WHAT SHOULD BE INCLUDED IN A CONCEPT PAPER?

Reference Guide

The Basics

Important:
A Concept Paper when developed is not a vague exploration of an idea. It is assumed that you have already
thought through your proposed project – including a budget – and are just presenting an abbreviated description.

While there is no standard format for a Concept Paper, generally the following information is given:

1. Name of the Organization

2. Title of the Proposed Project
3. Potential Donor
4. Context (not more than 300 words)
5. Rationale for the Proposed Project
6. Project Goals and Objectives
7. Project Strategy/ Listing of Project Activities
8. Expected Results
9. Innovation: How different it is for other or earlier projects?
10. Organizational Background, including the expertise and experience.
11. Budget Estimate

Complete Contact Information of your organization along with the name of the Contact Person.

The Key Elements of The Concept Paper

The fundamental elements of a Concept Paper are project vision, project scope, project targets, timeline
and milestones and project management. Let’s look at them individually.

Project Vision
The first section of the Paper articulates the purpose and objectives of the project and defines the
specific problem to be solved. It should define the strategic business issues involved and explain how the
project will contribute to solving them (that’s why the project sponsor is often a senior manager).

It is the job of the project leader to listen not only to the sponsor, but to all stakeholders, fully
understanding and clarifying the purpose, making the business requirements explicit, gathering data,
comparing, debating, evaluating internal capabilities and knowledge base, identifying critical gaps,
assessing disruptive factors and obstacles etc.

The project vision could begin with some background information and a brief history of the topic at
hand, its relevance to the company, and the main reasons behind the new project based on current
needs. It should contain the information necessary to get started.

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Understanding the project relevance to the customer and the business can be done by multiple ways,
but here are some specific questions that can help: what is the background and historical data on this
topic? What is current situation? What is the business need? Who are the potential areas/people
involved? What interests and frustrates them? What problem are we trying to solve? Can we define the
processes involved? Do we have performance indicators for this topic? What are emerging as possible
disruptive factors?

A good way to deeply understand the problem is, of course, direct observation and engagement. This
implies going to the areas involved, often drawing a process map to grasp the current state and the main
problems and to see what the potential improvements are.

A vision statement for the project – a simple, short phrase – can make the vision easily understood by all
those involved, capturing their imagination.

Project Scope
The Concept Paper should next define the project scope, the specific flow of activities involved, the
organizational boundaries as well as the end-to-end processes. Framing the project properly is the
responsibility of the sponsor but the project leader can typically improve and refine this section. The
areas and functions that must be directly involved and the ones that could bring some assistance and
support will also be agreed upon at this stage.

Clarifying once again what the project is (and what it is not) helps to focus the team’s effort, avoiding
possible reshuffling, rework, or other problems during execution. As different stakeholders try to
contribute to the project with their often-conflicting opinions, guaranteeing alignment and focus
throughout the project is critical.

Project Targets
Once the project’s vision and scope are clear, the next step should be defining specific quantitative
targets. A few critical Key Performance Indicators (KPIs) should be established, the current performance
level defined whenever possible, together with the future performance level expected at a given time.
KPIs should reflect the desired state for the project.

The definition of ranges instead of specific targets can be useful when the project is focused on systemic
gains rather than point improvements. As the project evolves, using such range-based targets also
allows us to analyze trade-offs between different factors. 

Timeline & Milestones

The project’s timeline (the cadence of the work) is defined by a number of key deliveries (milestones) –
the fundamental steps in the process (they should be tied to specific dates) upon which the success of
the project depends.

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A project milestone is a special event that represents a point in time that marks the expected
completion of certain activities and tasks. Milestones (there could be between three and eight in a
typical project) make progress visible, expose problems and represent the conclusion of a learning cycle
(and thus a good time for reflection). They help manage the flow of the work (if there are gaps, it is
necessary to establish the proper countermeasures) and synchronize different functions and areas.

By clearly showing if the project is on time, milestones guarantee the timeline is followed. They move
the project forward by working like “pulling events” that ensure that activities are performed and that
critical decisions are made based on what we learned from the activities.

Project Management: Methods and Techniques, Roles and Responsibilities

At this stage, the Concept Paper can detail how the project is going to be managed through different
methods and techniques, as well as the final team, with roles and responsibilities laid out for each
person (including senior-management sponsors and key stakeholders, support functions personnel,
etc.). The project management part of the Concept Paper also covers personnel allocation (particularly
important in complex projects) and synchronizes efforts across different functions.

Normally, to visualize some of the main elements of the Concept Paper (vision and targets above all, but
also the milestones) and bring transparency to the process, Your organization can use visual
representations of your project such as schedules, diagrams, drawings and metrics.

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Vision/Strategy Room
Visual Aids in a dedicated room using Oobeya or PMI´s Work Breakdown Structure and precedence
diagrams makes the work visual, turns progress visible and exposes problems. It should be a live work
area in which people are engaged to take the right actions and decisions in a teamwork environment,
where information flows smoothly, where new ideas are generated and displayed, where learning and
reflection are facilitated, and where thinking becomes natural.
A help chain for your project should be established, with the sequence and timeframe of the support
required, as or if problems emerge that can’t be solved directly by the project leader and the team.
A daily management routine can be established in this space to guarantee discipline in execution and to
ensure emerging issues are tackled as soon as they appear (and management in your organization must
ensure enough resources are available where necessary). A standardized approach to solving problems
is a good thing to have and will make your proposed approach a stronger candidate for funding
consideration.

Other possible key elements

Additional elements defined in the Concept Paper could include:
● Major risks and challenges
● Connections with other projects
● Specific assumptions and definitions about the business implications
● Support-function requirements

A Product of Thorough Study and Deep Learning 

Preparing the Concept Paper requires the project leader to learn about the subject matter, asking the
right questions to obtain the right data and facts. This exercise creates a profound knowledge and
understanding of the problem to be solved.

The writing phase can take weeks or even months, as it requires research, data collection, consultation,
reflection, and multiple discussions with key stakeholders. The Concept Paper will then serve as the
basis for further productive dialogue during the various stages of implementation of the project, as
definitions and knowledge will be tested, challenged, and sometimes revisited. And because the thinking
becomes increasingly clear, it is obvious that the Concept Paper goes hand in hand with leadership
development.

Why the Concept Paper Helps You Succeed 

There is more to the Concept Paper than just providing clarity in the approach we are using to carry out
a project. Another important contribution to the success of the project is the alignment the Concept
Paper creates between organizational functions and areas from the very beginning. It might take long to
write a good Concept Paper, but once ready it will ensure smooth sailing and facilitate teamwork.
Another great characteristic of the Concept Paper is its flexibility: as the project evolves (things rarely go
as planned), the document evolves with it. In fact, the Concept Paper should  be adjusted over time,

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based on the evidence and the lessons learned we gather during execution. (A good time to revise it is
the completion of a milestone.)

Writing your Concept Paper - Techniques

When preparing for formal review, use your words smartly. Write as if you are making a logical,
persuasive argument based on need and capacity to meet that need rather than selling something.
Avoid generic boilerplate phrasing, jargon, boosterism, and flowery subjective statements that can’t be
supported by facts or others’ statements. Only if the concept Paper is not being submitted for a
competitive “Request for Award” (RFA), you may ask a funding entity’s program officer or senior staff
member with whom you are in contact to review a final draft version before it is submitted formally.
This can enhance significantly the prospect of a serious review of your application.
A Concept Paper is a timesaver as it allows the reviewer to assess quickly what the project entails, what
resources might be needed or helpful, who might be collaborators, and if submitted for formal review, it
shows whether or not there is a good match between the funding entity’s interests and your proposed
project.

Contents
A Concept Paper becomes a condensed version of a proposal. You are giving the highlights of the same
information in much the same order. For example, where you might use a page to cover an executive
summary, in a Concept Paper you do it in a paragraph.
Concept Papers generally are 3-5 pages. When you are no required to follow specific guidelines, most
Concept Papers will generally follow this format:

1) Opening Paragraph
● This serves as your summary statement.
● It should be able to stand alone. If the reviewer reads nothing else, they should know what you
want to do from reading this paragraph. Make it clear what you want the reader to know.
● Answer the following: who wants to do what? How much is being requested? Is this a portion of
a larger project cost? Over what period is money being requested?
● You will want to identify if you are responding to an RFCP (request for concept papers) or to
make the connection between the funding entity’s interests and your project.

2) Statement of Need (1-2 paragraphs)

● This section answers the "why" of the project.
● Explain what issue you are addressing.
● Explain why you have chosen to respond to this set of issues in the way that you have.
● State briefly why your proposed project matters in the area in which you will be working.
● Note specifically the population and number which benefits.
● Make sure you can indicate the public good achieved and the value to be gained by you and the
university.

3) Project activity (this will be the bulk of your letter)

● This section answers the "what" and "how" of the project.
● Give a general overview of the activities involved. Give more detailed information to the degree
that space allows.
● Highlight why your approach is novel and deserving of the special attention.

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 ● Indicate if there will be collaboration with other organizations and what their roles will be. Be
specific about who does what.

4) Outcomes (1-2 paragraphs; you can put this before or after the discussion of activities)
● State what will be the specific outcomes achieved.
● Indicate how evaluation is part of the project – how will you know you’ve achieved these
outcomes?
● Have you considered both formative and summative assessments?

5) Credentials (1-2 paragraphs)

● Demonstrate why your team, or you are best equipped to carry out this activity.
● Put any historic background about the institution and your own professional preparation for this
project here.

6) Budget (1-2 paragraphs)

● State what the total project cost will be and how much of that you would be requesting. Indicate
broad categories of activities to be funded.
● Include any other sources of funding, both cash and in-kind. Do not overlook the value of all in-
kind components, especially percent time salary contributions – including those of your
collaborators.

7) Closing (1 paragraph)
● Offer to give any additional information someone might need.
● Give a contact name and contact information for follow-up. Indicate if one person is the
administrative contact and another is the program contact.
● Express appreciation for the reader’s attention or the opportunity to submit if it is in response to
a Request for Concept Papers (RFCP).
● Ask, "May We submit a full proposal?"

Tips and Advice from a Contracting Officer

● Every word and idea on your Concept Paper should serve a purpose and be carefully written.
● You have three to five pages to impress the funding entity. You do not need an essay about your
wonderful history unless it is pertinent to your approach to the problem you propose to
address.
● While the ideas on a Concept Paper can grab attention, the devil—as the old German saying
goes—does reside in the details of form, structure, grammar, and overall presentation. In other
words, the concept note is about great ideas—and attention to detail.
● If the RFCP ask for five specific things, don’t skip numbers three and four but add on information
not requested as a number six or seven.
● The presentation of the Concept Paper tells a lot about what kind of partner you would be. If the
application is filled with typos, misspellings, or the numbers don’t add up, this can lead to a
negative interpretation from the beginning. If your Concept Paper is not professionally
presented, your chances could be greatly diminished.

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Benefits
Quality sex education promotes positive health-seeking behaviors by raising awareness about different
aspects of sexuality, behaviors and risks. It also reduces risky sexual behaviors, increases knowledge
and use of contraception, and helps protect adolescents and teenagers from HIV by fostering more
positive attitudes toward SRH. Additionally, it can lessen young adults' propensity to violence by
encouraging gender-equitable norms, self-confidence, bodily integrity, and negotiation skills. Therefore,
can lead to better prevention of STDs and unwanted pregnancies. Furthermore, it promotes responsible
family planning and decreases the risks associated with unsafe sex. Youth need and have the right to
comprehensive information about their sexual and reproductive health. CSE is comprehensive in that it
offers an understanding of sexual and reproductive health and rights (SRHR) in the wider
context of young people’s lives in order to equip them with the information and life skills they
need to make informed decisions, enjoy their sexuality, mitigate vulnerabilities, and to protect
their health, well-being, and rights.

 Enables positive health-seeking behaviors by increasing knowledge about different aspects

of sexuality, behaviors and risks.
 Reduces risky sexual behaviors, increases knowledge and use of contraception and can
protect adolescents and young people from HIV by improving attitudes related to SRH.
 Can reduce adolescent and youth vulnerabilities to violence by promoting bodily integrity,
self-confidence and negotiation skills, and gender-equitable norms.

To help address issues, like overpopulation, high rates of teen pregnancy and the rise of HIV, the
Philippines is gradually implementing sex education and accessibility to contraceptives.

The Philippines passed the Responsible Parenthood and Reproductive Health Act of 2012 (RH Act) after
a 14-year wait. Through the act, the government integrated sex education into the public school
curriculum for students ages 10 to 19. The Philippines also gave funding for free or subsidized
contraceptives at health centers and public schools.
The government passed the RH Act in response to the many health issues impacting the country, such as
infant mortality, pregnancy-related deaths and a rise in HIV/AIDS cases. Moreover, teen pregnancies in
the Philippines are common, where 9% of women between the ages of 15 and 19 start child bearing.
Lack of knowledge about reproductive health is significantly associated with poverty, especially in regard
to overpopulation. Therefore, the RH Act aims to help the population make informed decisions about their
reproductive health. It provides more equal access to sex education, while also ensuring that the
government reaffirms its commitment to protecting women’s reproductive rights, providing
accessible family planning information, and hiring skilled maternal health professionals to work in both
urban and rural areas of the Philippines.

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In 2019, Save the Children Philippines — an organization with the purpose of supporting Filipino children
— advocated for the Teenage Pregnancy Prevention bill. The organization also fought for requiring
schools to fully integrate Comprehensive Sexuality Education (CSE) into their curriculum. Save the
Children Philippines hopes to combat the country’s high rate of teen pregnancy. CSE in the Philippines
includes topics such as consent, sexual violence, contraceptives and others. The bill would also advance
access to reproductive health services, further supplementing the goals of the RH Act.

Sex education will remain a controversial subject in the Philippines. Nonetheless, it is a developing matter
that is expected to evolve with continued conversations between governmental, faith and
nongovernmental actors.

Solution
Sex education:

1. Sex education is an educational principle that raises awareness about various sexual
changes and processes in the body.
2. Its goal is to raise awareness about sexually transmitted diseases and safe sex
practices.
3. Sex education is essential in schools because it informs students about reproductive
health, related organs, adolescence, and sexually transmitted diseases.
4. It also raises awareness in order to protect people from misconceptions about
various sex-related issues.

Reasons for sex education:

Sexually transmitted diseases:

1. It raises student awareness of sexually transmitted diseases and their prevention.

2. Sexually transmitted diseases are those that spread through sexual contact with
infected people.
3. Students can be made aware of the various types of STDs and how they are caused
by introducing sex education in schools. The use of condoms can help to prevent
STDs.

Awareness of various myths:

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 1. Several myths surround sexual intercourse and menstruation, particularly in our
country.
2. This is due to a lack of sex education at a young age.
3. Introducing sex education as a subject will assist students in comprehending the
science of the entire process as well as the reasoning behind it.
4. It will instill in students a scientific mindset about the process, making them
immune to myths.

Abuse of children:

1. Child abuse can be reduced with sex education.

2. This is because many abused children are unaware of what is happening to them.
3. Educating them properly will make them aware of the good and bad touches,
potentially leading to a significant reduction in child abuse cases.

Body awareness:

1. Sex education raises awareness of the body and the changes that occur during
puberty.
2. Many parents have difficulty explaining it to their children and frequently skip it.
3. As a result, sex education can benefit both parents and children.

Youth need and have the right to comprehensive information about their sexual and
reproductive health. There is growing international consensus and evidence that this information
should be age- and developmentally-appropriate and scientifically accurate. Comprehensive
Sexuality Education (CSE) should be curriculum-based and incremental, starting at an early age
and providing new information that builds upon prior learning. CSE is comprehensive in that it
provides an understanding of sexual and reproductive health and rights (SRHR) in the broader
context of young people’s lives to equip them with the knowledge and life skills they need to
make informed decisions, to enjoy their sexuality, to mitigate vulnerabilities (including those
specific to the urban environment), and to protect their health, well-being and rights.

What are the benefits of CSE?

 Enables positive health-seeking behaviors by increasing knowledge about different aspects
of sexuality, behaviors and risks.

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 Reduces risky sexual behaviors, increases knowledge and use of contraception and can
protect adolescents and young people from HIV by improving attitudes related to SRH.
 Can reduce adolescent and youth vulnerabilities to violence by promoting bodily integrity,
self-confidence and negotiation skills, and gender-equitable norms.

Sexuality education in schools is today all the more necessary as children in most cases
can – and do -- obtain information otherwise, in particular through the Internet and social
media. While these can be useful and appropriate sources of information, they can also
convey a distorted image of sexuality and lack information on emotional and rights-related
aspects of sexuality. Through websites or social media children can also access
scientifically inaccurate information, for example as regards contraception.
It is worth emphasising that sexuality education in schools comes as a complement to and
not a replacement of what may be shared by parents at home.

The benefits of sexuality education, when comprehensive, go far beyond information on

reproduction and health risks associated with sexuality.
Sexuality education is essential to prevent and combat sexual abuse against children,
sexual violence and sexual exploitation. The Council of Europe Convention on Protection of
Children against Sexual Exploitation and Sexual Abuse (“the Lanzarote Convention”)
requires from states that they “ensure that children, during primary and secondary
education, receive information on the risks of sexual exploitation and sexual abuse, as well
as on the means to protect themselves, adapted to their evolving capacity.” The Lanzarote
Committee, in charge of monitoring the implementation of the Convention, stressed for
example that the school environment was particularly appropriate to inform about the
widespread problem of sexual abuse against children within the family framework or in their
“circle of trust”.
The importance of sexuality education to prevent children from falling prey to  sexual
offenders online was highlighted during the period of confinement due to the COVID-19
pandemic. As stressed by the Lanzarote Committee, during this period, children became
increasingly vulnerable to online grooming, sexual extorsion, cyber-bullying or other sexual
exploitation facilitated by information and communication technologies. The Committee
urged states to step up information on risks and on children’s rights online, as well as
counselling and support services. In this context, I note with interest that in some countries,
such as Estonia, sexuality education continued to be provided as part of online schooling.
Likewise, sexuality education is crucial to prevent gender-based violence and discrimination
against women. It should therefore contribute to conveying, from the early stages of
education, strong messages in favour of equality between women and men, promoting non-
stereotyped gender roles, educating about mutual respect, consent to sexual relations, non-
violent conflict resolution in interpersonal relationships and respect for personal integrity, as
requested by the Istanbul Convention.
It is also an ideal context for raising awareness about the sexual and reproductive health
and rights of women, including access to modern contraception and safe

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abortion. Research carried out in the European region under the auspices of the World
Health Organisation (WHO) indicates that the teenage birth rate tends to be much higher in
countries, such as Bulgaria and Georgia, where no mandatory comprehensive sexuality
education programmes are in place. Early pregnancy is not only potentially very damaging
for the health of teenage girls, but it also results in serious limitations to their educational
opportunities.
Existing sexuality education curricula often tend to completely exclude LGBTI people and
issues, or even to stigmatise them. Yet, LGBTI youth frequently face bullying at school and
are at higher risk of committing self-harm or suicide because of societal rejection of their
sexual orientation. Like all other children, they should be provided with comprehensive
sexuality education that meets their needs. Therefore, sexuality education must include
information that is relevant to them, scientifically accurate and age appropriate. This means
helping children to understand sexual orientation and gender identity and dispelling
common myths and stereotypes about LGBTI persons.
By providing factual, non-stigmatising information on sexual orientation and gender identity
as one aspect of human development, comprehensive sexuality education can help save
lives. It can contribute to combating homophobia and transphobia, at school and beyond,
and to creating a safer and more inclusive learning environment for all.

●        State what will be the specific outcomes achieved.

 We are looking forward to 
●        Indicate how evaluation is part of the project – how will you know you’ve
achieved these outcomes?

●        Have you considered both formative and summative assessments? 

 Through CSE, we have considered both formative and summative
assessments in Senior High School students. 

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