“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 latebloomproductions@gmail.com 317-353-7980 Website coming soon: email to get on

distribution list or for more information.