grant presentation 5-2-15
TRANSCRIPT
“Writing Your Vision and Managing It!”Indiana State PTA Convention
May 2, 2015Presenter: Regina F. Smith
Regina F. Smith:Professional Experience
LateBloom Productions and Writing Services
◦ Strategic planning◦ Program Planning◦ Principal Investigator
for Federal Grants◦ Managed Contracts
for Federal Grants◦ Grant Writing and
Managing for State Agencies
◦ Experience with State, Non-Profit and Grant funded programs
◦ Grants◦ Proposals◦ Administrative Writing
i.e. letters, strategic plans, summary reports, website content, FAQs, manuals, PowerPoint, Desk guides
◦ Speeches◦ Creative Writing i.e.
plays, books, poetry
Grant DefinitionGrant Resources
An award of financial assistance, the principal purpose of which is to transfer a thing of value from an agency to a recipient to carry out a public purpose.
Grants.gov – Federal Repository of Grant Announcements
SAMHSA – Federal Agency for Mental Health and Addiction Services
HRSA – Federal agency for public health services CMS – Federal agency for Medicaid/Medicare
services Indiana.Grantwatch.com – State repository of
Grant Announcements (nonprofits, religious, communities)
Endowments State Grants and Contracts
Writing the Project Narrative
Project Name and Purpose Population(s) to be served (demographics
and clinical characteristics), Strategies/interventions, Project Goals and measurable objectives,
including the number of people to be served annually and throughout the lifetime of the project, etc.
Section A: Statement of Need◦ Document specific gaps in services,
infrastructure, or opportunities, that corresponds with the grant’s focus area (s).
◦ Document the need for an enhanced infrastructure to increase the capacity to implement, sustain, and improve services.
◦ Identify the source of the data. Use both state and local data to provide evidence that the problem exists, demonstrate the size and scope of the problem or need.
Section B: Implementation Approach◦ Describe the purpose including a clear statement
of its goals and objectives.◦ Describe the proposed project activities, and how
they relate to the goals and objectives of the grant.
◦ Describe how your program will work with the community partnerships and access to the availability of evidence-based services.
Implementation Approach, continued
◦ Provide a chart or graph that depicts a timeline for the entire project period that is attainable and realistic, including key activities, milestones, and responsible staff.
◦ Demonstrate commitment by including letters of commitment (LOCs) from partner organizations.
Section C: Personnel Staffing and Management◦ Discuss the capability and experience of the
applicant organization and other participating organizations with similar projects and populations.
◦ Describe the staff positions for the project, including other key personnel, showing the role of each and their level of effort and qualifications.
Section D: Data Collection and Performance Measurement◦ Document the ability to collect and report on
the required performance measures.◦ Describe the plan for the data collection and
reporting.◦ Describe the plan for evaluating the
comprehensive plan.
Section D: Data Collection and Performance Management (continued)◦ Describe how data will be used to manage the
project. ◦ Goals and objectives of the program should
map onto any continuous quality improvement plan.
◦ Describe how information related to process and outcomes, will be routinely communicated.
Budget Worksheet and Development
Position Name Annual Salary
Level of Effort
Cost
Program Director
Hannah Banana
$50,000 1.0 FTE $50,000
Admin Assistant
Lee Bee $20,000 .50 FTE $10,000
Total: $60,000
Justification: The program requires a full-time position to manage the daily operations. The job posting will be listed on the agency’s job bank as well as advertised through various professional employment outlets. The admin assistant will be dedicated part-time to the project to assist with the program launch and administrative needs.
Personnel Budget Worksheet Sample:
A. PersonnelB. Fringe BenefitsC. TravelD. EquipmentE. SuppliesF. ContractualG. OtherH. Indirect—Not allowed
◦ Include all key employees paid for by this grant under this heading.
◦ Identify by name and position (just position if not filled)
◦ For each position, identify the percentage of time(FTE), full salary amount and calculate amount to be charged to the grant.
◦ Staffing must correlate to the staffing descriptions in the project narrative.
Fringe Benefits equal (Salary times (%of Payroll)) + ((Health/dental/Vision)+Deferred Comp)) times
Level of Effort State Fringe Benefit Calculation:
Component Base FY2014 FY2015Life Insurance 0.31% 0.31% 0.31%Social Security 7.65% 7.65% 7.65%PERF-State Share 9.70% 9.70% 9.70%PERF-Employee Share Paid by State 3.00% 3.00% 3.00%
Disability Insurance 1.75% 1.75% 1.75%Total % of Payroll 22.23% 22.23% 22.23%
Full-time Employees 22.23% 22.23% 22.23%Part-time Employees 20.35% 20.35% 20.35%Intermittent Employees 7.65% 7.65% 7.65%
Health, Dental Vision – Single $5,409 $5,409 $5,409Health, Dental, Vision – Family $15,533 $15,533 $15,533Health, Dental, Vision – Blended $11,205 $11,205 $11,205
Deferred Comp-State Match $242 $242 $242
◦ Itemize travel expenses. origination/destination points, number and purposes of trips, number of staff travelling, mode of transportation and cost of each trip.
◦ Provide travel justifications in the narrative. Include the basis for lodging estimates identified in
the budget.
Non-expendable personal property having a useful life of more than one year and, generally, a cost of $5,000 or more per unit.◦ Is the need for equipment justified? ◦ List the types of equipment, unit costs and the
number of items to be purchased.◦ Provide the bases for the cost per item or other
basis of computation in the budget justification.
All tangible, personal property other than equipment.◦ Provide the types of supplies, unit costs, and the
number of items to be purchased in the budget.◦ Provide the basis for the costs per item or other
basis of computation.
– All $ going to contractors/partners should be under “Contractual”. • Do NOT break out the costs of contractors into the
other major categories. Personnel, Fringe, Travel, etc– Make sure that the bona fide need for the
contract has been clearly identified in the project description (narrative) to justify the cost for a contract or a sub-grant expense shown in the budget.
– Provide a breakdown of the contractual expenses for each contractor.
In order to use the Indirect line you must have an “Indirect Cost Rate Agreement” with the feds.
The types of expenses that would be covered under Indirect go under “Other”. See justification.
• Expenses not covered by other budget categories– This is where we put administrative costs that
might otherwise go under “Indirect”. – It is recommended that not more than 5% of your
budget request for this purpose.
Getting Started
Kick-Off/Launch MeetingDon’t Delay – Implementation!Sub-recipient (Contracts)Timelines
◦Project Period – total time for which support of a project has been approved.
◦The grant may have a different fiscal year than the calendar year.
Your Vision at a Glance
Your Project NameThe AbstractProject Narrative (include) The Need: Implementation Approach: Personnel NeedsData Collection and Performance Measurement
Budget: How Much? And What For
Facebook: Regina Hairston-Smith [email protected] 317-353-7980 Website coming soon: email to get on
distribution list or for more information.