…and by “car buying,” we mean “grantsmanship”– finding and submitting to the right sponsor.

Writing a grant proposal is a lot like buying a car… you want to ensure you are on the right lot, looking at the type of vehicle that best suits your needs.  Doing so will reduce wasted time and increase the likelihood of a successful outcome.  Like buying a vehicle, writing a grant proposal is a time consuming and important investment, therefore it takes research, narrowing down the options, and getting the best “price” in order to maximize your chances for a successful outcome.

The importance of research

Research is especially important to ensure you find a car that best suits your needs.  Does the car offer all the options you need?  For instance, do you often haul your children’s furniture from home to the dorm and back home again?  If so, a Mini Cooper likely isn’t the best option.  Also, knowing your own constraints like finances, height, and family size might dictate if you shop new or used, compact or sedan, Lexus or Kia.

The same holds true when searching for a sponsor.  Does the sponsoring agency and particular program fit the project objectives?  If only $1,000 in materials is needed to carryout the project, a Federal funding opportunity isn’t the best option.  Instead, look for internal and local sources of funds, such as your department or college or funds available from local organizations.

Knowing and understanding the mission of the sponsoring organization is of utmost importance prior to developing an application for funding.  For example, if a research project is focused on a specific health outcome, the National Institutes of Health lot will provide more suitable options over the National Science Foundation dealership.  When project and sponsor missions are misaligned, find a more suitable “dealer.”

Narrow the search

With literally hundreds of car makes and models available, how to decide which vehicle will best suit your needs?  When considering a purchase, everything counts- from number of seats and doors to size, performance, and cost.  The key is to narrow down the search by creating a short list of must-have features, then doing some side-by-side comparisons.

When searching for a sponsor, there may or may not be a ton of options depending on the needs of the project.  The chart below shows a good rule-of-thumb for narrowing down search options.

(CSU faculty, staff, and students can use the SPIN database to find an appropriate sponsor.  Narrow search options by using the ‘Advanced Search’ feature.)

Know when the price is right

Once you’ve selected the model, options, color, etc., it’s time to get serious about price.  The key to successful negotiating is knowing the value of the car, invoice price, and MSRP.  In other words, what is the dealer’s limit?  Also, what is your limit?  Calculate what you can afford.

When looking for a sponsor, know the sponsor’s limit.  Is there a cap or ceiling on the amount of funding that can be requested?  If there isn’t a cap, is there a typical amount awarded by the program?  Are there specific items the sponsor won’t pay for, like major equipment or personnel?  Also, will the budgetary needs of the project be supported by the sponsor?  Ask for what is needed and don’t sell the project short.  If a sponsor cannot support a major piece of equipment that is vital to the research, then find a way to support that equipment (e.g., internal funds from your unit or college) or find a new sponsor.

Test drive

Test-driving can help with the final decision, so take your time and be sure to drive on both city streets and the highway.  Don’t rush the process, instead use this time to pay attention to the little things: road noise, extra features and finer points like number of cup holders and USB outlets.  After the purchase is too late, so leave ample time for this important feedback.

The same holds true with grant applications- test drive them with the sponsor.  Contact the sponsor early with your project idea.  Many sponsors have a program officer who is responsible for answering questions regarding particular programs.  The program officer wants quality applications that meet the mission of the agency and program, so they want to hear from you.   As soon as you identify a program, contact the program officer and ask if you can share a one-page concept paper that includes your project goals and objectives, along with a little background detailing the need for, and significance of, the project.

Once you have a green light from the program officer, test-drive your application with colleagues both within and outside your area of expertise.  Doing this will allow you to fine tune your application, ensuring it is understandable to an informed audience and ensuring an error-free application.  Once you submit the application, it’s too late to make changes, so leave ample time for important feedback and fine tuning.

Have fun with it

Both buying a car and writing a grant proposal can be harrowing processes.  Try to take the hassle out of grant writing by beginning early, researching the sponsor, reading reviews (or sample applications), and working with people who are knowledgeable about the process.  For car buying, this should be the dealer’s salesperson.  For writing a grant proposal, contact the Research Acceleration Office (RAO)- they are here to help and have experience with a multitude of programs while getting feedback and advice from dozens of program officers and grants development folks regarding common pitfalls.  Additionally, the Office of Sponsored Programs (OSP) can provide information needed on common forms (e.g., DUNS and EINs), and can assist with budget development and help route your proposal through the internal approval Kuali Research system, freeing up time to write the proposal, communicate with the program officer, and tidy up the draft.  Additionally, turn to your unit level administrators for questions and help throughout the entire grant writing and submission processes.

While services like TrueCar help take the hassle out of the car buying process, together RAO, OSP, and CSU department- and college-level administrators can help take the hassle out of the grant development and submission process.

Give us a call!