Grant Writing Essentials

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Grant Writing Essentials

• Lori-Anne Williams

2
Learning Objectives

• Students will learn how to write a grant
  proposal including
• Understanding terms used in the grant writing
  field
• The contents of a typical proposal and budget
• How to adapt a typical proposal outline to the
  funding needs of their organization
• What supplementary materials to attach to a
  proposal.

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Learning Objectives (cont.)

• Students will learn how to select appropriate
  prospective funders
• How to organize a grant search
• How to use resources in a Foundation Center
  Cooperating Collection
• How to read entries in a foundation directory or
  on a Web site
• How to read a funders guidelines
• How to approach funding organizations (e-mail,
  phone, online, mail)
• How funders process proposals

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Introductions

• Name
• Job/Organization
• Grant writing experience
• Why this course? Why now?
• Expectations about the class

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All about funders

• Types of funders
• Types of grants
• Whats great about Minnesota
• Foundation directories
• Online searches
• Reading guidelines

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Coming to Terms

• Governing Board
• Staff Direction
• Grant Administrators
• Program Officers
• Peer Review
• Panels

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Funding Agency Structures
8
Government Agency Structure
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Private Foundations

• 80 of Minnesota Foundations
• Established by an individual, a group of
  individuals, or a family.
• Family foundations (McKnight)
• Run by donor and/or donors family
• Independent foundations (Bush)
• Few family members involved

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Community Foundations

• Publicly supported through donations
• For the benefit of a geographic area or special
  interest
• Raise money as well as give it away
• Have both unrestricted and designated funds
• Saint Paul Foundation
• Huss Foundation, designated fund

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Corporations

• Corporate Foundations
• Separate 501(c)
• Endowed foundations
• Based on annual profits
• Corporate Giving Programs
• Straight from company
• Often from community relations
• Cargill - has a Foundation and Corporate Giving
• _____________________
• Why does a corporation provide funding?

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Corporations (cont.)

• Corporate Sponsorship
• Usually from the marketing budget
• Corporation gets something back Visibility
• Guthrie performances, public broadcasting, events
• Employee matching grants
• Common for higher education
• Some companies match many types of organizations
• Some companies match volunteer hours (IBM)

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Who do you know?

• Where do you work?
• Where does your family work?
• Where do your friends/neighbors work?
• How can you tap into your network?

Many corporations deem employee volunteerism
and/or support important when making
philanthropic funding decisions
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Government Grants

• Federal grants.gov
• Play with searches, get updates, take online
  training
• State Register - MN Communications
• http//www.comm.media.state.mn.us/bookstore/state_
  register.asp
• Get to know your agency.
• Counties
• Cities

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• Find Grant Opportunities
• Basic Search
• Browse by Category
• Browse by Agency
• Advanced Search
• Email Subscription
• Get Registered
• Apply for Grants
• Track Your Application
• Applicant Resources
• Search FAQs, User

• APPLICANT SYSTEM-TO-SYSTEM
• FOR GRANTORS
• ABOUT GRANTS.GOV
• HELP
• CONTACT US
• SITE MAP

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New this Week
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State Register
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Other Sources

• Churches
• Diocese, national giving, congregational
• Civic Organizations
• Rotary, VFW, Lions Club
• Usually fund local activities
• No overall directory of civic organizations, try
  Chamber of Commerce.

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General Operating

• Genop is your whole mission - all that you do.
• Example Crimea River Council
• Three programs River clean-up, Environmental
  education, and public policy
• One genop grant could fund any part of their
  activities.
• Example Prisoner Exchange Network (PEN)
• Only activity is transportation to/from prisons.

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Program Support

• Program or project support focuses on one aspect
  of your work
• Example Crimea River Council
• Has school-based mentoring and off-site
  recreational activities for teens
• Receives funding from Great Big Foundation for
  mentoring program in the Minneapolis schools.
• Many funding agencies prefer NEW programs or
  projects, some will fund ongoing programs.

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Types of Projects

• Planning grants
• Start-up grants
• Management or technical assistance
• Facilities and equipment
• Capital grants
• Endowment grants

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Minnesota Resources

• Minnesota Council on Foundations
• Minnesota Council of Nonprofits
• Management Assistance Project for Nonprofits
• Charities Review Council
• Nonprofit Assistance Fund
• Universities and Colleges
• More at www.loriannewilliams.com/links.html

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National Sources of Contributions
Corporations (12.7 billion)
Bequests (22.9 billion)
4.3
7.8
Foundations(36.5 billion)
12.4
Individuals(222.9 billion)
75.6
Total giving295.02 billion
Source Giving USA 2007 data of 2006 giving
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Minnesota v. National

• Total Giving
• 1. New York
• 2. California
• 3. New Jersey
• 4. Pennsylvania
• 5. Washington
• 6. Texas
• 7. Michigan
• 8. Illinois
• 9. Florida
• 10. Ohio
• 15. Minnesota

• Population
• 1. California
• 2. Texas
• 3. New York
• 4. Florida
• 5. Illinois
• 6. Pennsylvania
• 7. Ohio
• 8. Michigan
• 9. Georgia
• 10. North Carolina
• 21. Minnesota

• Giving Per Capita
• 1. District of Columbia
• 2. Delaware
• 3. New Jersey
• 4. New York
• 5. Washington
• 6. Connecticut
• 7. Indiana
• 8. Pennsylvania
• 9. Missouri
• 10. Arkansas
• 13. Minnesota

Sources 2005 Census estimate and The Foundation
Yearbook, 2007 edition
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Minnesota Giving
3
8

• Individual giving 4.1 billion
• Foundation and corporate 1.02 billion
• Private 466 million
• Corporate 424 million
• Community132 million

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80
Based on 2005 giving. Source Minnesota Council
on Foundations, 2007
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Minnesota Grantmaking Snapshot
PERCENTAGE OF FOUNDATIONS
PERCENTAGE OF GRANTS PAID
6
13
9
46
41
85
Private Corporate
Community
Based on 2005 giving. Source Minnesota Council
on Foundations, 2007
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Grantmaking at a Glance
GRANTS PAID (in millions)
2005 1.02 billion
Based on 2005 giving. Source Minnesota Council
on Foundations, 2007
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Giving in Minnesota

• 100 largest grantmakers
• 52 private foundations
• 34 corporate grantmakers
• 14 community foundations
• 7 of all foundations and corporations make 78
  of grants

Private Corporate Community
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Grants by Geographic Service Area
42
33

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14
Based on 2005 giving. Source Minnesota Council
on Foundations, 2007
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Grants by Support Type

3
7
25
14
51
Based on 2005 giving. Source Minnesota Council
on Foundations, 2007
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Trends for the Future

• Impact of economy recession?
• Duration will have an impact on asset growth,
  profitability and individual giving
• Impact of government priorities and funding
• Increasing demands for philanthropy to fill gaps
• Increased attention from government on oversight,
  regulation and potential legislation
• Increased competition for limited funds

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National Sources of Contributions
Corporations (12.7 billion)
Bequests (22.9 billion)
4.3
7.8
Foundations(36.5 billion)
12.4
Individuals(222.9 billion)
75.6
Total giving295.02 billion
Source Giving USA 2007 data of 2006 giving
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Sampling of Research Resources

• Minnesota Council on Foundations
  www.mcf.org/grantsource www.mcf.org/mngrants/tour
• Minnesota Council of Nonprofits Philanthropy
  Leadership Breakfast Series www.mncn.org
• GuideStar www.guidestar.org
• Foundation Center foundationcenter.org/findfunder
  s

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National Resources

• GuideStar Select Premium (enhanced online
  searchable database) www.guidestar.org - click
  products
• Foundation Directory Online (national online
  searchable database) fconline.fdncenter.org
• Foundation Center Print and CD-ROM Directories
  foundationcenter.org/findfunders/fundingsources/pr
  intcd.html

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Finding Funders

• Minnesota Guide to Grantmakers
• Foundation Center Cooperating Collections
• Online information
• MN Grantmakers Online (Fee)
• Foundation Search (Fee)
• Foundation Directory Online (Fee)
• Others Access Philanthropy, GrantSpy, etc. (see
  list)

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Searching

• Determine suitability
• Geography
• Area of Interest
• Type of funding
• Make sure you are what the funder is looking
  for

Determine feasibility Deadlines Recent
grants Contacts, Staff and Board Make sure this
funder is right for you
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Finding out about funders

• Websites
• Printed reports
• Ask your peers, your board, your neighbors
• Read annual reports (and your program at the
  theater!)
• Google, Wikipedia - be careful

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The 990PF

• Tax forms available online
• Part III - Statement of Accomplishments
• IV - Assets
• V - Officers
• XV - 2 Do they accept proposals?
• VI - 3 List of grants made (often attached)
• http//www.guidestar.org/help/tutorial/

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Research made simple

• Use directories and databases to make a long list
  of prospects
• Study the prospects for limitations, giving
  patterns, geography, and focus
• Read the guidelines. Read them again.
• Contact the best prospects - ask specific
  questions about guidelines.

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Letters of Inquiry

• This is the first impression!
• Keep it short but check the guidelines for
  information on content and length.
• If you have a connection, mention
• Previous grants
• Personal contacts
• Your job is to help the Foundation meet their
  goals and fulfill their mission.

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Cover Letters

• Introduces the grant package
• Include summary of project and how it fits their
  goals
• Ask for money!
• Keep it short (check guidelines).
• If you have a prior connection, mention it.
• Your job is to help the Foundation meet their
  goals and fulfill their mission.

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Proposal Writing

• Tips
• Follow the guidelines
• Find a good writer
• Be clear and concise
• Its all right to have some passion!

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Proposal Outline

• Introduction
• Organization Description
• Situation Description
• Project Description
• Goals
• Objectives
• Activities

• Evaluation
• Sustainability
• Budget
• Attachments

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Cover Form

• Asks for basic information
• Have a very short description of your proposal
  ready (75 words)
• Know your EIN and Legislative District
• Complete as much of the Common Grant form as you
  can, save as a reference.

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Introduction

• AKA Executive Summary, Abstract
• State your key information
• Problem
• Solution
• Funding Requirements (ask for money)
• Why you are best suited for this work
• The reader should be tantalized
• Do this last (that works for me)

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Organization Description

• History
• Mission, Vision, Values
• Leadership
• Why YOU are most qualified to do this work
• Where are you on your strategic plan?

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Situation Description

• AKA Need Statement, Problem
• Gather statistics, research and proof
• Needs assessments, surveys, focus groups,
  interviews, usage, media coverage, demographics,
  government reports, projections for the future
• Authoritative
• Important to include your CONSTITUENTS as part of
  this section

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Situation Description (cont.)

• Keep it real poverty cant be solved by one
  grant, but instances of poverty in a given area
  might be
• Give the reader hope -- your organization is
  ready to tackle this problem (and fix something!)
• Determine if you are doing something NEW, or
  replicating a best practice

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Making the problem relevant

• Anecdotes - yank the heartstrings, the funny
  bone, make them think.
• Use real examples (not real names)
• Use quotes from beneficiaries
• This is what the proposal is about addressing a
  need. The proposal is NOT about your need for
  dollars.

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Tell me your problems
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The Work Plan

• Chart, graph it, sketch it, write it.
• Brainstorm with others
• You may not use every detail, but the richness of
  your thinking will come through in the grant
  proposal.

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Project Description

• What is your goal?
• Hint it should relate to the need!
• What will it take to reach your goal?
• Activities
• Staffing and administration
• What will success look like?
• What happens after the grant?

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Goals Objectives
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Objectives

• Must be measurable
• Use a variety of objectives, but only those you
  think you will accomplish
• Each objective should move you toward your goal,
  which will help you address the situation or
  problem you stated.

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Types of Objectives

• Types of objectives The Kitty-Cat Project
• Behavioral Action
• 80 of cats will learn to use the litterbox
• Performance Within a time frame
• 77 will pass the basic grooming skills test by
  Friday
• Process Process is an end in itself
• Trainers will document which methods work best
  with different kitty breeds
• Product Tangible item will result
• We will produce a manual to assist others in
  training their kittens.

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Activities or Methods

• Steps or activities you will undertake to
  complete each objective.
• Who, what, where, when, how
• Timeline
• Staffing
• Locations
• Logistics

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• Tell me your goals.

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Break What Impacts Funding?
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Evaluation

• How will you measure your objectives?
• What mechanisms will be used?
• Surveys
• Observations
• Tests
• Who will do the evaluation?
• Will beneficiaries be involved?

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Evaluation (continued)

• What does the funder want to know?
• How can you lay the evaluation plan out -- so
  that you can follow up on your reports!
• W.K. Kellogg Foundation Evaluation Toolkit
  www.wkkf.org
• Seriously. www.wkkf.org

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Logic Models
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Logic Models

• Have been in use since 1960s in business.
• Being utilized in most United Way proposals.
• A good planning tool for the entire organization
  or specific programs
• Another way to look at evaluation

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Inputs

• Staff
• Supplies
• Space
• Time
• Equipment
• The things you need to do the work you do.

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Outputs

• What do we do
• Conduct classes, workshops
• Serve meals
• Provide counseling
• Usually represented by numbers
• classes, students
• meals served
• Hours of counseling.

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Outcomes

• Short term changes in knowledge
• Medium term changes in action/behavior
• Long term changes in conditions
• Indicators what shows us these changes?

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Sustaining the Project

• Long-term financial viability
• Are you building constituent capacity so that
  this program wont be needed?
• Are there earned income streams?
• Do you have an individual donor base?
• Special events?
• What resources can you use to leverage additional
  funding?

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Budget Basics

• What will the activities and the evaluation cost?
• What sources of income can you count on during
  the project?
• What costs will increase during the grant period?
• Your budget should tell a story make sure its
  the same story youre telling in the other
  sections

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Income

• Support
• Government grants
• Foundations
• Corporations
• United Way or other federated campaigns
• Individual contributions
• Fundraising events and products

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Income

• Support (cont.)
• Membership income
• In-kind support
• Investment income

• Revenue
• Government contracts
• Earned income
• Other (specify)

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Expenses

• Salaries
• Benefits
• Consultants and professional fees
• Travel
• Equipment
• Supplies

• Printing and copying
• Telephone and fax Postage and delivery
• Rent and utilities
• In-kind expenses
• Depreciation
• Other (specify)

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Program/Direct Costs

• Program Staff
• Benefits
• Supplies
• Program-related gatherings
• Space for program activities (direct)
• Marketing and promotions

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Indirect Costs (FA)

• Administrative staff
• Benefits
• Equipment
• Fundraising Costs
• Legal fees

• Rent
• Maintenance
• Utilities
• Audit/Accounting
• Board-related costs

Many funding agencies will allow a percentage of
indirect costs. Check guidelines or check with
your program officer.
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Fund Accounting
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Personnel
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Fringe
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Supplementary Material

• Budget Narratives
• Follow guidelines on this - otherwise your budget
  should be self-explanatory
• Should show your math
• Give context and detail to your budget.

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Appendices

• Partner agreements, descriptions
• Organization History
• Letters of agreement
• Letters of commitment
• Letters of support
• Brochure/video (see guidelines!)

• Financials
• Balance Sheet
• Audit
• Organizational budget
• Project Budget
• Board List
• Staff Bios/Résumés
• Donors past, current and projected

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Planning for Grant Seeking

• The Grants Calendar
• Plan to start courting donors 6 months before
  you submit a proposal.
• Review Grants Calendar with your Board and Staff
  -- are there connections?
• Be aware of big due dates plan work accordingly!

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Communication with Funders

• Follow guidelines
• Some Foundations dont have staff
• Call, e-mail -- CORRESPOND
• Ask questions up front, dont make assumptions
• Know their timeline for turnaround
• Call AFTER you get an answer!

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The Grants Profession

• Staff writers
• Freelance writers
• Networking
• Certification

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Getting Grant Savvy

• Reviewing grants
• Metropolitan Regional Arts Council
• Minnesota Humanities Center
• State Grants (State Register)
• Professional development
• MN Council on Foundations, MN Council of
  Nonprofits, and of course, St. Thomas.