Grant Writing Seminar

8/14/2019 Grant Writing Seminar

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GRANT W RI TI NG W ORKSHOP

Regional Groups

2008

Kingsgrove Consulting 2008


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INTRODUCTION

W hat are grants?

W hy grants exist

Steps in w riting successful grants

Grant jargon

Checklist of Dos and Donts



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GRANTS

What are Grants?

Government handout? Sectoral Assistance? Political largesse? Philanthropic values?

Why do they exist?

Government policy to assist groups in the communityTarget specific areas for assistanceEncourage risk taking by enterprisesStimulate the economy in specific areas (eg rural)

Compensate for some structural economic changeAddress market failure

Gr a n t s a r e t h e r e t o b e u s e d - o f f i c er s d o n o t g e t p o in t s f or sav in g f u n d s



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KEY STEPS FOR GRANTS

1. Identify and define your need

2. Identify which grant(s) and obtain information

3. Develop a grants strategy

4. Read the guidelines and application form5. Develop a project plan

6. Estimate costings (cash and in-kind)

7. Identify funding sources (amounts and from whom)

8. Test for viability and sustainability

9. Obtain letters of support10. Prepare draft application and have it proof read

11. Make up a checklist of attachments and info required

12. Assemble the plan and submit Kingsgrove Consulting 2008


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1 - IDENTIFY NEED

Why do you need a grant?

Because theyre there!! (not the right reason)

Insufficient funds?

Risk factors?Leveraging additional funds?

M ak e s u r e y o u h a v e cl ea r l y d e f i n e d w h y

y o u n e ed a g r a n t a t t h e o u t s et Kingsgrove Consulting 2008


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2 GRANT INFORMATION

When you have identified the grant(s) that may beappropriate, get as much information as possible aboutthe grant:

Information SheetsGuidelinesFAQsApplication formsList of previous recipientsMinisterial press releasesGoogle grant name for articles etc

Contact the program office and talk to staff about yourproject. Get to know the people if you can

Be co m e VERY f a m i l ia r w i t h w h a t t h e g r a n t ( s)

o f f er a n d w h a t t h e y f o cu s o n Kingsgrove Consulting 2008


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3 GRANT STRATEGY

Develop a grant strategy for your organisation (especiallynot for profit groups)

Identify what your overall funding requirements arefor the next 2-3 years (capital and operating costs).

Select a series of grants that can apply to these.

Develop a grants/funding plan to systematicallyobtain funding from a range of sources.

Use the plan to leverage funding

M an y g r a n t p r o g r a m s a r e v er y k e en t o see

o rg a n i s at i o n s h a v e a f u n d i n g s t r a t e g y r a t h e r t h a n an ad hoc a p p r o a c h Kingsgrove Consulting 2008


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4 GUIDELINES AND AP P LICATI ON

Read the guidelines for the grant. Pay particularattention to:

Objectives of grant (what is it to achieve?)Eligibility requirements (are you eligible?)Assessment criteria (critical list)Closing dates and rounds (if applicable)Available funding (how much can you get)Eligible expenditure (what the grant funds)Non-eligible items (what isnt funded)Co-funding requirements (your contribution)Other information (testimonials etc)

Application Form

Layout and structureInformation required

AttachmentsElectronic or hard copy or both Kingsgrove Consulting 2008


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5 PROJECT PLAN

Develop a project plan

Start & finish dates (be realistic!!)Stages and activities (with descriptions)

Duration of stagesKey steps or milestones Resources (money, people, equipment)

Gantt Chart

Stage Activity Weeks Start Finish1 Prepare foundations for building 6 1/08/2007 15/09/20072 Renovate existing structure (internal & external) 12 1/08/2007 31/10/2007

3 Construct new building 8 16/09/2007 16/11/20075 Fit out servery and kitchen 12 1/11/2007 28/02/20086 Construct toilet block 8 16/10/2007 16/12/20077 Prepare carpark 6 1/12/2007 15/01/20088 Landscape surrounding area (inc playground) 8 1/12/2007 31/01/2008

Aug Sep Oct Nov Dec Jan Feb

W a t c h o u t f o r p l a n n i n g co n s en t s t h e y ca n t a k e a lo n g t i m e! !



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6 ESTIMATE COSTINGS

Cash PaymentsObtain quotes where possible (include copies in application)

If quotes not available, use realistic estimates

In-Kind ContributionsThese are contributions by the applicant or other parties (eglocal council). In-kind contributions have a dollar value butare provided as good & services instead of cash.

This can include:LabourMaterialsFacility use

Other benefits (eg vehicle use, advertising, printing etc)

Costing may include cash outlays and in-kind contribution



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I N-KIND CONTRI BUTI ONS

Volunteer WorkValued at pay for similar work undertaken

Employees from other organisations

Valued at regular rate of pay (exc FB & O/heads)

Equipment, Space or LandIf donated, valued at fair market value, if usedtemporarily, valued at fair rental rate.

Supplies or materialsValued at fair market price at time of donation

TOTA L v a l u e o f p r o j e ct i s u s u a l l y c a sh a n d i n - k i n d * . Gr a n t s a r e u s u a l l y a % o f t h e TOTA L

p r o j e ct v a l u e * Some grants exclude in-kind contribution



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P ROJECT COST BREAKDOWN

Some grants may only fund part of your project.

Identify which part of your project meets eligibleexpenditure guidelines

Identify the specific items grant monies will be spenton (eg building new building, purchase of equipment etc)

Show how grant funds fit into big picture

Show how other funds are used (including other grants)

A sse sso r s n e e d t o b e co n f i d e n t t h a t f u n d s a r e t o

b e u se d co r r e ct l y Kingsgrove Consulting 2008


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7 IDENTIFY FUNDI NG SOURCES

Clearly set out what funding is to be supplied by whom

Cash payment by applicant (from reserves)

Other grants (leveraging and grants strategy)

Other cash payments (eg donations)

Borrowings or loans ( eg bank, private, local govt etc)

In-Kind contribution (outlined earlier)

Gr a n t a sse ss o r s n e e d t o c l ea r l y u n d e r st a n d w h a t f u n d s ar e in v o l v ed a n d w h e r e t h ey a r e

f r o m Kingsgrove Consulting 2008


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8 TEST FOR SUSTAINABI LITY

Many grants require projects to be sustainable or self-funding after grants funds are used (especially grantsfor businesses). Where this is required show:

Sources of future revenues or income

Realistic forecasts of income

Realistic estimates of expenses or costs

Identify basis for forecasts and estimated (eg 5,000users/year of a facility @ $5 each generates $25,000 pa)

I f y o u h a v e a b u s i n ess p l an , i n cl u d e i t w i t h t h e

a p p l i c a t i o n Kingsgrove Consulting 2008


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9 LETTERS OF SUPP ORT

Obtaining support letters is critical but can take time!.

Community GroupsUsers and beneficiaries of project (eg sporting groups)Members of parliament (State and Federal)

Local governmentRegional Development BoardLocal businesses

Business GrantsCustomers & suppliersIndustry bodiesMembers of parliament (State and Federal)Local governmentRegional Development Board

Ch e ck g r a n t g u i d e l in e s f o r o b j e ct i v e s, p r e p a r e

p r o j ect o v e r v i ew a n d b u l le t p o in t s o f w h a t y o u w a n t sa id i n t h e su p p o r t l et t e r


10 DRAFT APP LICATION


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10 DRAFT APP LICATION

Prepare a draft of your application and have it proof read by someone not involved in the project (but whounderstands the project and has read the guidelines)

This provides:

An objective assessment of the application

Identifies any areas that are ambiguous or unclear

Can play Devils Advocate and question assumptions

Check spelling and grammar (a spelling mistake candevalue a whole document)


11 ATTACHMENT CHECKLIST


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11 ATTACHMENT CHECKLIST

Copies of plans, drawings or other project informationPhotos, maps or diagrams (1 picture=1,000 words)

Cost estimates and quotesLetter of supportEvidence of funding (bank statements etc)

Evidence of research (eg markets, competitors etc)Evidence of funding availability (Letters from co-funders)Additional information (background, press clippings

brochure material, awards)

Typical attachments include:

I n c lu d e a l i st o f a t t a ch m e n t s an d s ep a r a t e ea ch a t t a ch m en t w i t h a t i t l e p a g e


12 SUBMI T THE APP LICATION


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12 SUBMI T THE APP LICATION

The final steps include:

1. Final check of application against guidelines (haveall questions been fully answered)

2. Check the assessment criteria addressed

3. Compile the application and attachments (in alogical order)

4. Sign off the document (if required)

5. Keep an electronic copy of all documents (scannedletters etc)

6. Submit by deadline (if required)

Co n t a ct t h e p r o g r a m o f f i ce an d l e t t h e m k n o w y o u h a v e su b m i t t ed a n ap p l ica t i o n Kingsgrove Consulting 2008

ASSESSOR FRI ENDLY AP P LI CATI ONS


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Assessors get dozens of applications they have toread through

Make it easy for them to read and work though

your application (use space in your text)Make sure you have identified and addressed theassessment criteria

ASSESSOR-FRI ENDLY AP P LI CATI ONS

Tip - re-state a criterion and then answer it

Eg How will the project benefit local communitygroups?

The facility will be used by a range of sporting andsocial clubs including.


GRAN T JARGON


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GRAN T JARGON

InputsResources used in the project (eg labour, materials etc)

MethodologyBasic project plan outlining what is to be achieved

MilestoneKey point achieved during project (eg construction of building)

Objective(s)What will the project achieve at its conclusion?

OutputAchievement of milestone (eg building constructed)

Outcomes

Long-term benefits of the project (eg increased tourism) Kingsgrove Consulting 2008

GRAN T JARGON


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GRAN T JARGON

Performance IndicatorType of measure of performance (eg number of visitors/year)

Performance MeasureReal outcome from project (eg visitors increased by 20%)

RationaleBasic reason project is needed (eg need to increase tourists)

SustainabilityAbility to survive without further government funding

Viability (project)Ability of the project to be completed on-time within budget

Viability (applicant)

Can the applicant manage and fund the project? Kingsgrove Consulting 2008

DOS and DONTS


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DO S and DON TS

Do

Read the guidelines and follow application instructionsBe succinct and clear in w hat you say in the applicationUse the same terminology and w ords that the guidelines useBe positive (say w ill not might or may)Stay w ithin application guidelines for number of w ords etcReinforce your need and the benefits throughout theapplication (dont be afraid to re-state your case)Explain the benefits to the funding body (P R, profile etc)

Dont

X P ad out your application w ith w affle

X Send the same generic application to several bodies(tailor to suit each one)X Use emotive language or terminologyX Dw ell on problems - focus on solutionsX Dont imply you have a right to a grant


ACKNOWLEDGEMENT


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ACKNOWLEDGEMENT

This presentation wasbased on an excellentbooklet prepared by theBarossa RiverlandMidNorth ACC.

Their permission to usethe information isgratefullyacknowledged


CONTACTS


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CONTACTS

Gerry KingP O Box 7154W EST LAKES

SA 5021M: 0412 804 805P : 08 8268 1066F: 08 8268 [email protected]

Jan BittnerP O Box 555NARACOORTESA 5271M: 0408 836 307P : 08 8762 2133F: 08 8762 [email protected]
mailto:[email protected]:[email protected]:[email protected]:[email protected]

Documents

Grant Writing Seminar