Grant writing with a standard operating procedure in mind leads to successful projects and consistent quality implementation. Standards, as part of the continuous improvement thinking defines the method of operation, and will keep budgets, and grant deliverables in compliance with the grantor. A standard operating procedure also allows the grant manager to keep a timeline of important deadlines and data monitoring. Thinking in this method prompts mapping out each step to implement the grant project and create results in success.
The process flow map above demonstrates a step by step process for determining a grant proposal idea. This mapping process provides a bird’s eye view of the steps and the outcome. Next is to determine who will carry out each step of the process. Using the continuous improvement tool, a chart is created to delineate who will carry out the task, what are the detailed steps, and what will be the accountability measure for the task outcome.
These tools all lead to a standardized operating procedure. Grants are awarded to a well defined goal, measurable data point to demonstrate impact, and clear steps on how the goal was met. In the case of a grant project’s potential failure to meet a goal, a standard operating procedure, a process map, and a task assignment chart all serve as effective tools to determine where the defect (failure) occurs and what process step needs to be taken for improvement and elimination of the defect.
“Without a standard, there is no logical basis for decision making or taking action.”
For example, in education a project titled, “Literacy in the Career Pathway Classroom,” was implemented after reviewing the reading data for students enrolled in career course classrooms. The data indicated that while many of these students could read a college level technical manual for electrical engineering, many of these students had not passed the state exam required for graduation in reading. A process map was created to determine step by step what interventions were needed by analyzing each students area of reading competency. The process map served to create the steps to measure impact, what tasks were needed to improve student’s reading in the engineering course within context in an effort to engage students in their area of interest. A task chart was also created to assign each task to specific teachers (reading coach, engineering teacher, counselor admin) to assist with the improvement process. Another process map was created to align materials to specifically address the student’s individual reading deficiency, using the engineering curriculum and structuring questions similar to a reading test. The standard of operation was also created to create consistency on what strategies and materials worked to improve student reading based on pre and post tests. The use of these tools led to consistent, quality, measured instruction that promoted students abilities without relegating them to remedial reading classes. The result was over 85% of students enrolled in this project passed the reading comprehension portion of the test. During this project, there was potential for defects (failure) based on several identified components, teacher experience, materials, and time. These were addressed through periodic reviews of task assignments, results and modifications.
A grant proposal continuation for funding for this literacy/career project would benefit through the standard operating procedure is in place and may be applied in other courses or subject areas. Using continuous improvement tools and methods creates a cohesive method of steps and measurements to ensure the quality and success of the grant project.
About the author.
Enid Valdez is a Board-Certified Education Leadership Specialist with over 31 years of experience in education leading district administration, effective classroom instruction, and school operations. Her passion to share Cii methods comes from her belief that data driven decision making, strategic planning and effective implementation and follow up of these methods lead to effective teacher training and student achievement.
Contact: enid@thecii.com