Show Me the Money: Finding and Getting Grants

1

• Show Me the Money Finding and Getting Grants
• 2008 Pennsylvania Crime Prevention Conference
• October 28 - 29
• Bureau of Justice Assistance
• Domingo S. Herraiz, Director
• www.ojp.usdoj.gov/bja
• Paul Steiner
• Senior Policy Advisor for Crime Prevention
• paul.steiner_at_usdoj.gov

2
Problem Solving
3
Welcomebut Youre a Little Late

• From show me the money, or where is the money?
• BJA Funding

4
FY 2009 Possible Resources

• Justice Assistance Grant (JAG) Formula Grant
  Program
• House Sub-Committee Mark
• 550 million
• Senate Sub-Committee Mark
• 580 million

5
FY 2009 Possible Resources

• Edward Byrne Memorial Discretionary Grant Program
• House Sub-Committee Mark
• 122 million earmarks
• 30 million competitive
• Senate Sub-Committee Mark
• 190 million earmarks
• 40 million competitive

6
Introduction

• Workshop Topics
• Overview of Funding Sources
• Guide for Effective Grant Writing
• Understand Grant Process and
  Management

7
Bureau of Justice Assistance Overview

• BJA is a component of the Office of Justice
  Programs (OJP),
• U.S. Department of Justice, along with
• Bureau of Justice Statistics
• National Institute of Justice
• Office of Juvenile Justice and Delinquency
  Prevention
• Office for Victims of Crime
• Community Capacity Development Office
• Office of Audit, Assessment, and Management
• Office of Sex Offender Sentencing, Monitoring,
  Apprehending, Registering, and Tracking

8
Bureau of Justice Assistance Overview

• BJA Mission
• To provide leadership and services in grant
  administration and criminal justice policy
  development to support local, state, and tribal
  justice strategies to achieve safer communities.
• To reduce and prevent crime, violence, and drug
  abuse and improve the functioning of the
  criminal justice system. To achieve these goals,
  BJA programs emphasize enhanced coordination and
  cooperation of federal, state, and local efforts

9
Bureau of Justice Assistance Overview
BJA Offers Services in All Areas of Public Safety

• Law Enforcement
• Courts
• Corrections
• Community Corrections
• Substance Abuse

• Mental Health
• Victim Services
• Technology
• Crime and Terrorism Prevention
• Tribal Justice

10
Bureau of Justice Assistance Overview

• BJA Programs
• Bulletproof Vest Partnership (BVP)
• Capitol Case Litigation Initiative
• Citizen Corps
• Community-Based Problem-Solving Criminal Justice
  Initiative
• Comprehensive Approaches to Sex Offender
  Management Program
• Correctional Facilities on Tribal Lands Program
• Counter-Terrorism Training and Resources for Law
  Enforcement
• Denial of Federal Benefits (DFB) Program

11
Bureau of Justice Assistance Overview

• BJA Programs (cont.)
• Edward Byrne Memorial Discretionary Grants
  Programs
• Faith-Based and Community Initiatives
• Gang Resistance Education and Training
  (G.R.E.A.T.) Program
• Indian Alcohol and Substance Abuse Program
• Information Technology Initiatives
• Justice and Mental Health Collaboration Program
• Justice Assistance Grant (JAG) Program
• Law Enforcement and Service Provider
  Multidisciplinary Anti-Trafficking Task Forces
• Law Enforcement Tribute Act

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Bureau of Justice Assistance Overview

• BJA Programs (cont.)
• Medal of Valor
• Mental Health Courts
• MethResources.gov
• National Motor Vehicle Title Information System
• Preparing the Justice System for a Pandemic
  Influenza and Other Public Health Emergencies
• Prescription Drug Monitoring Program
• Prison Industry Enhancement Certification Program
• Project Safe Neighborhoods
• Protecting Inmates and Safeguarding Communities

13
Bureau of Justice Assistance Overview

• BJA Programs (cont.)
• Reentry Initiative
• Residential Substance Abuse Treatment for State
  Prisoners (RSAT) Program
• Southwest Border Prosecution Initiative
• State and Local Prosecutors National Training
  Program
• State and Local Terrorism Prevention Training and
  Technical Assistance Program
• State Criminal Alien Assistance Program (SCAAP)
• Statewide Automated Victim Information and
  Notification (SAVIN) Program
• Tribal Courts Assistance Program
• Violent Offender Incarceration and
  Truth-in-Sentencing (VOI/TIS) Incentive Program

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Bureau of Justice Assistance Overview

• Provides national leadership in criminal justice
  policy.
• Provides grants, training, and technical
  assistance to state, local, and non-profit
  organizations involved in any aspect of the
  administration of justice for all areas of public
  safety.
• Acts as a liaison to national organizations that
  partner with BJA to establish policy and help
  disseminate information on best and promising
  practices.
• Administers and manages 7.8 billion (11,021
  grants) in federal grants to state and local
  grant programs through 27 programs and
  initiatives.

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Other BJA Resources

• If you dont ask, you wont get.
• Network of resources
• Fill in the gaps
• Previously owned money

16
Other BJA Resources

• Training
• Technical Assistance
• Networking
• National Crime Prevention Association
• Celebrate Safe Communities

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www.fletc.gov/training/programs/state-local/free-r
esources/
18
COPS

• Community Oriented Policing Services
• Secure our Schools
• Tribal Resources
• Universal Hiring
• Child Sexual Predator
• Technology
• Safe Schools
• Methamphetamine

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COPS FY 2009 Funding

• FY2009 COPS Office Grant Funding
• COPS Office website www.cops.usdoj.gov.
• COPS Office Response Center
• [phone]
• Email askcopsrc_at_usdoj.gov

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Why Seek Funding?
How Can I Use Funding?

• Plan Projects
• Implement Projects
• Enhance Projects
• Pilot Projects

• Evaluate Projects
• Augment Staff Capabilities
• Purchase Equipment

21
Why Seek Funding?

• Good Reasons for Seeking Funding
• Sincere desire to solve a problem or address an
  issue
• Strong belief that your agency is equipped to
  solve the problem
• The Program Solicitation or RFP is aligned with
  your agencys mission

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Why Seek Funding?

• Questionable Reasons for Seeking Funding
• Following the money
• Funding to support everyday agency costs
• Sustainability of existing project

23
Identifying Funding Sources

• What Resources are Available?
• Private Funding Corporation/Business/Foundation
• State Funding
• Federal Funding

24
Identifying Funding Sources

• Private Funding Opportunities
• Distinctive (and sometimes quirky) rules and
  requirements
• Ties between project goals and foundation
  mission
• Shorter proposals
• Credibility factor
• Competitive review optional
• Community/partnership focus

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Identifying Funding Sources

• Private Funding Resources
• Foundation Center http//foundationcenter.org/
• BIG Online http//www.bigdatabase.com/

26
Identifying Funding Sources

• State Funding Opportunities
• Funding from state legislature, specific to state
• Funding from federal formula grants to states
• - Follows federal grant guidelines
• - May have additional requirements
• Funding from local organizations for state use

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Identifying Funding Sources

• Federal Funding
• Budget Appropriations Process
• Type of Funds Discretionary vs. Formula
• Type of Award Grant vs. Cooperative Agreements
• Contracts
• Earmarks

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Identifying Funding Sources

• Federal Funding Opportunities
• U.S. Government Portal (FirstGov)
  http//firstgov.gov/
• CFDA http//12.46.245.173/cfda/cfda.html
• Grants.Gov http//www.grants.gov/
• Federal Register http//www.gpoaccess.gov/fr/ind
  ex.html
• Federal Agency Web Sites

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Identifying Funding Sources

• Agency Resources
• United States Departments of
• Justice
• Education
• Housing and Urban Development
• Health and Human Services
• Labor
• Transportation
• Follow the Formula Funds

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Identifying Funding Resources

• WHEN IN DOUBT....
• GOOGLE IT

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Project Development

• Online Applications
• Easier to write
• Reusable
• Easier to apply
• Easier to review
• First-time learning curve for system
• Dependent on system reliability
• Sometimes too easy to apply

32
Project Development

• Before Writing a Grant Proposal
• Think carefully about project strategy and design
• Develop partnerships (often required)
• These are Key elements of Successful Proposals

33
Project Development
Project Design Steps (SARA Model)

• Project Focus (S)
• Problem Statement (S,A)
• Goals/Objectives (A)
• Performance Indicators (A)
• Program Activities (R)
• Time and Task Plan (R)
• Assessment (A)

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Project Development

• Problem Statement
• Describes the problem to be addressed by the
  project
• - Supported by data and information
• - Establishes a baseline
• Describes what has been done on the problem and
  where the gaps are
• - Analyzes cause of gaps
• - Determines resources needed and available

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Project Development

• Problem Statement Needs Assessment
• What is the problem that requires a solution?
• What will happen if this need is not addressed?
• What is the gap between what exists and what
  ought to exist?
• Why should grant funds be used to solve the
  problem?

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Project Development

• Problem Statement What Do You Need to Document
  the Problem?
• Sources
• - What do we need?
• - Where we will get it?
• - How will we gather it?
• - Who will get it?
• - How much will it cost?
• Comparative Data?
• - Compare local, state, and federal statistics
• Security
• - Confidentiality

37
Project Development

• What Will We Do to Fix the Problem?
• Does the solution address the problem?
• - Have you created a sense of urgency?
• Is your solution a means to an end, rather than
  the end?
• Do you know if the solution will work?
• - Will it pass a reality check?
• - What are the constraints?
• How do you know your solution is the right one?
• - Was more than one solution considered?
• - Did you prioritize solutions?
• - Did you do a cost-benefit analysis?

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Project Development
Goals and Objectives

• Broad ambitious statement
• End toward which effort is directed
• Communication device

OBJECTIVE 1 OBJECTIVE 2 OBJECTIVE 3
GOAL

• Explains how goal will be accomplished
• Short-term and specific
• Measurable and achievable
• Types (implementation vs. outcome)

39
Project Development

• Objectives Implementation
• Relate to the operation of the program
• Hire 10 new staff within the first 4 months of
  start up
• Develop a training curriculum within 9 months of
  start up
• Train 50 officers within 12 months of start up

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Project Development

• Objectives Outcome
• Results expected from programs operation
• Information sharing change (short term)
• Residents, realtors and lenders will report
  vacated properties to HOA within 7 days
• Behavior change (short and long term)
• Residents will be assigned to check daily and
  report the status of the exterior of vacant
  properties
• Situational change (short and long term)
• Vandalism and theft from vacated properties will
  decrease by 80 by the end of 12 months

41
Project Development

• Program Activities
• Specific tasks expected to produce results needed
  to meet goal and objective
• Should include who, what and when
• Description of specific activity
• Intensity and duration
• Who will perform activity
• What will the activity impact
• Clear and concise deliverables

42
Project Development

• NEW GRANT REALITY
• PERFORMANCE MEASURES ARE KEY

43
Project Development

• Essentials of Performance Measures
• Explicit measure of effect or results
• Used to compare actual with expected performance
• Signals whether objectives are being met
• Types of Measures
• - Quantitative or degree of change
• - Qualitative non-numeric like field
  observations, or even photos

44
Project Development

• Types of Performance Measures
• Process Type or level of project activities put
  in place in order to achieve its objectives
• - Hired a 20 new officers, purchased 100 pieces
  of equipment
• Outputs Direct products and services delivered
  by a project and accounting of how much of an
  activity has taken place
• Trained 15 officers, circulated 200 flyers
• Outcomes Results of those products and
  services the effect and changes in knowledge,
  skills, behavior, or conditions
• - Arrest rates increased by 20, Property Crime
  has decreased by 15
• Impact Results beyond the project unintended
  ways the project affected the community and
  overall problem
• - Residents reporting they feel safe in their
  home increased by 10, 5 New businesses created
  in Weed and Seed neighborhood

45
Project Development

• Uses of Performance Measures
• Informs decisions
• Monitors progress
• Documents activities and accomplishments
• Highlights project benefits
• Supports partners and stakeholders
• Builds case for funding
• Adds value to project and deliverables

46
Project Development

• Problem Solving Cause and Effect

Activities
Outcomes (short-term)
Impacts (long-term)
Conditions (Needs or Problems)
Headache
Take Aspirin
Headache Cured
More Productive
47
Project Development

• Time and Task Plan
• For each objective, identify a list of
  activities outline
• - Responsible party
• - Time frame
• - Sequence
• - Resource needs
• - End product

48
Project Development

• Project Strategy and Design Recap
• SARA Model
• Work Through Each of These Steps to Successfully
  Develop a Project
• Project Focus (S)
• Problem Statement (S,A)
• Goals/Objectives (A)
• Performance Indicators (A)
• Program Activities (R)
• Time and Task Plan (R)
• Assessment (A)

49
Project Design Partnerships
NEW GRANT REALITY PARTNERSHIPS ARE ESSENTIAL
50
Project Design Partnerships

• Why Develop Partnerships?
• Expands Potential Funding Sources
• Sustains Projects After Funding Concludes
• Creates Long-Lasting Community Changes
• Builds Ownership of Problems and Solutions
• Maximizes the Effectiveness of Solutions and
  Outcomes

51
Project Design Partnerships

• Identifying Partners
• Public Safety Organizations
• Government Organizations
• Private Sector Groups
• Faith-Based Organizations
• The Community
• Elected Officials
• Non-Profit Organizations
• The Media

52
Project Strategy and Design/Developing
Partnerships
Structuring Partnerships

• Roles
• Policy-Making
• Decision-Making
• Funding
• Advisory
• Operational
• Technical

• Management
• Who Participates?
• Who Leads?
• Where?
• Administration
• Materials/Products

53
Writing Your Grant Application

• So Youve Developed Your Project and Your
  Partnerships..
• How Do You Write A Grant Proposal?

54
Writing Your Grant Application
NEW GRANT REALITY CLEAR WRITING IS KEY

• An Effective Writer Keeps These Elements in Mind
  at All Times
• Purpose
• Audience
• Message

55
Writing Your Grant Application
Principles of Clear Writing

• Keep Sentences Short
• Prefer the Simple to the Complex
• Use Familiar Words
• Avoid Unnecessary Words
• Put Action in Your Verbs
• Active Voice, Not Passive

• Use Terms Your Reader Can Picture
• Tie in to Your Readers
• Experience
• Write To Express, Not to Impress
• Avoid Jargon
• Be Mission-Driven

56
Writing Your Grant Application
Common Solicitation Components

• Program Background
• Eligibility
• Award Amount and Length
• Review Process/Selection Criteria
• How To Apply

• Attachments (Program Narrative, Budget, MOUs,
  etc.)
• Performance Measures
• Submission Deadline
• Assurances/Compliance
• Evaluation

57
Writing Your Grant Application

• Follow Directions!

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Writing Your Grant Application

• Common Solicitation Selection Criteria
• Statement of Problem
• Goals and Objectives
• Time Task Plan
• Organizational Capacity
• Roles and Responsibilities
• Sustainability

59
Writing Your Grant Application

• Common Application Components
• Required Forms
• Abstract
• Program Narrative
• Organizational and Management Capacity
• Budget (Summary, Detail, and Narrative)
• Other Requirements
• Attachments (MOUs, Organizational Charts, etc.)

60
Writing Your Grant Application

• Basic Minimum Requirements
• Be aware of Basic Minimum Requirements. If you
  do not meet or adhere to these requirements, you
  may be disqualified before their application is
  reviewed.
• Basic Minimum Requirements Often Include
• Eligibility
• Page Length
• Font
• Margins
• Required Forms or Attachments

61
Writing Your Grant Application

• Program Narrative
• Often, solicitations require an applicant to
  describe its Organizational and Management
  Capabilities
• Describe organizations capability to
  successfully conduct project
• Describe management structure and staffing plan
• Staff time commitments and major tasks
• Resumes of key staff
• Describe similar projects undertaken by the
  organization
• Describe plan for consultants

62
Writing Your Grant Application

• Federal Budget Requirements
• Summary by Budget Categories
• Detail Worksheet with Computations
• Narrative Justifying proposed Expenditures
• Help www.ojp.usdoj.gov/funding/funding.htm

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Writing Your Grant Application

• Federal Budget Categories
• Personnel
• Fringe Benefits
• Travel
• Equipment
• Supplies
• Construction
• Consultants/Contracts
• Other
• Total Direct Costs
• Indirect Costs

Federal Request Non-Federal Amount
Total Project Cost


64
Writing Your Grant Application

• Budget Detail Example
• Personnel
• Identify Each Position by Title
• Identify Rate of Compensation
• Time Commitment
• Planned Pay Increases
• Fringe

65
Writing Your Grant Application

• Budget Narrative
• Tie the budget to the project strategy and design
• Justify the need for each item
• Pay special attention to
• Consultant rates
• Travel
• Standard equipment (clear relation between
  building equipment and project objective/goals)

66
Writing Your Grant Application

• Allowable Costs
• Reference
• Solicitation
• Enabling Legislation
• Local Laws and Regulations

67
Writing Your Grant Application

• Budget Questions
• Reasonable?
• Accurate?
• Allowable?
• Justified?
• Properly Allocated (Right Cost Category)?

68
Writing Your Grant Application

• Other Requirements
• Anti-Lobbying
• Limited English Proficiency
• Civil Rights
• Faith-Based Organizations
• Confidentiality/Human Subjects

69
Writing Your Grant Application

• Other Attachments
• Memorandum of Understanding
• Charts, Maps, Graphs, Photographs (as necessary)
• Avoid Organizational Commercials
• Avoid Letters of Support Unless Required or
  Requested

70
How to Not Get a Grant

• Common Application Mistakes
• Sloppy Writing
• Not Following Directions
• Waiting Until Last Minute
• Irritating Reviewers
• Waving Red Flags

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How to Not Get a Grant

• Sloppy Writing
• Have a strong writer critique your application!

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How to Not Get a Grant

• Not Following Directions
• Ignoring Basic Minimum Requirements
• Missing Narrative Elements
• Failing to Attach Required Documents
• Missing/Incorrect Signatures
• Inappropriate Expenditures

73
How to Not Get a Grant

• Waiting Until Last Minute
• On-Line Application System Errors
• Unfamiliar with System Requirements
• Proposal not Logical
• Problems with Collaboration
• Need Additional Information from Partners

74
How to Not Get a Grant

• Irritating Reviewers
• Inappropriate Inquiries
• Filler Material
• Ignoring Basic Minimum Requirements
• Flowery Language
• Quoting Solicitation Language

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How to Not Get a Grant

• Waving Red Flags
• Padding the Budget
• High Cost Estimates
• Excessive Equipment
• Unjustified Travel
• High Consultant Costs
• Heavy Staffing Increases
• Supplanting

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Competitive Application Review and Award Process
Common Award Process

• Submit Application
• BMR Review
• Peer Review
• Recommendation Memorandum
• Prepare Award Documents

• Budget Review/Revisions
• Award Documents Review (Approval Process)
• Congressional Notification
• Sign Award

77
Understanding the Application Review and Award
Process

• Common Peer Review Structure
• Intended to Avoid Review Bias
• Basic Minimum Requirements Review
• External Reviewer Panel
• Scoring/Ranking
• Consensus Meeting
• Internal Review and Recommendations

78
Understanding the Application Review and Award
Process

• Always Request Review Comments

79
Managing Grant Awards

• NEW GRANT REALITY
• BE PREPARED T O FOLLOW GRANT MANAGEMENT GUIDELINES

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Managing Grant Awards

• Grant Management Musts
• Sign Documents
• Understand Payment/Reimbursement/Drawdown
  Procedures
• Adhere to Financial Management Requirements
• Adhere to Fiscal and Programmatic Reporting
  Requirement
• Be Aware of Awarding Organizations Monitoring
  Procedures
• Ask Questions
• May Require Staff-Time Allocation

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WRAP UP!

• Remember.
• Anyone can write a grant with a few simple tools
• Make sure youre solving a problem and not
  following funds
• Carefully design your project
• Follow solicitation directions closely
• Always ask for feedback
• Be prepared to manage your funds

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WRAP UP!
Questions? paul.steiner_at_usdoj.gov askbja_at_usdoj.g
ov