GRANT WRITING BASICS: HOW TO WRITE A SUCCESSFUL GRANT PROPOSAL TO A PRIVATE FOUNDATION

NOAH TEMANER JENKINS, MUPP ORGANIZATIONAL DEVELOPMENT CONSULTANT TEMANER + ASSOCIATES AND ADJUNCT FACULTY UNIVERSITY OF ILLINOIS AT CHICAGO

LEARNING OBJECTIVES Relate your project to the funding environment and proposal context Prepare to write a grant proposal Write the main components of a grant proposal Package and submit the proposal

TOPICS Context and Funding Environment Organizational Readiness Writing the Grant Proposal Preparing and Submitting the Proposal Package

CONTEXT AND FUNDING ENVIRONMENT

NEARLY 1.1 MILLION PUBLIC CHARITIES IN U.S. 1 for every 290 U.S. residents 40,000 added each year Very small nonprofits (<$5,000 annual budget) not counted ¾ have annual expenses of less than $500,000 4% have annual expenses over $10 million

2014 SOURCES OF PRIVATE GIVING Giving USA, 2015 $ billion U.S. charitable giving $54 billion

CONTRIBUTIONS BY RECIPIENT Giving USA, 2015

FOUNDATIONS EXIST TO MAKE GRANTS A Foundation has to: Annually pay out at least 5% of the value of its investment assets Donate only to 501(c)(3) organizations

FOUNDATIONS HAVE CLEAR GIVING POLICIES Guidelines / Foundation Mission Geography and Target Population Application Process / Funding Cycles and Deadlines / Award Notification Relationships Reporting

FOUNDATIONS FOLLOW A FUNDING PROCESS Guidelines LOI Proposal Request for Proposals (RFP) General Letters Informal through Relationships Today’s focus

ORGANIZATIONAL READINESS

IS YOUR ORGANIZATION READY? 501(c)3 organization? Established nonprofit with a history? Reportable program results? Finances solid? Diverse revenue streams? Board of directors and strong leadership? Engage in planning and evaluation?

WRITING THE GRANT PROPOSAL

PARTS OF A TYPICAL PROPOSAL Cover Sheet and/or Cover Letter Proposal Narrative Budget Attachments

Cover Sheet / Cover Letter: Summarizes basic information about the applicant and proposal; typically where the “ask” is presented; cover letters can be used to provide important information that is not covered in the proposal

PARTS OF PROPOSAL NARRATIVE Problem / Needs Statement Goal(s) and Objectives Methods / Strategies Evaluation Background on the Organization Sustainability Plan

Problem or Needs Statement: Defines the external need, problem, or opportunity and the target population

AVOID CIRCULAR REASONING Our solution is the way to solve the problem. Problem is the absence of our solution.

PROBLEM STATEMENT DATA SOURCES Commonly accepted sources, such as US Census Published research Survey data / Focus groups / Testimonials News sources Evidence of demand from internal resources

Goals: Broad and long-range accomplishments Inspirational and aspirational Guide the concrete aspects of your program

Objectives: Specific, concrete, observable, measurable statements of what a program will achieve; progress toward achieving goals

“SMART” OBJECTIVES Specific statements of what the project will accomplish Measurable or observable Achievable within timeframe and resources Realistic in recognizing the concrete things a program can actually accomplish Time-related

PROCESS AND OUTCOME OBJECTIVES Process objectives describe how the program is carried out Outcome objectives describe the impact, effects, or results of the program

GOAL AND OBJECTIVES EXAMPLE Goal: Children attending Happy Elementary School perform at or above grade level and are academically and socially prepared for the next level of education. Process Objectives Provide after-school homework help and tutoring 5 days per week for 25 underperforming students 100% attend at least 2 days per week 75% attend all 5 days per week Outcome Objectives After 3 weeks of participating at least 2 days per week, 100% of students are completing homeowner on time and improving homework, quiz, and test scores After a full school term of participation of 2 or more days per week, 75% of students have improved grades by at least one level

Methods or Strategies: The work plan for meeting stated objectives; typically includes who, what, when, how

METHODS / STRATEGIES Who is the target audience? How many people will you serve? What tasks or activities have to be completed? What planning has already taken place? Who will do the work? Credentials? When and where will the program take place?

Program Evaluation: Systematic method for tracking, collecting, analyzing, and using information to determine program effectiveness and efficiency

EVALUATION QUESTIONS Did the program achieve its objectives? Were the methods specified used? Was an impact made on the identified problem or need? Are changes needed to improve results? What will you know after the evaluation that you didn't know before? How will you use this information? How will this improve program results?

EVALUATION DESIGN Use an outside evaluator? Quantitative or qualitative methods? Or a mix? If objectives are measurable, then the evaluation will be easier to design

EVALUATION DATA Qualitative Focus groups Interviews Quantitative Surveys Test results Other measurable data

BACKGROUND ON THE ORGANIZATION History Mission Target Population / Geography Overview of Programs Other Relevant Facts

Sustainability Plan: The financial viability of a program after the requested funding has concluded

SUSTAINABILITY PLAN Grants: other committed and requested funding, future prospects Earned Income / Fee for service In-kind contributions Fundraisers Memberships/individuals

Program Budget: A financial plan that includes income and expenses required to implement the program

BUDGET CONSIDERATIONS The budget tells the same story as the proposal narrative When reviewing proposals, grantmakers often look at the budget first Organizational operating budget vs. program budget; funders will ask for both Review grant application for specific budget requirements and restrictions *

BUDGET CONTENT Categories and level of detail % overhead or indirect cost Timeframe: typically 1-year grants; multiple year grants will need annual budgets Include revenue and expense; may need to research and estimate Present a balanced budget

Budget Narrative or Justification: Detailed narrative of how you determined line items – explain your calculations and program need for each item

PREPARING AND SUBMITTING THE PROPOSAL PACKAGE

ATTACHMENTS IRS 501(c)(3) Determination Letter Board of Directors Organization Operating Budget Last Year’s Audited Financial Statement Other Funding Sources Testimonials / Client Profiles Photos Certificate of Incorporation / Good Standing By-Laws Staff Bios or Resumes Annual Report Support Letters

TIPS AND FINISHING TOUCHES Don’t miss the deadline Confirm you followed the instructions – did you follow the format and length rules? Edit, proofread, edit, proofread Check your list – is everything included? Make it easy for the funder to read – consider pitch, language, tone, clarity of writing and concepts Prepare attachments in advance If you re-use parts of a previous proposal, always tailor, proofread, and edit; every funder is different

Remember, the proposal and package you submit may be everything the funder knows about you. It is up to you to make the best impression possible.

FURTHER READING / LEARNING Tori O’Neal-McGrath (2013), Winning Grants Step by Step 4 th Edition Kim Klein (2011), Fundraising for Social Change 6 th Edition Dr. Beverly Browning (2008), Perfect Phrases for Writing Grant Proposals Sharon Charnell Gherman (2013), The Art of Grantwriting

Regional Associations of Grantmakers – Forefront GuideStar Foundation Center Grant Station ADDITIONAL RESOURCES