DEVELOPING A WINNING PROPOSAL

A. R. Conteh, Ph.D.SLARI-Njala

SLARI/NARC/NU

OUTLINE Trends Activities involved in fundraising Funding Environment Types of research funding agencies Identifying the Problem Qualities of a good proposal Core of a proposal/ project Assessing the call Budget: Preparation and template Common mistakes Take home tips Where to find funding opportunities Important information sources and references

Trends More funds available for climate change More support for commercial focus Reduced unrestricted funding More Partnerships/collaboration Donors narrowing priorities/criteria More competition Financial crisis, global recession and less funds available

More Private sector interest in funding Higher Challenges in Sub-Saharan Africa

ACTIVITIES INVOLVED IN FUND RAISING

Project Conceptualization/ Resource Mobilization:

Proposal Development

Proposal Approval

Negotiation/Agreement Signing

Donor Intelligence

Planning:

Identify Partners

Sub-Contracts/Agreements

Team Identification

Project Launching (meetings)

Procurement Needed

Financial Planning

Execution/Implementation

Operationalizing Workplan

Relationship Management

Project Promotion

Monitoring

Support Activities

Risk Management

Progress Reporting

Coordination

Baseline

Delivery

Milestone and Output

Reporting (Financial & Technical)

Publication

Donor Communication

Technology Transfer and Adoption

TYPES OF RESEARCH FUNDING AGENCIES

BilateralMulti-Lateral (CGIAR)International AgenciesRegional Development AgenciesNational Government and AgenciesFoundationCharity OrganizationsPrivate companies (National and Multinational)Universities

IDENTIFYING THE PROBLEM

• General Observations: Crop Failure, Low productivity, Weak Market systems, Extension reports, etc

• Transfused Projects: Examples from other countries

• Calls from Funding Agencies

The Comprehensive African Agriculture Program as a Collective Institution

• The Comprehensive Africa Agriculture Development Program (CAADP), was developed in response to the neglect of the agricultural sector by African governments as well as donors.

• Established by the AU/NEPAD as the highest policy level framework for the coordinated development of agriculture in Africa.

• The objective of CAADP is to help African countries achieve higher levels of economic growth through agricultural development

• Under the CAADP, African countries have committed to agriculture‑led growth by least 6 percent growth allocating about 10 percent of their government budgets to the sector

The Comprehensive African Agriculture Program as a Collective Institution

• SLARI is implementing the Government’s agricultural research policies and supporting the implementation of CAADP Pillar IV.

• The Framework for African Agricultural Productivity (FAAP) provides guidelines for implementing Pillar IV of CAADP.

• CORAF/WECARD has been mandated by ECOWAS to take lead in coordinating implementation of CAADP Pillar IV in West and Central Africa.

 

Donor

 Rockefeller Foundation. 420 Fifth Ave, New York, NY 10018Phone: (212) 869-8500. Fax: (212) 764-3468. Web: Rockfound.org

 FUNDING SIZE

 Grants over US$100 thousand.  From under US$25 thousand to multi-million dollars. Many grants range from US$100 thousand to US$1 million. 

 AREA OF INTEREST

 African Agriculture, Climate Change Resilience, Innovation for Development

APPLICATION INFORMATION 

 Grant maker accepts proposals.  The Rockefeller Foundation invites experts, innovators, non-governmental organizations, individuals, and public officials for their best ideas regarding initiatives for potential Foundation support. Rockefeller provides an electronic form for these submissions.

 

DonorGatsby Charitable Foundation. Allington House (1st Floor) 150 VictoriaStreet London SW1E 5AE.| Telephone: (020) 7410 0330. Email:

 FUNDING SIZE

Grants over US$100 thousand; £100 thousand and larger, with a few reaching £1- 2 million;Small grants:  <£50 thousand

AREA OF INTEREST

Africa:   Sustainable agricultural development; Small-scale enterprise; Agricultural research

APPLICATION Grant maker accepts proposals 

 Donor

AgropolisFoundation. Avenue Agropolis, 34394 MONTPELLIER CEDEX 5 - FRANCETel: +33 (0)4 67 04 75 74. Web: http://www.agropolis-fondation.fr/Fax: +33 (0)4 67 04 75 43Email: agropolis-fondation@agropolis.fr

 FUNDING SIZE

 Grants over US$100 thousand. Average grant size is about €90 thousand (except for the Flagship Projects, which are funded at €3 million each)

 AREA OF INTEREST

Increasing demand for plants and plant by-products for food and non-food uses; Interaction between climate change and crops; Prevention and management of risks related to crop and food systems.

APPLICATION INFORMATION 

Agropolis announces calls for proposals, both for research grants as well as fellowship grants.   Each call includes eligibility criteria, application forms, calendar deadlines, and supporting materials (in French and English).  Research grant categories:   Scientific platforms; international training courses; and small grants for travel, publication, and other research support.  Details are provided on the website. Fellowship grant categories:  Senior researchers, junior researchers, doctoral and post-doctoral fellowships, and visiting fellowships.  Details are provided on the website.

 Donor Aga Khan Foundation. Web: http://www.akdn.org/akf FUNDING SIZE

 Grants over US$100 thousand . Funded projects average over US$1 million (data from 2004

 AREA OF INTEREST

 Environment:  Environmental education, natural resources management in fragile zones, nature parks and wildlife reserves, environmentally and culturally appropriate tourism, water supply and sanitation, research on the environment in relation to human uses (i.e., agriculture and others).Rural Development: Community management of social capital in the form of natural resources, water storage, irrigation systems, soil conservation, forestry, agricultural storage facilities, improved farming methods, and rural enterprises.

APPLICATION INFORMATION 

 Grant maker accepts proposals.  AKF has no formal application procedures. Before developing full proposals, grant seekers should inquire with the Foundation’s office in the country where the proposal originates, or where the project is to be implemented.  If there is no national AKF branch or affiliate, grant seekers should address their inquiries to the Foundation’s office in Geneva. The Foundation responds to serious requests that correspond to the concerns expressed on its website, and that will advance the Foundation's understanding of development issues, problems, and solutions. AKF does not entertain unrelated solicitations.

 Donor

Bill & Melinda Gates Foundation. Main Office: PO Box 23350, Seattle, WA 98102 (206) 709-3100, info@gatesfoundation.Grant Inquiries: (206) 709-3140. info@gatesfoundation.org  Visit our Grant Seekers section for more information

 FUNDING SIZE

Grants over US$100 thousand. Highly variable from under US$100 thousand to multi-million dollars. 

 AREA OF INTEREST

Agricultural Development:  Investing across the complete agricultural value chain, emphasizing small farms, many headed by women.  Increased farmer productivity;   Links to markets; New technologies; Data, research, and policy analysis. 

APPLICATION INFORMATION 

Application criteria and submissions criteria vary by the Foundation’s program.  The Foundation does not accept unsolicited proposals in its Global Development Program except when Gates explicitly announces an open LOI or RFP. On occasion, the Gates website posts requests for letters of inquiry (LOI) and requests for proposals (RFPs) in defined program areas.  Grant seekers should consult the website, by program area, for complete information on current and recent LOIs and RFPs.

 Donor

Ekhaga Foundation. Postadress: Ekhagastiftelsen, Box 34 012100 26 Stockholm. Telefon: 070-240 81 81Epost: info@ekhagastiftelsen.se 

 FUNDING SIZE

Grants over US$100 thousand. Average grant size is the equivalent of about US$300 thousand to US$600 thousand

 AREA OF INTEREST

 EcoEcological agriculture to replace chemicals with ecological and biological measures of promoting production; Preparation and storage of food with natural technology

APPLICATION INFORMATION 

Ekhaga’s website provides application forms, along with forms for reporting project results and financial information; Applicants prepare and submit an application form.  As a supplement to the form, applicants supply a project description which explains the problem to be addressed, present knowledge, project goals, methods proposed, itemized budget, and background data.  Applicants state their qualifications and provide references.  Completed applications are mailed to Ekhaga’s postal address before the annual deadline posted on its website. More detailed information for applicants, and the Foundation’s criteria for evaluating proposals, are available on the website.  Ekhaga provides its mailing address and telephone number (“Contact Us”).  

 Donor

Yara Foundation. http://www.yara.com/sustainability/africa_prog 

 FUNDING SIZE

US$100 thousand (plus trophy and diploma)

 AREA OF INTEREST

Increased food production and poverty reduction in African agriculture; Development of local markets, innovation, and entrepreneurship

APPLICATION INFORMATION

 Yara posts nomination guidelines on its website.   Nominations are sent to Yara’s Secretariat in Norway by a calendar deadline posted in “Nomination Process.”

 Donor

Leverhulme Trust. The Leverhulme Trust , 1 Pemberton Row, London, EC4A 3BG. http://www.leverhulme.ac.uk/index.cfm

 FUNDING SIZE

Grants over US$100 thousand. International networks:  Up to £125 thousand for up to three years.  Grants for the Africa Award are up to £150 thousand. Research project grants:   Most are less than £250 thousand for two or three years.   Maximum £500 thousand for five years in exceptional cases. Philip Leverhulme prizes:  £70 thousand per award.

 AREA OF INTEREST

Leverhulme is not known for funding the “green sector” as a program area. However, recent grants include examples in international aspects of ecology, natural history, environment, and agriculture. Hence the Africa Award is a recent joint activity with the Royal Society to fund research that links the UK with collaborators in Ghana and Tanzania in agriculture, biodiversity, energy, water and sanitation, and basic human health. 

APPLICATION INFORMATION 

 Grant maker accepts proposals. Leverhulme’s section “Grants and Awards” is a systematic presentation of the Trust’s grant offerings, by category.  Each category outlines objectives, eligibility requirements, amount and duration of the grants, budgeting details, and how and when to apply. Application forms are available online.  Leverhulme provides a contact name and telephone number for each grant-making area, together with a calendar of submission dates.   Leverhulme considers the originality of the projects put to them; the significance of the proposed work; the ability to judge and take appropriate risk in the project; and removal of barriers between traditional disciplines.

Qualities of a good proposal

Has good content, is well written and looks professional

Can be easily read and scored by evaluators and addresses required points - responsive

Is organised as instructed - compliant Clearly explains why the applicant should be selected – win themes

Clearly states that a need of significant magnitude exists, and

That the applicant agency/organization has the means and the capacity to meet the need

Core of a proposal/project

Project Overview: Establishes a frame of reference for the rest of the proposal

Background Information/Statement of the Problem: Cite previous similar projects and studies

Project Details: Clientele (Study population); Methods (unique, innovative actions being proposed); Staff/Administration (roles and significance in the project)

Outcomes and Outputs: Direct and Indirect results of the project; description of services to be rendered by the project

Objectives/goal: What you want to achieve. Could be: Development Objectives: Often Governmental level.

Time frame: 5 – 10 years

Project objectives: Achievable through intervention or project and solves the focal problem.

Time frame:0 – 3 years

Objectives should be SMART (i.e. Specific, Measurable, Accurate, Realistic and Time bound).

Organisational capacity: evidence of organization’s capacity to implement the proposed activity

Available Resources: highlights collaborative efforts, engagement of local resources

Needed Resourcesa. Personnel: People who will actually be paid from the grant b. Facilities: description of the facilities that will be used for the project.c. Equipment/Supplies/Communicationd. Budget: should be in line with the 3 cost principles (Reasonable, Allocable and Allowable)

Evaluation Plan: how you will decide whether or not your project has successfully achieved its objectives

Appendices: Dissemination plan, Time Line, Letters of Support, Cooperating Agency Descriptions, Evaluation Instrument

Core of a proposal/project (Contd.)

Is the call aligned with your organisation’s strategy and vision?

Are you eligible? Can you deliver a proposal? Competencies? Time? Staff? Is it worth the time and effort? Funding? Requirements? In-kind? Partners? Areas? Etc.

Can you win? Proposal - Planning Respect deadlines! Be available! Develop a proposal timetable!

Include time for review by others Review drafts 1-2 times Review budget when you have a fairly complete draft

Assessing the call

Know your donor Do your homework!Understand how this donor handles proposals and calls

Target your proposal Respond to call focus and requirements! Use donor terminologyPreparing professional proposals! Build relations with the donor! Follow instructions! Clear, concise and readable! Basic level of professionalism

Spell-check Consistent formatting

Assessing the call (contd.)

TIPS FOR PREPARING PROPOSAL BUDGET

Budget must be consistent with the technical narrative of the proposal

Budget must be Reasonable, Allocable and AllowableEstimate costs as accurately as possible as reviewers know what things cost

Budget must conform to the specified guidelines and include only eligible costs

Budget must have narrative i.e. how costs were determined and how it will be used in the project

Get useful inputs from your finance office/procurement office/ experts

Include inflation and yearly salary increases (as per your organization’s policy)

TIPS FOR PREPARING PROPOSAL BUDGET (CONTD.)

Budget must include monetary values for all phases of the technical narrative Typical categories include:

Personnel Travel Capital equipment/items Consultants Other direct costs/materials and equipment that are not capital items

Include external audit cost (if required)Review the rules and double-check for calculation errors Organize your budget narrative to correspond to formal budget sheet Include allowable Indirect Costs/Overhead: Indirect Costs are basic

facilitation costs to ensure successful project implementation; Indirect Costs are not fee or a profit!!!

SAMPLE BUDGET TEMPLATEBudget Line Items Year 1 Year 2 Total USD

Personnel 2,000 2,100 4,100

Fringe Benefits 2,000 2,100 4,100

Travels 1,500 1,500 3,000

Consultants 400 400 800

Supplies 5,000 5,500 10,500

Contracted Services 7,500 7,500 15,000

Equipment 10,000 - 10,000

Total Direct Costs 28,400 19,100 47,500

Indirect Cost (%) 5,481 3,686 9,167

Grant Total 33,881 22,786 56,667

COMMON MISTAKES

Re-cycling old proposals without targeting the specifics of the call (There is no such thing as a fill-in-the-blank proposal that can be just mailed to a list of potential funders)

Not enough time for development of the proposal

Content, editing, layout

Non-responsive to call focus

Good technical, but forget generic issues:

E.g. gender, M&E, beneficiaries, scalability, sustainability, adherence to donor strategy

Take home tips!

When submitting a proposal: Use ”delivery report” in MS Outlook or equivalent;

Bcc yourself; Request for confirmation of receipt from donor

Look at evaluation criteria Be persuasive, informative, honest and credible Be donor-focused, address donor concerns and use

donor terminology Include concise and specific information Include maps, graphs, textboxes etc. Develop a template for your organisation Develop email signatures with relevant information Start small! Be selective in which calls you go

for Promise only what you can deliver

Take home tips(Contd.)

When submitting a proposal (contd.): Build a relationship with a donor

Show that you can implement Be professional: On time; On content ; On budget Conduct a pre-proposal contact to help fine-tune your

proposal planning and gain a competitive funding edge Maintain contact with the donor agencies

Debriefing If your application has been rejected, politely ask for

suggestions and criticism. Not to judge, not to blame, but to understand why things

happened Assess lessons learnt Assess what you can improve for next time

Google!

Traditional donors: BMGF: www.gatesfoundation.org;

AGRA: www.agra.org; DFID: www.gov.uk/dfid; IDRC: www.idrc.ca;

Sida: www.sida.se; EU: EuropeAid; USAID: www.grants.gov ;

Local newspaperNational funders and donors: TETFund: www.tetfund.gov.ng

NAPEP: www.napepnigeria.org ; NCRI www.arcnigeria.org

Newsletters: PAEPARD, CKDN, YPARD , AfNet, SciDev.net, Reliefweb.int etc.

Databases: www.terravivagrants.org, www.fundsforngos.org

Where to find funding opportunities

IMPORTANT INFORMATION, SOURCES AND REFERENCES

Grant Writing Tips Sheet [http://grants1.nih.gov/grants/grant_tips.htm]

Common Grant Application (National Network of Grantmakers) [http://www.nng.org/cga.html]

EPA Purdue University Grant-Writing Tutorial (Environmental Protection Agency) [http://www.purdue.edu/envirosoft/grants/src/msieopen.htm]

Grant-writing Tools for Non-Profit Organizations (Non-Profit Guides) [http://www.npguides.org/]

Sample proposals: [http://www.npguides.org/guide/sample_proposals.htm]

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THANK YOU!