Professional Documents
Culture Documents
GENERAL REMARKS
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
3
Project
Available resources
Some recommendations
1.
Make sure that you are addressing a genuine problem and that you are equipped for it. Two-step approach:
1. First define your project thoroughly and in a
2.
participatory approach, 2. Then adapt your project proposal according to the targeted donor.
3.
Use the logical framework which is a method to design a project in a systematic and logical way . 5
* relevance and and fulfilment of objectives * outcome : how to use results in future programming
* the agreed resources are used to achieve the project purpose * reports / contract amendments * outcome : decision to continue as planned or re-orient the project
* all significant aspects of the idea are studied * outcome : logical framework * fundraising strategy * proposal writing for donors * outcome : financing contract(s)
9
AUSAID, Australia
Intercooperation, Switzerland
Ministry of Foreign Affairs, France Int. Federation of Red Cross DGCD, Belgium European Commission
10
Problems are analysed systematically The objectives are clearly formulated, logical and measurable The risks and conditions for success of a project are taken into account There is an objective basis for monitoring and evaluation
Planning phase
4.
2.
3.
Problem analysis: identifying stakeholders, their key problems, constraints and opportunities, determining cause and effect relationships. Analysis of objectives: developing objectives from the identified problems, identifying the relationships between the means and the ends. Analysis of the strategy: identifying the different strategies to achieve objectives, determining the major objectives (overall objectives and project purpose or specific objective).
5.
6.
Logframe: defining the project structure, testing its internal logic and formulating objectives in measurable terms, determining means and cost. Activity planning: determining the sequence and the relation between the activities, estimating their duration , setting the main stages in the process, assigning responsibility. Resources planning: from the activity schedule, developing the input schedule and the budget.
12
1. Problem analysis
1.
Identify the major problem faced by the beneficiaries Develop a problem tree Identify the stakeholders affected in the proposed project
2.
3.
13
Complete with all other problems accordingly Review the diagram and verify its validity and completeness
14
1. Problem analysis
Problem tree
EFFECTS
Rice production is insufficient for the population of village x
CAUSES
15
1. Problem analysis
Identifying stakeholders
MACRO FAO MoA
Fertiliser suppliers
Irrigation Dept.
MICRO
PUBLIC
16
2. Analysis of objectives
Transforming Problems into Objectives
2. Analysis of objectives
Objectives tree
ENDS
Rice production is sufficient for the population of village x
MEANS
18
3. Analysis of alternatives
Possible criteria to choose the intervention logic of your project among different project alternatives:
Available
resources (especially HR) Probability of achieving the project purpose and its results Cost Timeframe Risks
19
3. Analysis of strategy
EXPECTED RESULTS
CHOSEN STRATEGY
20
4. The log-frame
21
4. The log-frame
Levels of objectives
Overall Objective(s) Project Purpose Expected Results
The broader impact(s) to which your project will contribute to, but will not enable to reach entirely The outcome of your project, what should be achieved at the enf of the project. Specific outputs which will contribute to the realisation of your project purpose Concrete activities that will be undertaken during the project
Activities
22
4. The log-frame
23
4. The log-frame
Example of a good indicator
24
4. The log-frame
Selection of sources of verification
Specialised surveys Interviews of beneficiaries Adapted monitoring statistics Monitoring data Administrative / financial report Management report
Cost
Complexity
25
4. The log-frame
Do not define assumptions that are endogenous to the project and the scheduled activities !! Only mention relevant hypothesis
26
4. The log-frame
Risks/Assumptions
Is the RISK important to your project?
Yes
What is its probability?
No
Ignore
Unlikely
Fairly Unlikely
Almost certain
Formulate an assumption
No
STOP the project
Yes
Modify strategy, add activities
27
4. The log-frame
Intervention logic of project + Assumptions
IN OUT
Overall objective
Project Purpose
Assumptions
Results
Activities
+
+
Assumptions
Assumptions
Pre-conditions
28
If the activities are carried out, and if assumptions are valid, then ...
5. Activity-planning
Logical framework
Activities
Plan of action
Year Month Activity 1 Activity 2 Activity 3 Activity 4 1 2 Year 1 3 4 5 6 etc.
By whom?
29
5. Resource-planning
Plan of action
Year Month Activity 1 Activity 2 Activity 3 Activity 4 1 2 Year 1 3 4 5 6 etc.
By whom?
Means/Budget
Budget
30
GROUP WORK
31
Case study Bangladesh: Advocacy project in Bangladesh to promote the rights of persons with disabilities
Case Study Nepal Project in Nepal to provide orthopaedic appliances and services to disabled persons
Identify among the cards given: Goal (1) Project purpose (1) Expected results (4) Corresponding indicators for each (6) Assumptions (5) Group work: 15 minutes Presentation: 5 minutes
32
34
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 donors criteria and values.
35
DONOR S MANDATE: Which donor has a mandate compatible with your project ?
1. 2.
ex. Humanitarian aid versus development (ECHO versus EuropeAid) ex. Refugees (ex. Austcare)
SELECTION CRITERIA: How do donors evaluate project proposals and are you likely to be selected?
Existence of an evaluation grid ? Consortium required?, etc
36
37
Coherence checklist Dont leave a problem unsolved Dont identify objectives that do not correspond to a problem Dont identify objectives for which you dont have appropriate means Dont propose activities that are not related to problems and objectives Dont list human resources that are disproportionate to the objectives you aim to achieve
38
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 organizations 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
39
General structure
1. 2. 3. 4. 5. 6. 7.
Executive summary Presentation of the organisation Project background Problem statement Goal and objectives Beneficiaries Proposed methodology:
Partners Project implementation Activities Risks and assumptions Means
8. 9. 10. 11.
1. Executive Summary
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Why is it important:
It is the first thing that is read Sometimes, it is the only thing
that is read
1. Executive Summary
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Contents
What do you propose to do? Where? Why? For whom? With whom? For how long?
42
1. Executive Summary
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
DO :
Why is it important?
Purpose: to establish credibility and image of a well-managed organization that meets critical needs in its area of work
Tips
Should not be too long If you are approaching a new donor, attach in appendix a presentation brochure and/or the last activity report
44
Contents
Who are you? Philosophy/ mandate? History and significant interventions/track record Expertise in addressing the problem/need Organizational structure Major sources of support Affiliations/accreditations/ linkages
45
3. Project Background
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Contents
Who 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 already undergoing? If this is the case, which have been the main result of the previous phase? What studies have been done to prepare the project? Who else operates in this field?
46
3. Project Background
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Tips
You need to demonstrate that : The project arises from the beneficiaries and/or the local partners You know very well the local context You have the experience needed to run the project successfully You have been successful before
47
4. Problem Statement
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Why is it important?
Unless donors are convinced that there is a real problem, they will not agree to disburse money for our project !
Tips
A good problem should: concern people be concrete and demonstrated be solvable arise from a demand be an emergency or priority
48
4. Problem Statement
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Contents
Description of the scope and magnitude of the problem What are the immediate causes of the problem? What are the underlying causes of the problem? What are the effects of the problem? How does it affect people? Why does it have to be addressed? Why now and not later?
49
Goals (or overall objectives): Describes the long-term goals, your project will contribute to. Project Purpose or Specific Objective: Describes the objective of your project in response to the core problem. Expected Results: Describes the outputs or concrete results of your project.
50
6. Beneficiaries
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Contents
Clearly identify direct and indirect beneficiaries: Directly receiving support Indirectly benefiting How many? Where? Characteristics? Specify how and at what stage they will be involved in the project
52
7. Proposed Methodology
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Contents
Why is it important?
53
7. Proposed Methodology
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Partners:
Clearly distinguish between main partners and other partners Provide background information:
Goals/philosophy? Area of intervention? Relationship with beneficiaries? Cooperation track-record? Role in the project
7. Proposed Methodology
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Project implementation:
Rationale for selecting a particular or unique methodology Project implementation structure: roles and responsibilities of all the project stakeholders
Tip
Use a chart to describe the project implementation structure
55
7. Proposed Methodology
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Activities:
Tips
Be as precise as possible Cluster activities by expected result Use a work plan to summarise
56
7. Proposed Methodology
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Example:
Training:
How many persons? For how long? Starting when? Which methodology will be used (seminars, in-house training, ad hoc courses, etc.) Why is the training necessary? Which new skills will the trainees acquire?
Year Year 1 5 Month Activity 1 Activity 2 Activity 3 Activity 4 1 2 3 4 6 7
57
7. Proposed Methodology
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Risks/Assumptions:
Risks are external factors that could potentially jeopardise your project and are beyond the control of the project management Assumptions are what you are supposing regarding those risks
Why is it important?
It helps assess the factors which could jeopardise your project It helps examining the project for completeness and consistency
58
7. Proposed methodology
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Means:
Human resources: Explain the responsibilities and tasks of each key person in the project. Justify the need for expatriate personnel Material resources: Give an explanation of the most important budget lines Justify vehicles
59
8. Budget
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Contents
Tips
Prepare it using your plan of action Dont inflate the budget Follow carefully donors requirements Disaggregate your budget for each year
60
9. Monitoring& Evaluation
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Why 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
Contents
What will be monitored and why? By whom? How often? Using which tools and methods?
61
10. Sustainability
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Contents
Why is it important?
Because donors want to be sure that their investment will not be lost at the end of the project and that you are already planning the phasing out of the project.
62
11. Annexes
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Contents
Glossary Maps Statistics/ policy documents Proof of registration and tax benefits for donors Financial statement Composition of Board of Directors List of major donors Annual report, brochures & publications Specific studies or evaluation reports Memorandum of agreement with partners Letters of support Pictures Others...
63
11. Annexes
Executive summary 2. Presentation of the organisation 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiaries 7. Proposed methodology 8. Budget 9. Monitoring and evaluation 10. Sustainability 11. Annexes
1.
Tips
Refer to the annexes (see annex xy) in the proposal, but.... If something is crucially important, write it in the proposal! Add a table of content for the annexes Write the annex number on the top of each page annex nxy Separate each annex by a coloured page
64
Proposal package
1.
(Use letterhead, mention project title, purpose, amount requested, contact person and list of enclosures)
2.
3.
Requested attachments
(Submit all documents requested by the donor which are not already included in the annexes)
65
Final recommendation
Ask someone exterior to the project to read it before any submission to a donor.
66
CASE STUDY
67
Context: Need of gap funding between two contracts with EuropeAid ( budget line B7661 mines )
EuropeAid mandate: long-term development oriented
68
VERSION II:
VERSION 2
1. GENERAL INFORMATION Title of operation:Maintenance of Handicap International Technical Assistance to UXO Clearance Operations in Savannakhet Province, Lao PDR Start-up date: 01 March 2002
70
VERSION II:
VERSION II:
4.1. Overall objectives: The populations of Phine, Xepon, Vilabuly, Nong, Atsaphanthong, Phalan Xai and Atsaphone of Savannakhet Province, Lao PDR live in a safer environment. 4.2. Project purpose/ Specific objective: The negative impacts of UXOs in the districts of Phine, Xepon, Vilabuly, Nong, Atsaphanthong, Phalan Xai and Atsaphone of Savannakhet Province, Lao PDR are reduced.
74
Checklist: all the good questions to bear in mind when drafting project proposal
1. -
2.
-
75