Strategies For Writing Grants

“Grant Writing Strategies that Win Funding”

www.skills4.org

© 2009 Skills4, Inc.

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(c) 2009 Stephen Fallon, Skills4
Strategies for Writing Grants!
That Win Funding
Stephen J. Fallon, PhD
August 2009 update
For today’s slide handouts:
www.skills4.org
•  Click on button for Fact Sheets
•  First download the file Intro to Grant Writing
•  Then go to Links, then click on Steps to Grant Writing (c) 2009 Stephen Fallon, Skills4
•  This short quiz will help you to
assess your current experience level.
•  Don’t worry if you don’t know
the answers to some or even all of
these questions. After all, we’re
here to learn together.
•  Just answer as best you can from
what you already know.
Experience Level Assessment
•  This training will familiarize you with
strategies for writing a winning grant proposal.
•  The skills you learn will help you to write
your own grants, or work more effectively with
a grant writer. By the end, you will be able to
Learning Objectives
1.  Perform an ROI analysis to select best grant target prospects;
2. Divide grant preparation into a working timeline and staff
assignments for completion;
3. Adapt language to fit a funder’s stated objectives / assumptions;
4. Update epi data, model proofs, and program plans using a
Skeptical Eye framework;
5. Recognize when a narrative strays into common forms of grant
writing mistakes. (c) 2009 Stephen Fallon, Skills4
Grant Writing Blues?
•  Grant writing is writing.
•  What causes the anxiety?
•  Tips for moving past the blank page.


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Standard Elements of a Proposal
  Cover Letter
  Abstract
  Needs Assessment
  Organizational History
  Program Design
  Evaluation Plan
  Budget and Budget Narrative
  Attachments (If Requested)
Sections of a Grant Application
Section
Target population
Justification of Need
Proposed intervention
Work plan (with timeline)
Agency Capacity/History
Evaluation & Monitoring
Budget & Justification
Hints
  Use data, and zoom in
  Not just scope, but gaps
  Know the model thoroughly
  Activities = levels of effort
  Relevant and memorable
  Process and outcome data
  Reasonable, and livable
Success Stories & Lessons Learned
  Who can share a story of a grant
application success that “beat the
odds”?
  Who will boldly share their
story of a hard lesson learned
when a grant was not funded?
Case Studies: Victor or Vanquished?
•  Target population’s need.
•  Turn to your handouts.


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3

Strategies for Researching Funding
Trends in Private Grants
•  69% of those who claim HIV/AIDS is an "urgent priority" gave
no AIDS grants in the previous year.
•  13% of them have never given any AIDS funding at all.
•  You’re competing with 18,000 AIDS-related orgs and projects.
Philanthropy and AIDS: Assessing the Past, Shaping the Future, Funders Concerned About AIDS, 1999.
•  Since 9/11, other societal needs are competing with HIV/AIDS.
From 1996-1999
•  # of funders giving at least $50K to
AIDS dropped 22%.
•  8% expected to decrease AIDS funding
further in future.
•  # making any AIDS funding at all
dropped 21%.
Trends in Private Grants (cont’d)
The Foundation Center, Foundation Giving Trends, Update on
Priorities, 2000. In Voices from the Field: Remobilizing HIV/
AIDS Philanthropy for the 21st Century. Funders Concerned
About AIDS, 2002).
•  Overall foundation giving was $11.3B in 1994. It rose to
$22.8B in 1999. (The Foundation Center, Foundation Yearbook 2000).
•  HIV/AIDS Funding declined from $37M in 1996 to
$28.3M in 1998. Rose in 1999 to $40.7M.
•  But increase was directed to international giving.
Performing an ROI Analysis


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4

Pick Like Goldilocks
•  Rule of thumb: 1 step up at a time.
•  Foundation funding  state 
region or federal prevention
program federal research program.
•  Some surprises if you are the perfect
niche player.
•  Fair match up?
Venn Diagram of Deliverables
A Pyrrhic victory is a victory with devastating cost to the victor. From: King Pyrrhus of
Epirus, whose army suffered irreplaceable casualties when he defeated the Romans during
the Pyrrhic War at Heraclea in 280 BC and Asculum in 279 BC.
Asian / P.I.
(from low income,
immigrant
neighborhoods)
MSM
< age 22
(mostly recruited
from H.S. LGBT
student groups)
Diagnosed
LWH
Healthy Relationships
  5 sessions
  2 hours each
 goes here?
(c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4
•  Need for program.


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Practice Session:
Community and Program Design
Allowable Costs
Basic Cost Guidelines-under Federal Issuances OMB A-87,
A-122, A-21 & 48 CFR 31, 45 CFR 74
Definitions: Goals vs. Objectives


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6

Practice Session
What’s in a Name?
A funder issues a
•  RFP : Request For Proposals
•  RFA: Request for Applications
•  GFA: Guidance for Applicants
•  RFQ: Request for Quotations
•  ITN: Invitation to Negotiate
•  All just different terms describing ways of inviting ideas to
solve a community problem.
•  Usually posted 6 weeks before due date. But much < time
if you rely on forwarded announcements.
•  Go direct to the funding source for immediate notice.
When to Start: Option 1
Grant RFP released

Figure out which program/model has best odds of funding

Scramble to learn that program

Figure out where new program could fit in agency
(physical space, and responsibilities)

Start preparing committee to write grant

Oops--out of time.


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•  Goals and objectives.
Don’t Cross ‘Em: Dead-Lines
“One of State's Largest AIDS Clinics Loses Federal Funding”
Wayne State University-Detroit Medical Center (DMC) HIV/AIDS
program will lose out on more than $250,000 in federal funding because
its grant application was 55 minutes late. "We had computer problems.
We couldn't get the document to print out…” May 1, 2001
“Arkansas Legislators Ask Congressional
Delegation to Help on Lost AIDS Grant”
The state lost a $725,760 federal grant for
medicines for low-income AIDS patients
after the state health department failed to
meet a deadline to complete an application
for the money. September 24, 2001
How Long Does This Take?
•  Community/corporate foundation grant: 10-25 hours
•  State grant: 40-60 hours
•  Federal grant (program): 80-100 hours
•  Federal grant (research): 100+ hours
•  Not including budget, support letters, and packaging (adds
5-20 hours!)
•  Can you work on this grant non-
stop, 80 hours for two weeks?
•  Rule of thumb: allow 1 week for
every 10 hours grant labor needed.
When to Start: Option 2
Community mapping / clients surveyed

Strategic Plan has laid out program growth
goals.

Key staff review prevention / care models

Program piloted with volunteers or using
administrative time

Agency history & local needs docs drafted

RFP released. Tweak docs; describe pilot
program. Finished strong & on-time.


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Defend Against Lost Points
Centralize Key Documents
Plan Ahead
•  Revise your organizational history
now, before the next RFP.
•  Participate in your CPG or planning
council. Host town hall w/ clients.
•  If possible, keep several needs
justification drafts on hand (with
different target populations) .
•  Plan complementary (rather than
competitive) collaborations.
•  Pilot a small version of a program
that interests you.
•  Get agency buy in for desired grant
project. (c) 2009 Stephen Fallon, Skills4
•  Program plan.


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9

Can You Describe It?
•  Simple “mission.” Let’s
create a work plan.
•  Work in pairs.
•  Remember: when your
application is being reviewed,
you can’t be there to clarify.
•  Hardest lesson in all of life: to
be able to imagine the
perspective of someone who
doesn’t know and feel what you
know and feel.
Sketching Your Program Plan
Describing Methods (Activities)
EBIs: Prevention Program Models
Most fact sheets will list the
  Core elements
  Key characteristics
•  Some will also include
recommended staffing or budgets.
•  But better than the simple web
sheets, write to the model
originator/principal investigator.
•  Many will write back (but not on
short deadline).


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10

Don’t Force Square Peg, Round Hole
•  Funding is tighter these days, and
interventions are hard to implement.
•  Don’t succumb to temptation to choose
the easy one. (“Hey, let’s use
VOICES/VOCES. We’ll just show
videos!”) Make sure it fits target
population.
•  Don’t fudge the #s with existing
groups. Reach out to at-risk.
•  Don’t impose without checking first.
Target population may not be ready for
P.O.L. or PROMISE, for example.
Practice Session
Organizational History
(c) 2009 Stephen J. Fallon, Skills4
2006 to 2008
•  “Fusion” program for Hispanic
MSM and their partners only.
•  Drew in truly needy clients: recently
out, recent immigrants involved in
survival sex; etc. BUT
•  $3M agency had committed to a
12.5% cash match grant for this
small program.
•  After 2 years, agency concluded program was too expensive,
gave the grant back and closed the program.
•  No other Latino HIV prevention non-profit in county.
•  Staff and core group committed to continue program … if
funding could be secured somehow.


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(c) 2009 Stephen J. Fallon, Skills4
The Next Chapter: Somos
•  Promised community same services in
similar location, if funding possible.
•  Had just 5 weeks from notice that
Fusion was being dropped to
 Found corporation (Latinos Salud)
 Draft articles, By Laws, P&P.
 Assemble B.O.D.
 Seek expedited IRS review
 Recruit collaborators / linkages
 Write state grant application.
  Secure strong letter of support from model originator.
•  Won state contract, funding allowed launch in January 2009.
Updating Boilerplates
Letters of Support / Agreement
•  Generic or non-specific loses points.
We really like
agency #1 because
it is located on Elm
Street. We will
refer clients.
Signed, Agency X
We really like
agency #1 because
Street. We will
refer clients.
Signed, Agency Y
We really like
agency #1 because
Street. We will
refer clients.
Signed, Agency Z
Evaluation


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12

Best Practices in Evaluation
Not Funded? Common Reasons
Funding Review Assesses
Making Sense of Grant Parts
If I come to you (we’ve never met before) to ask for a loan so that
I can help out someone I know, what would you want to ask me?
•  “Who are you?”
•  “Who are you planning to help?”
•  “Why do they need this money?”
•  “What will they do with it?”
•  “How will you know they spent it as
planned?”


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13

Make Your Pitch
•  10 minutes to write 2-3 paragraphs. Answer one of the
questions on handout page.
•  Have neighbor review with their “clueless” hat on.
  Squiggly line under any part
that “confuses you.”
 Strike-through for any part that
seems undoable.
  Stars in margin for phrases,
proofs or plans that win you over.
Grant Prospecting
•  Local DOH (pass-through funding)
•  CDC (direct funding)
•  HRSA (Ryan White)
•  Foundations (local, pharma, insurance, etc.--
check history)
•  USCM (U.S. Conference of Mayors)
•  SAMHSA (Substance Abuse and Mental Health Service Admin, CSAT
and CSAP)
•  OMHRC (Office of Minority Health Resource Center)
•  AFC (Administration for Children & Families, Compassion Capital)
•  AHRQ (Agency for Healthcare Research & Quality)
•  NIH (National Institutes of Health, research grants)
•  Mission creep:
Unmanageable expansion of
services in effort to chase
easiest funds.
•  Strategic Plan:
long-range, board & staff
directed blueprint for future
growth, with evaluation at
all phases.
•  Integrated care:
wisely expanding menu of
services to facilitate one-
stop care.
(c) 2009 Stephen Fallon, Skills4 (c) 2009 Stephen Fallon, Skills4
Who Moved My Cheese?
Holtgrave, DR. Written Testimony on HIV/AIDS Incidence and Prevention For Hearing, U.S Congress, September 16,
2008. Citing Holtgrave DR. “Costs and consequences of the US Centers for Disease Control and Prevention’s
recommendations for opt-out HIV testing.” PLoS Med. 2007; 4(6):1011- 1018. AND Chen RY, et al. “Distribution of
health care expenditures for HIV-infected patients.” Clin Infect Dis. 2006;42:1003-1010. AND Schackman BR, et al. “The
lifetime costs of current HIV care in the United States.” Med Care. 2006; 44(11):990-997.
•  U.S. prevention programs have prevented ~ 362,000 infections
(200,000 - 1,500,000). Cost per infection averted 4x  than treat.
Holgrave, DR. Testimony, September 16, 2008. AND Holtgrave, DR. "Estimating the Effectiveness and Efficiency of US
HIV Prevention Efforts Using Scenario and Cost-effectiveness Analysis." AIDS 2002;16(17);2347-2349.
•  CDC funding priority shifts  19%  in HIV prev $ in 5 years.
Gorman C. “What Ails the CDC?” TIME, Nov 27, 2006. AND Holtgrave DR. J Urban Health. 2007;84(5):648-52.
•  42% of 2007 budget went to MSM, though 53% of new HIV cases.
Kaiser Daily HIV/AIDS Report. “Public Health & Education | AP/Google.com Examines Efforts To Reduce Spread of HIV
Among MSM.” Aug 12, 2008.
•  Each HIV infection averted saves …
~ $275,000 in lifetime treatment costs.
Or, $385,000 in total medical costs.


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Mine Rejections, Rotate Renewals
Less Pie? Better Writing!
•  Expectations for HIV/AIDS funding becoming more complex.
•  Agencies / clinics must adapt, or fade away.
•  Good news: generally speaking, well-written grant applications
are still much more likely to win funding.
•  Policy advocates seek to increase
the size of the funding “pie.”
•  In the meantime, must work
harder to make sure your agency
still gets “fed.”
Proposal Coordinator/Grant Writer
•  Each section of a grant has a distinct focus:
•  You can have colleagues work on different sections.
•  But only one voice should come through in the final narrative.
•  No cut and paste jobs.
•  The grant writer is the de facto coordinator:
  Drafting key sections of the proposal;
  Tracking narrative pieces needed;
  Revising boilerplate org sections;
  Adding/updating epi, proof of program, and
regional/demographic citations;
  Creating a logical workplan
  Checking budget for red flags.
Investing in Grant Writing
BARRIERS:
1.  Grant writing labor intensive on staff, grant writers expensive.
2.  Invest significant time or money for app with no guarantees
3.  Staff positions depend upon renewal/replacement funding.
4.  Reporting requirements often tedious.
BENEFITS:
•  Most grant awards fund for 3-5 years.
•  Significant funding: $10,000+ for
foundations, $50,000+ for state grants,
$200,000-$500,000 for federal grants.
•  Beyond $, funds directly contribute to
prevention/care mission.


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15

Only Know What You Tell Me
Thank You for Making a Difference!
Stephen J. Fallon, Ph.D.
President
Skills4, Inc.
1712 N. Victoria Park Road
Ft. Lauderdale, FL 33305
Sfallon@skills4.org

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