HOW TO WRITE PROJECT PROPOSAL – FORM AND STYLE

1. HOW TO WRITE PROJECT PROPOSAL – FORM AND STYLE

2. NATURE OF PROJECT • Completion of groundwork commences project proposal writing based on nature of project • Format • Project design and outline • Grant application requirements • Funding

3. FORMAT and PARTS • Title Page (for proposal of 3-4 pages) • Project title • Name of lead organization/potential partners • Place and date of project • Name of donor (if available) to whom proposal is addressed

4. FORMAT and PARTS WHAT IS A GOOD PROJECT TITLE? • Short • Concise • Refer to key project result • State the leading project activity • Give an effective snapshot of project

5. FORMAT and PARTS • Content Page (table of contents for proposal of 10 pages or more) • To find quickly relevant parts of proposal • To contain sections and pages of document

6. FORMAT and PARTS • Abstract ( a short project summary from 10 lines to 2 pages, to include) • Problem statement • Project objectives • Implementing organization • Key project activities • Total project budget

7. FORMAT and PARTS • Context (describes social, economic, political and cultural background) • Contain relevant data from research • Multi sources of data • Large amount of data put in the annexes

8. FORMAT and PARTS • Project Justification (rationale provided for the project) • Problem statement to make a “case”, explanation of the needs to be addressed • Priority needs arising from the problem (must) • Proposed approach/strategy to solve the problem

9. FORMAT and PARTS • Presenting Organization (giving capacities and capabilities of implementing organization) • Analysis of organizational strengths • Participatory planning/team work • Organizational track record

10. FORMAT and PARTS • Project Aims (from goal to results) • hierarchy from goal, to objectives, to activity, to results e.g. - to improve the quality of life (goal) - to improve quality of water supply (objective) - by laying 10-km pipe from source to tap (activity) - 1,000 families have clean and potable water (outcome)

11. FORMAT and PARTS • Target Group (beneficiaries of project) • Provide detailed description of size and characteristics of target groups • Target group composition analysis based on age, gender, income, etc

12. FORMAT and PARTS • Project Implementation (describe activities and resource allocation) • Activity plan to include list of project activities and Gantt Chart • Resource plan provides the means for the project including the line-item budget (LIB)

13. FORMAT and PARTS • Preparing An Activity • List all project activities in a single list • Break activities into manageable tasks/sub-activities for resource estimation • Clarify sequence and dependence of interrelated actions • Draw up a timeline for each task from start-up to completion

14. FORMAT and PARTS • Preparing An Activity - Summarize scheduling of main activities and plan the timing • Use milestones to provide a measure of project progress and targets to aim for • Define type and level of expertise for each task • Allocate tasks among the team in consultation with members of this team

15. FORMAT and PARTS • Budget (itemized summary of income and expenses over a period of time) • Income as financial asset as source of support for the project • Expenditures are anticipated costs in project implementation as reasonable reflection of activities

16. FORMAT and PARTS • Budget Categories • Direct costs associated with an activity (e.g. conduct of seminar) • Operational costs related to internal activities of the project • Units, Quantity Per Period and Estimated Units Costs are needed to calculate costs associated with any of the two categories

17. FORMAT and PARTS • Line-Item Budget (LIB) refers to types of expenditures • Personal Expense (PE) for hiring personnel and consultants • Maintenance and Operating Expense (MOE) for internal affairs of project, supply and materials • Capital Outlay (CO) for cost of equipment, facilities and other fixed assets • Miscellaneous Expense (ME) for those which do not fall under the above

18. FORMAT and PARTS • Monitoring and Evaluation (setting of indicators for expected results of the project) • How and when to conduct monitoring/follow up project progress • Methods to use in evaluation and monitoring • Who will do the evaluation

19. FORMAT and PARTS • Management and Personnel (description of project personnel) • Individual roles of each project personnel • Communication mechanisms that exist between and among them • CVs and resumes attached to the annexes

20. FORMAT and PARTS • Annexes (important information but too large to be included in project proposal) • Analysis related to the project (e.g soil topography) • Policy documents an strategic papers (e.g. law creating water district) • Information on organization (e.g. Annual Report, brochures)

21. FORMAT and PARTS • Annexes (important information but too large to be included in project proposal) - Information on personnel (e.g. CVs) • Maps of location and target area (e.g. Barangay clusters) • Management forms and structures (e.g. Org. Chart)