# Presentation: 877282

## Slide 1

**Notes:**
Introduction

**APPLICATION BASICS:**
**GETTING IT MOVING**

## THE RIGHT REASON...

**Remember – you should have a program planned and seek funding to fit the program, not try to craft a program that fits the funding you’ve heard about!**
**Take your time – A successful program needs to:**
**Address a specific issue**
**Be something the community wants and needs**
**Involve a well developed plan of action**
**Involve other community programs as partners and collaborators **
**Involve more than one grant as a funding resource**

## Questions to ask Yourself FIRST

**Do I really understand the need?**
**Who do I want to serve?**
**Where (what communities) do I wish to focus the services?**
**What are my objectives?**
**Which services can I provide, and which services will require another service  provider?**

## THINK IT BACKWARD

**Envision the project or program operating successfully**
**What are the elements that make it work?**
**What skills are needed by staff?**
**How much staff will be needed to serve this many clients?**
**What facilities will be needed?**
**What equipment will be needed?**
**What services need to be provided in order to reach the program’s goals?**

## READ IT!!

**Before beginning to develop an application or proposal – be sure to read the Federal Register funding announcement very carefully.**
**Three readings:**
**Read thoroughly**
**Read and Highlight**
**Read and Outline**

## THE  APPLICATION OUTLINE

**Eligible Applicants**
**Eligible Activities**
**Eligible Program Participants**
**Information Requested (Factors for Awards)**
**Forms Needed**
**Certifications**
**Deadline**
**Application Format**
**Delivery Method**

## ELIGIBLE ACTIVITIES

**A Grant is a contract for services:**
**Specific activities**
**Specific regulations**
**Specific timelines**
**You will be expected to do what you have contracted to do**
**Changes must have a compelling reason and be pre-approved**

## False Statements

**A false statement in an application is grounds for denial or termination of an award and grounds for possible punishment as provided in 18 U.S.C. 1001**

## E-Gov Presidential Initiativewww.grants.gov

**Presidential directive requires all federal agencies to post funding announcements  and information on one central website.**
**Provides e-mail notification of available funds and a funding search engine.**
**In the future, agencies will accept electronic application submissions**
**Applicants must be registered with the Central Contracting Registry and have a DUNS # (implemented 10/01/03.)**

**Notes:**
This website was just created in late 2003.  It is brand new.  Refer to  Fact Sheet in workbook.
Suggest they register for e-mail notifications of funds available.
Stress importance of registering for DUNS #.

## What is a DUNS # ?

**Dun and Bradstreet Data Universal Numbering System (DUNS) **
**To help to improve the statistical reporting of federal grants and cooperative agreements**
**Will be required whether an applicant is submitting a paper or electronic application**
**Required as of October 1, 2003 for applicants**
**Visit**** ****www.grants.gov**

## E Grants

**In 2005, all HUD applications except Continuum of Care (Homeless Programs) were submitted electronically.**
**Information on “E Grants” can be found at: **_**www.grants.gov**_
**Customer Support Line – 800-518-GRANTS**
**Grants.gov will walk you through the registration for your DUNS number and the Central Contracting Registry – but it will take a few weeks (up to three) to receive confirmation of your registration.**

**Notes:**
IN 2004, paper copy application willb e considered by HUD but for 2005 HUD fully anticipates all application will be submitted electronically.

## Common Factors ForGrant Awards

**Capacity of the Applicant Agency, Program Staff and Relevant Organizational Staff**
**Need/Extent of the Problem**
**Soundness of Approach**
**Leveraging of Resources**
**Achieving Results & Program Evaluation**

## Common Factors ForGrant Awards

**Rating Factor # 1 - **_**Capacity of the Applicant and Relevant Organizational Experience**_** **
**	****Address the extent to which you have the **_**organizational resources**_** necessary to successfully implement your proposed activities in a timely manner.**

## Capacity Cont...

**Prepare an Agency Resume:**
**Years in Business**
**Project Management History**
**Grants Management History**
**Specific Outcomes of Programs Implemented (measurable progress)**

## Capacity Cont...

**Agency Organization**
**Resources**
**Partnerships**
**Outside experts/consultants**
**Members of the Board**
**Other obligations of your organization**

## Capacity Cont...

**Staffing**
**The experience of the staff will be judged in terms of **_**recent, relevant and successful experience**_** that you and your staff have to undertake the **_**eligible program activities**_** listed in your plan.**

## Common Factors ForGrant Awards

**Rating Factor # 2 - **_**Need/Distress/Extent of the Problem**_
**	****Refers to whether or not your community has a **_**significant problem**_** to be addressed and an **_**urgent need**_** for  funding to address the problem. To determine need, research and **_**document**_** the extent of the problem only in the geographic area that you will target with your program.  **

## Need/Problem Statement 

**Framing The Problem**
**WHO is affected?**
**WHAT is happening?**
**WHERE does the situation take place?**
**WHY is it a problem?**
**WHAT else can you tell us about the situation?**
**WHO else says it is a problem?**
**WHAT are the underlying causes?**
**WHAT are the effects of this problem?**

## Need/Problem Statement Cont...

**Most frequent error in proposal development**
**50% of the proposals are eliminated because they fail to document the problem/need.**
**Narrative description of current **_**condition or situation**_** involving people including the **_**effects or impacts**_** and **_**causes or contributing factors**_**.**
**Should be:  people centered, of reasonable scope, documented, and answer “so what”.**

## Need/Problem Statement Cont...

**Be Clear**
**relate the problem to the mission of your organization and goal of the proposed project or program**
**Make your case**
**use valid data, trends, cited testimony of others**
**Make it reasonable**
**Can the problem be reasonably addressed in some manner?**

## Need/Problem Statement Cont...

**A Need Assessment should provide documentation on:**
**General information on the community (e.g., location, demographics, clients, etc.)**
**Specific information on your organization**
**Overview of the problem**
**Impact of the problem on the community**
**The progress/background or experience of your organization/agency in dealing with the problem**
**What may already be in place to address the problem and why more resources or different approach (yours) is needed**
**Summary of objective or other relevant data.**

## Checklist for Need / Problem Statements

**Does it relate to the purpose and goals of your organization?**
**Is it well supported by statistical evidence and statements from authorities and experts?**
**Is it stated in terms of clients or beneficiaries?**
**Don’t make assumptions, don’t use jargon, and**
**Is it interesting to read? (Can it be read and understood by someone who has no knowledge of your community or this particular problem?)**

## Checklist for Need / Problem Statements

**Who are the people or agencies with whom the applicant is concerned?**
**What is the problem or need that the agency will focus on?**
**Is the problem of reasonable dimensions? Something that can be changed for the better over the period of the grant?**
**In what direction does the problem statement seem to lead?**

## The SPAMO Test

**Does your problem statement pass the SPAMO test?**
_**S**_**pecific**
_**P**_**ertinent**
_**A**_**ttainable**
_**M**_**easurable**
_**O**_**bservable**

## Common Factors ForGrant Awards

**Rating Factor #3 - **_**Soundness Of Approach**_
**Addresses the **_**quality and appropriateness**_** of your proposed program. This is the heart of your proposal (work plan) and should include:**
**Program goals & objectives**
**Activities that can be duplicated in other communities**

## Soundness Of Approach

**Implementation strategy **
**Proposed budget details**
**Clear Timeframe**
**Priority to needs identified in factor 2**
**Activities that further the priorities of the funder**
**Will produce measurable outcomes**

## Soundness Of Approach Cont...

**The **_**Soundness of Approach**_** will vary from program to program and can have a very different point value structure depending on the program.  Criteria you might need to address include:**
**the extent to which your work plan details specific activities and the benefits that will be achieved**
**how activities meet the needs prioritized by the community**
**how activities will produce measurable results**
**how activities can be replicated**
**how activities further the Funder’s priorities**

## Goals

**Keep in mind that **_**GOALS**_** are the **_**long range benefits**_** you are seeking.  If you are successful, what will the result be?**
**	****Do not put your goals in your objectives, but be sure your objectives relate to your goals.**

## Objectives

**Program objectives are the “interim outcomes” of your activities. They are not the end goals of your program, nor are they the tasks you undertake to accomplish your objectives and goals.  They are the measurable outcomes or benchmarks along the way to the goals. **

## Objectives

**The differences between**** **_**methods**_** ****(tasks or outputs)**** ****and**** **_**objectives**_** ****(benchmarks, interim goals or outcomes)**** ****is the difference between**** ****“**_**means”**_** and **_**“ends.”**_
**Method Words: **
**	****To provide..To establish..To create..**
**Objective Words:**** **
**	****To increase..To decrease..To reduce..**

## Program / Plan  Implementation Should:

**directly tie problem and proposed solution**
**state reasons for the selection of activities – (justifies your methodology)**
**clearly describe program activities**
**describe sequence of activities – timelines**
**describe staffing for the program/project**
**describe clients and their selection**

## Program / PlanImplementation Cont...

**presents a reasonable scope of activities that**
**can be accomplished **
**in the time allotted to **
**the program**
**with the resources **
**available to the applicant**
**and a defined outcome **
**projection**

## Common Factors ForGrant Awards

**Rating Factor # 4.  Leveraging****of Resources**
**This factor addresses your ability to **_**secure resources**_** beyond those provided by the specific program from which you are seeking funds.  This factor is designed to encourage you to obtain resources in combination with grant funding to increase your chances of achieving the purposes of the activities you propose to undertake.  Leveraging includes financial and in-kind resources and they must be reflected in your budget and be well **_**documented**_**.**

## Leveraging

**Creative Financing Strategies include:**
**Foundations**
**Financial Institutions**
**Corporations/Businesses **
**Educational Institutions**
**In kind Donations**
**Entrepreneurial Activities**

## Leveraging Cont...

**Documenting Leveraging (Memorandum of Agreement)**
**Partner agency/organization’s name**
**Proposed level of commitment and its $$$ value. How the support relates to your program.**
**Signature of an official who is legally able to sign for the organization.**
**Sources of funds if government or public in nature.**

## Commitments

**Commitment = documentation of actual dollars or financial resources from a program supporter. **
** **
**	****“ ****We commit $100,000 in FY 2003 CDBG funds for the acquisition and rehabilitation costs associated with the housing portion of Y.E.S. – Youth Employment Service program of Child County. These funds are committed to support YES’s grant application to the US Dept. of HUD  for the Youthbuild Program.” **
**Commissioner Kid**

## Partnerships, Letters Of Commitment

**Letters of Commitment:**
**Need to be an original and on agency letterhead**
**Can not be a form letter**
**Should be specific to each agency or organization and outline what they will contribute and its value in $$$.**

## Support

**Support = Documentation in support of the program/project**
**“****Child County recognizes the need for youth employment programs and supports the Y.E.S. program of Child County. We encourage the US Dept. of HUD to fund YES’s application for the Youthbuild Program.”**
**	****	****	****	****	****	****     ****Commissioner Kid**
**Support is nice – but commitment is better!**

## Sustainability (Future Funding)

**Grants by definition are a **_**temporary**_** funding source. You need to address the continuation of your program/project when grant funds are no longer available (sustainability).**
**Future funding acknowledges continued funding is identified and is available to for the program.**
**It demonstrates that extensive contacts have been made.**
**It also demonstrates that programs/projects have support from others.**

## Common Factors ForGrant Awards

**Rating Factor #5 - **_**Achieving Results And Program Evaluation**_
**	****Achieving results means that your application has **_**clearly defined**_** the specific interim and final products (called outcomes) that will be achieved during the award period.**

## Achieving Results (Outcomes & Evaluation)

**Many funders have incorporated Results-Oriented Management and Accountability (ROMA) into grant requirements.  ROMA is a sound management practice that incorporates the use of outcomes or results into the administration, management and operation of human services.**
**Design your work plan incorporating ROMA principles into the program planning process.**
**HUD has a form called the “Logic Model” which distills your program into measurable outcomes and outputs. **

## Achieving Results (Outcomes & Evaluation)

**Identify the impact that your activity will have on the clients and the community (outcomes.) **
**Identify benchmarks for measuring your progress.**
**Identify methodology to be utilized to measure your success. **
**Identify specific reporting tools that you have in place.**
**Identify the timeline for achieving outcomes**

## Achieving Results (Outcomes & Evaluation)

**Accountability in the outcome world changes how agencies describe and report what they do. Reporting focuses on the results or outcomes of agency activities **_**in addition**_** to the counting of clients and units of service. Budget information is linked to outcomes **_**in addition**_** to expenditures and service delivery data.**

## Achieving Results (Outcomes & Evaluation)

_**Evaluation Process:**__ _**Identify the methodology you will use to assess your success in meeting your outcome goals and output results for**
**the purposes of the program**
**the impact that the work has made on the individuals assisted, the community, and the strategic goals of the Funder. **
**If you are not meeting the goals and results projected (there is a variance), the evaluation should be used as a tool to adjust schedules, timing, or ptogram elements to ensure that goals are met within the grant period. **

## The Federal Government’s Position on Faith and Community Based  Organizations

**The Federal Government encourages non-profit organizations, including grassroots, faith-based and other community-based organizations, to participate in the vast array of programs for which funding is available through this Federal Departments and agencies.**
**At this time, there are no extra scoring points given to Faith-Based organizations by HUD, and only one Federal Department has earmarked funding for Faith-Based organizations (HHS – Compassionate Capital Funding)**

## Story Boards...

**One good method for developing an application**
**Evaluation Criteria**
**Proposal Development Schedule**
**Budget Information**
**Executive Summary**
**Section(s) Development**
**Forms & Certifications**

## STORYBOARD EXAMPLE

## What Else?

**Be sure to:**
**Have your BEST writer do the writing**
**Use high-quality materials and laser printer**
**Use internal charts & graphs, a consistent, legible font throughout, and limit artwork to professional only and on the cover only**
**Package the way the funder has specified**
**If not specified, think “business proposal”**
**Get it finished in time for several people to read it**
**An English Major**
**A Math Major**
**A person in a different line of work**
**Be sure it is delivered ON TIME**

## State & Federal Partners

**State: Governor’s Faith-Based & Community Initiatives Liaison - Jane Brown 804-726-7912  (VA DSS)**
**Federal:**
*HUD Richmond*** – Anne Davis - 800-842-2610, ext. 3741 **
*SBA Richmond*** – JoAnn Braxton-Lee 804-771-2400**
*USDA Richmond*** – Barbara Hodges 804-287-1601**
*VA Medical Center Hampton- ***Chaplain Michael McCoy & Chaplain Jeni Cook 757-728-3180**
- IRS Richmond –** Nancy Lynch 804-916-8730**

## Thank you – Good Luck!