organizing a grantmaking process with best practices

Community Impact Workshop

ORGANIZING A GRANTMAKING PROCESS WITH BEST PRACTICES

April 22, 2005Ames, Iowa


You havea unique opportunity…

to distinguish your foundation

to boost your local profile

to make new connections

to make a difference

The good news


Your landscape is changing

New demands

Donors”“we want clearer returns”

Boards“we want better measures”

Trends

Intensifying competition

Changing community needs

Increasing opportunities for local leadership


Explore ideas & tools to help your grantmaking of your Unrestricted Fund:

• Achieve greater impact

• Boost your foundation’s profile

• Tell a better story

• Develop your Grantmaking Plan

• Get started planning!

Presentation Goals


Designing Your Grantmaking Plan for your Unrestricted Fund

Based on “Making A Difference,” a capacity building series for community foundations, by the Council of Michigan Foundations.


It’s not just about making grants

You make an impact through grantmaking… and as a community leader


Community Organizer

Finderof Funding

Intermediary

Coalition Builder

Mediator

InitiativeManager

ConvenorKnowledgeBroker

community leadership

Grantmaker

Community Impact Roles


Q:How can I get better at achieving and highlighting ourcommunity impact?

Grantmaking Plan for your Unrestricted Fund

A:Be more strategic in your approach by mastering six core competencies of impact.


The six core competencies of impact

MeasureTrack Against Indicators

PrioritizeDetermine Community Foundation Priorities

1

2 3

ScanAssess Community Needs, Opportunities, Resources

CommunicateShare Priorities, Strategies,

Activities and Impact

DesignDevelop Outputs, Outcomes

and Indicators

grantmaking

community catalyst

StrategizeMake Effective Decisions

Grounded in current National Standards for U.S. Community Foundations


Impact starts with understanding your community

Assess community needs, opportunities and resources

scanMeasure

Track Against Indicators


1

2 3





and Indicators



1.What is being done?

2. Who is doing it?

3. Is it being done well?

4. What is the biggest challenge?

5. What is your dream?

Scan Answers



1

2 3





and Indicators



We use scanning results to determine priority areas of work

We look for priorities at the intersection of:

Community needs and opportunities

Community capacity

Foundation roles and resources

prioritizeMeasure



1

2 3





and Indicators



CriteriaMeasure



1

2 3





and Indicators


1. Meets mission

2. Total county needs

3. Potential for impact

4. Population served

5. Allies to address need

6. Long term-impact


Other Criteria



1

2 3





and Indicators


1.Must be done?

2.Easy to do?

3.Difficult to do?

4.Want to do?


How to make effective, strategic decisions?

What types of grants?

To whom?

Grants not to do?

What kinds of community leadership activities?

strategizeMeasure



1

2 3





and Indicators



1. Matching grants

2. Reward collaboration

3. Infrastructure items strengthen organization

4. Recognize your grant give credibility to grantee

Strategic Decisions



1

2 3





and Indicators



1. Small or large or combination

2. Emphasis on specific area

3. Facilitate services for many nonprofits such as grant writing workshop or only one nonprofit

Types of Grants



1

2 3





and Indicators



1.501 (c) 3 organizations

2.Government entities

To Whom?



1

2 3





and Indicators



1. Individuals

2.Outside of area

3.Fundraising events

4.Debt repayment

5.Political organizations

Types Not To Do



1

2 3





and Indicators



1. Doing site visits to grantees

2. Providing educational programs such as grant writing seminars

3. Assist philanthropy

4. Start a grantmakers council

Leadership Activities



1

2 3





and Indicators



Work with grantees and community partners to clarify:

Goals

Outputs/outcomes

Indicators of success

Designing is a collaborative process.

Grantees and community partners will benefit from being involved—and their involvement will benefit the community foundation

designMeasure



1

2 3





and Indicators



1. Grant makers

Foundations

Gaming Authority

United Way

2. Nonprofits

3. Government

Your Partners



1

2 3





and Indicators



We work with community partners and grantees to track and measure progress

Measuring is also a collaborative process

measureMeasure



1

2 3





and Indicators



1.Final Report results

2.Articles done on grants

3.Community response

Measure by CF



1

2 3





and Indicators



1.Focus Groups2.Surveys 3.Needs assessment4.Establish

indicators and review annually

Measure by community



1

2 3





and Indicators



Communicate your activities and results to key stakeholders

Donors

Grantees

Grantseekers

Community partners

Policymakers and community leaders

News media

communicateMeasure



1

2 3





and Indicators



1. News Releases

2. Annual Report

3. Annual Meeting

4. Brochures

5. Grant Reception

6. Grantee Board meeting

communicateMeasure



1

2 3





and Indicators



Explore ideas & tools to help you:

• Achieve greater impact

• Boost your foundation’s profile

• Tell a better story

• Develop your grantmaking Plan

• Get started planning!

Presentation Goals


ORGANIZING A GRANTMAKING PROCESS WITH BEST PRACTICES

April 22, 2005Ames, Iowa


Basic Grantmaking How-ToFrom Request to Report

• Once your funding strategies are mapped out, you are ready to begin the actual process of grantmaking.

• Your handouts contain SAMPLE documents:– Grant Application Form– Press Releases– Committee Procedures– Terms of Grant and Report Forms– Calendar


Procedures & Timeline• Grant Cycle- What is it? How many should you have?• Steps to plan for:

– Request for Proposals– Receipt of Proposals– Staff/Committee Review– Committee Meeting – Report to Board for Approval– Notify Applicants– Terms of Grant/Grant Payment– Announce/Publicize Grants– Grant Reports due– Start Over!


Important Documents• Application Form

• Terms of Grant

• Report Form


Committee with a Purpose

• “Distribution Committee”, “Grants Committee”, “Governing Committee”- whatever you call it, they have an important job to do!

– Committee Job Description– Committee Procedures– Committee Confidentiality & Disclosures


Tips & Tricks• Be Creative (consider matching challenge

grants, last-dollars-in grants)• Be Clear about requirements for Applicants &

Grantees• Be Flexible (consider grant extensions- work

with your grantees)• Be Ready for grants to be returned now and

then• Expect the unexpected


• Tana Odean Community Foundation of the Great River Bend

563.326.2840

[email protected]

• Carolynn Sween

Community Foundation of Waterloo/Cedar Falls & Northeast Iowa 319.287.9106

[email protected]