Submission Development Guidelines
CR 806 F1 /

Submission DevelopmentGuidelines

These guidelines are applicable to any staff writing a grant, tender or submission. They should be used as a guide to developing the highest quality application.

  1. PLANNING

The planning phase is vital to the development of the submission, and should focus on the elements listed below.

Eligibility:

Unless you’re certain – don’t do the work!

  • Read between the lines to see what type of organisation the grant might be targeting
  • Contact Grant administrators with questions – always ring them and check your project’s eligibility if you are unsure(if allowed) – make sure you have a clear plan before you contact them.

Problems:

What problems will be solved, or benefits/advantages will be achieved through the completion of this project.

Objectives:

What does the project hope to achieve? What are the objectives?

List the tangible products the project will produce (new technology, new methods, training program, innovative services).

  • Provide real measures (KPIs) to demonstrate the ‘success’ of the project
  • Discuss risks, and how the project will reduce them
  • Identify any ‘flow-on’ effects? (additional benefits, advantages)

Need:

Why should this project be funded? It is essential to demonstrate a real need and to justify that need.

Is there supporting literature, for your case? (E.g. industry reports, other research or evidence)

  • Has the project been attempted before, or elsewhere?
  • Why did it succeed, or fail?
  • What statistics or ‘data’to validate your claim?
  • Are there any long term benefits?

Support:

  • Supporters and advocates who could support your claims (See letters of support).
  1. DRAFTING

Title:

The title should be succinct, clear and suggest what the ‘project’ is about.

Executive Summary:

The submission should begin with a brief overview of: what the project will do, who the target audience is or who it will benefit, and when in order to satisfy the need.

  • Note: Complete the Executive Summary after completing the Submission

Selection Criteria:

Ensure that the selection criteria are addressed in full.

It can be easy to write an application addressing the criteria you would like to see, rather than those provided.

  • Refer back to the criteria throughout the drafting phase
  • Use specific words or phrases contained in the criteria to draw the assessor’s attention

Project Plan:

Describe the project activities (project design and plan) in detail – how you propose to implement the project and how it will be coordinated.

  • Briefly describe the activities to be completed
  • Present activities that can be accomplished in the timeframe
  • Demonstrate which activities will be completed when(supply a Gannt Chart or similar tool)
  • Is this a partnership or consortium? You may need to attach separate information such as a Memorandum of Understanding to explain and prescribe roles.

Evaluation and Measurement:

Describe how you will demonstrate or prove that your project (once completed) has achieved its objectives, and solved the problem.

  • Who will evaluate it?
  • What criteria or measures did you build into the project?
  • Is evaluation included in the budget?

Budget:

How much the project will cost, and the relative ‘value’(in kind/other funding source) needs to be clearly outlined. This may exceed the grant funding being sought, with the extra provided through organisational contribution.

What exactly will the grant fund?

Budget categories may include –

  • Project Manager salary eg. 6hrs per week x length of project (also include the same amount as ‘inkind’)
  • Admin Officer 6+ hrs per week (also include the same amount as ‘in kind’)
  • Research Officer – full costs x length of project
  • Other staff/consultant costs
  • Travel/accommodationcosts
  • Telephone & communications
  • Admin costs (Printing – includes photocopying, agenda/minute production, etc.)
  • Equipment (is there an opportunity to increase the organisation’s resources by acquiring equipment for a Project?)
  • Marketing & Promotion costsin communicating the results/outcomes of the Project (printing a brochure/flyer etc.)
  • Venue costs (e.g. for meetings management + include refreshment costs)
  • Insurance

Don’t overestimate the costs – you need a real budget. Equally don’t underestimate your budget and be unable to deliver using the allocated funding.

Funding bodies (especially Government) require very clear financial reporting and in some cases the project may need to be audited – there may be allocated funds for this.

‘In Kind’

What ‘In Kind’ resources can you access in addition to grant funding and an organisational contribution.

For example:

  • Project Manager costs/wages
  • Admin staff costs (a separate ‘inkind’ value)
  • Rent support and venue support (if meetings are held in your building you don’t have to pay for venues)
  • Printing/admin costs/travel/marketing (via website/newsletters/etc.)

Attachments:

Letters of Support

The ability to provide letters of support for any project is very well received by grant providers. The more significant the support, or the supporter (eg industry leader, politician) the better. This demonstrates:

  • That you have communicated with the community
  • Sought to research the need
  • That you have a good idea and others support this approach
  • That you have industry/community confidence to do the work (presents less ‘risk’ to funding body)

Other

  • Include organisational brochures and/or marketing material
  • Anything that demonstrates your success with other Grants, or related projects

Language:

Utilise the language of the application in the submission. This shows you have read the application and understand what THEY want.

  • ‘Source Referencing’ – use quotes from other reports to validate that your project matches theirneeds (especially use those reports prepared by the Grant body/Department/etc)
  • Use other reports: data, information that align with your Project and supports the need & demand.
  • Web search of the funding body to determine priorities, objectives and ofthe organisation. Speak to their goals in their language.

Summary

  • Confirm eligibility
  • Learn about the funding body
  • Present a clear and well written submission
  • Answer ALL the questions as thoroughly as possible (spend some time clearly identifying what they want you to say)
  • Use THEIR language
  • Answer the questions as written, not the questions you hoped they were
  • Tailor your applications to each funding body and submission
  • Leave the Executive Summary until last (cut & paste bits later)
  • Don’t overestimate the budget (or under estimate)
  • Expect to be accountable
  • Don’t expect to be able to do what you want, when you want. There are always very specific timeframes and accountability measures
  • Don’t expect to make money

Doc No: CR 806 F1 / Version No: 2 / Date of Issue: 05/04/2017
Author Title: QSO / Authoriser Title: MQS / Approver Title: CEO
CONTROLLED COPY / Uncontrolled Copy When Printed
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