By the End of This Session, Participants Will Be Able To

Session 3.3 Resource Mobilization

Total Session Time: 3 hours, 15 minutes (2 hours for lecture/discussion, 1 hour 15 minutes for learning activities)

Learning Objectives: By the end of this session, participants will be able to:  Define the term income generating activity (IGA).  Describe how to use the SOAT process to create IGA ideas.  Describe common elements of a grant proposal.  Identify the stages in the grant application process.  Identify strategies for resource mobilization that they can implement in their organizations.

Session Overview Activity/ Resources Step Time Content Method Needed Introduction to Session, Presentation LCD or 1 05 minutes Presentation of Learning Objectives Overhead (Slides 1-2) Projector Introduction to Resource LCD or Presentation, Overhead 2 10 minutes Mobilization Discussion Projector, (Slides 3-5) Flipchart Presentation, LCD or Brainstorm, Income Generating Activities Overhead 3 90 minutes Discussion, Projector, (Slides 6-23) Small Group Flipchart, Activity Worksheet 3.3.1 LCD or Presentation, Resource Mobilization: Key Terms Overhead 4 10 minutes Discussion (Slides 24-27) Projector Handout 3.3.2 LCD or Presentation, Overhead Grant Writing Overview Projector, 5 45 minutes Brainstorm, (Slides 28-42) Flipchart, Discussion Handouts 3.3.3- 3.3.6 Presentation, Activity: Resource Mobilization LCD or Discussion, Overhead 6 30 minutes Strategies Large Group Projector, (Slide 43) Activity Worksheet 3.3.7 Key Points LCD or 7 05 minutes Presentation Overhead (Slide 44) Projector

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 241 Resources Needed

 Flip Chart, paper, and markers  LCD or Overhead Projector  Slides  Worksheet 3.3.1: Planning for IGAs  Handout 3.3.2: Key Terms for Resource Mobilization  Handout 3.3.3: Types of Grants  Handout 3.3.4: Grant Application Terms  Handout 3.3.5: Common Elements of a Grant Proposal  Handout 3.3.6: Sample Budget Forms  Worksheet 3.3.7: Identifying Resource Mobilization Strategies

Advance Preparation  Review the entire session prior to facilitating, to familiarize yourself with the slides, speaker’s notes, learning activities, and supporting materials.

Sources/Bibliography:

Refer to these materials for additional background reading, as needed.

 Corporation for Public Broadcasting. “Grant Proposal Writing Tips.” Available at: http://www.cpb.org/grants/grantwriting.html  Dawans, Vincent. “Nonprofit with Income-Generating Activities.” Part of The Four Lenses Strategic Framework: Toward an integrated Social Enterprise Methodology. Virtue Ventures. Available at: http://www.4lenses.org/setypology/iga  International Planned Parenthood Federation (IPPF), Western Hemisphere Region. 2002. Guide for Designing Results-Oriented Projects and Writing Successful Proposals.” Available at: http://www.ippfwhr.org/sites/default/files/files/ResultsOriented_EN.pdf

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 242 Beginning the Session

Trainer Instructions: Step 1 (5 minutes)

Present Slides 1-2 using trainer notes to guide the presentation. 1

e INTRODUCE Session 3.3 to participants. d i l S EXPLAIN to participants that this unit is scheduled to take about 3 hours, 15 minutes.

ENCOURAGE participants to ask questions at any time. 2

e ASK a volunteer to read the learning d i l objectives aloud to the group. S

ASK participants if they have any questions before continuing.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 243 Trainer Instructions: Step 2 (10 minutes)

Present Slides 3-5, using the trainer notes to guide the presentation, brainstorm and discussion. 3

e Note: slide contains animation. d i l S 1

: SHOW part 1 of slide (heading) s k c i l C

ASK participants: n o i

t • Why do organizations need to raise a

m funds or generate income? i n A ALLOW a few moments for participants to brainstorm.

WRITE participant responses on flipchart.

SHOW part 2 of slide (text)

REVIEW list, building off of participant responses.

ASK if there are other items that we should add to the list.

Answers may include: providing services, supporting constituents, purchasing teaching and learning materials for students, building improvement projects, etc. 4

e ASK participants: d i l • What are different ways that an S organization like yours might mobilize financial resources?

ALLOW time for participants to respond.

REVIEW slide.

ASK if participants have any other ideas to add to the list.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 244 guide the presentation, brainstorm, activity and discussion. activity brainstorm, the presentation, guide notes and Slides 6-23,usingthe trainer Present Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Animation Clicks: 1Slide 6 Slide 5 Trainer Instructions: Step hour,30minutes)Trainer 3(1 Worksheet 3.3.1: Planning for IGAs 3.3.1:PlanningWorksheet for together" together" in Swahili. Harambee or activities. fundraisingdevelopment self-helpe.g. community events, Note generation. in the area income of fundraising and expertisetype what the participants of have Tip: facilitator the help learn This will FACILITATE http://www.4lenses.org/setypology/iga Available at: EnterpriseMethodology.Integrated Social Framework:Strategic Toward an Source:Dawans, Vincent. Four The Lenses ASK SHOW ALLOW • ASK SHOW contains animation. Note: slide How would defineHow you it? generation an isWhat income activity? : : a a volunteer to read definitions aloud. participants: Harambee Part ofslide.2 Part of slide 1 Part (heading) few a responses. literally "all means pull literally a a brief discussion. traditionof is a Facilitator Guide Facilitator to to 245 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 8 Slide 7 • • • IncomeEarned (ongoing) • • • recovery:Cost • EXPLAIN • • EXPLAIN http://www.4lenses.org/setypology/iga Available at: EnterpriseMethodology.Integrated Social Framework:Strategic Toward an Source:Dawans, Vincent. Four The Lenses operations. activities Earned inare income rooted products,orservices. consulting and includepublicationssales Examples of unrelated to the mission. bothand relatedactivitiesthrough revenueto theorganization, generated a of Provides stream unrestricted terminated. recovery arerelated cost activities once ends, programs;a program the recoveryare activities to Cost linked for-service are examples. conference and fees, fee- paid training, include specialevents, Examples organization’s mission. activity specific related to the todelivera tofundcosts service a or A torecover means a the percentage of ongoing. be IGA a event,cancan or one-time be it on the following following theslides. on Wewill these discuss parameters more innovation. creativity,entrepreneurship, and generatingactivities Income involve to participants that:toparticipants to participants that:toparticipants Facilitator Guide Facilitator - 246 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 10 Slide 9 ALLOW • • ASK • • • EXPLAIN • ASK WRITE ALLOW • ASK • • • • EXPLAIN WRITE innovation organization?innovation in your ofexamples aresomefinancial What innovation?isWhat point the starting for innovation. by and teams is Creativity individuals andrequiresIt passioncommitment. being. intosomething new processtheis Creativity of bringing organization?creativity in your ofexamples aresomefinancial What creativity? is What o discipline. Innovation requires tools, rules, and marketplace. in their organization allow an to be competitive orservices,waysnew that of working into transforming ideas products, multi-stage Innovation of is a process the same. arenot innovationbut creativity and involves Innovation creativity,typically an idea. of implementation Innovation is the production or participants: participants: participants: participants: participants: process when initiating IGA.initiating whenprocess an managerial referencesinthe stafforders, and circulars arekey procedures,Government standing responses flipchart/board. on responses flipchart/board. on a few a responses. few torespond. a participants that: to participants that:toparticipants Facilitator Guide Facilitator 247 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 11 • INFORM • • EXPLAIN WRITE ALLOW • • ASK • • • Entrepreneurs need Entrepreneursneed totakecourage usetheof resources. maximize of waysdoing things. seekto They by newinnovation, better finding and economic progress stimulating through Entrepreneurship withis concerned entrepreneurship. component of the main nota iseconomists, starting business entrepreneur. However, according to person who a anstartsis business A misconceptionthat iscommon any entrepreneurship in your organization? ofexamplesaresomeWhat entrepreneurship?isWhat unpleasant. that aredifficultchange situations or Entrepreneursneed motivation to problems solutions find thrive on, and to and toengagewith, theability skills, Entrepreneursneed problem-solving challenges. and to completion, in the face of setbacks aperseveranceto carryproject through needEntrepreneursalsopatience and impossible to unwise achieve. or that think doing things others are risks sometimeseven calculated – participants: participants: responses flipchart/board. on few a responses. participants that: participants to participants that:toparticipants Facilitator Guide Facilitator 248 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Animation Clicks: 1Slide 12 NOTE or HTIs. ZHRCs IGA that tried byideas have been other EXPLAIN SHOW WRITE ALLOW • ASK FACILITATE SHOW is Note: slide animated. and participation. and THANK • • o ZHRCs or or HTIs?ZHRCs ofexamplesaresomeIGAsWhat in of employees with shares of employees in with the IGA. are operated a bygroup independently fororganization,thedirectly andsome create Some activities revenuestreams o o some not. and were these were Some of ideas profitable, participants: participants: that: idea? Ifso,where?idea? implementing this successfully knowanDo youorganization slide1 (heading)part of create a viable viable create IGAa later. Wewill more talk about how to profits. healthy,animal etc. eating was into space,thehaving adequate keeping of fed, animalscostskeeping example, the – For raising animals part 2 of slide2 (text). part of ideas a on flipchart. everyone forideaseveryonetheir creative participants to participants brainstorm. that describesthat listsome this brainstorm brainstorm and discussion. Facilitator Guide Facilitator 249 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 15 Slide 14 Slide 13 WRITE WRITE ALLOW • ASK responses. PRESENT ALLOW • ASK webster.com/dictionary/viability http://www.merriam- Viability. Availableat: Source:Merriam-Webster Dictionary. financially sustainable. reasonable chance of succeeding; grow, havingaor adequately;develop Viability is the capacity to work, function, participantresponses.from PRESENT WRITE ALLOW • ASK challenges include ofsomekey thebut does NOTE responses. PRESENT HTI? an IGAimplementing for a or ZHRC ofaresomechallengesofWhat the IGA for a or ZHRC HTI? ofaresomeadvantagesWhat the of an IGA? IGA? tohave and placea successfulviable organizationdoes What an need in participants: participants: participants: participants: participants: that this this list is not that comprehensive, responses flipchart. on responses flipchart/board. on few a responses. few a responses. few a responses. slide, buildingslide,from participant key on key building points slide, buildingslide,from participant Facilitator Guide Facilitator

250 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 18 Slide 17 Slide 16 PRESENT • EXPLAIN board WRITE ALLOW • ASK PRESENT for for an IGA. an about idea analysis critically to think Wecanuse a calledSOAC process be viable? might whetheranfor ideadetermine IGA tools can youHow or methods use to participants the followingtheparticipantsquestions: their responses flip the chart/ on few participants torespondparticipantsfew to participants that:toparticipants the slide.the the slide.the Facilitator Guide Facilitator 251 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 21 Slide 20 Slide 19 • EMPHASIZE PRESENT PRESENT CONTINUE CONTINUE • • • PRESENT ASK entrepreneurship entrepreneurship to initiate IGAs. creativity, and innovation can use outlook, ZHRC/HTIs analysing internalBy their external and estimated estimated operating budget. planfor and IGA, your and an You need clearto will have proposal a evaluating.reporting, analyzing, and IGAs require processes for recording, systemsinplace. have and plans startanBefore youIGA, need youto if participantsifany questions. have the slide.the slide.the slide: tonextslide. that: Facilitator Guide Facilitator 252 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 23 Slide 22 Speak notes continued here: and and withone feedback anotherthis course.after ENCOURAGE participation! THANK constructive feedback. thereIf time, isthe large invite group to provide INVITE left.minutes REMIND everyone for their creativity, innovation, and each presenteach group for5 to minutes. participants whenparticipants are10 there and minutes 5 participants sharing ideasto participants continue REFER REFER and ZHRC HTI. group togetherpossible,byparticipants DIVIDE below. will This activity take FACILITATE continuing.before ASK • • CONTINUE hand column. hand CONTINUE ALLOW • • • • • • • INSTRUCT Participant Handbook. for Planning IGAs recording,analysis, review. and systeminplaceis transparent for the IGA and idea that ensure a reviewstakeholders,properwhowill You approval need to of have the accounting for funds. the operate systemand ofIGA, a You adequate need to capacity have to when returnwhen you toyour organizations. You continue this wish may workto starting a point. be perfecthave – activity to this is only your and notRemember: idea plan do limitedto5 be minutes.) back ideasto the large (Yougroup. will groupwill their Each briefly present andyourdevelop plan. brainstorm group 20 will Each to minutes have worksheetguidetheUse work.to your IGA in your organization. plan for howyou this could implement one IGASelect idea, and a develop for an IGA for your organization. groups,smallIn your brainstorm ideas if participantsifany questions have participants groupsofintoparticipants If4-6. participants to participants forsmallminuteswork. 20 group from slide. previous small groups small as follows: withspeaker in notes left- activity activity using instructions , , on Worksheet 3.3.1: page Facilitator Guide Facilitator

45 minutes 385 ofthe 253 . . Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 254 Worksheet 3.3.1: Planning for IGAs

Instructions  You will break into small groups of 4–6 participants and brainstorm on Income Generating Activities (IGAs) you could develop for your ZHRC/HTI. For this exercise, the participants should break into groups composed of their ZHRC/HTI members.  Each group should select one IGA idea and develop a plan to implement it in their ZHRC/HTI.  You can use the questions in this worksheet to guide your planning and discussion. You may not have time to answer each question in detail for this exercise – but you can review your plan in greater detail when you are back in your worksite.  Each group will then present their proposal to the class as a whole.  You will have 20 minutes to plan and brainstorm, and 5 minutes to present your idea back to the class.

IGAs to consider implementing include: 1. Charging rental fees for use of facilities for trainings or conferences 2. Building a kiosk outside the institute to sell drinks 3. Charging a fee to make photocopies 4. Establishing a hostel and charging fees for its use 5. Other ideas

Things to Consider

Use SOAT Analysis to help identify an IGA idea.

Strengths: What resources does our organization have (buildings, equipment, employee skills, etc.) that could potentially be used to generate additional income?

Opportunities: Do we have a competitive advantage in our community? Consider land, buildings, equipment, customer base, etc.

Areas of Improvement: What are we doing already that could generate income through minimal effort (such as charging fees for meeting rentals, etc.)?

Threats: Are there competitors? Are there policies that would affect this IGA? Does your organization have enough capacity to manage this IGA?

Who needs to approve the plan to develop an IGA? The ZHRC/HTI Management team? Other stakeholders?

Continued on next page.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 255 Develop a simple plan for your proposed IGA.

What is the product/service you are offering? Who will you serve?

How will the IGA benefit your organization?

How will the IGA be staffed and managed?

How long might it take to obtain the necessary approvals for your IGA, and other factors that may take a long time to implement your proposed IGA?

Do you need start-up funds? How will you get them?

Develop a simple draft budget for your proposed IGA.

What is the expected cost to implement the IGA?

What is the expected revenue?

Does your ZHRC/HTI have a bank account in which it can deposit the revenue from the IGA?

Consider viability.

What challenges will this IGA face? Is it high risk, or low risk?

Other considerations?

Present Slides 24-27 using the trainer notes, and Handout 3.3.2: Key Terms for Resource Mobilization to guide the presentation, and discussion. 4 2

REFER participants to Handout 3.3.2: e d i

l Key Terms for Resource Mobilization on S page 387 of the Participant Handbook.

REVIEW the definition of grant with participants.

EXPLAIN to participants that: • There are many different types of grants. • Common types include funds to implement specific programs or projects, conduct research, support education, provide or deliver services, or to complete capital improvements (building renovations, etc.). • Other terms for grants: cooperative agreement, contract, subcontract.

NOTE that: • Grants do not have to be re-paid, but grant recipients are accountable for how they use the money they receive. • Grant recipients must demonstrate that they have the capacity to manage grant funds, that they have used funds appropriately, and that they are achieving goals and objectives. • Grants can serve many purposes: o Program or project implementation, service delivery o Research o Education o Capital improvements.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 257 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 26 Slide 25 NOTE REVIEW • • ASK • • EXPLAIN withparticipants. contribution REVIEW tisadonoragency.htm encematerials/glossaryofliteracyterms/wha http://www.sil.org/lingualinks/literacy/refer agency? Available at: Source:SIL a isWhat donor International. • • • • • Examples: agency.” agency,”terms “funding “donor,” or “donor NOTE typesofdevelopment additional partners. ASK organizations, governments, agencies. and widepartners” includes arraya of partners work partners that in Tanzania? you developmentCansome name a isWhat partner? development gifts”. contributions” or “in-kind These are called “in-kind money. providing or services,expertise, rather than of a goods, to donation make specific partners Sometimes, development like Vision, MercyCorps,etc. Organizations: Faith-Based World Foundation Philanthropicorganizations: Gates etc. International, PATH,Engender Health, Pathfinder NGOs: JHPIEGO,I-TECH, AMREF, UNICEF, UNDP, etc. agencies:World Multilateral Bank, Japanese governmentJICA,etc. Tanzania,U.S.governmentUSAID, governments: National Government of participants: participants: participants ifparticipants can of they think any that the term the“development that that sometimes, use that alsothe we the definition of in-kind the definition

slide. slide. to participants that:toparticipants Facilitator Guide Facilitator 258 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 27 than grant. than a toclarify is loan important how a different is or session but it microfinance in this – NOTE microfinance with participants. REVIEW that we will wediscussingloans not that be the definition of andloan the definition Facilitator Guide Facilitator 259 Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 260 Handout 3.3.2: Key Terms for Resource Mobilization

Term Definition Development Partner An organization that gives funds for projects of a development nature. Donation A voluntary gift (of money, goods, or services) to support or contribute towards a cause or for the benefit of another person, organization, or group of people. Grant A sum of money, or award of financial assistance, given by a government, non-profit organization, philanthropic foundation, charity, or other agency for a specified purpose. Income Generating Activity A scheme for incorporating some form of revenue generation or supplementary income into an institution’s operations. In-Kind Contribution Gifts of goods or services, other than cash grants. Loan A sum of money or other valuables which an individual, group or other organization borrows from another individual, group, agency or institution with the condition that it be returned or repaid at a later date, often at interest. Microfinance A type of lending involving small, non-collateralized loans to low-income, typically self-employed, workers who do not have access to traditional financial lending services. Sub-Grant An award of financial assistance made by a primary grant recipient to an eligible sub-grantee, usually for a specific activity, service, or purpose.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 261 Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 262 Trainer Instructions: Step 5 (45 minutes)

Present Slides 28-42 using the trainer notes and the materials listed below to guide the presentation, brainstorm and discussion.  Handout 3.3.3: Types of Grants  Handout 3.3.4: Grant Application Terms  Handout 3.3.5: Common Elements of a Grant Proposal  Handout 3.3.6: Sample Budget Forms 8 2

REFER participants to Handout 3.3.3: e d i

l Types of Grants on page 389 of the S Participant Handbook.

REVIEW descriptions of grants in the handout.

ASK participants if they have any questions.

Source: I-TECH.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 263 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 30 Slide 29 • • • • forsourcegrants. NOTE responses. REVIEW WRITE ALLOW • ASK Source:I-TECH. • • • EXPLAIN • • Governments andfoundationsGovernments may be may available. opportunities that organizationsistolearning about key colleagues and partners in other withfrequentlycommunicating building Networking,relationships, and opportunities. announcements circulate for grant and NGOspartnersalso development announced in the newspaper. Many opportunities are grant opportunities? couldlearn Where about grant find a find to fund grant it. projectDevelop idea your youbefore money.”therather than “chasing withthose, for that funding aligns your organization’s andlook strengths, a ideaisIn good general, it to focus on for.looking developmentthe what partner is capacity,project, or need matches with advantage, competitive organizational win where could actually – your You should look for grants you that organizations. be probably competing with other you basis, competitive and will Grants areusually awarded a on for researchingdevelopment partners. alsointernet a The useful can be tool searchinternet,through the on engines. Many foundopportunities can grant be offerdonations. individuals Private companies may and offergrant opportunities. participants: that this list does not include this every list does that responses flipchart. on participants to participants brainstorm. slide, building slide, off participant to participants that:toparticipants Facilitator Guide Facilitator 264 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 32 Slide 31 • EXPLAIN Source:I-TECH. • • • EXPLAIN • • o o to see area match.they if good partner development or agency funding a ideaalso is It good to research the you and strategic!need to be time-consumingApplying is for grants whether and areeligible you to apply. strengths priorities, including your and whether a fits grant your organization– helpyou These questions to know before consider applying. that shouldkey you some questions When forgrants,there looking are partnerships. tolookformore want strategic may organizationhasother you priorities, partner.development If your pursue withthis wise to opportunities ofyour component would work, it be projects. IfHIV/AIDSand a is key forfunding HIV/AIDS-related work example, For TACAIDSonlyoffers specialty. inyour region/areainterested or you orwhat aredoing,who previously,whofundwork similar to partners who have funded your work You should look for development o o o organizationsandprojects? fundedsimilartheyHave with yours? valuesDo their priorities and align effectively? amount you this Can manage enough Is this to project?fund your moneymuch award? they How will in? orareasworkWhat regions they do good have a relationship? organizationpast?inthe Do you fundedyourtheyHave to participants that:toparticipants to participants that:toparticipants Facilitator Guide Facilitator 265 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 34 Slide 33 EXPLAIN EXPLAIN Handbook. on ProposalElements GrantCommonof a REFER use as reference.it a can emphasizethat detail – participants toreviewsession handout in great this Note: therenot isenough timein the reference. process. application They as should use a it that tothegrantacronyms relate termsand includes common many INFORM applications!related to grant confusing complicated many and terms EXPLAIN the Participant Handbook. Grant Application Terms REFER use it use as reference.it a can emphasizethat detail – participants toreviewsession handout in great this Note: therenot isenough timein the as shouldusea it reference.They ineach sectionof theproposal.include what includes descriptions to detailed of INFORM • • EMPHASIZE grant sections many to a proposal. pages ask needed.ask for clarification as foreachguidelinesgrant,specificand alwaysimportant toisIt to refer tomost proposals.common grant required;however, elements these are not be on maylisteveryitem this – have instructionspartners specificwill funding development Each agency or participants to participants participants to:participants

393-397 participants that this this handout that participants participants that this this handout that participants to participants that that aretoparticipants there that aretoparticipants there that: of the Participant Handout 3.3.4: Handout Handout Handout 3.3.5: Facilitator Guide Facilitator on page 391 266 of Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 36 Slide 35 • REMIND PRESENT ALLOW • ASK application process. application REVIEW • • • • o o differentfactors. Yourdepend on will timeline many grant submit a application? take will to it prepare, write, and factorsWhat affect amount the of time photocopier photocopier breaking. events like unexpected – the printer or withtodeal time Plan enough as the executive summary). youbefore (suchcan others complete havetasksyou to some complete Many aredependentsteps others on – deadlinesto to each assign step. aapplication. grant is helpful writing It stepsThere are detailedmany in expect! takes youthan Everything longer participants: participants: – workingaddcollaboratively – can approachusuallyis a writing team support.Grantwriting grant and much staffbe dedicatedtocan time You have alsoto consider how need youa of lotoutside material. from materials),drawif previous create (ratherthannew material or stakeholders, haveyouif to withpartnersarecollaboratingyou is ifthe application complicated, process more The take if time will time. few a responses. grantinthe the stages participants: slide. Facilitator Guide Facilitator 267 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 38 Slide 37 at: at: Proposal“Grant Writing Tips”. Available Broadcasting.forPublic Corporation Adapted from: • • • • • • • • PRESENT • • • EMPHASIZE REVIEW earlier handout in an slide. Participant Handbook. We reviewedthis ProposalGrant 3.3.5: Common ofHandout a Elements ineach sectionincluded is in include NOTE ml http://www.cpb.org/grants/grantwriting.ht target deadlines for each step. your remember Createto timeline –set collaborate writing?thewill on your needsDetermine – personnel who submissionthe Confirm deadline. clarification. Officerrepresentative or for thoroughly, and contact the Program proposalthe Read guidelines toapply. your intent ofthedonor to Contact inform them o fundingIdentify appropriate sources by Start defining your project stage the writing easier. Investing makesin advance preparation Trytoavoidjargon. stronger.it make and yourwritten, revise proposal to Take breaks, reviewwhat have you o feedback.you trustedcolleagues to time have give possible, Wheneverin enough build specific that for what guidance to funding agency’sfunding priorities of type researchgrant, the and pay attention to Remember to the The goal is to be tobe isgoal error-free! The you help This will any catch errors. tips forwritingtheproposal. tips slide: that: ,on pages Facilitator Guide Facilitator

393-397 ofthe 268 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 40 Slide 39 • NOTE • • EMPHASIZE • • • EXPLAIN 402 FormatsSample Budget REFER • EXPLAIN REVIEW use as tool/reference.it a can emphasizethat detail – participants toreviewsession handout in great this Note: therenot isenough timein the of the Participant oftheParticipant Handbook. You a representativecan contact from review in the budgetdetail. You agencytocan thefundingexpect application. pieces important of the grant oneisbudget of The the most explanatory budget notes. see the summary budget and needMany toagencies funding only budget. completed summarybe thebefore budgetdetailed The worksheet should to plan for and include. expensescommon youmany that have budgetworksheets These sample show are are included. havebeen and completedapplication all grantto theensure that pieces of A bechecklist submission helpful can budget. questions theabout how to present youagencythe fundingif have that: participants to participants tips for submitting the proposal.forsubmittingthe tips to participants that:toparticipants toparticipantthat: that: Handout 3.3.6: Handout Facilitator Guide Facilitator

, , on pages

399- 269 Session 3.3: Resource Mobilization 3.3: Session and Course Management Leadership Slide 42 Slide 41 • • EXPLAIN • • • stage. REVIEW of informationthat of include pages, all do – not guidelines exceedthenumber veryimportant isIt to the follow it theguidelines. that follows offundingthethe interest agency, and that ensuring your capturesproposal strongkey to application The a grantis too requests.many fundingtheoverburden agency with OK is It notto follow-up, but do professional courteous.Be and follow-up. representativeof agencythefundingto theprogram officerContact or other o notforgetdo your contact information! agencythe fundinghas requested,and demonstrate attention attention to detail. demonstrate tohelpsthe guidelines Following key points about thefollow-upkey to participants that:toparticipants Facilitator Guide Facilitator 270 Handout 3.3.3: Types of Grants

Type Description Basket Funding Joint-funding by several donors of a set of activities through a common account, which keeps the basket resources separate from all other resources intended for the same purpose. A basket may be earmarked to a narrow or a wider set of activities (e.g. a sector or a sub-sector). The term”pool(ed) funding” is sometimes used instead of basket funding. Capacity-Building Capacity-building refers to activities that strengthen a nonprofit Grants organization’s internal operating structure so that it can be more effective and/or more efficient in working toward fulfilling its mission. Typical broad categories of capacity building include: Board development; staff/volunteer development (but not training for specific service areas); marketing and communications; technology; governance; leadership development; strategic planning; accounting and records systems. The key point to keep in mind in developing a proposal for a capacity-building activity is that the funders will be supporting your mission before they're supporting the specific activity. Capital/Building “Bricks and mortar” funds, used to purchase land and construct, Grant renovate or substantially rehabilitate buildings and facilities. Also refers to major equipment purchases (computer systems, fleet vehicles, etc.). Challenge Grant A grant that is promised to an agency contingent on the agency coming up with additional funds from other sources. For instance, a foundation may make a challenge grant of $50,000, to be paid when the recipient has developed another $50,000 in grants and donations. General Operating Funding for the general purpose or work of an organization, Support including personnel, administration, and other expenses for an existing program. Matching Grant Funder agrees to match amount that grantseeker raises in fundraising. Project/Program Funding for specific initiative or new endeavour, not general Grant purpose. Seed Grant Funding designed to help start a new project or charitable activity, or to help a new organization in its start-up phase. Technology Grant Funder donates technological equipment (computers, phone system, etc).

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 271 Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 272 Handout 3.3.4: Grant Application Terms

Proposal/Grant Terms Description

Concept Paper See Letter of Inquiry description.

A method of "matching money" in which the grantee agrees Cost Sharing to invest a certain sum or percentage of "in-kind" dollars into the project. The total dollar amount necessary to fund your project. Direct Costs Includes cash money only, not indirect costs. Funding Opportunity CDC announcement of competitive proposal process…like Announcement (FOA) RFP The overhead an organization would have to pay in order to Indirect Costs support a grant (electricity, rent for space, parking, etc.). Refers to a contribution of services or items that an In-Kind organization donates instead of a monetary sum, in order to help fund the project (ex. contributing a staff member's time). A review body established to protect the welfare of human Institutional Review Board subjects recruited to participate in biomedical or behavioural (IRB) research. Protects the rights of individuals by guarding privacy, reducing risk, etc. A brief letter to assess a potential funder’s interest in considering your proposal for funding. Also called “Concept Paper.” Unless the funder specifies otherwise, a letter of inquiry is never more than one page long. It should include: (a) A few sentences of background on your agency; (b) a very Letter of Inquiry (LOI) brief description of the project or service you’re proposing; (c) the specific dollar amount that will be requested; and (d) an explanation of why you believe your proposal matches the funder’s priorities and interests. A funder will occasionally make a grant award on the basis of a letter of inquiry. More often, the funder will ask for a full proposal if the idea is of interest. A letter that the grantseeker sends before writing or submitting a grant proposal to a grantmaker in order to ensure Letter of Intent (LOI) the proposal will fit within the foundation's guidelines and mission. Refers to a dollar amount that the grantee or other outside Matching Funds party agrees to contribute to the project. Notice of Funding Availability Similar to RFA and Program Announcement. Notice that (NOFA) funds are available.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 273 The costs of keeping an agency open; expenses related to Operating expenses: internal or administrative operations, rather than to specific programs or services.

Overhead costs Same as “indirect costs” and “F&A”

Program Announcement Similar to RFA and NOFA. Notice that funds are available

Individual responsible for activities involved in the grant, Project Director including the evaluation and follow-up (also called "Coordinator"). A narrative describing a project written for submission to a Proposal funding agency. It is usually accompanied by a project budget. A notice from a funding agency or foundation to solicit Request for Proposal (RFP) or proposals for new grant opportunities; usually listing program Request for Application (RFA) descriptions, deadlines and eligibility requirements. When a funding agency or foundation asks for a proposal in Solicited Proposal the form of an RFP. When a grantseeker sends a funding agency or foundation a Unsolicited Proposal proposal they have not asked for.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 274 Handout 3.3.5: Common Elements of a Grant Proposal

 This handout provides a description of the common elements of a proposal, and gives suggestions for writing each section.  Always review the guidelines for a specific grant – each grant may have slightly different requirements.

Common Elements of a Proposal

1. Cover Page 2. Table of Contents 3. Executive Summary 4. Narrative  Justification/Need Statement  Goal & Objectives  Activities  Monitoring & Evaluation Plan  Key Personnel 5. Budget 6. Supporting Material (Annexes, Appendices, Attachments)

1. Cover Page  Name and logo of your organization  Name of project  Name of funding agency  Month and year of submission  Contact person(s) at your organization o Street address, telephone, fax, email address, website address)  Duration of project, budget amount and request  Authorized signature (The signature of the person who is legally responsible for your organization.)

2. Table of Contents  Include a table of contents if your proposal document is over 5 pages long.  Remember to include page numbers in the document.

3. Executive Summary  Many funders require that you include an "executive summary" as part of your proposal -- though they may call it any number of other things, including "proposal overview," "executive overview," "highlights," and so on. The key characteristic is that this section summarizes, briefly, completely and compellingly, the information contained in each other section of your proposal or project plan.  Succinctly describes what the proposal is about.  Write this section last, after the narrative/justification has been completed.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 275  Keep the executive summary short – do not make it any longer than your funder's guidelines allow. o If you aren't working with guidelines, a good rule of thumb is about 5% of the total document length -- in other words, a 1/2-page Executive Summary for a document that is 10 pages long. Yours may need to be longer or shorter.  Includes a brief summary of: o Who (what organization) is requesting a grant? o Why are you requesting it? o What problems will you address, and where? o What are your goals and objectives? o How will you meet those goals and objectives? What are the activities? o What results do you expect to achieve? o What is the project budget? How much are you requesting from the donor? o How will your project continue once funding ends (sustainability)?

4. Narrative  This is the written portion of your grant. It tells the story of who, what, where, when, why, and how.  The narrative usually includes a justification, goal and objectives, activities, monitoring and evaluation plan, and description of key personnel.  Often the grant guidelines will specify that your narrative may not exceed a certain page length. Always adhere to these instructions.

Justification/Need Statement  The part of the grant in which you explain, using both qualitative and quantitative data, why you should be funded. Remember to outline your problems and give data to verify the problem areas.  The justification must address two key areas: o The problem the project intends to address o The credibility and qualifications of your organization

 Convey urgency. Why should the funding agency pay attention to this problem? Be thorough, but brief.  Provide evidence. Cite up-to-date statistics and research at the international, national, and local levels if possible. If you conducted a needs assessment, include key findings.  Give brief project overview. Discuss the type of project needed to address the problem. Describe your project, and include a description of the project beneficiaries and what the expected results will be. (1 paragraph)  Describe project location. Provide context for the project location – urban, rural, where it is in relation to the rest of the country, or major population centres.  Describe your organization. Briefly describe why this problem is a concern for your organization. Present your organization’s achievements, as well as any pending needs. Describe the experience and skills that make you a good candidate for implementing this project successfully.  Name any partners/collaborators. Briefly describe any plans for collaboration.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 276 Goal and Objectives  List your goals and objectives. Be succinct, and present them as a numbered list.  Remember to use SMART objectives – Specific, Measurable, Appropriate, Realistic, and Time-Bound.  This section should be no more than ½ page.

Activities  This section explains exactly what you will do with the funding agency’s grant.  It is usually 3-5 pages in length; however, always refer to the guidelines.  The activities should support the achievement of the objectives.  For each activity, discuss: o How will the activity be carried out? o Why did you choose this activity? o Who will conduct the activity? o Who are the beneficiaries? How will they be involved in the design, implementation, or evaluation of the activity? o How many beneficiaries will be directly involved? o When will the activity occur, and for how long? How frequently will it occur? o What materials will you need to conduct the activity? o Will you be collaborating with other organizations to carry out the activity? What are the roles of each organization?  Remember that the activities described here must be consistent with the budget.  If you include a project work plan or timeline, be sure that all activities are included.

Monitoring & Evaluation (M&E) Plan  This is a key component of the grant proposal. It provides details about how you will measure whether the project is successful and effective.  This section should answer the following questions: o What indicators will be measured? o Where will the information or data come from? o Who will collect the data? o How and how often will the data be collected? o How and how often will reporting occur?  Describe how the M&E Plan will be implemented.  Describe who will implement the M&E Plan – who will be responsible for collecting data, who will be responsible for analyzing data, and any anticipated needs for technical assistance or consultants.  Describe the evaluation methodologies you will use for each indicator, or type of indicator.  Inform the funding agency of your plans for reporting, including the frequency of reports. (Note that many funding agencies have their own reporting requirements, and you may need to adhere to them.)  Remember that the M&E Plan should be reflected in your budget and work plan/project timeline.

Key Personnel

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 277  This section briefly describes the human resources for the project. The aim is to convince donors that you have adequate people to carry out the project successfully.  In ½ page or less, describe: o Who will work on the project o What responsibilities they will have o What portion of their time will be used to support this project o What their qualifications are  Be consistent with job titles in the personnel and budget sections.

5. Budget  This section will reflect staffing and resource requirements for the project.  It should include costs for: o Personnel Costs o Cost of Materials & Equipment o Cost of Activities (mentioned in Narrative)  Format o Many funding agencies specify a budget format. Follow the format they request. o Be consistent – staff listed in budget should be consistent with Key Personnel section. o Round all figured to the nearest single unit of currency. o For a multi-year project, divide costs up by year in separate columns. o If requested, present the budget in the funding agency’s currency. o Send a summary budget with the proposal – the funding agency may not need to see the detailed budget. o Include support from other funding agencies, etc. that will also support this project. o Include separate budget notes – a brief narrative describing each line of the budget.  Costs o Staff costs should reflect monthly salaries, and the proportion (%) of their time spent on this project. o Indirect (or Overhead) costs should be included – but be careful to only include expenses that the donor will fund. Refer to the grant application guidelines. (Some donors will not fund overhead/indirect expenses.) o Equipment costs must be well-researched and justified. The activities section and budget narrative should specify exactly why your project needs specific equipment. o Plan for cost increases over the length of your project. o Include M&E costs. o Show which costs will be covered by other funding (other funding agencies, costs that your organization is covering directly, etc.)

6. Supporting Material: Annexes, Appendices, and Attachments

 Funders will typically require you to submit supporting documentation with your written letter proposal or full proposal.  Requirements vary widely; please be sure to check guidelines carefully.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 278  Some examples of supporting documentation includes: o Conceptual Model o Logical Framework o Project Workplan o Letters of endorsement, support, and participation from collaborating organizations o List of board members and officers, with titles and community affiliations o Qualifications of key personnel o Operating budget and project budget, if applicable o Annual report (or description of organization’s mission and accomplishments) o Most recent audited financial statement (or a “letter of auditability” from a certified accountant) o Current list of other funding sources and current contributors

Source:  International Planned Parenthood Federation (IPPF), Western Hemisphere Region. 2002. Guide for Designing Results-Oriented Projects and Writing Successful Proposals.” Available at: http://www.ippfwhr.org/sites/default/files/files/ResultsOriented_EN.pdf  Corporation for Public Broadcasting. “Grant and Proposal Writing Tips.” http://www.cpb.org/grants/grantwriting.html

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 279 Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 280 Handout 3.3.6: Sample Budget Formats

I. Summary Budget

This is an example of a summary budget that might be sent to a donor with a funding proposal.

Project Name: ______Organization: ______Date: ______Budget Period Covered (Years, Months, Days): ______Currency: ______

Expense Year 1 Year 2 Year 3 Counterpart Salaries and Benefits Technical Assistance Equipment/ Supplies Training Workshops IEC Materials Publications Materials & Supplies Evaluation Total Operational Costs

Indirect Costs

Total Project Costs

Source: International Planned Parenthood Federation (IPPF), Western Hemisphere Region. 2002. Guide for Designing Results-Oriented Projects and Writing Successful Proposals.” Available at: http://www.ippfwhr.org/sites/default/files/files/ResultsOriented_EN.pdf

Continued on next page.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 281 II. Detailed Budget Worksheet  This worksheet includes many expenses that you will need to consider when planning & implementing your project.  You should complete a detailed budget before you do a summary budget.

Project Name: ______Organization: ______Date: ______Budget Period Covered (Years, Months, Days): ______Currency: ______Year 2: Unit # of Year 1: Total for Local Expense From Cost Units From Funder 2 years Counterpart Funder Personnel (Salaries & Benefits) Job Title (% of time) Job Title (% of time) Subtotal: Technical Assistance Consultant Fees Staff Travel & Per Diem Consultant Travel & Per Diem Subtotal: Equipment Vehicles Audio-Visual Equipment Office Equipment Medical Equipment Communications Equipment Computer Equipment Subtotal: Training Consultant Fees Consultant Travel & Per Diem Staff Travel & Per Diem Training Supplies & Services Subtotal: Continued on next page

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 282 Year 1: Year 2: Unit # of Total for Local Expense From From Cost Units 2 years Counterpart Funder Funder IEC Publications (printing & design) Production (TV, Radio, Media) Documentation (writing & editing) Distribution Subtotal: Operational Expenses Rent & Utilities Repair & Maintenance Postage & Shipping Telecommunication Professional Fees (Audit, Legal) Subtotal: Materials & Supplies Office Supplies Clinic Supplies Commodities Subtotal: Evaluation Staff time, consultants – for developing instruments, methods Technical Assistance Data Processing Data Analysis Conducting evaluation training Per diem & travel expenses Photocopying of tools, instruments Training (meeting space, equipment) Honoraria, refreshments, etc. Evaluation software Data processing (if done externally) Subtotal: Continued on next page.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 283 Year 1: Year 2: Unit # of Total for Local Expense From From Cost Units 2 years Counterpart Funder Funder

Total Operational Costs

Indirect Costs (Specify %)

Total Project Costs

Source: International Planned Parenthood Federation (IPPF), Western Hemisphere Region. 2002. Guide for Designing Results-Oriented Projects and Writing Successful Proposals.” Available at: http://www.ippfwhr.org/sites/default/files/files/ResultsOriented_EN.pdf

Present Slide 43, using the trainer notes and Worksheet 3.3.7: Identifying Resource Mobilization Strategies to guide the presentation, activity and discussion. 3 4

FACILITATE the activity according to e d i

l instructions below. S EMPHASIZE that: • This presentation is just the beginning – it is up to you to move forward and find opportunities to practice skills and approaches to grant writing, income generating activities, and resource mobilization.

REFER participants to Worksheet 3.3.7: Identifying Resource Mobilization Strategies, on page 403 of the Participant Handbook.

Speak notes continued here: INSTRUCT participants: • Take a moment to think about the ALLOW 10 minutes for participants to complete the approaches to resource mobilization worksheet. that we discussed – income generating activities, and grant writing. INVITE a few participants to briefly share their ideas • Take a few minutes to reflect on your with the group. organization: o What are its strengths? What THANK everyone for their participation and attention. opportunities do you see? • Write your answers on the top of the worksheet.

ALLOW 3-4 minutes for participants to reflect. • Now, consider the ideas for resource mobilization that you and your colleagues have voiced today. What ideas have you heard that align with your organization’s strengths? • Write your answers in the worksheet.

ALLOW 3-4 minutes for participants to reflect. • Select two strategies – one related to IGA, and one related to grant writing – that you could try. • Describe them in the worksheet.

CONTINUE with speaker notes on left- hand column.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 285 Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 286 Worksheet 3.3.7: Identifying Resource Mobilization Strategies

What are your organization’s key strengths?

What opportunities do you see in your organization or community?

What resource mobilization ideas have you heard or thought about today that align with your organization’s strengths?

Describe 2 strategies for resource mobilization that you might be able to implement in your organization.  Try to select one strategy related to income generating activities, and one related to grant seeking. o What support or resources would you require? o What would the challenges be? o Do these ideas seem viable?

Strategy 1: ______

Strategy 2: ______

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 287 Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 288 Trainer Instructions: Step 7 (5 minutes)

Present Slide 44 using the trainer notes to guide the presentation. 4 4

REVIEW key points from this session. e d i l S ASK if participants have any comments or questions.

THANK everyone for their attention and participation.

Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 289 Leadership and Management Course Facilitator Guide Session 3.3: Resource Mobilization 290