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Grant Writing for Tribes Presented by Alaska Project Solutions, Inc. BIA Providers Conference Helping Grantees Achieve Success.

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Presentation on theme: "Grant Writing for Tribes Presented by Alaska Project Solutions, Inc. BIA Providers Conference Helping Grantees Achieve Success."— Presentation transcript:

1 Grant Writing for Tribes Presented by Alaska Project Solutions, Inc. BIA Providers Conference Helping Grantees Achieve Success

2 APSI is an Anchorage based company. Joan has more than 20 years of grants experience in rural Alaska – mainly working with Tribes. Our services include:  Training  Grant writing  Reporting services  Technical assistance  Grant project management  Online project management tools Introductions Joan Herrmann, President Alaska Project Solutions, Inc.

3 Empower agencies, Tribes, and non-profits by providing effective project coaching, successful grant writing and reporting, and efficient project management services. IN SHORT, To Help Grantees Succeed! Introductions Our Mission is to:

4 Grant Writing Basics What’s Your Why?  The need for a grant must be strong with evidence that supports ‘why’ a community is seeking funding to help remedy the problem.  We all hope for safer, stronger, healthier communities, but it is important to understand ‘why’.  Once you determine the answer to your ‘why’, your grant application can take shape and you’ll get buy-in from your community and your grant reviewer. Basics

5 The Beginning: Have a good Brainstorm, a Community Planning Process, and consensus of local residents: What are the needs? Grant pre-planning is the process of defining what is needed and how to meet that need. Examples: Kids with nothing to do and are in trouble Elders have to move when they have needs There are fewer Native Language speakers The cost of energy and an upcoming winter Getting Ready Planning for your Application

6 Grant Writing Basics Who will benefit?  You started with a dream, and you’ve found a grant that will make a difference for your community.  You start reading a 150 page Request for Proposal (RFP), and you fall asleep with your head in your coffee cup!  Find out who will benefit from your efforts; once you know, it will motivate you to keep going when the grant writing gets tough and lonely. Basics

7 Getting Ready Planning for your Application

8 How in the world does this all work? Getting Ready

9  Do you know your organization’s financial condition?  Are you registered with  Are you registered with  Do you have your own login and password for all these entities? Getting Ready Project Pre-Planning Checklist

10  Are your bookkeeping systems in order?  Do you have a current audit or financial statement?  Have they been sent to the Office of Management and Budget?  Do you have an Indirect Rate?  Do you have the ability to provide cash or in-kind/match if required? Financials Financial Planning Checklist

11 Ways You’ll Find a Grant:  You’ll hear about it from program staff  You’ll hear about it from other Tribes at meetings and conferences  You’ll get it in an email or a fax  It will ‘arrive’ magically on your desk  You’ll find it online Getting Ready Finding the Right Grant

12 Finding a Grant Great Links   Environmental Protection Agency (EPA), Region 10  US Department of Energy, Tribal Programs  Housing and Urban Development (HUD), Office of Public and Indian Housing  Bureau of Indian Affairs (BIA) Indian Health Service (IHS)  USDA, Rural Development Online Links

13 Are you eligible to apply? Does it truly fit your community’s need? Does it fit your agency’s priorities? Can you manage the project? Can you meet the deadline? Getting Ready Project Pre-Planning Checklist:

14 Stay in the Loop  Make a note of the CFDA and the Federal Opportunity #  Sign up for notifications  Sign up for modifications  Contact the Program Officer  Go back to the agency’s websites for updates Getting Started

15 The RFP Pieces and Parts of a Grant

16 The RFP will provide you with:  Program purpose  Eligibility  Due Date  Funding period  Eligible activities  Match requirements  Budget (floor and ceiling)  # of Grants to be awarded Pieces and Parts of a Grant The RFP

17 Before Your Print the RFP Pay Close Attention to the Details:  Read the RFP  Determine your eligibility for the grant  Look at the due date: can you meet it? Is it postmark or arrival? (Do you have time?)  Review the Purpose of the grant: Does it match your goals?  Talk to your Tribal Council and Team! Getting Ready

18 Grant Writing Basics Realistic Planning Ask yourself these questions:  Do we have a realistic plan?  Who will write the application?  Do we have the resources to manage the project?  Does this grant truly fit our needs and our priorities? Basics

19 Before You Decide, Do This:  Call the program office for guidance to introduce yourself and your agency; Let them know you’re applying and ask to be on their email notification list if there is one.  Discuss your project with them and confirm that you can apply. Getting Ready

20 Can You Manage the Time? Real-Life Schedule Juggling Scheduling

21 Grant Application Timeline (Use Calendars Provided) Build a Timeline for Your Grant Application: Due Date: ________________________ ______: List of required documents ______: Outline of proposal ______: Outline of Budget ______: All supporting docs due to Bob ______: First draft due for review ______: First draft of budget due ______: Final edits ______: Submit application TIMELINE

22  Read the instructions  Follow the instructions Planning for Your Application Pour yourself a cup of coffee… you’re going to need it! Diving In

23 Building Your Application  Keep your documents organized in a file on your computer AND a hard copy file  Keep track of your checklist as you progress.  Align your application outline with the RFP outline: IMPORTANT! Grant Writer Extraordinaire Diving In

24 Grant Writing Basics Passion Wins!  Professional grant writers will never have – what you have - passion for your community!  Reviewers are just as bored as you are with sterile, mundane, applications.  When a reviewer reads real stories about real people and real needs, they become engaged, interested, and hopeful that funding will make a difference for the applicant.  Keep in mind that a quality application gets through the first round, and it’s our opinion that the passion is what takes it to the home stretch. Basics

25 Tips for a Better Score When getting ready to prepare your application, do an electronic search or ‘find’ in the RFP for:  should  must  shall  will  require  accountable A Better Score You’ll be surprised where you find those words hidden in the RFP!

26  Research expenditures for current costs  Remember administrative costs  Is there match required?  Do staff exist already? (or will you need to hire new staff?) Financials Planning a REALISTIC Budget

27 More Tips for a Better Score  Review your proposal using criteria in the RFP.  Always proofread after a good night’s sleep.  Include a footer with your agency name and project title. IMPORTANT: Take the ‘ego’ out of your reviews. Remember, it’s ALL about getting the funding. Follow these guidelines for every grant you write. You’ll find that eventually, this will become habit- forming, and so will the grant awards! A Better Score

28 Submitting Your Application  Be prepared for technical difficulties  Give yourself plenty of lead time  Everyone else submits at the last minute, too…it bogs down the system.  Postal service delays – know the difference between USPS and Private Carrier. Read the instructions for this! Submission Anxiety Disorder (SAD)

29 Remember: STUFF HAPPENS!

30 So, why do we do what we do? Who Benefits?

31  Youth, who are learning their own language  Elders, who are sharing their culture with youth  Schools, who are teaching cultural education  Communities, who have recycling programs  Rural villages, who have built new facilities  Communities, who are cleaning up junk cars, batteries, and other pollutants  Rural Alaskans, who now have renewable energy options. Who Benefits?

32  Individuals with Diabetes, who are receiving education and prevention services  Parents, who have increased involvement in their child’s education  Alaska Native families and communities who participate in culture camps each year  Elders who are able to receive meals, wood cutting, snow shoveling, etc.  Victims of domestic violence, who are receiving assistance and safe shelters This is why we do what we do! Who Benefits?

33 Never lose hope. You are the champion of your community, and it is up to each of us to do what we can to improve the future for our friends, neighbors, and families. This is my ‘Grant Writer’s Verse’: “Now faith is the assurance of things hoped for, the conviction of things not seen. For by it the men of old gained approval.” (Hebrews 11:1-2) Basics Grant Writing Basics Hope

34 Thank You For your time and attention Please feel free to pick up information on the back table on your way out. Thank You!

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