Budgeting

PROJECT DEVELOPMENT CYCLE

What is a Project Budget?
Reflects cost of items and activities described in
the project

Defines the project narrative with costs

Justifies the project narrative with costs

Puts all costs in one place to facilitate review

Why is the budget important?
Provides a summary of the project

Reflects the consistency of the project model/ proposal

Defines costs of the project over a specific period (e.g.,

yearly, monthly, etc.)
Getting started: Funds Needed
What resources do I need to implement
the project?

 Personnel
 Facilities
 Equipment
 Supplies and Materials
 Labor
 Travel
 Others

5
Getting started: Funds Available
What resources do I already have?

 Personnel
 Facilities
 Equipment
 Supplies and Materials
 Labor
 Travel
 Others
Getting started

Funds needed – Funds available =

Budget Proposal

Create a reasonable budget based

on the funding you needed to
complete the project
Prepare the Final Budget
Make a detailed budget:

 Identify cost per budget item

 If possible, specify details of costing
 Example: Food (Php75 x 2 days x 30 pax)
 Monetize in-kind/non-cash counterpart
 Provide sub-total and total costs

8
 Prepare the Final Budget
For long detailed budget, make a budget summary9
Indicate % cost covered by partners
BUDGET ITEMS SPONSORS PROPONENT LGU TOTAL

Phase/Activity 1 20,000 5,000 5,000 30,000

Phase/Activity 2 15,000 - - 15,000

Phase/Activity 3 30,000 2,000 - 32,000

Phase/Activity 4 15,000 4,000 5,000 24,000

Facilities and - 10,000 20,000 30,000

Equipment
Personnel Cost 20,000 50,000 30,000 100,000

TOTAL 100,000 71,000 60,000 231,000

(43%) (31%) (26%)
(100%)
 BUDGET
Total
Funding You may indicate
ITEMS
Item
Agency
% n** % n** %
budget
Cost
Activity/Phase
counterparts of
Item 1 beneficiaries,
Item 2 partners (e.g.,
Item n LGU), other
stakeholders, and
Activity/Phase
even your own
Item 1
Item 2 (proponents).
Item n
T O T A L
GENERAL FORMAT
Project
Pitching
PROJECT PITCHING:

The Challenge:
Consolidate all your answers from the curiosity cube to
create a project idea. Create an elevator pitch. All
members must know the project. (3 minutes)
 ACTIVITY: SHARE with a BUDDY
 Find a partner from the other team. (Each member)
 Choose who will be the SHARER and LISTENER.
 SHARER: Share your elevator speech to the listener. (2 mins only)
 LISTENER: Share your comments and suggestions to the sharer. (2 mins only)
 Change of roles! SHIFT. The sharer will be the listener and the listener will be
the sharer.

3 rounds
PROJECT PITCHING:

 Refine your project concept (5 mins)

 Createan improved elevator pitch to be
presented to your classmates (plenary session)
 Youwill only be given 2 minutes to present your
project idea
 Question,
comments and suggestions from
classmates and facilitators (5 minutes)
Action
Planning
Methodology
PROJECT DEVELOPMENT CYCLE
Action Planning Methodology
• We all plan: tomorrow’s shopping, next
summer’s vacation, our careers, our
lives. Methodically or intuitively, with
different degrees.
• People plan their approaches to deal
with life’s big and small challenges.
What is an action plan?
• An action plan is a document that lists what
steps must be taken in order to achieve a
specific goal.
• An action plan clarifies what resources are
required to reach the goal, formulate a
timeline for when specific tasks need to be
completed and determine what resources
are required.
What is an action plan?
• Must be in a logical sequence, justifiable,
and doable

TIMEFRAME
Major Activities Expected Results Deadline Anchor Partners
Q1 Q2 Q3 Q4
Phase 1
1.1. Activity 1
1.2. Activity 2
Phase 2
2.1. Activity 1
The 6Ws and 1H in Action Planning
• What are the different activities needed to reach your desired
goal?
• Why should we do these activities? (objectives/ outputs per
activity)
• When should these activities be implemented? (Determine
the appropriate sequencing: what comes first, second etc. ~
Logical flow). When should the activities be implemented?
• Who should be involved in the activities? What should be their
roles?
• Where should these activities be held?
• What if?
• Create a monitoring and evaluation plan
• How are you going to achieve your goals?
Action Planning Reminders!
• Consider. Will the plan achieve the desired goal in time? Is the
timing of the resulting plan compatible with your goals, political
constraints, etc.

• Determine: Are the needed resources available?

• Identify. What are the implementation risks? What can go

wrong? Identify the steps where the greatest implementation
risks lie. Identify the threats to your plan coming from forces
outside you control.
Project
Sustainability
and how to
write project
proposal
 AIM: Ensure that project
gains are sustained even
after project termination

 STRATEGIES:
 Institutionalization -
Organizational (32)
Development, Policy
Development
 Capacity Building

 BEST WAY: The best way to sustain

Participatory Project a projects is when your
Development beneficiaries OWN it
Tips in Proposal Writing
(Venable, 2013)

 Start with clear thinking.

 Be explicit – not flowery!
 Write simply. Use strong
declarative verbs.
 Avoid jargons and define
acronyms.
(35)
 Be confident and passionate,
but not arrogant.
 Remember coherence –
totality of the document will be
considered. (36)

 Make the proposal readable.

Project Summary
Project Title : ____________________________

Proponent : (YMA Team and Members)

Section : _________________________________

Implementing Partners : (Who are your potential partners?)

Location: _________________________________

Project Duration / Timeline: ________________

Project Goal : _____________________________

Goals refer to general, conceptual, or long-term changes which are not normally quantifiable. It
answers the question: What is your dream for the community?

Example: To reduce the drop-out rate of Grade 1 pupils of Parian Elementary School.
Project Summary
Objective(s): Objectives are short-term, specific, and measurable results or outcomes of your
proposal. It needs to be achieved and measured within the scope of your project. It answers the
question: What benefits or positive changes will the beneficiaries gain at the end of the project?

Example: To improve reading scores of the Grade 1 pupils by 5%.

Target Beneficiaries: Define the beneficiaries/ recipients of your proposal, who are they and how
many are expected to benefit.

Example: 50 Grade 1 pupils from Parian Elementary School. (35)

Expected Output: Describe the facilities, services and goods that the project will provide. These
are the so-called “deliverables” of the project.

Example: - Simplified reading module for Grade 1 pupils

- 10 Youth volunteers trained on conducting the youth tutorial
- 10 tutorial sessions conducted (36)
Project Summary
Methods:
Describe your proposed action or solution particularly the major activities and processes that
need to be undertaken in order to achieve the desired goals/objectives.

Example: - Development of reading modules for Grade 1 pupils

- Training of volunteer reading tutors
- Selection of beneficiaries
- Tutorial Sessions
- Evaluation

(35)

(36)
 Assignment and reminders
• Submit the following on December 7 before 7:00PM:

• Revised Project Summary

• Project Action Plan
• Project Budget
• No solicitation
Thank you!!!