards from these deadlines to avoid last- minute rush Ask for help early (DNR staff, reviewers, etc.) Do the same for other grant programs
What does your organization want to do? What are you good at? What are you currently capable of doing? Does someone have time to figure out the project, write the proposal, and manage it? What about all the requirements, deadlines, reports, etc? Your grant may last several years – can someone to work on it that long?
Start with a small grant that you can complete quickly Gets your feet wet Helps build a successful track record Try enhancement or restoration Acquisition can be tricky and time consuming So can Public Waters projects
Every program has a different mission/goal Need to make sure your project matches the grant programs goals Legacy funds: Outdoor heritage –habitat Clean water –clean water Parks and Trails – parks and trails Arts - arts Some programs may change focus from year to year
What has the program funded in the past? For CPL: Look at the FY 2010 page Shows all applications Funded Unfunded Which ones do you think are good applications? Why?
CPL is online only. No submission of applications or materials accepted Can create account without starting application, and practice Does not follow traditional paper grant formats, but the elements are there The mapping tool creates equality in maps for all applicants
Can use CPL Application Template to draft your answers Located on the How to Apply page Below Application system button Shows text boxes only from Application System Proof read, spell check, and character count each section Copy and paste into application
Have someone read your proposal Have them tell you…. What you are applying for Why you are applying How you are going to manage the project How you are going to pay for it Does the proposal make sense?
If requested, CPL staff may have time to look at it and review requirements You might realize an error that you might be able to have corrected Might avoid electronic system overload Builds credibility Give yourself a night to sleep on it before submitting Dont have to worry about a storm taking out your power at 4 pm on the last day…..
Logical, clear, orderly Easy to read, good grammar, proper spelling The grant reviewer can determine what you are trying to accomplish Match the funding source Meet all program requirements
Not enough information to score based on criteria Project not thought out well Budget didnt line up with activities Missing Project Review and Approval Forms Agency didnt agree with proposal Questionable if it was really habitat work Is it water quality? Is it recreation?
Will need to update your application with any changes Need to submit proof of insurance if working on DNR land Need to get you into the state accounting system Need state and federal tax ID numbers Contact information Need to draft the grant agreement
Encumber: Tying up the grant funds in the state accounting system. The first step in getting the grant agreement signed. Grantee signs and returns all copies Execute: When the last signature is obtained. Work may not begin until all signatures are obtained.
Look at the FY 10 page to see what is required for payment See what is required for other documentation Timelines for payment and documentation FY11 will be similar
Now you need to manage the grant – get the work done You must also report on your work Evaluation: Did you do what you said youd do? Did it work? Financial reports All bills paid? Everything spent properly?
Keep good documentation Keep in touch with grant program staff Any problems or questions Good news too! Any press releases, media coverage, etc. Meet deadlines If you cant, let staff know why