- [Instructor] Hi, thank you for viewing this tutorial
on the online grant management system
and how to complete and submit your application
for consideration.
Once you've logged into the online grant management system,
I'm going to walk you through the menu bar in the left.
The top section is information that's for you
in order to help you complete your application
as well as use the online grant management system.
As you scroll down,
there are other headings your organization information,
where you can update all of your contact information,
same thing for the people that are associated
with your organization,
and then you have the section
that you'll use primarily today,
which is your letter of intent
and application section.
Beyond that, if you are awarded your application
will move into grant status which will be posted here
and then some budget information is here
which I will show you in a minute in the application.
The remainder of these headings are for awarded applicants.
First, I'm going
to go over the policy campaign information link
at the top of the page.
This is all information for you
to understand the policy campaign grant opportunity
and what Voices for Healthy Kids expects
from an applicant in this area.
Just a reminder, your application deadline
is July 26th at five P.M.
and we will notify applicants
on or around September 9th of the award decisions.
Applications for this area,
there is some information here as well
as, in addition to, what we expect grantee proposals
to meet as far as an application.
It's all listed here for you to take a look at.
One thing is that Voices for Healthy Kids
is not a typical funder
and we wanted you to know that we work closely
with our grantees to help you pass your policy
and to have the opportunity to receive
some technical assistance and training from us.
So there is great resources here.
One of the ways that we do that
is we have a very robust onboarding plan for our grantees
that are awarded and we've laid that out here for you
so you can see what the expectations will be.
In addition, all lead organizations
and a representative from their sub-grantee organization
are required to attend the new grantee onboarding
in-person meeting and the all grantee meeting
on October 22nd to the 24th and it will be located
in San Antonio, Texas this fall.
It's a great opportunity to get to know other grantees,
get to know our team, and to really be onboarded
into the Voices for Healthy Kids grantee group.
The next link is application resources.
There are great tools in here that I encourage you
to review in preparing your application.
First, there's some links to success stories
and tool kits on our website,
great things to go read and review
as you're preparing your campaign plan.
The next section is application preparation webinars.
These are webinars to help you in preparing your application
such as this one, which will be posted here
under application and submission
and we will also have one on the model campaigning tool,
which is a required component of your application.
Building health equity into your campaign plan
and then there's some additional ones here,
focusing on policy levers.
Each of you has received your policy lever in .PDF format
via email so that you can be sure
that your campaign plan really addresses the policy goal,
that Voices for Healthy Kids is looking to fund.
So next I'm going to go down to the draft,
LOI and application section
because that's where your application is now sitting.
So once you click on that, you'll see the application here
and you can click on that as well,
and it will open up in this third window pane here.
There's four buttons I'd like you to be mindful of.
Up in the top right is the button edit.
That will let you edit your application.
You can print a .PDF copy of it, up here on the right.
Down here there is withdraw from consideration,
in the chance that you decide not
to complete your application.
And then there's also the submit button.
So I'm going to ahead and click the edit button.
And at this time, just to remind you all
to make sure that you're using Google Chrome
as your browser,
as the online grant management system works best
in Google Chrome, and some of the features
do not work in Internet Explorer.
Once you've clicked edit,
your application is open and ready for you
to edit the application.
Any yellow box throughout the application
are instructions that we've provided for you
to assist you
in completing the information correctly before submitting.
Down in the bottom right hand corner,
there are two buttons,
a cancel button if you do not wish to save your changes
or a save button.
This system does not auto-save your applications
so I really do encourage you to save often
in the system when you're working.
The first few sections are the ones
that you have already completed
with your letter of intent.
And we just ask
that you do not change the policy area objective
or the type of policy that you're passing
without approval first from Voices for Healthy Kids.
Once you scroll down, you'll see population impact
is collapsed but you can open it
if you wanted to review what you had submitted
for your letter of intent.
And the same thing with your letter of intent.
We have a section on pre-application support.
So if you're listening to this webinar tutorial,
you can select that you've watched the application
and submission webinar.
Any of the other ones, please let us know
if you've participated in those
and if you've asked any questions throughout the process
of the application phase.
Next is the application itself.
All of the questions are here in this form
and then you also are required to complete a campaign plan,
which I'll get to in a moment.
We do have, again, instructions in the yellow boxes,
and then there are downloads.
So here are the narrative questions in Word
for you to download so that you can easily collaborate
with your partners and your co-workers
to submit your application.
Big word of caution, please do not wait until the last day
to copy and paste your responses to the questions from Word
into the system.
There are often many formatting issues
and your application
will receive fewer points for the section around formatting
if it's not formatted correctly.
You can see that you can actually format right in here
and you can enter in your responses to the questions here.
There is a character limit that is without spaces
and you can count those characters in Word.
We ask that you stick to this character limit.
The system will not block you from continuing
if you are entering those character limits in.
Just please stick to the character limits provided.
So as you scroll down,
you see the questions are clearly listed.
There's also some bullets under some of the questions
that indicate, really, what we're clearly trying
to have you explain for that section of the application.
Next is your priority population engagement sub-grantee.
This is really a key section of your application
where you need to have a relationship
with another organization from the community
in which the policy that you are hoping to pass will impact.
If you are a organization from that community,
we really encourage you to think about other organizations
that you can bring into this campaign planning process
and into leading this campaign to ensure policy success.
There's some instructions in the yellow box
and you'll need to fill out information
about your sub-grantee here.
You'll also need
to have the sub-grantee's non-profit status letter
and a letter of support from the sub-grantee organization.
In order to add those to your application,
you simply click on the plus button,
next to the name of the required item.
And you can add the file here,
start the upload and that will upload the files
into the system.
Your grantee budget.
This section is where you put in the financial requests
that you're asking for from Voices for Healthy Kids.
Again, yellow boxes are instructions
and these are the two fields
that need to match what you've entered
into the application budget,
which I'll show you in just a moment.
You can see I've actually added two budgets here
because I have been testing the system.
So when you need to start a new budget card,
try to only have one in here.
If you need any of them to be deleted,
you do need to reach out for Voices for Healthy Kids,
but once you click on this button,
the budget card will open
and you can start to answer the questions in the card.
I'll give that just a minute to open.
Okay.
So, budget type is gonna be your application budget.
Again, here is a yellow text box.
So those are your instructions.
And there is actually an Excel version
of the budget that you can download here
and have that to use
in preparing for your application.
However, all of the numbers do need to be entered
into the system.
So these are a couple of required questions,
asking if you're asking for,
requesting lobbying and non-lobbying dollars.
Do you have funds from your organization
and how much do you have available
for lobbying and non-lobbying?
Funds from other sources is funds from a grant
or a coalition partner that's helping you with this campaign
and maybe they are paying for the lobbyists for the campaign
or contributing in another way.
These numbers will auto-populate
as you enter in information below.
So for each section,
wherever it says non-lobbying and lobbying,
those are the dollars that you're requesting
from Voices for Healthy Kids for your campaign.
So for a campaign coordinator,
which is a required budget line item
and a required position for your application,,
you would need to identify how much
of that campaign coordinator's time
and financial commitment would be dedicated
for non-lobbying and lobbying tactics.
So you would enter in those numbers
into these locations.
As you scroll down, you will see
that the other areas have each section
for office operations.
There's telephone and cell phone.
So we ask you to tell us how much non-lobbying,
lobbying, funds from your organization
and funds from other sources
would be dedicated to
each of these categories.
You do need to budget
in your budget for a lead organization
and a subcommittee member
to attend the onboarding meeting in October
and what we call the all grantee meeting in October.
So, I am just scrolling down.
It is kind of a long form.
I'm gonna save it and show you a different view
that you can look at this in.
But you can see here that under travel for the sub-grantee,
you need to include their travel as well.
So, I'm just gonna go ahead and save that.
And you can see here that it says the grand total
is, for this budget card that I did,
is $201,695.
So that means that this amount requested
really should be 201,695 for the amount requested
and the total campaign budget,
you can get by looking
at your card once you've completed your budget.
So I'm gonna go ahead and save this application.
We're gonna come back in just a minute.
I'm gonna show you where there is actually a place
that you can take a look at your budget card
in a little bit bigger format.
So, over here on the left,
there is the list of budgets in your
card here and if you go under new budgets
you can see that new one that I just created is here,
even though there's no numerical information in there,
since I just showed you how to create the budget.
But here is one that I did create previously
and same thing.
Edit is up at the top.
Submit is at the bottom.
When you're done with your budget
you can go down here and click submit.
So you can see in here
that this adds up and it says
that it my total campaign budget
is $190,798.
And what that's doing, it's adding up
any amount of dollars that I have listed
in my budget card
for my request, as well as funds from my organization
or other organizations.
And it's gonna add it up for you at the top
and you'll get your total campaign budget
and you can get that either at the top
or down here at the bottom.
So, you can see, total campaign budget,
non-lobbying is 125.
Not requesting any lobbying.
We have funds from my organization
so the total campaign budget is here.
So, again, you can come in here
and you can submit.
You can edit the budget over here.
I'm going to go back to the application
and just finish the last section of review.
And then you all can go ahead
and get started with your application in the system.
Okay.
So I am going to go straight down here to...
There's our budget, that's where we just were.
And then there's the budget narrative.
So for each area,
you need to complete a budget narrative
that indicates clearly what that,
the funds that you're requesting from us
will be dedicated towards in that area.
So advertising, you could put down billboards.
How much you're planning on spending on billboards
or marketing.
Polls and surveys.
You can have a poll or a survey conducted
with your campaign.
They are required to go through Voices for Healthy Kids
and just to know all contracts are required to be viewed
by Voices for Healthy Kids to ensure compliance
with the grant guidelines.
As you finish your budget narrative,
you get to the next section
which is uploading application documents.
You can see here, this is your model campaign plan.
This is a document that is required
to be completed and uploaded.
Please give yourself plenty of time
to complete this document.
It is a very robust,
detailed plan for your campaign plan.
Here is a guide that can help you in assisting
in completing the model campaign plan,
and shortly we'll be posting a recording
on model campaign plan tutorial here for you as well.
Letters of references are not required
but encouraged and you can add additional documents,
again, by clicking on these plus signs.
Organizations are required
to upload a few different documents here
and you can see that they are listed,
letters, IRS form 990's, supplier package.
I've just put some test letters in here.
So you can see what's required here
and the supplier package,
when you open that up,
it is required and you need to complete all
of the highlighted fields in the document
before uploading and sign it.
That is how we pay potential applicants
if they are awarded.
Well, that completes your application.
You can save it often.
You can go in and work on it a little bit at a time
and go in and save it.
And then once you have completed everything
and you are ready to submit,
you would just login to this page
and in the bottom right hand corner,
my application is saving.
So once you've completed all of your edits and saved,
in the bottom right hand corner,
those two buttons, withdraw from consideration
and submit will appear
and you would just need to click on the submit button
in order to submit the application.
My system seems to be a little slow here
so make sure you give it time.
Especially before you close up the Google Chrome window,
make sure that your application has completely saved.
And there you go.
You'll get the grant request was successfully saved.
I will open a ticket to try and get that to go quicker
but in the meantime, down here in the bottom right,
you would click submit.
You can put a note if you would like.
And okay.
And once you do that, the application will be submitted
and you will see the change here.
Right now, our edited version appeared here.
Oh, actually, I was not able to submit
so this is where you have to make sure
that you're watching your screen
because it was unable to promote
and the reason it was unable to promote
is because I did not upload those required documents.
So I would need to go back in
and make sure that I've uploaded
all of the required documents
and I'm ready to submit.
And then I would submit my application.
So make sure you give yourself plenty of time.
Try and submit the application before the deadline
just in case any of these issues arise
and you might forget a document
that you need to upload.
Otherwise, we look forward to seeing your application
and please reach out and let us know
if you have any questions.
Thank you.