PhilNet: Philanthropy Network for Broward
Nonprofit Organization User Manual
PhilNet: Philanthropy Network for Broward User Manual___
1. Introduction
2. What is PhilNet?
3. Grant Guidelines
4. How to Register for PhilNet
5. Application questions explained: step by step
6. FAQ’s
Introduction
Welcome to PhilNet: Philanthropy Network for Broward. PhilNet is a web-based technology that allows you as a nonprofit organization to manage all aspects of the Community Foundation grant process online. Proposal to final report.
With the introduction of PhilNet, all grant proposals will be submitted online. We want to make it easier for you to apply and easier to report the impact of your grants. The less time it takes to apply and the easier it is for you to manage a grant, the more time you have to focus on your mission.
How Does PhilNet: Philanthropy Network for Broward work?
Once a proposal is submitted through PhilNet, it is thoroughly reviewed by Community Foundation staff who determine if the proposal represents an innovative project that would address an area of considerable need and have significant positive impact in the community. If so, the proposal will be posted live on PhilNet and is then available for staff to easily find and recommend to our Fundholders and other funders in the community. Additionally, our Donor Advised Fundholders (those Fundholders who make grant reccomendations directly from their charitable Funds) have access to PhilNet and are able to search for projects that meet their interests.
Registration is required for all nonprofits to use PhilNet. Once registered, you will be able to:
· submit proposals for grants
· update organizational information
· view proposal status
· receive electronic notification of upcoming grant requirements
· submit grant reports
Please review the following material to help you better understand the process and get you started. If you have any questions, please call Nancy Rogan, manager of grants and initiatives, 954-761-9503.
How to Use PhilNet: Philanthropy Network for Broward
Access PhilNet: Philanthropy Network for Broward at the Community Foundation of Broward’s website – cfbroward.org.
You will then arrive at the PhilNet login page where you can either register if you are new to PhilNet or login if you are a registered user. Registration is only required one time.
Registration requires some basic information: name, address, website, etc…as well as your organization’s mission statement, a brief history, and a description of board involvement.
NOTE: Each organization should only have one user ID and password.
Registration Questions
Section A: Organization Information
1. / Name of Organization and Address2. / Tax ID#
3. / Website
Enter your organization’s website. If you do not have one, please enter NA.
4. / Type of Organization
Choose the category that best fits your organization, not the specific project you are proposing.
5. / Mission
Capture your organization’s core purpose in one sentence. 350 characters maximum.
It should be meaningful to individuals in your organization as well as for the general public.
For example:
To provide leadership on community solutions, and foster philanthropy that connects people who care with causes that matter. 124 characters.
6. / Organizational History
Provide a brief history of your organization. Include major accomplishments, premier programs and number of clients served in the previous 12 months. 1,200 characters maximum.
This statement should provide a glimpse of how your organization has evolved and also explain in more detail what your organization does to achieve your mission.
7. / Board Involvement
Describe the degree of your board’s involvement in your organization. 1,000 characters maximum.
Questions to answer:
1. On average, what percentage of your board members attend board meetings?
2. What percentage of your board members contribute financially to your organization?
3. If your board members are not contributing financially, please explain what other resources they provide.
This will provide the Community Foundation with useful information of the board’s involvement in your organization’s growth and development. It will also provide us with information on where you may need support from our Nonprofit Resource Center.
8. / Primary Contact
Please choose a Primary Contact for your organization.
This should be your President/CEO or Executive Director.
9. / Fiscal Sponsor
If you are using a fiscal sponsor to apply for grants, choose Other in the drop down box and add the sponsor’s information. If not, choose None.
Once you have registered your organization, you can submit an application.
Before you start your new application, you should…
1. Review Community Foundation Grant Guidelines.
2. Open an Application Worksheet to review the questions. This is a Word document available on the PhilNet Application page. It may be helpful to complete the Word document first and cut and paste them into the online form. If you choose not to use the Word document, there is a preview button that lists the application questions for review before you begin.
3. Review the Application Checklist to identify what items are required to upload and submit at the end of the application. This will need to be signed by the CEO and submitted with the application.
You are now ready to begin your application
Completing the online application is very similar to completing any other online form.
At anytime during the application process you are able to review and edit what you have entered and save and return to a partially completed application.
Buttons / FunctionPrevious / Takes you back one screen.
Next / Takes you forward one screen.
Save / Saves a draft and closes the application. You can access the draft from Draft Applications on your PhilNet home page.
Upload / Allows you to upload attachments to the application.
Review / Allows you to review the completed application.
Submit / Submits the completed application to the Community Foundation. You must “Submit” when you finish your application.
Application Questions Reviewed
The following sections provide a more detailed explanation of the application.
Section A: Review your organization’s information. This will be filled in from your registration information. If you need to make edits or updates, click on the Profile link.Section B: Project Information
10. / Project Contact
Name of person accountable for project and who the Foundation will be able to contact to answer questions about the application.
If using a Fiscal Agent, this person should be from the organization actually implementing project. If your Project Contact is not listed in the dropdown box on the page, click on the Profile link to add them.
11. / Project Name
Provide the name of the project which you are presenting in your proposal.
12. / Numbers to be Served
Identify how many individuals in Broward County who will benefit from your project.
13. / Total Project Budget
Full budget for entire amount you will need to implement the project (NOT the budget of your entire organizataion).
14. / Amount Requested
Grant amount you are requesting.
15. / Dates Project Begins and Ends.
Actual starting and ending date. If it is an ongoing yearly project, you may use the fiscal year dates as beginning and ending.
16. / Project Category
Categories are used to best capture the outcomes of your project and will help Fundholders find projects that they would like to contribute to. Choose the category that best describes your project. i.e., if the outcome of your project is to improve children’s literacy skills, the Project Category is Education because the main goal of the project is educationally related.
17. / Project Secondary Category
The Secondary Category is to further categorize your project and provide further information for Fundholder’s as they search for projects they care about. Choose one Secondary Category that best captures your project. i.e., if the outcome of your project is to improve children’s literacy skills, the Secondary Category is Literacy.
18. / Project Stage
Choose if this is a New Project, Existing Project, or Project Expansion.
19. / Age Group
Choose one age group that project serves.
20. / Population Served
Choose one segment of the population that the project will serve.
21. / Gender
Choose one.
22. / Ethnic Group
Choose the predominate ethnic group your project serves.
23. / Region
Choose the predominate region your project serves
Section C: Project Rationale
24. / Project Description
This one or two sentence statement should give the reader a snapshot of your project and answers the following questions: What will be the tangible outcomes? Who will be involved? What direct service will be provided? Where will it take place? 350 characters maximum
Example: Twenty transitioning foster youth will receive lessons from life coaches in basic financial skills at their local community center so they will be able to successfully manage their finances independently. Instruction will include field trips to banks, speakers, and budget creation using youths’ own bank accounts. 323 characters
25. / Project Goals
What are the key measurable Goals this project will need to accomplish in order to achieve the outcomes stated in the Project Description Statement? Maximum four. For each goal, use statements to describe the measurable results that will demonstrate the success of each goal.
Example:
Goal: Clients will demonstrate improved skills in managing personal finances.
Measurable results:
80% of clients will stay within a budget for duration of the project.
80% of clients will maintain a balanced checkbook for duration of the project.
Section D: Project Narratives
26. / Community Need and Target Population 1,500 characters
Clearly describe the existing community need including target population. State in terms of measurable needs of the clients and provide specific demographic and/or statistical information. 1,500 characters maximum.
i.e., XX study indicates 75% Broward County residents ages 18 to 25 are unable to balance a checkbook.
27. / Project Delivery Details
Provide a clear outline describing how your project will be delivered. Explain in detail; what are the exact services provided, how they will be implemented, when & where they occur (days/time/location), who will implement them, how target population will access your project, and how the project will achieve your outcomes. 1,500 characters maximum
Section E: Project Planning
28. / Project Planning
1. Why is this project a good fit for your organization and the community? 300 characters maximum. Describe the assets and skills of your organization and your mission to indicate to the reader that you’re the right organization for the job.
2. Explain how your project will make a difference. 300 characters maximum. See “Grant Guidelines” for further explanation.
3. Describe how participants are selected for and/or engaged in your program? 300 characters maximum. Provide detail regarding how participants are eligible for your program and how they are selected to participate.
4. How was the community/target population involved in the project planning? 300 characters maximum. Describe how the community was involved in identifying the goals of the project and how services are delivered?
Section F: Project Resources
30. / List key staff and volunteers involved in implementing this project: Identify their roles and qualifications. 1,000 characters maximum.
31. / Identify your collaborative partners and their roles in making this project a success. 1,000 characters maximum.
Attachments
Please upload the following attachments in this section. If you are unable to scan and submit documents in this section, please mail them with a copy of your completed application.
· Fully completed Budget Forms. Complete all three tabs on the Excel spreadsheet.
· The current IRS determination letter.
· Most recent annual financial statement (independently audited, if available; if not available, attach IRS Form 990). Include a copy of management letter.
· List of members of your Board of Directors with their affiliations.
· Letters of support. Letters of support are required if third party is involved in delivering program. If no third party is involved, you may still include letters of support that verify project need and your organization’s ability to deliver proposed program. Letter should be on the third party’s letterhead.
· Annual report or any marketing material(s) about your organization (if available) Limit to 2 items.
Once you complete the above steps, you can review your application prior to submission by clicking the Review button at the bottom of the page. You may also print a hard copy from this screen. Once you are satisfied with the application, click the Submit button. You will receive an email notification of your submission of your application.
PhilNet FAQ’s
A. / PhilNet is an online product that provides nonprofit with:
1. A secure portal that allows them to manage all organizational information and grant proposal processes online.
2. An online grant application process that includes the uploading of attachments.
3. The ability to submit grant applications from the comfort of your office without having to mail or deliver.
4. The ability to obtain information regarding status of grant, grant cycles, RFP notifications, award amount for proposals, and due dates for mid-year and final reports.
5. The ability to present projects directly to Fundholders which may increase the possibility of funding.
Q. / How do I access PhilNet?
A. / PhilNet can be accessed through the Community Foundation website. First, you must register your organization.
Q. / Do I have to be a registered user to access information about grants?
A. / No. Once in the PhilNet webpage, you can access grant information and guidelines. You will have to register and login to PhilNet to apply for a grant.
Q. / How do I become a registered user?
A. / Once in PhilNet you can register your organization’s information and create a login and password. Each organization should only have one logon and password.
Q. / How do I know if my organization’s program is appropriate for funding?
A. / Please review the Community Foundation’s Grant Guidelines which are available on the website. If you have further questions, call the Community Foundation for clarification. Our number is 954-761-9503.
Q. / Does each individual in the organization need their own login and password?
A. / No. Each organization should use just one logon and password for accessing PhilNet.