Preparation of Project Proposals

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Preparation of ProjectProposals

• Dr. Ebel Wickramanayake

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What is a Project?

• A Project is a set of inter-related activities
  which use limited financial, human and physical
  resources during a specified period of time to
  produce goods or services to achieve an objective
  or a series of objectives.

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The key words related to projects

• Planning
• Investing resources
• Objective or objectives
• Independent unit
• Produce benefits
• Given budget
• Given period of time

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TYPES OF PROJECTS

• CLASSIFICATION 1 BASED ON THE OUTPUT
• 1. Goods Producing Projects
• 2. Services Providing Projects

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• CLASSIFICATION 2 BASED ON THE INTENTION
• 1. Income Generating Projects
• 2. Non-income Generating or Social
• Development Projects or Welfare-
• oriented Projects

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• CLASSIFICATION 3 BASED ON SOURCE OF FUNDING
• 1. Public Sector Projects
• 2. Private Sector Projects

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• OTHER TYPES OF PROJECTS
• 1. Research or Experimental Projects
• 2. Pilot Projects
• 3. Demonstration Projects

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• INPUTS-----------------gt PROJECT --------------gt
  OUTPUT
• (financial, human (action)
  (goods or Services)
• and physical resources)

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Stages of a Project (Project Cycle)

• 1. Identification
• 2. Assessing the feasibility
• 3. Preparation of a project proposal
• 4. Appraisal and approval
• 5. Implementation

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Purpose of Preparing Project Proposals

• Convince a funding agency to get money to
  implement the project

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To prepare a project proposal you should

• Analyse a problem/situation
• Ask what you want to achieve (objectives, output)
• Determine how you plan to achieve the objectives
  (Activities)
• Think what are the resources you need to do what
  you plan to do (inputs)

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Problem Analysis

• Problem Analysis is a technique to analyse an
  existing problematic situation in a systematic
  way

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Steps in Problem Analysis

• Identify major existing problems based on
  available information (brainstorming).
• Select one focal problem for the analysis.
• Identify substantial and direct causes of the
  problem.
• Identify substantial and direct effects of the
  problem.
• Construct a problem tree showing the cause and
  effect relationships between the problems.

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Effect
Effect
Problem
Cause
Cause
Cause
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Objectives Analysis

• Objectives Analysis is a technique to
• Describe the future situation that will be
  achieved by solving the problems
• Clarify the intentions of the project
• Identify potential alternatives for the project

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• Objectives have to be
• S Specific
• M Measurable
• A Achievable
• R Relevant
• T Time bound

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Alternatives Analysis

• The purpose of Alternatives Analysis is to
• Identify possible alternative solutions which
  could be project strategies
• Select one or more potential project strategy
• Assess the feasibility of the alternatives
• Eliminate alternatives which are obviously not
  desirable or achievable
• Agree upon one strategy to be adopted by the
  project.

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Main Elements of a Project

• Goal/Development Objective
• Purpose/Objectives
• Outputs
• Activities
• Inputs

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• Goal/Development Objective - The Goal or
  Development Objective describes the anticipated
  long term situation that is expected to achieve.
• Purpose/Objectives - The Purpose/Objective
  describes the anticipated benefit of the project.
  It contributes to achieve the overall goal.

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• Outputs - The Outputs are the results that the
  project should produce. Generating the expected
  outputs is essential to achieve the purpose.
• Activities - Activities are the work that need to
  be carried out to generate the outputs.

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Logical Framework (Log Frame) or Project
Planning Matrix (PPM) or Project Matrix (PM)
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Indicators

• The indicators provide guidance to judge to what
  extent the objectives have been achieved at
  different times

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Means of Verification

• Means of verification tell us how to verify the
  indicators

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Assumptions

• Assumptions describe conditions that must exist
  if the project is to succeed but which are
  outside the direct control of the project
  management

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PREPARATION OF AN IMPLEMENTATION PLAN

• 1. Identify the activities/tasks.
• 2. Determine the logical dependence of
  activities/tasks.
• 3. Identify activities that can be carried out
  at the same time.

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• 4. Estimate the time required or duration of
  activities/tasks.
• 5. Prepare a Bar Chart (Gantt Chart after Henry
  L. Gantt).
• 6. Prepare Organisational Responsibility Chart.

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BAR (GANTT) CHART

• Developed by Henry L. Gantt.
• The horizontal axis shows the time.
• The activities/tasks are listed in the left hand
  side of the charts.

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• Bars are drawn to represent the activities/tasks.
• The length of the bars are related to the time or
  duration.
• Bars are placed according to the dependency of
  activities/tasks.

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Preparation of the Budget

• Identify
• Human resources required
• Physical resources required (vehicles, computers,
  office space etc.)
• Others (travel, telephone, photocopy etc.)
• Estimate the cost of each of these items
• Include contingency

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Preparation of Project Proposals

• There is no standard format for project proposals
• Some funding agencies have their own format
• It is better to follow the format of the funding
  agency, if they have one

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Components of a Project Proposal

• In a project proposal you should tell
• Why you decided to propose the project
• How you decided the project
• What do you want to achieve by implementing the
  project
• Who will be the beneficiaries

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• Duration of the project
• What you plan to do to achieve the objectives and
  when
• How do you plan to monitor the progress
• What are the resources required
• How much money you need

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Broad Guidelines

• 1. Background/Introduction
• 2. Goal
• 3. Objectives
• 4. Outputs
• 5. Activities

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• 6. Inputs
• 7. Implementation Plan
• 8. Monitoring Plan
• 9. Budget