Project Planning & Proposal Writing

Start with the problem you want to solve.  Don't worry about locating a funder before you plan your project and write at least a rough draft of your proposal.  Do the planning first.  When you do find a funder, you will be prepared to polish your proposal, tailor it to the funder's application, and send it in, even if the time to submit it is very short.  (Too little time to plan will result in a sloppy proposal.)
 

The Program Planning & Proposal Writing Format
 

	Cover letter: Accompanies the proposal and briefly describes the project
	Summary (Abstract): Summarizes the request clearly and concisely, and is written last
	Introduction: Describes the organization’s qualifications and establishes its credibility
	Problem Statement: Documents the needs/problems to be solved by the funding
	Outcome Objectives: States precise, measurable, time-lined results
	Methods: Describes the activities to be employed to achieve the desired results
	Evaluation: Presents a plan for assessing the degree to which objectives are met and methods are followed
	Sustainability/Future funding: Describes how the organization will fund the project after the end of the grant period
	Budget: Gives a detailed, line-item, expense-and-income summary of the project

Ten Steps to Proposal Writing *

1. Develop the project idea into a plan
2. Problem/Need Statement
3. Objectives
4. Methods
5. Evaluation
6. Sustainability/Future Funding
7. Budget
8. Introduction 
9. Summary (also called Executive Summary or Abstract)
10. Cover Letter 

Is stated in terms of the beneficiary - - it isn’t your organizations' problem—it’s the constituents' problem.

Common Pitfalls of the Problem Statement

When you describe what is NOT happening, you are usually describing a method, not a problem.

           Statement of Need Worksheet

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An objective is a statement of meaningful, measurable and directional change for a specific population in a specific time period.”      For example: To decrease the teen pregnancy rate in Latah County by 15% by Dec. 31, 2007     at a cost of $15,000.  (see table below)     OBJECTIVE 1 OBJECTIVE 2 OBJECTIVE 3 OBJECTIVE 4 "To" -- action verb (reduce, increase) Statement reflecting measurement indicator (the teen pregnancy rate in Latah Co.) "By" -- performance standard (by 15%)  "By" -- deadline (by Dec. 31, 2007)  "At a cost of"         Outcome vs. Process Objectives       An outcome objective looks like this: Every full-time student enrolled at  LCSC will        demonstrate basic computer literacy needed for success in school by the end of their        2nd semester.         A process objective looks like this: Enroll all entering LCSC full-time students into         computer literacy modules if they do not demonstrate mastery of computer skills on         The Computer Skills Assessment. Common Pitfalls for Objectives Avoid substituting Methods for Objectives. Indicating the number of people you will serve, or units of service, is about Methods. Indicating what your organization will “Implement”, “Provide”, “Create”, “Establish” or “Promote”, is about Methods.

           Goals and Objectives Worksheet

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Tips for Writing the Methods Section

	Tie the methods to your objectives and to your need statement.
	Ensure that methods are congruent with resources requested in the budget.
	Explain the rationale for choosing your methods; talk in terms of research findings, expert opinion, and your own past experience with similar programs.
	State what facilities and capital equipment will be available for the project.
	Build various phases of activities on one another to move effort toward the desired results.
	Include a timeline.
	Be sure to discuss who will be served and how they will be chosen.

           Methods Exercise Worksheet

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	The evaluation presents a clear plan for evaluating Objectives and Methods
	Describes how the evaluator will be selected
	Describes what data will be gathered and who will gather it
	Describe evaluation instrument(s) to be used
	Describes reports to be produced
	Identifies the audience for the Evaluation report
	Data sources: police records, school records, health records, Dept. of Labor & Commerce data, census data, economic indicators, pre & post tests, questionnaires, surveys, interviews, focus groups and client files

           Evaluation Planning Worksheet

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Future funding sources

	Continuation grants from foundations and corporations: Nonprofits can seek continuing support from those foundations and corporations that fund ongoing programs.
	Annual campaigns: The organization can derive donation revenues from such yearly efforts as membership drives, special events, and gift clubs.
	Fee for service: If you plan to collect client fees, show the funder a fee scale and a revenue plan.  (1) Determine a reasonable fee, then figure out how much in donations are needed to achieve your target; or (2) Determine what you can realistically expect from donations from the program, and then figure how much in fees must be charged to generate the revenue to keep the program running.
	Sales of items or activities: The organization can take in profit from sales if the program generates any.  It can sell publications, recordings, and educational activities.  Provide the funder with a realistic revenue projection if this is your plan.

Be specific; don’t tell the funder that future funds will “come from a variety of sources such as individuals and corporations.”  This only raises suspicions. 

           Future Funding Worksheet

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Steps in the Budget Process Establish the Budget Period Acquire Cost Estimates and Estimate Direct Costs (Expenses) Calculate Facilities and Administrative (also called Indirect or Overhead) Costs Estimate Cost Share (cash/inkind match) Estimate Anticipated Revenue (third-party income) Does the Budget Make Sense? Establish the Budget Period Decide how long your project will operate, and make sure the budget reflects this period of time.  For example if you’re planning a one-year project, make sure the budget covers income and expenses for one-year.  If you are dependent on funding to begin the project, you likely don’t know when your project will begin.  Acquire Cost Estimates and Estimate Direct Costs (Expenses) Direct costs are those that are directly related to the project and easily identified with it.  They include:   Salaries and Benefits Consumable Supplies Equipment ($5,000 or more per unit and lifespan of more than a year) Travel (directly related to the project) Rent, Telephone, Printing Other Expenses   If you developed a methods and time-line worksheet (see Step 4) you have done most of the work estimating the direct costs.  Get the cost estimates for equipment and other items you still need.  Make your best guess where necessary and where cost estimates or are not available, such as the cost of printing a brochure (it wouldn’t hurt to call a pro to help get an estimate). Calculate Facilities and Administrative (also called Indirect or Overhead) Costs F&A (Indirect) costs are those that are not directly related to your project, but are costs that are partly incurred during the normal operation of your organization or agency.  F&A costs are those that are difficult to assign in specific amounts to any project. Some funders allow you to recover all F&A costs.  Others set a limit on the amount of F&A costs that can be recovered.  Most educational institutions have an F&A cost rate negotiated and approved by the federal government.  Non-profit agencies may need to assign a percentage of usage to the project and claim that as an F&A cost.  Find out what the funder will award.  LCSC's rate is 33%. Estimate Cost Share (cash/in-kind match) Some costs of your project will not need to be paid for in cash.  Donated goods and volunteer services are often important to a project and are referred to as cost share or match.  Any donated volunteer time or equipment will reduce the amount of money you need to ask for. If you include the cost of donated goods and services in your budget, it gives a funder the full scope of the project, demonstrates the kind of support that exists for your project, and reminds you of the value of donations and volunteers to your project. When preparing a budget, be sure to show in-kind contributions as both income and expenses.  After all, if you receive (income) $250 worth of donated volunteer support from an electrician, you are going to use (pay out as an expense) that donated service. Estimate Anticipated Revenue (third-party income) You may be seeking more than one source for funding for a project.  Funders like to “partner-up” with other funders for a worthy project.  Other projects may generate income through fees that will help pay for the project’s expenses.  Other income may come in the form of individual contributions, a special event, or grants from other funders.  Estimate each possible source of revenue on the budget even if you must estimate. Be sure to show a balanced budget with income and expenses as equal.  It does not inspire confidence if a project looks as if it will finish with a deficit or surplus of cash. Show all in-kind contributions in your budget as both income and expense.  Ethically, you are required to notify a funder that you are sending requests to several other foundations or funders if that’s the case.  Say, “In addition to your foundation, this proposal is being submitted to the Bizzleraff Foundation and the Rastafarian Foundation.”  If you’ve received a commitment from another funder, mention that too and add, “we are asking your foundation for a grant award of $2500 for the balance of the funds needed for the project.” Does The Budget Make Sense? Does the budget make sense and does it match the methods you discussed (Step 4) in your proposal?  Look at it through the eyes of the reviewers.  Is anything unclear or qualify as an “eyebrow raiser?”  Look at the worksheet provided below to help you prepare a budget.
	Grants & Contracts Budget Format                 Amount    LCSC  Total Project     Requested   Match Cost Personnel           Director: percent time   $0.00   $0.00       Director fringe   $0.00   $0.00   Irregular Help: percent time   $0.00   $0.00       IH fringe   $0.00   $0.00   Classified: percent time   $0.00   $0.00       Classified fringe   $0.00   $0.00   Total Salaries and Wages   $0.00   $0.00 $0.00 Total Additional Personnel   $0.00   $0.00 $0.00 Total Fringe   $0.00   $0.00 $0.00 Total Personnel   $0.00     $0.00             Supplies and Expenses           kits - metal cations & common anions   $1,000.00   $0.00   bottom sampling dredge   $200.00   $0.00   Wildco H2O bottle   $450.00   $0.00   Total Supplies & Expenses   $1,650.00   $0.00 $1,650.00             Equipment            2 INFOCUS projectors @ 3500 + 2PC   $15,072.00   $0.00   2 INFOCUS wireless mod @ 400   $800.00   $0.00   projector mount   $300.00   $0.00   DaLite mnt screen   $180.00   $0.00   splitters, polaizers, custom mnt, glasses $300.00   $0.00   Instructional   $10.00   $0.00   Total Equipment   $16,662.00   $0.00 $16,662.00             Equipment (over 5K)           Horiba U-10 water checker   $8,745.00   $0.00   Hach DR 5000-UV-Vis   $5,600.00   $0.00   Agilent 6890 GC w/purge-sample   $35,000.00   $0.00   Photo Vac Voyager   $25,000.00   $0.00   Dionex ICS 3000 Ion Chrom   $30,000.00   $0.00   Total Equipment over 5K   $104,345.00   $0.00 $104,345.00             Communication           Internet Connection   $720.00   $0.00   Total Space & Remodeling   $720.00   $0.00 $720.00             Other           Oceanpptics uv/vis spec. 3 @ 3999.00   $11,997.00   $0.00   JOC published writings   $280.00   $0.00   Hach sensION 156 port   $1,350.00   $0.00   Internet Access 12 mn @ $50   $600.00   $0.00   Computer to run spectrophotometer 3@1000 $3,000.00   $0.00   Total   $17,227.00   $0.00 $17,227.00             Total Direct Cost   $140,604.00   $0.00   Total Modified Direct Cost   $36,259.00       Total Indirect Cost   $11,965.47       Total Project Cost   $140,604.00   $0.00 $140,604.00             ** Based on 3.25% need F&A rate           ** Check on start date                                   EXCLUSIONS           Equipment (Over 5k)           Subcontracts (After Initial $25K For Each Subcontract)       Other (Off-Site Rental & Stipends, tuition, Etc)
	Download excel worksheet

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After the sections of the proposal are complete you need to write the introduction.  This does not describe the project.  It describes who is applying for the money (your organization), and why it is credible.  Think of the introduction as an “applicant’s description.” What Sets You Apart? Growth of services/waiting lists Success stories Significant awards Proven expertise Strong community support One-of-a-kind services Cutting edge approach Give Information About Your Credibility  Fiscally sound Well managed Provides important community services Description of role and mission When and how the organization was started Current programs Staff qualifications Size and characteristics of target population Collaborations with other institutions General information about the proposed project  Outcome Information What are the results of your work? How do you know your work has made a difference? Demonstrate your results with evaluation results; awards; testimonials, etc. Avoid Organizational Structure Maze Avoid the Philosophy Swamp – Keep it short/simple unless details are required. Avoid Past Funding Information Overload Only Facts and Figures makes it sterile.

Introduction Worksheet      Name  Location  Legal status  Date established  Mission  Population you serve  Programs  Accomplishments      Personnel       Link to need statement

           Organization Background Worksheet

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Now that the proposal is completely written, it’s time to write a summary.  It is what it says it is—a summary of your proposal on one page.

Purpose and Content of the Summary

Almost all funders require a summary.  Make it a clear, one-page abstract of the proposal.  It usually contains the following elements.  Make each element a short paragraph.

	Who are you (Introduction)
	What is your concern (Problem or need)
	The specific the purpose of the grant (Objectives)
	How will you make that change happen (Methods)
	What will the project cost (Budget)
	How will you pay for it (Partners)

Help the reviewer understand the need for the project and the expected results.  Some reviewers under a time crunch, it is said, will read only the summary and the budget.  Catch the funders’ eye and give them a clear indication of the importance of your program.

This may be the most difficult section to write, because it requires you to be brief.  Catch the essential points, set the tone of the proposal, and present the project in a way that will interest potential funders. 

           Summary Worksheet

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You’re ready to write a brief cover letter and put your proposal package together along with attachments that you may be asked to include. 

 Preparing the Cover Letter

	This is the first piece of information funders will see and read.  It should mention the following information.
	The organization making the request
	The support of the board of directors for the project
	The specific financial request being made

This letter will be no longer than one page.  Begin by telling the funder the amount of the request and its purpose.  The middle section of the letter will explain the highlights of the proposal.  The end of the letter should express gratitude to the funder and identify who will be calling to follow up on the request and when.  You may also suggest a meeting between the funder and your organization to answer questions and provide more information.  Indicate by name who the contact person will be because often the person signing the proposal will not be the person making the contact on behalf of the organization.  Try to follow up no later than two weeks after sending your proposal. 

Most government funders will tell you exactly what attachments they want included with your proposal.  If no list is given and you are a non-profit, include the following.

The IRS determination letter

	A list of board members and their work affiliations
	The organization’s overall budget for the latest fiscal year
	An organization brochure
	The most current newsletter
	The latest annual report (for those nonprofits that prepare annual reports)
	The organization’s long range plan (if no long-range plan exists, then list goals)
	Other funding sources receiving proposals for the project, and amount of request
	Letters of support

Make the proposal package clean-looking, orderly and neatly packaged.  Make sure the pages are numbered correctly and appendices are clearly marked.  If your proposal is over twenty pages, include a table of contents.  You should also include a list of each appendix item before the appendix section.

Worry more about neatness, than a showy, expensive look.  Avoid a three-ring binder, spiral binders, colored charts and graphs (they do not use color copies for the reviewers) and laminated or embossed folders.

If the grant is received, send a thank-you letter and keep them informed of progress even if they do not issue report forms or give report deadlines.  In some cases, the media should be notified to report the award.

A Check on Proposal Continuity 

               Letter of Intent Worksheet
               Final Proposal Worksheet

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Foundation Center: Online guide to proposal writing Grantsmanship Center: Ordering Information for Program Planning and Proposal Writing: EPA grant writing tutorial  Ten Ways to Find match Search for Federal Grant Funding Opportunities