Komen Community Grants Program Grant Writing Workshop. November 12, 2015

Transcription

1 Komen Community Grants Program Grant Writing Workshop November 12, 2015

2 Agenda Introductions Workshop Goals Komen Overview Community Profile Requests for Applications Review Process Grantwriting Tutorial GeMS

3 Workshop Goals 1. Familiarize applicants with the vision, mission, and strategies of Susan G. Komen 2. Inform potential applicants about funding opportunities 3. Help applicants develop a successful application 4. Encourage networking with other breast health professionals

4 SUSAN G. KOMEN Nancy G. Brinker promised her dying sister, Susan G. Komen, she would do everything in her power to end breast cancer forever. In 1982, that promise became Susan G. Komen and launched the global breast cancer movement.

5 Vision A World Without Breast Cancer Promise The Susan G. Komen for the Cure promise is to save lives and end breast cancer forever.

6 Affiliate since 1994 CENTRAL & WESTERN OKLAHOMA AFFILIATE Service Area: 47 Counties of Central and Western Oklahoma 10 Counties in Original Affiliate Area: Canadian, Cleveland, Grady, Kingfisher, Lincoln, Logan, McClain, Oklahoma, Payne, Pottawatomie Expansion approved in December 2010 now covers 37 additional counties in western half of state. Local grant recipients : over $350,000 Also in 2015, contributed nearly $100,000 to Headquarters for Grant Research Program Local events: for more information call (405) 526-CURE or visit our website Paddle for the Cure October 1, 2015 Oklahoma City Race for the Cure October 17, 2015 Pink Tie Ball May 14, 2016

7 Central & Western Oklahoma Affiliate Service Area

8 BREAST SELF-AWARENESS MESSAGES 1. Know your risk 2. Get screened 3. Know what is normal for you 4. Make healthy lifestyle choices

9 RESOURCES Komen.org GO KOMEN ( ) KomenCWOK.org Cancer.org CancerCare.org PatientAdvocateFoundation.org

10 Overview Grant funds are generated through local fundraising events and donations Grant cycle is April 1 st March 31 st Applicants are local 501(c)(3) organizations that are equipped to provide breast health services such as screening, diagnostics, treatment, education, patient navigation, and support services for uninsured or underinsured individuals Applications are reviewed by independent peer review panel Community Grant Programs Education Provided 156,105 Mammograms Performed 16,157 Diagnostic Services Provided 4,511 Breast Cancers Detected 130 Total Funding $4.2M

11 Grantees, Komen Central & Western Oklahoma UNIVERSITY OF OKLAHOMA HEALTH SCIENCES CENTER: Prevention, Education, & Rehab for Breast Cancer-Related Lymphedema, Balance & Shoulder Dysfunction By introducing rehab services at the time of cancer diagnosis and minimizing financial barriers, this project promotes early detection of three common breast cancer side-effects that can restrict function and quality of life lymphedema, shoulder dysfunction, and chemoneuropathy imbalance. These services will be extended to the medically underserved and empower survivors to recognize early side-effects and rehab options available. Call MERCY HEALTH CENTER: Project Early Detection The purpose of Project Early Detection is to provide breast health services to women of any age, race or ethnicity that is medically underserved and/or economically challenged. The services provided will include screening mammograms and diagnostic testing as well as appropriate treatment referral if a cancer is detected. Call OKLAHOMA PROJECT WOMAN: Central and Western Oklahoma Oklahoma Project Woman, Inc. (OPW) is a statewide program providing access to free mammograms, diagnostic procedures and surgical services for women with no health insurance and limited financial resources. Oklahoma Project Woman serves women and men of all ages, with a primary focus on women 40 years and older, who possess income levels that are no more than 185% of the poverty level. These women do not have Medicare or Medicaid. Call

12 2015 Quantitative Data Report The Community Profile is a needs assessment compiled into an official document that provides an overview of Komen s grant-making priorities and the breast health needs in our service area. Applications and the review process is based on this document. Please familiarize yourself with this document before reviewing Community Grant applications.

13 Continuum of Care Screening Normal Abnormal Follow-Up Care Breast cancer not diagnosed Diagnosis Breast cancer diagnosis Treatment

14 Request for Applications Distributed to local clinics, agencies, community organizations, churches, tribes, hospitals, and educational institutions Discusses community need for breast health services Lists Affiliate funding priorities derived from the Community Profile Describes eligibility requirements, application process, and opportunities for technical assistance Increases awareness

15 Community Grant Priority Areas for Funding Target Areas (select one or more) Weight Funding Priorities (select one or more) Weight Oklahoma County 1 Comanche County 1 Carter County 1 Texas County 1 Garfield County 1 Other counties within service area. 2 Combined Projects focusing on free or low-cost breast cancer screening, diagnostics, and treatment for the uninsured and medically underserved, ages and 65+, and not otherwise eligible for state and/or federally funded programs. Projects focusing on patient navigation services designed to increase quality and timely access to breast cancer screening, diagnostics, and treatment for the uninsured and medically underserved. Projects focusing on culturally appropriate targeted and quantifiable educational outreach that describes the risk factors, screening guidelines, treatment options, and healthy lifestyle initiatives for African American, American Indian, and Caucasian women, and/or over 65 years of age. Projects addressing the need for ancillary services including but not limited to: transportation, child care, utilities, social services, and nutrition programs for low-income individuals seeking breast cancer screening, diagnostics, and treatment. Projects focusing on support programs for breast cancer survivors increasing long-term quality of life benefits during and/or after treatment. More emphasis given to programs focusing on metastatic breast cancer Survivors

16 Expenses Funds may be used for the following types of program expenses: Salaries and fringe benefits for program staff Consultant fees Clinical services or patient care costs Meeting costs Supplies Travel Other direct program expenses Equipment, not to exceed $5,000 Budget not to exceed $75,000 Funds may NOT be used for the following purposes: Breast Self-Exam messaging/education Medical or scientific research Scholarships or fellowships Construction or renovation of facilities Political campaigns or lobbying Endowments Debt reduction Indirect costs Others (listed in RFA)

17 Eligibility Non-profit organization Effective in 2016, organizations receiving funding for five consecutive years are ineligible to apply for a sixth year. Sustainability is critical. Project must be specific to breast health and/or breast cancer; messaging for Breast Self-Exam (BSE) is strictly excluded If applicant, or any of its key employees, directors, officers, or agents is convicted of fraud or a crime involving any other financial or administrative impropriety in the 12 months prior to the submission of the deadline, then the applicant is not eligible to apply for a grant until 12 months after the conviction All past and current Komen-funded grants and awards are up to date and in compliance with Komen requirements Be located in or providing services in one of more of the following locations within the Affiliate s Service Area: Alfalfa, Beaver, Beckham, Blaine, Caddo, Canadian, Carter, Cimarron, Cleveland, Comanche, Cotton, Custer, Dewey, Ellis, Garfield, Garvin, Grady, Grant, Greer, Harmon, Harper, Jackson, Jefferson, Johnston, Kay, Kingfisher, Kiowa, Lincoln, Logan, Love, Major, Marshall, McClain, Murray, Noble, Oklahoma, Payne, Pontotoc, Pottawatomie, Roger Mills, Seminole, Stephens, Texas, Tillman, Washita, Woods, & Woodward

18 Eligibility Continued Applicant must attend the grant writing workshop, or coordinate a conference call for technical assistance Provide documentation of current tax exempt status under the IRS code and include a letter of determination and W-9 form. Provide proof of insurance for the organization Provide current letters of support from each community partner, or up to five. Previous years letters will not be accepted. Introduce or incorporate a measuring tool for evaluating outcomes of the project. Complete the budget sheet with all sources of funding as it pertains to the proposed project and provide thorough justifications for each line item. Include comprehensive statement of need

19 New this year: Detailed budget sheet $75,000 max funding Five year funding policy Letters of support Technical assistance Statement of need Measuring tool for outcomes Priority matrix

20 Important Dates Grant writing Workshop TODAY! Conference options are still available. Application Deadline 5 pm, Friday, January 15 th online Award Notification Deadline 5 pm, Thursday, March 31, 2015, or earlier Award Period/Grant Cycle April 1, 2016 March 31, 2017 Anticipated Funding Start Pending fully executed contract Grantee Orientation May 2016

21 Review Process Criteria & Scoring

22 Reviewers Specific Duties: Responsible for reviewing up to 4 applications submitted by organizations serving the 47 county service area Responsible for scoring and commenting on the reviewed grant applications Responsible for making funding recommendations to the Affiliate Board of Directors Must be willing to meet scheduled deadlines Must be willing to review documents related to the Affiliate s grantmaking process including the Community Profile and Request for Applications Must participate in reviewer training and review panel grant discussions Must be available for discussion after funding recommendations go to the Board of Directors if needed Requirements: Be familiar with Susan G. Komen Central & Western Oklahoma and our mission to end breast cancer forever. Must be willing and able to listen attentively to the input of other panelists. Must be able to exercise the highest level of personal standards to ethically review and listen to proprietary information, maintain confidentiality. Must be willing to read and sign the Code of Ethics form and disclose any conflicts of interest. May not review or be part of a discussion pertaining to any organization where a conflict of interest was disclosed. Must have knowledge or background in grant writing or reviewing, nonprofit management, finance, public health, breast cancer or related field. Individuals with knowledge or background in grant writing or reviewing, nonprofit management, finance, medicine, or related fields are needed to serve as volunteer members of this group.

23 Criteria STATEMENT OF NEED (20%): Does the program provide services to one or more of the target communities described in the Affiliates Quantitative Data Report? How closely does the program align with the funding priorities stated in the RFA? PROGRAM DESIGN (20%): Is the program culturally competent? Is the program evidence-based? How likely is it that the objectives and activities will be achieved within the scope of the funded program? Is the program well planned? Is the budget appropriate and realistic? Does the budget justification explain in detail the reasoning and need for the costs associated with the program? If the proposed program includes collaboration with other organizations, are the roles of the partners appropriate, relevant and clearly defined? IMPACT (30%): Will the program have a substantial positive impact on increasing the percentage of people who enter, stay in, or progress through the continuum of care? Will the program have a substantial impact on the need described in the funding priorities selected? Is the impact likely to be long-term? ORGANIZATION CAPACITY (20%): Does the applicant organization, Project Director and his/her team have the expertise to effectively implement all aspects of the program? Is there evidence of success in delivering services to the target population? Is the organization fiscally capable of managing the grant program, including having appropriate financial controls in place? Does the applicant organization have the equipment, resources, tools, space, etc., to implement all aspects of the program? Does the organization or staff have the appropriate licenses, certifications, accreditations, etc. to deliver the proposed services? Does the organization plan to obtain the resources needed to sustain the program beyond the grant term if awarded? Are collaborations likely to be sustained beyond the grant term? Does the applicant organization have long-term support from organizational leadership? MONITORING AND EVALUATION (10%): Is there a documented plan to measure progress against the stated program goals and objectives, and the resulting outputs and outcomes? Is there sufficient monitoring and evaluation expertise for the program? Are there sufficient resources in place for monitoring and evaluation efforts?

24 Scoring You will assign a numerical rating for each of the criteria listed in the previous slide. Scores my range from 1-7, with 1 being the worst and 7 being the best. Each scoring criteria is weighted individually. Scoring descriptors and definitions are as follows: 7 Exceptional Very strong with no weaknesses identified 6 Excellent Very strong with a few minor weaknesses identified 5 Good Strong with at least one moderate weakness identified 4 Satisfactory Some strengths and several moderate weaknesses identified 3 Fair A few strengths and at least one major weakness identified 2 Marginal Very few strengths and a few major weaknesses identified 1 Poor No strengths and several major weaknesses identified Minor Weakness: An easily addressable weakness that does not substantially lessen ability to meet criteria Moderate Weakness: A weakness that lessens ability to meet criteria Major Weakness: A weakness that severely limits ability to meet criteria

25 Grant Writing Tutorial Developing a Strong Application

26 Planning the Proposal Read everything! Consider the funding priorities carefully. Discuss ideas with decision-makers in your organization. Explore opportunities for collaboration. Prepare proposal together.

27 PROJECT PROFILE This section collects basic organization and project information, including the title of the project, contact information, and partner organizations. Attachments for the Project Profile page (if applicable): Letters of support or memoranda of understanding from proposed collaborators describing the nature of the collaboration and the services/expertise/personnel to be provided through the collaboration. Applicants are required to provide current letters of support from each community partner, or up to five if number of partners exceeds this amount. Previous years letters will not be accepted.

28 ORGANIZATION SUMMARY This section collects detailed information regarding your organization s history, mission, programs, staff/volunteers, budget, and social media.

29 PROJECT PRIORITIES AND ABSTRACT (limit 1,000 characters) This section collects important information to classify the focus of the project, the priorities to be addressed and a summary of the project (abstract). This abstract should include the target communities to be served, the need to be addressed, a description of activities, the expected number of individuals served and the expected change your program will likely bring in your community. The abstract is typically used by the Affiliate in public communications about funded projects.

30 PROJECT NARRATIVE This section is the core piece of the application. On the Project Narrative page of the application on GeMS, please address the requests below for each section. 1.Statement of Need (limit 5,000 characters) Describe the population to be served. Describe evidence of the risk/need within that population, using the RFA funding priorities and the 2015 Komen Quantitative Data Report as a guide. Provide population characteristics (race, ethnicity, economic status, and breast cancer statistics) specific to the target population. Describe how this program aligns with the Komen Central and Western Oklahoma target communities and/or RFA funding priorities. 20% of score 2.Program Design (limit 5,000 characters) Explain the program s goal and objectives, as outlined in your Project Work Plan. Explain how the program will increase the percentage of people who enter, stay in, or progress through the continuum of care. Also, describe how organizational partnerships will be involved, if necessary, to fulfill each step of the continuum of care. Explain how the program is culturally competent Explain if and how the program is evidence-based and/or uses promising practices (please cite references). Describe program collaboration and the roles and responsibilities of all organizations or entities participating in the program. Explain how the collaboration strengthens the program and why partnering organizations are best suited to assist in carrying out the program and accomplishing the goal and objectives set forth in this application. 20% of score

31 PROJECT NARRATIVE continued 3. Impact (limit 5,000 characters) Describe how the program will have a substantial positive impact on increasing the percentage of people who enter, stay in, or progress through the continuum of care. Explain how the program will have a substantial impact on the need described in the funding priority or priorities selected. Demonstrate how the impact is likely to be long-term. 30% of score 4. Organization Capacity (limit 5,000 characters) Explain why the applicant organization, Project Director and staff are best-suited to lead the program and accomplish the goals and objectives set forth in this application. Please include appropriate organization or staff licenses, certifications and/or accreditations. Describe evidence of success in delivering breast health/cancer services to the proposed population. If the breast health/cancer program is newly proposed, describe relevant success with other programs. Describe the equipment, resources, tools, space, etc., that the applicant organization possesses or will utilize to implement all aspects of the program. Describe fiscal capability to manage the delivery of the proposed goals and objectives and ensure adequate measures for internal control of grant dollars. Describe the organization s current financial state. How has your organizational budget changed over the last three years? Please explain increase or decrease. Describe the plan to secure and allocate resources (financial, personnel, partnerships, etc.) to sustain the program at the conclusion of the grant period. Describe the efforts you will take to communicate this program to your organizational leadership to ensure long-term support/buy-in. 20% of score

32 PROJECT NARRATIVE continued 5. Monitoring and Evaluation (limit 5,000 characters) Awarded applicants will be required to report on the following outputs and outcomes in the progress and final reports: successes and accomplishments, challenges, lessons learned, best practice example, story from an individual that was served with the funding and number of individuals served for each objective (county, race and ethnicity, age and population group). Describe in detail how the organization will measure progress against the stated program goals and objectives. Please include any templates, logic models, or surveys as attachments in the Project Work Plan Objectives page. Describe how the organization will assess how the program had an effect on the selected priority. Please include any templates, logic models, or surveys as attachments in the Project Work Plan Objectives page. Describe how the organization will assess program delivery. Please include any templates, logic models, or surveys as attachments in the Project Work Plan Objectives page. Describe the monitoring and evaluation expertise that will be available for this purpose. Describe the resources available for monitoring and evaluation during the course of the program. Specify if these resources are requested as part of this grant, or if they are existing organizational resources. 10% of score

33 PROJECT TARGET DEMOGRAPHICS This section collects information regarding the various groups you intend to target with your program. This does not include every demographic group your program will serve but should be based on the groups on which you plan to focus your program s attention.

34 PROJECT WORK PLAN In the Project Work Plan component of the application on GeMS, you will be required to submit the goals and objectives: Goals High level statements that provide overall context for what the program is trying to achieve. Objectives Specific statements that describe what the program is trying to achieve to meet the goal. An objective should be evaluated at the end of the program to establish if it was met or not met. The project goal should have at least one objective; there is not limit to the number of objectives. Please ensure that all objectives are SMART objectives: Specific, Measurable, Attainable, Realistic, Time-bound You will also be required to submit the timelines, the anticipated number of individuals to be served, and the evaluation method you will utilize for each objective. Write your Project Work Plan with the understanding that each item must be accounted for during progress reporting. The Project Work Plan should only include a goal that will be accomplished with funds requested from Komen Central and Western Oklahoma. Objectives that will be funded by other means should not be reported here, but instead, can be included in your overall program description.

35 PROJECT WORK PLAN EXAMPLE GOAL: Provide patient navigation to women with screening abnormalities in order to reduce delays in and barriers to diagnostic care. OBJECTIVE 1: During grant period, patient navigator will contact all women with an abnormal screening within three business days to schedule a follow-up appointment. OBJECTIVE 2: By end of grant period, provide 30 uninsured/underinsured women free/reduced cost diagnostic procedures. Attachments for the Project Work Plan Page: Monitoring and Evaluation forms, surveys, logic model, etc. To monitor progress and determine the effectiveness of the proposed program.

36 BUDGET You are required to provide a COMPLETE program budget for the entire requested grant term. Budget sections include Key Personnel/Salaries, Consultants, Supplies, Travel, Patient Care, Sub-Contracts, and Other. For each line item in the budget, provide a brief justification for how the funds will be used and why they are programmatically necessary. Complete the cash and in-kind columns to show outside and/or internal sources of support for the project. All lines, columns, and thorough justification is required to pass the compliance check. Salaries and Fringe Consultant Costs Supplies Travel Patient Care Costs Screening Diagnostics Treatment Transportation Subcontracts Other Subtotal Direct Costs Indirect Costs NOT ACCEPTED Total $10,000-$75,000 Budget Justification: EXAMPLE Budget Sheet Community Grants Requested from Komen Cash In-kind TOTAL

37 REQUIRED ATTACHMENTS 1. Information regarding Key Personnel For key personnel that are currently employed by the applicant organization, provide a resume or curriculum vitae. For new or vacant positions, provide job descriptions (two page limit per individual). 2. Proof of Tax Exempt Status To document your federal tax-exempt status, attach your determination letter from the Internal Revenue Service. Evidence of state or local exemption will not be accepted. Please do not attach your Federal tax return. 3. Request for Taxpayer Identification Number (TIN) and Certification (Form W-9) This form provides the organizations correct TIN to the person or organization who is required to file an information return with the IRS for reporting purposes. 4. Letters of support or memoranda of understanding from proposed collaborators (if applicable) To describe the nature of the collaboration and the services/expertise/personnel to be provided through the collaboration. If applicable, all or at least five current letters of support from partners should be submitted. 5. Evaluation and/or tracking forms, surveys, logic models, etc. To demonstrate the effectiveness of your program as defined in your Project Work Plan.

38 GRANT AGREEMENT 1. Effective/Termination Dates 2. Grant Amount 3. Payment Terms 4. Reporting Requirements 5. Additional Reporting Monthly Status Updates 6. Acknowledgements 7. Benefits 8. Notifications 9. Special Terms/Other 10.Additional Requirements to request a COPY of the document in DRAFT status for details on each category listed above.

39 Helpful Hints Read the RFA carefully follow ALL directions Utilize the 2015 Komen Quantitative Data Report Develop strong working relationships with GeMS users within organization Be innovative, realistic, specific Write clearly, use active rather than passive voice Avoid jargon or acronyms Allow plenty of time Work together

40 Resources GeMS Applicant Manual 2.0 Example Reviewer Rating Sheet 2015 Komen Quantitative Data Report Community Grants Request for Applications Komen.org KomenCWOK.org AffiliateGrants.Komen.org Grant Agreement

41 Submission Process GeMS Komen s Grants e-management System

42 Why Online Grants Reduce the amount of administrative paperwork being completed by applicants and grantees. Provide one central location for all Komen applicants and grantees to complete all tasks associated with the Komen grant process. Assist grantees in evaluating their project. Provide the Affiliate more time to build relationships with applicants and grantees.

43 User Roles Project Director: The role of Project Director should be assigned to the individual at your organization that will serve as the project s lead contact. This individual is responsible for validating all new users when they register for the system under their organization. This individual will have the highest level of access in the system and will be responsible for overseeing all of the administrative functions available such as application creation and completion.

44 User Roles Authorized Signer: The role of Authorized Signer should be assigned to the individual at your organization that has the authority to sign legal documents on behalf of the organization. This individual is responsible for electronically signing the application before submission and the grant contract if the organization is awarded funds.

45 User Roles Viewer: The role of viewer should be assigned to any individual at your organization that needs access to view the organization s information but does not need the functionality to save, add, edit, or change anything within the organization s information.

46 User Roles Writer: The role of writer should be assigned to any individual that needs access to an organization s application process to help complete the application but does not have the authority to complete the submission process. This individual cannot change the status of an application and will not have administrative function availability.

47 User Roles The Project Director must be the first individual at your organization to register. The Authorized Signer must register and be validated/approved prior to the creation of the organizations first application.

48 Registration AffiliateGrants.Komen.org

49 Registration

50 Registration

51 Registration After you save your contact and organization information, your account must be approved before you have access to the system. You will receive two communications as part of the registrations process: Registration Submitted Access Granted

52 User Approval Project Directors will be approved/validated by an Affiliate representative. All other users will be approved/validated by the organization s Project Director.

53

54 User Homepage

55 Application Initiation From the User Homepage, click the View Opportunities button.

56 Application Initiation For grant programs you are eligible to apply for you will see an Apply Now button under the description of the grant. Click the Apply Now button to continue to initiate a new application.

57 Application Initiation A confirmation page will appear. By clicking the I agree button you will initiate a new application.

58 Application Menu

59 Application Pages

60 Application Pages We will now enter the GeMS System and review each page of the application. Important Reminders: Always select the Save button before leaving a page. Utilize the navigation links at the bottom of the page. Always refer to the RFA while completing the application.

61 Application Submission Project Director must change the status of the application to Authorized Signature Required. Authorized Signer must finalize the submission by changing the status to Application Submitted.

62 Application Submission Click on Open My Tasks. Select the grant you would like to submit from your task list.

63 Application Submission Click on View Status Options to review the available statuses for the application.

64 Application Submission Click Apply Status under the appropriate status.

65 Now you are ready to apply!

66 Assistance Elizabeth Hart Mission Programs Manager O: ext. 201 C: