Eligibility and the Application Process Workshop

Eligibility and the application process #Bris_grants

IMPORTANT NOTE

Some parts of the Prospectus are shared in this workshop to help VCS organisations prepare for their application.

Please note that they are dependent on the Prospectus being agreed at Bristol City Council's Cabinet in August.

Details may change and will be published after the Cabinet meeting.

Introductions • • • •

Name Organisation Your expectation for the session Networking ice-breaker

VCS Grants Prospectus Session Objectives • Understand VCS Grants Prospectus financial requirements • Understand application process and Top Tips • Financial management – ‘Must Haves’ • Managing budget reductions and business development • Explore collaboration – benefits and challenges

VCS Grants Prospectus Expectations

• • • •

Organisations that work in ways that: Give the right help at the right time Help people to help themselves and each other Build on the strengths of people and communities Connect people and organisations within and across communities Use checklist

Overview funder expectations “emphasis on: building resilience, early intervention, collaboration and sharing resources, community cohesion and assetbased approaches”

Source: ‘The VCS Grants Prospectus: a proposal for a new approach to voluntary and community sector grants’ November 2015

Bid Writing Terminology Project Planning Inputs - The resources (human, financial, technical and material) necessary to carry out project activities.

Activities – Action or series of actions undertaken, using inputs to produce planned outputs.

Outputs – Products or services resulting directly from the delivery of activities.

Outcomes – The changes, benefits, learning or other effects that happen as a result of services and activities provided by an organisation or project.

Bid Writing Terminology Project Monitoring and Evaluation Monitoring – Systematic and continuous assessment of the project in relation to its planned inputs, activities and outputs Evaluation - A systematic process to identify project outcomes, qualifying and/or quantifying them, and to compare the outcomes to those intended in the project objective(s). Evaluation may be done continuously or periodically during the implementation of the project or specifically at its conclusion.

Indicators – Qualitative and Quantitative evidence to assess the extent to which intended changes are achieved.

Is it right for your organisation?

• Is your organisation eligible?

• Is your organisation focusing on key challenges? (List on checklist) • Does it fit with your organisational strategic objectives?

• Do you have capacity and skills?

Use checklist

Key Challenges • Tackling unemployment & underemployment • Improving access to information, services and opportunities in the city • Increasing physical, social and digital inclusion and reducing social isolation • Enabling influence & participation in the community Use checklist

Base line standards - What do organisations need to apply?

Baseline standards – the council’s minimum requirements for allocating grant funds to community organisations.  Look at checklist and identify:  Things you have already  Things to improve  Things to make from scratch  Things you need for (a) application, (b) later –

Financial ‘Must Haves’ Exercise Prospectus Checklist

Financial ‘Must Haves’ • Own bank account and signatory declaration • State Aid Declaration • Bank statements must match constitution • All bank details • Most recent annual report, including AGM/accounts • Summary of latest accounts, if appropriate • Accounts independently audited? (if appropriate) • Any income streams due to end before or during the grant?

• How does organisation manage its finances? *

Application Process and Timings Open date – 15/08/16 Deadline date – 17/10/16 Tapering – Reduction in grant funding in years 3&4 Small grants - 3 stage process: expression of interest; discussion with council officers; light touch application form Medium and Large grants - Managed through ProContract – Register NOW ( https://www.bristol.gov.uk/tenders-contract/procurementrules-regulations )

Application Process and Timings Name of grant

Amount per Grant year Term From £2,500 to 2 years £10,000

Tapers applied None

Application Process 3-Step process

Medium Grant

£10,001 to £49,999

4 years

Yes in years 3 and 4

E-Portal application form

Large Grant

£50,000 to £150,000*

4 years

Yes in years 3 and 4

E-Portal application form

Collaborative Grant

We are open and interested to receive collaborative applications of any size (small, medium or large) from organisations where the collaboration will results in improved impact(s) for local people.

Small Grant

Application Deadline(s) 17th September 2016 (EOI) 17th October 2016 17th October 2016

Expected questions Project Proposal

Application Top Tips •

Clear Theory of Change (theory of change resource)

•

Demonstrate Skills

•

Logical plan (Objective, inputs, activities, outputs and outcomes)

•

Clear project budget/Full Cost Recovery model

•

Clear evidence of need

•

Involve your service users in the planning/needs assessment

•

Focus on outcomes – What is going to change and for who?

•

Beneficiary numbers

•

Collaboration - Work with others

•

Clear approach to measuring your impact

•

Keep funders informed and thanked Use Checklist

Budgeting and Financial Management •

Clear and realistic budget

•

Strong financial policies and procedures

•

Use Full Cost Recovery (FCR) model • Project costs and overheads

•

Additional support - Voscur

Tapering Planning to manage reductions Shout Out!

Planning for budget reductions •

Build in from the outset

•

Plan ahead, 18months min

•

Look at different ways of working to reduce costs

•

Develop business plans

•

Fundraising

•

Collaboration on service delivery

•

Collaboration on back office

Further information and support www.voscur.org/grants-prospectus, including: • Consultation report (‘we asked, you said, we did’) • Important dates • List of potential partners (and form to register your organisation’s interest in collaborating) • Events and training sessions • Frequently asked questions and answers • Voscur’s support for VCS organisations • • • •

Self-help (online tools/checklists) Guided help (training, briefings, one-off support) In-depth advice Funding Application Review Service (charges apply)

Further information and support

www.voscur.org/grants-prospectus Contact Voscur on 0117 909 9949 to start the discussion about support for your VCS organisation