Effective Grant and Proposal Writing

Aboriginal Grant Writing

INFONEX
Montreal,
Maritime Hotel
May 8, 2012

CG Hylton & Associates Inc.
Chris Hylton
800.449.5866
Email info: chris@hylton.ca

Introductions

Please introduce yourself,
Where you are from
Who you work for, and
Why you are here?

Vision without action is a
dream. Action without vision is
simply passing the time.
Action with vision is making a
positive difference. ~ Joel
Barker

Agenda
 Where do you begin? What problem will
you solve?
 Organize project & define target
population
 Finding funds, Corporate, Foundation,
Provincial and Federal
 Interpreting a Request for Proposal
(RFP)
 Developing the written proposal
 Bonus Project Mgmt / Vol Committee
Building Community: One Project at a Time!
CG Hylton 4

How Can We Help You?
What Are Your Needs?

1.

2.

3.

4.

CG Hylton 5

CG Hylton 6

Overview

“Grant seeking is not a dance
that is done with the grant
maker. It is not a mating
ritual in which a certain
number of head bobs and
feather fluffing attract a
partner; Building Community: One Project at a Time!
CG Hylton 7

Overview
 Noris it a private club where if one
knows the right name and secret
handshake she is in the door.

 Itis better than that! It is a negotiation
in which thorough analysis, skill in
problem solving, professionalism in
design and old-fashioned efforts are
rewarded”.
CG Hylton 8

Overview
 Funders have as much difficulty giving
away their money to groups that
closely meet their criteria, as Groups
like you have in obtaining the funding.

 True or False?

CG Hylton 9

Grant Writing vs. Fundraising?

 What is the difference?

 Give examples

 What
have you done in your
community?

CG Hylton 10

Grant writing vs.
fundraising
Grant writing Fundraising
Requires: Requires only:
Needs analysis and Problem definition
problem statement Only a letter, phone
Written proposal call or meeting, as
opposed to a written
Is specific to a
proposal
Request for
Proposals (RFP) Benefactor or donor
Each proposal (even One letter to multiple
for same problem) agencies
will be different
CG Hylton 11

Where to begin?
 To attract funding, the project MUST solve a
problem

 This is the starting point-NOT looking for
funding sources- BUT identifying the problem

 Ifyou are only looking to fund a project that
doesn‟t necessarily solve a problem, try
fundraising.
Ex. Acquiring monies to build a swimming pool at
a community center.

CG Hylton 12

The Problem
 Grant seeking begins with a problem

 Theproblem is the match or
connection between the organizations
(grant seeker and the grant maker)

 Grantmakers award grants to solve a
problem

CG Hylton 13

Problem Statement- Broad
Statement
What is your organization or
community‟s broad problem?

Example:
Low test scores
Low graduation rates
High teen pregnancy rates
High youth suicide rates
Other?
Other?
CG Hylton 14

Problem statement –
Real Problem
 What is the real problem?

Example:
Broad Problem – low test scores
Real Problem – lack of motivation,
absenteeism, lack of parental support, poor
tests, poor teachers, poor facilities

 Your
proposal should address REAL
PROBLEMS!
CG Hylton 15

Identify the Problem
Broad Problem – low test scores
Real Problem: can have multiple reasons
lack of motivation
absenteeism
lack of parental support
poor tests
poor teachers
poor facilities

CG Hylton 16

Step 1: List broad problems

Step 2: Choose a broad problem and list the
causes

Step 3: Cross out causes that cannot be
changed or fixed by your organization

Step 4: Circle any of the causes that your
organization has a direct
relationship with

CG Hylton 17

Step 5: Group causes that are closely
connected, similar problems
may need the same solution

Step 6: Choose

Step 7: Specify the target population

CG Hylton 18

Target Population
 Identify
the population you want to
direct your proposal to
Be as specific as possible
i.e.: females – age 20-25, single, living at
home, makes $$$, works in an office, etc

 Identify
the population most at risk for
the problem
Look for disparities
i.e.: high school drop out rates increasing,
how can we reduce this?
CG Hylton 19

The Solution
Thinking/Reflecting

CG Hylton 20

The Solution
 Your project should be a solution to the
real problem
Something feasible and where the solution
is realistic and achievable

 There are always multiple solutions!!!
To determine the best solution
Conduct search of best practices (research-
based)
Be prepared to defend innovative approaches

 Doesanyone have any ideas or
suggestions to add?
CG Hylton 21

Horse Trading
 Know as much as
you can about your
targets or potential

Building Community: One Project at a Time! CG
funders

 Make them
participants

 Find out who is who

Hylton
in your targets

 What are you willing
to give in exchange 22

What’s a Great Idea ?
One that SITS
Solves a problem
Important … will make a difference
 To group involved
 To sponsor and public
 To you & Band
Short-term investment by sponsor
will lead to long-term gain for
stakeholders

* adapted from Fischer and Zigmond (2000) Building Community: One Project at a Time!
CG Hylton 23

Proposal: Key Components

Great
idea
Effective
presentation

If either are missing, you have a problem!

CG Hylton 24

Organizing the Project
 All
projects can be broken down into
the following main steps:
Investigate resources
Gather necessary tools
Put the project together
Implement the project
Evaluate the project
Strategically manage the project

CG Hylton 25

You Need a Planning Committee

This group can participate by conducting
research, brainstorming project ideas and
developing future partnerships

 Utilizeindividuals from inside AND outside
the organization to conduct research

 Look for individuals competent and
comfortable with research and proposal
development

CG Hylton 26

Developing a Project Profile
Step 1: Identify project ideas

Step 2: Narrow down by reviewing best
practices
Step 3: Write down the main steps
Step 4: Write down the key activities to
accomplish the main steps
Step 5: Write down the results and benefits to
utilizing this project idea

CG Hylton 27

Project Profile
Utilizing the previous steps, develop a
project profile
Include
The Broad Problem
The Real Problem
The Target Population
The Project Summary
Project idea, main steps, activities with each
step, the results and benefits

CG Hylton 28

Project Profile
 The Project Summary identifies the
following:
Equipment needs
Materials needs
People (staff) needs
Supplies needs
Facilities needs
Duration in years or parts of years
Funding needs
Potential Project Partners
CG Hylton 29

Finding a Funder to
Match Your Project
 Four types of funding:
Federal

Provincial

Foundation

Corporate

CG Hylton 30

Federal Funding
 Ifyour project serves people in a large area
(provincial or region), start your research
with the smaller area then progress to
national-level foundations

 Ifyour project can be a model program
throughout the nation for other
organizations like yours, start your
research at the federal level and then
progress to national-level foundations

CG Hylton 31

Federal Funding
 Government requires that applications
for funding include the following
information:
A brief organizational background

A description of the organizations
governance structure

A list of signing authorities for funding
agreements
CG Hylton 32

Federal Funding
 A description of the objectives/goals of
the proposal

 E.g.
to strengthen outreach to
Northern and/or remote communities

CG Hylton 33

Federal Funding
 A detaileddescription of the activities
to be accomplished for the proposed
objectives

 A detailed description of the expected
results to be achieved by the
proposed activities

CG Hylton 34

Federal Funding Residential
School
 E.g. it is expected that 500 people will
be in attendance at the workshops, of
which 300 are expected to be survivors
 Ensuring that Aboriginal survivors of
these communities will be informed of
the programs and services available
under the Indian Residential Settlement
School Agreement
 Resultingin increased participation in
the Independent Assessment Process
CG Hylton 35

Federal Funding
 A detailed
cost breakdown/budget of
the proposed activities

 E.g.
provide a cost breakdown for
each salary position to be funded

 E.g.
cost breakdown for all travel
costs, workshops costs, administrative
costs, etc
CG Hylton 36

Federal Funding
 Expected cash flow, based on the
monthly cash-flow requirements to
operate the project, including the
timing of payments

 A detailed
description of how the
proposed project would further the
program's objectives

CG Hylton 37

Provincial, Corporate and
Foundation Funding
 Ifthe project can only be a model program for
those in your province and does not apply to
others in the nation, start with provincial
foundations and provincial and local
resources

 Ifthe project relates specifically to improving
services to your community, start with local
corporations and local foundations

CG Hylton 38

Endorsements
List endorsements from individuals or
organizations, if available

CG Hylton 39

Partnering
 RESEARCH!!
Learn about their finances and their
image

 Know who you are getting into the
boat with

 Takesa second to form an alliance
and years to build trust
CG Hylton 40

Examples of Partnerships
 YMCA
http://www.ymcacalgary.org/en/documents/
in-your-
community/aboriginal_dc_poster.pdf
Aboriginal Programs: Day Camps for
children, Active Life, and 7th Generation
 Canadian Tire
Sponsorships for children and sports
sponsorships@cantire.com
CG Hylton 41

Network Building
 Buildallies and partnerships among
Non-Profit Organizations, Non-
Governmental Organizations, and
private sector

 All
competing for the same funding will
cause duplication of workforce, training,
and equipment

 Go for the gold together
CG Hylton 42

Use of a Champion
 What is a Champion? Any ideas please?

 Do you have a contact within the foundation?
Do you or any of your colleagues know any
of the founders, board members or
trustees?

 If
you have a fundable project, the insider may
become your champion
CG Hylton 43

CG Hylton 44

Exercise One
The Association XYZ is a large organization that
helps raise money and create awareness for
disease ABC. The Association believes they‟re
having issues with funding. They believe this
because of the fact that they have low participation
in events and low contributions

What is the main problem?

What is the target audience?

What is the solution?
CG Hylton 45

Finding a Funder to Match
Your Project
 A project
MUST address a problem in which
the funder is intensely interested

 An organization must be eligible for funding
by the grant maker

 Grantmakers must donate to organizations
with an appropriate tax status or they will be
required to pay taxes on the funds they
have donated

CG Hylton 46

Eligibility Requirements
 Grantmakers generally will provide
funding only to tax exempt
organizations

Not for profit organization

Charities

CG Hylton 47

Establishing Nonprofit Status
Steps:
File the certificate of Incorporation
Select individuals to serve on the Board
of Directors
Develop vision and mission statements
Establish bylaws and board policies
Obtain an employer identification
number

CG Hylton 48

Nonprofit Status, cont.
Open a bank account and establish
cheque signing procedures
File for federal tax exemption
Follow provincial and local nonprofit
regulations
Find office space and obtain office
equipment
Recruit staff and prepare personnel
manual
Establish a payroll system and procure
necessary insurance coverage
CG Hylton 49

Or
 Simply alter the mandate of an
existing non profit or charity in
community

CG Hylton 50

Researching Federal: Funding
Sources
 Federalfunding sources are divided into
two broad categories:
Project grant programs – provide
competitive funding to selected organizations
Meant to supplement, NOT replace

Formula grant programs – allocations of
money to provinces in accordance with a
distribution formula
Ex. High infant mortality, grant would help reduce
the rates by funding better health care
CG Hylton 51

Researching Federal
Funding Sources
 Utilizing
the Project Profile:
Elaborate and discuss the specific issues
addressed by your project

Ex. Issues addressed by a reading program
Curriculum development
school students
Reading
Literacy
Development of teaching materials One Project at a Time!
Building Community:
CG Hylton 52

Researching Foundation Funding
Sources
 Four types of foundations:
Independent foundations – Family foundations
 Nickel Foundation

Company Sponsored foundation
 McDonald‟s Foundation

Community foundation
 Focused on the community in which they are located

Operating foundation
 Fund only programs that they administer to

CG Hylton 53

Researching Foundation
Funding Sources
Step 1: Choose a target project

Step 2: Search the Foundation Directory
(reviewing profiles)

Step 3: Choose 5-10 Foundations that most
closely match your project
Determine if you are eligible and have a dollar
match
Determine if your project matches the
foundation‟s objectives
CG Hylton 54

Funding Sources
Step 4: Write to the Foundations you
have chosen
Request the following information: (include
a self addressed stamped envelope)
Annual report
Guidelines for proposals
Newsletter
Information about past awards and awardees
Areas of special interest and support

CG Hylton 55

Funding Sources
Step 5 : Organize your information
Electronic database include the following
information:
Foundation name, address, telephone number
Contact person and title
Special areas of interest
Matching project title(s) and description
History of contact (# of letters and/or calls)
List of information received from the
organization
Record of last date file was updated
CG Hylton 56

Funding Sources
Step 6: Analyze information and narrow
choices
Use the following:
Foundation‟s proximity to your organization
History of funding your type of program
Range of awards
Foundation‟s objectives (do they match your
project/program)

CG Hylton 57

Funding Sources
Step 7: Do more research
Investigate who the foundation has
funded previously
Generally available on request or on
website

Important because:
Have they funded the same
organization for ten years in a row?
What are the chances that they will fund
your organization?
CG Hylton 58

Funding Sources
Step 8: Secondary research
Use on-line resources to search for
newspaper, professional journal and
magazine articles on your targeted
foundation
Search the Foundation‟s website

Step 9: Review the RFP and prepare
proposal
CG Hylton 59

Researching Corporate
Funding Sources
 Corporate
funding is limited to:
Companies with major main offices in
your community

Companies with branch facilities in your
community

Companies with a history of funding in
your province or location (regardless of
whether they are located in that location)
CG Hylton 60

Funding Sources
Step 1: Choose a target project

Step 2: Search Industry Directories for Prospects
Province, business or manufacturing directories
Dun & Bradstreet business and industry directories
Ward‟s business directories
Who‟s Who
Dialog Information Service databases
Canadian Subsidy Directory 2010 www.grantscanada.org
The Big Online

CG Hylton 61

Funding Sources
Step 3: List 5-10 Corporations that seem to
be a good fit and record their contact
information

Step 4: Find and use a Champion
VERY IMPORTANT!!
Poll your staff to find out if anyone knows
anyone who works for the corporation or sits on
the board that can be your Champion

CG Hylton 62

Funding Sources
Step 5: Develop a plan of action on
contacting the Champion
What information about the project will be
presented at the time of initial contact?
Who is responsible for gathering information
for the initial meeting with the champion (s)?
Specifically, what do we want the organization
to do for us?
What do we want the potential Champion to do
for us?
Who will make the initial contact with the
Champion?

CG Hylton 63

Funding Sources
Step 6: Gather additional information
Either by letter, through the Champion or
by telephone request:
Annual report
Newsletter
Public relations or marketing pieces
Organizational chart
Website address

CG Hylton 64

Funding Sources
Step 7: Analyze the information
What about the project might interest the
company?
Why should the company want to support
the project?
What are the benefits to the company in
supporting the project?
What evidence will you be able to show
that the company‟s support and
investment were worthwhile?

CG Hylton 65

Funding Sources
Step 8: Revise the project

Step 9: Develop a proposal outline
Corporations do not put out Requests for
Proposals

Work with the Champion in developing
this outline

CG Hylton 66

Funding Sources
Step 10: Make telephone contact

IMPORTANT to be clear and concise
Introduce yourself and provide a brief
description of the project and support
needed from the company
Request an appointment to make an oral
presentation

CG Hylton 67

Funding Sources
Step 11: Revise the project according to
feedback from corporate contact
person

Step 12: Make an Oral Presentation
Prepare a one-page summary of your project,
including a specific description of the support
requested
Prepare the Champion to accompany you (by
ensuring that person is familiar with the project)

CG Hylton 68

Funding Sources
Step 13: Make an Oral Presentation
The presentation should last no longer than fifteen
minutes and should follow:
Discuss your organization – 1-2 minutes
Discuss the problem – 1-2 minutes
Discuss the solution (your project) – 5 minutes
Discuss the need for support from the company
– 2 minutes
Discussion
Call to action (what are our next steps) 3-5
minutes Building Community: One Project at a Time!
CG Hylton 69

Funding Sources
Step 14: Develop a full proposal

Step 15: Hand deliver a professionally
“packaged” proposal within 10 days
after you meeting

CG Hylton 70

Researching Province and
Local Funding Sources
 Provincial resources are often the most
difficult to find out about because the
funding is constantly fluctuating

 Provincial
offices that release competitive
Request for Proposals include:
Department of Health
Department of Social Services
Department of Education

CG Hylton 71

CG Hylton 72

Exercise Two
In pairs describe the proposal challenge your organisation has and
identify the „champion‟ among your team. List strengths and
weaknesses of everyone in your team and decide who would be the
best advocate. You are going to be the champion for your specific
proposal.

Why did you choose the champion you
chose?

CG Hylton 73

Be Honest
 Be
truthful about capabilities and
weaknesses (prior and current)

 Forexample: Likely readers already
know if your board all disagreed last
year, so take accountability and learn
from it

CG Hylton 74

Case Study
 A non profit group hired a social
worker who acted unprofessionally
and unethically
 Actions damaged reputation of local
group
 It‟sknown his references were not
verified and he was in fact
unregistered with a college
 Intheir hast to hire they overlooked a
fundamental policy – licensing
CG Hylton 75

Researching Provincial and
Step 1: Search province Directories of
funding sources

Step 2: Network with provincial
Organizations
Find out which Departments will be
releasing an RFP and get on their mailing
list

CG Hylton 76

Step 3: Network with professional
associations
Grant seekers services or training

Step 4: Network with community
organizations
Both to learn of provincial funding
opportunities and for future funding

CG Hylton 77

Step 5: Network with other grant
seekers

Step 6: Keep up with current events
Funding follows problems
Regularly review provincial & local
newspapers and professional journals

CG Hylton 78

Analyzing an RFP
Step 1: Thoroughly review the RFP

Step 2: Develop three outlines
Hot Buttons outline
Content outline
Publishing requirements outline

Funders will often conduct a first review.
If information requested in the RFP is not
included in your proposal or their
instructions on publishing have not been
followed, your proposal will not make it
past this stage!!!
CG Hylton 79

Analyzing an RFP
Step 3: Keep a list of questions

It is best to develop a list of
questions

This will prevent you from calling the
contact person multiple times

CG Hylton 80

Be careful of your first
steps into anything!

Time for lunch!

CG Hylton 81

Hot Buttons Outline
Hot buttons are:
Topics that are strongly encouraged in the
introduction and overview of the RFP
These may be best practices or
activities that are strongly encouraged

Facts or instructions
Ex. Length of project, size of budge, etc.

Hot buttons will often be mentioned more
than once!!
CG Hylton 82

Proposal Content Outline
 Proposal content includes all items to be
included in the proposal, their names,
order and what should be included in
each item

 Referto a section the same way as the
funder
Ex. If the funder refers to a calendar as a
timeline then you should refer to it as a
timeline

 Advantage of having an outline
CG Hylton 83

Proposal Content Outline
 Follow the order that is requested in the
RFP
Ex. do not place a needs assessment ahead of
the program description if that is not how the
funder has requested it

 Onlyinclude the information requested in
each section
Funders are looking for concise, well organized
proposals

 Specific
target market has been
decided on Building Community: One Project at a Time!
CG Hylton 84

Target Audience
 Once you decide on a funder:
CONNECT with the actual grant
consultant!
This person or the board will approve or
deny your proposal!
Make sure you read over everything
Then ask questions about the criteria,
layout, what needs to be done when, etc!
Not a single question is EVER considered a
stupid question!
CG Hylton 85

Target Audience
 Create a proposal that targets a
specific audience

 Don‟t
generalize! Then companies
know that you‟ve sent out this
proposal mass email!

 Changingand specifying shows the
company that you‟ve researched them
CG Hylton 86

Publishing Requirements
Outline
 A publishing outline should include the
following instructions:
Page limitations
The appendix is only for information requested
by the funder or for data that will strongly
enhance your proposal
Margins and fonts
Paper, binding and number of copies
Page numbering and table of contents
Deadlines
CG Hylton 87

Review
 We have:
Identified the Broad Problem
Identified the Real Problem
Outlined the Project
Discussed how to research and find a
funder
Discussed how to review and outline an
RFP
CG Hylton 88

Beginning of Project
 Startby getting support (letters or
funds) from politicians, groups, and
private companies at the beginning of
the project (after deciding on the
problem and what the solution should
be)

 Make sure they relate to your problem

CG Hylton 89

Developing the Written
Proposal
Before writing begins, elaborate on
project synopsis:
Step 1: Rewrite the project outline with the
new information that you have received

Step 2: Establish a time frame on all
activities it takes from receiving funding
through final evaluation

CG Hylton 90

Proposal
Step 3: List the human resources
needed
List job function, approximate annual or
hourly salary and title

Step 4: List other resources needed
and their cost
List supplies, materials, reference books,
computers, printers, etc.
CG Hylton 91

Proposal
Step 5: List Facilities and their cost

Step 6: Tally the approximate cost

This is IMPORTANT!! You need to know
how much funding it will take to pay for the
entire project. You will need to provide the
funder the percentage of the total budget
that you are requesting

CG Hylton 92

Proposal
 Conduct additional research on Best
Practices
Review:
Peer reviewed journals
Information from Professional Associations
Recent books and texts

All information should be no more than
three years old!!

CG Hylton 93

Problem Statement
 Include in this section of the proposal:
A logical, narrative description of your
problem
Results of local needs assessments
Historical data
Statement of the impact of this problem
Statistical backup and comparisons about
your problem

CG Hylton 94

Problem statement
 Tips:
Always relate the problem to your target
population
Focus your efforts towards one well
developed problem
Use statistics, rather than opinions
Quote the funders own research when
possible!!

CG Hylton 95

Needs Assessment
 Rates (statistics):
Poverty
Education/literacy levels
Job loss/gain
Crime
High risk behavior
Drugs/alcohol abuse
Single parent households

Always compare National to Provincial to
Local data!
CG Hylton 96

Project Approach
 Commonly referred to as:
Project methodology
Project description

In this section, provide a step-by-step
description of your project

CG Hylton 97

Project Approach
 Include:

Roles of key personnel

Note the time frame for each step

Justification of your approach

CG Hylton 98

Project Approach
 Tips:
Write Goals and Objectives prior to this
section

Have someone review this section to
ensure that it is clear and logical

Mention any advisory board members or
staff whose time and effort will be donated

CG Hylton 99

Project Approach
 Tips:

This section answers, “how do you intend
to do your project”

Utilize best practices research

Be concise!!!

Present solutions to issues in the
proposal prior to submitting
CG Hylton 100

Project Approach - Constraints
Tips:

Embrace known constraints and tackle
them head on

Constraints force creativity, breed
ingenuity, and trailblazing tactics

CG Hylton 101

Goals and Objectives
 Goals:

Broad statement describing the end result
of your project

Addresses “what” you want to achieve
and “how” you will achieve it

CG Hylton 102

 Objectives:
Needs to be measurable and realistic!

Addresses:
What you will do and how you intend to do it
Quantification of when, for how many, or by
how much
Statement of the results you expect

CG Hylton 103

Objectives
 Impact objectives – assess knowledge,
attitude and behavior shifts
Ex. Increase in modes of HIV
transmission by 7%

 Outcome objectives – assess shifts in
rates or population-based statistics
Ex. The teen pregnancy rate for
adolescents 15-17 in Band will decrease
by 7%
CG Hylton 104

Objectives
 Utilizebest practices research to identify
what the shift should be!

 Never overestimate! It is always best to
underestimate and to succeed your
objectives!

 Itis much easier to prove impact objective
shifts than outcome data

 Multiple
factors are generally involved in
outcome objective shifts Building Community: One Project at a Time!
CG Hylton 105

Show the before and
after picture

Life is
ever
changing

CG Hylton 106

CG Hylton 107

Exercise Three

From the problem decided in the First
Exercise. What are the goals and
objectives to reach the solution made?

Short Term Goals?
Long Term Goals?
Objective?

CG Hylton 108

Dissemination Plan
 Include
the following in the
dissemination plan:
Specific dissemination information:
province wide, professional, regional and
national
Discussion of the types of information you
will share
Description of any products that may be
sold
CG Hylton 109

Dissemination Plan
 Tips:
Use existing networks and newsletters
Write articles to publish in professional
journals
When disseminating extensive
information, it is appropriate to charge
copying costs

CG Hylton 110

Evaluation Plan
Include the following:
A list of the proof of accomplishments
of goals and objectives
Meeting agendas and minutes, results
from tests and evaluations, enrollment
and attendance records, employment
records, committee rosters and internal
reports and memos

CG Hylton 111

Evaluation Plan
Benchmark your completed goals for the
short term, the long term, and any
significant parts of the project being finished

Evaluation ensures that goals and
objectives are being met in a timely fashion

Goals and objectives need to be altered if
there are any set backs – find out what
works, what doesn‟t
CG Hylton 112

Evaluation Plan
Include the following:

Accurate financial records that match the
approved budget for the project

Reports should be done periodically to
document project progress and future
plans
Expected publishing dates for these reports
should be produced

CG Hylton 113

Evaluation Plan
Tips:
Put together an internal evaluation team

Contract with an outside evaluation team
to review process evaluation and conduct
impact/outcome evaluation

Organize the evaluation plan by
objectives
Everything that was addressed in the goal and
objectives section should be measured One Project at a Time!
Building Community:
in the
evaluation plan CG Hylton 114

Continuation Plan
Also referred to as a sustainability plan
 Include:
Support for your project
Detailed and reasonable action plans for
acquiring financial support for your project
before termination of the funding being
requested
Reference letters of support for future
financial support if project is successful

CG Hylton 115

Continuation Plan
 Tips:
Make a solid and plausible case
Include a plan even if the funder does not
require one
Get letters of support, indicating future
financial support
Show how your organization has
continued projects beyond its original
support
CG Hylton 116

Budget
 The funder will usually want to see the
total project budget and then what
portion of the budget will be covered
by that funder

 All resources that are required to
initiate and maintain your program
should be included in the total budget

CG Hylton 117

Budget
 Include:
Human resource costs

Employee benefit costs

Contractual costs

Construction or renovation costs

Administration costs – prepare end of year
report and next fiscal RFP submission
CG Hylton 118

Budget
 Include:
Materials

Supplies

Equipment

Indirect Costs (overhead)

CG Hylton 119

Budget
Resource Budget
 Use a table to
help you organize Personnel

your budget and Technology
the break down of Distribution
budgets for each
Promotion
department/sectio
n Other Services

Total Cost

CG Hylton 120

Budget
Employee Benefits Costs
 Benefits (must be paid in addition to
salary)

Workers‟ Compensation

Health Insurance

Retirement Benefits

CG Hylton 121

Budget
Indirect Costs
 Directcosts – anything directly attributable
to the project

 Indirect costs – additional costs
Maintenance, utilities, etc.
The financial department of your organization
should be able to provide an estimate of your
organizations indirect costs
The funder may list a cap on indirect costs

CG Hylton 122

Budget
In-Kind Funds
 Noncash contributions made by you and/or
your partners that include:
Employee time
Full-time use of equipment
Part-time use of equipment such as a copier
Materials
Supplies
Volunteer time
Facilities
Special support services

CG Hylton 123

Budget
Materials and Supplies

 Suppliesare consumables (pencils,
paper, etc.)

 Materials are consumables that have
a longer life span (software, books,
etc.)

CG Hylton 124

Budget
 Tips:
In every step of developing your
proposal, assign a cost to everything

Be realistic

Use computer spreadsheets to help tally
costs

MAKE SURE THE BUDGET ADDS UP!
CG Hylton 125

Budget
 Tips:
Be THOROUGH!!!

Do not make up figures (get bids)

Call the program contact person for
assistance in compiling a budget

Be honest about deliverables: locations and
personnel can be found and suitable

High level requirements: accessible location &
person with ? Experience
CG Hylton 126

Budget Justification
 TheBudget justification represents a
breakdown of the total budget

 Ex. Total Budget Supplies $1,000
Budget Justification:
$800 paper
$200 pens and pencils

CG Hylton 127

 Include:
The rationale for each item requested

Formula (s) for each item requested

Items that match the Budget Summary
and the proposal itself

CG Hylton 128

 Tips:
Should be brief and concise

Cut and past charts and spreadsheets
used to develop budget

Written in bullets

Relate request to the objective it
supports Building Community: One Project at a Time!
CG Hylton 129

Management Plan
 Include:

Major responsibilities of each key
personnel

Involvement and responsibilities of any
donated and volunteer personnel

Statement of how fiscal management will
be carried out

Description of how the project will be Project at a Time!
Building Community: One
documented CG Hylton 130

Management Plan
 Tips:
Be brief and concise

Include an organizational chart for your
project and show where the project fits
into your organization

Include a flowchart of project events and
processes

Include a flowchart demonstrating the
lines of communication Building Community: One Project at a Time!
CG Hylton 131

Timelines
 Include:
Goals and objectives

Time frames for major milestones and
special events

Time frames for major reports and
evaluations

Time frames of important deadlines

Time frames for special requirements
requested by the funder Building Community: One Project at a Time!
CG Hylton 132

Timelines
 Tips:
Keep it simple

Be sure that time frames are realistic

Match time frames to the body of the
proposal

Plan the work, work the plan, and make
sure it gets delivered on time
CG Hylton 133

Timelines
 Tips:
In the beginning: ignore details early on

Ex. Architects and designers do not plan
the tiles before they make a sketch

Make sure there is plenty of time, start at
least 6 months in advanced before the
deadline
CG Hylton 134

Project Timetable
 Present a timetable for each phase of the
project.
 Make sure this follows the funder‟s timeline!!!
Description Start Date to Completion Date
Phase 1
Phase 2
Phase 3

CG Hylton 135

Key Staff
 Include:

Name, title and job function
Position he or she will hold in the project
Summary of skills in relation to project
Experience relevant to project
Education
Awards and/or publications

CG Hylton 136

Key Personnel
 Provide an organization chart and profiles of
the project management team

CG Hylton 137

Key Personnel
Tips:

Don‟t simply submit a job history

Don‟t include unrelated job credentials

Focus qualifications to perform on this job

Keep to one page

Don‟t wait until the last minute!!!
CG Hylton 138

Exercise 4

Create a timeline and explain how you would
spend the money in order to solve your
problem.

Have your champion explain what the
problem is, target audience, goals and
objectives, timeline, spending, and the
solution

CG Hylton 139

Approval
 Seek
approval first for your proposal
BEFORE starting on any work

 Make sure the proposal meets the
requirements, wants, and needs of the
approval party

CG Hylton 140

 Tips:
Develop a chart and fill it out
Keep the language and sentence
structure simple
Have an outsider read your goals and
objectives to ensure that they are clear
and logical
The goals and objectives should form a
map for your project
CG Hylton 141

Writing the Proposal
 Request for Proposal
Cover Letter
Title Page
Introduction
Executive Summary
Project Summary
Table of Contents
Body
Statement of Assurance
Resource
Appendix
CG Hylton 142

Cover Letter
 Include:

An introduction to your organization

Your purpose for submitting the proposal

Statement of how your project fits with
the grantor‟s program focus

CG Hylton 143

Cover Letter
 Include:

Persuasive statements about the merit of
your project

Appreciation for the opportunity to submit
a proposal

CG Hylton 144

Cover Letter
 Tips:

Keep the letter to one page

Use a professional business letter format

Use a subject line

CG Hylton 145

Cover Letter
 Tips:
Left justify only

The letter should be from the
administrator

Have someone proof read this letter, as it
is the first thing the funder will read!

CG Hylton 146

Title
 The Title is important
It sets the first impression
It is often used to help route the
application to the appropriate reviewers

 Keys to success
Informative , Succinct, Interesting
Specify the population of interest

CG Hylton 147

Title Page
 Include:

Identification of the grantor‟s program by
number and name

Deadline (for federal grants the
transmittal deadline)

Identification of the organization to which
the proposal is being submitted

CG Hylton 148

Title Page
 Include:

The title of your project

Identification of the organizations
submitting the proposal

Contact person‟s name and telephone
number

CG Hylton 149

Introduction
 Include:
Brief description of your organization, its
size, makeup and location

Brief description of your service
population and community you serve

Compare your organization and service
community to other communities and the
nation
CG Hylton 150

Introduction
 Include:
A one-sentence description of your
project

Use “hot buttons” in the introduction

Explain what the results of the problem in
terms of impact in the target population

CG Hylton 151

Introduction
 Tips:
Be concise

Be sure the introduction follows a logical,
cohesive sequence

Use the prospective funder‟s own words
to introduce your project

CG Hylton 152

Executive Summary
 Include:

The project title

Contact person for the project and
contact information

Organization‟s official name and address

CG Hylton 153

Executive Summary
 Include:

One sentence statement of the problem

Brief summary description of the project

2-3 sentence statement of the results you
expect

CG Hylton 154

Executive Summary
 Tips:
Make a clear heading for each topic

Write in short and concise sentences

Use bulleted lists where possible

Should be no more than one page in
length

CG Hylton 155

Project Summary
 Include:
A logical and chronological description of
the essence of your project

Any events or components required by
the funder

Explanation for requesting any major
budget items

CG Hylton 156

Project Summary
 Tips:

Be brief, yet descriptive

Write last

As always, adhere to limits

CG Hylton 157

Table of Contents
 Include:

Section headings to all major sections in the
proposal

Subsection headings to important
subsections

All sections named by the grantor

Sequential page numbers on which each
section or subsection begins Building Community: One Project at a Time!
CG Hylton 158

Table of Contents
 Tips:
Follow ANY AND ALL directions given by
the grantor

Always use the grantor‟s terminology

Make the table of contents reader friendly

CG Hylton 159

Body
 Included in the body:
Budget

Timelines

Details of the project

Other info, not detailed previously

CG Hylton 160

Statement of Assurance
A signed document that assures the
funding source that you are going to
complete the project you have outlined
in the proposal

Agree to follow the rules set up
between you and the grantor

CG Hylton 161

Appendix
 Include:
Biographical sketches of key personnel

Organization charts

Letters of support

Survey results

CG Hylton 162

Appendix
 Include:

Equipment descriptions

List of advisors and board members

Descriptive information about your
organization

Statistics information
CG Hylton 163

Appendix
 Tips:

When in doubt, CUT!

Put in significant enhancements only!

Only include letters of support that
establish genuine support for your project

ALWAYS ADHERE TO THE FUNDER’S
GUIDELINES AND PAGE LIMITS

CG Hylton 164

TIPS For the Report
 Remember: READ OVER
EVERYTHING
 If you have a question about
something then the funder will
definitely have one too!
 Don‟t use acronyms, etc., e.g., or
long complicated questions
 Keep it detailed and finish the
sentence!
 Use point form when you can =

easier to understand! CG Hylton 165

Resource
 Thispresentation was outlined from
the following resource:

Grant seeker‟s Toolkit: A Comprehensive
Guide to Finding Funding
by Cheryl Carter New and James Aaron
Quick

We strongly recommend acquiring a copy of
this reference!!!!

CG Hylton 166

Follow up for success!

CG Hylton 167

Pitfalls of RFP’s
 Donot mention people, specific
programs, software, and research that
you have NOT THOROUGHLY
investigated

 For
example: know price, consent,
and research completed

CG Hylton 168

Case Study 1
 Your needs

 Any suggestions?

CG Hylton 169

What happens if your
Proposal gets rejected?

CG Hylton 170

Why Proposals Fail?
 Topic unrelated to sponsor goals

 Unclear problem, objectives, or project
plan - lack of detail

 Lack of focus, overly ambitious

 Unclear or minimal impact (improve
justification)

 Derivative work (been done before,
lacks novelty)
CG Hylton 171

Why Proposals Fail? (cont’d)
 A “fishing expedition”

 Descriptive (not analytical; not action
oriented)

 Methods inadequate to accomplish goals
or lacks experience/ expertise to execute
plan

 Contingentobjectives (must accomplish
#1 before can do #2, etc.) Building Community: One Project at a Time!
CG Hylton 172

Why Proposals Fail? (cont‟d)
 In
general, if readers feel they are
working harder to read or understand
your proposal than you did to write it,
they tend to get annoyed!

 Carelessness (typos, misspelling,
omitted words) are often considered a
harbinger of future careless work on
the project - leaves a bad impression!
CG Hylton 173

If I Fail, What Next?
 No one succeeds with each proposal,
we all experience rejection sometime!
It’s not personal ! You will survive ! Get
over it!

 First
proposal (new writer, to a new
sponsor, new program, addressing a
new theme) often fail

 Whether your proposal is awarded or
not, you may receive written comments
CG Hylton 174

If I Fail, What Next? (cont‟d)
 If your proposal is rejected and you
receive written comments, read them,
get angry, put them aside for awhile,
and read them again

 Contact the reader for
explanations/clarifications – it‟s
important to understand the
shortcomings

 Rewrite the proposal, revisions should
respond to the reviews, and
RESUBMIT! Building Community: One Project at a Time!
CG Hylton 175

Questions for Contact Person
 Are we eligible to apply for a grant
under your program?

 May I have a copy of the RFP (current
or last year‟s copy)?

 Do you have a past successful
proposal for us to use as a guide?

 Write the feedback down!!!!!!!!!!

CG Hylton 176

Success - The Feast - Celebrate!

CG Hylton 177

Summary of Workshop
 What is the problem you are trying to
solve?
 Think up of alternative solutions and
pick one!
 Develop a project profile: follow steps
1-5
 Target federal, provincial, corporate, or
foundation funding
RESEARCH! 8 Steps
Use a Champion:
CG Hylton 178

Summary of Workshop
 Create a proposal outline
Have a specific target audience
 Write a problem statement
 Figure out the goals and objectives of
your proposal
 Have a connunications and evaluation
plan
 Have a continuance plan, a budget,
timeline, and figure out who the key
personnel are Building Community: One Project at a Time!
CG Hylton 179

Canadian Government
Subsidies
 More than 3,000 subsidies, grants & loans
offered by gov‟ts, foundations, and
associations. Tel 866-322-3376
 http://www.grantscanada.org/grants-and-
loans.htm
 CD-Rom (Pdf file).............................$
69.95
 Printed (430 pages)........................$149.95
 1 year database access………………..
$129.95
 Please tell them CG Hylton sent you
CG Hylton Associates Inc 180

Thank you! Questions?

 chris@hylton.ca
 800 449 5866
CG Hylton 181

What we do
 Proposal Writing and Workshops
 HR and Benefits Consulting
 Job Descriptions & Salary Grids
 Classification System – (NOC) free & easy
 Wellness at Work, Return to Work
 Attendance management programs
 Workshops on a variety of management issues

Call for a complementary consultation!
800 449 5866 email info@hylton.ca

182

Part B:
Managing a new project /
Setting up a volunteer committee
INFONEX
Montreal,
Maritime Hotel
May 8, 2012

Chris Hylton
800.449.5866
Email info: chris@hylton.ca

What is a project?
 Temporary with a specific start and end
date
 Have an end result – deliverable or
something that must be completed or
created

WHAT ARE THE KEY
COMPONENTS OF A
SUCCESSFUL PROJECT?

CG Hylton 184

Project
Management
Skills

Who is the
Project
Manager?
A person responsible for managing the
project
185

Project Manager
Responsibilities

MANAGING A SENIOR PROJECT

IS THE RESPONSIBILITY OF

THE PROJECT MANAGER

CG Hylton 186

Who is your Manager?
 Choices?

CG Hylton 187

Who are the stakeholders?
 Someone who has a negative or positive
impact on your project and can influence
the expectations and deliverables.
 Community members, Elders, School,
Faculty and Parents, Non-native
community members

CG Hylton 188

Who are your stakeholders?
 Choices?

CG Hylton 189

Who is a
Sponsor?
 Individuals or organizations who
will provide support or funding for
the project
 Someone who has a vested
interest in the project
Example of sponsors:
◦ Provincial Health
◦ Private Corporations
◦ Safeway
◦ Sears
◦ Chief and Council
CG Hylton 190

Who are your sponsors?
 Choices

CG Hylton 191

Who are the
Team Members?
 Individuals who are appointed, selected or
volunteer to work together on the project
(ex: the committee members)
 Individuals who have diverse skills and talents
(ex: trainers and students)
 Encourage mentoring with team members
during the project (ex: self success)

CG Hylton 192

Who are your committee
volunteers
 Choices?

CG Hylton 193

Team Organization
Chart
Individual who will provide support or obtain financial
Sponsor funding for the project. Someone who has a vested interest
in the project.

Project Work with the team to develop a schedule and discuss
Manager potential risks. Responsible for ensuring project is
completed on time, within budget, and on schedule.
Individuals appointed, selected or volunteer to work
Team Members together on the project completing tasks or deliverables.

Stakeholders/ Individuals appointed, selected or volunteer to work
Volunteers together on the project completing tasks or
deliverables.

CG Hylton 194

Starting the Process
 Determine and decide what service is being
developed (Horse Culture Program)
 Collaborate and clarify the need
 Assign or appoint a project manager and
sponsor (team leader)
 Gather any information to help understand the
requirements of the project by answering the
what, when, who, why, where and how
questions
 Development of the project charter or scope

CG Hylton 195

What do you need to start the
process?
 Any ideas?

CG Hylton 196

Planning Process
The planning process is to organize and
identify the components of a project to
develop the product or service.

The project manager and the team work
together to write the scope of work,
create a checklist, identify
resources, estimate time to
develop tasks and recommend
major deliverables.

CG Hylton 197

Who is going to
 write the scope of work,
 create a to do checklist,
 identify resources,
 estimate time to develop tasks
 and recommend major deliverables.

CG Hylton 198

Who is going to write the scope
of work statement

 WHAT
 WHEN
 WHO
 WHY
 HOW

CG Hylton 199

What if you call a meeting and
no one comes?

The Project Charter
◦ Identify project title
◦ Appoint project manager
◦ Who is the customer
◦ Describe the project‟s purpose
◦ Define when the project will start and end
◦ What are the major deliverables

CG Hylton 201

Who is going to write the Project
Charter
 Any ideas?

CG Hylton 202

Project Checklist
The checklist is a document to record the tasks
and the team will priorize them.

 Identify tasks or activities

 Put tasks in order of completion

 Identify milestones

CG Hylton 203

Project Schedule
 Good planning allows for the project manager to
manage and control the project tasks and
resources
 To complete the project schedule, determine the
time for each task and assign
a volunteer who will be responsible
for the task
 The project manager should divide up
the tasks and provide an estimate of time to
complete that task

CG Hylton 204

Project Quality
 Ensure stakeholder expectations are
being met by defining processes to verify
and validate successful product
completion.
 Understanding the desired outcome the
team can work together to build quality
into the product.
 Monitor quality throughout the project.

CG Hylton 205

Community Support
 Grant Writing
 Volunteer Development
 Community Promotion
 Partnership Links:
◦ Chief and Council Development
◦ Rotary
◦ Chamber of Commerce
◦ RCMP, others

CG Hylton 206

Project
Communications
Develop a plan that answers the following
questions: what, when, who, where and how.
 What needs to be communicated?
 When does the information need to be
distributed?
 Who should receive the information (all
stakeholders)?
 Where should the information be distributed?
 How and what format should the information be
presented?

CG Hylton 207

Project Risks

IDENTIFY, DOCUMENT & EXAMINE
PROJECT RISKS
◦ NOT HAVING THE FUNDS FOR PROJECT
◦ NOT HAVING THE DATES LOCKED IN
WITH THE DIFFERENT FACILITIES
◦ NOT ENOUGH TIME TO COMPLETE THE
PROJECT

CG Hylton 208

Project Procurement
 Create a plan to monitor any
changes to contracts that occur
during the project (the venue,
timing, etc.)
 The project manager will need to
understand the contract
requirements
 At project completion all contracts
are closed

CG Hylton 209

Monitoring and
Controlling Process
 To monitor and manage changes against
the project‟s objectives, review the scope
statement at periodic times during the
project (what will you do if the place
where you are holding the program is
destroyed by fire and the new place is
more expensive? )
 If you make many changes to the scope,
this is when you need to revisit the
objectives

CG Hylton 210

On-Going Activities
The following activities, already covered,
are on-going activities that are completed
throughout the project.

 Time Management
 Communications
 Managing risks
 Controlling the schedule
 Monitoring the budget

CG Hylton 211

Our offer to you

 Please call if you have any HR, or
workplace issue that you are
overwhelmed with
 We can help you

 We also are pleased to do Free
Workshops for your organization (some
limits apply) Let us know what your
needs are and we will make it happen!
212

CG Hylton - Services

 HR Consulting  Benefits, Pensions,
 Job Descriptions EAP
 Salary Grids  Strategic Planning
 Wellness at Work  Drug and Alcohol
programs
 Staff Morale
 Dept re-orgs
 Training and
Workshops  Leadership
compensation
Tel 403 264 5288
chris@hylton.ca
213

Effective Grant and Proposal Writing

Recommandé

Recommandé

Contenu connexe

Tendances

Tendances (20)

En vedette

En vedette (20)

Similaire à Effective Grant and Proposal Writing

Similaire à Effective Grant and Proposal Writing (20)

Plus de CG Hylton Inc.

Plus de CG Hylton Inc. (20)

Dernier

Dernier (20)

Effective Grant and Proposal Writing

Notes de l'éditeur