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GrantReadiness.com
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
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WEBINAR:
How To Create A Grant
Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
Assisted by Carolyn Henrikson, GPC, CWF
Who Is On The Webinar?
Primary Grant Role
Other
Volunteer
Consultant
Board Member
Employee
Over 20
11 to 20
5 to 10
0-4
# of Successful Grants
8%
25%
6%
11%
42%
12%
61%
14%
21%
Copyright © 2012 4Grants.Net & Phil Johncock
1
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
GrantReadiness.com
Question?
WHAT IF you could get 3
times more grant funding
while cutting the time it
takes to write a grant
proposal by 80%?
My Story - Back in 1988 …
•
•
•
•
A client asked me to write a Federal proposal …
It took me 100 hours …
Unfortunately, you won’t write …
Something amazing happened to me after 12
years in the grant writing business ... and a 92%
success rate on all my grants.
• When I finished writing proposal #52 …
• Somehow, I had gone from writing my first
grant proposal in 100 hours ...
Copyright © 2012 4Grants.Net & Phil Johncock
2
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
GrantReadiness.com
My Story – For 20 Years …
• For the last 20 years, I’ve been
wondering how I went from a
$125,000 grant and 100 hours of work
to a $420,000 grant and only 4 hours
of work ... with 93% success rate.
• The secret is to be grant ready and
have a system in place BEFORE an RFP
ever gets announced.
• Whether you need $400 or $4,000 or
even $400,000, this grant readiness
system works.
Which Friday Do
You Prefer?
Imagine what it be like to get an RFP
on Monday and be able to turn in a
completed proposal by Friday and
still have time to spare!
Copyright © 2012 4Grants.Net & Phil Johncock
3
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
GrantReadiness.com
Why Is Grant Readiness
Important?
It Saves Your Time!
80% of your grant narrative
& attachments can be
completed “before” you
even see a funder’s
Request For Proposal (RFP).
Copyright © 2012 4Grants.Net & Phil Johncock
4
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
GrantReadiness.com
My Story – In 2012 …
• A prospective client called.
– He had 10 days to complete an application for a
Federal grant.
– He also knew that he (the Executive Director)
would be out-of-town for 7 of the 10 days.
• When he asked if I would write the grant, I
said, “I’ve got 4 hours I can give you next
week, which is all I need if you’re grant ready.”
• Do you think the client was grant ready?
Grant Readiness Defined
Grant readiness are the steps you take and doc’s
you collect prior to an RFP being announced that
allows your agency to save time and to:
• Access its capacity for grant seeking,
• Respond more quickly to an RFP or funding
opportunity,
• Determine the best matches between funders
and specific programs, and
• Demonstrate accountability & transparency.
Copyright © 2012 4Grants.Net & Phil Johncock
5
GrantReadiness.com
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
Grant Readiness Means Having Hard
& Electronic Copies Of Doc’s
Your Grant Readiness 3-Ring Binder
& Folders Organize You For Success!
“Accountability is an obligation or willingness
by a charity to explain its actions to its
stakeholders.”
“Transparency is an obligation or willingness
by a charity to publish and make available
critical data about the organization.”
“Generally speaking, charities that
follow best practices in governance,
donor relations and related areas are
less likely to engage in unethical and
irresponsible activities.”
Copyright © 2012 4Grants.Net & Phil Johncock
TABS In Your Grant
Readiness 3-Ring
Binder or Folders …
1. Financial
2. Governance
3. GuideStar
Exchange
4. Legal
5. Program
Management
6. Public Disclosures
6
GrantReadiness.com
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
Primary Sources For What
You Are About to See …
Financial Tab #1
 Annual Operating Budget
 Cash Reserve = $______
 Financial Management
 Audits
Policies & Procedures
– >$250,000 – Audit every
year
 990*, 990 PF, 990 EZ or 990 N
– Proportion expended on
fundraising = _____%
– Proportion expended on nonprogram administration =
_____%
 Plans: Fundraising, Capital
Campaign, Sustainability
 Travel Reimbursement Policy
*Include In Public Disclosures
Page On Website
Copyright © 2012 4Grants.Net & Phil Johncock
– $100k-$250k – Financial
review by independent CPA
who follows AICPA
standards
– <$100k – Internallyproduced, complete
financial statement:
• Profit & Loss Statement
• Balance Sheet
 Employer Identification
Number (EIN)*
 Duns & Bradstreet #
7
GrantReadiness.com
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
Governance Tab #2
Charter or Bylaws*
Board Meeting Minutes
Policies
–
–
–
–
–
–
–
–
Conflict of Interest*
Code of Ethics*
Whistle Blower*
Document Destruction
Document Retention
Nondiscrimination
Donor Bill of Rights
Gift Acceptance
Policies and Procedures
Annual Report*
Board:
•
•
•
•
Terms*
Selection process
Demographics
Committees
*Include In Public Disclosures Page On Website
It Pays To Be Grant Ready!
• Get 12-Month Free Subscription
GuideStar Premium ($1,500 Value)
• Be seen by foundations and donors.
• Save time in gathering key documents.
Copyright © 2012 4Grants.Net & Phil Johncock
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GrantReadiness.com
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
Tab #3 Of Your 3Ring Binder
Tab #3
Copyright © 2012 4Grants.Net & Phil Johncock
9
GrantReadiness.com
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
Tab #3
Legal Tab #4
 IRS Letter of
Determination*
 Articles of
Incorporation (state)*
Any federal, state and
local licensing
requirements (i.e., child
care, food prep, etc.)
and laws
Federal Assurances
Follow employment
laws
Annual filing of officers
with state
Manage Compensation
Process
• Create a rebuttable
presumption of
reasonableness
Grants.gov Profile
*Include In Public Disclosures Page On Website
Copyright © 2012 4Grants.Net & Phil Johncock
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GrantReadiness.com
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
Program Management
Tab #5
 Community Needs
Assessments
 Mission statement*
 Policies
• Confidentiality
• Privacy
 Performance Evaluation:
Report How Often? ____
 Time sheets
 Matching & In-Kind
documentation
 Testimonials
 News Room: clips, videos,
newsletter, publications
 Logo*
 Organizational Chart
 Job Descriptions
 Activity Timelines
 Process for Managing
Letters of Support
 RFP Analysis System
*Include In Public Disclosures Page On Website
Public Disclosures Tab #6
(Add To Your Website)
 IRS Letter of
Determination*
 Articles of
Incorporation (state)*
990 Form
Employer
Identification Number
(EIN)
Logo
Mission statement
Copyright © 2012 4Grants.Net & Phil Johncock
Charter or Bylaws
Policies
– Conflict of Interest
– Code of Ethics
– Whistle Blower
Annual Report
Board:
• Terms
11
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
GrantReadiness.com
Key Sections of Most Proposals
1.
2.
3.
4.
5.
6.
7.
Summary or Abstract
Agency Introduction
Problem or Needs Statement
Solution or Methods
Outcomes or Objectives
Evaluation
Future Funding or
Sustainability
8. Budget
Where To Find Support Data
2 – stationery, list of board members, list of previous grants
received, audits
2.1 – mission: mission statement | goals: strategic plans
2.3. – newspaper clippings, testimonials, outcome stats,
annual report
Any to Add? Type yours in Question Box or on site.
We will collect and add to a page at GrantReadiness.com
We will give you credit, too!
Copyright © 2012 4Grants.Net & Phil Johncock
12
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
GrantReadiness.com
Where To Find Support Data
4 - Annual report, website, program stats, ROI, shared files
4.1 – studies (independent or govt.) that reflects
demographics of target group, mission statement, grant
reports
5.4 – staff: website, HR, organizational chart, resumes
job description: admin. handbook, HR
Any to Add? Type yours in Question Box or on site.
We will collect and add to a page at GrantReadiness.com
Where To Find Support Data
7.1 – Strategic plan, financials, fundraising plan,
funding/funder breakdown, other nonprofits, funding
streams
8 – Costs requested: programmatic budgets, operating
budget, projected budget, project P&L (labor, goods,
services, equipment, transportation, marketing, training
Donated: gift DB/tracking, donor DB, in-kind tracking,
report, ask donor
We will give you credit, too, like …
Copyright © 2012 4Grants.Net & Phil Johncock
13
GrantReadiness.com
How To Create a Grant Readiness 3-Ring Binder
With Phil Johncock, The Grant Professor
Summary
Support for Application:
3-Ring Binder:
1.
2.
3.
4.
5.
6.
Financial
Governance
GuideStar Exchange
Legal
Program Management
Public Disclosures
1. Summary or Abstract
2. Agency Introduction
3. Problem or Needs
Statement
4. Solution or Methods
5. Outcomes or Objectives
6. Evaluation
7. Future Funding or
Sustainability
8. Budget
How Do You Get PowerPoint
Slides From This Webinar?
By Completing A Survey At
GrantReadiness.com/slides
Copyright © 2012 4Grants.Net & Phil Johncock
14