Project Proposal Formulation Reflection What is your experience

Project Proposal Formulation

Reflection What is your experience /Challenges / gaps in project proposal writing?

Before you begin… �Define the purpose, objective and scope of work to focus �Find out in advance what sources of funding is available which matches your purpose, mission, goal and objective �Read or request the funding guidelines and directions carefully �Make sure that you have enough time , to prepare the proposal

…before you begin �Make sure you have the staff expertise and resource to implement the program �Understand what is expected of you from the funder in exchange for the support �If possible , discuss your proposed program with the funder before writing the proposal �Consider collaborating with other organizations

Components of a project proposal Cover Letter 2. Proposal Title 3. Executive summary 4. Organization/agency information 5. Problem/need statement 6. Project goal and objective (s) 1. 7. Project outputs 8. Project strategies and activities 9. Project inputs 10. Project organization and implementation 11. Project monitoring and evaluation 12. Budget 13. Project phase out strategy and sustainability

Introduction/Organization Information �History, mission and goal �Past and current Programs and accomplishments �Collaborating with other organizations �The target population and experience � Area expertise relevant to the proposed project with organizational structure �Discussion of why the organization qualified to carry the proposed project

Need/problem statement �Shows why Covers: - the proposed project is needed WHO-Who are the people with the need? /target population? WHERE-Where are the people? WHEN- When is the need/problem evident? WHAT-What is the need/problem? WHY-Why does this need occur?

…need/problem EVIDENCE OF THE PROBLEM �support your claim using live examples, references, research data and press articles. SO WHAT �What are the consequences of meeting and not meeting the need/solving the problem? �How is the need linked with your project or organization ?

To write the problem /need statement /justification of need �State the problem using facts and figures �Use statistics that are clear and support your argument �Make sure documented � all data collection is well If possible use touching stories �Limit the explanation of the problem to your geographic focus area

What funders look in the problem statement �A proposed project that address a real and compelling need or that can make a difference. �A clearly defined target population which indicate risk behavior, need and segment. �Solid local and current evidence that supports the nature and extent of the problem in your proposal. �A clear match between your proposal’s problem and the funder priorities.

Project Objectives Include: ◦ Key areas the project needs to change (what) ◦ Target group to be involved in the change (who) ◦ The direction of change ◦ Degree or amount of change required (by how much) ◦ The deadline to reach the degree of change (when)

In general, all Objectives should �Be directly related to the project goal �Begin with the work “to” followed by an action verb (Decrease, Increase, Strengthen, Improve, enhance) �Specify only one major result per objective �Be SMART (Specific, Measurable, Achievable, Realistic and Time bounded)

Project Outputs �Are immediate results that we achieve soon after the completion of the project �Based on the objectives of the project �Directly linked to the project

Project Strategies and activities Strategies �Strategies are broad concepts under which activities are placed. �Capacity-building/ awareness raising and Advocacy �Victim Support Strategy �Micro-finance and CBO development Strategy �Participatory Infrastructure Development Strategy

Project activities �Relate the activities to the objectives and problem �Explain activities the rationale for choosing the �Build various phases of activities on one another �Include a time line - work plan

Project activities… �Activities can include: � Training, workshops, street shows, rallies �Conferences, meetings, articles, publications �Establishing shelter homes, counseling, legal support �Forming cooperatives

Project Inputs �Human resources �Material requirements �Financial �Time resources requirements

Project Organizaion and Management �Organizational �Project structure location decentralized) (head quarter and or �Organizations involved �Relationships and responsibilities of collaborating agencies � Permanat, occational, contractual or informal

Monitoring and Evaluation Plan �Who should monitor and evaluate �What to monitor and evaluate �When �How to monitor and evaluate �Resource requirements

What funders look in the Evaluation plan �The evaluation plan flows logically from the objectives specified in the work plan �Your evaluation plan promises to provide solid evidence of your project’s effectiveness �The evaluation plan is detailed and specific �The evaluation plan is realistic and feasible

Writing the Proposal Cover letter �Quickly gain the readers attention �Show why the funder should interested in your proposal �Convey be the importance and urgency of your project �Make it look good and short

Executive summary �The name and description of your organization �The target population �A brief statement of the problem �A short description of the proposed project � Amount of funding requested

What funders look for in the Budget �A clear match between proposed activities and proposed expenditures �Reasonable and realistic estimates of expected costs �Adequate justification for all expenditures �Appropriate �Accuracy staffing of project

Project phase out strategy and sustainability �Include local institution and communities to takeover the project �Shows how the project will be supported in the future if it continues �Shows long term vision and funding plan for the project