THE SGS PROCESS

STEP-BY-STEP

Click any item below to see a description.

1

  • During this call, we will discuss your organization’s background, needs, and grant readiness. By the end of this call, we will determine if you have needs that SGS can help with and if we’re a good match.

  • What is a Funding Strategy?
    A strategic roadmap of the best-fit grants to pursue and how to prioritize those over the next 12-18 months.

    Typically, 150+ grants will match a project. After getting to know your organization and its goals, we will research and identify those grants and filter them to the top 20-25 good-fit opportunities. After evaluating each grant for competitiveness, we produce a Funding Strategy document for you.

    Proposal Description:
    Based on the high-level information gathered in the Introductory Call, we will review the steps necessary to produce a Funding Strategy for you, and estimate the time required to complete it. We will present you with a proposal outlining the scope of work and estimated cost.

  • You will review the proposal and provide any necessary changes or additions.

    When you are satisfied, you will sign the agreement attached to the proposal. SGS will then countersign and return a copy to you. Your deposit is due upon execution.

2

  • We will schedule a meeting with your team to dig deeper into the details of your organization’s programs, projects, and needs. This is a great opportunity for everyone to get to know each other and establish project roles. We will discuss the Project Planning Toolkit, which is the next step in the process.

  • What is a Project Planning Toolkit?
    This document lists specific questions about your organization, programs, projects, and needs. It will inform our research in the production of the Funding Strategy.

    Your team will review the Project Planning Toolkit document before a meeting, during which we will discuss and complete it. You are encouraged to fill in the answers prior to the meeting, however, we can get most of the information recorded during the meeting.

    We recommend setting aside 1.5 hours for this meeting.

  • Following the Project Planning Toolkit Meeting, SGS will compile everything that was discussed and ensure the document is complete. We will then share the document with you for review and approval. This is the document we will work from to research grant opportunities for you. Therefore, it’s important that the document be accurate and complete.

3

  • The Funding Strategy is produced by first searching multiple grant databases and collecting 150+ initial matches based on all of the information collected in the Project Planning Toolkit.

  • This list of 150+ prospective opportunities is narrowed to the top ~20-25 matches by sorting grants by eligibility, funder’s giving priorities, and past giving behavior, among other data points. We will review the list with you for feedback.

    If appropriate, we will work with you to contact funders to discuss your project and understand the level of competitiveness for specific grants.

  • Finally, SGS will compile the best-match grants in a document outlining the details of each grant opportunity. This compilation is the first draft of your Funding Strategy.

    We will share the draft version of the completed Funding Strategy and schedule a meeting with your team to get feedback.

4

  • The draft review meeting is a time for you to understand what we found, ask questions, tell us if you have already worked with any of the funders we found, and any prioritization guidance you’d like to see included in the document.

  • Armed with your feedback, we will finalize the Funding Strategy and deliver it to you for your acceptance.

  • Upon delivery of the final draft of the Funding Strategy, you will have an opportunity to request any final changes. The document will be delivered in Word format so it is easily updated by you. This is a living document that will need to be updated when dates change, new grants are identified, etc.

    Upon acceptance, you will receive an invoice for the remaining balance of the Funding Strategy project.

5

  • The Funding Strategy is yours to use as you wish. You have a few options to choose from to get started with implementing the Funding Strategy:

    1. Have your in-house grant writers get to work on the opportunities listed in the Funding Strategy.

    2. Hire SGS to implement the Funding Strategy, writing and submitting grant proposals for you.

    3. Hire another grant writer to implement the Funding Strategy.

  • If you choose to engage SGS to implement the Funding Strategy, we will discuss the best pricing option for your situation (Monthly Retainer or Flat-Fee Individual Services).

    We will then amend the agreement we already executed for the Funding Strategy and get right to work.

  • We will provide you with a list of the documents and information commonly requested by funders and set up cloud space for you to upload them.

    Examples of documents and information commonly requested (not an exhaustive list):

    • 501(c)(3) designation letter from the IRS. Must be dated at least two years ago.

    • At least two years of submitted Form 990

    • At least two years of audited financials

    • Approval to solicit funds from your state

    • Fiscal year dates

    • Demographics of leadership team and board of directors

    • Organizational budget

    • Program/Project budget

  • If hired to implement the Funding Strategy, we will create a detailed timeline for each grant we will pursue. This will be available for your review at all times. There will always be at least one item on your to-do list: Approve the application before submission. Other items may be added to your to-do list as needed.

6

  • SGS will craft a first draft proposal and budget narrative acccording to the funder’s requirements. We will also confirm we have all the requested attachments and any other special requirements.

  • We will perform two rounds of edits.

    You will review the initial draft and provide feedback. We will make all necessary updates, and you will be given the opportunity to review and provide feedback before getting to a final draft.

    If additional changes are needed after two rounds of edits, you will be charged a set hourly rate to complete the proposal/budget.

  • All required attachments will be compiled and attached in the format required by the funder.

  • You will review the complete application and all attachments. Once you are satisfied, you will provide approval to submit the application on your behalf as prescribed by the funder via email.

    SGS will submit the proposal and provide you with a confirmation email after submission.

7

  • Multiple applications are often being worked simultatneously due to similar deadlines. This category also includes drafting Letters of Intent (LOIs).

    SGS will keep a kanban board updated with each application’s status for transparency into applications’ progress.

  • As time passes, you will begin receiving messages informing you if you have been awarded grants applied for in the past or not. You will notify SGS of these messages. We will record the results and the amounts requested vs. awarded.

  • We monitor multiple grant databases for new grant opportunities on an ongoing basis for our retainer clients.

  • Based on the Award Letter received for grants that are funded, SGS will maintain a master calendar of reports and the elements required by the funder. Reports are best compiled and submitted by your organization since you are closest to the expenses and outcomes. However, we can discuss how SGS can support your reporting activities if needed.