Federal Grants Application Training

1
W E L C O M E !
Navigating the Federal Funding Process
Federal Grants Application Training
Presented by OJJDPs National Training and
Technical Assistance Center
2
IntroductionFacilitator Introductions

• Name
• Title
• Expertise
• Agency
• Geographic location

1-2
3
Introduction

• 1. Introduction
• 2. Identifying Funding Opportunities
• 3. Determining Your Organizational Needs and
  Readiness
• 4. Preparing Your Grant Application
• 5. Writing Your Grant Proposal, Part I
• 6. Writing Your Grant Proposal, Part II
• 7. Constructing Your Budget
• 8. Managing Your Grant
• 9. Technical Assistance Sessions

1-3
4
IntroductionCourse Goal

• The goal of this course is to develop your
  knowledge and skills in identifying Federal grant
  sources, writing competitive grant applications,
  and managing grant projects.

1-4
5
IntroductionObjective

• After completing this module, you should be able
  to identify how this course can help you obtain
  Federal funding for your organization.

1-5
6
IntroductionWho is in attendance?

• Geographic region
• East
• Midwest
• West
• South
• North

• Organization type
• Church
• School
• Non-profit
• Private
• Position/role
• Clergy
• Personnel manager
• Finance personnel
• Writers
• Researchers

1-6
7
IntroductionLogistics

• Small group activities
• Breaks and lunch
• Restrooms, phones, smoking areas
• PLEASE TURN OFF PAGERS AND PHONES NOW!

1-7
8
Module 2 Identifying Funding Opportunities
Navigating the Federal Funding Process
Federal Grants Application Training
Presented by OJJDPs National Training and
Technical Assistance Center
9
2. Identifying Funding Opportunities Form
Groups

• Participants will form teams of 6-8 at each
  table.
• Participants work in same team for entire
  training program.

2-2
10
2. Identifying Funding Opportunities

• Turn to
• Activity 2-1 Group Resume
• in the Participant Workbook

2-3
11
2. Identifying Funding Opportunities

• Activity 2-1 Group Resume
• Report Out
• Total years of experience with grants, including
  aggregate and range of experience
• States that are represented
• Types of programs and services and who the
  programs serve
• Course expectations

2-4
12
2. Identifying Funding Opportunities
Overview
Objective After completing this module, you
should be able to describe, generally, the major
steps in the Federal grant application and
management process.

• Topics
• Federal Government Grant Award Process
• Key Faith-based Community-based Initiatives
  Contacts
• U.S. Department of Justice Structure
• Potential Sources of Federal Funding
• Grant Announcements
• Application Kit

2-5
13
2. Identifying Funding Opportunities Key
Terms

• Funders
• Program or Grant Announcements
• Request for Proposal (RFP)

See also the Glossary of Key Terms in the
Participant Workbook
2-6
14
2. Identifying Funding Opportunities
Federal Government Grant Award Process

• Presidents Budget and Congressional Action
• Notice of Funding Availability Published in the
  Federal Register
• Funding Announcement
• Application Submission
• Review and Recommendations by Initial Review
  Groups
• Cost Analysis by Grants Officer and Program Staff
• Funding Decisions and Explanations by Government
  Officials
• Program Evaluation

2-7
15
2. Identifying Funding Opportunities
Federal Government Grant Award Process

• 1. Presidents Budget and Congressional Action

2-8
16
2. Identifying Funding Opportunities
Federal Government Grant Award Process

• 2. Notice of Funding Availability Published in
  the Federal Register

2-9
17
2. Identifying Funding Opportunities
Federal Government Grant Award Process

• 3. Funding Announcement

2-10
18
2. Identifying Funding Opportunities
Federal Government Grant Award Process

• 4. Application Submission

2-11
19
2. Identifying Funding Opportunities
Federal Government Grant Award Process

• 5. Review and Recommendations by Initial Review
  Groups

2-12
20
2. Identifying Funding Opportunities
Federal Government Grant Award Process

• 6. Cost Analysis by Grants Officer and Program
  Staff

2-13
21
2. Identifying Funding Opportunities
Federal Government Grant Award Process

• 7. Funding Decisions and Explanations by
  Government Officials

2-14
22
2. Identifying Funding Opportunities
Federal Government Grant Award Process

• 8. Program Evaluation

2-15
23
2. Identifying Funding Opportunities Key to
Funding Sources

• Do not limit funding search to one source.
• Look for a match between project and capacity (or
  ability), community need, and the grants you
  seek.
• Look for alignment between the purpose and goals
  of your project and the funder.
• Find funding that will support the project you
  know will help.
• Stay true to your expertise and your level of
  commitment to your service area.

2-16
24
2. Identifying Funding Opportunities What
Are Executive Orders?

• A legally binding edict issued by a member
  of the executive branch of government, usually
  the head of that branch.

2-17
25
2. Identifying Funding Opportunities
Faith-based vs. Community-based Initiatives

• Faith-based Initiatives Refers to groups
  or organizations that provide human services and
  have a faith element integrated into their
  organization.
• Community-based Initiatives Refers to human
  service organizations that provide services to
  residents of the community.

2-18
26
2. Identifying Funding Opportunities Key
Faith-Based Community Initiatives Contacts

• White House Office of Faith-Based and Community
  Initiatives
• Cabinet-level Offices - Faith-Based and Community
  Initiatives
• U.S. Department of Agriculture
• U.S. Department of Commerce
• U.S. Department of Education
• U.S. Department of Health and Human Services
• U.S. Department of Housing and Urban Development
• U.S. Department of Justice
• U.S. Department of Labor
• Agency for International Development
• Small Business Administration

Refer to Handout 2-2 Key Faith-based
Community Initiatives Contacts in the Participant
Workbook
2-19
27
Identifying Funding OpportunitiesU.S. Department
of JusticeOffice of Justice Programs

• Office of Juvenile Justice and Delinquency
  Prevention (OJJDP)
• Bureau of Justice Assistance (BJA)
• Office for Victims of Crime (OVC)
• Bureau of Justice Statistics (BJS)
• National Institute of Justice (NIJ)

Refer to Handout 2-3 U.S. Department of
Justice Organizational Structure in the
Participant Workbook
2-20
28
2. Identifying Funding Opportunities
Potential Sources of Federal Funding

• Grants Web site http//www.grants.gov
• OJP Web site http//www.ojp.usdoj.gov/fbci
• The Catalog of Federal Domestic Assistance
  http//www.cfda.gov
• The Federal Register http//www.gpoaccess.gov/fr
  /index.html
• Office of Management and Budget, Grants
  Management
• http//www.whitehouse.gov/omb/grants

2-21
29
2. Identifying Funding Sources Grants.gov
http//www.grants.gov
2-22
30
2. Identifying Funding Opportunities
Federal Government Grant Award Process

• Presidents Budget and Congressional Action
• Notice of Funding Availability Published in
  Federal Register
• Funding Announcement
• Application Submission
• Review and Recommendations by Initial Review
  Group
• Cost Analysis by Grants Officer and Program Staff
• Funding Decisions and Explanations by Government
  Officials
• Program Evaluation

2-23
31
2. Identifying Funding Opportunities
Contents of Grant Announcements

• Instructions on how to apply
• Where to get an application kit
• Information the application should contain
• Date application is due
• Application format
• Agency contact information

2-24
32
2. Identifying Funding Opportunities
Understanding Grant Announcements

• Request for Applications (RFAs)
• Request for Proposals (RFPs)

2-25
33
2. Identifying Funding Opportunities Using
Grant Announcements

• Accessing a RFP Grant Application Kit
• Requesting and reviewing a Grant Application Kit
• Qualification criteria What it takes to get the
  award

2-26
34
2. Identifying Funding Opportunities
Accessing a Grant Application Kit

• Request for Application (RFA) Part I
  Programmatic Guidance
• Request for Proposal (RFP) Part II Policies and
  Procedures
• SF 424 Federal Application for Assistance
• Assurance of Compliance Form

2-27
35
2. Identifying Funding Opportunities

• Turn to Appendix A Activity 2-2 Read and
  Review the Program Announcement Application
  Requirements in the Participant Workbook

• Also refer to Appendix A Activity 2-2 Program
  Announcement Application Requirements Single
  Jurisdiction Juvenile or Family Drug Court
  Enhancement Program in the Participant Workbook

2-28
36
2. Identifying Funding Opportunities Grants
vs. Contracts

• Grants Award to States, units of local
  government, or private organizations at the
  discretion of the awarding agency or on the basis
  of a formula. Grants are used to support a
  public purpose.

Contracts Entered into by awarding agency,
recipients, and commercial and nonprofit
organizations. With few exception (sole-source),
contracts are awarded through a competitive
process to procure a good or service.
2-29
37
2. Identifying Funding Opportunities Summary

• Objective
• After completing this module, you should be able
  to describe, generally, the major steps in the
  Federal grant application and management process.
• Topics
• Federal Government Grant Award Process
• Key Faith-based Community-based Initiatives
  Contacts
• U.S. Department of Justice Structure
• Potential Sources of Federal Funding
• Grant Announcements
• Application Kit

2-30
38
Module 3 Determining Your Organizational Needs
and Readiness
Navigating the Federal Funding Process
Federal Grants Application Training
Presented by OJJDPs National Training and
Technical Assistance Center
39
3. Determining Your Organizational Needs and
ReadinessOverview

• Objective
• After completing this module, you should be able
  to explain how to determine your organizations
  readiness to apply for Federal grant funding.

• Topics
• The Grant Application Process
• Is a Grant Right for Us?
• Identifying Needs

• Assessing Readiness
• A Look at Partnerships
• Getting Organized

3-2
40
3. Determining Your Organizational Needs and
Readiness The Grant Application Process

• Link project to funding opportunities
• Establish goals and objectives
• Develop an application strategy/approach
• Assemble the team
• Manage the team and process

3-3
41
3. Determining Your Organizational Needs and
Readiness Why Are We Applying for a Grant?

• Appropriate reasons
• There is a significant problem in our community
• Our organization has the potential to influence
  the situation
• We do not currently possess the resources to have
  a positive impact.
• Inappropriate reason
• Our organization needs money, staff, or training

Note Faith-based organizations may not use
government funding to directly support
inherently religious activities.
3-4
42
3. Determining Your Organizational Needs and
Readiness Qualifying Criteria

• Significant target problem
• Viable solution to the problem
• Measurable intended outcomes
• Credible organization
• Solid plan
• Demonstrated knowledge and expertise
• Demonstrated commitment to the project

Note Faith-based organizations may not use
government funding to directly support
inherently religious activities.
Refer to Appendix B Handout 3-1 Guidance to
Faith-based and Community Organizations on
Partnering with the Federal Government in the
Participant Workbook
3-5
43
3. Determining Your Organizational Needs and
Readiness Conducting Research

• Questions
• What else has been done to correct the problem?
• Is your project already in place somewhere else?
• Does the research indicate successful outcomes or
  positive impact?
• Have similar projects been done?

• Resources
• Research studies
• Journals
• Data types
• Statistical
• Historical
• Philosophical

Refer to Handout 3-2 Tips for Conducting
Literature Searches Locating Community
Assessment Resources in the Participant Workbook
3-6
44
3. Determining Your Organizational Needs and
Readiness Considering Partnerships

• What are the benefits of community partnerships?

3-7
45
3. Determining Your Organizational Needs and
Readiness Benefits of Partnerships

• Project support
• Project sustainability
• Added credibility
• Added resources, data, knowledge, and expertise
• Feedback and perspective

3-8
46
3. Determining Your Organizational Needs and
Readiness What Is Cultural Competency?

• Cultural competency may be defined as the
  knowledge, skills, and attitudes that enable
  administrators and practitioners within systems
  of care to provide for diverse populations.
• Source U.S. Dept. of Health and Human Services

3-9
47
3. Determining Your Organizational Needs and
Readiness Readiness Checklist

• We have identified a specific problem of focus
• We can describe the impact of the problem
• We have investigated possible causes of the
  problem
• We have the right personnel to write a successful
  grant application
• We have the time to organize and write a
  successful grant application
• We have the experience and expertise to make our
  proposed project work
• We have the necessary community partnerships and
  networks
• We have the required cultural competence
• We have the right personnel and/or networks to
  implement a successful program

3-10
48
3. Determining Your Organizational Needs and
Readiness Getting Organized

• Project Notebook
• Project Description
• Project Approach
• Management Plan
• Evaluation Methodology

Refer to Handout 3-3 Create Your Project
Notebook, Handout 3-4 Project Description, and
Handout 3-5 Questions to Consider in Preparing
Your Project Description in the Participant
Workbook
3-11
49
3. Determining Your Organizational Needs and
Readiness

• Turn to
• Activity 3-1 Potential Partnerships
• in the Participant Workbook

3-12
50
3. Determining Your Organizational Needs and
Readiness Activity 3-1 Potential Partnerships

• Work in small groups
• Brainstorm individually potential partnerships
• Share your ideas with each other
• Add new ideas to your list
• You have 15 minutes

3-13
51
3. Determining Your Organizational Needs and
Readiness Summary

• Objective
• You should be able to explain how to determine
  your organizations readiness to apply for
  Federal grant funding.

• Topics
• The Grant Application Process
• Is a Grant Right for Us?
• Identifying Needs

• Assessing Readiness
• A Look at Partnerships
• Getting Organized

3-14
52
Technical Assistance Prep
3. Determining Your Organizational Needs and
Readiness

• Facilitate and deliver peer to peer technical
  assistance
• Requests and offers
• Role of facilitator
• Role of note taker

3-15
53
Technical Assistance Prep Categories
3. Determining Your Organizational Needs and
Readiness

• Identifying funding opportunities
• Determining your organizational needs and
  readiness
• Preparing your grant application
• Writing your grant proposal
• Constructing your budget
• Managing your grant
• Additional categories?
• Refer to Handout 3-6 in the Participant Workbook

3-16
54
Homework
3. Determining Your Organizational Needs and
Readiness

• Read Appendix A
• Identify questions that were not answered
• Complete Evaluations for Modules 1-3

3-17
55
Module 4 Preparing Your Grant Application
Navigating the Federal Funding Process
Federal Grants Application Training
Presented by OJJDPs National Training and
Technical Assistance Center
56
4. Preparing Your Grant Application Overview
Objective After completing this module, you
should be able to explain how to effectively
execute the steps in preparing grant
applications.

• Topics
• Steps to Prepare Your Grant
• Application
• Linking Your Project to Funding
• Opportunities
• Filling Out Forms
• Laying Out a Master Plan

• Developing an Application Strategy
• Communicating with Resource
• People
• Managing a Writing Team
• Managing Processes and Timelines

4-2
57
4. Preparing Your Grant Application Steps
To Prepare Your Grant Application

• Match your ideas to funding source, and
  thoroughly understand goals of grant program in
  Request for Proposal (RFP).
• Use funding agencys contacts for additional
  information and questions.
• Begin the necessary background work as soon as
  the Notice and RFP are published.
• Establish timetable to develop grant application
  organize necessary personnel as soon as funding
  availability is announced.
• Follow instructions about format of your
  submission.
• Lay out a master plan.
• Provide information on all review criteria.
• Make a reasonable funding request, and match your
  budget to the scope of work.
• Keep your application simple, reasonable,
  businesslike, and professional.

4-3
58
4. Preparing Your Grant Application Steps
To Prepare Your Grant Application

• Step 1 - Match your ideas to funding source, and
  thoroughly understand goals of grant program in
  Request for Proposal (RFP).

4-4
59
4. Preparing Your Grant Application Steps
To Prepare Your Grant Application

• Step 2 - Use the funding agencys contacts for
  additional information and questions.

4-5
60
4. Preparing Your Grant Application Steps
To Prepare Your Grant Application

• Step 3 - Begin the necessary groundwork as soon
  as the Notice and RFP are published.

4-6
61
4. Preparing Your Grant Application Linking
Your Project to Funding Opportunities

• Explore the Internet
• Talk with grant program officers
• Connect with State, local, and regional offices
  contacts
• Connect with community partners and other Federal
  grantees.

4-7
62
4. Preparing Your Grant Application Steps
To Prepare Your Grant Application

• Step 4 - Establish a timeline to develop the
  grant application organize necessary personnel
  as soon as funding availability is announced.

4-8
63
4. Preparing Your Grant Application Steps
To Prepare Your Grant Application

• Step 5 - Follow instructions about the format
  for your application.

4-9
64
4. Preparing Your Grant Application Filling
Out Forms

• Review and analyze your application - screening
  and eligibility criteria
• Complete the forms
• Communicate with resource people and potential
  partners

4-10
65
4. Preparing Your Grant Application Steps To
Prepare Your Grant Application

• Step 6 - Lay out a master plan.
• Include
• Mission and vision statements
• Specific goals, objectives, and tasks
• Target population
• Resources
• Time frames
• Method to evaluate accomplishments

4-11
66
4. Preparing Your Grant Application Mission
vs. Vision

• Mission Reason why an organization exists.
• Vision Direction of the organization.

4-12
67
4. Preparing Your Grant Application
Developing an Application Strategy

• Establish specific objectives, goals, and
  purposes
• Identify team
• Develop methods, processes, timelines, and costs

4-13
68
4. Preparing Your Grant Application
Communicating with Resource People

• State Point of Contact
• Single State Agency/Designated State Agency
• Government Project Officers and Grant Management
  Officers
• Project Partnerships and Community Groups
• Consumers and Families

4-14
69
4. Preparing Your Grant Application
Managing a Writing Team

• If possible, assign each section of the project
  narrative to a member of your writing team.
• Choose and assign team members according to their
  strengths.
• Conduct an initial team meeting to clarify
  expectations and establish
• Processes and responsibilities
• Timeframes for deliverables
• Quality control methods
• Production processes
• Norms for working together to develop the
  application.

Also refer to Handout 4-1 Writing Tips in the
Participant Workbook
4-15
70
4. Preparing Your Grant Application
Managing Processes and Timelines

• Processes
• Document each step
• Outline work plan
• Timelines
• Keep within schedule
• Submit proposal on or before submission deadline

4-16
71
4. Preparing Your Grant Application Steps
To Prepare Your Grant Application

• Step 7 - Provide information on ALL review
  criteria.

4-17
72
4. Preparing Your Grant Application Steps
To Prepare Your Grant Application

• Step 8 - Make a reasonable funding request, and
  match your budget to the scope of work.

4-18
73
4. Preparing Your Grant Application Steps
To Prepare Your Grant Application

• Step 9 - Keep the application simple,
  reasonable, businesslike, and professional.

4-19
74
4. Preparing Your Grant Application

• Turn to
• Activity 4-1 Writing Down Major Tasks and
  Activities in a Program Announcement
• in the Participant Workbook

• Also refer back to Activity 2-2 Program
  Announcement Application Requirements in
• Appendix A of the Participant Workbook

4-20
75
4. Preparing Your Grant Application Summary
Objective After completing this module, you
should be able to explain how to effectively
execute the steps in preparing grant applications.

• Topics
• Steps to Prepare Your Grant
• Application
• Linking Your Project to Funding
• Opportunities
• Filling Out Forms
• Laying Out a Master Plan

• Developing an Application Strategy
• Communicating with Resource
• People
• Managing a Writing Team
• Managing Processes and Timelines

4-21
76
Module 5 Writing Your Grant Proposal, Part I
Navigating the Federal Funding Process
Federal Grants Application Training
Presented by OJJDPs National Training and
Technical Assistance Center
77
5. Writing Your Grant Proposal, Part IOverview

• Objective
• After completing this module, you should be able
  to identify the key components of a grant
  proposal and the concepts behind writing a
  problem/need statement and the projects goals
  and objectives.

• Topics
• Grant Application Process
• Components of a Grant Proposal
• Program Narrative
• Executive Summary/Project Abstract

• Problems to Be Addressed
• Problem/Need Statement
• Project Goals and Objectives and Performance
  Measures
• SMART Goals and Objectives

5-2
78
5. Writing Your Grant Proposal, Part IGrant
Application Process

• Developing your application and proposal is an
  iterative process.

Ideas
Research and Writing
5-3
79
5. Writing Your Grant Proposal, Part IComponents
of a Grant Proposal

• Executive Summary/Project Abstract
• Problems to Be Addressed (Problem/Need Statement)
• Project Goals and Objectives and Performance
  Measures
• Project Design/Strategy
• Management and Organizational Capability
• Documenting Past Performance
• Evaluation
• Budget
• Appendices

5-4
80
5. Writing Your Grant Proposal, Part I
Program Narrative

• Executive Summary/Project Abstract
• Problems to Be Addressed (Problem/Need Statement)
• Project Goals and Objectives and Performance
  Measures
• Project Design/Strategy
• Management and Organizational Capability
• Documenting Past Performance

5-5
81
5. Writing Your Grant Proposal, Part IExecutive
Summary/Project Abstract

• Who are you?
• What is the issue you will address?
• How will you address the issue?
• What will you do to make that change happen?
• What will your effort cost?
• Have funds already been obtained?

Refer to Handout 5-1 Project Abstract in the
Participant Workbook
5-6
82
5. Writing Your Grant Proposal, Part IProblems
to Be Addressed

• This section must identify the problems or issues
  that will be addressed by the project.
• This is also known as the Problem/Need Statement.

5-7
83
5. Writing Your Grant Proposal, Part IComponents
of the Problem/Need Statement

• Current problems or conditions that require
  actions
• Who is experiencing the problem
• Causes of the problem
• Supporting evidence

5-8
84
5. Writing Your Grant Proposal, Part
ICharacteristics of the Problem/Need Statement

• Clear and concise
• Well-supported
• Clearly related to the purpose of your
  organization
• Local context
• Of a manageable scope
• Presented in simple terms
• Written from a factual perspective, with some
  human interest as appropriate

5-9
85
5. Writing Your Grant Proposal, Part I

• Turn to
• Activity 5-1 Problem/Need Statement
• Activity in the Participant Workbook

5-10
86
5. Writing Your Grant Proposal, Part I Activity
5-1 Problem/Need Statement

• Work in small groups.
• Review the two problem/needs statements provided
• Collaborate with your group members to identify
  the strengths and weaknesses for each statement
  and to make suggestions for improvements
• Use the worksheet provided to note what is done
  well and
• what is not done well in the sample problem
  statements.
• Prepare to share your findings with the large
  group.
• You will have 20 minutes.

5-11
87
5. Writing Your Grant Proposal, Part I Project
Goals and Objectives/Performance Measures

• Project Goals and Objectives
• The milestones for each step.
• This is the project plan.
• Performance Measures
• They are concrete and state how the success of an
  objective will be measured.
• They should include a time frame for measuring
  success.

5-12
88
5. Writing Your Grant Proposal, Part I Project
Goals and Objectives

• Goals
• Broad statement about what the program intends to
  accomplish. It is also the intended long-term
  outcome of the program.
• To develop a project goal, ask what is the major
  outcome we wish to see as a result of our
  project?
• Objectives
• Expected achievements that are well-defined,
  specific, measurable, and derived from the
  goal(s).
• To develop objectives, ask what steps do we need
  to take to achieve our goal?

Goal
Objective
Objective
Objective
5-13
89
5. Writing Your Grant Proposal, Part I SMART
Goals and Objectives - Definitions

• Specific objective should state what exactly is
  to be achieved, identify a specific target group
  and issue area
•  
• Measurable able to measure whether you are
  meeting the stated objectives
•  
• Achievable objectives and steps are attainable
  based on your current resources
•  
• Realistic able to achieve the level of change
  that the objective states
•  
• Time-limited objectives are set within a
  specific and realistic time frame

5-14
90
5. Writing Your Grant Proposal, Part I SMART
Goals and Objectives

• Specific, Measurable, Achievable, Realistic,
  Time-limited

Reduce the number of juvenile delinquency reports
by 25 percent in a 12-month period.
Involve 25 percent more 10- to 17-year-olds in
after-school programs.
Reduce truancy by 50 percent over a 12-month
period.
Increase awareness of delinquency prevention
strategies for all parents of 10- to 17-year-olds
in the community.
5-15
91
5. Writing Your Grant Proposal, Part I

• Turn to
• Activity 5-2 Project Goals and Objectives
• in the Participant Workbook

5-16
92
5. Writing Your Grant Proposal, Part I Activity
5-2 Project Goals and Objectives

• Work in small groups to
• Match the given objectives to the goal they
  support.
• Identify which goals and objectives are SMART,
  and which need improvement.
• Rewrite those goals and objectives that need
  improvement.
• You will have 15 minutes.

5-17
93
5. Writing Your Grant Proposal, Part ISummary

• Objective
• You should now be able to identify the key
  components of a grant proposal and the concepts
  behind writing a problem/need statement and the
  projects goals and objectives.

• Topics
• Grant Application Process
• Components of a Grant Proposal
• Program Narrative
• Executive Summary/Project Abstract

• Problems to Be Addressed
• Problem/Need Statement
• Project Goals and Objectives and Performance
  Measures
• SMART Goals and Objectives

5-18
94
Module 6 Writing Your Grant Proposal, Part II
Navigating the Federal Funding Process
Federal Grants Application Training
Presented by OJJDPs National Training and
Technical Assistance Center
95
6. Writing Your Grant Proposal, Part II
Overview
Objective After completing this module, you
should be able to explain how to write your grant
proposal focusing on the project design/strategy,
identifying and developing tasks, management and
organizational capability, and the project
evaluation.

• Topics
• Project Design/Strategy
• Identifying and Developing Tasks
• Management and Organizational Capability
• Documenting Past Performance
• What Is an Evaluation Plan?
• Components of an Evaluation Plan

• Why Are Evaluations Important?
• What to Remember When Developing Evaluation
  Questions
• Questions to Consider in Your Evaluation Plan
  
• Types of Evaluation
• What is the Mission of GPRA?

6-2
96
6. Writing Your Grant Proposal, Part II
Project Design/Strategy

• It covers your proposed strategy, what you are
  proposing to do, and how you intend to do it.

6-3
97
6. Writing Your Grant Proposal, Part II
Identifying and Developing Tasks

• Tasks are precise steps you follow to carry out
  each objective
• Tasks help you identify
• What tasks need to be done under each objective.
• Who will do the tasks.
• When they will be done.
• Where they will be done.
• What resources you need for each task.
• What is the purpose of the task (i.e., what
  outcome is expected as a result of doing each
  task).

6-4
98
6. Writing Your Grant Proposal, Part II
Management and Organizational Capability

• Develop a management plan that
• Sells your organizations capabilities, its
  uniqueness, its strengths, and its specialties.
• Shows how your organizations wealth of
  experience supports the requirements of the
  project.
• Details the roles and responsibilities of key
  staff members, and shows their superb
  qualifications for specific role in the project.
• Details the capacity of your partner
  organizations that are committed to doing the
  work.

6-5
99
6. Writing Your Grant Proposal, Part II
Management and Organizational Capability

• Develop a staffing plan that
• Details the amount of time each person will work
  on the project.
• Develops a chart or timeline, organized in a way
  that is feasible.
• Indicates that your staff reflects the target
  population.
• Explains how the staff is competent in the
  culture of the target population(s).
• Provides evidence of capability, experience, and
  commitment of proposed consultants and
  subcontractors.

6-6
100
6. Writing Your Grant Proposal, Part II
Documenting Past Performance

• Information showing you have had success
  operating similar projects.
• Write-ups of past projects that contain
  information on how you stayed within time and
  budget limitations, including start-up costs.
• Metrics that measured your success may be
  requested.

6-7
101
6. Writing Your Grant Proposal, Part II
What Is an Evaluation Plan?
An evaluation plan is a written document that
states the goals, objectives, tasks, and
activities of the project the questions that
will be answered the information that will be
collected to answer these questions and when
collection of information will begin and end.
6-8
102
Writing Your Grant Proposal, Part IIComponents
of an Evaluation Plan

• Your evaluation plan should
• Address requirements within the proposal.
• Outline information to be collected.
• Validate the qualifications of the persons
  conducting the evaluation.
• Identify the data collection instruments.
• Describe how the data will be collected.
• Include the Government Performance and Results
  Act (GPRA) data that will be collected.

6-9
103
6. Writing Your Grant Proposal, Part II Why
Are Evaluations Important?

• Help you determine the extent to which your
  approach worked.
• Provide you with important information regarding
  what changes might be needed for the program to
  be more effective.
• Help you make the case with funders, your
  beneficiaries, and the public that your work is
  effective.
• Help funders understand that they have a good
  investment of their money.
• Help you fund the next step of the program.

6-10
104
6. Writing Your Grant Proposal, Part IIWhat to
Remember When Developing Evaluation Questions

• Responses are only as good as the questions being
  asked.
• The questions should be framed to get reliable
  and valid answers.
• The required scope of the evaluation should be
  identified early.

6-11
105
Writing Your Grant Proposal, Part IIQuestions to
Consider for Your Evaluation Plan

• What are you evaluating?
• What performance measures must be achieved to
  determine success?
• What evidence will determine if the performance
  measures were met?

Refer to Handout 6-1 Developing an Evaluation
Plan in the Participant Workbook
6-12
106
6. Writing Your Grant Proposal, Part II
Types of Evaluations

• Formative (process) considers how strategies,
  tasks and activities are being implemented.
  Examines what, how, and to who/whom services are
  delivered.
• Summative (outcome) addresses whether or not,
  or to what degree, the program meets the intended
  program goals and objectives. Examines the
  effect of your project on the community and the
  factors contributing to the effect.
• Integrate GPRA requirements into the project
  evaluation plan.

6-13
107
Writing Your Grant Proposal, Part II What Is the
Mission of GPRA?

• The mission of the Government Performance and
  Results Act (GPRA) of 1993 is to improve the
  confidence of the American people in the
  capability of the Federal Government. GPRA holds
  all Federal agencies accountable for achieving
  program results.

6-14
108
6. Writing Your Grant Proposal, Part II

• Turn to
• Activity 6-1 Knowledge Checking
• in the Participant Workbook

Also refer to Handout 6-2 Sample Proposal
Checklist from OJJDP in the Participant Workbook
6-15
109
6. Writing Your Grant Proposal, Part II
Summary
Objective You should now be able to explain how
to write your grant proposal focusing on the
project design/strategy, identifying and
developing tasks, management and organizational
capability, and the project evaluation.

• Topics
• Project Design/Strategy
• Identifying and Developing Tasks
• Management and Organizational Capability
• Documenting Past Performance
• What Is an Evaluation Plan?
• Components of an Evaluation Plan

• Why Are Evaluations Important?
• What to Remember When Developing Evaluation
  Questions
• Questions to Consider in Your Evaluation Plan
• Types of Evaluation
• What is the Mission of GPRA?

6-16
110
Module 7 Constructing Your Budget
Navigating the Federal Funding Process
Federal Grants Application Training
Presented by OJJDPs National Training and
Technical Assistance Center
111
7. Constructing Your BudgetOverview

• Objective
• After completing this module, you should be able
  to explain how to show itemized project costs and
  support the costs with a budget narrative.

• Topics
• Budget Overview
• Budget Components
• Budget Process
• Budget Narrative

7-2
112
7. Constructing Your Budget What Is a Budget?

• It is a detailed projection of all costs required
  to implement and manage the project.
• It explains to the funder how the requested funds
  will be utilized.
• It includes supporting documentation and a budget
  narrative.

7-3
113
7. Constructing Your Budget An Effective Budget

• Ensures that the requested amount of money is on
  target for the described activity (not too much
  or too little).
• Demonstrates that grant money will be spent in
  compliance with grant regulations and Federal
  regulations.
• Is flexible (there is room for negotiation).
• Contains accurate numbers.
• Addresses each line item in the narrative.
• Provides a narrative that clearly explains how
  you arrived at the numbers and why the requested
  amount is necessary.

Refer to Handout 7-1 Budget Preparation
Worksheet in the Participant Workbook
7-4
114
7. Constructing Your Budget Budget Line Items
and Categories

• Direct Costs - Products and services related to
  the project.
• Personnel
• Salaries and wages
• Fringe (benefits)
• Consultants and contracted services
• Non-personnel
• Travel
• Equipment
• Supplies, etc.
• Indirect Costs - Costs of doing business.
• Administrative expenses (overhead)
• Usually figured as a percentage of the programs
  direct costs

Refer to Handout 7-1a and 7-1b Sample Budget
and Budget Narrative in the Participant Workbook
7-5
115
7. Constructing Your Budget Indirect Cost Rate

• The rate depends on the grantcheck the
  requirements!
• Your organization may be allowed to conduct a
  financial analysis to determine the appropriate
  percentage.
• The funder may set the percentage.

Note Some funders do not allow indirect costs to
be added in as a percentage.
7-6
116
7. Constructing Your Budget

• Turn to
• Activity 7-1a and 7-1b
• Exercise Budget and Budget Narrative
• in the Participant Workbook

7-7
117
7. Constructing Your Budget Activity 7-1a
7-1b Exercise Budget and Budget Narrative

• Work in small groups
• Compare the exercise budget and budget narrative
  provided in Activity 7-1a.
• Determine how well (or not) the narrative
  supports the budget.
• Identify strengths and weaknesses, and
  suggestions for improvement.
• Use the supplied worksheet to note your responses
  (Activity 7-1b).
• Prepare to report your findings.
• You have 20 minutes to complete the activity.

7-8
118
Finalizing the Proposal
7. Constructing Your Budget

• Review all content
• Edit the document
• Ensure proper formatting

7-9
119
7. Constructing Your BudgetSummary

• Objective
• After completing this module, you should be able
  to explain how to show itemized project costs and
  support the costs with a budget narrative.

• Topics
• Budget Overview
• Budget Components
• Budget Process
• Budget Narrative

7-10
120
Module 8 Managing Your Grant
Navigating the Federal Funding Process
Federal Grants Application Training
Presented by OJJDPs National Training and
Technical Assistance Center
121
8. Managing Your Grant Overview
Objective After completing this module, you
should be able to explain the key concepts of
grant management, including program evaluation.

• Topics
• Key Concepts of Grant Management
• Federal Grant Qualifying Criteria
• Peer Review
• If You Did Not Win the Award
• If You Won the Award

• Financial Management
• Progress Reports
• Evaluating the Progress
• Evaluating the Outcomes

8-2
122
8. Managing Your GrantKey Concepts of Grant
Management

• Federal grant award criteria
• What to do when the grant is awarded
• We got it
• We did not get it
• Managing to objectives
• Financial management
• Providing status reports (GPRA Requirements)
• Evaluating the outcomes

8-3
123
8. Managing Your GrantFederal Grant Qualifying
Criteria

• Significant target population
• Viable solution to the problem
• Measurable intended outcomes
• Credible organization
• Solid plan
• Demonstrated knowledge and expertise
• Demonstrated commitment to the project
• Note Faith-based organizations may not use
  direct government support for inherently
  religious activities.

8-4
124
8. Managing Your GrantPeer Review

• It may be conducted by mail, conference call, in
  meetings, or using a mix of all three.
• Peer reviewers and/or program managers make site
  visits.
• For peer reviews that involve meetings, peer
  review panel members assemble for instruction,
  including review of program announcement,
  selection criteria, and peer review procedures.
• If OJJDP determines a need for reviewer
  communication, a conference call may be arranged
  among OJJDP staff, the support contractor, and
  reviewers to discuss the application.
• Competitive applications will be rated by each
  peer reviewer according to selection criteria.

Reference OJJDP Peer Review Guidelines
(http//ojjdp.ncjrs.org/funding/peerreview.html)
8-5
125
8. Managing Your GrantIf You Did Not Win the
Award

• Find out why you did not win
• Request information
• Attend formal debriefing
• Conduct an internal process review
• Identify lessons learned
• Develop a revised approach for future grant
  proposals

8-6
126
8. Managing Your GrantIf You Won the Award

• Congratulations!
• Get to know the project officer
• Attend post-award meeting
• Set up processes and structure
• Begin the program

8-7
127
Managing Your GrantMaterials Included in a Grant
Award Packet

• The following is a list of materials/information
  typically included in a grant award packet.
•  
• 1. The award document and any special conditions.
• 2. Web addresses of pertinent OMB Circulars and
  common rules for grant management.
• 3. A copy of the automatic clearinghouse form and
  instructions.
• 4. The reporting requirements
•  
• Note The grantees PIN and grant ID number will
  be mailed out separately from the award document.

Refer to Handout 8-1 Office of Justice
Programs, Office of the Comptroller FAQ Sheet in
the Participant Workbook
8-8
128
8. Managing Your GrantFinancial Management

• Attend a training seminar
• Obtain a financial guide online
• Be aware that you will be audited

Refer to Handout 8-2 Regional Financial
Management Training Seminars in the Participant
Workbook
8-9
129
8. Managing Your GrantProgress Reports

• GPRA Requirements
• Tracking and Reporting Requirements

8-10
130
8. Managing Your GrantEvaluating the Progress

• Collect qualitative and quantitative data
• (Formative only) Relate your data to project
  tasks identified and answer these questions
• How many clients did you serve?
• What type of clients did you serve?
• What type of services did you offer?

8-11
131
8. Managing Your GrantEvaluating the Outcomes

• Few individuals have all the skills a good
  evaluation requires. Consider multiple evaluators
  or a team.
• Work closely with your evaluator or evaluation
  team to benefit most from your evaluation.
• Ensure all evaluation components are integrated
  (grant objectives, evaluation questions, methods,
  instruments, culture competence, analysis).
• Include community members in developing the
  evaluation plan, analysis, and report.
• Make project results available and accessible to
  the community.
• Be clear about the expectations of the audiences
  that will receive your findings.
• Pay attention to the appearance of the report
  (e.g., layout, clarity of graphics, fonts). Make
  the document reader-friendly.

8-12
132
8. Managing Your Grant Summary
Objective After completing this module, you
should be able to explain the key concepts of
grant management including program evaluation.

• Topics
• Key Concepts of Grant Management
• Federal Grant Qualifying Criteria
• Peer Review
• If You Did Not Win the Award
• If You Won the Award

• Financial Management
• Progress Reports
• Evaluating the Progress
• Evaluating the Outcomes

8-13
133
Module 9 Technical Assistance Sessions
Navigating the Federal Funding Process
Federal Grants Application Training
Presented by OJJDPs National Training and
Technical Assistance Center
134
9. Technical Assistance Sessions Overview

• Objective
• After completing this module, you should have
  answers to any remaining questions you may have
  about the Federal funding process and Federal
  grant proposal developments.

• Topics
• Facilitate and deliver peer-to-peer technical
  assistance
• Course evaluation
• Closing Ceremony

9-2
135
9. Technical Assistance Sessions Explanation of
Technical Assistance Sessions

• Facilitate and deliver peer-to-peer technical
  assistance
• Requests and offers

9-3
136
Course Summary
9. Technical Assistance Sessions

• Introduction
• Identifying Funding Opportunities
• Determining Your Organizational Needs and
  Readiness
• Preparing Your Grant Application
• Writing Your Grant Proposal, Part I
• Writing Your Grant Proposal, Part II
• Constructing Your Budget
• Managing Your Grant
• Technical Assistance Sessions

9-4
137
9. Technical Assistance Sessions Course
Evaluation

• Your input is important!
• Please complete the evaluation form.

9-5
138
C O N G R A T U L A T I O N S!
Navigating the Federal Funding Process
Federal Grants Application Training
Presented by OJJDPs National Training and
Technical Assistance Center