Grant Proposal Writing Guide

Writing the Grant Proposal

I. Eight Basic Components of a Proposal

A. The proposal summary;

B. Introduction of organization;

C. The problem statement (or needs assessment);

D. Project objectives;

E. Project methods or design;

F. Project evaluation;

G. Future funding; and

H. The project budget.

II. The Proposal Summary: Outline of Project Goals

A. Summary outlines the proposed project;

1. Should appear at the beginning of the proposal.

2. Could be in the form of a cover letter or a separate page, but should definitely be brief -- no longer than two or three paragraphs.

3. Prepare the summary after the proposal has been developed.

B. Select a fundable project which can be supported in view of the local need.

III. Introduction: Presenting a Credible Applicant or Organization

A. A brief biography of board members and key staff members.

B. The organization's goals, philosophy, track record with other grantors, and any success stories.

C. Data should be relevant to the goals of the Federal grantor agency and should establish the applicant's credibility.

IV. The Problem Statement: Stating the Purpose at Hand

A. The purpose for developing the proposal.

B. The beneficiaries -- who are they and how will they benefit.

C. The social and economic costs to be affected.

D. The nature of the problem (provide as much hard evidence as possible).

E. How the applicant organization came to realize the problem exists.

F. What is currently being done about the problem.

G. Review the resources needed, considering how they will be used and to what end.

V. Project Objectives: Goals and Desired Outcome

A. Program objectives refer to specific activities in a proposal.

B. Necessary to identify:

1. All objectives related to the goals to be reached.

2. The methods to be employed to achieve the stated objectives.

VI. Program Methods and Program Design: A Plan of Action

The program design refers to how the project is expected to work and solve the stated problem. Sketch out the following:

• The activities to occur along with the related resources and staff needed to operate the project (inputs).

• A flow chart of the organizational features of the project. Describe how the parts interrelate, where personnel will be needed, and what they are expected to do. Identify the kinds of facilities, transportation, and support services required (throughputs).

• Explain what will be achieved, i.e., plan for measurable results. Project staff may be required to produce evidence of program performance through an examination of stated objectives during either a site visit by the Federal grantor agency and or grant reviews which may involve peer review committees.

• It may be useful to devise a diagram of the program design. For example, draw a three column block. Each column is headed by one of the parts (inputs, throughputs and outputs), and on the left (next to the first column) specific program features should be identified (i.e., implementation, staffing, procurement, and systems development). In the grid, specify something about the program design, for example, assume the first column is labeled inputs and the first row is labeled staff. On the grid one might specify under inputs five nurses to operate a child care unit. The throughput might be to maintain charts, counsel the children, and set up a daily routine; outputs might be to discharge 25 healthy children per week. This type of procedure will help to conceptualize both the scope and detail of the project.

• Wherever possible, justify in the narrative the course of action taken. The most economical method should be used that does not compromise or sacrifice project quality. The financial expenses associated with performance of the project will later become points of negotiation with the Federal program staff. If everything is not carefully justified in writing in the proposal, after negotiation with the Federal grantor agencies, the approved project may resemble less of the original concept. Carefully consider the pressures of the proposed implementation, that is, the time and money needed to acquire each part of the plan. A Program Evaluation and Review Technique (PERT) chart could be useful and supportive in justifying some proposals.

• Highlight the innovative features of the proposal which could be considered distinct from other proposals under consideration.

• Whenever possible, use appendices to provide details, supplementary data, references, and information requiring in-depth analysis. These types of data, although supportive of the proposal, if included in the body of the design, could detract from its readability. Appendices provide the proposal reader with immediate access to details if and when clarification of an idea, sequence or conclusion is required. Time tables, work plans, schedules, activities, methodologies, legal papers, personal vitae, letters of support, and endorsements are examples of appendices.

VII. Evaluation: Product and Process Analysis

A. The evaluation component is two-fold:

1. Product evaluation; and

2. Process evaluation.

B. Product evaluation addresses results that can be attributed to the project, as well as the extent to which the project has satisfied its desired objectives.

C. Process evaluation addresses how the project was conducted, in terms of consistency with the stated plan of action and the effectiveness of the various activities within the plan.

VIII. Future Funding: Long-Term Project Planning

A. Describe a plan for continuation beyond the grant period, and/or the availability of other resources necessary to implement the grant.

B. Discuss maintenance and future program funding if program is for construction activity.

C. Account for other needed expenditures if program includes purchase of equipment.

IX. The Proposal Budget: Planning the Budget

A. Funding levels in Federal assistance programs change yearly.

B. Review the appropriations over the past several years to try to project future funding levels.

C. Vulnerable budget areas are:

• utilities,

• rental of buildings and equipment,

• salary increases,

• food, telephones,

• insurance, and

• transportation.

X. A well-prepared budget justifies all expenses and is consistent with the proposal narrative.

Areas in need of an evaluation for consistency are:

• the salaries in the proposal in relation to those of the applicant organization should be similar;

• if new staff persons are being hired, additional space and equipment should be considered, as necessary;

• if the budget calls for an equipment purchase, it should be the type allowed by the grantor agency;

• if additional space is rented, the increase in insurance should be supported;

• if an indirect cost rate applies to the proposal, the division between direct and indirect costs should not be in conflict, and the aggregate budget totals should refer directly to the approved formula; and

• if matching costs are required, the contributions to the matching fund should be taken out of the budget unless otherwise specified in the application instructions.

XI. Become familiar with Government-wide circular requirements.

A. The Catalog identifies in the program description section (as information is provided from the agencies) the particular circulars applicable to a Federal program, and summarizes coordination of Executive Order 12372, "Intergovernmental Review of Programs" requirements in Appendix I.

B. The applicant should thoroughly review the appropriate circulars since they are essential in determining items such as cost principles and conforming with Government guidelines for Federal domestic assistance.