Developing International Business Leaders for the New Millennium

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Developing International Business Leaders for the
New Millennium

• Pre-Conference Workshop
• September 24, 2003

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Presented by Beth Seaton

• Director of Sponsored Projects
• Western Illinois University
• b-seaton_at_wiu.edu
• 309-298-1191

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Creating and Sustaining an International Alliance

• Developing Competitive Grant Proposals to Secure
  Funding for Your International Collaborative
  Projects

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Parts of a Proposal

• Abstract
• Introduction/Background
• Need/Problem
• Goals and Objectives
• Methodology

• Evaluation
• Dissemination
• Future Funding
• Budget
• Appendices

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Abstract

• The first section but should be written last
• Provides complete overview of your project
  including needs, objectives, and methods
• Should be written for public distribution
• Usually 250-500 words

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Introduction/Background

• Describes your institution
• Describes your organizational goals
• Establishes credibility
• Leads logically to the problem statement
• Gives your track record or borrows through
  liaison with others--consultants or letters of
  endorsement

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Need/Problem

• The problem, and its significance, are clearly
  conveyed
• Includes citations for appropriate sources
• Provides rationale for your goals and
  objectives
• Responsive to the funding agencys area of
  interest

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Problem/Need (2)

• Foreshadows your methodology and solutions
• Focuses on the uniqueness of approach
• Describes the need in human terms

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Goals and Objectives

• Goals represent long- range benefits
• Often included in the guidelines
• Goals are broad, describing an improvement of a
  generalizable situation

• Objectives are specific and measurable
• Objectives help you achieve your goals
• Activities or tasks are the steps you must take
  to achieve your objectives

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Objectives

• Should not be buried in text
• Concise and clear
• Measurable
• Flow from the problem statement
• Demonstrate an outcome that is important to the
  funding agency

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Sample Objectives

• To increase the number of Hispanic females who
  complete an undergraduate degree at WIU by 10
  within the next 5 years
• Reduce the number of incidents of violence
  against women on campus
• Participants will be able to identify six new
  approaches to classroom management in grades K-2

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Most Common Errors When Writing Objectives

• Confusing the objectives with the methods
  (activities or tasks)
• Confusing the objectives with the overall goals
• Using the terms goals, objectives, or
  activities inconsistently and/or
  inappropriately
• Written in passive voice

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Methodology

• Describes your project activities in detail
• Describes how your objectives will be achieved
• Includes information on why you will use this
  approach
• Activities and Tasks are the same thing so
  stick with one or the other--dont use both
  terms in one proposal
• Methods are also termed Procedures

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Methodology (2)

• Use of Timelines and Task Charts
• Serves as a good visual
• Shows you have every step laid out
• Lists activities/tasks for each objective
• Includes who, what, when/how long
• Helpful in budget preparation

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Evaluation

• Tells the funding agency how you will determine
  if the project has been successful
• Is a section often overlooked by those writing
  the proposal, but not by those reviewing it
• Should include both formative and summative
  components

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Evaluation (2)

• Formative
• Provides feedback during the project
• Allows for project alteration (methodological)
  
• Learn as you go approach

• Summative
• Judges the ultimate success of the project
• Documents the extent to which objectives were
  achieved

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Evaluation (3)What You Can Do to Make this
Section Easier to Write

• Keep the evaluation in mind when writing the
  methodology section
• If your objectives are measurable, the
  evaluation section will flow naturally
• Use an outside evaluator, if appropriate, and
  get input from that person

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Evaluation (4)What You Can Do to Make this
Section Easier to Write

• Consider repeating each objective and then write
  the evaluative measure
• Consider using examples of tables to show what
  your results may look like
• Consider citing examples of survey instruments
  or forms

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Dissemination

• Tells how you will let others know about
  your project
• Gives specific journals/meetings
• Different for different audiences
• Is reflected in the budget
• Includes an evaluation component if possible
  

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Budget DevelopmentIdentifying Budget Items

• Refer to your goals, objectives and activities
  to think about what kinds of resources you will
  need
• Dont get hung up on the actual
• Budget items flow naturally from a
  well- developed methodology section

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Budget Development (2)Direct costs

• Direct costs are those specifically assigned to
  this particular project.

• Salaries
• Fringe benefits
• Equipment
• Travel
• Supplies
• Contractual
• Other Costs

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Budget Development (3)Salaries and Wages

• Institutional polices on salary recovery
• Summer salary
• Graduate student stipends
• Technical support
• Clerical Support (sometimes no direct)
• Undergraduate students

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Budget Development (4)Fringe Benefits

• Retirement
• Medicare
• FICA
• Health, Life and Dental

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Budget Development (5)Other Direct Costs

• Check institutional equipment capitalization
  levels
• Use approved travel regulations
• Use subcontracts if money is going to other
  partners
• Do not include general clerical support
  or office supplies (indirect/FA costs)

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Budget Development (6)Facilities and
Administrative Costs

• Not specific to this project
• Overhead, indirect, etc.
• Use the institutionally approved rate OR
• Use the agency rate if one is stated
• Includes library, payroll, space, heat,
  light physical plant, central administration, co
  mputer usage, etc.

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Budget Development (7)Cost Sharing

• Institution or partners share costs with
  the sponsoring agency
• Check proposal guidelines
• Difference between cash and in-kind
• Non-required match often strengthens a proposal

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Budget Development (8)Additional Considerations

• Follow the agency guidelines format
• Allow for annual increases in salaries and
  fringes
• Reviewers should find no surprising items in the
  budget
• Break items down (number of trips, cost
  of airfare, nights of lodging, etc.)
• Write a budget narrative to fully justify each
  line item

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Appendices

• Contain secondary or supplemental information
• Are often overlooked by reviewers
• Are sometimes prohibited
• Are a good place to give additional
  information if you have a page limit for the
  narrative section

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Appendices (2)What to include

• Article reprints
• Vitae (if not asked for elsewhere)
• Certifications
• Proof of not-for-profit status
• Long charts, graphs or tables

• University policies
• Board members
• Press releases
• Letters of support
• Financial reports
• Organizational charts
• Facilities descriptions

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Writing and EditingGetting Started

• Read funded proposals
• Get a copy of the reviewers evaluation sheet and
  use it as an outline
• Read the criteria for funding
• Get your thoughts down and revise, revise,
  revise
• Use committees for critique, not writing

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Writing and Editing (2)Stylistic Approach

• Make it clear, concise, and free of jargon
• Do not write to impress
• Do not mask the problems and solutions with
  flowery prose
• Write as if the project will be funded
• Leave out all weak wording

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Writing and Editing (3)Stylistic Approach

• Use short sentences
• Use active voice rather than passive voice
• Clear out unnecessary words
• Do not make claims that are unsubstantiated
• Be careful with acronyms--dont try to be cute
  or amusing
• Dont sacrifice verbs for nouns

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Writing and Editing (4)Format/Appearance

• White space
• Use bold, but do not overuse bold
• Minimal binding (make it easy to copy and stay
  open on a table)
• Use only simple graphs and charts
• One inch margins
• 12 pt font or larger

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Writing and Editing (5)Format/Appearance

• Be consistent with use of headings and
  subheadings
• Use bullets, lists, and outlines when
  appropriate
• Avoid fancy covers and colored paper
• Do not fully justify the text
• Avoid fancy fonts

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Writing and Editing (6)

• Use a Table of Contents
• Number the pages
• Dont have spelling/grammar errors
• Check your budget (then check it again)
• Dont make reference to something you have
  failed to include

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Writing and Editing (7)Final Comments

• Proofread and have someone else proofread
• Consider using and editor
• Get started early and get others involved for
  critique (were here to help)
• The appearance of your proposal may give you the
  competitive edge you need to get your project
  funded!

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The Review Process

• Different for different types of sponsors
• Knowing how the project will be reviewed is key
  to how you will present your project
• Get input from the program officer or
  your office of sponsored projects regarding the
  review process

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Types of Proposal Reviews

• Foundation Board
• Site Visit
• Program Staff
• Agency Staff
• Field Readers
• Panel Review
• Peer Review
• Two-Tier review

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Selection Criteria

• Is it responsive to the guidelines?
• Is there a need? If so, will the need be met?
• Are the facilities available to carry this out?
• What is the significance of the project?
• Is it unique?
• Can the project director carry it out?
• Is there an efficient use of time and resources?

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REJECTION!!!

• Do not give up--proposal writing is a process,
  not a one-time event
• Get the reviewers comments
• Do not dispute the decision without a VERY GOOD
  reason
• Revise and resubmit