Federal Grants Review Grant Writing and Leveraging Resources 2006 Kentucky Homeland Security and...

Federal Grants ReviewGrant Writingand Leveraging Resources

2006 Kentucky Homeland Security and Local Government Conference

Lexington, KY April 4-6, 2006

Federal Grants Review Workshop for the 2006 Kentucky Homeland Security ConferencePresented by the National Criminal Justice Association (NCJA) April 4-6, 2006

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National Criminal Justice Association (NCJA)

Who we are?What we do?


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Policy Support to DOJ and DHS State Administrative Agencies (SAA)

Congressional Monitoring and Legislative Analysis

High Caliber Conferences on Key Issues


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Facilitate Coordination between DOJ and G&T SAAs

Curriculum Development i.e. Performance Measurements and More


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A Compendium of Promising Grants PracticesPromising Grants Practices across the United States

March 2006Prepared by the

NATIONAL CRIMINAL JUSTICE ASSOCIATION

With support fromTHE U.S. DEPARTMENT OF HOMELAND SECURITY

OFFICE OF GRANTS AND TRAINING, PREPAREDNESS DIRECTORATE


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Writing is a Three Step Process

Organizing (done before)Writing (done during)Editing (done after)


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Organizing the Grant

Read the instructions…first!Do the funding agency’s priorities

match yours? Is the grant competitive?


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Organizing the Grant

When is the application due?How must it be submitted?Putting the pieces together

(aka. “If it looks like a duck…)


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Standard Grant Components

Letter of TransmittalTitle PageAbstractTable of Contents Introduction


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Standard Forms and AssurancesProblem StatementPurpose/ObjectivesPerformance IndicatorsApproach/Methodology


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Implementation ScheduleFuture FundingEvaluationTerms and ConditionsSignature Pages


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Letters of SupportAppendicesBudget Worksheet Budget Narrative


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Writing the Grant Narrative…

“The curse of easy writing is hard reading.”

Richard Brinsley Sheridan (1751 - 1816)

Irish dramatist, parliamentary orator

“Write something worth reading.”

Benjamin Franklin (1706 - 1790) US statesman, diplomat, inventor, printer


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Know thy Target! Know your purpose before writingDetermines word choice Convey your points

Quickly, Accurately, Succinctly


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To be an Effective Writer…

Adapt your writing style toyour readeryour intentyour situation


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Active vs. Passive Voice

Active: The actor appears first in the sentence and acts upon something

Active: Follows normal thought and speech order


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Active vs. Passive Voice

Passive: Adds length and wordiness

Passive: Relies on weaker (less persuasive) verb; recipe for boring passages


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Paragraphs

Open with lead or topic sentenceSubsequent sentences support itLimit to five (5) sentencesChange thoughts…change

paragraphs


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Paragraph Types

Classification requires organization TypesKindsMethodsCategories


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Paragraph TypesCause & effect analysis

Origin…of a particular eventConsequence…particular result

the event produced


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Paragraph Types

Process analysisSequential explanationHow something is done

ComparativeContrast differences/similarities


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Paragraph Types

IllustrationWord pictureConcrete examples of general

point


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Use Logic in Organizing Identify needs and wants of reader Approaches

Inverted pyramid (newspapers)Building block (from specific to general

conclusions) For developing arguments which lead to a

conclusion


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Persuasive Writing should…

Arouse curiosityChallenge with questionsForeshadow conclusion…


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Understandable Writing is… Clear and DirectKeep it shortAvoid generalizations—be specificDo not add company jargon


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Understandable Writing is… Clear and DirectAvoid repetitiveness Logical sequence of thoughts and

ideasSimple sentences


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Understandable Writing is… Clear and Direct Be persuasive and give your writing

“punch” Adapt your writing style according to

your readeryour intentyour situation


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Instructive and Topical Subheadings Helps reader to see logical steps Aids in clarity, coherence of writing


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Format: Writing’s Physical AppearanceStyle Design Presentation


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Editing the Grant…

“Effective writing is 20 percent what you know and 80 percent editing what you know.”

H. L. Mencken (1880 - 1956) US editor, satirist


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Editing Goals

State the facts clearlyPresent a logical progressionPersuadeProvoke (action)


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Editing Goals

To retain meaning and style, improve clarity, reduce unnecessary lengthIs it complete?Right substance, content, format?


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Editing GoalsDoes your writing really say what

you want it to say?Grammar? spelling, punctuation,

verb tense?“Flow?” consistency, repetitions,

deletions?


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Importance of Punctuation

A woman without her man is useless.

A woman: without her,

man is useless.


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Editing

Ensures effective organizationMatches your format/style to your

intended readermay need to adjust your style


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Editing

Increases readabilityAllows evaluationGet someone else to read it

Preferably subject matter expert (SME)


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And speaking of evaluation…

“Once you've got some words looking back at you, you can take two or three or throw them away and look for others.” Bernard Malamud (1914 - 1986) US novelist, short-story writer


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Transmittal Letter

Identify Project Director Identify Financial Officer Identify Contracting Officer for

Higher Education/UniversitiesInclude preferred method of

contact (i.e. phone, fax, email)


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Transmittal Letter

Technical or fiscal InformationFoundations and Corporations

Agency/Executive DirectorBoard Chair (i.e. Commissions)University President


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Title Page

Section of the grant application packageApplicant information

Agency Name, Address, Zip Summary page for budget


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Abstract

Essential– reviewers use it to “weed out” inferior proposals

First impression for reviewer Summarizes narrative sections of

proposal


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AbstractBriefly describes your project

BackgroundSignificanceMethodology


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Abstract

Should stateWho (you are)What (you plan to do)How (you plan to do it)

Write the Abstract last


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Table of Contents

Lists different application sectionsReady reference to the

application’s compositionEnsures application pages are

correctly numbered


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Introduction… in about two pagesWho (you are)What

you intend to domajor outcomes you expect to

achieve


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Introduction… in about two pagesRepeats and expands on Abstract Includes your qualificationsDescribes resources that make

proposed project possible


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Introduction… in about two pagesFor foundations, critical to

establish credibility of your organization here

Organizes your proposal for reviewer(s)


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Standard Forms and Assurances Standard Form (SF)

SF 424 – Application for Federal Assistance

SF 424-A – Budget InformationBudget for each yearCumulative budget for total project


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Standard Forms and Assurances

Requires Dun and Bradstreet (DUNS) number1-800-333-0505

Include Catalog of Federal Domestic Assistance (CFDA) number


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Standard Forms and AssurancesOn-line applicationshttps://www.Grants.gov

Select “Apply for Grants”Select “Download Application

Package” and “Instructions”“Search” on CFDA number


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Standard Forms and AssurancesMatch Requirements

Federal State or LocalIn-kind

Review by State Single Point of Contact (SPOC)


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Standard Forms and AssurancesCertifications

Lobbying and DebarmentDrug-Free WorkplaceCivil Rights ComplianceLimited English Proficient (LEP)

Persons


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Which OMB Circulars to Follow?

State, Local Governments and Indian Tribes FollowOMB Circular A-87 for Cost Principles OMB Circular A-102 for

Administrative RequirementsOMB Circular A-133 for Audit

Requirements


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Which OMB Circulars to Follow? Educational Institutions, Hospitals and Non-

Profits FollowOMB Circular A-21 for Cost Principles (Educ.

& Hospitals Only) OMB Circular A-122 for Cost Principles (Non-

Profits Only)OMB Circular A-110 for Administrative

RequirementsOMB Circular A-133 for Audit Requirements


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Government-Wide Common Rules

28 CFR Part 66 “Uniform Administrative Requirements for Grants and Cooperative Agreements with State and Local Units of Government”

28 CFR Part 67 “Government-Wide Debarment and Suspension (Nonprocurement)”


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Government-Wide Common Rules 28 CFR Part 83 “Government-Wide

Requirements for Drug-free Workplace (Grants)”

28 CFR Part 69 “Byrd Anti-Lobbying Amendment”

OMB Website www.whitehouse.gov/OMB/grants/index.html


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Problem Statement…of Need

Establishes Why… You need it now…criticalityDescribes existing problem(s)Expresses current impact

If something is doneIf something is not done


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Problem Statement…of Need Identifies What…

Current efforts and resourcesTime/overtimeManpower (training/exercises)Plans and programs$$$


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Problem Statement…of Need

Include timely, realistic and complete data

Surveys and statistical info.Based on local vs. regional and

national averages


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Purpose/Objectives

Identifies expected resultsShort and long-termStated as outcomes or resultsAffirmed in measurable terms


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Purpose/ObjectivesObjectives must be

MeasurableTime-limitedRealisticRelevantRelate to Problem Statement


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Purpose/Objectives

Intensions should be clear to the reviewer

Foundation for rest of narrative…


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Approach

Explains How…Solve the existing problemAddress specific action steps


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Approach

Organized in different waysActivities tied to proceduresFunctional categories

Planning, development and implementation

Major time blocks


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Approach

Describe nature of your organization

How…project relates to the existing organization

Describe administrative structure


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ApproachOrganizational chart

Key project personnelRelationship of project personnel (i.e. reporting)


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ApproachProject staff

QualificationsResponsibilities in the project (briefly outlined)


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ApproachResources and Facilities

Include in the Organization Section

Include in Appendix—detailing equipment and facilities


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Methodology

Direct correlation betweenWhat you intend to doHow you intend to do it

Provide forum to demonstrate Why your chosen methods will

solve the problem


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MethodologyAnticipate reviewer questions

Why these methods? approach?Why are your methods better?Are yours the most cost-effective

methods?


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MethodologyHow much time is required?Is that time reasonable?Will it take longer than anticipated?Is too much time allocated?


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MethodologyOutlining your methods

Who’s responsible for program implementation?Includes each project phaseShould have the necessary qualifications to do the job


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Methodology

Repeat the relevant objective for each method section

Helps reviewers understandWhich methods will be usedWhich objectives will be

accomplished


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Implementation Schedule

Planned activitiesVisual summary of activitiesUse months, not specific datesClearly identify sequence and timingBe realistic about activities/time


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Future Funding

Plans for program continuation?Funding agencies will not fund

indefinitelyHow will you operate without

grant funds?After initial funding period


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Evaluation

Assessment of accomplishmentsPerformed during project and after

its conclusionDetermines successful achievement

of project objectives


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Terms and Conditions

Standard for all grant applicants Includes compliance issues

Office of Management and Budget (OMB) Circulars and Common Federal Rule (CFR)

Requirements particular to funding agency


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Signature Pages

Compliance with regulations governing funds

Compliance with general and fiscal provisions of grant application

Usually requires bonding


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Signature Pages

Usually requires more than one signatureProject DirectorFinancial OfficerAuthorized Official


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Letters of Support Included only if they are

RequiredRelated to the project

Individually written and appear unique


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Letters of Support

Draft a "Sample Letter" Limit Letters of Support to

Key individuals whose support is required for project success


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Appendices

Include data of peripheral benefitSubcontract dataLetters of supportGraphs and charts

Use when page limits are imposedReferenced in the proposal


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Budget Worksheet

Include what you need to do it…Well

Show Necessity, Reasonableness, Appropriateness

Cost Analysis of Budget Worksheet and Narrative


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Budget Worksheet

Include only allowable costsFollow application instructions Include source of matching fundsHave someone else review math


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Budget Narrative Itemized list from the worksheetListed in the same order as the

worksheetBrief description of each itemHow will each item be utilized?


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Budget NarrativeNo brand names Include

QuantitiesDollar amounts


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Budget NarrativeWhat is the benefit?

Training opportunitiesPersonnel (part-, full-time)Increased communicationsOvertime


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Budget NarrativeWhat is the benefit?

SuppliesExercisesEquipment


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Budget NarrativeWho will receive the benefit?

DepartmentsAgenciesSchoolsIndividualsPublic/Private Sector


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Leveraging resources

Do your homework…researchSearch the InternetJoin common groups (i.e. state’s

association of non-profits)Sign up for publications


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Leveraging resources

Determine your eligibilityFocus on a good match…your

goals and the funding agency’s goals

Be prepared to respond


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Federal Government

Determine Presidential and Congressional priorities

Monitor appropriations processEnsure timing and awards meet

your needs


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Federal Governmentwww.Grants.gov

$400 billion in annual grantsAll 26 Federal grant-making agencies900 different grant programsEmail notification of opportunities


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Federal Government

Catalog of Federal Domestic Assistance www.cfda.orgLookup programs

Search by program number and keyword

Helpful user’s guide


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Foundations and CorporationsWhat are their priorities?Who are their leaders?What do they award?Who are the most common

recipients?


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Foundations and CorporationsWhy are they awarding?What are they required to

disclose?Last year’s award amounts and

projects?


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Legal and ethical considerations

Check out the laws firstMust you comply with regulatory

restrictions? Which ones?Will receiving the benefit comprise

any ethics rules?Consider pursuing other options


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Leveraging “other” resources

Technical Assistance (TA)Promising PracticesConference and meeting supportMembership associationsPublications dissemination


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Leveraging “other” resources Volunteers--Citizen Awareness and Citizen

CorpsProfessional groupsHigher educationPrivate sector (Tech Partners)Community service organizations

Gifts and donations


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Membership AssociationsNational Emergency Management

Association (NEMA) www.nemaweb.org

National Governor’s Association (NGA)—NGA’s Center for Best Practices; www.nga.org


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Leveraging “other” resources National Criminal Justice Association

(NCJA)Compendium of Promising Grants

Management Practices http://www.ncja.org/odp_compendium.html

Justice Bulletin Justice Action Alert


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Leveraging “other” resources National Criminal Justice Association (NCJA)

Electronic Grants Management Systems (eGMS) Assessment http://www.ncja.org/egms-assessment.html

Justice and Homeland Security Assistance Overview (annual)

“Short Takes” weekly emails


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Publications disseminationNational Grants Management

Association, http://www.ngma-grants.org/

HSToday Magazine; http://www.hstoday.us/home/index.cfm

2006 Guide to Homeland Security Grants


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Federal Grants Management Handbook, http://www.grantsandfunding.com/libraries/grantmanage/gran


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Questions??

The End…or just the beginning


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Lisa Nine

Senior Staff Associate

Email: Email: [email protected]

Cell: 202-421-7693

Voice mail: 202-628-8550, ext. 172

Federal Grants Review Grant Writing and Leveraging Resources 2006 Kentucky Homeland Security and...

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