Writing a Compelling Need Statement • In this step, you will learn the key elements of a need statement, including the four requirements of a successful statement. Then an exercise will guide you in preparing a statement of need for your organization’s proposal. • Purpose of the Need Statement • A need statement describes a critical condition or set of conditions or a social need affecting certain people or things in a specific place at a specific time • This component of your proposal answers the question, what is the need to be addressed • It is the heart of your case for support that motivates funders
Content of the Need Statement • There are several major points to keep in mind when developing your need statement. • First, the need to be addressed should have a clear relationship to your organization’s mission and purpose. • Second, your need statement should not emphasize organizational needs but rather focus on a need of those the organization serves • Third, any assertions about the need should be well supported with evidence (statistical facts, expert testimony, and so on). • Fourth, the need you describe in the proposal should be consistent with your organization’s ability to respond to that need • Finally, make the need statement easy to read by eliminating any jargon that might be a communication barrier.
Tips for Writing the Need Statement • State the need using hard-core statistics, not assumptions or undocumented assertions parading as facts • Use statistics that are clear and support your argument • Use comparative statistics and research when possible • Quote authorities who have spoken on your topic • Make sure all data collection is well documented • Use touching stories of people as examples • Focus your explanation of the need on the geographic area you can serve • Give a clear sense of the urgency of your request. Funders need to understand why the funding is important now.
Need Statement Assignment • Answer the questions in worksheet 3.1. It will help you clearly define the need your organization is addressing. A sample need statement is displayed. After completing the questions and reading the sample statement of need, write your own statement of need based on the information you have developed. • Then, using the Need Statement review Questions, make sure you have written yoyo statement well. Review your need statement until you feel you have addressed all the questions. (TIME 45 minutes 1 hr)
Need Statement Review Questions • Have you discussed the need in terms of your project’s or program’s benefit to the individuals in the community who will be its customers (and not in terms of benefit to your organization)? • Does the described need have a clear relationship to your organization’s mission and goals? • Given your organization’s size and resources, can it meet the need in a meaningful way? • Doses your statement include solid evidence supporting your claims about the nature, size, and scope of the need to be addressed? • Have you eliminated jargon and acronyms from the narrative? • Is your need statement persuasive without being overly wordy?
Defining Clear Goals and Objectives • In this step, you will learn how to write clear goals and objectives. You will also focus on the important differences between outcome and process objectives. You will write a set of objectives for your own proposal. • Purpose of the goals and Objectives Component • Once the need to be met has been decided and written into a need statement for your organization, you must develop goals and objectives that give a clear picture of the anticipated results of implementing your organization’s project. • The goals and objectives are the outcomes of the plan, and they answer the question, how would the situation look if it changed.
Definition of Goals and Objectives • Definition of a goal: A goal is a broad-based statement of the ultimate result of the change being undertaken (a result that is sometimes unreachable in the short term). • Example: The homebound elderly in Main County will live with dignity and independence in their own homes.
Continued • Definition of an objective: Objectives are more narrowly defined than goals. An objective is a measurable time-specific result that the organization expects to accomplish as a part of the grant. More specifically, this is known as an outcome objective. Outcome objectives are your focus in this step. A process objective quantifies a method for achieving the goal. Like the goal, an objective is tied to the need statement. • Example: Outcome objective: there will be a 5 % decrease in the number frail older adults going into convalescent homes during the first year of the social services referral program (This demonstrates an impact or result). • Example: Process objective: there will be an increase in social services referrals and follow-up for 75% of the individuals served by the Meals Consortium during 2007-2008 (This demonstrates a process to achieve the impact).
Keep the following in mind when preparing the goals and objectives • Objectives should be stated in quantifiable terms • Your objectives should be stated in terms of • outcomes • Objectives should clearly identify the population • group being served • Objectives should be realistic and capable of being • accomplished within the timeframe indicated
Five Questions that help shape clear articulate goals and objective statements • What is/are the key area (s) your organization is seeking to change? • What segment of the population will be involved in the change? • What is the direction of change you will be looking for? • What is the degree/amount of change you will be looking for? • What is the deadline for reaching that degree of change? • One easy way to ensure you are writing a good objective is to start your objective with a phrase, such as one of the following, that suggests a purpose: • To reduce • To increase • To decease • To expand
Tips for Writing Good Goals and Objectives • Make sure goals and objectives tie directly to the need statement • Include all relevant parties in the target population • Allow plenty of time for the objectives to be accomplished • Remember that outcome objectives do not describe methods • Determine how you are going to measure the change projected in each objective • Always try and write at least one outcome objective into your plan and determine how you will measure it.
Goal and Objective Assignment • Use worksheet 4.1 to prepare to write your objectives by focusing on outcomes. Start by writing down the goal of the program. Then describe the objectives that tie to that goal. Use 4.1B as a guide. • Then write your goals and objective component, following the standard formula at the end of the worksheet, and using the Sample Goals and Objectives Review Questions, in the same way you did for your statement of need. (TIME 45 minutes)
Goals and Objectives Review Questions • Are your goals stated as results? • Are your outcome objectives stated as specific results that relate to a program goal? • Can progress in meeting your objectives be quantified and assessed? • Do your objectives describe the client population and a specific timeframe for change? • NOTE: You always want to answer yes to these questions……….
"What makes a good proposal?" • A good proposal stems from a good concept. • The best proposals are those to which the reviewers respond, "Of course, I wish I had thought of that!” • Link your work to an important problem/challenge/new idea • Do not limit yourself to incremental science tailored to be completed within a grant cycle • Think Big, Avoid Tunnel Vision, and Dream
Devise a Workplan When Writing • The nature of the project and how it will be conducted • Time table for project (number or years) • Anticipated outcomes and evaluation • Description of existing expertise, facilities, collaboration that make it possible to conduct the research • Staffing needs and facility needs necessary to meet goals
Proposal must address • Responsiveness to solicitation (link it to stated objectives in the solicitation); study solicitation, call program officer if in doubt • What the project hopes to accomplish; • If the project personnel have the necessary expertise to accomplish the goals and objectives; • The national impact and cost effectiveness of the project; and evaluation and dissemination plans.
Write with the Reviewers in mind • "If I can't understand the title, then I don't fund it." Whitney Tilt, National Fish and Wildlife Foundation • Most reviewers do not read a proposal in order, for example: “I look at the budget. Over the years I've learned that narrative can be enriching, but the numbers are stark and straightforward. I want to see that the money is doing the job described in the proposal.” Joel Orosz, W.K. Kellogg Foundation • “If you haven't told us what you want by the end of the third paragraph, chances are you're not going to get it." John West, Phillips Petroleum Foundation
The Writing • Be accurate, clear, consistent, brief, optimistic • Write with impact and emphasis. • Avoid redundancy and unnecessary words • Use figures, diagrams, and tables effectively • Start each paragraph with a topical sentence • Spell check and use a consistent format. • Make sure to reference sources and check citations against reference list.
SWOT Analysis • Strengths • Weaknesses • Opportunities • Threats You can do this on a macro or micro level.
SWOT Analysis Strengths Weaknesses - capabilities - gaps in capabilities - competitive advantages - lack of competitive strength - resources (assets, people) - financials - experience/knowledge - reputation - diversity - deadlines - location - morale - certifications - management - management Opportunities Threats - market developments - environmental effects - competitors vulnerabilities - loss of staff - lifestyle trends - sustained funding - partnerships - market demand - global influences - legislative / political effects
Underneath each category, fill in the blanks with the appropriate statements based on your organization or your department. For example, name 1-5 Strengths that your organization (or department) has. Do the same for Weaknesses, Opportunities, and Threats. Strengths Weaknesses Opportunities Threats
Questions to ask re: SWOT Analysis • Will your proposal solve (or address) any of the weaknesses or threats facing your organization? • Will your proposal bring to fruition any of the opportunities listed? • Will your proposal give your organization a competitive advantage or build upon its existing strengths?
Developing Your Methods • In this step you will determine the methods your organization will use to reach its objectives. You will look at the elements of the methods component of the proposal and see how to use a timeline so that you and prospective funders can more easily outline what will happen when. • Using a worksheet and following examples, you will write your methods for the objectives you developed in Step four.
Purpose of the Methods Component • When the goals and objective for the project your organization is undertaking have been determined, it is time to plan how your organization will achieve its anticipated results. • The methods component of the proposal tells funders how your organization will accomplish its objectives and answers the question, What can the organization do to change the situation?
Content of the Methods Component • A method is detailed description of the activities an organization will implement to achieve the ends specified in its objectives. Methods are also frequently referred to as activities and strategies. • The section should also describe program staffing and identify the client populations to be served along with a justification of why they were selected. • To develop the method section, answer the following questions: • What are the givens that are inflexible (such as date of completion, dollars available, staff available) • What activities need to be carried out in order to meet the objective? • What are the starting and ending dates of these activities? • Who has responsibility for completing each activity? • How will participants be selected? (not applicable to all projects) • How was the methodology determined to be the correct one to solve the problem presented?
Tips for Writing the Methods Component • Tie the methods to your organization’s objectives and to its need statement • Ensure that methods are congruent with the resources requested in the budget • Explain the rationale for choosing these methods; talk in terms of research findings, expert options, and your organization’s or your personal past experience with similar programs • State what facilities and capital equipment will be available for the project • Build various activity phrases on one another to move the effort toward the desired results. Include a timeline • Be sure to discuss who will be served and how they were chosen • Don’t assume the reviewer knows more than she is reasonably likely to know about your organization or what you propose.
Methods Writing Assignment • Develop your organization’s methods by completing worksheet 5.1A listing the key elements of your organization’s planned program. Consult worksheet 5.1B as necessary. • Then use the Sample Methods Component as a guide to write your own methods section for your proposal. Finally, use the Methods review Questions to review your methods, just as you did for your needs statement and goals and objectives. TIME 45 Minutes.
Methods Review Questions • Do the methods discussed in your organization’s proposal derive logically from the need statement and the goals and objectives? • Do your organization’s methods present the program activities to be undertaken? • Have you explained the timing and order of the specific activities? • Is it clear who will perform specific activities? • Given your organization’s projected resources, are the proposed activities feasible?
Preparing the Evaluation Component • In this section you will learn how to write an evaluation plan so that you can effectively demonstrate the success of your program. An exercise will help you think about what your evaluation plan should contain. • Purpose of the Evaluation: The purpose of the evaluation is to determine the effectiveness and efficiency of a project. Benefits of doing so include: • Strengthens your proposal in the eyes of the reviewers • Your organization learns what is going well and what is not • Public benefit
Content of the Evaluation Component • Organizations conduct evaluations in order to do six (6) things: • Find out whether what was originally proposed did what was expected • Determine if the methods specified were used and the objectives met • Determine if an impact was made on the need identified • Obtain feedback from the target group and others • Maintain some control over the project • Make adjustments during a program to increase its success
Continued • When preparing the evaluation section, ask yourself the following questions to help frame what you will say: • What is the purpose of your organization’s evaluation? • How will the findings be used? • What will you know after the evaluation that you do not know now? • What will you do after the evaluation that you cannot do now for lack of information? • How will you know if the program or project has succeeded?
Evaluation – Major Types 1. Goals-Based - measures whether or not you’ve achieved objectives 2. Process-Based - analyzes strengths and weaknesses 3. Outcomes-Based - examines broader impact - what greater good was served
Evaluation • Define the Criteria for evaluating the success of your project - How? - When? - By Whom?
Evaluation - Methods Tests: Participation - Pre and Post Tests - Attendance - Performance against control group - Completion - Certificates Data Collection: - Follow-on tracking - Surveys - Questionnaires Performance - Interviews - Grades - Checklists - Graduation - Feedback forms - Drop in recidivism - Job placement Financial Reports - Permits, inspections, certificates - Cost to Budget - Cost per unit of service Subjective - On time on budget - Journals - Testimonials - Observations - Photographs - Clippings
Data Collection for Evaluation • There are two general methods you can use to collect data. • . • Quantitative Methods: This method translates experience into units that can be counted, compared, measured and manipulated statistically. It allows you to make statements about cause and effect. • Qualitative Methods: This method is rooted in direct contact with the people involved in a program and consists of three kinds of data collection: interviews, direct or field observation, and review of certain documents. • The evaluation component should include a brief summary of the data collection method being use for the project. It must be tie to the goals and objectives and statement of need.
Evaluation Selecting Which Methods to Use • What information is needed to make decisions? • What information can feasibly be collected and analyzed? • How accurate is the information? • Will the information be credible to funders or top management?
Evaluation Assignment • Answer the questions in worksheet 6.1A to begin planning your proposal evaluations section. The sample answers in worksheet 6.1B will help you get started. When you are finished writing your evaluation section, review the Evaluation Review Questions.
Evaluation review Questions • Does your evaluation section focus on assessing the project results? • Does it describe how the evaluation will assess the efficiency of program methods? • Does it describe who will be evaluated and what will be measured? • Does it state what information will be collected in the evaluation process? • Does it stare who will be responsible for making the assessments? • Does it discuss how the information and conclusions will be used to improve the program? • Does it provide your organization’s definition of success?
Developing Sustainability Strategies • In this step you will learn ways to find future funding to sustain your project after the initial funding has finished. • There are many resources available to your organization to keep its programs running, and you will identify, through exercises and examples, the sources of ongoing support that are best for you.
Purpose of the Sustainability Component • When organizations are doing program planning, they generally do not make decisions about future funding until the budget is determined for the current program. In proposal writing, however, the section on finding future funding to sustain the project often appears as part of the narrative and comes before the budget.
Future Funding Sources for Sustainability • Continuation grants from foundations and corporations • Annual Campaigns • Fees for Service • Sales of items or activities • Note: A common error in writing the sustainability section is to be too general, indicating only that future funds will come from a variety of sources such as individuals and corporations. Most funders regard such broad statement with considerable suspicion.
Tips for Writing the Sustainability Component • Even though funders do not always ask for this proposal section, it is important to include some information on sources of money for the project’s future. • A one-line sentence explaining that future funding will be sought is not enough information for funders. • The more specific you are in this section, the more confidence you will inspire in your potential funders that the project will continue after they go away.
Sustainability Assignment • Completing the outline in Worksheet 7.1A will get you started on developing the future funding component of your proposal. • Then write your own future funding information, referring to the Sample Sustainability Component. Review your work by asking the Sustainability Review Questions.
Sample Sustainability Component • The Meals Consortium has a strong history of obtaining funding for Meal on Wheels programs. The social services referral program is expected to have the support of foundations interested in start-up projects for the first two years. In addition to these monies, the Development Director will increase the amount of unrestricted funds for the Consortium through direct mail requests and the annual special event. During 2007 the growth rate of our individual donor base was 20 percent and the special event doubled its previous net income. Efforts are being made to continue this growth in order to use unrestricted funds for the new program.
Sustainability Review Questions • Do you hope to see the program continue after the initial funding has been exhausted? • If so, does this section present a plan for securing future funding for the program? • Does it discuss future funding strategies or earned income strategies? • If you are requesting a multi-year grant, have you shown that your organization will have a decreasing reliance on grant support?
Preparing the Program Budget • This step helps you estimate how much your program idea will cost and introduces you to key elements of a budget. Examples aid you in defining budget elements, and guidelines for budget preparation are provided.
Purpose of the Budget • Key to any proposal is the budget for the project or the organization seeking support. The budget is the plan you have for the project or for your organization, expressed in the language of dollars. • The best budgets translate the Methods section into dollars. • Remember too that your organization’s budget is an estimate; it’s your best guess of the income and expenses you anticipate will occur.
Content of the Budget • Depending on the funding source, you may be asked either for a very detailed budget or for a general outline of income and expenses. • Usually government funding sources require considerable detail and provide budget forms and foundations and corporations typically require less detail. • A budget may include various components: • Project or program budget • Agency budget • Detailed or justified budget • In-Kind contribution
Steps in the Budgeting Process • To develop the budget component of a proposal for a specific project, follow these steps: • Establish the budget period, the length of time the budget covers. • Estimate expenses, obtaining cost estimates as necessary. • Decide whether and how to include overheard costs. • Estimate the donated goods and services that will be used. • Estimate anticipated revenues for the project. • Check that the budget as a whole makes sense and conveys the right message to the funder.
Developing Your Budget Basic components and parameters to consider: • Duration • How much you are asking the funder to support • Level of resource commitment from your organization • Number, identity and level of commitment of collaborating organizations
Developing Your Budget (cont’d) • Keep it simple • Detail commitments of partners • Be specific • Create reasonable forecasts • Anticipate change • Be consistent
Budget Checklist A. Salaries and Wages C. Materials and Supplies E. Services Personnel/Principal Investigator Office supplies Computer use Assistants/Research Assistants Communications Duplication services (reports, etc.) Stipends (training grants only) Test materials Publication costs Administrative Staff Questionnaire forms Photographic services Consultants Duplication materials Service contracts Clerk-typists Animals F. Other Editorial assistants Animal care Space rental Technicians Laboratory supplies Alterations and renovations Subjects Glassware Purchase of periodicals and books Hourly personnel Chemicals Patient reimbursement Staff benefits Electronic supplies Tuition and fees (training grants) Salary increases Report materials and supplies Hospitalization Vacation accrual and/or use D. Travel Page charges B. Equipment Administrative Subcontracts Fixed equipment Field work Movable equipment Professional meetings Office equipment Travel for consultation Equipment installation Consultants' travel Subsistence Automobile rental Aircraft rental Ship rental
Overhead Expenses / Indirect Costs What kinds of things are included in Overhead / Indirect Costs? • Heat • Rent • Electricity • Phone/Fax • Copying • Postage • Building maintenance • Bookkeeper • Human Resources Overhead Rate = Overhead Expenses Program
Fringe Benefits What is Included in Fringe Benefits? • Taxes • Social Security • Health/Dental Insurance • Retirement (e.g., 401k contributions) or Annuity • Child Care Allowances • Other Fringe Benefit Rate = Total Fringe Benefits Total Payroll
Sample – Budget Narrative * Assumption: 1-year project based in Boston Budget Narrative Three Investigators will be based in Boston and assigned exclusively to homicide investigations. The salary for each Investigator is $50,000 (annually). A Secretary will spend ½ of her time preparing reports and providing other support to the unit. The Secretary’s salary is $25,000 (annually). Two of the Investigators will attend a one-day workshop training on forensic evidence gathering in Boston during October. The fee for the training is $600 per participant. Each of the three investigators will make seven “day trips” to New York City to follow up investigative leads. They will travel independently by car. The distance from Boston to NYC is 250 miles (each way). The current mileage reimbursement is 40 cents per mile. Three computers will be used by the Investigators to analyze cases and intelligence. The cost of each computer is $1,000. One camera will be used for investigative work. The cost of the camera is $300. Office Supplies and postage are needed for general operation of the program. The cost of Office Supplies is $150 (annually) and postage is $100 (annually). Training materials will be developed and used by the investigators to train patrol officers how to preserve crime scene evidence. The cost to print these materials is $750 (annually). A Forensic Specialist will be hired as needed to assist with analysis of evidence. The Specialists will be paid $75/hour. He will work no more than 32 hours per month. The Forensic Specialist will make six “day trips” to Miami to consult on homicide cases. The Specialist will fly down the evening before the day of consultations – consult – and return that evening. The roundtrip airfare (Boston/Miami/Boston) is $300. The nightly rate for Miami Hotels is $150. The cost of rental space for the new homicide unit is $1,000 (per month).
Budget Assignment • Use Worksheet 8.1A to prepare a budget for your project. Enter your projected revenues and expenses, and add categories if necessary. • Worksheet 8.1B contains a completed budget, showing you both how to proceed and what the budget for Meal Consortium looks like. Asking the Budget Review Questions at the end of this step will point out budget areas that need work
Budget Review Questions • Is the budget consistent with the proposal’s program plan (methods)? • Is there a budget narrative that explains items that may not be immediately clear? • Does the budget include in-kind revenues and expenses? • Does the budget address the question of how overhead costs will be recovered? • Can your organization accomplish the intended objectives with the proposed budget? • Have you kept your budget worksheet, so you have a record of how you determined costs for your expenses?
Writing the Organizational Background Component • This steps explains what an organization background should contain to establish your organization’s credibility. Using examples and a worksheet, you will learn how to present your organization’s strengths to a funder. • Please note: the organization background section of a proposal may appear as one of the first sections of the proposal or may appear after the planning sections (but before the budget). Where it appears in a proposal is often dependent on funder guidelines.
Purpose of the Organization Background Component • The organization background component of the proposal is often lengthy, because it must describe the organization well enough to assure prospective funders that the nonprofit can undertake the proposed program or project. • It may also be referred to as the Introduction or Applicant Description • This section of the proposal should tell the reviewer that the organization • Is fiscally secure • Is well managed • Provides important community services • Has the respect of the community
Tips for Writing the Organization Background Component • Begin by explaining when and why your organization was founded. Put the mission statement in the first or second paragraph to give the prospective funder a good idea of the organization’s reason for existing. • Note that this section of the proposal can be the same for most funders (it can be boilerplate). • Write this section of the proposal after the program planning is finished. • Use appropriate testimonials and data to increase your organization’s credibility.
Organization Background Assignment • Using Worksheet 9.1A, gather the information for this section of your proposal. Worksheet 9.1B offers an example. • Then write your narrative using the Sample Organizational Background Component as a guide. Finally, review your work using Organizational Background Review Questions. You should be able to answer to each question.
Organizational Background review Questions • Does your organization background section give your organization credibility by stating its purpose, programs, target population and major accomplishments? • Does the background suggest sources of community support for the proposed program? • Will the background give readers a sense that the organization is well managed and fiscally secure?
Writing The Proposal Summary • All proposals of more than five pages in length should contain a summary. Most foundation and government funding sources request one. The summary is a clear, one page abstract of the proposal. It appears at the beginning of the document but is written last.
Writing the Proposal Executive Summary • Summary - Identification of the applicant - The specific purpose of the grant - Qualifications to carry out this purpose (project) - The anticipated end result - The amount of money requested & total project budget • Coherent • Persuasive
Tips for Writing the Summary • Include only those key points in the summary that have been significant throughout the proposal • Stress the key points that you know are important to the funder. Make sure the summary highlights the potential funder’s priorities.
Summary Assignment • Complete Worksheet 10.1A to pull together the material for your summary, using Worksheet 10.1B as a guide. Then write the summary for your own proposal. Then review your work by asking the Summary Review Questions. You should be able to answer yes to each question. • REVIEW QUESTIONS: • Does your summary clearly identify the applicant? • Does it describe the specific need to be addressed and the specific objectives to be achieved? • Does it mention the total program or project cost and the amount of funding requested? • Is it brief (no more than one page)?
Proposal Title • Your Proposal Title is Important! • Be Comprehensive, so that someone reading just the title would know what it’s about - OR - intrigued to learn more.
Responding - Submitting Your Proposal Cover Letter Cover Sheet Proposal Supplementary Documentation
Cover Letter • Presentation • Content Paragraph 1: - Nature of Program/Project - Total Budget and Amount Requested from grantmaker Paragraph 2: - Emphasize why you chose to approach this grantmaker - Impress the benefits to constituents most important to the grantmaker Paragraph 3: - Thank them for considering your proposal. • Signature(s) • CC’s
Cover Sheet • Many grantmakers will request a cover sheet. • The cover sheet introduces your proposal to the grantmaker.
Cover Sheet Template
Essential Proposal Elements – Common Submission Sequence 1. Title 2. Executive Summary 3. Organizational Information 4. Statement of Need 5. Project Description Goals Objectives Methodology Sustainability 6. Budget 7. Evaluation
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