2017 Funding Application Questions

Questions regarding the 2017 Combined Funding Application for human services funding from Montgomery County and United Way should be submitted to hspd@mcohio.org.

Questions specific to Andar should be submitted to jointrfpinfo@dayton-unitedway.org.

All questions and their answers will be posted on this page. Please check back frequently.

Application Process - Part 2
The Question and Answer Period for the FULL APPLICATION is April 3 through April 17, 2017.

14. Are there required goals and measures for core services?
Answer: No. The identification of goals and reporting on required measures is for programs that are part of collective impact projects.

13. Should staff salary and fringe costs for time spent fundraising/grant writing be included in the fundraising expense line item? Or is this line item reserved for direct costs such as special events and direct mail?
Answer: Fundraising activities should not be billed as a programmatic expense.

12. According to the Andar instructions, we are only supposed to list two indicators for each outcome. Our primary priority area lists 6 mandatory measures/indicators. As a result, if we list one short-term, intermediate and long-term outcome, we can only use the six required measures/indicators. Even the suggested best practice measures will not “fit” in the logic model. How can we make the logic model accurately reflect the unique aspects of our program?

Answer: In the Andar navigation manual it was a suggestion that if you add more than 2 indictors to one outcome it can get difficult to manage. You are not prohibited from adding as many as you want/need – it is just a caution to those who are newer to this.

You must have a minimum of 1 outcome at each level short term/intermediate/long term. That is the ONLY mandatory item in the “number “ of outcomes needing to be measured. You may add as many as necessary for you.

11. Should the logic model relate to only the applying agency’s program? Or should the logic model reflect the entire project, including all partners?
Answer: The logic model needs to relate to the program that is providing the service – these program indicators prove the clients of this individual program have been successful in the programs services and have experienced a positive benefit or change.

The County/ UW will measure the results of the community level outcome by utilizing the program outcome results from each program within a project and the stated data source for the Community Indicator listed in the Collective Impact framework located in the CFA.

10. Is it an agency budget that is being requested along with the specific program budget or just a program budget for programs delivered. (A whole agency budget may include other things than program)?

Answer: The agency budget should be for the entire agency, regardless of the various activities/programs/services.

The program budget is for the entire program for which you are seeking funding, even if County or United Way funding would cover certain elements of a larger program.

The following questions (5-9) are specific to Homeless/Housing Applications. Scroll to Questions 1-4 to see other general questions.

9. Question: Regarding the budget forms for collaborating partners that are not requesting funding:

The budget form says Program Name but does not ask for the name of the Collaborating Partner.

Also, it seems a bit intrusive to request such specific information from non-funded partners - especially for staff positions and corresponding salaries. Can we just include staff costs without identifying the specific positions and salaries - or at least the salaries….

Answer:

The budget form asks for the Program Name with the thinking that within a Project there would be Programs (each with their own name). However, if that is not the case for your programs denoting the
“Program Provider’s Name” as the program is acceptable.

With regard to your concerns about the level of specificity, please do your best to include information that provides reviewers with enough information to understand how the program is funded and what resources (financial and staffing) are being committed to the program/project. Summary information regarding staff and program costs are acceptable.*

The intent of the budget and budget narrative questions are not be intrusive but, instead to provide enough information for reviewers to understand the total impact of the project, which may include programs that are funded and unfunded. While the programs seeking funding through an application are important (because this is a funding allocation process), it also the collaborative project as a whole that is being reviewed.

*Please NOTE the program budgets for non-funded partners will not be scored and will be used for information and overall project review.

8. Question: Does the lead agency also complete the Housing and Homeless Full Application Program Questions?

Answer: The Housing and Homeless Full application should be completed collaboratively with the project’s collaborative partners.

Housing and Homeless Full Application Project Questions- To be completed by the Lead agency in partnership with the collaborative partner(s). Only one set of answers to the questions needs to be submitted.

Housing and Homeless Full Application Program Questions- To be completed by all project collaborators (including the Lead agency); as many sets of answers as there are collaborative partners, including the lead should be submitted.

Housing and Homeless Program Budget- To be completed by all project collaborators (including the Lead agency); a budget for each collaborative partner’s program, including the lead should be submitted.

7. Question: What is the purpose of the program budget table?

Answer: The purpose of the table is for applicants to identify the amount they are currently receiving from the listed funding sources. It will be an at-a-glance reference for the reviewers to understand the current funding and sources in the program (overall). The table should be completed by all collaborators, regardless of funding request. If the information is not available at the program level, please note that in the response.

6. Question: What is the purpose of the program budget and who needs to complete it?

Answer: The first tab Revenue should be used to provide information on the anticipated revenue/funding sources for the program during July 2017- June 2018. The second tab Expenses is where any costs related to program delivery should be listed. (i.e. Case Managers, Nurse, Licensed staff, etc.) If the categories don’t seem fitting or do not encompass the costs that will be incurred feel free to add categories under “Other”. The third tab, Unit Cost is related to how the program would measure its “productivity” and a projection on the level of the service for the program period. At this point in the process, we understand that this is an estimation; however, it is helpful to the reviewers in understanding to scale/costs of the program services. (N/A can be used for portions not applicable to a collaborator not requesting funds) Collaborative partners should each complete a program budge, regardless of funding request.

However, because the costs for program/services proposed by a “non-funded” may not be available as a specific line item or program in the agency budget it may be necessary to pro-rate the costs based on the estimated number of households served/staff hours. If this is the case, using the narrative to explain details or nuisances may be helpful.

5. Question: Do we need to submit a total project budget?

Answer: In the Full Application Questions we are not asking for you to provide a total project budget. Through review of program budgets from all collaborators (those requesting funds and those not) reviewers should be able to get an understanding of the total project cost and funds leveraged.

The questions (5-9) above are specific to Homeless and Housing Applications

The questions below pertain to the all other (non Homeless and Housing) Applications

4. What is the difference between the program budget and the expenditure budget?
The program budget should include all revenue and expenses for the program. The expenditure budget should represent those expenses to be covered by Montgeromy County. Montgomery County would be the only revenue item. Expenses covered by those funds would make up certain line items, or portions of the amounts associated with those line items.

3. Can you please confirm that agencies need to complete the program collaborator application only if they are requesting funding from Montgomery County or United Way? In other words, partners/agencies that are NOT requesting funding do not need to complete the program collaborator application?

This is a multi-part answer:

Only collaborators seeking funding are required to complete an application.

Non-funded collaborators, however, should work closely with the lead agency to identify measures that can either be tracked by the non-funded collaborators and shared with the lead agency or that could be reflected in an activity of the lead agency but executed by the collaborator. Such measures would contribute to the overall common agenda and mutually reinforcing activities within the project.

Collaborators whose own programs are also seeking funding but services are being delivered as part of other projects must complete an application associated with each project (even if they previously stated $0 as their request) so that measures, revenue/expenses, etc. are pro-rated and aligned with each project.

For the housing and homeless application all collaborators regardless of funding request are asked to complete the program questions, budget and budget narrative so that we have a comprehensive view of the project.

2. If the House/Senate moves to end the Corporation for National Service, it could possibly affect the existence of one of our collaborating partners. Can we add a new partnering agency if necessary? If so, do we have to identify them at the time we submit our final proposal or wait until the federal government's budget cuts are finalized?

As projects evolve, it is always important to assess who is “at the table.” If it is necessary to engage other partners in the project, they are welcome to join a project in any stage of its development. However, new partners (not part of the Letter of Intent), may not ask for funding in this application.

1. The application asks for demographic details about those who are served. This is usually something reported in mid-year and year-end reports. How do I account for clients we haven't served yet?

For the purposes of the application, please use estimates. You may want to consider a 3-year average of past demographics. You will still report actuals during the mid-year and year-end reports.

Application Process - Part 1

An archive of the questions answered during the Letter of Intent period can be found here.

REMINDERS

Combined Funding applications for Core, Frail Elderly and General Supported Services must be submitted through the Andar system. Exception – Homeless Core and Supported Services applications should be emailed to hspd@mcohio.org.
Updates to the Combined Funding Application will be posted online at www.mcohio.org/hspd (click on Funding) and at www.dayton-unitedway.org/community-impact
Lead agencies for all projects are encouraged to establish formal agreements with all partners, particularly with those not seeking funding in this process, for the collection and sharing of required data.