proposal writing workshop(ahmed nagib)
TRANSCRIPT
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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?
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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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