South Asian Fund-raising
Workshop
Writing Winning Proposals
September 27, 2002
1
GENERAL
RECOMMENDATIONS
2
What is a proposal?

An act of putting forward or starting
something for consideration

A crucial document: donors will decide
whether or not to finance your project
based on what you have written.

It should reflect thoughtful planning
3
Key factors for success
1. Make sure you are addressing a
genuine problem and that you are
equipped for it!
2. Define your project idea thoroughly
and in a participatory way before
writing the proposal!
3. Be logical and coherent all throughout
4. Stick to the donor’s mandate, values
and criteria for appraising proposals
4
Steps for obtaining a grant
Identification of the problem
Identification of funding sources
Participatory formulation of the project
Letter of intent to selected donor
Assessment of all the resources required =>
itemised budget
6. Finalisation of project proposal
7. Submission of request with relevant
enclosures
8. Follow-up contacts
9. Acknowledgement of receipt of grant
10. Timely reporting
1.
2.
3.
4.
5.
5
Identify the right project idea
Demand from the community
Project
Needs as defined by experts
Available resources
6
Follow a participatory project planning
process
Involve beneficiaries and major
stakeholders in designing the project
 Use participatory planning tools &
methods to gather all the information
you need to write the proposal
 Writing a project proposal is only the
last stage
 Remember: many donors also look for a
quality planning process.

7
Select the right funding source

MANDATE: Which donor/funder has a
mandate compatible which is compatible
with your project idea?

PREFERENCES: What are your potential
donors preferences? Is your project
eligible?

SELECTION CRITERIA: How do they
evaluate project proposals and are you
likely to be selected?
8
Funding criteria:
what do donors evaluate?

ISSUE: Does the problem justify an intervention? Importance
and usefulness of the project to the community at large? Likely
impact?

DONOR’S POLICY: Is the project in line with the donor’s
mandate, priorities? Does the organisation qualify for receiving
support?

ORGANISATION’S LEGITIMACY: Is the organisation
well-established, experienced, committed? Is it financially
transparent? Who are their funders? Financial self-sufficiency?

PROJECT DESIGN: Has the project been well thought
through? Is the rationale for the project strong enough? Is the
project feasible and realistic? Creativity? Ground-breaking
approach that could be replicated elsewhere? Originality?
Uniqueness? Are cross-cutting issues taken into account? Is
the project budget realistic and coherent with the project
objectives?
9
Package your project into an
attractive proposal (1)

Follow a logical thread:
Background -> Problem -> Solution
-> Sustainability

Ensure internal coherence between:
Problem - Objectives - Means

Many donors follow the LFA
10
Package your project into an
attractive proposal (2)





Coherence checklist
Don’t leave a problem unsolved
Don’t identify objectives that do not
correspond to a problem
Don’t identify objectives for which you don’t
have appropriate means
Don’t propose activities that are not related
to problems and objectives
Don’t list human resources that are
disproportionate to the objectives you aim
to achieve
11
Package your project into an
attractive proposal (3)
Editing and layout

Pay attention to the language:
- Use simple language
- Use future tenses
- Be concise and logical
- Avoid spelling mistakes
- Find a catchy title
 Pay attention to the layout/ presentation:
- Use your organization’s logo on the first page
- Use headers and footers
- Clear titles and paragraphs
- Break the monotony
- Add table of contents
- Print on standard format paper
12
Follow-up on your proposal

Develop a personal contact with a
person in the funding agency

Maintain appropriate
communication before submitting
the proposal, during the review
process, after the decision and
beyond
13
Remember:
“If the cause is right, the
means will come”
Mahatma Gandhi
14
LOGICAL FRAMEWORK
APPROACH
15
What is the LFA ?
A method to design a project in a systematic and
logical way
The Logical Framework Matrix
16
LFA and Project Cycle

Situation analysis,
planning and
funding : those
three phases are
particularly concern
by the LFA

But, it also plays a
role in each phase
of the project cycle.
Situation Analysis
Evaluation
Planning
Monitoring
Funding
Implementation
17
Advantages

Problems are analysed systematically
 The objectives are clearly formulated,
logical and measurable
 The risks and conditions for success of a
project are taken into account
 There is an objective basis for monitoring
and evaluation
Your project proposal will be coherent
18
Steps
Analysis phase
1.
2.
3.
Problem analysis:
identifying stakeholders, their
key problems, constraints and
opportunities, determining
cause and effect relationships.
Analysis of objectives:
developing objectives from the
identified problems, identifying
the relationships between the
means and the ends.
Analysis of the strategy:
identifying the different
strategies to achieve
objectives, determining the
major objectives (overall
objectives and project
purpose or specific objective).
Planning phase
4.
5.
6.
Logframe: defining the
project structure, testing its
internal logic and formulating
objectives in measurable
terms, determining means and
cost.
Activity planning:
determining the sequence and
the relation between the
activities, estimating their
duration , setting the main
stages in the process,
assigning responsibility.
Resources planning: from
the activity schedule,
developing the input schedule
and the budget.
19
1. Problem analysis
1.
Identify the major problem faced by
the beneficiaries
2.
Develop a problem tree
3.
Identify the stakeholders affected in
the proposed project
20
1. Problem analysis
Problem tree
EFFECTS
Rice production is insufficient for
the population of village x
The irrigation system is faulty
The system
receives
no
maintenance
Some irrigation
structures
have been
destroyed
Agricultural practices are unsuitable
Support services
for farmers are not
available in the
area
The farmers
have no
investment
capacity
CAUSES
21
1. Problem analysis
Identifying stakeholders
MACRO
FAO
MoA
Irrigation
Dept.
Fertiliser
suppliers
NGO
Farmers
PRIVATE
Farmers’groups
MICRO
Agric. Ext.
services
PUBLIC
22
1. Problem analysis
Stakeholder analysis
IMPORTANCE
for the
project
High
Low
Special
initiatives
Partnership
Ignore
Caution/
Diplomacy
Low
High
INFLUENCE on
the project
23
2. Analysis of objectives
Transforming Problems into Objectives
Rice production is insufficient for
the population of village x
The irrigation
system is faulty
The system
receives
no maintenance
Some irrigation
structures
have been destroyed
Agricultural practices
are unsuitable
Rice production is sufficient for
the population of village x
The irrigation
system is working
Agricultural practices
are appropriate
Support services for
farmers
are not available
The system
receives
proper maintenance
Support services for
farmers
are available
Farmers do not
have
investment capacity
Damaged irrigation
structures
are repaired
Farmers have the
resources to
invest
24
2. Analysis of objectives
Objectives’ tree
ENDS
Rice production is sufficient for
the population of village x
The irrigation system is working
The system
receives
proper
maintenance
Damaged
irrigation
structures
are repaired
Agricultural practices are appropriate
Support services
for farmers
are available
Farmers have the
resources to
invest
MEANS
25
3. Analysis of alternatives
Possible criteria to choose the best
alternative among different project
alternatives:
 Available
resources
 Probability of achieving objectives
 Cost
 Timeframe
 Risks
26
3. Analysis of strategy
Rice production is sufficient for
the population of village x
The irrigation system is
working
The system
receives
proper
maintenance
Damaged
irrigation
structures
are repaired
OVERALL
OBJECTIVE
Agricultural practices are
appropriate
SPECIFIC
OBJECTIVE
(or project purpose)
Support
services for
farmers
are available
Farmers
have the
resources
to invest
EXPECTED
RESULTS
CHOSEN STRATEGY
27
4. The log-frame
28
4. The log-frame
Levels of objectives
Overall
objective
Project
Purpose
Expected
Results
Activities
The broader impact your project is
contributing to
The outcome of your project,
what your project will achieve.
Specific outputs which will
contribute to the realisation of
your project purpose
Concrete activities that will be
undertaken in the project
29
4. The log-frame
Example of a good indicator
Objective: The irrigation system is working
The indicator should be:
Specific = The irrigation pumps are functioning properly in the
project area
 Measurable = 50 of the irrigation pumps are functioning
properly in the project area
 Attainable = 100% of the irrigation pumps are functioning
properly in the project area
 Relevant = Are the irrigation pumps the main problem?
 Time-bound = 100% of the irrigation pumps are functioning
properly in the project area at the end of the project

30
4. The log-frame
Selection of sources of verification
Cost
Specialised
surveys
Interviews of
beneficiaries
Adapted
monitoring
statistics
Monitoring
data
Administrative
/ financial
report
Management
report
Complexity
31
4. The log-frame
Risks/Assumptions
Is the RISK important to your project?
Yes
No
What is its probability?
Ignore
Almost certain
Fairly Unlikely
Unlikely
Formulate an assumption
Can the project strategy be modified to eliminate the risk?
No
STOP the project
Yes
Modify strategy, add activities
32
4. The log-frame
Intervention logic of project + Assumptions
IN
OUT
Overall
objective
Project
Purpose
Results
Activities
+
+
Assumptions
Assumptions
+
If the activities are carried out,
and if the assumption is valid, then ...
Assumptions
Pré-conditions
33
5. Activity-planning
Logical framework
Activities
Plan of action
Year
Month
By whom?
Year 1
1
2
3
4
5
6 etc.
Activity 1
Activity 2
Activity 3
Activity 4
34
5. Resource-planning
Plan of action
Year
Month
By whom?
Year 1
1
2
3
4
5
6 etc.
Activity 1
Activity 2
Activity 3
Means/Budget
Activity 4
Means:
Human
resources
Material/
Equipment
Travel etc.
Budget
35
GROUP WORK
TIME FOR A SMALL
GROUP EXERCISE!!
36
CONTENTS OF A PROJECT
PROPOSAL
37
General structure
1.
2.
3.
4.
5.
6.
7.
Executive summary
Presentation of the organisation
Project background
Problem statement
Goal and objectives
Beneficiaries
Proposed methodology:
Partners
Project implementation
Activities
Risks and assumptions
Means
8.
9.
10.
11.
Budget
Monitoring and evaluation
Sustainability
Annexes
38
1. Executive Summary
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
1.
Why is it important:
 It is the first thing that is read
 Sometimes, it is the only thing
that is read…
 It can be used by the donor to
communicate about your
project
39
1. Executive Summary
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
1.
Contents
 What do you propose to do?
 Where?
 Why?
 For whom?
 With whom?
 For how long?
40
1. Executive Summary
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
1.
DO :
 Write it only at the end
 Do it carefully
 Be concise
DON’T :
 Cut and paste
41
2. Presentation of the organisation
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
1.
Why is it important?

Purpose: to establish credibility
and image of a well-managed
organization that meets critical
needs in its area of work
Tips


Should not be too long
If you are approaching a new
donor, attach in appendix a
presentation brochure and/or
the last activity report
42
2. Presentation of the organisation
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
Contents
1.








Who are you?
Philosophy/ mandate?
History and significant
interventions/track record
Expertise in addressing the
problem/need
Organizational structure
Major sources of support
Affiliations/accreditations/
linkages (if any)
Uniqueness (if any)
43
3. Project Background
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
Contents
1.






Who took the initiative?
Does the project fit into an existing
development plan or programme?
Is this the first phase of the project, or
the continuation of an activity already
undergoing?
If this is the case, which have been
the main result of the previous phase?
What studies have been done to
prepare the project?
Who else operates in this field?
44
3. Project Background
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
1.
Tips
You need to demonstrate that :
 The project arises from the
beneficiaries and/or the local
partners
 You know very well the local
context
 You have the experience needed
to run the project successfully
 You have been successful before
45
4. Problem Statement
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
1.
Why is it important?
Unless donors are convinced that
there is a real problem, they will
not agree to disburse money for
our project !
Tips
A “good” problem should:
 concern people
 be concrete and demonstrated
 be solvable
 arise from a demand
 be an emergency or priority
46
4. Problem Statement
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
Contents
1.

Description of the scope and
magnitude of the problem
 What are the immediate causes
of the problem?
 What are the underlying causes
of the problem?
 What are the effects of the
problem?
 How does it affect people?
 Why does it have to be
addressed?
 Why now and not later?
47
5. Goal and Objectives
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
1.
Goal (or overall objective):
Describes the long-term goal, your
project will contribute to.
Project Purpose or Specific
Objective(s) :
Describes the objective(s) of your
project in response to the core
problem.
Expected Results:
Describes the outputs or concrete
results of your project.
48
5. Goal and Objectives
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
1.
Objectives should be SMART:





Specific = they must meet the needs
(problems) identified
Measurable = they should be
measured by concrete indicators
which should reflect the extent to
which they have been attained
Attainable = targets are realistic
Relevant = they must be adequate to
the project socio-cultural environment
Time-bound = must be reached by
the end of the project
49
5. Goal and Objectives
Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
Tip
1.
All objectives (and each
corresponding indicator) should
provide the following information:



Proportion of the target population
expected to show a change of
situation
Amount of change expected
How many persons or institutions
will receive support
50
6. Beneficiaries
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Contents
1.

Clearly identify direct and
indirect beneficiaries:
• Directly receiving support
• Indirectly benefiting
• How many?
• Where?
• Characteristics?

Specify how and at what
stage they will be involved in
the project
51
7. Proposed Methodology
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
1.
Contents





Partners
Project implementation
Activities
Risks and assumptions
Means
Why is it important?

Indicates how objectives will
be achieved
52
7. Proposed Methodology
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Partners:
1.

Clearly distinguish between main
partners and other partners
 Provide background information:







Goals/philosophy?
Area of intervention?
Relationship with beneficiaries?
Cooperation track-record?
Role in the project
Type of partnership you set up
Specify each partner’s role
53
7. Proposed Methodology
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
1.
Project implementation:

Rationale for selecting a particular
or unique methodology

Project implementation structure:
roles and responsibilities of all the
project stakeholders
Tip
Use a chart to describe the project
implementation structure
54
7. Proposed Methodology
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Activities:
1.





What will be done?
How?
By whom?
Where?
By when?

Be as precise as possible
Cluster activities by expected
result
Use a work plan to summarise


Tips
55
7. Proposed Methodology
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Example:
1.
Training:





How many persons?
For how long? Starting when?
Which methodology will be used
(seminars, in-house training, ad hoc
courses, etc.)
Why is the training necessary?
Which new skills will the trainees
acquire?
Year
Month
Year 1
1
2
3
4
5
6
7
Activity 1
Activity 2
Activity 3
Activity 4
56
7. Proposed Methodology
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Risks/Assumptions:
1.


Risks are external factors that could
potentially jeopardise your project and
are beyond the control of the project
management
Assumptions are what you are
supposing regarding those risks
Why is it important?


It helps assess the factors which could
jeopardise your project
It helps examining the project for
completeness and consistency
57
7. Proposed methodology
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Means:
1.


Human resources:
 Explain the responsibilities and
tasks of each key person in the
project.
 Justify the need for expatriate
personnel
Material resources:
 Give an explanation of the most
important budget lines
 Justify vehicles
Tips


Includes credentials of key staff, special
qualifications or job description
Be realistic and honest in your
assessment
58
8. Budget
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Contents
1.


Budget itself
Budget explanations and
justifications
Tips




Prepare it using your plan of
action
Don’t inflate the budget
Follow carefully donor’s
requirements
Disaggregate your budget for
each year
59
8. Budget
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Main budget lines
1.
Human Resources
Travel
Equipment and supplies
Project office costs
Other costs for external
services
6. Investment costs
7. Others
8. Overhead costs (<15%)
9. Contingency reserve (2-5%)
1.
2.
3.
4.
5.
60
9. Monitoring& Evaluation
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
Why is it important?
1.


Monitoring: to assess whether
your project activities are on track
Evaluation: to assess whether
your project is effective, efficient,
has an impact, is relevant,
sustainable…
Contents




What will be monitored and why?
By whom?
How often?
Using which tools and methods?
61
10. Sustainability
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Contents
1.




Institutional sustainability
Technical sustainability
Socio-cultural sustainability
Financial sustainability
Why is it important?
Because donors want to be sure
that their investment will not be
lost at the end of the project and
that you are already planning the
phasing out of the project.
62
11. Annexes
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Contents
1.













Glossary
Maps
Statistics/ policy documents
Proof of registration and tax benefits
for donors
Financial statement
Composition of Board of Directors
List of major donors
Annual report, brochures &
publications
Specific studies or evaluation reports
Memorandum of agreement with
partners
Letters of support
Pictures
Others...
63
11. Annexes
Executive
summary
2. Presentation of
the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Tips
1.

Refer to the annexes (see annex
xy) in the proposal, but....
 If something is crucially
important, write it in the proposal!
 Add a table of content for the
annexes
 Write the annex number on the
top of each page “annex n°xy”
 Separate each annex by a
coloured page
64
Proposal package
1.
Cover letter
(Use letterhead, should be signed by top official, mention
project title, purpose, amount requested, contact person
and list of enclosures)
2.
Project proposal:
•Title page with logo
•Table of contents
•Executive summary
•Detailed proposal
•Annexes
3.
Requested attachments
(Submit all documents requested by the donor which are
not already included in the annexes)
65
Final recommendation

Ask a friend to read your project
before sending it to a donor.
66
To know more…

Jane C. Geever, Patricia McNeill,
Guide to Proposal-Writing,
Foundation Center, USA, 1997

Andy Robinson, Grassroot’s GrantsAn Activist’s Guide to Proposal
Writing, Chardon Press, Oakland,
USA, 1996
67
NOW IT’S YOUR TURN TO
WORK!!!
68