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Project Proposal Writing Guidelines
What Is A Project ?
• A practical means of doing something• Specific goal, specific inputs,• Defined starting point and completing
timeframe• Changes ideas/concepts into reality
consuming resources• May be standalone or comprising other
number of projects/activities
What Is Not A Project ?
• Repeated past activities in periodic and same way
• No clear goals• Probable repetition or transplantation in
future• Regular activities
Sources of Project Ideas
• Analysis of environmental problems and opportunities• Need to implement new legislation, or institutional
arrangements • Partly or fully developed ideas may already exist• Evaluating and implementing earlier projects• By brain-storming within your organisation• By adapting good practice used in other regions or
countries to suit local conditions• By Inviting Proposals to solve an identified problem
Preliminary Assessment of a Project Idea
Answer ???
• What? – the objective• Why? – the background• How? – the activities and outputs• When? – the duration• How much? – the budget required
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• A proposal is a persuasive document
• Any proposal should reflect thoughtful planning
What is a proposal?
.
Project Proposal Types
Proposal
Known to Reader
Unknown to Reader
Known to Reader
Unknown to Reader
Solicited Unsolicited
FORMAL/INFORMAL
Proposal Structure1. Executive Summary2. Organisation description3. Project background4. Problem statement5. Goal and objectives6. Beneficiaries7. Proposed methodology:
8. Budget 9. Monitoring and Evaluation10. Sustainability11. Annexes
-Partners-Project implementation-Activities-Risks and assumptions-Means
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1. Executive Summary
Summary
• What do you propose to do?
• Where?
• Why?
• For whom?
• With whom?
• For how long?
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
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Why is it important ?
It is the first part that is read
Sometimes the only part that is read…
It can be used by the donor to communicate to others about your project
1. Executive Summary
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
11
1. Executive Summary
DO : Write it last Do it carefully Keep it short
DON’T : Cut and paste
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
12
2. Presentation of the organisation
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 an organisation brochure and the last annual report
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
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2. Presentation of the organisation
Contents Who are you? Philosophy / mandate? History and significant
interventions / track record Expertise in addressing the
problem or need Organisational structure Major sources of support Affiliations / accreditations /
linkages
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
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3. Project Background
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
continues an activity already started? If continuing, what have been the
main results of the previous phase? What studies have been done to
prepare the project? Who else operates in this field?
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement
5. Goal and objectives
6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring
and evaluation
10. Sustainability11. Annexes
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
15
3. Project Background
Tips
You need to demonstrate that : The project arises from the
beneficiaries and/or the local partners
You know the local context very well
You have the experience needed to run the project successfully
You have been successful before
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
16
4. Problem Statement
Why is it important?Unless donors are convinced that there is a real problem, they will not agree to pay for our project!
TipsA “good” problem should: concern people be concrete and demonstrated be solvable come from a demand be an emergency or priority
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement
5. Goal and objectives
6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring
and evaluation
10. Sustainability11. Annexes
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement
5. Goal and objectives
6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
17
4. Problem Statement
Contents Describe the scope and size of
the problem What are the immediate causes? What are the underlying causes? What are the effects? How does it affect people? Why does it have to be
addressed? Why now and not later?
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement
5. Goal and objectives
6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. 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 Specific Objective: Describes the objective of your project in response to the core problem.Expected Results: Describes the outputs (or outcomes) - the concrete results of your project.
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement
5. Goal and objectives
6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
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Objectives should be SMART:
Specific = they must meet the needs (problems) identified
Measurable = they should be measured by concrete indicators which should reflect the extent to which they have been attained
Acceptable = by all involved partners Relevant = they must be adequate to
the project socio-cultural environment Timely = must be reached by the end
of the project
5. Goal and Objectives
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement
5. Goal and objectives
6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
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6. Beneficiaries
Contents Clearly identify direct and
indirect beneficiaries:• Direct support to target group• Indirect benefits to others• How many?• Where?• Characteristics?
Specify how and at what stage they will be involved in the project
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives
6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
21
7. Proposed Methodology
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
Contents Partners Project implementation Activities Risks and assumptions Means
Why is it important?
Shows how objectives will be achieved
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
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Partners: Clearly divide main partners and
other partners Provide background information:
Goals/philosophy? Area of intervention? Relationship with beneficiaries?
Cooperation track-record? Type of partnership you set up Specify each partner’s role
7. Proposed Methodology
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
23
Project implementation: Rationale for selecting this
methodology
Project implementation structure: roles and responsibilities of all the project stakeholders
TipUse a chart to show the project
implementation structure
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
7. Proposed Methodology
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Activities: What will be done? How? By whom? Where? By when?Tips Be as precise as possible Cluster activities by expected
result Use a work plan to summarise
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
7. Proposed Methodology
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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 Phase Two
Month 1 2 3 4 5 6 7Activity 1Activity 2Activity 3 Ac tivity 4
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
7. Proposed Methodology
26
Risks/Assumptions: Risks are external factors that could
potentially jeopardise your project and are beyond your control
Assumptions are things you are expecting to be a certain way
Why is it important? It helps assess the factors which could
jeopardise your project It helps examining the project for
completeness and consistency
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
7. Proposed Methodology
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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
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
7. Proposed Methodology
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8. Budget
Contents Budget spreadsheet Budget explanations and
justifications
Tips Prepare it using your action plan Don’t inflate the budget Carefully follow donor’s
requirements Divide your budget into years
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology
8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
29
9. Monitoring & Evaluation
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 and sustainable
Contents What will be monitored and why? By whom? How often? Using which tools and methods?
1. Executive summary2. Presentation of the
organisation3. Project background4. Problem statement5. Goal and objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability11. Annexes
30
10. Sustainability
Contents Institutional sustainability Technical sustainability Socio-cultural sustainability Financial sustainability
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.
1. Executive summary2. Presentation of the
organisation3. Project background4. Problem statement5. Goal and objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation
10.Sustainability11. Annexes
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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, case studies Other...
11. Annexes / Appendices
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability
11.Annexes
32
Tips Refer to the appendices in the proposal (see appendix a), but.... If something is crucially important, write it in the proposal! Add a table of contents for the appendices Put the appendix number on the top of each page “appendix no xy” Separate each appendix by a coloured page
11. Annexes / Appendices
1. Executive summary
2. Presentation of the organisation
3. Project background4. Problem statement5. Goal and
objectives6. Beneficiaries7. Proposed
methodology8. Budget 9. Monitoring and
evaluation10. Sustainability
11.Annexes
Proposal package• Cover page and table of contents• Executive summary (1-2 pages)• Introduction and Justification (2-3 pages)• Goal and Objectives• Activities (3 – 5 pages)• Monitoring and evaluation• Key personnel (half a page or less)• Strengths and innovation (half a page)• Sustainability• Budget• Conclusion and annexes
Sample Work Plan format completed and included in the annexes section of the proposal
Title Of the Project
Goal
Outputs Activities
Responsibility
Year 1 Year 2 Year 3
1 2 3 4 1 2 3 4 1 2 3 41 1.1
1.2
2 2.1
2.2
3 3.1
3.2
3.3
Final check
Ask someone outside the project team to read the proposal before sending to a donor.
Before Writing The Proposal
• Interview past and prospective beneficiaries
• Review past project proposals• Review past project
evaluation reports• Organize focus groups• Check statistical data• Consult experts• Conduct surveys, etc. • Hold community meetings or
forums
What To Do ?
Before Writing The Proposal
• Is the stakeholder analysis done and complete?
• Coherent problem tree and a concrete problem ?
• Have objectives, results and activities been discussed with all partners and accepted ?
• Do I know the donor to whom I will send my proposal ?
• Is there an internal organisation within your organisation around this proposal ?
Answer The Questions ?
Guidelines for Layout and Format of Proposal
• Preliminary pages should be numbered: i, ii, iii, iv, v, vi, • A page number should not be shown on the title page
even though it is counted as I• Left margin = 3 cm (wider for binding)• Top margin = 2.5 cm • Right & bottom margins = 2 cm • Page number should be placed at the bottom center or
bottom right of page• Use 1.5 line spacing for all text in the main body• Use Times New Roman (12 point size) fonts, for text
• Label Appendices or Annexes as: A, B, C, etc.; and give name (title) to each
• Label figure captions at bottom of the figure• Label table headings at the top of the table • Cite references in the text according to the
convention– List references alphabetically and using correct
citations for books, journal articles and conference/seminar proceedings as shown in the examples
– Examples
Guidelines for Layout and Format of Proposal
Reference Examples
• [1] Didier Le Gall, “MPEG: A video compression standard for multimedia applications,” Communications ACM, vol. 34, no. 4, pp. 46–58, April 1991.
Journal Paper
Reference Examples
• [2] Gulistan Raja and M. J. Mirza, “Performance comparison of advanced video coding H.264 standard with baseline H.263 and H.263+ standards,” in Proc. 4th IEEE International Symposium on Communications & Information Technologies, ISCIT 04, Sapporo, Japan, 2004, pp. 743–746
Conference Paper
Reference Examples
• [4] MPEG Software Simulation Group, “The MSSG homepage”, available on-line at http://www.mpeg.org/MPEG/ MSSG, 2004
Web Link
Reference Examples
• [3] Iain E.G. Richardson, Video Codec Design, Great Britain, John Wiley & Sons, 2003, ISBN: xx-yyyy-zzzz
Book
Reference Examples
• [5] “Plain And Reinforced Concrete Code Of Practice,” Indian Standard IS 456; Fourth Revision , Oct 2000
Standard
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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
Editing and layout
Thank You
Er. Buddhi Sagar Bastola United Technical CollegeBharatpur
Student Job
Project Proposal writing
Need of Ring Road in Bharatpur Municipality
Submitted to Bharatpur Municipality