Coming Back & Moving Forward

ECA Alumni Conference

July 13 – 16, 2010
Grand Hotel
Stella Di Mare, Ain Sokhna

Writing Proposals

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GENERAL REMARKS

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 What is a proposal?

 A proposal is a crucial document:

donors will decide whether or not to
finance your project based on what you
have written.

 Any proposal should reflect thoughtful

planning

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 Identify the project idea

Demand from the community

Project

Needs as defined by experts Available resources

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 Some recommendations…
1. Make sure that you are addressing a
genuine problem and that you are equipped
for 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.

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 Getting started
Analysis phase
1. Problem analysis:
identifying stakeholders, their
key problems, constraints and
opportunities, determining
cause and effect relationships.
2. Analysis of objectives:
developing objectives from the
identified problems, identifying
the relationships between the
means and the ends.
3. Analysis of the strategy:
identifying the different
strategies to achieve
objectives, determining the
major objectives (overall
objectives and project purpose
or specific objective).
Planning phase
4. Logframe: defining the
project structure, testing its
internal logic and formulating
objectives in measurable
terms, determining means and
cost.
5. Activity planning:
determining the sequence and
the relation between the
activities, estimating their
duration , setting the main
stages in the process,
assigning responsibility.
6. Resources planning: from
the activity schedule,
developing the input schedule
and the budget.
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 1. Problem analysis

1. Identify the major problem faced by

the beneficiaries

2. Develop a problem tree

3. Identify the stakeholders affected in

the proposed project

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 How to proceed with problem
analysis ?
 Identify key problems existing within a given situation
(brainstorming)
 Select a starter problem
 Look for related problems to the starter problem
 Establish 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 accordingly
 Review the diagram and verify its validity and
completeness

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 Example of a good Objective
Objective: The irrigation system is working

The indicator should be « SMART »:

 Specific = The irrigation pumps are functioning properly in the
project area
 Measurable = 50 of the irrigation pumps are functioning
properly in the project area
 Acceptable = Is the indicator accepted by all the partners
involved in the implementation of the project ?
 Relevant = Are the irrigation pumps the main problem?
 Time-bound = 100% of the irrigation pumps are functioning
properly in the project area at the end of the project

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 Activity-planning

Activities

Plan of action
Yea r Yea r 1 By whom?
Mo nth 1 2 3 4 5 6 etc.
Activity 1
Activity 2
Activity 3
Activity 4

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 Resource-planning
Plan of action
Year Year 1 By whom?
Month 1 2 3 4 5 6 etc.
Activity 1
Activity 2
Activity 3
Activity 4
Means/Budget

Means: Budget
Human
resources
Material/
Equipment
Travel etc.

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GROUP WORK

TIME FOR A SMALL

GROUP EXERCISE!!

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WRITING PROJECT
PROPOSAL

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 Preliminary remarks

 Proposal = is often the only tool for the

donor to assess your project (e.g. reject
it or not)

 Write a proposal only when your project

idea is already well defined!

 Be sure to stick to the donor’s criteria

and values.

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 Select the right funding source
 DONOR’ S MANDATE: Which donor has
a mandate compatible with your project ?
1. ex. Humanitarian aid versus development
(ECHO versus EuropeAid)
2. ex. Refugees (ex. Austcare)

 DONOR’S PREFERENCES: What are

your potential donors preferences?
– Ex: Mines victims (Irish Aid)

 SELECTION CRITERIA: How do donors

evaluate project proposals and are you
likely to be selected?
– Existence of an evaluation grid ?
– Consortium required?, etc… 15
Package your project into an
attractive proposal (1)
 Follow a logical thread:
Background -> Problem -> Solution
-> Sustainability

 Ensure internal coherence between:

Problem - Objectives - Means

 Many donors follow the LFA

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 Package your project into an
attractive proposal (2)
Coherence checklist
 Don’t leave a problem unsolved
 Don’t identify objectives that do not
correspond to a problem
 Don’t identify objectives for which you don’t
have appropriate means
 Don’t propose activities that are not related
to problems and objectives
 Don’t list human resources that are
disproportionate to the objectives you aim
to achieve
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Package your project into an
attractive proposal (3)
Editing and layout
 Pay 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 organization’s logo on the first page
- Use headers and footers
- Clear titles and paragraphs
- Break the monotony
- Add table of contents
- Print on standard format paper
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 General structure
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement
5. Goal and objectives
6. Beneficiaries
7. Proposed methodology:
Partners
Project implementation
Activities
Risks and assumptions
Means
8. Budget
9. Monitoring and evaluation
10. Sustainability
11. Annexes
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 1. Executive Summary

1. Executive
summary
2. Presentation
of the
Why is it important:
organisation
3. Project
background
4. Problem
 It is the first thing that is read
statement
5. Goal and
objectives  Sometimes, it is the only thing
6. Beneficiaries
that is read…
7. Proposed
methodology
8. Budget
9. Monitoring  It can be used by the donor to
and
evaluation communicate about your
10. Sustainability project
11. Annexes

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 1. Executive Summary

1. Executive

Contents
summary
2. Presentation
of the
organisation
3. Project
background  What do you propose to do?
4. Problem
statement
5. Goal and
 Where?
objectives
6. Beneficiaries
 Why?
7. Proposed
methodology  For whom?
8. Budget
9. Monitoring  With whom?
and
evaluation
10. Sustainability
 For how long?
11. Annexes

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 1. Executive Summary
1. Executive
summary

DO :
2. Presentation
of the
organisation
3. Project
background
4. Problem
 Write it only at the end
statement
5. Goal and
 Do it carefully
objectives
6. Beneficiaries
 Be concise
7. Proposed

DON’T :
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability  Cut and paste
11. Annexes

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2. Presentation of the organisation

Why is it important?
1. Executive
summary
2. Presentation
of the  Purpose: to establish credibility
organisation
3. Project and image of a well-managed
background
4. Problem
organization that meets critical
statement needs in its area of work
5. Goal and
objectives
6. Beneficiaries Tips
7. Proposed
methodology  Should not be too long
8. Budget  If you are approaching a new
9. Monitoring
and donor, attach in appendix a
evaluation
10. Sustainability presentation brochure and/or
11. Annexes the last activity report
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2. Presentation of the organisation

1. Executive
summary Contents
2. Presentation
of the
 Who are you?
organisation
3. Project
 Philosophy/ mandate?
background  History and significant
4. Problem
statement interventions/track record
5. Goal and
objectives
 Expertise in addressing the
6. Beneficiaries problem/need
7. Proposed
methodology
 Organizational structure
8. Budget  Major sources of support
9. Monitoring
and  Affiliations/accreditations/
evaluation
10. Sustainability
linkages
11. Annexes

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 3. Project Background

Contents
1. Executive
summary
2. Presentation
of the  Who took the initiative?
organisation
3. Project
 Does the project fit into an existing
background development plan or programme?
4. Problem
statement  Is this the first phase of the project, or
5. Goal and
objectives the continuation of an activity already
6. Beneficiaries undergoing?
7. Proposed
methodology  If this is the case, which have been
8. Budget
the main result of the previous phase?
9. Monitoring
and  What studies have been done to
evaluation
10. Sustainability prepare the project?
11. Annexes  Who else operates in this field?

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 3. Project Background
1. Executive
summary Tips
2. Presentation
of the You need to demonstrate that :
organisation
3. Project  The project arises from the
background
4. Problem beneficiaries and/or the local
statement
5. Goal and partners
objectives
6. Beneficiaries
 You know very well the local
7. Proposed
methodology
context
8. Budget  You have the experience needed
9. Monitoring
and to run the project successfully
evaluation
10. Sustainability  You have been successful before
11. Annexes

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 4. Problem Statement

1. Executive Why is it important?

summary
2. Presentation
Unless donors are convinced that
of the
organisation
there is a real problem, they will
3. Project not agree to disburse money for
background
4. Problem our project !
statement
5. Goal and
Tips
objectives A “good” problem should:
6. Beneficiaries
7. Proposed  concern people
methodology
 be concrete and demonstrated
8. Budget
9. Monitoring  be solvable
and
evaluation  arise from a demand
10. Sustainability  be an emergency or priority
11. Annexes

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 4. Problem Statement

1. Executive
summary Contents
2. Presentation
of the
 Description of the scope and
organisation magnitude of the problem
3. Project
background  What are the immediate causes
4. Problem
statement
of the problem?
5. Goal and  What are the underlying causes
objectives
6. Beneficiaries of the problem?
7. Proposed
methodology
 What are the effects of the
8. Budget problem?
9. Monitoring
and
 How does it affect people?
evaluation  Why does it have to be
10. Sustainability
11. Annexes addressed?
 Why now and not later?
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 5. Goal and Objectives

1. Executive
summary Goals (or overall objectives):
2. Presentation
of the Describes the long-term goals, your
organisation
3. Project
project will contribute to.
background
4. Problem Project Purpose or Specific
statement
5. Goal and Objective:
objectives
6. Beneficiaries
Describes the objective of your
7. Proposed project in response to the core
methodology
8. Budget problem.
9. Monitoring
and
evaluation
Expected Results:
10. Sustainability Describes the outputs or concrete
11. Annexes
results of your project.
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 5. Goal and Objectives

1. Executive Objectives should be SMART:

summary
2. Presentation
of the
 Specific = they must meet the needs
organisation (problems) identified
3. Project
background  Measurable = they should be
4. Problem
statement measured by concrete indicators
5. Goal and
objectives
which should reflect the extent to
6. Beneficiaries which they have been attained
7. Proposed
methodology  Acceptable = by all involved partners
8. Budget
9. Monitoring
 Relevant = they must be adequate to
and
evaluation
the project socio-cultural environment
10. Sustainability  Time-bound = must be reached by
11. Annexes
the end of the project
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 6. Beneficiaries

Contents
1. Executive
summary
2. Presentation of
the  Clearly identify direct and
organisation
3. Project indirect beneficiaries:
background
4. Problem
• Directly receiving support
statement • Indirectly benefiting
5. Goal and
objectives • How many?
6. Beneficiaries
• Where?
7. Proposed
methodology • Characteristics?
8. Budget
9. Monitoring and
evaluation
 Specify how and at what
10. Sustainability stage they will be involved in
11. Annexes
the project

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 7. Proposed Methodology
1. Executive
summary
2. Presentation of
Contents
the
organisation  Partners
3. Project
background
 Project implementation
4. Problem  Activities
statement
5. Goal and
 Risks and assumptions
objectives
6. Beneficiaries
 Means
7. Proposed
methodology
8. Budget Why is it important?
9. Monitoring and
evaluation
 Indicates how objectives will
10. Sustainability be achieved
11. Annexes

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 7. Proposed Methodology
Executive
Partners:
1.
summary
2. Presentation of
the  Clearly distinguish between main
organisation
3. Project partners and other partners
background
4. Problem
 Provide background information:
statement  Goals/philosophy?
5. Goal and
objectives  Area of intervention?
6. Beneficiaries  Relationship with beneficiaries?
7. Proposed
methodology  Cooperation track-record?
8. Budget  Role in the project
9. Monitoring and
evaluation  Type of partnership you set up
10. Sustainability
11. Annexes
 Specify each partner’s role

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 7. Proposed Methodology
1. Executive
summary Project implementation:
2. Presentation of
the
 Rationale for selecting a particular
organisation
3. Project
or unique methodology
background
4. Problem
statement  Project implementation structure:
5. Goal and
objectives roles and responsibilities of all the
6. Beneficiaries project stakeholders
7. Proposed
methodology
8. Budget
9. Monitoring and Tip
evaluation
10. Sustainability
Use a chart to describe the project
11. Annexes implementation structure

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 7. Proposed Methodology
Executive
Activities:
1.
summary
2. Presentation of
the
 What will be done?
organisation  How?
3. Project
background  By whom?
4. Problem  Where?
statement
5. Goal and
 By when?
Tips
objectives
6. Beneficiaries
7. Proposed
methodology
 Be as precise as possible
8. Budget  Cluster activities by expected
9. Monitoring and
evaluation result
10. Sustainability
11. Annexes
 Use a work plan to summarise

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 7. Proposed Methodology
Executive
Example:
1.
summary
2. Presentation of
the Training:
organisation  How many persons?
3. Project
background  For how long? Starting when?
4. Problem  Which methodology will be used
statement (seminars, in-house training, ad hoc
5. Goal and
objectives
courses, etc.)
6. Beneficiaries
 Why is the training necessary?
7. Proposed  Which new skills will the trainees
methodology acquire?
8. Budget Yea r Yea r 1
9. Monitoring and Mo nt h 1 2 3 4 5 6 7
evaluation Activity 1
10. Sustainability Activity 2
11. Annexes Activity 3
Activity 4

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 7. Proposed Methodology
Executive
Risks/Assumptions:
1.
summary
2. Presentation of
the
 Risks are external factors that could
organisation potentially jeopardise your project and
3. Project are beyond the control of the project
background
4. Problem management
statement  Assumptions are what you are
5. Goal and
objectives supposing regarding those risks
6. Beneficiaries
7. Proposed
methodology
Why is it important?
8. Budget
 It helps assess the factors which could
9. Monitoring and jeopardise your project
evaluation
10. Sustainability
 It helps examining the project for
11. Annexes completeness and consistency

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 7. Proposed methodology
1. Executive
summary Means:
2. Presentation of
the
 Human resources:
organisation  Explain the responsibilities and
3. Project tasks of each key person in the
background
project.
4. Problem
statement  Justify the need for expatriate
5. Goal and personnel
objectives
6. Beneficiaries  Material resources:
7. Proposed
methodology  Give an explanation of the most
8. Budget important budget lines
9. Monitoring and  Justify vehicles
evaluation
10. Sustainability
11. Annexes

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 8. Budget

Contents
1. Executive
summary
2. Presentation of
the  Budget itself
organisation
3. Project
 Budget explanations and
background
4. Problem
justifications
statement
5. Goal and
Tips
objectives  Prepare it using your plan of
6. Beneficiaries
7. Proposed
action
methodology  Don’t inflate the budget
8. Budget
9. Monitoring and  Follow carefully donor’s
evaluation
10. Sustainability
requirements
11. Annexes  Disaggregate your budget for
each year
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 9. Monitoring& Evaluation

Why is it important?
1. Executive
summary
2. Presentation of
the  Monitoring: to assess whether
organisation
3. Project
your project activities are on track
background  Evaluation: to assess whether
4. Problem
statement your project is effective, efficient,
5. Goal and
objectives
has an impact, is relevant,
6. Beneficiaries sustainable…
Contents
7. Proposed
methodology
8. Budget
9. Monitoring
 What will be monitored and why?
and
evaluation
 By whom?
10. Sustainability
 How often?
11. Annexes  Using which tools and methods?
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 10. Sustainability

Contents
1. Executive
summary
2. Presentation of
the  Institutional sustainability
organisation
3. Project
 Technical sustainability
background  Socio-cultural sustainability
4. Problem
statement
 Financial sustainability
5. Goal and
objectives Why is it important?
6. Beneficiaries
7. Proposed Because donors want to be sure
methodology
8. Budget
that their investment will not be
9. Monitoring and lost at the end of the project and
evaluation
10. Sustainability
that you are already planning the
11. Annexes phasing out of the project.

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 11. Annexes

1. Executive Contents
summary  Glossary
2. Presentation of
the  Maps
organisation  Statistics/ policy documents
3. Project  Proof of registration and tax benefits
background
4. Problem
for donors
statement  Financial statement
5. Goal and  Composition of Board of Directors
objectives  List of major donors
6. Beneficiaries  Annual report, brochures &
7. Proposed
methodology publications
8. Budget  Specific studies or evaluation reports
9. Monitoring and  Memorandum of agreement with
evaluation partners
10. Sustainability  Letters of support
11. Annexes
 Pictures
 Others...
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 11. Annexes

Tips
1. Executive
summary
2. Presentation of
the  Refer to the annexes (see annex
organisation
3. Project xy) in the proposal, but....
background
 If something is crucially
4. Problem
statement
5. Goal and
important, write it in the proposal!
objectives  Add a table of content for the
6. Beneficiaries
7. Proposed annexes
methodology
8. Budget
 Write the annex number on the
9. Monitoring and
evaluation top of each page “annex n°xy”
10. Sustainability  Separate each annex by a
11. Annexes
coloured page
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 Proposal package
1. Cover letter
(Use letterhead, mention project title, purpose, amount
requested, contact person and list of enclosures)
2. Project proposal:
•Title page with logo
•Table of contents
•Executive summary
•Detailed proposal
•Annexes
3. Requested attachments
(Submit all documents requested by the donor which are
not already included in the annexes)

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 Final recommendation

 Ask someone exterior to the

project to read it before any
submission to a donor.

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 Potential Donors’ List
Governmental Agencies International Agencies National Foundations
• USAID, USA •Ford Foundation •Sawiris Foundation
• U.S. Embassy •Aga Khan Trust •Citadel
• GTZ, Germany •UNDP •Mohamed Farid Khamis Foundation-
MFK
• DFID, Great-Britain •UNESCO
•Al Alfi Foundation
• NORAD, Norway • FAO
•Mohamed Rachid Charity Association
• DANIDA, Denmark
•SEKEM Development Foundation -SDF
• AUSAID, Australia
• Swiss Fund
• CCFC, French Cultural Center
• DGCD, Belgium
• European Commission
• The Integrated Care Society-
ICS
• Egyptian Council for Mother
&Childhood

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 Stay in touch!

 AMIDEAST
– CAIRO, 23 Mossadakn St., Dokki Giza
– ALEXANDRIA, American Cultural Center,
Pharana St. anaguib@amideast,org

WWW.AMIDEAST.ORG

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