2010 Fundamental Five+ Non-Profit Capacity Training Series

1. 2010 Fundamental Five+ Non-Profit Capacity Training Series presents Grant Strategies & Writing The Devil is in the Details Kathy Parker Leslie Mullens March/April 2011

2. Finding Funding Sources Pre-Screening and Brainstorming Grant Writing Details Grant Strategy Today’s Objectives

3. Agenda

4. State of Hawaii -DBEDT Grants Central Station - Program Founder PlayBook Consulting Group - Fundamental Five+ Series Producer / Coordinator MEO Business Development Corp. Mahalo to our Sponsors!

5. Executive Directors? Fund Development Directors ? Board Members? Program Staff? How many write grants full time? How many have never written a grant? How many just got the short straw? Who’s in our Hui?

6. Finding Funding Sources • Federal • Grants.gov (sign up) • State • Hawaii.gov - Procurement • County • Co.maui.hi.us (sign up) • Foundations • Charitable • Businesses

7. Federal Funding Search • GRANTS.GOV • FOR APPLICANTSGet Registered !!! • Applicant Login Apply For Grants • Find Grant Opportunities Track My Application • Basic Search Applicant Resources • Browse by Category • Browse by Agency Search FAQs, User • Advanced Search Guides and Site • Subscriptions Information

8. State Funding Search – hawaii.gov

9. Local Funding Search - co.maui.hi.us • County of Maui – “For Business” – “Bids and Proposals”

10. Foundation Funding Search

11. Internet Search -- Handouts In 5 minutes I found: Top Giving Foundations in Hawaii 20 Free Grant Writing Resources for Nonprofits Grants and Grantmaker Web Sites by Topic

12. Hands-On Exercise #1 • Sample Foundation Grant Application Guidelines • Read through the Workshop Exercise #1 questions first, then quickly read through the Guidelines. Work together as a team to answer the questions on the worksheet. • As you read through the Guidelines, don’t forget to underline or highlight points that jump out at you in case you need that information later.

13. Who wants to share? Any AHAs from that discussion?

14. BREAK 15 minutes NEXT UP: Pre-Screening and Brainstorming

15. Agenda

16. Pre-Screening • Eligibility - Do you qualify? • Nonprofit – 501(c)(3) Status • Government agency? • Current recipient? • Geographic location match? • Meet “need” requirements (poverty, crime rates, etc.) • Fiscal sponsor?

17. Pre-Screening (continued) • Does your program fit goals of funder? • How do you find that out? • Relationships • How much is available? • Too much? Too little? • Match required? In-Kind?

18. Pre-Screening (continued) • When is it due? • Capacity to meet that due date? • What is mechanism for submission? • Keep a Master List: USDOJ, grants.gov, GrantStation, various foundations, Commongrantapplications.com, e-grants.ed.gov. • Other data to keep on that list: EIN#, DUNS#, CCR#, Date of Incorporation, zip+four, etc. • Enough time to register, if required?

19. Review All Requirements • Read through entire application CAREFULLY • Is it more work than you can do? • Need Partners? Documentation of Partnerships? • Highlight requirements that need most work • Narrative Sections (Standard Sections) • Logic Model? (more later) • Timeline? • Make list of required attachments • What are some commonly required attachments?

20. Team Time • Grant Writing is a • Team Sport • – Designate Players • Admin/Management • Program Staff • Budget Staff • Human Resources • Support Staff • Clerical Staff

21. Brainstorming Meeting • Invite idea people – visualize what you’re trying to create. • Managers, Line Staff, Budget People • Don’t underestimate support and other staff • Target Population • Design program to meet funder’s goals - Primary • What are you trying to accomplish? Secondary • Will that also get funder what they want? • How will you tell them it will? Use funder’s words.

22. Brainstorming Meeting (continued) • Define need -- how project fills a gap in our community – where will you get statistics? • What is available now – where is gap? • What steps will you take to fill that gap? No bad ideas at this point.

23. Brainstorming Meeting (continued) • Identify staff needed (existing/new hires?) • Identify partners needed (need MOU/LOS?) • Determine necessary costs - Eligible? • Define measurable outcomes • Outline sustainability of program • Logic Model (later)

24. Assign Tasks - Remember the TEAM!!! Human Resources Job Descriptions Resumes Finance Department Budget Requirements Staffing / Forms Support Staff Assembly Materials (dividers, labels, binders) Number of Copies/How Submit/Deadline Time

25. Assign Tasks (continued) • Program Staff • Statistics Demonstrating Need • Step by Step Details • Develop Timeline for Grant Completion • Get Agreement From Team Members for Assignments • Establish Due Dates for Assignments • Work Backwards from Due Date

26. Logic Model Situation Response Results

27. Hands-On Exercise • Pick one of these problems and develop an abbreviated Logic Model to address it (use Logic Model Worksheet in packet). • Problem A: Addiction • Problem B: Obesity • Logic Model: Inputs (Resources) • Outputs (Activities & Who) Short-term Outcomes • (Measurable & Quantified)

28. Who wants to share? Any Comments? Questions?

29. BREAK 15 minutes NEXT UP: Grant Writing Details

30. Agenda

31. Grant Writing - Details • Know page limitations before you start. • Type all questions to be answered (in bold) AND their detailed directions into narrative document first. • Don’t delete detailed • directions until EVERY • section between the • commas is addressed! The Devil …

32. Evaluation Criteria • Type items from evaluation section into headings of corresponding narrative sections if they are not already there. • Address every item in Evaluation (Scoring) Section; give greater emphasis to those weighted heavier for maximum points. Check previous scores.

33. Think Like A Funder • Write every word from whose perspective? • Talk about how funding YOUR program will help them achieve THEIR goal(s) …. • Use funder’s words as much as possible. • Define goals and objectives that align with funder’s needs.

34. Narrative Writers MUST: • Take detailed notes at Brainstorming • Gather and review existing information • Grants, Reports, Strategic Plan, Others? • Interview Players – Get STORIES • Write from home if you need quiet time • Stay on top of others’ assignments or take break from writing to gather attachments

35. Narrative Writers MUST: (continued) • Ensure sentences are complete and structured correctly and margins/fonts are compliant. • Ensure every word is used appropriately and spelled correctly. (Ensure, their, its, etc.) • Avoid a jumbled appearance; each page must be pleasing to the eye and easily followed (this line). • Avoid writing long sentences or huge paragraphs. • Make sure proposals are clear, precise, and straightforward – no fluff. • Do your homework, follow directions, • and …. THINK LIKE A FUNDER!!!

36. Use Notes from Brainstorming Session Staffing Costs Supplies Needed Travel Expenses – OK? Facility & Utilities Include EVERYTHING mentioned in Narrative Budget Preparation

37. Advance Preparation • Develop Standard Sections Ahead of Time • History of Organization • Experience and Capability • Proposed Staffing and Staff Qualifications • Paragraph paraphrasing each resume • Supervision and Training Capabilities • Training – supervisory/line staff • In-House and Outside Training Sources

38. Advance Preparation (continued) • Financial Capabilities • Tracking/Experience/Manual • Quality Assurance and Evaluation • Monitor/Review/Goals/Measure, etc. • Coordination of Services • Inventory of Existing Resources • Gaps in Service

39. Follow-Up • Verify receipt of application. • Thank them for making funding available. • Mark calendar to contact funder if don’t hear back. • If application not funded, find out why. • Make notes of ideas for future applications. • Immediately begin updating standard sections. • Always be searching for next funding source.

40. Kathy’s Tips • Make a GAME out of • every application … PUZZLE! • Make a comprehensive to-do list and check it off one by one. • Read the directions FIRST! Read them AGAIN! • Always finish the narrative early enough for others to review. • Set aside a day or two to triple check all required sections.

41. Kathy’s Tips (continued) • Make another check-off list from • RFP and check it again. • If detail is not your forte, have someone else check it. • When you’re done, read it through once for content and one last time for spelling or word usage errors. • Always be on the lookout for “stories”. • Trust your staff. They know more than you think. • Set aside time every week to do grant research.

42. How to Help Your Grant Writer • Provide anything applicable – the not so obvious too – anticipate their needs. • Provide them with original applications and quarterly or other required reports. • Explain the background of the agency and the • program. We can’t write the what until we • know the why. • Share your vision for what you want to accomplish – both broad and specific. • Detail how you plan to accomplish that.

43. How to Help Your Grant Writer(continued) • Don’t expect the writer to create your program. • Program staff are best at providing the details – allow them time to do that. • Don’t expect writers to know ANYTHING about your program. • Provide copies of old grants, brochures, reports, etc. • Respond to ALL questions in a timely manner. • Assign a point person for information – program staff, preferably – as long as they follow thru.

44. Resources in Your Packet • Basic Grant Proposal Outline • Tracks to Success: Think Like a Funder • 5 Minute Internet Search Results: • Grants and Grantmaker Web Sites By Topic • Top Giving Foundations in Hawaii • 20 Free Grant Writing Resources for Nonprofits

45. Quick Wrap-Up • The Devil is in the Details – Be precise. • Learn how to pre-screen quickly. • Brainstorm and make lists/assign tasks. • Paint a picture – with words and on paper. • Describe the need/gap and your solution. • Design program toward measurable results. • Prepare standard sections in advance. • Conduct research regularly. • Think Like A FUNDER !!!!

46. Thank You! Kathy Parker Organized Words … for all your WRITING needs kathy@organizedwords.com 208-816-1559 Up Next: Grant Strategy

47. Grant Strategy Leslie Mullens PlayBook Consulting Group

48. What is Grant Strategy? • A 1-5 year roadmap of the funding you’ll need - with potential sources - to achieve your organization’s goals • A plan for how you’ll convert a first-year grant proposal & award into a multi-year funding relationship • Clear-cut objectives for all the effort you put into your grant writing

49. Why Have One? • Funders want to know you’re thinking beyond getting money TODAY • Develop funder relationships based on inspiring, realistic plans that can be accomplished and built upon over 2+ years • Leverage effort put into establishing initial funder relationship • Builds a longer-term funding and sustainability strategy in your organization • Forces a multi-year breakout in project planning = culture shift

50. Mining for Gold You get greater Return on Investment (ROI) if you can stick with a funder, adding value to THEIR investment and your organization’s ability to serve year over year