Grant Writing Seminar
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GRANT WRITING WORKSHOP Regional Groups 2008
© Kingsgrove Consulting 2008
DISCLAIMER This document has been prepared to assist seminar participants in preparing grant applications. The information contained in this presentation is of a general nature and should not be relied upon in regard to particular grant applications. Many grant programs change and before applying, applicants should seek up to date information directly from the granting authority. This document is made available on the express condition (acknowledged by the recipient’s acceptance of the document) that the publishers, authors and contributors, in particular Kingsgrove Consulting, the Principals of Kingsgrove Consulting, their employees, associates and agents, are not responsible for any errors or omissions actions or the results of any actions taken or omitted to be taken upon the basis of information in this document. The publishers authors and contributors expressly disclaim all and any liability (whether arising by reason or negligence or otherwise) to any person organisation or corporation whether in receipt of this document or not in respect of anything and the consequence of anything done or omitted to be done in reliance whether whole or partial upon the whole or any part of the contents of this document.
© Kingsgrove Consulting 2008
2
INTRODUCTION
¾
What are grants?
¾
Why grants exist
¾
Steps in writing successful grants
¾
Grant jargon
¾
Checklist of “Do’s and Don’ts”
© Kingsgrove Consulting 2008
3
GRANTS What are Grants? • • • •
Government handout? Sectoral Assistance? Political largesse? Philanthropic values?
Why do they exist? 9 9 9 9 9 9
Government policy to assist groups in the community Target specific areas for assistance Encourage risk taking by enterprises Stimulate the economy in specific areas (eg rural) Compensate for some structural economic change Address “market failure” Grants are there to be used-officers do not get points for “saving” funds © Kingsgrove Consulting 2008
4
KEY STEPS FOR GRANTS 1.
Identify and define your need
2.
Identify which grant(s) and obtain information
3.
Develop a grants strategy
4.
Read the guidelines and application form
5.
Develop a project plan
6.
Estimate costings (cash and in-kind)
7.
Identify funding sources (amounts and from whom)
8.
Test for viability and sustainability
9.
Obtain letters of support
10. Prepare draft application and have it proof read 11. Make up a checklist of attachments and info required 12. Assemble the plan and submit © Kingsgrove Consulting 2008
5
1 - IDENTIFY NEED
Why do you need a grant? Because they’re there!! (not the right reason) Insufficient funds? Risk factors? Leveraging additional funds?
Make sure you have clearly defined why you need a grant at the outset © Kingsgrove Consulting 2008
6
2 – GRANT INFORMATION When you have identified the grant(s) that may be appropriate, get as much information as possible about the grant: ¾ ¾ ¾ ¾ ¾ ¾ ¾
Information Sheets Guidelines FAQ’s Application forms List of previous recipients Ministerial press releases Google grant name for articles etc
Contact the program office and talk to staff about your project. Get to know the people if you can Become VERY familiar with what the grant(s) offer and what they focus on © Kingsgrove Consulting 2008
7
3 – GRANT STRATEGY Develop a grant strategy for your organisation (especially not for profit groups) Identify what your overall funding requirements are for the next 2-3 years (capital and operating costs). Select a series of grants that can apply to these. Develop a grants/funding plan to systematically obtain funding from a range of sources. Use the plan to leverage funding Many grant programs are very keen to see organisations have a funding strategy rather than an ad hoc approach © Kingsgrove Consulting 2008
8
4 – GUIDELINES AND APPLICATION Read the guidelines for the grant. Pay particular attention to: 9 9 9 9 9 9 9 9 9
Objectives of grant (what is it to achieve?) Eligibility requirements (are you eligible?) Assessment criteria (critical list) Closing dates and rounds (if applicable) Available funding (how much can you get) Eligible expenditure (what the grant funds) Non-eligible items (what isn’t funded) Co-funding requirements (your contribution) Other information (testimonials etc)
Application Form 9 9 9 9
Layout and structure Information required Attachments Electronic or hard copy or both © Kingsgrove Consulting 2008
9
5 – PROJECT PLAN Develop a project plan ¾ ¾ ¾ ¾ ¾
Start & finish dates (be realistic!!) Stages and activities (with descriptions) Duration of stages Key steps or “milestones” Resources (money, people, equipment) Gantt Chart
Stage 1 2 3 5 6 7 8
Activity Prepare foundations for building Renovate existing structure (internal & external) Construct new building Fit out servery and kitchen Construct toilet block Prepare carpark Landscape surrounding area (inc playground)
Weeks Start Finish 6 1/08/2007 15/09/2007 12 1/08/2007 31/10/2007 8 16/09/2007 16/11/2007 12 1/11/2007 28/02/2008 8 16/10/2007 16/12/2007 6 1/12/2007 15/01/2008 8 1/12/2007 31/01/2008 Aug
Sep
Oct
Nov
Dec
Jan
Feb
Watch out for planning consents they can take a long time!! © Kingsgrove Consulting 2008
10
6 – ESTIMATE COSTINGS Costing may include cash outlays and in-kind contribution Cash Payments Obtain quotes where possible (include copies in application) If quotes not available, use realistic estimates In-Kind Contributions These are contributions by the applicant or other parties (eg local council). In-kind contributions have a dollar value but are provided as good & services instead of cash. This can include: Labour Materials Facility use Other benefits (eg vehicle use, advertising, printing etc) © Kingsgrove Consulting 2008
11
IN-KIND CONTRIBUTIONS Volunteer Work Valued at pay for similar work undertaken Employees from other organisations Valued at regular rate of pay (exc FB & O/heads) Equipment, Space or Land If donated, valued at fair market value, if used temporarily, valued at fair rental rate. Supplies or materials Valued at fair market price at time of donation TOTAL value of project is usually cash and inkind*. Grants are usually a % of the TOTAL project value * Some grants exclude in-kind contribution © Kingsgrove Consulting 2008
12
PROJECT COST BREAKDOWN Some grants may only fund part of your project. Identify which part of your project meets eligible expenditure guidelines Identify the specific items grant monies will be spent on (eg building new building, purchase of equipment etc) Show how grant funds fit into big picture Show how other funds are used (including other grants)
Assessors need to be confident that funds are to be used correctly © Kingsgrove Consulting 2008
13
7 – IDENTIFY FUNDING SOURCES Clearly set out what funding is to be supplied by whom Cash payment by applicant (from reserves) Other grants (leveraging and grants strategy) Other cash payments (eg donations) Borrowings or loans ( eg bank, private, local gov’t etc) In-Kind contribution (outlined earlier) Grant assessors need to clearly understand what funds are involved and where they are from © Kingsgrove Consulting 2008
14
8 – TEST FOR SUSTAINABILITY Many grants require projects to be sustainable or selffunding after grants funds are used (especially grants for businesses). Where this is required show: ¾ Sources of future revenues or income ¾ Realistic forecasts of income ¾ Realistic estimates of expenses or costs ¾ Identify basis for forecasts and estimated (eg 5,000 users/year of a facility @ $5 each generates $25,000 pa)
If you have a business plan, include it with the application © Kingsgrove Consulting 2008
15
9 – LETTERS OF SUPPORT Obtaining support letters is critical but can take time!. Community Groups 9 Users and beneficiaries of project (eg sporting groups) 9 Members of parliament (State and Federal) 9 Local government 9 Regional Development Board 9 Local businesses Business Grants 9 Customers & suppliers 9 Industry bodies 9 Members of parliament (State and Federal) 9 Local government 9 Regional Development Board Check grant guidelines for objectives, prepare project overview and bullet points of what you want said in the support letter © Kingsgrove Consulting 2008
16
10 – DRAFT APPLICATION Prepare a draft of your application and have it proof read by someone not involved in the project (but who understands the project and has read the guidelines) This provides: 9
An objective assessment of the application
9
Identifies any areas that are ambiguous or unclear
9
Can play “Devil’s Advocate” and question assumptions
9
Check spelling and grammar (a spelling mistake can devalue a whole document)
© Kingsgrove Consulting 2008
17
11 – ATTACHMENT CHECKLIST Typical attachments include: Copies of plans, drawings or other project information Photos, maps or diagrams (1 picture=1,000 words) Cost estimates and quotes Letter of support Evidence of funding (bank statements etc) Evidence of research (eg markets, competitors etc) Evidence of funding availability (Letters from co-funders) Additional information (background, press clippings brochure material, awards)
Include a list of attachments and separate each attachment with a title page © Kingsgrove Consulting 2008
18
12 – SUBMIT THE APPLICATION The final steps include: 1.
Final check of application against guidelines (have all questions been fully answered)
2.
Check the assessment criteria addressed
3.
Compile the application and attachments (in a logical order)
4.
Sign off the document (if required)
5.
Keep an electronic copy of all documents (scanned letters etc)
6.
Submit by deadline (if required) Contact the program office and let them know you have submitted an application © Kingsgrove Consulting 2008
19
ASSESSOR-FRIENDLY APPLICATIONS Assessors get dozens of applications they have to read through Make it easy for them to read and work though your application (use space in your text) Make sure you have identified and addressed the assessment criteria Tip - re-state a criterion and then answer it Eg “How will the project benefit local community groups?” The facility will be used by a range of sporting and social clubs including….
© Kingsgrove Consulting 2008
20
GRANT JARGON Inputs Resources used in the project (eg labour, materials etc) Methodology Basic project plan outlining what is to be achieved Milestone Key point achieved during project (eg construction of building) Objective(s) What will the project achieve at its conclusion? Output Achievement of milestone (eg building constructed) Outcomes Long-term benefits of the project (eg increased tourism) © Kingsgrove Consulting 2008
21
GRANT JARGON Performance Indicator Type of measure of performance (eg number of visitors/year) Performance Measure Real outcome from project (eg visitors increased by 20%) Rationale Basic reason project is needed (eg need to increase tourists) Sustainability Ability to survive without further government funding Viability (project) Ability of the project to be completed on-time within budget Viability (applicant) Can the applicant manage and fund the project? © Kingsgrove Consulting 2008
22
DO’S and DON’TS Do Read the guidelines and follow application instructions Be succinct and clear in what you say in the application Use the same terminology and words that the guidelines use Be positive (say “will” not “might” or “may”) Stay within application guidelines for number of words etc Reinforce your need and the benefits throughout the application (don’t be afraid to re-state your case) 9 Explain the benefits to the funding body (PR, profile etc) 9 9 9 9 9 9
Don’t X Pad out your application with waffle X Send the same generic application to several bodies (tailor to suit each one) X Use emotive language or terminology X Dwell on problems - focus on solutions X Don’t imply you have a “right” to a grant © Kingsgrove Consulting 2008
23
ACKNOWLEDGEMENT
This presentation was based on an excellent booklet prepared by the Barossa Riverland MidNorth ACC. Their permission to use the information is gratefully acknowledged
© Kingsgrove Consulting 2008
24
CONTACTS
Jan Bittner PO Box 555 NARACOORTE SA 5271 M: 0408 836 307 P: 08 8762 2133 F: 08 8762 3139 [email protected] Gerry King PO Box 7154 WEST LAKES SA 5021 M: 0412 804 805 P: 08 8268 1066 F: 08 8268 8922
[email protected] 25
© Kingsgrove Consulting 2008
DISCLAIMER This document has been prepared to assist seminar participants in preparing grant applications. The information contained in this presentation is of a general nature and should not be relied upon in regard to particular grant applications. Many grant programs change and before applying, applicants should seek up to date information directly from the granting authority. This document is made available on the express condition (acknowledged by the recipient’s acceptance of the document) that the publishers, authors and contributors, in particular Kingsgrove Consulting, the Principals of Kingsgrove Consulting, their employees, associates and agents, are not responsible for any errors or omissions actions or the results of any actions taken or omitted to be taken upon the basis of information in this document. The publishers authors and contributors expressly disclaim all and any liability (whether arising by reason or negligence or otherwise) to any person organisation or corporation whether in receipt of this document or not in respect of anything and the consequence of anything done or omitted to be done in reliance whether whole or partial upon the whole or any part of the contents of this document.
© Kingsgrove Consulting 2008
2
INTRODUCTION
¾
What are grants?
¾
Why grants exist
¾
Steps in writing successful grants
¾
Grant jargon
¾
Checklist of “Do’s and Don’ts”
© Kingsgrove Consulting 2008
3
GRANTS What are Grants? • • • •
Government handout? Sectoral Assistance? Political largesse? Philanthropic values?
Why do they exist? 9 9 9 9 9 9
Government policy to assist groups in the community Target specific areas for assistance Encourage risk taking by enterprises Stimulate the economy in specific areas (eg rural) Compensate for some structural economic change Address “market failure” Grants are there to be used-officers do not get points for “saving” funds © Kingsgrove Consulting 2008
4
KEY STEPS FOR GRANTS 1.
Identify and define your need
2.
Identify which grant(s) and obtain information
3.
Develop a grants strategy
4.
Read the guidelines and application form
5.
Develop a project plan
6.
Estimate costings (cash and in-kind)
7.
Identify funding sources (amounts and from whom)
8.
Test for viability and sustainability
9.
Obtain letters of support
10. Prepare draft application and have it proof read 11. Make up a checklist of attachments and info required 12. Assemble the plan and submit © Kingsgrove Consulting 2008
5
1 - IDENTIFY NEED
Why do you need a grant? Because they’re there!! (not the right reason) Insufficient funds? Risk factors? Leveraging additional funds?
Make sure you have clearly defined why you need a grant at the outset © Kingsgrove Consulting 2008
6
2 – GRANT INFORMATION When you have identified the grant(s) that may be appropriate, get as much information as possible about the grant: ¾ ¾ ¾ ¾ ¾ ¾ ¾
Information Sheets Guidelines FAQ’s Application forms List of previous recipients Ministerial press releases Google grant name for articles etc
Contact the program office and talk to staff about your project. Get to know the people if you can Become VERY familiar with what the grant(s) offer and what they focus on © Kingsgrove Consulting 2008
7
3 – GRANT STRATEGY Develop a grant strategy for your organisation (especially not for profit groups) Identify what your overall funding requirements are for the next 2-3 years (capital and operating costs). Select a series of grants that can apply to these. Develop a grants/funding plan to systematically obtain funding from a range of sources. Use the plan to leverage funding Many grant programs are very keen to see organisations have a funding strategy rather than an ad hoc approach © Kingsgrove Consulting 2008
8
4 – GUIDELINES AND APPLICATION Read the guidelines for the grant. Pay particular attention to: 9 9 9 9 9 9 9 9 9
Objectives of grant (what is it to achieve?) Eligibility requirements (are you eligible?) Assessment criteria (critical list) Closing dates and rounds (if applicable) Available funding (how much can you get) Eligible expenditure (what the grant funds) Non-eligible items (what isn’t funded) Co-funding requirements (your contribution) Other information (testimonials etc)
Application Form 9 9 9 9
Layout and structure Information required Attachments Electronic or hard copy or both © Kingsgrove Consulting 2008
9
5 – PROJECT PLAN Develop a project plan ¾ ¾ ¾ ¾ ¾
Start & finish dates (be realistic!!) Stages and activities (with descriptions) Duration of stages Key steps or “milestones” Resources (money, people, equipment) Gantt Chart
Stage 1 2 3 5 6 7 8
Activity Prepare foundations for building Renovate existing structure (internal & external) Construct new building Fit out servery and kitchen Construct toilet block Prepare carpark Landscape surrounding area (inc playground)
Weeks Start Finish 6 1/08/2007 15/09/2007 12 1/08/2007 31/10/2007 8 16/09/2007 16/11/2007 12 1/11/2007 28/02/2008 8 16/10/2007 16/12/2007 6 1/12/2007 15/01/2008 8 1/12/2007 31/01/2008 Aug
Sep
Oct
Nov
Dec
Jan
Feb
Watch out for planning consents they can take a long time!! © Kingsgrove Consulting 2008
10
6 – ESTIMATE COSTINGS Costing may include cash outlays and in-kind contribution Cash Payments Obtain quotes where possible (include copies in application) If quotes not available, use realistic estimates In-Kind Contributions These are contributions by the applicant or other parties (eg local council). In-kind contributions have a dollar value but are provided as good & services instead of cash. This can include: Labour Materials Facility use Other benefits (eg vehicle use, advertising, printing etc) © Kingsgrove Consulting 2008
11
IN-KIND CONTRIBUTIONS Volunteer Work Valued at pay for similar work undertaken Employees from other organisations Valued at regular rate of pay (exc FB & O/heads) Equipment, Space or Land If donated, valued at fair market value, if used temporarily, valued at fair rental rate. Supplies or materials Valued at fair market price at time of donation TOTAL value of project is usually cash and inkind*. Grants are usually a % of the TOTAL project value * Some grants exclude in-kind contribution © Kingsgrove Consulting 2008
12
PROJECT COST BREAKDOWN Some grants may only fund part of your project. Identify which part of your project meets eligible expenditure guidelines Identify the specific items grant monies will be spent on (eg building new building, purchase of equipment etc) Show how grant funds fit into big picture Show how other funds are used (including other grants)
Assessors need to be confident that funds are to be used correctly © Kingsgrove Consulting 2008
13
7 – IDENTIFY FUNDING SOURCES Clearly set out what funding is to be supplied by whom Cash payment by applicant (from reserves) Other grants (leveraging and grants strategy) Other cash payments (eg donations) Borrowings or loans ( eg bank, private, local gov’t etc) In-Kind contribution (outlined earlier) Grant assessors need to clearly understand what funds are involved and where they are from © Kingsgrove Consulting 2008
14
8 – TEST FOR SUSTAINABILITY Many grants require projects to be sustainable or selffunding after grants funds are used (especially grants for businesses). Where this is required show: ¾ Sources of future revenues or income ¾ Realistic forecasts of income ¾ Realistic estimates of expenses or costs ¾ Identify basis for forecasts and estimated (eg 5,000 users/year of a facility @ $5 each generates $25,000 pa)
If you have a business plan, include it with the application © Kingsgrove Consulting 2008
15
9 – LETTERS OF SUPPORT Obtaining support letters is critical but can take time!. Community Groups 9 Users and beneficiaries of project (eg sporting groups) 9 Members of parliament (State and Federal) 9 Local government 9 Regional Development Board 9 Local businesses Business Grants 9 Customers & suppliers 9 Industry bodies 9 Members of parliament (State and Federal) 9 Local government 9 Regional Development Board Check grant guidelines for objectives, prepare project overview and bullet points of what you want said in the support letter © Kingsgrove Consulting 2008
16
10 – DRAFT APPLICATION Prepare a draft of your application and have it proof read by someone not involved in the project (but who understands the project and has read the guidelines) This provides: 9
An objective assessment of the application
9
Identifies any areas that are ambiguous or unclear
9
Can play “Devil’s Advocate” and question assumptions
9
Check spelling and grammar (a spelling mistake can devalue a whole document)
© Kingsgrove Consulting 2008
17
11 – ATTACHMENT CHECKLIST Typical attachments include: Copies of plans, drawings or other project information Photos, maps or diagrams (1 picture=1,000 words) Cost estimates and quotes Letter of support Evidence of funding (bank statements etc) Evidence of research (eg markets, competitors etc) Evidence of funding availability (Letters from co-funders) Additional information (background, press clippings brochure material, awards)
Include a list of attachments and separate each attachment with a title page © Kingsgrove Consulting 2008
18
12 – SUBMIT THE APPLICATION The final steps include: 1.
Final check of application against guidelines (have all questions been fully answered)
2.
Check the assessment criteria addressed
3.
Compile the application and attachments (in a logical order)
4.
Sign off the document (if required)
5.
Keep an electronic copy of all documents (scanned letters etc)
6.
Submit by deadline (if required) Contact the program office and let them know you have submitted an application © Kingsgrove Consulting 2008
19
ASSESSOR-FRIENDLY APPLICATIONS Assessors get dozens of applications they have to read through Make it easy for them to read and work though your application (use space in your text) Make sure you have identified and addressed the assessment criteria Tip - re-state a criterion and then answer it Eg “How will the project benefit local community groups?” The facility will be used by a range of sporting and social clubs including….
© Kingsgrove Consulting 2008
20
GRANT JARGON Inputs Resources used in the project (eg labour, materials etc) Methodology Basic project plan outlining what is to be achieved Milestone Key point achieved during project (eg construction of building) Objective(s) What will the project achieve at its conclusion? Output Achievement of milestone (eg building constructed) Outcomes Long-term benefits of the project (eg increased tourism) © Kingsgrove Consulting 2008
21
GRANT JARGON Performance Indicator Type of measure of performance (eg number of visitors/year) Performance Measure Real outcome from project (eg visitors increased by 20%) Rationale Basic reason project is needed (eg need to increase tourists) Sustainability Ability to survive without further government funding Viability (project) Ability of the project to be completed on-time within budget Viability (applicant) Can the applicant manage and fund the project? © Kingsgrove Consulting 2008
22
DO’S and DON’TS Do Read the guidelines and follow application instructions Be succinct and clear in what you say in the application Use the same terminology and words that the guidelines use Be positive (say “will” not “might” or “may”) Stay within application guidelines for number of words etc Reinforce your need and the benefits throughout the application (don’t be afraid to re-state your case) 9 Explain the benefits to the funding body (PR, profile etc) 9 9 9 9 9 9
Don’t X Pad out your application with waffle X Send the same generic application to several bodies (tailor to suit each one) X Use emotive language or terminology X Dwell on problems - focus on solutions X Don’t imply you have a “right” to a grant © Kingsgrove Consulting 2008
23
ACKNOWLEDGEMENT
This presentation was based on an excellent booklet prepared by the Barossa Riverland MidNorth ACC. Their permission to use the information is gratefully acknowledged
© Kingsgrove Consulting 2008
24
CONTACTS
Jan Bittner PO Box 555 NARACOORTE SA 5271 M: 0408 836 307 P: 08 8762 2133 F: 08 8762 3139 [email protected] Gerry King PO Box 7154 WEST LAKES SA 5021 M: 0412 804 805 P: 08 8268 1066 F: 08 8268 8922
[email protected] 25
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