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    Coming Back & Moving ForwardECA Alumni ConferenceJuly 13 16, 2010

    Grand HotelStella Di Mare, Ain Sokhna

    Writing Proposals

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    GENERAL REMARKS

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    A proposal is a crucial document:donors will decide whether or not tofinance your project based on what youhave written.

    Any proposal should reflect thoughtfulplanning

    W hat is a proposal?

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    I dentify the project idea

    Demand from the community

    Available resourcesNeeds as defined by experts

    Project

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    1. Make sure that you are addressing agenuine problem and that you are equippedfor it.

    2. Two-step approach:1. First define your project thoroughly and in a

    participatory approach,2. Then adapt your project proposal according

    to the targeted donor.

    Some recommendations

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    Getting started

    1. Problem analysis :identifying stakeholders, their key problems, constraints and

    opportunities, determiningcause and effect relationships.2. Analysis of objectives :

    developing objectives from theidentified problems, identifyingthe relationships between themeans and the ends.

    3. Analysis of the strategy :identifying the differentstrategies to achieveobjectives, determining themajor objectives (overallobjectives and projectpurpose or specific objective).

    4. Logframe : defining theproject structure, testing itsinternal logic and formulatingobjectives in measurableterms, determining means andcost.

    5. Activity planning :determining the sequence andthe relation between theactivities, estimating their

    duration , setting the mainstages in the process,assigning responsibility.

    6. Resources planning : fromthe activity schedule,developing the input scheduleand the budget.

    Analysis phase Planning phase

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    1. Problem analysis

    1. Identify the major problem faced bythe beneficiaries

    2. Develop a problem tree

    3. Identify the stakeholders affected inthe proposed project

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    How to proceed with problemanalysis ?

    Identify key problems existing within a givensituation (brainstorming)Select a starter problemLook for related problems to the starter problemEstablish hierarchy of causes and effects- problems which are directly causing the starter problem are

    placed below- problems which are direct effects of the starter problem are

    placed above

    Complete with all other problems accordinglyReview the diagram and verify its validity and

    completeness

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    Example of a good Objective

    Obj ective: The irrigation system is working

    The indicator should be SMART :

    S pecific = The irrigation pumps are functioning properly in theproject area

    Measura b le = 50 of the irrigation pumps are functioningproperly in the project areaAccepta b le = Is the indicator accepted by all the partners

    involved in the implementation of the project ?Relevant = Are the irrigation pumps the main problem?Time- b ound = 100% of the irrigation pumps are functioning

    properly in the project area at the end of the project

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    Activity-planning

    Plan of action

    Y a Y a y oont tc.

    ActivityActivity

    Activity

    Activity

    Activiti s

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    Resource-planning

    ear

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    Plan of ac ion

    Means: BudgetHumanresources

    Material/EquipmentTravel etc.

    eans/ udge

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    TIME FOR A SMALLGROUP EXERCISE!!

    GROUP W ORK

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    W R ITI NG PROJEC T PROPOSAL

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    Preliminary remarks

    P roposal = is often the only tool for thedonor to assess your project (e.g. rejectit or not)

    Write a proposal only when your projectidea is already well defined!

    Be sure to stick to the donors criteriaand values.

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    Select the right funding source

    D ONO R S MA ND ATE : Which donor hasa mandate compatible with your project ?1. ex. Humanitarian aid versus development

    (ECHO versus EuropeAid)2. ex. Refugees (ex. Austcare)

    D ONO RS PREFERE NC ES : What areyour potential donors preferences?

    Ex: Mines victims (Irish Aid)

    SELE CTION CRITERIA : How do donorsevaluate project proposals and are youlikely to be selected?

    Existence of an evaluation grid ? Consortium required?, etc

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    Follow a logical thread:Background -> P roblem -> Solution-> Sustainability

    Ensure internal coherence between:P roblem - Objectives - Means

    Many donors follow the LFA

    Package your project into anattractive proposal (1)

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    Coherence checklistDont leave a problem unsolvedDont identify objectives that do notcorrespond to a problemDont identify objectives for which you donthave appropriate meansDont propose activities that are not relatedto problems and objectivesDont list human resources that aredisproportionate to the objectives you aimto achieve

    Package your project into an

    attractive proposal (2)

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    Editing and layoutPay attention to the language :

    - Use simple language- Use future tenses- Be concise and logical- Avoid spelling mistakes- Find a catchy title

    Pay attention to the layout/ presentation :- Use your organizations logo on the first page- Use headers and footers- Clear titles and paragraphs- Break the monotony- Add table of contents- P rint on standard format paper

    Package your project into anattractive proposal (3)

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    1.

    Executive summary2 . Presentation of the organisation3 . Pro ject b ackground4 . Pro b lem statement5 . G oal and o bj ectives6 . B eneficiaries7 . Proposed methodology:

    P artnersP roject implementation

    ActivitiesRisks and assumptionsMeans

    8 . B udget9 . Monitoring and evaluation10. Sustaina b ility11. Annexes

    General structure

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    W hy is it important:

    It is the first thing that is read

    Sometimes, it is the only thingthat is read

    It can be used by the donor tocommunicate about your project

    1. Executive Summary

    1. Executivesummary

    2. P resentationof theorganisation

    3. P roject

    background4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

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    1. Executivesummary

    2. P resentationof theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

    1. Executive Summary

    Contents

    What do you propose to do?

    Where?

    Why?

    For whom?

    With whom?

    For how long?

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    1. Executive Summary

    DO :

    Write it only at the endDo it carefullyBe concise

    DON T :

    Cut and paste

    1. Executivesummary

    2. P resentationof theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

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    2. Presentation of the organisation

    W hy is it important?P urpose: to establish credibilityand image of a well-managed

    organization that meets criticalneeds in its area of work

    T ipsShould not be too longIf you are approaching a newdonor, attach in appendix apresentation brochure and/or the last activity report

    1. Executivesummary

    2 . Presentationof theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

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    2. Presentation of the organisation

    ContentsWho are you?P hilosophy/ mandate?

    History and significantinterventions/track recordExpertise in addressing theproblem/needOrganizational structure

    Major sources of support Affiliations/accreditations/linkages

    1. Executivesummary

    2 . Presentationof theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

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    3. Project Background

    ContentsWho took the initiative?Does the project fit into an existing

    development plan or programme?Is this the first phase of the project, or the continuation of an activity alreadyundergoing?If this is the case, which have been

    the main result of the previous phase?What studies have been done toprepare the project?Who else operates in this field?

    1. Executivesummary

    2. P resentationof theorganisation

    3 . Pro jectb ackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

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    3. Project Background

    T ipsYou need to demonstrate that :

    The project arises from the

    beneficiaries and/or the localpartnersYou know very well the localcontext

    You have the experience neededto run the project successfullyYou have been successful before

    1. Executivesummary

    2. P resentationof theorganisation

    3 . Pro jectb ackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

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    4. Problem Statement

    W hy is it important?Unless donors are convinced thatthere is a real problem, they willnot agree to disburse money for

    our project !T ips

    A good problem should:concern people

    be concrete and demonstratedbe solvablearise from a demandbe an emergency or priority

    1. Executivesummary

    2. P resentationof theorganisation

    3. P rojectbackground

    4 . Pro b lemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

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    4. Problem Statement

    ContentsDescription of the scope andmagnitude of the problemWhat are the immediate causesof the problem?What are the underlying causesof the problem?What are the effects of the

    problem?How does it affect people?Why does it have to beaddressed?Why now and not later?

    1. Executivesummary

    2. P resentationof theorganisation

    3. P rojectbackground

    4 . Pro b lemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

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    5. Goal and Objectives

    Goals (or overall objectives) :Describes the long-term goals, your project will contribute to.

    Project Purpose or SpecificObjective:

    Describes the objective of your project in response to the core

    problem.Expected Results:

    Describes the outputs or concreteresults of your project.

    1. Executivesummary

    2. P resentationof theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . G oal ando bj ectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

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    Objectives should be SMAR T :

    S pecific = they must meet the needs(problems) identifiedMeasura b le = they should bemeasured by concrete indicatorswhich should reflect the extent towhich they have been attainedAccepta b le = by all involved partners

    R elevant = they must be adequate tothe project socio-cultural environmentT ime- b ound = must be reached bythe end of the project

    1. Executivesummary

    2. P resentationof theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . G oal ando bj ectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

    5. Goal and Objectives

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    6. Beneficiaries

    ContentsClearly identify direct andindirect b eneficiaries :

    Directly receiving supportIndirectly benefitingHow many?Where?Characteristics?

    Specify how and at whatstage they will b e involved inthe project

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6 . B eneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring and

    evaluation10 . Sustainability11. Annexes

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    7 . Proposed Methodology

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . Proposed

    methodology8 . Budget9 . Monitoring and

    evaluation10 . Sustainability11. Annexes

    ContentsP artnersP roject implementation

    ActivitiesRisks and assumptionsMeans

    W hy is it important?Indicates how objectives willbe achieved

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    Partners:Clearly distinguish between mainpartners and other partners

    P rovide background information:Goals/philosophy?

    Area of intervention?Relationship with beneficiaries?Cooperation track-record?

    Role in the projectType of partnership you set upSpecify each partners role

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . Proposed

    methodology8 . Budget9 . Monitoring and

    evaluation10 . Sustainability11. Annexes

    7 . Proposed Methodology

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    Project implementation:Rationale for selecting a particular or unique methodology

    P roject implementation structure:roles and responsibilities of all theproject stakeholders

    T ipUse a chart to describe the project

    implementation structure

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . Proposed

    methodology8 . Budget9 . Monitoring and

    evaluation10 . Sustainability11. Annexes

    7 . Proposed Methodology

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    7 . Proposed Methodology

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . Proposed

    methodology8 . Budget9 . Monitoring and

    evaluation10 . Sustainability11. Annexes

    Activities:What will be done?How?By whom?Where?By when?

    T ipsBe as precise as possible

    Cluster activities by expectedresultUse a work plan to summarise

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    7 . Proposed Methodology

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . Proposed

    methodology8 . Budget9 . Monitoring and

    evaluation10 . Sustainability11. Annexes

    Example:Training:

    How many persons?For how long? Starting when?Which methodology will be used(seminars, in-house training, ad hoccourses, etc.)Why is the training necessary?Which new skills will the traineesacquire?

    Y Y7

    i i

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    7 . Proposed Methodology

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . Proposed

    methodology8 . Budget9 . Monitoring and

    evaluation10 . Sustainability11. Annexes

    Risks/Assumptions:Risks are external factors that couldpotentially jeopardise your project andare beyond the control of the projectmanagementAssumptions are what you aresupposing regarding those risks

    W hy is it important?

    It helps assess the factors which could jeopardise your projectIt helps examining the project for completeness and consistency

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    7 . Proposed methodology

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . Proposed

    methodology8 . Budget9 . Monitoring and

    evaluation10 . Sustainability11. Annexes

    Means:H uman resources :

    Explain the responsibilities andtasks of each key person in the

    project.Justify the need for expatriatepersonnel

    Material resources :Give an explanation of the most

    important budget linesJustify vehicles

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    8 . Budget

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology

    8 . B udget9 . Monitoring and

    evaluation10 . Sustainability11. Annexes

    ContentsBudget itself Budget explanations and

    justificationsT ips

    P repare it using your plan of actionDont inflate the budgetFollow carefully donorsrequirementsDisaggregate your budget for each year

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    9 . Monitoring& Evaluation

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring

    andevaluation

    10 . Sustainability11. Annexes

    W hy is it important?Monitoring: to assess whether your project activities are on track

    Evaluation: to assess whether your project is effective, efficient,has an impact, is relevant,sustainable

    ContentsWhat will be monitored and why?By whom?How often?Using which tools and methods?

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    10. Sustainability

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring and

    evaluation10. Sustaina b ility11. Annexes

    ContentsInstitutional sustainabilityTechnical sustainabilitySocio-cultural sustainabilityFinancial sustainability

    W hy is it important?Because donors want to be surethat their investment will not belost at the end of the project andthat you are already planning thephasing out of the project.

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    ContentsGlossaryMapsStatistics/ policy documentsP roof of registration and tax benefits

    for donorsFinancial statementComposition of Board of DirectorsList of major donors

    Annual report, brochures &publications

    Specific studies or evaluation reportsMemorandum of agreement withpartnersLetters of supportP icturesOthers...

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring and

    evaluation10 . Sustainability11. Annexes

    11. Annexes

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    11. Annexes

    T ipsRefer to the annexes (see annex

    xy) in the proposal, but....

    If something is cruciallyimportant, write it in the proposal!

    Add a table of content for theannexes

    Write the annex number on thetop of each page annex nxy Separate each annex by a

    coloured page

    1. Executivesummary

    2. P resentation of theorganisation

    3. P rojectbackground

    4 . P roblemstatement

    5 . Goal andobjectives

    6. Beneficiaries7 . P roposed

    methodology8 . Budget9 . Monitoring and

    evaluation10 . Sustainability11. Annexes

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    1. Cover letter (Use letterhead, mention project title, purpose, amount requested, contact person and list of enclosures)

    2 . Pro ject proposal:Title page with logoTable of contentsExecutive summaryDetailed proposalAnnexes

    3 . Requested attachments(Submit all documents requested by the donor which arenot already included in the annexes)

    Proposal package

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    Ask someone exterior to the project to read it before any

    submission to a donor.

    Final recommendation

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    Potential Donors ListG overnmental Agencies

    USAID, USA

    U.S. Embassy

    GTZ, Germany

    DFID, Great-Britain

    NORAD, Norway

    DANIDA, Denmark AUSAID, Australia

    Swiss Fund

    CCFC, French Cultural Center

    DGCD, Belgium

    European Commission

    The Integrated Care Society-ICS

    Egyptian Council for Mother &Childhood

    International Agencies

    Ford Foundation

    Aga Khan Trust

    UNDP

    UNESCO

    FAO

    National Foundations

    Sawiris Foundation

    Citadel

    Mohamed Farid Khamis Foundation-MFK

    Al Alfi Foundation

    Mohamed Rachid Charity Association

    SEKEM Development Foundation -SDF

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    Stay in touch!

    AMIDEAST CAIRO, 23 Mossadakn St., Dokki Giza ALEXANDRIA, American Cultural Center,

    P harana St. anaguib@amideast,org

    WWW .AM I DEAS T .ORG

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