RPM 312 PROJECT

MANAGEMENT AND FUND

RAISING
TOPIC – PROJECT PROPOSAL WRITING

Dr. ESTHER IKASU

12/12/2020
 LEARNING OUTCOMES
At the end of this session the
participants should be able to:
 Explain the meaning and uses of a project
proposal
 Discuss project formulation process
 Describe the major components of a project
proposal outline
 Develop a project proposal for a group project
1.0 PROJECT PROPOSAL
 Meaning of project proposal
 Project formulation
 Proposal development process
 Content of a project proposal
 1.1 Meaning of a Project
Proposal
 What is a project proposal?
 A detailed description of a series of activities aimed at
solving a problem affecting an organization or a
community
 A document that describes a project in detail, as well as
the strategy and tactics to used to achieve its completion
 A request for financial assistance to implement a project
 It is a roadmap for the project that details what, who,
when, and how a project is to be done
Meaning of a proposal
 Proposals are directed toward a potential
sponsor, such as your future boss, a funding
agency, etc. to briefly outline the specific
objectives of project,
 technical approach to be used in solving the
problem or developing the product and
 the anticipated results of the project
What is a project proposal?

• Project proposals present a project by outlining:

 The specific objectives of the project.

 The technical approach to be used in solving the

problem or developing the product

 The anticipated results of the project
A project proposal can be a
selling document written to:
 Influence decision-makers.
 Convince them to commit time, money or
resources in support of a specific project.
 A winning proposal addresses an important
question with an innovative idea, is well
expressed with a clear indication of methods
for pursuing the idea, evaluates the findings,
and makes them known to all who need to
know.
What is a project proposal?

• Project proposals should answer the following

questions:
 Is the problem sufficiently important to justify

money, time and effort?

 Is the project well defined and realistic?

 Have you outlined a sound approach,

including your ability to perform the tasks?
 A proposal should answer the following
questions:
Is the problem sufficiently important to

justify money, company time, and your

effort?
Is the project well defined and realistic?

Have you outlined a sound approach, including

your ability to perform the tasks
Why Write a Project Proposal?
 To inform people or organizations of a project
that you would like to implement. A project
proposal is much like a business plan.
 To apply for a grant.
 To ask for other resources or support from
another organization.
 To explore the causes of a problem and
clearly define
Importance of Project
proposal
 It is important to have a meaningful
project proposal to present to
stakeholders. An effective proposal will
explain exactly what you want to do,
pretty close to how you plan to do it,
the expected result, and the benefit to
those funding and approving the
project.
1.2 Uses of Project Proposal
 Funding – used for seeking project
funding
 Planning - used as a planning tool
 Approval - used for seeking project
approval
 Control - used as a control tool for
monitoring and evaluation
1.3 Project Proposal Design
and Formulation
 Project design consists of two elements:
 Project planning - formulation of project

elements
 Project proposal writing - converting the

plan into a project document

1.4 Preparation for Project
Proposal Formulation
Steps
Write terms of reference for
project proposal formulation

Decide on need for Terms of reference for

project formulation
project proposal
Conceive project idea formulation

Decision
confirmed in
Project
writing
concept
paper Products
1.5 Formation of Project Proposal

5.Write project proposal document

4. Prepare
project budget

3. Design strategy

2. Set
objectives

1. Analyze and
forecast the situation
1.6 How to define a problem in a project
proposal - Problem Tree

 The problem tree is a powerful tool for

analyzing the causes and effects of
the core problem.
 It is also a useful means of presenting
the problem statement in summary
visual form
1.7 Problem Tree: Core
Problem with Direct Causes
Core problem

Causes
1.8 Problem Tree: Sanitation Example
Effects
Poor health

Diarrhoeal diseases Infectious hepatitis

Intestinal worms

Inadequate disposal of Human excreta:

 Only 50 households (out of 300)have pit latrines
Core problem
 Only 20 households use their pit latrines
 No pit latrine on school compound

Lack of Lack of No school Taboos

awareness resources health activities Causes
How to define a problem in a project proposal

Before writing a proposal we need to be analytical. For example through

our experience in our daily life, we all know that every problem has a

cause. Thus, we need to think deeper first all problem surrounds us and

that has a cause. Those causes is what we are expected to solve them

through writing a proposal . See an example on the diagram

 
 Cover Page
 Introduction
 Antecedents

 History and Definition of the

Problem
 Justification and Intervention

 Objectives
 Intervention Design and Strategy
 Activities and Timeline
 Budget
 Evaluation Indicators
 Bibliography
 Annex
2.0 KEY COMPONENTS OF A
PROJECT PROPOSAL
 Before you begin to write project proposal keep
in mind the following
 It is necessary to find out in advance what sources of
funding are available for your project
 Most donors look for local initiative and support
 The project should be practical, not too costly and
have potential for being repeated in different situations
 Most funding agencies prefer integrated approach to
development project
 Most funding agencies have their own proposal format
and application procedures
 Find out the budgeting cycle of the funding agency
2.1 Key Components Of A
Project Proposal
 1. Title page
 Project title
 Organization, and project manager
 Location of the project
 2. Cover letter
 3. Executive summary
 4. Project background (the problem)
 5. Project goals and objectives
 6. The beneficiaries and stakeholders
 7. Major activities and schedule
 8. Methodology
2.1 Key Components Of A
Project Proposal
 9.Resources required
 Financial (Budget)
 Human
 Material and Equipment
 10. The organization profile
 11. Monitoring and evaluation
 12. Sustainability strategy
 Economic/Financial
 Social
 Environmental
 13. Appendix
Cover Page
 Institution Information
 Title (no more than 15 words
corresponding to the theme of the
intervention)
 Author
 Date
Introduction
The historical antecedents of the problem and
the current situation: Include results or findings of
related preliminary studies related to the problem,
either national or international.
Description of the problem: Include the description
of the current situation and how it got to be that way.

Justification of the Intervention: Clearly define the

proposed intervention and justify why this intervention
is the best solution to the management problem.
 Objectives
Objectives signify the result that you intend to achieve
through the intervention. They should directly address the
problem mentioned in the problem statement.

Objectives should be SMART:

 Specific

 Measurable

 Achievable

 Relevant

 Time-bound
Using the SMART Process
 Specific. Use Specific rather than generalized language;
clearly state the issue, the target group, the time and
place of the program.

 Measureable. Be clear in the objective about what will

be changed and by how much. Setting this clearly at the
start makes it easier to evaluate

 Achievable. Be realistic about what the program can

achieve in terms of the scale/scope of what is being
done, the time and resources available.
Using the SMART Process

 Relevant. Objectives need to relate to and be

relevant to the goals. Remember objectives
are the building blocks / steps toward meeting
the goals.

 Time Specific. Be clear in the objectives about

the timeframe in which the program /
activities, as well as expected changes, will
take place
Intervention Design and Strategy
• Describe the intervention, explaining what you
propose to do to respond to the problem. It is
important to remember that the proposed
intervention leads to the objectives that were
initially proposed.

• Intervention design and strategy should be

research based.
Activities and Timeline
 Activities includes  Specify:
specific action
items under the  Who will do them
intervention  When they will be done
design.  How they will be
accomplished
 Why you chose this
approach
 All activities  How long each activity will
should be linked to take
the objectives.
 Ask for what you need to do the
work.
 Justify requests that are significant
or out of the ordinary.
 Develop a budget explanation to
delineate clearly how budget
figures were computed.
2.2 Criteria for Evaluating a
Funding project Proposal
Most funding agencies apply similar criteria
to the evaluation of proposals
 Does the proposal address a well-formulated
problem?
 Is it a research problem, or is it just a routine
application of known techniques?
 Is it an important problem, whose solution
will have useful effects?
 Do the proposers have a good idea on which
to base their work?
2.2 Criteria for Evaluating a
Funding Project Proposal
 Does the proposal explain clearly what work
will be done?
 Does it explain what results are expected and
how they will be evaluated?
 Is there evidence that the proposers know
about the work that others have done on the
problem?
 Do the proposers have a good track record of
doing good work?
 RPM 322 PROJECT MANAGEMENT AND
FUNDRAISING
INDIVIDUAL ASSIGNMENT;

1. Based on your experience, identify and

describe the common elements in a
winning funding proposal
2. Prepare a winning funding project
proposal”
Note Not more than 3000 words
Submission day 24/3/2016
 *************

END OF SLIDE SHOW

THANK YOU