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Laura SmithRegional Director, ProgramsPhilanthropy Ohio


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Leveraging Grants Management for Effective

Grantmaking

August 23, 2017


Libby VillavicencioExecutive Director, Outcomes InvestingThe Rensselaerville Institute


Today’s Speaker

Poll Question 1

How many employees are in your company?• 1-100• 101-500• 501-1,000• 1,001-5,000• 5,000+


Poll Question 2

What type of company do you work for?• Retail• Technology• Finance• Industrial/Manufacturing• Health• Hospitality• Professional Services• Other


Poll Question 3

Are you clear about the impact you want to have with your grant investments?• Yes• No


Poll Question 4

Are you able to "roll up" outcomes from your individual grants to show your impact related to your grant focus areas?• Yes• No


Outcomes Investing: An Integrated Approach for Higher Impact

We increase life chances for children through education and community.

Through our proven track record with schools, communities, and outcome investing, we provide a place where kids can learn,where the communities that surround them make learning possible, and where the institutions that support them align their resources.

Everyone Succeeds. No Exceptions. No Excuses.

16

Copyright © The Rensselaerville Institute. All rights reserved.

Who we are:- Nonprofit Organization- 50 years of Human Gain- Results Frameworks & Human

Sparkplugs- Philanthropy (Foundations, Corporate

Giving Programs & Employee Engagement)

- Nonprofits, Education, Communities


“We can get clear results for some grants, but it’s not so easy for others.”

“I’m not sure how to group grants together to roll anything up except by approach.”

“What results should we take credit for?”

“The result story isn’t clear – only the program types we invested in.”

“How do we keep ‘score’ for ourselves? What’s important to watch?”

Achieving Results from Investments


outcomeresult

goal

objectiveimpact

output

measurable short term change

long term change

milestone targets

achievementsdifferences

indicator benchmark

benefitsinput

The Language of Outcomes…

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What outcomes are important:• Within our grantmaking areas of

focus?• For grantees to meet their

mission?• To assess risk and return on our

grants?• For grantees to use to track to

success?• To assess grant performance and

re-funding?

How can we integrate outcomes into our:• Funding guidelines and

eligibility?• Applications and review process?• Grantee training and support?• Grant performance assessments

and recommendations?• Telling our ‘impact story’?

A Shift in Mindset

Are you a funder or an Investor?

Investors ask these questions for each opportunity:

1. What outcomes are being proposed?

2. What are the chances of getting them?

3. Is this the best use of our resources?

1. How do you define success - meaning results from your services?

2. How do you know when success has been achieved?

3. Throughout your program, how do you know there is enough time and money left to achieve success?

Service Provider or High Achiever? The Three Outcome Questions for Grantees


Aim too high: World PeaceReduce Poverty Rates

Youth Become Successful Citizens

Aim too low:Persons ServedFunds AllocatedProgram ApproachesHow Funds were UsedIndividual Grant Results

You are a contributor

Where to AimFunders


Project Results:345 of 500 displaced youth will get and keep a full time job and get at least one promotion within 12 months

Strategic Visions and Plans:World PeaceReduce Poverty RatesYouth Become Successful Citizens

Result sought from investments:Organizations use healthy mediation modelsLow income persons obtain, and retain a living wage jobUnderserved youth graduate high schoolDisplaced youth obtain and retain employment

Where to Aim: Building A Bridge


Strategic Map

What it Does:

• Connects organizational strategy to desired impact• Defines results in terms of changes in behavior or

condition for key stakeholders• Identifies the organization’s contribution towards

those results

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Hard Skill Training

Soft Skill Training

Social Skills Training

Internships_____________

Advanced Skill Training

Leadership and Management

Training

Global Mindedness

_______________

Employer Engagement

Job Matching

Workforce Skill Development &

Training

Workplace Readiness Strategic Result Framework

Address the skills and

access gaps faced by

underserved* or

unemployed residents in current and

future Starwood

Communities

Fostering Employment

____________

Career Development

____________

Employer Readiness

A skilled and diverse local

workforce that drives business

growth and economic success

How We Contribute•Direct Service Grants

•Capacity Building Grants•System Reform Grants•Associate Engagement•Associate Advocates

•Collaborative Partnerships

Unemployed local and/or non-traditional**

residents obtain and retain local living

wage jobs__________

Local workers advance into higher career opportunities

___________

Local employers change their practices and

policies to train, employ, retain and

advance local and/or non-traditional**

residents

Strategy Desired Results Program Types ImpactFunding Priorities


Result Trails

What They Do:

• Provide a continuum of results reflecting changes in behavior or condition of those being supported or influenced

• Differentiate expected vs. aspirational results• Reflect programs and services as what ‘goes in’ to get

participants to result achievement• Enable staff to ‘connect in’ by identifying the results they

achieve in their efforts• Become the basis for result metrics that all programs will

report against throughout the year

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Obtain a local living wage job

Retain employment for 3 months

Retain employment for 6 months or more

Demonstrate proficiency in new hard skills, soft skills or field specific skills

Express interest in career advancement

Fostering EmploymentResult Trail for Youth and Adults

Assess current skills, interests, needs and set employment goals

Confirm the positive impact on their quality of life

Identify and apply for career advancement options

Advance to next level of employment

Retain new position for at least 12 months

Career DevelopmentResult Trail for Local Workforce

Identify barriers to achieving career advancement and establisha professional development plan

Express interest in furthering their career

Demonstrate new skills or obtain interest area credentials

Hire, support and promote local workers

Confirm local workers are contributing to their business’s stability and growth

Influence other local business to addresstheir skill gaps with local populations

Employer ReadinessResult Trail for Local Employers

Identify and adopt policies and practices that support hiring andadvancement of local workers

Articulate hiring needs and express interest in potential benefit of hiringand advancing local workers

Partner with local NGO’s to source new skilled employees

Implements change & demonstrates ability to successfully use new capacity

Uses new capacity and confirms they are on track to achieve organizational results

Realizes organizational results (reduced costs or increased revenue)

Identifies & updates systems, policies, materials, practices

Improves results for those served

Capacity Building and Planning Result Path for Organizations & TA Providers

Best practicesdefined

Best practices piloted

Best practice refined/packaged

Practitioners agreeto adopt best practice

Practitioners integratebest practices

Improved outcomes for populations served

Stakeholdersagree to addressissue

Create action plan

Propose changes to stakeholders

Changes agreed to bystakeholders

Changes in policiesand/or resources

Practice ChangePolicy

Change

Long Term Result

Systems ChangeResult Path for Policy, Advocacy, Research


Results-Focused Application•Participant outcomes = project success

•Links foundation results to project results

•Answers the question “why will this particular project or program enable these particular participants to get to this specific gain?”

•Builds outcomes verification and tracking in at the start

•Include clear guidance and examples for applicants

•Project Visibility and Volunteers


Key Application Elements

• What project results are you committed to achieving — meaning outcomes from your efforts?

• How will you know when your results have been achieved? • What information or evidence will you use to verify

success?

• What are the critical project steps and participant milestones you will use to manage to success?


Key Application Elements - Visibility

• What is your communications strategy for this project, including traditional and social media? How will Foundation support be communicated to the public?

• Will Foundation be recognized for supporting this project? If so, how and in what format? And what is the crediting language?


Key Application Elements - Volunteers

• What opportunities exist, if any, for corporation employees, to get involved and help your project achieve the stated results?

• What capacity and experience does your organization have for managing volunteer experiences, and who will manager this effort?

• How will these volunteers contribute to the achievement of the desired results for this project?


Defining Project Results

Project Results are:

a. Specific changes in core participant behavior or condition, which is what applicants commit to achieve in order to justify the investment

a. Tangible, verifiable, and within the influence of an applicant


ResultsStructuring results statements

Single Focus: By September 2014, 114 of the 200 at risk youth from Jalpur and Bangalore will have started or expanded their business, which will in turn create at least 156 new jobs in the local community.

Individualized: 30 of the 45 displaced adults enrolled in our job skills training and management program will reduce at least 2 major barriers to successfully running or expanding their business which are identified in their individual “case plans” by September, 30, 2014.

Menu Focus: Of the 250 non-traditional workers enrolled in our job skills training, 195 will demonstrate a significant increase at least 2 of the following competencies by May 31, 2014:

General social skills Language and/or communications skills Literacy levelJob/field specific skillsGeneral life skills


Results Trail

• I came• I like it

• I got it• I remember

• I tried it

• It worked

• I keep using it

• I see the difference

• I have changed

Start

Project Result


Verification

What is it?

• Did you achieve stated results?

• Easier and less costly than conducting evaluations

• Simply a confirmation that a change occurred

Verification Sources

• Existing data or measuring instruments

• Easy to obtain documents

• Observations and reports by others OR in some cases self-reported behaviors


Critical Steps and Milestones• Critical steps that include only the major activities that are

required to move the organization or participants to each progress point (e.g., provide outreach, provide training, provide 1:1 counseling, provide follow-up and verification)

• Milestones that clearly reflect 3 – 4 key progress points that the participants need to achieve in order to be ‘on track’ to reach the project results (e.g., participants enroll, they demonstrate new skills, they use skills on their own, they achieve the program target)

• A clear IF – THEN relationship between a major project activity and the milestone that defines success for that activity (e.g., IF we provide outreach, THEN at least 100 new participants will enroll in the program)

• A timeline that reflects when a milestone will be accomplished – not when the activity will be implemented.


Critical Steps and Milestones Example

Critical Step 1:Conduct market assessment including interviews with local community members, businesses, etc. Milestone: At least 6 Community Based Organizations (CBO’s) express the desire to partner with IJC to promote, present and implement program throughout the region. (Months 1-2)

Critical Step 2:Develop program outline and content bases on market assessment.Milestone: Hard and Soft skills training classes developed, and partners secured for field skill training. (Months 2-3)

Critical Step 3: Develop and conduct participant introductory presentations and workshopsMilestone: At least 550 of the 850 local residents who attend one or more of the 6 sessions will enroll in the program. (Months 4 -9)


Investment Risk and ReturnRISK: An organization’s ability to succeed

RETURN: Strength of results +

business/community value

Copyright © The Rensselaerville Institute. All rights reserved. 44

Grant Review


Grant ReviewHow likely is it? Clearly

YES!Middle Clearly

NO!Application Sections

To Review1. Do project leaders and managers have the characteristics and capabilities that predict success?

Key People & Groups

2. Is there clear alignment between the organization’s mission and the project approach?

General Organization Info.Your Project

3. Is there strong prior achievement in a similar area or for a similar population?

General Organization Info.Your Project

4. Is the project clear in terms of the level of interaction required to get the people or places to the stated results?

Your ProjectYour ParticipantsYour Results

5. If the project’s success is dependent on partners or intermediaries, are the commitments from these players clear and have they been agreed to?

Key People & Groups

6. Is the description of milestones predictive of success?

Your ProjectYour ResultsTracking to Success


Grant ReviewBest Use of Funds Clearly

YES!Middle Clearly

NO!Application Sections

To Review

1. Are the requested funds reasonable to achieve results for these people or places and the project approach?

Your ParticipantsYour ProjectTracking to Success

2. Is it clear what our funds are paying for and how that affects the results for this project?

Your ProjectFinancials/BudgetYour Results

3. Are the majority of the funds required for the project already secured?

Financials/Budget


Score of Risk and Return

Risk Rating: (Low, Med, High)

Risk is based on a combination

of the 'how likely' section,

and 'best use of $' section.

RISK:Yes = Low risk

Maybe = Medium riskNo = High risk

Return Rating:(High, Med, Low)

Return is based on the 'what

will be the results' section.

RETURN:Yes = High returnMaybe = Medium

returnNo = Low return


Program Area

ResultsScore

Total Requests

Total Requested

Dollars

Education High 3 $150,000Medium 3 $150,000

Low 8 $400,000

Health High 5 $250,000Medium 2 $100,000

Low 4 $200,000

Job Creation High 8 $600,000Medium 3 $300,000

Low 1 $50,00037 $2,200,000

Investments by Focus Area


Program Area

ResultsScore

Total Requests

Total Requested

Dollars

Education High 3 $150,000Medium 3 $150,000

Low 8 $400,000

Health High 5 $250,000Medium 2 $100,000

Low 4 $200,000

Job Creation High 8 $600,000Medium 3 $300,000

Low 1 $50,00037 $2,200,000

All highsAll middlesTwo lows

All highsOne middle

Six of 8

$1,000,000 available

Investments by Focus Area


Returns(Results Strength):

Low High

Risk (Results

Likelihood):

Low 11 9

High 8 7

Example:For our 2017 Education Investment Portfolio:

Risk and Return


Priority Foundation ResultsTotal

Investment $# of

Grants# to be served

# to achieve

% to achieve

Total Project Costs

% of Foundation

FundingAvg. Cost per result

Education Increases in the number of K-12 students that are reading and writing at or above grade level

$ 785,000 45 8,455 2,879 34% $ 1,054,487 74% $ 366

14%

5%

6%

12%

8%

Students Reading at or Above Grade Level

Mentoring

New Curriculum

After SchoolProgram

52%

22%

6%

20%

Success By Grade

K-3rd

4th-6th

Middle School

High School

Back End: Analyzing Grant Investments


Grantee Reporting•Interim report provides valuable information before the time and money runs out

•Reminds grantee of the commitments they made

•Focuses on information critical to results success

•Alerts staff if the project is off track and needs assistance

•Allows staff to quickly report on each project’s level of success

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Learning Questions on Progress Reports:

Are you on track to achieve the results within the budget and time remaining?

If no:What challenges did you face?

What steps are you taking to get back on track?

Success = Results and Learning

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Learning Questions on Final Reports:How successful were you in achieving the results to which you committed?___Achieved more than projected results___Achieved the expected results___Achieved less than expected results

If you achieved more than the expected results, what enabled you to do that?

If you achieved less than the expected results, what were the main obstacles you faced?

What are you doing differently now to improve results, and how these changes are leading you to achieve expected results?

Success = Results and Learning


Philanthropy Portfolio ScorecardFocus Area: EDUCATION As of: Q2 2016

= ACT = WATCH = CELEBRATE

Foundation Results2015 Actual 2015 Target 2016 Actual

@ 6 months2016 Actual @ 9 months

2016 Actual at grant close

Number of K-6 students that are reading and writing at or above grade level

15,000 15,200 8665

Number of parents that significantly increase their involvement in their children’s education

350 827 309

Number of High School Students that obtain GED certificates or HS Diploma

900 700 150

Increase in # of volunteers contributing to non profits we support

508 605 365

Non profits that significantly increase their effectiveness or efficiency

10 7 3


Grant Performance Scorecard1- Year Grants Focus : At Risk Middle School Youth

= ACT = WATCH = CELEBRATE

As of 3Q 2016

Current Grants In Motion

Grantee & Project

Renew orNew

CurrentGrant Amount

Risk/ Return Ranking

Results Area

Results Achieved to Date

Performance to Date

Future Recommendation

Carver School/Middle School Mentoring Expansion

Renew $250,000 Medium Risk/HighReturn

Significantly improve academic or skills achievement

85% On Track-High Higher investment in same program

Family & Children’s Agency/Substance Abuse Prevention

New $58,000 High Risk, High Return

Avoid risky behavior

62% Off Track –Medium

Needs to build capacity before more program dollars are spent

Domus School/health support team project

New $155,000 Low Risk/High Return

Effectively manage chronic disease symptoms

91% On Track-High Same level – same program.Add Capacity building $ to spread model to other schools

Waterside School/Teen Pregnancy Prevention

Renew $75,000 High Risk/Low Return

Avoid Risky Behavior

28% Off Track – Low Not going far enough. Replace with another group – need exit strategy


Grant Performance Assessment

High•High Success: results are above forecast

Success• Success: results are at or near forecast

Low•Low Success: clear shortfall against forecast

Your comments on their results – especially if extremely high or low: ______

How would you forecast the results of the project at this point?


Grant Performance Assessment

High• High Success: strong learnings are integrated

Success• Success: some learnings are integrated

Low• Low Success: few to no learnings are integrated

How would you forecast the level of project learnings at this point?

Your comments on their learnings– especially if extremely high or low:_____


Future Recommendations

Next Investment Steps – for Programs that were rated as high success:

____ Consider higher investment levels – same program____ Consider investing in other models (e.g. capacity building,

innovation)____ Consider growth investment to increase their scale____ Put them “on the road” to help other groups

Further information needed to make a final decision and comments on why you chose the investment path checked above: ______________________


Next Investment Steps – for Programs that were rated as low success:

____ Still strong promise – but needs to build capacity before more program support____ Some promise but suggest strategic alliance or merger to handle their

weaknesses____ No strong promise – suggest disinvestment or minimum future grants – did not

serve a critical population.____ No strong promise – suggest disinvestment or minimum future grants – served

a critical population – need to find another group to serve them.

Further information needed to make a final decision and comments on why you chose the investment path checked above: _______________________

Future Recommendations

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Libby VillavicencioExecutive Director, Outcome Investinglvillavicencio@rinstitute.org614-216-9665www.rinstitute.org

Contact:

mailto:[email protected]

Questions?


Thank you!


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