Office of Criminal Justice Services Grant Writing Training

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Office of Criminal Justice ServicesGrant Writing
Training

• Jacquetta Al-Mubaslat
• Melissa Darby

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Agenda

• Welcome
• Housekeeping
• Introductions
• Who is OCJS?
• OCJS Funding Streams
• Grant Making Process
• Grant Writing Components
• Review of Grant Writing Resources

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Introductions

• Who are you?
• Where are you from?
• What do you hope to get out of the training today?

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Office of Criminal Justice Services (OCJS)

• Ohio Revised Code establishes the Ohio Office of
  Criminal Justice Services as the lead criminal
  justice planning agency for the state. Through
  its research, technology, grants administration
  and programmatic initiatives, OCJS serves
  agencies and communities committed to reducing
  and preventing crime across Ohio.

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OCJS Funding Streams

• Federal
• Edward Byrne Memorial Justice Assistance (JAG/JAG
  LE)
• S.T.O.P. Violence Against Women Act (VAWA)
• Residential Substance Abuse Treatment (RSAT)
• Family Violence Preventions Services Act (FVPSA)
• Project Safe Neighborhoods (PSN)
• National Criminal History Improvement (NCHIP)
• Paul Coverdell Forensic Science Improvement
• State
• Family Violence Prevention Fund (Shelter Funds)
• Ohio Drug Law Enforcement Fund

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OCJS Funding Streams

• Federal Solicitation
• Application
• Allocation
• Pass Through Funds

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Grant Making ProcessRequest For Proposal (RFP)

• Eligibility Guidelines
• Program Purpose
• Format and Submission
• Body of Proposal
• Unallowable Costs

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Eligibility Guidelines

• Be sure to read eligibility guidelines in all
  Requests for Proposals. If your agency does not
  meet these guidelines then funding cannot be
  approved for your application.
• If you have eligibility questions it is
  recommended to contact the agency issuing the RFP
  for clarification.
• For example - JAG and VAWA funding law
  enforcement agencies must report crime statistics
  (OIBRS information) and there must be an eligible
  subgrantee.

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Program and Purpose

• Gathering background
• Concept
• How does the program that the applicant is
  requesting funding for fit with the mission and
  purpose of the agency?
• Program
• Scope of the project
• How it will be implemented
• Timeline for the project
• Anticipated outcomes and measurement tools
• Staffing and volunteer needs
• Expenses
• Planning stage requires some outline depicting
  whether budget costs will be in proportion and
  reasonable to expected outcomes

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Format and Submission

• Be sure to follow RFP guidelines regarding format
  and submissions.
• Specifically for OCJS you must have the
  application in the submitted status to be
  considered for funding.
• Be sure to include all required elements of the
  application, i.e. collaboration board letters,
  match waivers, copy of indirect cost plan,
  attachment a (VAWA) etc.

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Body of Proposal

• Problem Statement
• Methodology
• Project Description
• Project Objectives
• Timeline/Activities
• Organizational Capacity
• Collaborations/Partnerships
• Executive Summary
• Budget

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Problem Statement

• The Problem Statement defines the fundamental
  problem that the applicant is addressing, and
  provides a compelling logical reason why the
  applicants proposal should be supported.

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Problem Statement

• Relates to the purpose and goals of the
  implementing agency.
• Stated in terms of the needs of the clients to be
  servednot the organizations needs
• Is of reasonable dimensions
• Supported by relevant statistical evidence-
• Agency, Local, State, National
• Supported by relevant objective research
  pertinent to the problem-
• Evidenced-based research, statistics, recognized
  authorities, surveys
• Defines the target population
• Answers Why is this a problem?
• Provides reasoning behind the intervention
  strategy
• Does not make assumptions or use jargon

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Methodology

• This may not be a specific section of an
  application, however this is what needs to be
  thought of when composing various sections of a
  proposal.
• In essence it is a detailed description of the
  method and process of how the goals and
  objectives will be accomplished.
• Includes
• Description of the scope of the work and expected
  outcomes
• Outline of activities
• Description of the personnel functions with the
  names of key staff and consultants if possible.

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Methodology-Project Description

• Restatement of the problem and the objectives
• Describe the process and activities that will be
  implemented to achieve the objectives.
• Reasonable scope of activities within the
  allotted time.
• Discusses the evidence that justifies the
  approach (model)
• Is logical and relates to the needs of the
  identified target population
• Clearly describes the activities and the reason
  for the selection of the activities
• Demonstrates fidelity to the chosen model
• Links to evidence based models when appropriate
• Discusses the impact of the activities for the
  target population, the community and the staff
  that will carryout activities

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Methodology-Project Objectives

• Objectives are not necessarily goals
• Objectives measurable, concrete, attainable
• Goals abstract, bigger picture, may be
  unattainable
• Objectives-Measurable outcomes of the program
• SMART Objectives
• S-pecific
• M-easurable
• A-attainable/Achievable
• R-elevant
• T-ime bound

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Methodology-Project Objectives

• Process vs Outcome
• Process Objectives- relate to the
  method/solution that you are proposing. It is
  internal specific to the agency.
• Example
• To offer 5 additional public safety trainings to
  school-aged children between January 1, 2013 and
  December 31, 2013.
• Outcome Objectives- relate to the problem/need.
  It is external effects the target population.
• Example
• To increase by 30 the number of school-aged
  children who report a knowledge of how to exit
  the school during an emergency.

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Methodology-Project Objectives

• Performance Indicator
• How are you going to measure your outcome?
• The Performance Indicator is the information that
  is collected to document the expected change.

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Methodology-Project Objectives

• Example
• To offer 5 additional public safety trainings to
  school-aged children between January 1, 2013
  through December 31, 2013.
• Performance Indicator
• The number of trainings offered

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Methodology-Project Objectives

• Example
• To increase by 30 the number of school-aged
  children who report a knowledge of how to exit
  the school during an emergency.
• Performance Indicator
• Pre and Post Test

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Methodology-Project Objectives

• Baseline
• The data that is collected before the program
  started.

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Methodology-Project Objectives

• Example
• To offer 5 additional public safety trainings to
  school-aged children between January 1, 2013 and
  December 31, 2013.
• Performance Indicator
• The number of trainings offered
• Baseline
• Between January 1, 2012 and December 31, 2012 3
  public safety trainings were offered to
  school-aged children.

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Methodology-Project Objectives

• Example
• To increase by 30 the number of school-aged
  children who report a knowledge of how to exit
  the school during an emergency.
• Performance Indicator
• Pre and Post Test
• Baseline
• Between January 1, 2012 and December 31, 2012 100
  Sixth Graders reported knowledge of how to exit
  the school building during an emergency.

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Methodology-Project Objectives

• Performance Data Collection
• OCJS requires that applicants submit a
  description of the method in which the data will
  be collected and the means by which it will be
  stored for later analysis.

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Methodology-Timeline/Activities

• Illustrates the project flow from start to end.
• The Timeline of Activities must identify project
  strategies and activities and indicate when each
  strategy/activity begins and ends, how each
  strategy/activity relates to a stated objective,
  the evidence or data to be collected for each
  strategy/activity, and who is responsible for
  overseeing the strategy/activity.

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Methodology-Timeline Activities

• Components of a timeline include
• Identifies project activities and when those
  activities begin and end.
• OCJS requires the timeline of activities to
  include grants management administration and
  collaboration board activities
• Identifies who is responsible for implementing
  each activity
• Identifies how the activity relates to a stated
  objective and related data collection activities.
• Activities may be ongoing, daily, monthly and
  quarterly

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Methodology-Organizational Capacity

• Demonstrate whether your organization has the
  ability to successfully implement the project
  design outlined in your grant proposal
• Describes
• OrganizationMission/History
• Stafflevels, expertise, qualifications/credential
  s, trainings, cultural competency
• Physical Resourcesspace, technology, relevant
  equipment
• Previous grants administration experience

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Methodology-Collaboration/Partnerships

• Collaboration Boards are a required OCJS grant
  component
• Collaboration allows groups with a shared purpose
  to address an identified problem and need within
  their community
• Collaboration Boards allow for the sharing of
  resources to maximize capacity and the success of
  project goals and objectives.
• Relevancy/Appropriateness
• Letters must be uploaded upon submission of the
  application.

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Executive Summary

• The Executive Summary serves as a concise and
  accurate description of the proposed project.
• It is a snapshot of the proposed project.
• It should not introduce new information that is
  not included in the full proposal.
• Information submitted within the Executive
  Summary is forwarded to the Governors Office,
  local, state and federal agencies for public
  information requests.

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Executive Summary-Contents

• OCJS requires applicants to provide a clear
  concise information in the following content
  areas
• Purpose Statement
• Problem Statement
• Project Description
• Participating Agencies/Collaboration

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Executive Summary-Purpose Statement

• The purpose statement is a clear concise
  statement that explains the purpose of the
  project.  It describes what the applicant is
  going to do the population that is going to be
  served how it will be accomplished and why it
  is important.
• The information provided within the purpose
  statement is reported to the FFATA Sub-award
  Reporting System (FSRS) in response to the
  Federal Funding Accountability and Transparency
  Act (FFATA) Legislation.

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Executive Summary-Problem Statement

• The Problem Statement within the Executive
  Summary is a summary of the problem supporting
  the need for funding.
• It should be very clear and compelling.
• It should avoid the use of jargon and acronyms
  (if possible).
• It should include relevant statistics that
  support the need to fund the project.

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Executive Summary-Project Description

• The Project Description within the Executive
  Summary serves as a succinct and accurate
  description of the proposed project and
  activities that will occur.

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Executive Summary-Participating
Agencies/Collaboration

• Applicants are expected to identify and provide a
  brief description of the agencies participating
  in the project.
• Who are the relevant agencies participating in
  the project and what is their role?
• Who are the members of the Collaboration Board
  and how will they provide oversight to the
  project?

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Budget

• Should flow naturally from Problem Statement,
  Project Description and Project Objectives
• Consideration should be made to
• Grant funding caps
• Dollar amount requested
• If funding caps do not exist, then it is up to
  the grantee to research costs expected as
  reasonable for the scope of the project.
• Budget narrative-required and is an opportunity
  to further explain costs essential to the success
  of your program.
• Upload Federally Approved Indirect Costs Plan

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Contact Information

• Melissa Darby JAG, JAG LE, RSAT
• 614-728-8740
• MBDarby_at_dps.state.oh.us
• Jacquetta Al-Mubaslat VAWA, FVPSA
• 614-728-7291
• JAL-Mubaslat_at_dps.state.oh.us
• Rickeya Franklin NCHIP, PSN, Coverdell
• 614-466-7690
• RNFranklin_at_dps.state.oh.us
• Office of Criminal Justice Services
• 1970 W. Broad Street
• Columbus, Ohio 43223
• 614-466-7782-Main Number