It is likely that the person(s) reviewing your grant application is not a subject matter expert. The reviewer may work for the funder, but in another department. Reviewers often have a stack of proposals to read. Some are paid a nominal amount to do so in their free time (after working all day). So it is critical that your proposal is: well-conceived, well-organized and well-written! If a reviewer doesn’t “get it” during its first read, forget it! Your agency will not receive funding.
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How to avoid the most common data entry errors
Many agencies use easy-to-navigate Excel spreadsheets to enter data. The completed file is sent to an evaluator and imported into a statistical file format (e.g. SPSS) for analysis. Here are some common data entry errors and how to fix them:
- Entering words instead of numbers – Numerical data is best; text fields cannot be used in most statistical analyses. Convert text to numeric values. For example, data collection sites can be coded like this: park =1, store =2, agency=3, etc.
- Mishandling skipped questions. Do not type the word “blank” when someone failed to answer a question. If the survey has a blank, leave that cell blank, too.
- Entering more than one value in a cell – Each cell in your Excel file should contain only ONE number. It should not look like this: 1,2,6. If the question asked respondents to “check all that apply”, then every response option must be its own variable.
- Guessing what a respondent meant. When respondents are having trouble choosing just one response, they often circle more than one answer. Do not enter more than one value (see above) and do not randomly choose one of their answers. Because you can’t discern which option they truly wanted, this data is lost. Leave the cell blank.
Don’t understand the RFP instructions?
Many RFPs are rather poorly written and require multiple reads to digest all of the important information. Sometimes, no matter how many times you read it, a part of the instructions may still not make sense. Chances are, if you’re confused, so is somebody else. Check the procurement’s FAQs online. If you don’t see an answer to your question, submit one. Keep checking those FAQs as this is the only way funders can legally distribute new information to all potential applicants once the RFP has been issued.
Do I really need a data collection protocol?
Yes! A data collection protocol describes the procedures for collecting and recording data. It management and administrative details (e.g. who does what and when). It outlines systematic procedures to ensure that high-quality data is collected by all data collectors. A typical data collection protocol addresses these issues:
- Purpose of the survey / field observation
- How the sample (e.g. subjects, observation sites) will be selected
- Data collection schedule
- What to bring (e.g. clipboards, incentives, pens, consent forms)
- Potential challenges and solutions
- Impartiality, privacy and safety
- When and how to submit data once its collected
What is a SMART objective?
Well-written and well-conceived program objectives guide your evaluation plan; they indicate what will be measured to track program impact. SMART objectives are Specific, Measurable, Achievable, Realistic and Time-phased.
Specific: Who? (Target population / Persons doing the activity) What? (Action / Activity)
Measurable: How much change is expected
Achievable: Can be realistically accomplished given current resources and constraints
Realistic: Addresses the scope of the problem and proposes reasonable programmatic solution
Time-phased: Provides a timeline indicating when the objective will be met
Example
Not SMART: All students will attend the new class on nutrition and physical activity and will pass the quiz at the end of class.
SMART: Over the next 18 months, 80% of overweight and obese students at My Middle School will participate in the new 2-hour class on improving nutrition and increasing physical activity, and 80% will record scores of 80% or higher on the quiz at the end of the class.
Step 1 in responding to an RFP
A Request for Proposals (RFP) is issued by a funder detailing the purpose of the funding, eligible applicants, key dates and application contents. The first step in responding to an RFP is to read it carefully, not once, not twice, but three times! Keep a highlighter handy to mark important instructions. Many RFPs are rather poorly written and take numerous reads to digest all of the important information.
Focus groups vs. Key Informant Interviews – which is better?
Both focus groups and key informant interviews are used to gather opinions on a specific topic. The information learned guides future action. Each evaluation method has its advantages and disadvantages.
A focus group is a small-group discussion guided by a trained leader. It is used to discuss complex ideas in-depth. Key advantages of focus groups: The group format stimulates discussion, generates new ideas, and promotes exploration of unknowns. Key disadvantages: Focus groups require an experienced and skilled facilitator; it may be difficult to recruit and schedule appropriate participants.
A key informant interview is an in-depth interview that collects information from individual experts. Key advantages of key informant interviews: Can be conducted by staff in-person or by telephone; meetings build relationships between staff and community leaders. Disadvantages include: Requires careful selection of subjects to gather input from the most knowledgeable people; requires meeting with many people in order to produce results that can be generalized.
Before you send a proposal to a new foundation
Perhaps your online search yielded a long list of potential funders – foundations with an interest in your issue or target population. Before you send a proposal…before you even write a word, call the foundation! Be prepared to briefly describe your target audience and the program in need of funding. Confirm that the foundation would be interested in receiving a proposal from your agency.
Foundation’s interests change over time, and directories are not always up to date. Plus some interest areas are very broad (e.g. health or children), and the Foundation’s board may have created a priority list. It is best to call first before wasting valuable staff time.
A few tips about conducting surveys
- Keep the survey short
- Put questions in a logical order
- Pre-test the survey
- Send Tues – Thurs if via email
- Send reminders
- Offer an incentive
Using online directories to research funders
Online databases such as The Foundation Center’s Foundation Directory Online (FDO) can be very useful tools. You can search for grants, review grantmaker profiles, research companies and review IRS Form 990s. Can’t afford a monthly subscription? Look for a Nonprofit Resource Center, part of a network of reference libraries established by The Foundation Center. The San Diego Foundation in Liberty Station is part of the Center’s network; it offers free access to the FDO (and more!).