3.1 Introduction
Once a potential project has been selected, there is need to source or negotiate for funds either from the organization or the organization’s potential donors, partners and collaborators. The document usually prepared for the purpose of communicating the needs of the organization and which often forms a basis upon which potential project sponsors decide whether or not to fund it is referred to as a project proposal. In this topic we discuss the importance of a project proposal and important components of a project proposal.
3.2 Definition and reasons for writing a project proposal
A project proposal is a written description of a plan to address a problem. It includes a summary, introduction, problem statement, objectives, implementation plan, monitoring and evaluation trends, budgeting, sustainability and appendix.
A project proposal communicates the needs of the organization to its potential donors, partners and collaborators. It forms a basis upon which potential project sponsors decide whether or not to fund it. It is a critical key to unlock the doors of potential assistance, partnership and collaboration. Therefore, a proposal is written in order to:
-Systemize plan of action
-Popularize plan of action
-Raise funds/mobilize resources
-Present an organisation’s project in an orderly manner
The Questions that need to be answered while writing a proposal include:
•What is proposed to be done?
•Why should it be done?
•When will it be done?
•How can it be done?
•Who will do it?
•What will it cost?
•Who will pay for it?
3.3 Qualities of a good Project Proposal
A Project proposal should be:
a)Clear, systematic and logical in order
b)Convincing
c)Comprehensive
d)Reliable
e)Data based
f)Realistic even in budgeting and the items required to be funded by the donors
g)Time bound
h)Clear about the contributions of the organization seeking for funds.
3.4 Project Proposal Outline
•Cover letter
•Title page
•Table of contents
•Executive summary
1.Introduction
2.Project Context or Justification
3.Problem Statement
4.Objectives
5.Anticipated Outcomes or Results
6.Work-scope or Implementation Plan
7.Project Evaluation
8.Project Budget
9.Reporting
10.Project Sustainability – Future funding
11.Appendices, including time-table for activities.
(a)Cover Letter
The Cover Letter serves as an introduction to the project proposal. When possible, address the letter to a particular person. The letter should establish your organization’s credibility, introduce the need clearly, and briefly describe the project and its objectives. When seeking funds, the total project budget and the amount requested from the agency should be stated. Also there is need to indicate an offer to contact the agency within a specific time in case additional information is needed. The cover letter should be typed on the organizations letter head
(b)Title Page
This summarizes the project and assists the agency in processing the request. The title should be short and able to evoke the donor’s attention. It should tell the donor what kind of project it is and the target group. Title pages need to be well laid out. It should:
-capture the intent and “feel” of the project;
-says something about the work, and location
-have name and address of the organization
-have nature of help requested; the amount if seeking funds
-have name and address of the person who will direct the project (Manager)
-have the date of submission.
NB:
-Don’t make it too fancy; colourful or decorative.
-Don’t fill your title page with lots of information.
(c)Executive summary
This tells one what the project is about. It should be clear and interesting, briefly stating the problem objectives, methods and the amount and type of assistance sought such as funds, materials, technical information etc. The summary includes the following:
-Organisation or group making the request: address, telephone, fax
-Description of your organization in one paragraph
-Project manager(s)
-Problems Statement
-Goal and Objectives
-The total amount of money requested and one or two lines of what the money will be used
One might add a paragraph on the partner organization, often the implementing agency (If you are not the implementer). Such information should include the name, address, telephone, and a two-line description. The summary should be short, preferably one page.
(d)Introduction/Background
This tells the reviewer who you are. Give a brief history of the region, the people, and your organization’s involvement. Describe your organization’s ability to deal with the problem to be addressed. Establish your credibility here, which includes professionalism, dependability, and reputation as an agency.
The following questions are helpful:
a)What is the official name of your organization and where is it located?
b)What is the name and address of the organization legally responsible, if different from the partner?
c)How and why did your organization get started?
d)Is there anything unique about your organization?
e)How long has your organization been in operation?
f)What is the composition of your staff?
g)What are some of your accomplishments?
h)What do you hope to achieve?
i)Who are the members of your board of directors?
j)Who has funded you in the past?
1.Introduce the implementing agency
2.Provide all the relevant information on the problems, which has necessitated action.
3.Provide a country and organization profile by giving relevant geographical, social-economic and political data.
4.Attempts made previously to solve the problem
(e)Project Context or Justification
This section should present a brief history of the people, the social, economic, health and other conditions, highlighting those that the project will impact on. Present your organization’s involvement in the project region, in previously addressing this or other problems (achievements) with the target group and/or other groups. The outline to be followed is as follows:
Describe history of the area and people
Describe social, economic, health and other pertinent conditions
What has been your organisation’s involvement in this region: what achievements?
(f)Statement of the problem
Identify the specific problem your project will address. Give supporting evidence such as statistics, studies etc. Give a clear and concise description of the felt need, which you plan to address. Explain the origin of the problem, and its consequences in the lives of the people. Answer the following questions:
a)What is the specific problem your organization hopes to address in this proposal?
b)Using available data and/or statistics, state how you know the problem exists. For example, “of 2,000 women in zone only 14 percent attend adult education classes”
c)Using credible sources, trace the origin of the problem
(For example, poor attendance of adult education classes in the zone is attributed to lack of adequate transportation, according to Oromia ( 2007: 3) (Source)
d)Why does your organization have an interest in solving the problem? (An obvious connection should exist between your organisation’s goals and the problem.)
Data/statistics should come from reliable sources such as the United Nations, governmental organizations, local diocese, local ministries of education, health, social security, etc. The problem statement should be a short and concise describing the statement of the problem(s) and need(s) to be addressed, how the problem impacts the lives of the people who are the project’s target group. If data is available, it should be used (i.e. 70% of the target group of women under 45 years of age is illiterate (name source). State why this problem has priority over other problems, and why your organization has a particular role in addressing this problem. State the problems that have led to the conceptualization of the project and any attempts that have been previously made to solve the problem. Express the desired change and show clearly how the project will benefit the organization, firm or community. Indicate whether the outputs will justify the means.
The following considerations should be made:
•The role of the beneficiaries in the development of the project
•The suitability of the project for the overall development objectives of the country
•The cost effectiveness of the project in the social-economic terms
•The sustainability of the project
(g)Objectives of the project
The objectives offer a solution to the problem you stated in the previous section. Briefly list the changes your organization aims to bring about through the project. If the problem you identified is illiteracy, then the objective is “to reduce that illiteracy”.
The general objective of the project spells out the main purpose of the project and reflects the title of the proposed project. The specific objectives on the other hand spell out the expected outcome on the completion of the project and therefore refer to the specific actions to be taken in the context of the project.
The objectives should be stated in a SMART way i.e. Specific, Measurable, Achievable/Action-oriented, Realistic and Timebound. For example; To train 50 Trainer of Trainers in adult education in 10 months in northern Ethiopia.
The objectives should be oriented to the aspirations of the beneficiaries.
(h)Strategies of achieving the stated objectives
The proposal should state what will be done to achieve the stated objectives and describe the activities that will be undertaken in this connection. All objectives here should be translated into strategies and work out the time frame for each activity. A plan of Action should be drawn up detailing sequentially all the activities to be undertaken.
(i)Project duration
The applicant should show how long the project is intended to take and the project’s gestation period.
(j)Expected Results & Assumptions
State what is expected to be achieved by the end of the project cycle. The achievement should be stated in measurable and quantifiable terms. For example, out of our training program, 30 participants will have acquired the skills in adult education training.
Analyze objectives in terms of tangible results (measurable eg number trained, number sponsored for further training, reduced adult illiteracy rate etc). Intangible results cannot easily be measured and may not be captured by the objectives e.g. improved hygiene, improved communication etc. List the anticipated outcomes. For example, by the end of the first year, the project may have:
established 5 adult education centres in 5 villages
Provided adult literacy training to 10,000 people
Sponsored 500 adult learners
Assumptions
Examples:
That the community would provide labour and materials for an adult education project in order to reduce costs and to show ownership of the project.
That funds will be found in adequate supply for each centre
That there will be no political unrest to disrupt the course of the project.
Make a statement concerning the environmental impact of the project (negative or positive). For example with increase in literacy rate the people will be aware of the dangers of deforestation
Describe the environmental problems the project may cause if any and how you will go about them.
Expected Impact
The proposal should show the lasting benefits of the project and how they would be sustained. For example, those who have acquired adult education training skills will be able to train others and will become increasingly competent as resource persons.
(k)Management of the project
Describe how the project would be managed and how the beneficiaries would participate in the planning, implementation, monitoring and evaluation of the project. Draw up a management structure and describe duties of all the personnel.
Monitoring of the project
Explain how the project will be monitored to ascertain to what extent the project has progressed.
Follow-up Action
Indicate what follow up action will be necessary. If for example, a project did not meet the intended objectives due to unforeseen unfavorable circumstances, additional funding should be sort either for completion or renewal of the project.
(l)Work- Scope (or Project Implementation Plan)
Describe how you are going to carry out the project to achieve your outputs and project objectives. Prepare a plan of action (operation schedule) detailing all essential activities and estimating the time required for each activity to carried out. Indicate who would be responsible for each activity. The plan can be presented in a step-by-step fashion of activities.
Indicate the involvement of local population in planning the project, and how they will participate in its implementation and evaluation; include their inputs, the number and kind of personnel needed to carry out the project. Provide their qualifications, whether they are available locally, and how they would be recruited. Mention whom they would be responsible to, or report to. Example: Adult educator with ten years` experience in adult education training from the Kenyatta University, Nairobi will conduct the training workshop.
Describe the relationship of this project between the applicant and the implementing or field agency and the administrative and supervisory responsibilities they will have.
Describe your action plan or methods – how you will implement the project. For example, in order to increase trained adult educators, a two-day training workshop will be held in zone A.
Present your project in phases or stages. Describe how and why you selected your target group, target villages, and so on. Say whether the methods adopted are the most cost effective to accomplish your objectives.
Describe at each step what resources are needed in terms of materials, vehicles, training manuals, space, tools and other items. Quantify resource needs e.g. 100 training manuals, 10 trainers
Describe technical assistance inputs.
(m)Project Evaluation
The purpose is to determine how effective your organization has been in achieving the project objectives. Design a tool that will not only measure the results, but will provide information that may be needed for future. Say how and when the project will be evaluated. The evaluation should be designed to determine how well the objectives are being achieved. The project should be evaluated at certain points during its implementation, with a final evaluation at the end of the project. For example, in a 3-year project, evaluations should take place every six months. This section should include:
Person(s) who will undertake the evaluation.
Time periods for the evaluation, eg every 6 months or at the end of each project stage.
How data or information will be recorded, analysed, and presented.
Criteria for evaluating outcomes or achievements, and progress made towards achieving objectives.
How and to whom evaluations will be presented.
How evaluations will be used by the project, the community, the implementing agency, and the project holder
Operational indicators: Numbers are recorded to describe the project’s activities. For example:
Number of trained adult educators
Number of adult learners
Performance indicators: These are used to analyze a project for effectiveness and efficiency. Data is expressed in terms of percentages or ratios. Examples are:
Percentage of adult educators compared to all educators in a zone
Percentage of adult learners compared to total zone population
N/BThe evaluation section should also address problems, how they were solved or what can be done to solve them.
Recommended changes in outputs, resources, and administration, modifications or objectives, other pertinent data.
(n)Costing/Budgeting
It is necessary for the applicant to provide in a systematic and logical order a breakdown of various cost elements such as personnel, materials, equipment, transport, repairs, etc.
Points to consider while budgeting
Budgets must be realistic to cover project inputs or costs to achieve outputs. Budgets should:
Be expressed on a yearly basis.
For a project to be undertaken over a number of a yaers, each year’s budget should be shown in separate columns, with a last column for totals.
Show costs in dollars and local currency (exchange rate used o be indicated below the budget).
Show what local funds and other resources are available.
Divide expenditures into major sections, such as personnel, travel, equipment and materials, course costs, office costs, technical assistance, and etc
Allow for inflation or other currency fluctuations and for unforeseen costs by adding 10 percent to the cost of the project for these items.
Salary section
When presenting salary costs, calculate the monthly salary x 12 months to arrive at an annual amount
Show fringe benefits in a separate line item from salaries.
For example:
SalariesTotal (US$)
2 Adult educators: US$ 300 x 12 Months7,200.00
Travel Costs
Show item for: air travel, land travel, vehicle maintenance, per diem or hotel and meals, other travel.
Office Expenses
Show line items for rent, communication, stationery, office equipment, maintenance, and others.
Materials
Indicate cost per unit cost i.e.
200 Publications of 20 pages on adult education training manual
Local inputs
Local labour inputs by determining the number of hours weekly or monthly they will work on the project over the project’s lifespan, times the minimum wage rate in the zone.
Value of use of vehicles and office space
Value of donated local materials such as the gravel, wood, sand and hand tools etc
Equipment
Indicate values equipment such as a vehicles, computers, etc
Depreciate them (at 20 to 25 percent per year).
Indicate how these would be maintained and replaced, and if maintenance is available locally.
May set up an equipment replacement fund if the project is an income generating one.
Cost/ benefit ratio
Cost/benefit ratios may be added at the end of the budget (Take the total project amount requested from the donor and divide it by the number of people who will directly benefit by the project or the combined local and requested financial inputs)
For example, an adult education budget might require US$ 5,000 to benefit 500 families. It comes out at US$ 10 per family.
Keep notes to a minimum, no more than 2 or 3 notes.
Show other grants that are anticipated and what of accounting systems will be used.
If funds are to be put in an interest bearing account, you should mention this, and indicate how interest earned will be used.
(o)Reports
Describe how and when financial and progress reports will be submitted.
Financial reports might be submitted quarterly or no longer that at 6 months intervals.
Reports should monitor how inputs are being made and how outputs or results are being achieved.
Financial reports should reflect the budget description/projected costs.
Finance reports must have an income and an expenditures section;
1. Income
A. Funding Sources
B. Local Sources
2. Expenditures (by line item as per the budget)
3. Balance by donor and line item
N/B: The exchange rate for the report period should always be given.
Project Sustainability
Donors want to know how the activity will be continued once their grant is expended.
•Financial Sustainability: The proposal should indicate how the project can continue or be sustained after donor funds are expended, i.e. through the use of locally generated funds, Government funding, etc.
•Technical Sustainability: The targeted group to provide technical inputs to the project after donor funding ends, and that they have the training, skills and materials to continue to sustain the project. Target group or the applicant organization should be able to undertake this responsibility, even for skilled inputs such as materials design, accounting, health care, agronomy, etc.
•Managerial Sustainability: Show that the target group and/or applicant will continue to provide organizational or managerial inputs after donor funding. Show the capability of the community/target group to reach a level where it can manage the project. Show local leadership and organization at the end of the project
Appendices
•There should be very few appendices not to turn away potential funders.
•Only pertinent and very important documents or information should be appended.
•One such appendix might be a time line of activities showing by month or quarter year what activities will be undertaken.
•Others might be a map of the project region, letter from responsible government official, information highlighting problems to be addressed, letter of support from another donor, staff credentials, etc.
Topic Summary
•A project proposal is a written description of a plan to address a problem.
•A project proposal is written so as to systemize and popularize a plan of action, raise funds/mobilize resources, or to present an organisation’s project in an orderly manner. It thus communicates the needs of the organization to its potential donors, partners and collaborators.
•The proposal is divided into different sections; a summary, introduction, problem statement, objectives, implementation plan, monitoring and evaluation plan, budget, sustainability plan and appendix.
•A good quality Project proposal should be Clear, systematic and logical in order, Convincing, Comprehensive, Reliable, Data based, Realistic even in budgeting and the items required to be funded by the donors, Time bound and Clear about the contribution of the organization seeking for funds.
QUESTION
- Project Proposal Writing 3 1 Introduction Once A Potential Project Has Been Selected There Is Need To Source Or Negotia 1 (62.08 KiB) Viewed 34 times