Writing the Narrative
A helpful Guide

DO's & DONT's

Always

• Read the NOFA or RFP thoroughly. We are using the HUD Indian Community Development Block Grant to develop a sample application.
• Develop a checklist of required documents using the same language in the NOFA so that the official reviewer does not have to hunt for the information.
• Develop a narrative checklist around the rating requirements specified in the funding announcement. See the requirements excerpted out from the 2005 funding announcements for ANA and ICDBG and presented on the checklist page.
• Title and number your pages.
• Check for formatting requirements and page number restrictions. For instance, ANA limits the number of narrative pages to 40 and the number of appendix pages to 20 (unless a business plan or 3rd party agreement is required). They also strongly suggest that applicants organize, label and insert required information in accordance with the table that we have included in our checklist link.
• Check with the local ANA representative if you have any questions. Consultant assistance on specific applications can be requested from that person. In Alaska, the contact is pjbell@gci.net.
• Use concise straight forward language so that grant reviewers do not have to pick apart narrative to figure out what you are trying to accomplish.
• Always write as though you are talking to someone who knows nothing about your organization or area.

Never

• Change the language of the required sections or make it difficult for grant reviewers to find required information.
• Assume that the fund source knows anything about your organization. The application must create an understanding of the organizational and management capability.
• Change the order of the required documents and narrative. Grant reviewers are usually armed with a checklist that is developed from the requirements laid out in the NOFA or RFP. Make is easy for them to go down their checklist and to ensure that all threshold requirements have been met.
• Go over the page limit set in the funding announcement.
• Ignore any suggestion made by the fund source in their funding announcement.
• Assume that the restrictions and limits placed on the applicants in the previous year still apply. READ the funding announcement and develop an updated checklist for new applications.

SAMPLE CHECKLISTS (To become proposal Table of Contents)

We have included the ANA checklist and the ICDBG checklist as a link to this section to help the reviewer understand fund source requirements. Although there are some differences between these checklists (the ANA list is more detailed), both generally discuss the same types of requirements. The ANA checklist actually details what should go into the narrative by rating points. Alternatively, the ICDBG announcements simply tell the applicant how they will be rated and assume that the narrative will be developed in relation to that.

HOW AWARDS ARE MADE

It is helpful to understand how grants are rated to insure that all requirements are addressed in the narrative. Grant applications typically go through two screenings. First, applications are examined to determine if threshold requirements are met in terms of eligibility, timeline, target group etc. If threshold requirements are met, then applications go to a Competitive Review Process where independent review panels evaluate and rate proposals using Evaluation Criteria designed to analyze and assess the quality of a proposed project, the likelihood of its success, and the ability of the agency to monitor and evaluate community impact and long-term results.

ANA’s six criteria categories are:

• Project Approach (25 points):
• Objectives and Need for Assistance/Need for Assistance (20 points)
• Budget and Budget Justification (15 points)
• Organizational Capacity (15 Points):
• Results or Benefits Expected - Project Impact/Evaluation (15 Points)
• Introduction and Project Summary/Application Format (10 Points

ICDBG five criteria categories are:

• Rating Factor 1 - Capacity of the Applicant (30 points): Managerial and Technical Staff (10 points); Project Implementation Plan and Program Evaluation (5 points for current ICDBG grantees/7 points for new applicants); Financial Management (3 points for current ICDBG grantees/8 points for new applicants);
  Procurement and Contract Management (2 points for current IGDBG grantees/5 points for new applicants); Past Performance (10 points for current ICDBG grantees/0 points for new applicants).
• Rating Factor 2: Need/Extent of the Problem (20 points): Qualitative Documentation/Essential Community Development Need (5 points); Benefits Neediest Segment (15 points).
• Rating Factor 3 - Soundness of Approach (35 Points): Description of and Rational for Proposed Project (14 points); Budget and Costs Estimates (5 points);
  HUD Policy Priorities (1 point); Commitment to Sustain Activities (15 points).
• Rating Factor 4 - Leveraging Resources (10 Points)
• Rating Factor 5 - Comprehensiveness and Coordination (5 Points): Coordination with other Entities/Programs (2 points); Measurable Outputs & Outcomes/Community Viability (3 points

Doing the Writing

GENERAL INSTRUCTIONS:

The project description or community development statement provides a major means by which applications are evaluated and ranked to compete with other applications. It should be:

• Concise and complete.
• Address the activity for which funds are being requested. Project descriptions are evaluated on the basis of substance and measurable outcomes, not length.
• Have supporting documents which are clear and succinct. Extensive exhibits are not required. Cross-referencing should he used rather than repetition.
• Be responsive to each of the requested evaluation criteria.
• Focus on measurable outcomes and convey strategies for achieving intended performance.
• Pages should he numbered and a table of contents should he included for easy reference.

Project Summary and Introduction

Some agencies require a summary, others don't. If it is required make sure it is a page or less in length. The summary should include: the name of the applicant. the project title, the Federal amount requested, the amount of matching funds to be provided, length of time required to accomplish the project, the goal of the project, a list of the project objectives (not activities), the estimated number of people to be served and the expected outcomes of the project. Even if you have provided a summary on the Project Abstract form, the project narrative should contain an introductory summary narrative that includes an overview of the project, a description of the community to be served, the location of the identified community, a declarative statement identifying the need for the project, and a brief overview of the project’s objectives, strategy, and community or organizational impact.
Both are easier to write after completing the project description or community development statement. Then you have a clearer idea of what you are trying to accomplish.

Project Approach

The applicant must provide a detailed project description with goals and objectives, discuss the project strategy and implementation plan over the project period, summarize how the project description, objective(s), approach and strategy are inter-related, discuss how leveraged resources (commitments and contributions from other entities) are used to strengthen and broaden the impact of the proposed project, and use the Objective Work Plan (OWP) form to identify the project objectives, time frames, proposed activities, results and benefits expected and criteria for evaluating results and benefits, as well as the individuals responsible for completing the objectives and performing the activities. Outline a plan of action that describes the scope and detail of how the proposed work will he accomplished. Account for all functions or activities identified in the application. Cite factors that might accelerate or decelerate the work and state the reason for taking the proposed approach rather than others. Describe any unusual features of the project such as design or technological innovations, reductions in cost or time, or extraordinary social and community involvement. Provide quantitative monthly or quarterly projections of the accomplishments to be achieved for each function or activity in such terms as the number of people to be served and the number of activities accomplished. When accomplishments cannot he quantified by activity or function, list them in chronological order to show the schedule of accomplishments and their target dates. List organizations, cooperating entities, consultants or other key individuals who will work on the project along with a short description of the nature of their effort or contribution.

Objectives and Need for Assistance

Clearly identify the physical, economic, social, financial, institutional, and/or other problem(s) requiring a solution. The need for assistance must be demonstrated and the principal and subordinate objectives of the project must be clearly stated. Applicant must show a clear relationship between the proposed project, the social and economic development strategy, long-range community goals, and how the project is part of a locally determined strategy. Describe the community affected by the project and the community involvement in the project. Discuss the geographic location of the project and where the project and grant will be administered. Relevant data from planning studies should he included or referred to in the endnotes/footnotes. Use demographic data and participant/ beneficiary information as appropriate. Supporting documentation, such as letters of support and testimonials from concerned interests other than the applicant may be included.

Budget and Budget Justification

Most grants require federal form SF-424A, Budget Information - Non construction Programs to be submitted with the application. However, HUD requires use of their own form HUD-4123 (12/98) Cost Summary. For more detail, see the Developing the Budget Section.

Organizational Profiles (Capacity)

Provide information on the applicant(s) and cooperating partners such as organizational charts, financial statements, audit reports, CPA statements, EINs, names of bond carriers, contact persons, licenses and other professional accreditation, information on compliance with government standards, documentation of experience in the program area. If the applicant is a nonprofit organization, submit proof of nonprofit status in the application. If applicable, applicant must identify consortium membership. Information on the application must be relevant to the member of the consortium that will be administering the project. Describe the administrative structure and organization's ability to administer and implement a project of the proposed scope and its capacity to fulfill the implementation plan. List all current sources of federal funding, the agency, purpose, amount, and provide the most recent certified signed audit letter for the organization to be included in Part One of the application. If your organization has audit exceptions, those issues must be discussed. If relevant to the project, applicants must provide a Business Plan or any Third-Party Agreements in the appendices. Staffing and position data and a proposed staffing must be included. Positions discussed in this section must match the positions identified in the Objective Work Plan and in the proposed budget. Provide information on the duties and skills required for the proposed staff and information on qualifications and experience of current staff. If required, include full position descriptions in the Appendix. Pay attention to restrictions on the number of pages in each section. Explain how current and future staff will manage the proposed project. Brief biographies of key positions or individuals must be included in the Appendix.

Results or Benefits Expected

Identify the results and benefits to be derived. Describe the qualitative and quantitative data collected, how this data will measure progress towards the stated results or benefits, and how performance indicators under economic and social development and governance projects can be monitored, evaluated and verified. In this criterion, the applicant should discuss the impact indicators and the benefits expected as a result of this project. Impact indicators identify qualitative arid quantitative data directly associated with the project. For instance, applicants must submit five impact indicators for proposed ANA projects. The two standard required impact indicators are: 1) the number of partnerships formed; and 2) the amount of dollars leveraged beyond the required match. Other impact indicators are: number of infrastructures or administrative systems developed and implemented; number of codes or ordinances developed and implemented; number of people to successfully complete a workshop/training; number of children, youth. families or elders assisted or participating; number of jobs created; number of community-based small businesses established or expanded; number of micro-businesses started. For each impact indicator submitted the applicant must discuss the relevance of the impact indicator to the project, the method used to track the indicator, and the method used to determine project success. Discuss the projects value and long-term impact to the participants and the community and explain how the information relates to the proposed project goals, objectives and outcomes. Also discuss how the project will be complete, self-sustaining, or supported by other than federal funds at the end of the project period. Project outcomes should support the identified need and should be measurable and quantifiable.

Appendices

A number of items can be included in the Appendices or Attachments section including the organizational chart, business plan, position descriptions, resumes, maps, statistical support data, third party agreements, scope of work for consultants, etc.

SAMPLE NARRATIVE - ICDBG

Link to an actual narrative for the ICDBG program which was submitted in a 2005 application for funding to see how the table of contents patterns the checklist, then look at our sample narrative for a walk through the process of what it takes to actually write the narrative. HUD requires the use of its form HUD-4125 (12/97) Implementation Schedule to detail the steps and timeframe necessary to accomplish program/project objectives.