1
 Proposal = is often the only tool for the donor
to assess your project (e.g. reject it or not)
 Write a proposal only w...
 DONOR’ S MANDATE: Which donor has
a mandate compatible with your project ?
1. ex. Humanitarian aid versus development
(E...
 Follow a logical thread:
Background -> Problem -> Solution
-> Sustainability
 Ensure internal coherence between:
Proble...
Coherence checklist
 Don’t leave a problem unsolved
 Don’t identify objectives that do not
correspond to a problem
 Don...
Editing and layout
 Pay attention to the language:
- Use simple language
- Use future tenses
- Be concise and logical
- A...
1. Executive summary
2. Presentation of the organisation
3. Project background
4. Problem statement
5. Goal and objectives...
8
Why is it important:
 It is the first thing that is read
 Sometimes, it is the only thing
that is read…
 It can be us...
1. Executive
summary
2. Presentatio
n of the
organisatio
n
3. Project
background
4. Problem
statement
5. Goal and
objectiv...
10
DO :
 Write it only at the end
 Do it carefully
 Be concise
DON’T :
 Cut and paste
1. Executive
summary
2. Presenta...
11
Why is it important?
 Purpose: to establish credibility
and image of a well-managed
organization that meets critical
n...
12
Contents
 Who are you?
 Philosophy/ mandate?
 History and significant
interventions/track record
 Expertise in addr...
13
Contents
 Who took the initiative?
 Does the project fit into an existing
development plan or programme?
 Is this th...
14
Tips
You need to demonstrate that :
 The project arises from the
beneficiaries and/or the local
partners
 You know ve...
15
Why is it important?
Unless donors are convinced that
there is a real problem, they will
not agree to disburse money fo...
16
Contents
 Description of the scope and
magnitude of the problem
 What are the immediate causes
of the problem?
 What...
17
Goals (or overall objectives):
Describes the long-term goals, your
project will contribute to.
Project Purpose or Speci...
18
Objectives should be SMART:
 Specific = they must meet the needs
(problems) identified
 Measurable = they should be
m...
19
Contents
 Clearly identify direct and
indirect beneficiaries:
• Directly receiving support
• Indirectly benefiting
• H...
20
1. Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objecti...
21
Partners:
 Clearly distinguish between main
partners and other partners
 Provide background information:
 Goals/phil...
22
Project implementation:
 Rationale for selecting a particular
or unique methodology
 Project implementation structure...
23
7. Proposed Methodology
1. Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
state...
Year Year 1
Month 1 2 3 4 5 6 7
Activity 1
Activity 2
Activity 3
Activity 4
24
7. Proposed Methodology
1. Executive
summar...
25
7. Proposed Methodology
1. Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
state...
26
7. Proposed methodology
1. Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
state...
27
1. Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objecti...
28
1. Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objecti...
29
1. Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objecti...
30
Contents
 Glossary
 Maps
 Statistics/ policy documents
 Proof of registration and tax benefits
for donors
 Financi...
31
Tips
 Refer to the annexes (see annex
xy) in the proposal, but....
 If something is crucially
important, write it in ...
1. Cover letter
(Use letterhead, mention project title, purpose, amount requested,
contact person and list of enclosures)
...
 Ask someone exterior to the project to
read it before any submission to a donor.
33
Upcoming SlideShare
Loading in …5
×

Training material on proposal writing & resource mobilization for focus pakistan staff, karachi

488 views
428 views

Published on

Training material on proposal writing & resource mobilization for focus pakistan staff, karachi

0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
488
On SlideShare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
31
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide

Training material on proposal writing & resource mobilization for focus pakistan staff, karachi

  1. 1. 1
  2. 2.  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. 2
  3. 3.  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… 3
  4. 4.  Follow a logical thread: Background -> Problem -> Solution -> Sustainability  Ensure internal coherence between: Problem - Objectives - Means  Many donors follow the LFA 4
  5. 5. 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 5
  6. 6. 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 6
  7. 7. 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 7
  8. 8. 8 Why is it important:  It is the first thing that is read  Sometimes, it is the only thing that is read…  It can be used by the donor to communicate about your project 1. 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
  9. 9. 1. Executive summary 2. Presentatio n of the organisatio n 3. Project background 4. Problem statement 5. Goal and objectives 6. Beneficiarie s 7. Proposed methodolog y 8. Budget 9. Monitoring and evaluation 10. Sustainabili ty 11. Annexes 9 Contents  What do you propose to do?  Where?  Why?  For whom?  With whom?  For how long?
  10. 10. 10 DO :  Write it only at the end  Do it carefully  Be concise DON’T :  Cut and paste 1. 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
  11. 11. 11 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 1. 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
  12. 12. 12 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 1. 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
  13. 13. 13 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? 1. 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
  14. 14. 14 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 1. 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
  15. 15. 15 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 1. 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
  16. 16. 16 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? 1. 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
  17. 17. 17 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. 1. 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
  18. 18. 18 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  Time-bound = must be reached by the end of the project 1. 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
  19. 19. 19 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 1. 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
  20. 20. 20 1. 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 Contents  Partners  Project implementation  Activities  Risks and assumptions  Means Why is it important?  Indicates how objectives will be achieved
  21. 21. 21 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  Type of partnership you set up  Specify each partner’s role 1. 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 7. Proposed Methodology
  22. 22. 22 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 1. 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 7. Proposed Methodology
  23. 23. 23 7. Proposed Methodology 1. 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 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
  24. 24. Year Year 1 Month 1 2 3 4 5 6 7 Activity 1 Activity 2 Activity 3 Activity 4 24 7. Proposed Methodology 1. 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 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?
  25. 25. 25 7. Proposed Methodology 1. 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 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
  26. 26. 26 7. Proposed methodology 1. 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 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
  27. 27. 27 1. 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 Contents  Budget itself  Budget explanations and justifications Tips  Prepare it using your plan of action  Don’t inflate the budget  Follow carefully donor’s requirements  Disaggregate your budget for each year
  28. 28. 28 1. 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 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?
  29. 29. 29 1. 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 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.
  30. 30. 30 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... 1. 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
  31. 31. 31 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 n°xy”  Separate each annex by a coloured page 1. 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
  32. 32. 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) 32
  33. 33.  Ask someone exterior to the project to read it before any submission to a donor. 33

×