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Lewis-Clark State College
email: grantsoff@lcsc.edu
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Sam Glen Complex 117
Lewiston, ID  83501
TEL:  208-792-2460 
 

    last updated on 10.20.06
 

 

 

Ten Steps to Proposal Writing *
 

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
 

bullet Cover letter: Accompanies the proposal and briefly describes the project
bullet Summary (Abstract): Summarizes the request clearly and concisely, and is written last
bullet Introduction: Describes the organization’s qualifications and establishes its credibility
bullet Problem Statement: Documents the needs/problems to be solved by the funding
bullet Outcome Objectives: States precise, measurable, time-lined results
bullet Methods: Describes the activities to be employed to achieve the desired results
bullet Evaluation: Presents a plan for assessing the degree to which objectives are met and methods are followed
bullet Sustainability/Future funding: Describes how the organization will fund the project after the end of the grant period
bullet 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 
Step One: Develop the project idea into a plan
 
bullet Write the questions and answers on a notepad.
bullet What need is the plan addressing? (Addresses Need/Problem)
bullet What would the improved situation look like? (Addresses Objectives)
bullet What will the organization do to improve the situation? (Addresses Methods)
bullet How will it be determined that the project has succeeded? (Addresses Evaluation)
bullet How much will the project cost? (Addresses Budget)
bullet How will the project be funded in the future? (Addresses future funding plan)

Proposal Idea Questionnaire Worksheet

BACK
 
Step Two: Problem/Need Statement
 
bullet Is stated in terms of the beneficiary - - it isn’t your organizations' problem—it’s the constituents' problem.
 

Who? Where? When?

What & Why?

Proof of Problem

So What?

Identify those with the need.

 

Where are the needy?

 

When is the need apparent?

What is the need?

 


Why does this need arise?

What facts do you have to prove there is a need?

What are the results of meeting the need?



How is the need linked to your mission?

Common Pitfalls of the Problem Statement

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

A problem IS a current condition - - It is what IS!

NOT the lack of your services - - Not what IS NOT!
Teenagers are committing crimes There are too few recreation programs
The number of homeless families is increasing There is not enough affordable housing
Children are having trouble reading More tutoring is needed

 

           Statement of Need Worksheet

BACK
Step Three: Objectives
 
bullet 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

bullet Avoid substituting Methods for Objectives.
bullet Indicating the number of people you will serve, or units of service, is about Methods.
bullet Indicating what your organization will “Implement”, “Provide”, “Create”, “Establish” or “Promote”, is about Methods.

           Goals and Objectives Worksheet

BACK
Step Four: Methods

Your methods tell what activities you will use to reach your objectives and address the causes of the problem and gives good reasons why those methods were chosen.  It answers the question, "What can the organization do to change the situation?"
 
 

Methods/Activity/Timeline

1.  NAME OF APPLICANT:

 

2.  ACTIVITY TITLE and brief description:

3. 
SPECIFIC TASKS TO BE COMPLETED

4. 
PRIMARY PARTICIPANTS

5.  METHODS INVOLVED

6.  TANGIBLE RESULTS

7.  TIMEFRAME

FROM

TO

 

 

 

 

 

 

Tips for Writing the Methods Section

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

           Methods Exercise Worksheet

BACK
Step Five: Evaluation
 
bullet The evaluation presents a clear plan for evaluating Objectives and Methods
bullet Describes how the evaluator will be selected
bullet Describes what data will be gathered and who will gather it
bullet Describe evaluation instrument(s) to be used
bullet Describes reports to be produced
bullet Identifies the audience for the Evaluation report
bullet 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
 
   

Activity Objectives and Performance Indicators 

NAME OF APPLICANT:

YEAR

PAGE

MAJOR OBJECTIVES IN MEASURABLE TERMS

PERFORMANCE INDICATORS

 

 

           Evaluation Planning Worksheet

BACK
Step Six: Sustainability/Future Funding

Future funding sources

bullet Continuation grants from foundations and corporations: Nonprofits can seek continuing support from those foundations and corporations that fund ongoing programs.
bullet Annual campaigns: The organization can derive donation revenues from such yearly efforts as membership drives, special events, and gift clubs.
bullet 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.
bullet 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.
 
If your organization has had previous success in funding projects after using a grant award for start-up costs, let the funder know by describing your success to them.  It will indicate to them that you are a good bet to complete the present proposed project successfully.

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

BACK
Step Seven: Budget
 

Steps in the Budget Process

  1. Establish the Budget Period
  2. Acquire Cost Estimates and Estimate Direct Costs (Expenses)
  3. Calculate Facilities and Administrative (also called Indirect or Overhead) Costs
  4. Estimate Cost Share (cash/inkind match)
  5. Estimate Anticipated Revenue (third-party income)
  6. 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:
 
bullet Salaries and Benefits
bullet Consumable Supplies
bullet Equipment ($5,000 or more per unit and lifespan of more than a year)
bullet Travel (directly related to the project)
bullet Rent, Telephone, Printing
bullet 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