5th Annual Virginia Interoperable Communications Conference

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5th Annual Virginia Interoperable Communications
Conference
September 30-October 1, 2008 Norfolk, VA
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• Grant Writing/Training Panel
• A discussion of key points on grant applications,
  writing and administering grants
• September 30, 2008
• 1115am
• Moderator Amanda Davis, Virginia Office of
  Emergency Medical Services
• Panelists Dorothy Spears-Dean, Virginia
  Information Technologies Agency
• Hui-Shan Walker, City of Chesapeake
• Brenda Marrah, Carroll County, Virginia

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Dorothy Spears-Dean

• Virginia Information Technologies Agency

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Step 1 in Finding a Grant Concepts

• A grant is a financial investment made by a
  granting agency to fund a project for a public
  safety agency
• This investment is made because a public safety
  agency is able to demonstrate and justify their
  agencys need for the funds in their projects
  grant application
• Therefore, a Needs Statement Should
• Answer the question why an agency needs grant
  funding for a project
• Clearly relate the project for which grant
  funding is sought to the funding priorities of
  that grant
• Be written from a factual basis, not an emotional
  one, and use quantifiable data to support the
  agencys need(s)
• Support Identified Need with a Project
  Description
• The most important information about the project,
  how the project addresses the need(s) identified
  by the agency, should always be contained in the
  opening paragraph

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Step 1 in Finding a Grant Concepts

• Budget
• Both direct and indirect costs need to be
  considered in developing a pro forma budget for
  the grant
• Direct costs are those costs that are directly
  attributable to the project
• Indirect costs can be described as fixed costs or
  overhead
• Operating costs can not be transferred to the
  grant project (supplanting)
• Evaluation
• The evaluation methodology identifies whether or
  not project goals have been reached
• The methodology should be quantifiable and be a
  reasonable estimate of project success
• This is often the most difficult section of a
  grant application

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Step 2 in Finding a Grant Strategy

• Components of a strategic approach for technology
  initiatives
• A strategic approach is a systemic process or
  methodology
• It begins by identifying an agencys technology
  goals
• These goals should be defined and articulated in
  an agencys IT strategic plan
• A funding source should be identified for the
  implementation of each goal
• When the funding source is a grant from an
  outside agency, technology goals become need
  statements on a grant application
• Need should drive the review and identification
  of potential granting sources
• Grant solutions can not be determined before a
  need has been identified
• Needs can and should have multiple grant
  solutions

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Step 3 in Finding a Grant A Plan

• Development of an action plan
• Create a short abstract to summarize each project
  for which you are seeking funding
• Develop a planning matrix as a strategy to
  maximize potential grant funding for agency
  projects
• Familiarize yourself with the applications and
  deadlines for granting agencies
• Contact grant administrators to discuss the
  merits of your project and its applicability to
  their agencys current funding guidelines and
  criteria
• Establish a timeline for grant submission

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Hui-Shan Walker

• Deputy Coordinator E.M.
• Chesapeake, VA

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Why Apply for Grants?

• Limited Budgets
• Fund New Programs
• Continue Established Programs
• Allows Thinking Outside the Box
• Solve or Address Problems
• There is out there that organizations and
  people want to give away

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Finding the Grant

• Sources of Funding
• Federal
• State
• Local/Association/Organization/Non-profits
• Networking and research are the two essential
  components of Finding the RIGHT grant for your
  organization

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Finding the Grant

• If you are a member of an organization or
  association, look to your fellow members to find
  out about grant opportunities. Many members of
  organizations come from different agencies,
  special interests groups, and other parts of the
  state and may know of additional opportunities.
• Always try to tie what you are looking for into
  your organizations strategic planning documents.
  Tying grant fund needs to strategic goals is
  always a plus and will improve your application
  and chances of being funded.

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Formula for Success

• Need
• Networking/Research
• Direct tie to the organizations strategy
  _________________________________
• Greater likelihood of receiving funding and
  supporting the organizations mission and vision
  for the future.

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Brenda Marrah

• Carroll County
• Office of Resource Development

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Finding Grants
Before You Start

• Wish Lists - What is needed?
• How much is it going to cost?
• What is the plan and timeline ?
• 4. What is being invested into this?

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Finding Grants

• Where to Look
• Who has what I want?
• Matching grant requirements with my needs

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Finding Grants

• Good places to start
• RKB https//www.rkb.us
• VDEM - http//www.vaemergency.com/grants
• DHS - http//www.dhs.gov/xopnbiz/grants
• FEMA - http//www.fema.gov/government/grant
• OEMS - http//www.vdh.virginia.gov/OEMS/Grants
• Grants.Gov - http//www.grants.gov
• COPS - http//www.cops.usdoj.gov
• USDA Rural Development
• Private Funders

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Dorothy Spears-Dean

• Virginia Information Technologies Agency

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Regionalism and Collaboration

• Goals for emergencies, unplanned events, and
  day-to-day operations.
• Improve and/or implement service(s) to citizens
• Provide the most efficient/effective emergency
  communications possible
• Increase safety to emergency responders
• Create interoperability and readily share
  information
• Offer higher level of maintenance, security, and
  back-up/recovery
• Maintain autonomy or create amenable governance
  structure
• Achieve greater economies of scale
• Reduce amount of capital outlay
• Maximize resources staff, facilities,
  specialized skill, etc
• Embrace technology and trends

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Regionalism and Collaboration

• Proactive Outreach
• Many grants require Memorandums of Understanding
  (MOUs) to receive funding
• Support of local executives (three Cs)
• City/County administrator (CEO)
• Chief Financial Officer (CFO)
• Chief Information Officer (CIO)
• Endorsement of grant applications by local
  government during budget approval process
• Availability and approval of matching funds
• Compatibility, supportability, and,
  maintainability of grant funded technology with
  localitys IT infrastructure

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Regionalism and Collaboration

• Build coalitions with other public safety
  agencies to expand grant opportunities
• Police/Sheriff
• Fire
• EMS
• Emergency Management/Disaster Planning
• Advocacy Groups
• Develop partnerships based on similar needs
• Regional approach
• Mutual aid
• Location (metropolitan area versus rural)
• Interagency
• Vendors

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Hui-Shan Walker

• Deputy Coordinator E.M.
• Chesapeake, VA

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Developing Grant Application

• The Three Cs
• Cooperation
• Communication
• Coordination

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You Cant Go At It Alone Anymore

• All signs point toward more competitive grant
  processesthis means organizations and localities
  can not afford to go at it alone.
• You must show how and to what extent your
  organization is working with others to leverage
  existing assets and get a bigger bang for your
  buck.

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• By doing so, you also gain collaborative
  resources you can share with your partners. If
  you are lacking a skilled grant writer, look to
  others for help. If your locality or
  organization does not have a technical radio
  engineer on staff, again, look towards your
  neighbors to fill this gap.

• You can make up for one anothers weaknesses by
  bringing everyone to the table to leverage the
  assets you already have.

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• Still dont quite have everything you need to get
  the project rolling???
• ..Look to state agencies and the federal
  government to provide guidance and support. Both
  have trained subject matter experts on staff to
  assist you.

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Brenda Marrah

• Carroll County
• Office of Resource Development

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Regionalism and Collaboration

• Regionalism and Collaboration
• Preparation
• Meet your Neighbors
• The value of Networking
• "If we are together nothing is impossible." -
  Winston Churchill
• Everyone comes to the table wanting to know
  What is in it for me?

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Regionalism and Collaboration

• Needs Assessment Fundamental Part of any Grant
• Where do I get it?
• Does one exist?
• Can you do one?
• Where to find data
• Area and Economic data from
  Factfinder.Census.Gov Virginia.Gov VEC
• Other specific needs data

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Regionalism and Collaboration

• What else do we Need
• Cost Estimates
• Resolutions
• Memorandums of Understanding
• Support and Commitment Letters
• Key Team The Buck Stops Here

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Dorothy Spears-Dean

• Virginia Information Technologies Agency

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Grant Management

• Guiding Principles
• Grants should be part of the financial planning
  process
• Grant funding should address funding gaps in
  operating and capital budgets
• Grants should be managed through a strategic
  approach that is defined in an action plan
• Grants should address a defined agency need
• Grants are only valuable if the derived benefits
  can be sustained

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Grant Management

• Project Leadership can be a single point of
  failure
• Develop a Management Plan
• Create an Interdisciplinary Team
• Locate Technology Partners.
• Develop an Implementation Plan
• Make a Commitment to Testing
• Focus on Project Rollout and Management
• Project management will determine if a technology
  project succeeds or fails
• Bad things will happen to good projects
• Technology projects are managed differently in
  public safety agencies

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Grant Management

• As soon as you receive a grant award, create a
  folder to keep copies of all grant related
  correspondence
• If you do not have access to your laptop,
  blackberry, or network, an electronic copy is not
  very useful
• Send an e-mail acknowledging the grant
• Make a note of all due dates for grant reports
• Prepare a Press Release announcing your agencys
  grant award
• Find out how the grant funds will be transferred
  to your agency and alert the appropriate agency
  head

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Hui-Shan Walker

• Deputy Coordinator E.M.
• Chesapeake, VA

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Brenda Marrah

• Carroll County
• Office of Resource Development

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Grant Management

• Grant Management
• Now the Works Begins
• More Collaboration and Meetings
• What if changes are desired?
• Can we amend?
• Plan, Timeline and Dividing Tasks

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Grant Management

• Now the Works Begins
• Fiscal Agent
• Purchasing, Procurement and RFPs
• Reporting Designation and Responsibility

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Grant Management

• Grant Closeout
• Receipts and Record Maintenance
• New Friendships and Alliances
• Formulating your next Projects

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Hui-Shan Walker

• Deputy Coordinator E.M.
• Chesapeake, VA

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Challenges

• Short timelines and/or deadlines
• Buy-in/participation of stakeholders
• Match requirements
• Technical Expertise
• Grant management

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Questions?
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5th Annual Virginia Interoperable Communications
Conference
September 30-October 1, 2008 Norfolk, VA