The document outlines the proposal development process at an organization. It includes multiple stages from initial research ideas through full proposal submission. Key aspects of the process include concept notes, pre-proposals, and full proposals which require increasing levels of detail. Supporting the process is a resource mobilization team that provides coordination, reviews, technical editing, and ensures alignment with strategic and donor priorities. The overall goal is to have a pragmatic yet rigorous process that adds value to fundraising efforts.

1. Proposal development process
Pipeline facilitation and information

2. Guiding principles
Pragmatic and flexible process
No process bottlenecks
Adds value to resource mobilization efforts
Clear rules of the game
Adequate resources allocated

3. Research Concept (Pre)
Submission
ideas notes Proposals
Proposal development process

4. Pre-proposals (4-6 pager):
Concept notes (1-3 pager):
Concept note plus:
• challenge / problem,
• research activities
• research question,
• project team and partners
• objectives, outputs &
• beneficiaries
potential impacts,
• responsibilities and timeline
• project team,
• budget x activity and year
• global budget
(Pre)
Research ideas Concept notes Submission
Proposals
Proposal (10-15 pager):
Pre-proposal plus:
• logical framework, gantt chart
• responsibilities
• budget by activity, year, executor & line item
• annexes with additional information
Stages of development

5. Call for proposals
a) institutional limit on # of proposals
Research idea
b) no institutional limit on submissions
Timeframe: longer term
Timeframe: 1 - 3 months
(Pre)
Research ideas Concept notes Submission
Proposals
Subgrant Donor request
Timeframe: variable a) Shorter term, consultancies
b) Mid-longer term research grants
Timeframe: variable, usually short-term
4 funding opportunities

6. 5. Peer review (RM coord.)
6. Technical editing (RM coord.)
7. MT for review
• Content & submission process review
• IP, human
1. Internal review led by
subject, gender, REU, environmental
Program Area Directors
considerations
8. Budget development & compliance (GM)
(Pre)
Research ideas Concept notes Submission
Proposals
2. Pipeline coordination (RM)
3. MT for info: strategic fit;
pipeline & marketing process
& selection (limited calls)
4. General budget review (GM)
Pipeline facilitation

7. Program coherence
1. Internal review led by For all funding opportunities
Program Area Directors
(Pre)
Research ideas Concept notes Submission
Proposals
Pipeline facilitation :
value added & criteria

8. RM Coordination:
all opportunities (ongoing
2. Pipeline coordination (RM) monitoring thru out pipeline);
3. MT for info: strategic fit; synchronized process
pipeline & marketing process MT for info:
& selection (limited calls) grants > $250k;
4. General budget review (GM) thematic / strategic fit &
pipeline planning
(Pre)
Research ideas Concept notes Submission
Proposals
Budget review:
all notes (2 – 3 workdays);
Pipeline facilitation : ensure full cost budgeting
value added & criteria

9. Peer review: grants > $250k; 5. Peer review (RM coord. and doc w/ PI, PAD)
tight argument & clear concepts 6. Technical editing (RM coord.)
7. MT review
• Fit within CIAT strategy
Technical editing: grants > $250k • IP, human
as needed; sharpen wording and subject, gender, REU, environmental
message considerations
8. Budget development & compliance (GM)
(Pre)
Research ideas Concept notes Submission
Proposals
MT for review: grants > $250k or
special-case grants (4-5 days, via
email or in mtg.) Budget compliance:
all pre-proposals and proposals (2
Pipeline facilitation : – 3 working days); ensure full cost
value added & criteria budgeting

10. Pipeline facilitation & information
(Pre)
Research ideas Concept notes Submission
Proposals
Internal program RM coord. (all notes) Peer review (>$250k) Submissions:
review (PAD-led) • DG
MT for info, strategic Technical editing (as • Online
General resource fit & selection for needed >$250k) • Regional
inventory limited calls
Budget development donor office
(>$250k)
Incentives for idea tool & compliance (all
Project needs proposals, GM & PIs)
sharing
analysis:
(institutional & MT review (>$250k):
IP, partners, environ,
program) • content review
human
subject, gender & • IP, human
REU (PAD-led) subject, environ, gen
der, REU
General budget
considerations
review (all
• donor & marketing
notes, GM)

11. Peer review guidelines
Internal review for grants >250k with CIAT
colleagues via email or mtg.
External review for grants > $2.5m, esp.
competitive grant processes
Flexible process coordinated and
documented by RM officer

12. Technical editing guidelines
RM officer manages smaller jobs
Larger edits outsourced; RM officer manages a roster
of consultants for editing and writing services
Proposal development fund managed by DDG-R can
be used for editing and writing
Decisions for technical edition during thru out the
pipeline – RM officer coordinates

13. MT for info & review guidelines
MT includes DDGs, PADs & RCs
CNs for info: strategic fit / selection if limited call
• MT mtg or via email: 2 – 3 days
• RM officer coordination & documentation
Proposals for review: content, issues & process
• MT mtg or via email: 4 – 5 days
• RM officer coordination & documentation

14. opportunity • donor intelligence
identification • promote idea sharing &
& collaborative fundraising
development • coordinate pipeline
• coordinate development &
implementation of RM strategy
• contribute to development
donor & &implementation of a donor
RM partner
stewardship
communication strategy
• negotiate & foster relations with
function donors / partners
• ensure donor & CIAT policies
reflected in proposals
• represent CIAT at donor fora
• organize fundraising meetings
fundraising • ensure smooth start up &
support execution
• coordinate institutional donor
reports

15. DG’s office
resource
financial mobilization
administration
contracts
Finance management

16. contracts management financial administration
• ensure accountability to • not accounting, no data entry
donors • view accounts thru grant lens
• no 2 grants the same • budgetary control & reporting
• central coord of
scientists, partners &
donors

17. Idea sharing
& develop.
Project development
Proposal
develop. &
marketing
Approval & Partner
start-up agreements
Project
Grant management execution
Financial Technical
reporting reporting
Close-out &
evaluation