fundamentals of grant writing workshop · output: build a new shed on the grounds of the rotary...

FUNDAMENTALS OF GRANT WRITING

WORKSHOP

•Importance of project planning

•Tips for applying for the CCB Grants Program

•Approaching the application form

•What to do if you are successful/unsuccessful

www.dpac.tas.gov.au/divisions/cdd1 800 204 224

PROJECT PLANNING

Writing an application for a well planned

project is much easier than seeking

funding for a project with incomplete

planning.

The grant provider will want to know the

answers so you need to identify them and

spell them out.

What?

Why?

Who?

How?

When?

Where?

Failing to Plan is Planning to Fail

DON’T BE SCARED!

10 Tips handout

Government jargon…

made simple

• Words like Output, Outcome,

and Objective are commonly

used by grant providers.

• Only use jargon if you

understand what the term

means and can apply it in the

correct context.

Objective

• Issue or problem you want to

overcome / what you wish

project to achieve

Output

• What the money will be

spent on

Outcome

• The result, impact or benefits

of the project (Specific,

Measurable, Realistic)

PLANNING PROCESS

Step 1: Define the project

Step 2: Identify the need

Step 3: Identify the people

Step 4: Define the process

Step 5: Add meaning to ‘place’

WHAT?

•What is the scope of the project? (Outputs)

•What will the project contribute to our community? (Outcomes)

•What is the purpose of the project (Objectives/Bigger Picture)? e.g. community benefit, tourism development, economic development,employment creation, social or environmental benefit?

RISKS

•What are the risks associated with the project? (Financial, Social, Seasonal)

•Is there anything that will prevent the project from coming to fruition?(Likelihood)

•What are the mitigation strategies for overcoming these risks? (Risk Management, Back-up plan)

PLANNING PROCESS






WHY?

• Why does the community need this project? (Want vs. Need)

• What are the current limitations of the community?

• Is there evidence of community support?

• What benefits are to be achieved?

• Why is it important in the context of the area? (Use FACTS: eg.economic dependency, population decline, insufficient employmentopportunity and difficult socio-economic conditions)

• Is your organisation best placed to address this challenge/need?(Primary Objective) Or are there others who are better placed?

PLANNING PROCESS






WHO?

• Who will be the key driver/s?

• Who is the project for and who are the beneficiaries? (Target Groups)

• Who are the major stakeholders and partners and what is their capacity to help with the project?

• Is anyone else doing something similar in your community or even elsewhere?

• Can you strengthen your application by partnering with anotherorganisation?

• Is your organisation an incorporated body, or do you need to besponsored by another body?

• Who are your staff/volunteers? Do they have the right skills and experience? What happens when they are no longer around?

PLANNING PROCESS






HOW?

• Is it a one-off project, or do you really need ongoing funding?

• How will it be implemented and/or operated

(e.g. Steering committees and management structures, internal or

external)?

• Are there any special skills or resources needed?

• How will you ensure accountability for the project?

(define roles & responsibilities)

• How will you know when you have achieved what you set out

to do and how will you measure the outcomes of the project?

HOW MUCH?

• How much will the project cost?

• How much cash and in-kind resources are available? (committed vs. expected)

•How much funding is needed? (No retrospective)

•Have you thought of everything? (Insurance, Auditing, On-costs for wages)

•Are your costs realistic? Too high? Too low? (Contingency?)

•When do you need the money? (Do you need a lump-sum payment or could the payments be spread over time?)

•Does the project represent good value for the grant provider??

WHEN?

•When will the project start and finish?

• How long will the project take to complete/ should it be staged?

• Are there any seasonal issues with your project?

• If voluntary labour is used – how much time are volunteers actuallyable to give?

• If specialist skills are needed – are those skills available during theexpected project timeframe?

PLANNING PROCESS






WHERE?

• Will the project’s outcomes extend state-wide, regionally or remain within

the municipality and local area/community?

•What do you know about the target area/ demographic group? What

information can you find to justify that your project meets local needs?

(Council / Committee documents / records etc.)

• Where will the project be located? (local

municipality, town and site, be reasonably

exact)

IMPORTANT

Your application is not all about you!

It’s also about your grant provider!

When applying for grants, remember to think in the shoes of the grant provider:

• What is the priority of that organisation/agency?

• How does your project fit with those priorities?

• What are some examples of projects they have previously funded?

• Does that provider prefer ‘soft’ or ‘hard’ project outputs?

• Is the amount you are asking for within the realm of the provider? - Upper & lower limits, percentage of project cost.

• Target and tailor your application accordingly.

• Never ever just change the names of the grant providers when applying for multiple grants simultaneously.

COMMUNITY CAPACITY BUILDING

GRANTS PROGRAM 2009-10

COMMUNITY CAPACITY BUILDING

GRANTS PROGRAM 2009-10

The CCB Grants Program will be available to Local Government, non-government

community organisations and community groups through 3 tiers:

• Tier one is for grants of up to $2 000

• Tier two is for grants between $2 001 and $20 000

• Tier three is for grants over $20 000

AIMS of the Program:

• Promote social inclusion

• Address disadvantage; and

• Improve community participation.

Your project is to complement at least one of the Social Inclusion Strategy

areas (p2 Program Guidelines).

COMMUNITY CAPACITY BUILDING 2009-10

ASSESSMENT CRITERIA OVERVIEW

TIERS 1-3

• Evidence of community need (WHY & WHO)

• How the initiative will promote social inclusion and build community

capacity (WHAT)

• The objectives of the initiative (WHAT issues are you trying to overcome)

• How your organisation will manage the initiative (HOW, WHEN & WHO)

• How your organisation will measure the success of the initiative (HOW,

WHAT are the intended outcomes)

• A detailed budget (HOW MUCH)

COMMUNITY CAPACITY BUILDING 2009-10

ASSESSMENT CRITERIA OVERVIEW

TIERS 2 & 3

• How your initiative will progress one or more of the 10 strategies

outlined in A Social Inclusion Strategy for Tasmania

(WHAT – how does your project relate to the broader SIS areas?)

• Ongoing benefits to the community

(WHAT are the sustainable outcomes?).

EXAMPLE PROJECT: MEN'S SHED

Current Situation (NEED):

• High unemployment, lack of skilled workforce, ageing population, disengaged young men and elderly men

• Rotary club have a monthly men’s workshop in a member’s garage. Interest/numbers are growing but there is no more space. A need to start adopting more formal processes

• There is interest from other organisations/ groups to assist

Objective: To increase positive social interaction &

mentoring between male members of the community.

Output: Build a new shed on the grounds of the Rotary

Club, install storage facilities and tools, new kitchenette,

toilet facilities.

Outcome: Within the first 12 months of project being

completed, participants will increase from 5/month to

30/week. Employment, health & social networking

information available, with increased referrals to services.

School & Woodworking Club provide 24 workshops (20

capacity@ each) to increase skills. Disengaged students

will make up half of those participants.

APPLICATION FORM

ORGANISATION INFORMATION

GENERAL INFORMATION:

Who and how many will benefit from the project?

Who is planning the project?

How many people will participate?

What type of project is it? (Event, Program etc.)

APPLICATION FORM

NATIONAL YOUTH WEEK:

Only complete this if you have a NYW project.

HOW WILL YOU:

• Provide an opportunity for young people aged 12 to 25 to express their ideas

and views, raise issues of concern to them, act on issues which affect their lives

and create and enjoy entertainment;

• Provide an opportunity for the wider community to listen to young people,

and to acknowledge and celebrate the positive contributions made by their

efforts and achievements; and/or

• Promote a community focus on issues relevant to young people.

APPLICATION FORM

Social Inclusion

Strategy area

What are some examples of what it looks like?

Access to the

basics

Education on how to prepare nutritious and affordable meals,

budgeting and financial literacy, providing opportunities for

people to access what we all need for a good life, shelter, food,

clothing and help in an emergency.

Accessible goods

and services

Enabling access to access services for mental and physical health,

education, housing, legal and public safety issues, or for

employment opportunities.

Solutions that provide transport for communities.

Learning for life Literacy, skill development, life skills, developing talents and

providing support for community members who are entering

education again (young mothers, the unemployed), training to

enable service delivery to disadvantaged Tasmanians.

APPLICATION FORM

Building supportive

local networks

Community cohesion, celebrating diversity, identifying and

addressing barriers to participation and establishing partnerships

and participation via art, sport, recreation and culture.

Social enterprises* Building on the strengths of individuals and communities and

using talents and interests to build success.

*Applicants interested in applying for funding for social

enterprises or micro-credit programs are encouraged to apply to

the Community Development Finance Fund.

Volunteering Recruitment, training and support programs, providing

opportunities for excluded Tasmanians to volunteer.

APPLICATION FORM

Building local

capacity

Mentoring and leadership programs, partnerships, supporting

community members who are socially isolated and economically

disadvantaged, specifically building capacity in local government

and the community sector.

Digital inclusion Providing workshops to educate community members about

information communication technologies (ICT), using technology

to include people.

Planning and

liveability for Social

Inclusion

Creating liveable spaces and community gardens, increasing the

visual appeal and accessibility of streets, places or precincts in

towns and cities for everyone.

Good governance Ensuring that people can develop a strong voice and have their

voices heard.

APPLICATION FORM

Project, Program or Event Information

(WHAT, WHERE & WHEN (Max 200 words)

• Be clear.

• You must assume the person assessing your application knows

nothing about you, your organisation, or your event/ project etc.

APPLICATION FORM

SELECTION CRITERION 1

1: Demonstrate the evidence of community NEED, consultation with

relevant community members and their involvement in the planning

and development stages of the initiative. WHY

• Have you consulted? How did you consult?

• Is it supported by the relevant community?

How have community members been involved in planning?

How were issues identified?

Whose idea was it?

Example: Men’s Shed

APPLICATION FORM


2. How will your initiative promote social inclusion and build community

capacity in the Tasmanian community? WHO benefits

• How are disadvantaged or isolated community members involved?

• What benefits will they receive?

Remember: Specific, measurable, realistic

• How will this impact on the community?

Any examples?

APPLICATION FORM


3. List the main objectives that your project, program or event aims to

achieve (maximum 3) WHAT

Remember ......

Objective: Issue or problem you want to overcome / what you

wish project to achieve

Example Objective for Men’s Shed:

To increase positive social interaction & mentoring

between male members of the community

APPLICATION FORM


4. How will your organisation manage the initiative?

• WHO will manage your project, program or event?

• Committee? Project manager? Consultant? Volunteers? Staff?

• Do you need to say anything about their experience?

• HOW will you organise your project, program or event?

• Timeframe? Roles and responsibilities? Action plan? Based on previous/other

models?

• HOW will you get people to attend your event or be involved in your program,

project or event?

• What is your promotion strategy? Word of mouth? Local media? Posters and

flyers? Have you budgeted for this?

APPLICATION FORM


5. How will you measure the success of your initiative against the objectives listed under

Criterion 3. WHAT

Remember...

Objective: what you wish project to achieve

Outcome: result, impact or benefits of the project (Specific, Measurable, Realistic)

Men’s Shed Objective: To develop positive social interaction & mentoring between male

members of the community

Men’s Shed Outcome: Within the first 12 months of project being completed, participants

will increase from 5/month to 30/week. Employment, health & social networking

information available, with increased referrals to services. School & Woodworking Club

provide 24 workshops (20 capacity@ each) to increase skills. Disengaged students will make

up half of those participants.

APPLICATION FORM


6. Outline the Budget HOW MUCH

• List of TOTAL Proposed Expenditure

• Total Amount Requested

• Your Contributions

• Other Contributions – sponsorship, grants, in-kind

Total Cost

- Contributions

= $ Requested

from Grant

APPLICATION FORM

MORE INFORMATION

NOT required if applying for TIER ONE (grants up to $2000)

• Go straight to Checklist on p11 Application

TIER TWO (grants between $2001-$20,000 grants)

& TIER THREE (grants over $20,000)

• Complete Criteria 7 & 8

APPLICATION FORM


7. How will your initiative progress one or more of the 10 Strategies outlined in A

Social Inclusion Strategy for Tasmania? WHO, WHAT

For Tier Two and Two Three Applicants

Access to the basics

Accessible goods and services

Learning for life

Building supportive local networks

Volunteering

Building local capacity

Digital inclusion

Planning and liveability for social inclusion

Good governance

Social enterprises

APPLICATION FORM


8. Ongoing Benefits WHAT, WHO

• Direct

• Indirect

• Broad range of community groups or just one?

• Think outside the square

APPLICATION FORM

FINAL CHECKLIST

Make sure you have read the guidelines

Check you have answered all the questions required

Is the project description clear and concise?

Have you double checked your budget?

It is a good idea to have someone else read over the

application before you submit it.

• Make sure you undertake the project as described in the application

• How will you manage the funds? How will you be accountable for the funds? (Systems

in place)

• Do you understand what reporting is required? Do you need to get audited?

• How will you measure your project? (Review outcome indicators)

• Are there any other requirements of the funding body? (eg reporting, media launches,

signage etc.)

If your application is unsuccessful, make a follow-up call to the grant provider so

that you can learn ‘what went wrong’ and increase your chances of funding success

in the future.

IMPORTANT THINGS TO KNOW IF YOU ARE SUCCESSFUL

OTHER POTENTIAL GRANT SOURCES

WHO PROVIDES GRANTS?

Government (Commonwealth,

State, Local)

Community organisations

Private sector –Telstra (Grants vs

Sponsorship)

Philanthropic foundations –Myer

Tasmanian Community Fund

Potential to seek multiple grants for the

one project; speak with grant providers.

Websites (Free): www.grantslink.gov.au

www.tas.gov.au

www.business.gov.au

Websites (For a Fee): www.grantsearch.com.au

www.ourcommunity.com.au

Community Newsletters

Daily Newspapers

State Government Agencies – ‘Grant

Alert Service’

Local Councils

http://www.grantslink.gov.au/

http://www.tas.gov.au/

http://www.business.gov.au/

http://www.grantsearch.com.au/

http://www.ourcommunity.com.au/

www.dpac.tas.gov.au/divisions/cdd

1 800 204 224

[email protected]

fundamentals of grant writing workshop · output: build a new shed on the grounds of the rotary...

Documents