For KLS, who recently got a job in grant-writing and
for BR, who is carrying the vision forward – and for anyone else who can use
the information. What follows is a slightly edited version of a handout for a
presentation I made at a Temple University conference on Primary Care
for the Underserved. The focus is on grass-roots organizations, naturally, and is based on 30+ years of grant-writing and
millions of dollars in grants received. This is a distillation of pretty much everything I learned along the way. As always, thanks to Professor Al
Shapero at UT Austin School of Business Administration.
Thoughts
on Program Planning and Development
 |
Estevan Garcia, MD, Children's Medical Center ED and
Charles Kemp, FNP, Baylor University Community Health
Volunteering at the Agape Clinic |
Steps
1.
Provide real services to people:
As noted elsewhere, too many people spend too much time planning and
talking. A good idea is the essential first step, but many steps remain. Few
grants are awarded on the basis of a good idea or even a need. Granting
organizations want to know if you have the ability to provide services that
make a difference in people's lives.
2.
Explore the problem and resources:
This includes providing services – the best means of exploring the problem
& solutions:
- The problem itself (e.g., refugee
health or diabetes prevention or whatever) and related areas such as
infectious diseases, access problems, cultural issues, immigrant health issues,
etc.
- Strengths and constraints of the
organization primarily responsible for delivering services.
- Community resources and
attitudes.
This
is not a literature review, but rather a problem and a dynamic community
assessment that is only the first step in the planning process. Too often, a
model or plan is fixed early in the process, e.g., we’re going to do parish
nursing and this is what parish nursing looks like. Bad planning. Deciding on a
plan of action before the problem is understood in its entirety is a mistake.
The community assessment is modified as new data emerges and new funding
sources arise. Throughout the planning process . . . (see #3 below)
3.
Identify potential partners and funding sources; begin planning the project. Researching potential funding
sources is an ongoing effort throughout the life of the organization. Funding
sources to research should include foundation, corporate, religious, civic,
individual, and government (federal, state, and local).
Plans
must address the needs of the client population and the desires of funding
source(s). Cooperation with other providers is a hallmark of successful
proposals. Internally, plans must fit with organization funding development
plans. Externally, plans must sometimes be adapted to funding organization
constraints. Be flexible! Please note that plans are not yet set.
Write
the proposal/finish planning. Creative, effective proposals evolve from a
strong understanding of the problem, the community, and a lot of hard work.
Proposals/plans must be clearly written, responsive to all requirements of
funding sources, show the organization as businesslike and well-managed, and at
the same time, be creative. If guidelines are given, plans must be responsive
to the guidelines. Using evaluation criteria as a format for the proposal is
sometimes possible.
4.
Start over again.
Rest for a few days and begin again. Successful research, planning, and writing
are part of an ongoing process and for me, a
lot of failure on the way to success.
Tip. In working on a specific project or a new organization I never sent the first proposal to
the best prospect. The more times I reworked a proposal, the better it got.
Responding to different sets of guidelines from different organizations taught me
different ways of seeing and saying things.
Characteristics
of Successful Grant Proposals
- Responsive to all directions and
requirements of the funding source.
- Meet a specific and recognized
(by the funding source) need.
- Will be carried out by
knowledgeable persons who have a history of success.
- Directed at a population (vs.
organization). Funding sources invest in programs to help
people. Few give money to help organizations.
- Innovative and well organized
plan of action with reasonable dates for objectives to be achieved.
- Workable management plan -
business acumen is essential.
- Evaluation plan that will measure
and communicate outcomes or impact.
- Reflect community support in the
form of cooperative agreements for organizations to work together.
- Realistic budget that is neither
to high nor to low.
- Will reflect well on the funding
source.
- Will not die when the current
funding runs out - and it always does run out.
- Carefully written abstract (when
an abstract is required). Often the abstract or cover letter makes or
breaks the proposal.
Tip.
RFPs often have unrealistic deadlines. Tough luck. That’s just one way of weeding out the
unprepared/unqualified. All you can do is bear down and work smart. Everyone
else is in the same boat.
Commonly
Needed Supporting Documents for Grant Proposals (Start a file NOW - establishing
a file of these is part of grantsmanship. Be sure none of this info is dated)
- 501(c)(3) documents
- Financial audit letter (if
organization is 3+ years old)
- Organization Chart, including
volunteers
- List of board members, including
employment and committee assignments
- Job descriptions for primary
staff
- Resumes of primary staff
(grant-oriented, not employment)
- Article of Incorporation
- By-laws
- Franchise Tax Certificate
- List of person/agencies likely to
support (for obtaining letters of cooperation/ support – which, of course,
are about specifics of working together vs. fan letters)
- Current organization statistics,
especially outcomes
- Listing of current contributors,
including in-kind
- PHS Grants Policy Statement
- Federal Regulations, Title 45
CFR, Parts 74 and 92 (only if applying for federal grants – which is
very complicated)
Steps to Forming a Nonprofit
Organization
- Provide
services to clients: Too many people spend too much time planning and
talking. Face it. Most of us have good ideas. Few grants are awarded on
the basis of a good idea or even a need. Granting organizations want to
know if you have the ability to provide services that make a difference in
people's lives.
- Decide
purpose and structure.
- Form
initial board of directors.
- Obtain
IRS 1023 application – this document
is a great guide to forming a nonprofit! Everything they require is a
good thing and something you need.
- File
articles of incorporation.
- Draft
bylaws.
- Set
program plan (mission, goals and objectives, plans of action, and
management plan).
- Develop
budget.
- Develop
fund raising plan.
- Hold
formal organizational meeting (elect board of directors).
- Apply
for liability insurance.
- Establish
a record keeping system.
- File
IRS 1023 application [for 501(c)(3)] designation.
- File
Charitable Trust Registration is required.
- File
Employer Registration (federal and state) for income tax withholding.
- Apply
for state sales tax exemption if necessary.
- Implement
the fund raising plan.
- Register
with state unemployment insurance.
- Apply
for nonprofit bulk mail permit (if sending several mailings of over 200
pieces in 12 month period).
- Develop
personnel policies.
- Begin
program activities.
- Hire
staff, obtain space, deliver services, etc.
Continue (1) documenting outcomes and
(2) writing proposals and otherwise raising funds.
