W E L C O M E ! Navigating the Federal Funding Process Federal Grants Application Training Presented by OJJDP’s National Training and Technical Assistance Center www.NTTAC.org Navigating the Federal Funding Process

Introduction Course Goal The goal of this course is to develop your knowledge and skills in identifying Federal grant sources, writing competitive grant applications, and managing grant projects. Navigating the Federal Funding Process

Introduction Objective After completing this module, you should be able to identify how this course can help you obtain Federal funding for your organization. Navigating the Federal Funding Process

Navigating the Federal Funding Process Introduction Modules Module 2: Identifying Funding Opportunities Module 3: Determining Your Organizational Capacity and Readiness Module 4: Preparing Your Grant Application Module 5: Writing Your Grant Proposal, Part I Module 6: Writing Your Grant Proposal, Part II Module 7: Constructing Your Budget Module 8: Managing Your Grant Web-based TA Toolkit Learning Community Navigating the Federal Funding Process

Module 2 Identifying Funding Opportunities Navigating the Federal Funding Process Federal Grants Application Training Presented by OJJDP’s National Training and Technical Assistance Center Navigating the Federal Funding Process

2. Identifying Funding Opportunities Turn to Activity 2-1: Learning Resume in the Participant Workbook 2-2 Navigating the Federal Funding Process

2. Identifying Funding Opportunities Types of programs & services and who the programs serve Fundraising tips Course expectations 2-3 Navigating the Federal Funding Process

2. Identifying Funding Opportunities Overview Objective: After completing this module, you should be able to describe the major steps in the Federal grant application and management process. Topics: Federal Government Grant Award Process Key Faith-based & Community-based Initiatives Contacts U.S. Department of Justice Structure Potential Sources of Federal Funding Grant Announcements Application Kit Navigating the Federal Funding Process 2-4

2. Identifying Funding Opportunities Key Terms Funders Program or Grant Announcements Request for Proposal (RFP) Federal Grants * See also the Handout 2-1: Glossary of Key Terms in the Participant Workbook Navigating the Federal Funding Process 2-5

Navigating the Federal Funding Process 2. Identifying Funding Opportunities Federal Government Grant Award Process President’s Budget and Congressional Action Notice of Funding Availability Published in the Federal Register Funding Announcement Application Submission Review and Recommendations by Initial Review Groups Cost Analysis by Grants Officer and Program Staff Funding Decisions and Explanations by Government Officials Navigating the Federal Funding Process 2-6

Navigating the Federal Funding Process 2. Identifying Funding Opportunities Federal Government Grant Award Process 1. President’s Budget and Congressional Action Navigating the Federal Funding Process 2-7

Navigating the Federal Funding Process 2. Identifying Funding Opportunities Federal Government Grant Award Process 2. Notice of Funding Availability Published in the Federal Register Navigating the Federal Funding Process 2-8

Navigating the Federal Funding Process 2. Identifying Funding Opportunities Federal Government Grant Award Process 3. Funding Announcement (RFP/RGA) – www.Grants.gov Navigating the Federal Funding Process 2-9

Navigating the Federal Funding Process 2. Identifying Funding Opportunities Federal Government Grant Award Process 4. Application Submission Navigating the Federal Funding Process 2-10

Navigating the Federal Funding Process 2. Identifying Funding Opportunities Federal Government Grant Award Process 5. Review and Recommendations by Initial Review Groups Navigating the Federal Funding Process 2-11

Navigating the Federal Funding Process 2. Identifying Funding Opportunities Federal Government Grant Award Process 6. Cost Analysis by Grants Officer and Program Staff Navigating the Federal Funding Process 2-12

Navigating the Federal Funding Process 2. Identifying Funding Opportunities Federal Government Grant Award Process 7. Funding Decisions and Explanations by Government Officials Navigating the Federal Funding Process 2-13

2. Identifying Funding Opportunities Key to Funding Sources Understand and be true to self. Look for a match and alignment between project and capacity (or ability), community need, and the grants you seek. Research the funder Start early Navigating the Federal Funding Process 2-15

2. Identifying Funding Opportunities White House Office of Faith-Based and Community Initiatives and Centers for Faith and Community Based Initiatives Navigating the Federal Funding Process 2-15

Navigating the Federal Funding Process 2. Identifying Funding Opportunities Key Faith-Based & Community Initiatives Contacts White House Office of Faith-Based and Community Initiatives Cabinet-level Offices - Faith-Based and Community Initiatives U.S. Department of Agriculture U.S. Department of Commerce U.S. Department of Education U.S. Department of Health and Human Services U.S. Department of Housing and Urban Development U.S. Department of Justice U.S. Department of Labor Agency for International Development Small Business Administration * Refer to Handout 2-2: Key Faith-based & Community Initiatives Contacts in the Participant Workbook Navigating the Federal Funding Process 2-16

Navigating the Federal Funding Process Identifying Funding Opportunities U.S. Department of Justice Office of Justice Programs Office of Juvenile Justice and Delinquency Prevention (OJJDP) Bureau of Justice Assistance (BJA) Office for Victims of Crime (OVC) Bureau of Justice Statistics (BJS) National Institute of Justice (NIJ) * Refer to Handout 2-3: U.S. Department of Justice Organizational Structure in the Participant Workbook Navigating the Federal Funding Process 2-17

Navigating the Federal Funding Process 2. Identifying Funding Opportunities Potential Sources of Federal Funding Grants Web site – www.grants.gov OJP Web site – www.ojp.usdoj.gov/fbci The Catalog of Federal Domestic Assistance – www.cfda.gov The Federal Register – www.gpoaccess.gov/fr/index.html Office of Management and Budget, Grants Management – www.whitehouse.gov/omb/grants Navigating the Federal Funding Process 2-18

Navigating the Federal Funding Process 2. Identifying Funding Opportunities Federal Government Grant Award Process President’s Budget and Congressional Action Notice of Funding Availability Published in Federal Register Funding Announcement Application Submission Review and Recommendations by Initial Review Group Cost Analysis by Grants Officer and Program Staff Funding Decisions and Explanations by Government Officials Navigating the Federal Funding Process 2-19

2. Identifying Funding Opportunities Contents of Grant Announcements Instructions on how to apply Where to get an application kit Information the application should contain Date application is due Application format Agency contact information Navigating the Federal Funding Process 2-20

2. Identifying Funding Opportunities Understanding Grant Announcements Request for Applications (RFAs) Request for Proposals (RFPs) Navigating the Federal Funding Process 2-21

2. Identifying Funding Opportunities Using Grant Announcements Accessing a RFP Grant Application Kit Requesting and reviewing a Grant Application Kit Qualification criteria – What it takes to get the award Navigating the Federal Funding Process 2-22

2. Identifying Funding Opportunities Accessing a Grant Application Kit Request for Application (RFA) Part I: Programmatic Guidance Request for Proposal (RFP) Part II: Policies and Procedures SF 424: Federal Application for Assistance Assurance of Compliance Form Navigating the Federal Funding Process 2-23

2. Identifying Funding Opportunities Turn to Appendix A — Activity 2-2: Read and Review the Program Announcement Application Requirements in the Participant Workbook Also refer to Appendix A — Activity 2-2 Sample Program Announcement Application in the Participant Workbook Navigating the Federal Funding Process 2-24

2. Identifying Funding Opportunities Grants vs. Contracts Grants – Award to States, units of local government, or private organizations at the discretion of the awarding agency or on the basis of a formula. Grants are used to support a public purpose. Contracts – Entered into by awarding agency, recipients, and commercial and nonprofit organizations. With few exception (sole-source), contracts are awarded through a competitive process to procure a good or service. Navigating the Federal Funding Process 2-25

2. Identifying Funding Opportunities Summary Objective: After completing this module, you should be able to describe the major steps in the Federal grant application and management process. Topics: Federal Government Grant Award Process Key Faith-based & Community-based Initiatives Contacts U.S. Department of Justice Structure Potential Sources of Federal Funding Grant Announcements Application Kit Navigating the Federal Funding Process 2-26

Module 3 Developing Organizational Capacity and Determining Readiness Navigating the Federal Funding Process Federal Grants Application Training Presented by OJJDP’s National Training and Technical Assistance Center Navigating the Federal Funding Process

3. Developing Organizational Capacity & Readiness Overview Objective: After completing this module, you should be able to explain how to determine your organization’s capacity for grant writing and readiness to get started. Topics: Overview of The Grant Application Process Motivation for Pursuing a Grant Considering Partnerships Assessing Readiness Organizing Materials Navigating the Federal Funding Process 3-2

Navigating the Federal Funding Process 3. Developing Organizational Capacity & Readiness What Are We Facing With The Grant Application Process? Linking an idea for a project to funding opportunities Thinking in terms of goals and objectives Developing an approach for completing the application process Identifying a team to do the writing Managing the team and the process Navigating the Federal Funding Process 3-3

Navigating the Federal Funding Process 3. Developing Organizational Capacity & Readiness Why Do We Want To Apply For A Grant? Appropriate reasons: There is a significant problem in our community. Our organization has the potential to influence the situation. We do not currently possess the resources to have a positive impact. Inappropriate reasons: Our organization needs money. Our organization needs more staff. Navigating the Federal Funding Process 3-4

Navigating the Federal Funding Process 3. Developing Organizational Capacity & Readiness What Do Funders Look For? Significant target problem Viable solution to the problem Measurable intended outcomes Credible organization Solid plan Demonstrated knowledge and expertise Demonstrated commitment to the project Note: Faith-based organizations may not use government funding to directly support “inherently religious” activities. * Refer to Appendix B — Handout: Guidance to Faith-based and Community Organizations on Partnering with the Federal Government. Navigating the Federal Funding Process 3-5

Navigating the Federal Funding Process 3. Developing Organizational Capacity & Readiness Does Our Organization’s Strategic Plan Align With ‘What Funders Look For’? Do we have a defined mission? Have we developed a vision for our organization? Is our strategic plan up to date? Does our project idea augment our strategic plan? Navigating the Federal Funding Process 3-6

Navigating the Federal Funding Process 3. Developing Organizational Capacity & Readiness How Might Partnerships Enhance Our Capacity? Navigating the Federal Funding Process 3-7

Navigating the Federal Funding Process 3. Developing Organizational Capacity & Readiness Benefits of Partnerships Added credibility Project support Added resources, data, knowledge, and expertise Feedback and perspective Project sustainability Navigating the Federal Funding Process 3-8

Navigating the Federal Funding Process 3. Developing Organizational Capacity & Readiness What Is Our Organization’s Cultural Competence? Cultural Competence defined: The knowledge, skills, and attitudes that enable administrators and practitioners within systems of care to provide for diverse populations. Source: U.S. Dept. of Health and Human Services Navigating the Federal Funding Process 3-9

Navigating the Federal Funding Process 3. Developing Organizational Capacity & Readiness What Research Can We Do? Questions What else has been done to correct the problem? Is our project idea already in place somewhere else? Are there findings that indicate successful outcomes? Have similar projects been done? Resources Research studies Journals * Refer to Handout 3-2: Tips for Conducting Literature Searches & Locating Community Assessment Resources. Navigating the Federal Funding Process 3-10

Navigating the Federal Funding Process 3. Developing Organizational Capacity & Readiness How Can We Assess Our Capacity for Grant Writing? We have the right personnel to write a successful grant application. We have the necessary community partnerships and networks. We have the required cultural competence. We have the time to organize and write a successful grant application. We have the right personnel and/or networks to implement a successful program. We have the organizational experience and expertise to make our proposed project work. Navigating the Federal Funding Process 3-11

Navigating the Federal Funding Process 3. Developing Organizational Capacity & Readiness How Can We Check Our Readiness to Apply For a Grant? We have identified a specific problem of focus. We can describe the impact of the problem. We have investigated possible causes of the problem. We have conceptually identified a solution to the problem. Navigating the Federal Funding Process 3-12

Navigating the Federal Funding Process 3. Developing Organizational Capacity & Readiness How Can We Begin to Organize Our Project Materials? Project Notebook Organizational Description/Context Problem/Needs Statement Project Approach Management Plan Evaluation Methodology * Refer to Handout 3-3: Create Your Project Notebook, Handout 3-4: Project Description, and Handout 3-5: Questions to Consider – Project Description. Navigating the Federal Funding Process 3-13

3. Developing Organizational Capacity & Readiness Activity 3-1: Potential Partnerships Turn to Activity 3-1: Potential Partnerships in Participant Manual Work in small Groups First, brainstorm individually some potential partnerships for your organization. Consider assets that other organizations may bring, address possible challenges, identify steps for initiating partnerships, and identify how these partnerships can help sustain your program. Then, share your ideas with each other. Ask each other questions. Add to your list any new ideas for potential partnerships. You have 15 minutes to complete the activity. Navigating the Federal Funding Process 3-14

3. Developing Organizational Capacity & Readiness Summary Objective: After completing this module, you should be able to explain how to determine your organization’s capacity for grant writing and readiness to get started. Topics: Overview of The Grant Application Process Motivation for Pursuing a Grant Considering Partnerships Assessing Readiness Organizing Materials Navigating the Federal Funding Process 3-15

Module 4 Preparing Your Grant Application Navigating the Federal Funding Process Federal Grants Application Training Presented by OJJDP’s National Training and Technical Assistance Center Navigating the Federal Funding Process

Preparing Your Grant Application Overview Objective: After completing this module, you should be able to (a) explain how to effectively organize for grant application submission and (b) describe the tasks involved in preparing grant applications. Topics: Linking Your Project Idea to Funding Opportunities Assuring Alignment with the Funding Source Organizing Your Resources Adhering to the RFP’s Technical Requirements Developing Application Content Managing for Quality Navigating the Federal Funding Process 4-2

Navigating the Federal Funding Process Preparing Your Grant Application Linking Your Project to Funding Opportunities Explore the Internet Talk with grant program officers Connect with State, local, and regional office contacts Connect with community partners and other Federal grantees Navigating the Federal Funding Process 4-3

Navigating the Federal Funding Process Preparing Your Grant Application Assuring Alignment with the Funding Source Begin the groundwork as soon as the notice and RFP are published. Navigating the Federal Funding Process 4-4

Navigating the Federal Funding Process Preparing Your Grant Application Assuring Alignment with the Funding Source Begin the groundwork as soon as the notice and RFP are published. Thoroughly understand the goals of the grant program in the RFP. Navigating the Federal Funding Process 4-5

Navigating the Federal Funding Process Preparing Your Grant Application Assuring Alignment with the Funding Source Begin the groundwork as soon as the notice and RFP are published. Thoroughly understand the goals of the grant program in the RFP. Use the funding agency’s contacts for additional information and questions. Navigating the Federal Funding Process 4-6

Navigating the Federal Funding Process Preparing Your Grant Application Assuring Alignment with the Funding Source Begin the groundwork as soon as the notice and RFP are published. Thoroughly understand the goals of the grant program in the RFP. Use the funding agency’s contacts for additional information and questions. Match your project idea to funding source goals. Navigating the Federal Funding Process 4-7

Preparing Your Grant Application Organizing Your Resources Establish a timetable for completing each required section of the application. Navigating the Federal Funding Process 4-8

Preparing Your Grant Application Organizing Your Resources Establish a timetable for completing each required section of the application. Organize the necessary personnel as soon as funding availability is announced. Navigating the Federal Funding Process 4-9

Navigating the Federal Funding Process Preparing Your Grant Application Adhering to the RFP’s Technical Requirements Review screening/eligibility criteria. Navigating the Federal Funding Process 4-10

Navigating the Federal Funding Process Preparing Your Grant Application Adhering to the RFP’s Technical Requirements Review screening/eligibility criteria. Follow instructions about the format of your submission. Navigating the Federal Funding Process 4-11

Navigating the Federal Funding Process Preparing Your Grant Application Adhering to the RFP’s Technical Requirements Review screening/eligibility criteria. Follow instructions about the format of your submission. Complete all required forms.. Navigating the Federal Funding Process 4-12

Navigating the Federal Funding Process Preparing Your Grant Application Adhering to the RFP’s Technical Requirements Review screening/eligibility criteria. Follow instructions about the format of your submission. Complete all required forms. Provide information on all review criteria. Navigating the Federal Funding Process 4-13

Preparing Your Grant Application Developing Application Content Communicate with resource people. - State Point of Contact / State Agencies - Government Project Officers / Grant Management Officers - Project Partners and Community Groups - Consumers and Families Navigating the Federal Funding Process 4-14

Preparing Your Grant Application Developing Application Content Communicate with resource people. Align your project with your organization’s mission and vision. Navigating the Federal Funding Process 4-15

Preparing Your Grant Application Developing Application Content Communicate with resource people. Align your project with your organization’s mission and vision. Create a proposal framework with all sections required by the RFP. For example: a. Target population and statement of problem b. Goals and Objectives c. Description of program/services to be provided d. Methods to evaluate processes and outcomes Navigating the Federal Funding Process 4-16

Preparing Your Grant Application Developing Application Content Communicate with resource people. Align your project with your organization’s mission and vision. Create a proposal framework with all sections required by the RFP. Develop a reasonable funding request – match your budget to the scope of work. Navigating the Federal Funding Process 4-17

Preparing Your Grant Application Developing Application Content Communicate with resource people. Align your project with your organization’s mission and vision. Create a proposal framework with all sections required by the RFP. Develop a reasonable funding request – match your budget to the scope of work. Keep your application simple, reasonable, businesslike, and professional. Navigating the Federal Funding Process 4-18

Preparing Your Grant Application Managing for Quality Manage the writing team. - Assign team members according to their strengths. - Clarify expectations, processes, timeframes, and norms for working together. 2. Monitor work quality and completion timelines. Navigating the Federal Funding Process 4-19

Preparing Your Grant Application Summary Objective: After completing this module, you should be able to (a) explain how to effectively organize for grant application submission and (b) describe the tasks involved in preparing grant applications. Topics: Linking Your Project Idea to Funding Opportunities Assuring Alignment with the Funding Source Organizing Your Resources Adhering to the RFP’s Technical Requirements Developing Application Content Managing for Quality Navigating the Federal Funding Process 4-20

Module 5 Writing Your Grant Proposal, Part I Navigating the Federal Funding Process Federal Grants Application Training Presented by OJJDP’s National Training and Technical Assistance Center Navigating the Federal Funding Process

5. Writing Your Grant Proposal, Part I Overview Objective: After completing this module, you should be able to identify the key components of a grant proposal and the concepts behind writing an executive summary, a problem/need statement and the project’s goals and objectives. Topics: Grant Application Process Components of a Grant Proposal Program Narrative Executive Summary/Project Abstract Problems to Be Addressed Problem/Need Statement Project Goals and Objectives and Performance Measures SMART Goals and Objectives Navigating the Federal Funding Process 5-2

5. Writing Your Grant Proposal, Part I Grant Application Process Developing your application and proposal is an iterative process. Ideas Research and Writing Navigating the Federal Funding Process 5-3

5. Writing Your Grant Proposal, Part I Relationships Among Proposal Components 1. Executive Summary / Abstract components 2-5 & cost info 2. Problem Statement 3. Goals & Objectives 4. Project Design/Strategy 5. Management / Org. Capability 7. Evaluation 8. Budget 6. Past Performance Navigating the Federal Funding Process 5-4

5. Writing Your Grant Proposal, Part I Components of a Grant Proposal Executive Summary/Project Abstract Problems to Be Addressed (Problem/Need Statement) Project Goals and Objectives and Performance Measures Project Design/Strategy Management and Organizational Capability Documenting Past Performance Evaluation Budget Appendices Navigating the Federal Funding Process 5-5

5. Writing Your Grant Proposal, Part I Program Narrative Executive Summary/Project Abstract Problems to Be Addressed (Problem/Need Statement) Project Goals and Objectives and Performance Measures Project Design/Strategy Management and Organizational Capability Documenting Past Performance Navigating the Federal Funding Process 5-6

Navigating the Federal Funding Process 5. Writing Your Grant Proposal, Part I Executive Summary/Project Abstract Who are you? What is the issue you will address? How will you address the issue? What will you do to make that change happen? What will your effort cost? Have funds already been obtained? * Refer to Handout 5-1: Project Abstract in the Participant Workbook Navigating the Federal Funding Process 5-7

5. Writing Your Grant Proposal, Part I Relationships Among Proposal Components 1. Executive Summary / Abstract components 2-5 & cost info 2. Problem Statement 3. Goals & Objectives 4. Project Design/Strategy 5. Management / Org. Capability 7. Evaluation 8. Budget 6. Past Performance Navigating the Federal Funding Process 5-8

5. Writing Your Grant Proposal, Part I Problems to Be Addressed This section must identify the problems or issues that will be addressed by the project. This is also known as the Problem/Need Statement. Navigating the Federal Funding Process 5-9

Navigating the Federal Funding Process 5. Writing Your Grant Proposal, Part I Components of the Problem/Need Statement Current problems or conditions that require actions Who is experiencing the problem Causes of the problem Supporting evidence Navigating the Federal Funding Process 5-10

Navigating the Federal Funding Process 5. Writing Your Grant Proposal, Part I Characteristics of the Problem/Need Statement Clear and concise Well-supported Clearly related to the purpose of your organization Local context Of a manageable scope Presented in simple terms Written from a factual perspective, with some human interest as appropriate Navigating the Federal Funding Process 5-11

5. Writing Your Grant Proposal, Part I Turn to Activity 5-1: Problem/Needs Statement Activity Worksheet in the Participant Workbook Navigating the Federal Funding Process 5-13

Navigating the Federal Funding Process 5. Writing Your Grant Proposal, Part I Activity 5-1: Problem/Needs Statement Work in small groups or alone. Review the two problem/needs statement provided. Collaborate with your group members or neighbor to identify the strengths and weakness for each statement and to make suggestions for improvements Use the worksheet provided to note what is done well and what is not done well in the sample problem statements. Prepare to share your findings with the larger group. You will have 20 minutes. Navigating the Federal Funding Process 5-13

Navigating the Federal Funding Process 5. Writing Your Grant Proposal, Part I Project Goals and Objectives/Performance Measures Project Goals and Objectives The milestones for each step. This is the project plan. Performance Measures They are concrete and state how the success of an objective will be measured. They should include a time frame for measuring success. Navigating the Federal Funding Process 5-14

5. Writing Your Grant Proposal, Part I Relationships Among Proposal Components 1. Executive Summary / Abstract components 2-5 & cost info 2. Problem Statement 3. Goals & Objectives 4. Project Design/Strategy 5. Management / Org. Capability 7. Evaluation 8. Budget 6. Past Performance Navigating the Federal Funding Process 5-15

5. Writing Your Grant Proposal, Part I Project Goals and Objectives Goals describe the overall outcome(s) you are striving to achieve. To develop a project goal, ask what is the major outcome we wish to see as a result of our project? Objectives Objectives are the stepping-stones to reaching a goal. To develop objectives, ask what steps do we need to take to achieve our goal? Goal Objective Objective Objective Navigating the Federal Funding Process 5-16

5. Writing Your Grant Proposal, Part I SMART Goals and Objectives Specific, Measurable, Achievable, Realistic, Time-limited Specific – Objective should state what exactly is to be achieved, identify a specific target group and issue area Measurable – able to measure whether you are meeting the stated objectives Achievable – objectives and steps are attainable based on your current resources Realistic – able to achieve the level of change that the objective states Time-limited – objectives are set within a specific and realistic time frame Navigating the Federal Funding Process 5-17

5. Writing Your Grant Proposal, Part I SMART Goals and Objectives Specific, Measurable, Achievable, Realistic, Time-limited Reduce the number of juvenile delinquency reports by 25 percent in a 12-month period. Reduce truancy by 50 percent over a 12-month period. Involve 25 percent more 10- to 17-year-olds in after-school programs. Increase awareness of delinquency prevention strategies for all parents of 10- to 17-year-olds in the community. Navigating the Federal Funding Process 5-18

5. Writing Your Grant Proposal, Part I Turn to Activity 5-2: Goals and Objectives in the Participant Workbook Navigating the Federal Funding Process 5-19

Navigating the Federal Funding Process 5. Writing Your Grant Proposal, Part I Activity 5-2: Project Goals and Objectives Work in small groups to: Match the given objectives to the goal they support. Identify which goals and objectives are SMART, and which need improvement. Rewrite those goals and objectives that need improvement. You will have 15 minutes. Navigating the Federal Funding Process 5-20

5. Writing Your Grant Proposal, Part I Summary Objective: You should now be able to identify the key components of a grant proposal and the concepts behind writing a problem/need statement and the project’s goals and objectives. Topics: Grant Application Process Components of a Grant Proposal Program Narrative Executive Summary/Project Abstract Problems to Be Addressed Problem/Need Statement Project Goals and Objectives and Performance Measures SMART Goals and Objectives Navigating the Federal Funding Process 5-21

Module 6 Writing Your Grant Proposal, Part II Navigating the Federal Funding Process Federal Grants Application Training Presented by OJJDP’s National Training and Technical Assistance Center Navigating the Federal Funding Process

Writing Your Grant Proposal, Part II Overview Objective: After completing this module, you should be able to explain how to write the project design, management, past performance, and evaluation components of your grant proposal. Topics: Project Design/Strategy Project Tasks Management and Organizational Capability Past Performance Documentation Project Evaluation GPRA Navigating the Federal Funding Process 6-2

6. Writing Your Grant Proposal, Part II Relationships Among Proposal Components 1. Executive Summary / Abstract components 2-5 & cost info 2. Problem Statement 3. Goals & Objectives 4. Project Design/Strategy 5. Management / Org. Capability 7. Evaluation 8. Budget 6. Past Performance Navigating the Federal Funding Process 6-3

Navigating the Federal Funding Process Writing Your Grant Proposal, Part II Component 4: Project Design/Strategy This component describes: What you are proposing to do to solve the identified problem and how you intend to do it. The strategies/activities/tasks that, when implemented, will achieve the project’s goals and objectives. It should include: Reference to research that supports the chosen design. All essential elements specifically listed in the RFP. Navigating the Federal Funding Process 6-4

Writing Your Grant Proposal, Part II Project Tasks Tasks are an integral part of the Project Design. They are the precise steps that will be taken to realize attainment of each objective. They convey: What will be done under each objective Who will complete the tasks When and where they will be done What resources are required for each task What outcome is expected as a result of completing each task Navigating the Federal Funding Process 6-5

6. Writing Your Grant Proposal, Part II RELATIONSHIPS AMONG PROPOSAL COMPONENTS 1. Executive Summary / Abstract components 2-5 & cost info 2. Problem Statement 3. Goals & Objectives 4. Project Design/Strategy 5. Management / Org. Capability 7. Evaluation 8. Budget 6. Past Performance Navigating the Federal Funding Process 6-6

Navigating the Federal Funding Process 6. Writing Your Grant Proposal, Part II Component 5: Management/Organizational Capability An effective Management Plan will: Display a chart or timeline of activity completion dates. Sell your organization’s capabilities, its uniqueness, its strengths, and its specialties. Show how your organization’s experience and expertise support the requirements of the project. Describe the roles and responsibilities of project management staff and show their qualifications for specific role in the project. Detail the capacity of your partner organizations that are committed to doing the work. Navigating the Federal Funding Process 6-7

Navigating the Federal Funding Process 6. Writing Your Grant Proposal, Part II Component 5: Management/Organizational Capability An effective Staffing Plan will: Describe the roles and responsibilities of key project staff and show their qualifications for their specific role in the project. Detail the amount of time each person will work on the project. Explain that your staff reflects the target population(s) and is competent in the culture of the target population(s). Provide evidence of capability, experience, and commitment of proposed consultants and subcontractors. Navigating the Federal Funding Process 6-8

6. Writing Your Grant Proposal, Part II RELATIONSHIPS AMONG PROPOSAL COMPONENTS 1. Executive Summary / Abstract components 2-5 & cost info 2. Problem Statement 3. Goals & Objectives 4. Project Design/Strategy 5. Management / Org. Capability 7. Evaluation 8. Budget 6. Past Performance Navigating the Federal Funding Process 6-9

Navigating the Federal Funding Process Writing Your Grant Proposal, Part II Component 6: Past Performance Documentation Information showing you have had success operating similar projects. Write-ups of past projects that contain information on how you stayed within time and budget limitations, including start-up costs. Metrics that measured your success may be requested. Navigating the Federal Funding Process 6-10

6. Writing Your Grant Proposal, Part II RELATIONSHIPS AMONG PROPOSAL COMPONENTS 1. Executive Summary / Abstract components 2-5 & cost info 2. Problem Statement 3. Goals & Objectives 4. Project Design/Strategy 5. Management / Org. Capability 7. Evaluation 8. Budget 6. Past Performance Navigating the Federal Funding Process 6-11

Navigating the Federal Funding Process Writing Your Grant Proposal, Part II Component 7: The Plan for Evaluation The project Evaluation Plan is a critical component of your proposal. It: Details how it will be determined (in the future) that project goals and objectives have been achieved Outlines the relevant evaluation questions that will be answered Lists the information that will be collected to answer these questions Specifies when collection of information will begin and end Navigating the Federal Funding Process 6-12

Writing Your Grant Proposal, Part II Components of an Evaluation Plan Your Evaluation Plan should: Address all evaluation requirements in the RFP Outline information to be collected Validate the qualifications of the persons conducting the evaluation Identify the data collection instruments Describe how the data will be collected Include the Government Performance and Results Act (GPRA) data that will be collected Navigating the Federal Funding Process 6-13

Writing Your Grant Proposal, Part II Why Are Evaluations Important? Help you determine the extent to which your approach worked. Provide you with important information regarding what changes might be needed for the program to be more effective. Help you make the case with funders, your beneficiaries, and the public that your work is effective. Help funders understand that they have a good investment of their money. Help you fund the next step of the program. Navigating the Federal Funding Process 6-14

Navigating the Federal Funding Process Writing Your Grant Proposal, Part II Questions to Consider When Developing Your Evaluation Plan What is the required scope of our evaluation design? What performance measures must be achieved to determine success? What evidence will determine if the performance measures were met? Is it essential for us to assure reliability and validity of the data we collect? Have we identified a method of analyzing the data we collect? * Refer to Handout 6-1: Developing an Evaluation Plan Navigating the Federal Funding Process 6-15

Writing Your Grant Proposal, Part II Types of Evaluations Formative (process) – considers how strategies, tasks and activities are being implemented. Examines what, how, and to who/whom services are delivered. Summative (outcome) – addresses whether or not, or to what degree, the program meets the intended program goals and objectives. Examines the effect of your project on the community and the factors contributing to the effect. Reminder: Integrate GPRA requirements into the Evaluation Plan. Navigating the Federal Funding Process 6-16

Writing Your Grant Proposal, Part II What Is the Mission of GPRA? The mission of the Government Performance and Results Act (GPRA) of 1993 is to improve the confidence of the American people in the capability of the Federal Government. GPRA holds all Federal agencies accountable for achieving program results. Navigating the Federal Funding Process 6-17

6. Writing Your Grant Proposal, Part II Turn to Activity 6-1: Knowledge Checking Individually: (8 minutes) Write out one SMART objective for a project you are thinking about or select a SMART objective from the list in Activity 5-2. Identify and write out at least two probable tasks that, when completed would contribute to objective attainment. In your small group or with your neighbor: (12 minutes) In round robin fashion, share your work and seek feedback. From among the tasks that were shared, select 3-5 tasks that have good alignment with their respective objectives. Discuss the management aspects of bringing each selected task to successful completion. Navigating the Federal Funding Process 6-18

Writing Your Grant Proposal, Part II Summary Objective: After completing this module, you should be able to explain how to write the project design, management, past performance, and evaluation components of your grant proposal. Topics: Project Design/Strategy Project Tasks Management and Organizational Capability Past Performance Documentation Project Evaluation GPRA Navigating the Federal Funding Process 6-19

Module 7 Constructing Your Budget Navigating the Federal Funding Process Federal Grants Application Training Presented by OJJDP’s National Training and Technical Assistance Center Navigating the Federal Funding Process

7. Constructing Your Budget Overview Objective: After completing this module, you should be able to explain how to show itemized project costs and support the costs with a budget narrative. Topics: Budget Overview Budget Components Budget Process Budget Narrative Navigating the Federal Funding Process 7-2

7. Constructing Your Budget Relationships Among Proposal Components 1. Executive Summary / Abstract components 2-5 & cost info 2. Problem Statement 3. Goals & Objectives 4. Project Design/Strategy 5. Management / Org. Capability 7. Evaluation 8. Budget 6. Past Performance Navigating the Federal Funding Process 7-3

7. Constructing Your Budget What Is a Budget? It is a detailed projection of all costs required to implement and manage the project. It explains to the funder how the requested funds will be utilized. It includes supporting documentation and a budget narrative. It is a financial snapshot of the program and all of its elements. Navigating the Federal Funding Process 7-4

7. Constructing Your Budget An Effective Budget Ensures that the requested amount of money is on target for the described activity (not too much or too little). Fully represents program activities Demonstrates that grant money will be spent in compliance with grant regulations and Federal regulations. Is flexible (there is room for negotiation). Contains accurate numbers. Addresses each line item in the narrative. Provides a narrative that clearly explains how you arrived at the numbers and why the requested amount is necessary. * Refer to Handout 7-1: Budget Preparation Worksheet in the Participant Workbook Navigating the Federal Funding Process 7-5

7. Constructing Your Budget Budget Line Items and Categories Direct Costs - Products and services related to the project. Personnel Salaries and wages Fringe (benefits) Consultants and contracted services Non-personnel Travel Equipment Supplies, etc. Indirect Costs - Costs of doing business. Administrative expenses (overhead) Usually figured as a percentage of the program’s direct costs * Refer to Handout 7-2: Sample Budget and Budget Narrative in the Participant Workbook Navigating the Federal Funding Process 7-6

7. Constructing Your Budget Indirect Cost Rate The rate depends on the grant–check the requirements! Your organization may be allowed to conduct a financial analysis to determine the appropriate percentage. The funder may set the percentage. Note: Some funders do not allow indirect costs to be added in as a percentage. Navigating the Federal Funding Process 7-7

7. Constructing Your Budget Turn to Activity 7-1: Budget Narrative in the Participant Workbook Navigating the Federal Funding Process 7-8

7. Constructing Your Budget Activity 7-1: Budget Narrative Work in small groups Compare the budge and budget narrative provided in Handout 7-2. Determine how well (or not) the narrative supports the budget. Identify strengths and weaknesses, and suggestions for improvement. Use the supplied worksheet to note your responses. Prepare to report your findings. You have 20 minutes to complete the activity. Navigating the Federal Funding Process 7-9

Finalizing the Proposal Review all content Edit the document Ensure proper formatting Navigating the Federal Funding Process 7-10

7. Constructing Your Budget Summary Objective: After completing this module, you should be able to explain how to show itemized project costs and support the costs with a budget narrative. Topics: Budget Overview Budget Components Budget Process Budget Narrative Navigating the Federal Funding Process 7-11

Module 8 Managing Your Grant Navigating the Federal Funding Process Federal Grants Application Training Presented by OJJDP’s National Training and Technical Assistance Center Navigating the Federal Funding Process

8. Managing Your Grant Overview Objective: After completing this module, you should be able to explain the key concepts of grant management, including program evaluation. Topics: Key Concepts of Grant Management Federal Grant Qualifying Criteria Peer Review If You Did Not Win the Award If You Won the Award Financial Management Progress Reports Evaluating the Progress Evaluating the Outcomes Navigating the Federal Funding Process 8-2

8. Managing Your Grant Key Concepts of Grant Management Federal grant award criteria What to do when the grant is awarded We got it We did not get it Managing to objectives Financial management Providing status reports (GPRA Requirements) Evaluating the outcomes Navigating the Federal Funding Process 8-3

8. Managing Your Grant Federal Grant Qualifying Criteria Significant target population Viable solution to the problem Measurable intended outcomes Credible organization Solid plan Demonstrated knowledge and expertise Demonstrated commitment to the project Note: Faith-based organizations may not use direct government support for “inherently religious” activities. Navigating the Federal Funding Process 8-4

8. Managing Your Grant Peer Review It may be conducted by mail, conference call, in meetings, or using a mix of all three. Peer reviewers and/or program managers make site visits. For peer reviews that involve meetings, peer review panel members assemble for instruction, including review of program announcement, selection criteria, and peer review procedures. If OJJDP determines a need for reviewer communication, a conference call may be arranged among OJJDP staff, the support contractor, and reviewers to discuss the application. Competitive applications will be rated by each peer reviewer according to selection criteria. Reference: OJJDP Peer Review Guidelines (http://ojjdp.ncjrs.org/funding/peerreview.html) Navigating the Federal Funding Process 8-5

8. Managing Your Grant If You Did Not Win the Award Find out why you did not win: Request information Attend formal debriefing Conduct an internal process review Identify lessons learned Develop a revised approach for future grant proposals Use it as an opportunity to develop a relationship with the funder. Navigating the Federal Funding Process 8-6

8. Managing Your Grant If You Won the Award Congratulations! Get to know the project officer Attend post-award meeting Set up processes and structure Begin the program Navigating the Federal Funding Process 8-7

Managing Your Grant Materials Included in a Grant Award Packet The following is a list of materials/information typically included in a grant award packet.   1. The award document and any special conditions. 2. Web addresses of pertinent OMB Circulars and common rules for grant management. 3. A copy of the automatic clearinghouse form and instructions. 4. The reporting requirements. Note: The grantee’s PIN and grant ID number will be mailed out separately from the award document. * Refer to Handout 8-1: Office of Justice Programs, Office of the Comptroller FAQ Sheet in the Participant Workbook Navigating the Federal Funding Process 8-8

8. Managing Your Grant Financial Management Attend a training seminar Obtain a financial guide online Be aware that you will be audited * Refer to Handout 8-2: Regional Financial Management Training Seminars in the Participant Workbook Navigating the Federal Funding Process 8-9

8. Managing Your Grant Progress Reports GPRA Requirements Tracking and Reporting Requirements Navigating the Federal Funding Process 8-10

8. Managing Your Grant Evaluating the Progress Collect qualitative and quantitative data (Formative only) Relate your data to project tasks identified and answer these questions: How many clients did you serve? What type of clients did you serve? What type of services did you offer? Navigating the Federal Funding Process 8-11

8. Managing Your Grant Evaluating the Outcomes Few individuals have all the skills a good evaluation requires. Consider multiple evaluators or a team. Work closely with your evaluator or evaluation team to benefit most from your evaluation. Ensure all evaluation components are integrated (grant objectives, evaluation questions, methods, instruments, culture competence, analysis). Include community members in developing the evaluation plan, analysis, and report. Make project results available and accessible to the community. Be clear about the expectations of the audiences that will receive your findings. Pay attention to the appearance of the report (e.g., layout, clarity of graphics, fonts). Make the document reader-friendly. Navigating the Federal Funding Process 8-12

8. Managing Your Grant Summary Objective: After completing this module, you should be able to explain the key concepts of grant management including program evaluation. Topics: Key Concepts of Grant Management Federal Grant Qualifying Criteria Peer Review If You Did Not Win the Award If You Won the Award Financial Management Progress Reports Evaluating the Progress Evaluating the Outcomes Navigating the Federal Funding Process 8-13

C O N G R A T U L A T I O N S! Navigating the Federal Funding Process Federal Grants Application Training Presented by OJJDP’s National Training and Technical Assistance Center www.NTTAC.org Navigating the Federal Funding Process