Proposal Writing

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Proposal Writing

• Partos December 2008

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Before you start writing up..

• Project identification and initial stakeholder
  analysis
• Problem and needs (situation) analysis
• Development of shared vision and participatory
  design amongst stakeholder groups getting from
  where we are now to where we want to be.

EC proposal writing
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Compile the Logical framework

• Participatory LFA can help achieve consensus of
  stakeholders.
• Defines all key components of the project in one
  place.
• Used throughout the Project Life Cycle, it
  provides basis for M E as it identifies key
  indicators of success at each level

EC Proposal Writing
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From LFA to Project application

• Draw from the problem analysis to define
• Beneficiaries and stakeholders
• Project rationale
• From the logical framework get details for
• Objectives, results and activities
• Budget information
• Monitoring and evaluation

EC Proposal Writing
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EC Logical framework matrix
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Budgeting

• Once you have defined your activities, cost them
  out and make a first draft of the budget
• Do this before you start writing up your concept
  note/full proposal
• This will enable you to realistically assess the
  resources you require.

EC Proposal Writing
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Use the EC Evaluation Grid to understand what
messages you need to communicate

• The EC evaluate your concept notes and full
  applications using an evaluation grid.
• Points are awarded out of 50 for concept notes
  and 100 for full proposals.
• Keep the grid in front of you as you write up.

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Relevance Section

• One of the most important parts of your project
  document.
• You must convince the EC that your project
  responds to
• Clearly defined problems
• Addresses clearly expressed needs that have been
  identified in a participatory process.
• The objectives of the budget line

EC Proposal Writing
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Project stakeholders

• Key stakeholders are all those who have an
  influence in or are important in your projects
  success.
• Target group(s) are those people or groups who
  will be immediately, positively affected by the
  project at the purpose level.
• Final beneficiaries are those who benefit from
  the project in the long term, at the level of
  sector or community

EC Proposal Writing
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Describing target groups/beneficiaries

• Are they clearly defined? Give numbers
• Include a statement of their economic and social
  roles/positions and geographic location
• Other relevant information e.g. age,
  education/skills levels, ownership or access to
  resources.
• A gender breakdown is vital to ensure that the
  needs of men, women, girls and boys are addressed.

EC Proposal Writing
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Problem statements

• Describe the problem and its causes. How does it
  affect men and women, nationally, regionally or
  locally as appropriate. Address the social,
  economic, political, physical or cultural context
  as it relates to the problem.
• Why was this particular problem chosen for
  consideration.

EC Proposal Writing
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Involvement of stakeholders

• How was the problem identified? E.g. focus group
  interviews, facilitated participatory meetings (
  PRA etc)
• Who was involved in identifying the problem and
  what role did they play e.g. groups or
  individuals in the community including potential
  beneficiaries, government, partners etc

EC Proposal Writing
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Match with donor objectives

• The project document must show that it fits with
  the donors own objectives for their budget line.
  
• You must show that your project is in line with
  the relevant Country or Regional Strategy .
• Refer if appropriate to PRSP (Poverty Reduction
  Strategy Papers)

Proposal Writing
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Cross-cutting themes
Whenever possible, contribute to these e.g.
gender equality, human rights and democracy, the
protection and promotion of childrens rights,
integration of environment questions, respect of
rule of law and fight against HIV/AIDS.
EC Proposal Writing
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The Action its effectiveness (1)

• Points to get across
• The activities are appropriate, practical and
  consistent with objectives and results
• The activities will have measurable results and
  outcomes.
• Appropriate methodologies used
• The roles and responsibilities of partners and
  other stakeholders in implementation are clear.
• Activities are cost effective I.e. the best way
  of achieving the results.

EC Proposal Writing
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The action and its effectiveness (2)

• Second section Use the Results level of the
  logframe.
• Information includes
• Concrete results (what EC mean by outputs)
• Impact how project will improve situation of
  target groups and their technical and management
  capacity
• Replication and extension of activities
  (multipliers)
• Critical path analysis ( in the full document)

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NEW Critical path analysis.

• A requirement of the full proposal
• Indicate clearly the sequence of and links
  between all different activities in an
  appropriate Project Management form identifying
  the critical path for implementing the action.
• Some other formats add Start to Start, Start to
  Finish and Finish to Finish.

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CPA

• A project management tool that
• Sets out all the individual activities that make
  up a larger project
• Shows the order in which activities have to be
  undertaken
• Shows which activities can only take place once
  other activities have been completed
• Shows which activities can be undertaken
  simultaneously, thereby reducing overall time
  taken to complete the project
• Shows when certain resources will be needed

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 Methodology

• Concept note covers Involvement role of partners
  and other stakeholders and their attitudes.
• Information required for the full document
• Methods and reasons for choice
• Previous actions? Part of larger action?
• Monitoring and evaluation
• Organisational structure and team
• Means e.g. equipment etc
• Synergies with other activities

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Achieving sustainability

• How will the benefits of the project last beyond
  the funding period?
• Analyse sustainability under following points
• Financial Funding required?
• Institutional Structures in place to allow
  activities to continue?
• Social/cultural Behaviour change
• Policy e.g. changes in law, codes of good
  practice
• You need to show that strategies have been built
  into the project activities to ensure
  sustainability.

EC Proposal Writing
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Risk assessment

• A good risk analysis would include a range of
  risk types including physical, environmental,
  political, economic and social risks.
• Outline the main risks to the success of the
  project accompanied by relevant mitigation
  measures. Can categorize as high, medium and low.

EC Proposal Writing
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Monitoring and evaluation

• The process of review, and frequency. How often
  will reports be produced.
• Who will monitor?
• The project may constitute a steering committee
  to oversee M E. How will different project
  stakeholders participate?
• Visits from the NGO? Visits from donors?
• Who will evaluate? Independent evaluators? When
  are the evaluations planned?
• What will be the evaluation methodology.

EC Proposal Writing