Most grant applications ask applicants to report on data. Strategic use of data can reinforce and create a strong foundation for a proposal; and when used properly, it can be a major determining factor in the awarding of a proposal. There are three sections commonly required in grant applications that require data: 1) Needs Statement; 2) Goals and Objectives; and 3) Evaluation. This article provides tips for using data effectively in each of these sections.
Needs Statement: The needs statement asks applicants to make a case for funding to provide the proposed services summarized in the grant application. This section can use data from a needs assessment conducted by the applicant, draw on existing organization data, or data from outside external sources. The needs statement must present clear and documented evidence concerning the community’s need. When used properly, data can provide this evidence and the context for the proposed services. The following are some tips on using data:
- Use data as supporting evidence for community needs. Do not make statements without providing data or documenting the source of your statement.
- Follow general research protocols of source documentation; in particular, carefully check and reference information you find on the Internet. Pay close attention to any guidelines or parameters the grantor may have regarding sources and specifications on how to source data.
- Supporting quantitative data with qualitative data can help set context for and compel the data. For example, support data on the percentage of individuals who experience linguistic barriers to care with testimonials from patients on communicating with providers.
- Use data to make a connection between community need and your organization. Proposals often state the needs of the community, but fail to specifically link the ways in which their proposed services would meet those needs.
- Use national data where applicable. For example, if other programs have been successful offering similar services, use this data to support your proposal.
Goals and Objectives: It is very important to clearly state what you expect to accomplish with the grant.
Goals are statements of intent and layout expected outcomes of your efforts. Objectives help accomplish these goals and should be SMART: specific, measurable, attainable, realistic, and time-bound. For example, a SMART objective might look like: in the 2011-2012 program year, outreach program staff will conduct hour-long, monthly health education classes for low-income women; with the help of the clinic, outreach staff will recruit a minimum of 10 clients to attend each class.
- Create objectives based on data presented in the needs statement. For example, to address the need to understand health issues among patients with limited English proficiency, offer monthly bilingual health education classes.
- Wherever possible, assign specific numeric values to stated objectives. For example, rather than stating that you plan to “reach out to area low-income families through outreach efforts,” state that you plan to “reach 400 new low-income individuals in the next year in XYZ community.”
- Be realistic in setting your objectives, particularly where numeric values are concerned. For example, it may not be realistic to state that you plan to reach 75% of all low-income families in your area through outreach. Keep in mind that while it may seem that you will enhance your application by setting out to accomplish ambitious objectives, being unrealistic can harm the chances of your application being funded. In addition, should you be funded, unrealistic or unattainable objectives can also harm your standing with a grantor if you are unable to meet your objectives. It can also harm your relationship with the community if your organization is unable to follow through with promises made to the community as a result of unrealistic objectives.
Evaluation: The evaluation section of grant applications requires you to outline specific ways to evaluate the work you are proposing to accomplish with the funding requested. The evaluation process you choose should include data collections methods for acquiring data that will enable you to evaluate your intended work as part of the grant. It should also be feasible in terms of what type of data and how much data will be needed to perform the evaluation.
- Wherever possible, draw from data sources you already have. For example, if you already conduct an annual needs assessments, patient satisfaction surveys, or track outcomes for your programs, develop processes that will draw useful information in determining the outcomes of proposed services.
- If you have new data collection methods, emphasize their importance by demonstrating how the new evaluation method will address outcomes of specific goals and objectives. For example, using data from pre/post tests will help evaluate the effectiveness of health education classes by providing information on individual and group perceived knowledge gain.
- Choose evaluation processes that will not go outside of your proposed budget or require disproportionate resources. For example, do not plan to use needs assessment data to evaluate how well you have met your objectives if you are not budgeted to conduct a needs assessment; it can make your proposal appear too unrealistic.
- If you are having difficulty determining an evaluation process for a particular objective, check to make sure the objective is realistic for your program to accomplish. For example, the objective “enroll all eligible persons in our service area in Medicaid” is very difficult and complicated to evaluate. Keeping objectives realistic and specific will help ensure a smooth evaluation process. Instead, change this objective to “enroll 200 eligible individuals and families in our service area in Medicaid”. This objective can be easily measured with the proper processes.
Using data to appropriately support a grant proposal can be tricky. Presenting relevant and compelling data should be carefully thought-out and complimented by stories and cases from your organization. When data is used to accurately support a well documented needs statement, a strategic plan for addressing these needs, and effective evaluation methods, funders will be motivated to help.
References:
Environmental Protection Agency. 2011. 31 May 2011 <http://www.epa.gov/>.
Bureau of Primary Health Care. 2011. 31 May 2011 <http://bphc.hrsa.gov/>.