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RJMA follows a series of basic steps in securing grants for its clients.  These steps are summarized below:

1. Execution of a Letter of Agreement . . .

RJMA services commence with the mutual execution of a letter of agreement specifying the tasks to be performed by RJMA, the period of service, and the fees for each service. The letter of agreement typically covers a one-year period, divided into four quarterly billing periods.  This letter of agreement can be terminated at the end of any three month quarter of service in progress.

2. The Assignment of an RJMA Associate-in-Charge . . .

Next, RJMA assigns an Associate-in-Charge (AIC) to supervise all aspects of RJMA's service to the client. The AIC is selected on the basis of his or her formal education, training, and experience in a particular content area, e.g., K-12 education, municipal planning, social services, etc. The AIC functions as a "team leader" in bringing together all of RJMA's grant development resources in direct support of the client organization. He or she consults regularly with other RJMA associates and technical specialists in developing highly competitive grant fundable projects and matching them with likely funding sources.

3. Development of a Client Background Statement . . .

RJMA's direct client service begins with the development of a comprehensive background statement that highlights the client's organizational strengths, its achievements, its ability to execute approved grants, and a thorough description of its target or service population. It is, in effect, a case statement detailing the client's unique ability to fulfill the giving interests of grantmakers.

Development of an effective background statement begins with a series of discussions with the client staff, then continues with a thorough review of the client's organizing documents, its mission statement, long range plan, annual reports, previously submitted grant proposals, and descriptions of ongoing programs, services, and facilities. It also includes a careful analysis of the client's target population, geographic area of service, and other operational and historic factors unique to the client.

4. Organizational Needs Assessment . . .

While client organizations typically have many different financial needs, grantmakers have specific requirements regarding the kinds of "needs" they support. RJMA's task is to identify and define those specific client needs that are likely to generate grant support. This process can be performed in a variety of ways including "round table" discussions with clients, distribution and analysis of proposal development worksheets, and by general review of the clients’ operating budgets.

This needs assessment process typically generates an extensive list of grant-eligible needs that clients are asked to prioritize in order of overall importance to the organization. The completed needs assessment process produces the basis of a Client Work Plan (described below).

5. Comprehensive Funding Search

While there are over 57,000 different private and corporate foundations, and hundreds of federal and state government grantmaking offices throughout the United States, each has its own particular funding interest, geographic area of support, size and range of grants awarded, and types of organizations supported. RJMA's objective is to sort through each of these many funding sources to identify those that would likely support each of its clients. This requires multiple computerized searches of its extensive grantmaker database using sophisticated selection matrices. Included in this effort is an ongoing review of all request for proposals (RFPs) as they are received by RJMA.

Identified funding sources are individually examined using both electronic and hardcopy materials supplied by each grantmaker. When possible, information is confirmed by telephone to ensure that the most "up-to-date" information is utilized in the proposal development process.

6. Creation of a Client Work Plan

RJMA employs key elements of the strategic planning process to construct a written Client Work Plan (CWP). This work plan identifies each of the grant proposals to be completed in the coming months along with a project description, targeted funding sources, dollar amount requested, and specific submission target dates for each listed proposal. In essence, the completed CWP illustrates the specific grant seeking strategy to be employed for each RJMA client on a monthly basis.

The CWP is updated daily as grant funds are received, as client funding priorities shift, and as new and different grant funding sources are identified. This enables RJMA to target its grant seeking efforts in a highly efficient, cost-effective fashion. Similarly, the CWP along with other RJMA-generated reports provide a convenient method for informing clients’ governing boards of RJMA's ongoing grant seeking activities.

7. Proposal Preparation Process . . .

RJMA begins the proposal preparation process by discussing the proposed project methodology with the client. It is here that RJMA brings its long and successful track record of proposal development to the table. RJMA assists in crafting a project design that conforms closely with each targeted grantmaker's specific funding interest.

Next, RJMA prepares a series of draft narratives that describe the proposed project in standard grant proposal language. Each completed draft is sent via e-mail, fax, or U.S. Mail to the client for an initial review and comment. Since RJMA is preparing the final proposal for the client's signature, it is critical that this document accurately represents the client's thinking regarding the proposed project. Successive drafts of the proposal are prepared by RJMA until the client is satisfied with the version to be submitted to the grantmaker.

RJMA works simultaneously in the preparation of each of the proposals listed on the Client Work Plan. By so doing, time is not lost while waiting for additional proposal input information from the client.
The final draft of each proposal is carefully proofed by RJMA for accuracy, completeness, and format. The requisite number of copies are prepared and assembled. Following a final quality check by RJMA, applications are overnight mailed to clients for final reviews, signatures, and mailing out to the funding sources.

It is important to note that RJMA targets each proposal in original format to multiple funding sources in order to maximize the probability of securing the required funding. For example, a proposal prepared in response to a Request For Proposals (RFP) from the federal government will be reformatted by RJMA for subsequent submission to one or more pre-selected private and corporate foundations. By targeting multiple sources, RJMA prepares and submits original versions of each completed proposal to several grantmakers. This method increases the probability of eventual funding.

This proposal preparation process is duplicated for each of the 8 to 12 different projects listed on the Client Work Plan.

8. Proposal Tracking, Record Keeping, and Client Reporting . . .

Each proposal is tracked by RJMA from project conception through submission. This information is maintained in RJMA's funding source database for retrieval and incorporation into regularly scheduled progress reports provided by RJMA to the client.

RJMA provides the client with a series of periodic progress reports including all updates of the Client Work Plan, Funding Source Target Reports, and Proposal Submission Status Reports. In addition, RJMA supplies clients with information on all relevant upcoming grant sources. Specially designed report formats are also prepared to meet any particular information requirements of the client.


GRANT SEEKING . . . Four Measurable Outcomes

RJMA provides each client with four measurable outcomes or products:

1. Awarded Grants: The primary product of RJMA services is approved grants.

2. Identified Funding Sources: RJMA provides each client with a list of funding sources likely to support their organization gathered from the over 57,000 private and corporate foundations throughout the United States and hundreds of government grant making agencies.

3. Professionally Drafted Proposal Narratives: Each grant fundable project is translated by RJMA into a convincingly presented narrative document. Each of these narrative documents forms the basis of a permanent grantseeking strategy that can be used now and in the future.

4. Improved Public Relations Position with Established Funding Sources: RJMA facilitates permanent funding "bridges" between grantseekers and grantmakers that will last for many years to come.