Proposal writing by barai mobarez

A practical Guide
to
Proposal Writing
Kandahar University, By: Barai Mobarez, 1

Table of Contents
 Why do we learn proposal writing?
 What do we mean by proposal?
 Types of proposals?
 Characteristics of a proposal
 Structure of Proposal
 Exercise; writing a proposal
 Proposal Evaluation: Questions

Why do we learn proposal writing?
To survive in a rapidly growing and competitive environment we need
1. Change
2. Growth and expansion

What do we mean by proposal?
 Pro=forth
 Poser= to place/put
 Proposal= aims at getting approval or acceptance of what one wants to do.
 Proposal is a written offer to undertake a project for designing, creating something
new or for changing or modifying an existing procedures methods, systems or structure
within a specified period of time.

What do we mean by proposal? ……….continued
A proposal could be
1. Research on a specific topic
2. Writing a book
3. Manufacturing a product
4. Setting up a plant
5. Constructing a building or road …etc.

Types of proposals
1. Solicited proposal:
When prepared in response to an authorized person or organization
1. Unsolicited proposal:
When prepared based on one’s own idea to solve a problem or meet a specific need.

Characteristics of a proposal
Whatever be the type – every proposal should tell:
1. What you plan to do?
2. Why do you plan to do it?
3. Where you want to do it?
4. How will you do it?
5. How much time will it take to complete?
6. What will be the cost of doing it?

Characteristics of a proposal ……..Continued
The presentation of proposal should be based on AIDA
1.A = Attention
2.I = Interest
3.D = Desire
4.A = Action

Characteristics of a proposal ……..Continued
To win you should
1. Specify the scope clearly
2. Be realistic in your estimate of time, money, material and personnel requirement
3. Establish your credentials for accomplishing the task
4. Highlight the benefits that would accrue to the customer
5. Keep the proposal short and precise
6. Use plain language
7. Ensure that the presentation and layout are neat and attractive

Structure of Proposal
 Title page/Cover letter
 Executive summary
 Problem statement
 Objectives
 Technical plan
 Management plan
 Cost estimation

Exercise
writing a proposal

Forming Groups
1. Form groups, each group with at least four members
2. Name each group
Group Name Member

Practical Activity-1
Preparing a cover Page/title page for our proposal
It should include:
1. Title of the proposal
2. Your Name and designation
3. Your organization name
4. Date of submission
 So lets prepare a title page for our intended proposal

Cover letter
 A Cover page is also called transmittal or transmission letter.
 Definition: A cover letter is an introduction – and should be one page.
 A cover letter contains the following
1. Intro to your organization
2. Target population
3. Statement about the project
4. Thanks - for giving the opportunity
5. Contact person’s information
So lets prepare one ………………………..
Note: Some proposals require cover letter and some do not.

Executive Summary
 Executive Summary Should include:
 (2- 4 pages: most important information)
 Problem statement
 Duration & location
 Objectives
 Benefits
 Description of your/organization’s qualification
Continue……

Continue….. Practical Activity-3
Second Type executive summary: sometimes Executive Summary includes:
1. Project Title:
2. Contact person:
3. Applicant Information:
4. Objectives:
5. Need Statement:
6. Project summary:
7. Expected results:
8. Funding request:

Introduction
Introduction part Should include:
1. Your organization’s capability, expertise and qualification to prove that you can carry
out the proposed project

Need/Problem statement: Absence of something is not a problem unless it is justified and
supported with facts
Problem statement should include the background of the problem, its consequences,
the importance of solving it in a rational manner.
1- Problem statement Example:
We can not provide internships to our students. So Please provide us the fund to support our
students in internship programs. (incorrect)
Continue…..

Continue…. Practical Activity-5
2- Problem statement Example:
Every year, Kandahar University graduates approx. 400 to 500 students in different majors.
According to country’s youth associations and other sources reports, majority of these fresh
graduates spend on an average one year to find a suitable job for them. Lack of job availability
has increased the rate of depression, low self-esteem, drug consumption, societal hatred and
violence, and joining militant groups among jobless youths in the country.
One of the many reasons is that fresh graduates lack practical skills that are sought by the
market though they have sufficient theoretical knowledge. Most of the organizations and
institutions in the market seek experienced and skilled graduates and thus fresh graduates don’t
get recruited.
To make sure our fresh graduates get recruited right after they are graduated we need to provide
them an opportunity of exposure to the real world in order to gain practical experience and
translate their theoretical knowledge into practical skills before they join an organization for a
permanent job.
It is indeed evident that practical work done during the internship add to the competency of the
students. Furthermore market demand for full-fledged graduates who have leadership,
analytical, problem solving and communication skills is rapidly growing. And to answer the
demand of the market and prepare fresh graduates for future leadership and decision making
positions we need to provide internship programs. The internship is considered to be a very vital
tool for enhancing students’ knowledge and skills in a more pragmatic way. (correct)

 Mission, Goal (work packages) & Objectives (Tasks & Activities)
 Mission statement is the converse of the problem statement
For instance
 Problem/need statement:
1. Lack of practical skills among fresh graduates
2. Growing drug consumption in Kandahar Province
3. No electricity in Kandahar Province
4. Poverty in Kandahar Province
 Mission statement:
1. Fresh graduates equipped with practical skills
2. No drug consumption in Kandahar Province
3. 24/7 electricity in Kandahar Province
4. Reduce or completely eliminate poverty
Continue….
Objectives Goals Mission

What is goal?
The destination or the end result – or What we want to achieve.
To some it is abstract but to others it is should be concrete and SMART
1. Specific
2. Measureable
3. Attainable
4. Realistic
5. Time-bound
Continue………

1. Abstract Goal:
The internship program will help students learn practical skills.
2. Concrete Goal-1:
During the first week/month of the project we will develop necessary infrastructure, prepare sufficient
facilities, introduce 100 qualified interns to 20 provincial directorates, hire 1 project coordinator, 5 field
supervisors, recruit volunteers, contractors.
Continue…….
What will happen? How will it happen?
(methods/strategy)
When will it happen? For how many/much? With what result or
benefit?
Develop necessary
infrastructure
Prepare facilities, hire
staff, recruit volunteers
and contractors
During the first
week/month of the project
Facilities for 100 interns, 1
project coordinator, 5 field
supervisors,
20 provincial directorates
Sufficient facilities and
qualified interns and staff

 Concrete Goal-2:
During the second week/month of the project interns will be provided an initial orientation and staff being
trained in order to effectively carry out the relevant activities on time.
(methods/strategy)
When will it happen? For how
many/much?
With what result or
benefit?
Train Program Personnel Classroom (orientation) During the second
week/month of the project
Train all the staff see goal
1
Staff well trained will be
able to effectively carry
out all the relevant
activities.

Objectives:
 Objectives are steps for each goal.
 Objectives should be SMART & should have the followings
 Continue….. Examples in the next slide
(methods/strategy)
Who will do it? For how many/much? With what result or
benefit?

 Goal-1:
During the first week/month of the project we will develop necessary infrastructure, prepare sufficient
facilities, introduce 100 qualified interns to 20 provincial directorates, hire 1 project coordinator, 5 field
supervisors, recruit volunteers, contractors.
(methods/strategy)
When will it
happen?
For how
many/much?
With what result or
benefit?
Develop necessary
infrastructure
Prepare facilities, hire
staff, recruit volunteers
and contractors
During the first
week/month of the
project
Facilities for 100 interns,
1 project coordinator, 5
filed supervisors,
20 provincial directorates
Sufficient facilities and
qualified interns and staff
(methods/strategy)
Who will do it? For how
many/much?
With what result or
benefit?
Hire 1 project
Coordinator
Country and Donor hiring
practices
HR department of Donor
& Kandahar University
1 project coordinator, Hire 1 qualified and
experienced project
coordinator
 Objective-1 & 2: The breakdown of the Goals into activities
(methods/strategy)
Who will do it? For how
many/much?
With what result or
benefit?
Hire 5 Field supervisors Country and Donor hiring
practices
Project Coordinator &
Kandahar University
5 field supervisors Hire 5 qualified and
experienced field
supervisors

Timelines = Time frames = Time chart = Project calendar
 Timelines are graphical representation of what will happen and when will this happen.
Continue…..

Time Estimation: Analogous V Parametric
1- Analogous Estimating (top-down)
 Analogous estimating uses a similar past project to estimate the duration or cost of your
current project, thus the root of the word: analogy.
 Used when there is limited information regarding your current project, an analogous
estimate is considered “top-down” and is generally not as accurate as other estimating
techniques.
 For example, if it cost $7,100 to develop a website a few months ago and you are
responsible for developing a new similar website, you estimate it to cost $7,100.
Continue…..

2- Parametric Estimating (Bottom-up)
 Parametric estimating, a more accurate technique for estimating cost and duration, uses the
relationship between variables to calculate the cost or duration.
 Essentially, a parametric estimate is determined by identifying the unit cost or duration and
the number of units required for the project or activity.
 The measurement must be scalable in order to be accurate.
 For example, if it took me two hours to mow my one acre yard last week and this week I’m
mowing four acres, I could estimate that it will take eight hours to mow.
 However, if the first one hour was spent transporting my tractor and preparing it to mow, the
estimate would need to be scaled appropriately: 1 hour for transporting and then four hours
to mow, for a total of five hours.

Practical Activity-9: Work Breakdown Structure (WBS) - Project Timeline
1 2 3 4 5 6 7 8 9 10 11 12
Goal-1 Develop Infrastrucute
Obj-1 Hire Project Coordinator
Obj-2 Hire Five Field Supervisors
Obj-3 Enroll 100 Students
Obj-1 provide orientation
Obj-2 hold a joint meeting
Obj-3 Introduce interns to directorates
Goal-2 Evaluate Program
Obj-1 Develop Evaluation Questions
Obj-2 Determine needed data
Obj-3 Determine measurement methodology
Obj-4 obtain/develop measurement tools
Obj-5 collect data
Obj-6 Analyze data
Obj-7 publish evaluation result
Goal-3 Manage Internship Program
Obj-1 manage project personnel
Obj-2 manage funds
Obj-3 make ongoing necessary changes
Obj-4 disseminate project information
Obj-5 advisory board
Obj-6 continue project
Project Year One
Project Months

Estimating cost:
Cost estimation is calculated the same way as estimating time
1. Analogous (top-down)
2. Parametric (bottom up)
Continue….

Continue…. Practical Activity-10: Budget summary
Budget
Budget Summary
Category Description/Detail Requested
Personnel Refer to Schedule1 for details $6,408.0
Fringe benefit
Travel
Equipment Refer to Schedule2 for details $15,480.0
Supplies
Contractual
Other Direct Cost Refer to Schedule3 for details $5,696.0
Indirect Cost Refer to Schedule 4 for details $6,308.0
Total Requested $33,892.0
Contributions $0.0
Project Total $33,892.0

Continue…. Practical Activity-10: Budget Narrative
Schedule 1: Personnel Cost for the year 2013 (First Year)
Item Unit Unit Cost #Units Budget
Name Position title
Ahmad Principal hr $2.50 456 $1,140.0
Wahidullah vice Principal hr $2.50 456 $1,140.0
Abdul Wali Teacher hr $2.50 456 $1,140.0
Zarghuna Teacher hr $2.5 456 $1,140.0
Ahmad Administrative Manager Days $4.0 264 $1,056.0
Agha Mohd Cleaner Days $3.0 264 $792.0
Total $6,408.0
The schedules below explain the details of our three years (first, second and third year) gross incomes,
personnel cost, other direct & indirect expenses and etc.:
Note: All the faculties, principal and vice principal are paid on hourly basis (per hr. USD2.5). It means the more classes they take, the more
money they can earn. As of now the center has decided to pay USD 2.5 per hour. The rest of the staff such as administrative manager and
cook would be paid on daily basis. The daily rate for the administrative manager is USD 4 and for cook USD 3.The pay may seem very less, but
since this is a part time work and not purely only for the money, we all have motivation and consensus to voluntarily assist the people of
Kandahar city and the surrounding area.

Schedule 2: Equipment Cost Year 2013 (First Year)
No Description Unit Unit cost # Units Budget
1 Computers, Monitor, mouse, keyboard $600.0 15 $9,000.0
2 UPS $70.0 16 $1,120.0
3 Copier $200.0 1 $200.0
4 Scanner $200.0 1 $200.0
5 Printer $200.0 1 $200.0
6 Tape Recorder $50.0 4 $200.0
7 Chairs for classrooms $20.0 60 $1,200.0
8 Chairs for office $60.0 6 $360.0
9 Desks $150.0 6 $900.0
10 Carpet $10.0 10 $100.0
11 Generator $700.0 1 $700.0
12 Books/Dictionaries $20.0 10 $200.0
13 Cassettes for English comprehension $10.0 10 $100.0
14 Projector $500.0 1 $500.0
15 Curtains $20.0 5 $100.0
16 Fan $50.0 4 $200.0
17 Appliances $200.0 1 $200.0
Total $15,480.0
Note: The equipment cost is subject to the changes in the prices of the equipment within a three month
time due to the price fluctuations in the market.

Schedule 3: Other direct costs year 2013 (First Year)
No Description Unit Unit cost Quantity Budget
1 Teaching Materials various 10.0 264 $2,640.0
2
Total $2,640.0
Note: USD 10 is an estimated amount per day for various teaching materials (marker, flip charts, handouts,
manuals etc.).

Schedule 4: indirect costs year 2013 (First year)
No Description Unit Unit Price Quantity Budget
1 Rent of building Day 7.0 360 $2,520.0
2 Transportation Mileage 200.0 1 $200.0
3 Food expense Day 3.0 264 $792.0
4 Office supplies, stationary various 200.0 1 $200.0
5 Utilities various 200.0 1 $200.0
6 Fuel Liter 1.5 864 $1,296.0
7 Marketing (Radio Ads) Per 10 sec 10.0 10 $100.0
8 Marketing Fliers per page 2.0 500 $1,000.0
Total $6,308.0
Note: marketing expenses will incur only in the first year of our operations which would include radio
announcements and distributions of fliers. Transportation cost is also a one-time cost which is for the
delivery of equipment from market to the center.

Evaluation Plan = project Analysis = outcomes = project results
Monitoring
 Systematically and continuously collecting, analyzing and using of information
for the purpose of management and decision-making.
Evaluation
 A periodic, usually independent assessment of the efficiency, effectiveness,
impact, sustainability and relevance of a project in the context of stated
objectives with a view to drawing lessons that may guide future decision-
making.

Monitoting and Evaluation (M&E)
The aim of evaluation:
1. To see if the project is successful
2. To discover if the investments have been effective
Evaluation plan should be linked to goals and objectives of the project:
1. Make everything measurable
2. Document everything (these are evidences – attendance sheets, bils,
contracts etc)
3. Report progress of the activities
4. Have an internal and external evaluation team

Proposal Evaluation
The following questions should be asked while evaluating a proposal.
1. Was the scope specific & clear?
2. Was it realistic in terms of estimate of time, money, material and personnel requirement?
3. Did it Establish its credentials for accomplishing the task?
4. Did the proposal highlight the benefits that would accrue to the customer?
5. Was the proposal short and precise?
6. Was the language plain?
7. Were the presentation and layout of the proposal neat and attractive?
a. A = Attention
b. I = Interest
c. D = Desire
d. A = Action

Proposal writing by barai mobarez

Recommended

Recommended

More Related Content

What's hot

What's hot (20)

Similar to Proposal writing by barai mobarez

Similar to Proposal writing by barai mobarez (20)

More from Kandahar University

More from Kandahar University (7)

Recently uploaded

Recently uploaded (15)

Proposal writing by barai mobarez