Proposal Writing for Competitive Grant

Systems

Presentation made to teaching staff of Gulu University

By

Prof. Joseph Okello-Onen

Overview

• No fixed format for all project proposals• The scope and extent is largely

dependent on the size & complexity of particular undertaking

• All project proposals seek to; Define the problem & context in which it

occurs Give an account of what has been done (and

is being done) about the problem

Overview

• What the project intends to do about the problem; Its strategy & the merits of the strategy Methodology of implementing that strategy Activities to be undertaken (including duration

& by who) The resources required to undertake the

activities The expected outputs Means of monitoring project progress &

verification of outputs Mechanisms for evaluating the entire project

Guidelines• Title of proposal

Should be appropriate & clearly describe the proposed study

Should be short, precise including buzz words

• Name (s) See standard formats in publications

• Addresses of applicants See standard formats in publications

Guidelines• Executive summary/Abstract

Not longer than one page & should briefly summarize; The problem to be addressed & its significance Purposes & objectives Research process Dissemination strategy Expected impact of the study

• Introduction or Context or Preamble Socio-economic, political, cultural etc.

environment Issues & trends

Guidelines• Background and Justification

Should clearly provide problem statement or definition & should explain;

current status of the problem what you hope to find out why it would be worth knowing who would benefit & how show that you are familiar with previous research

concerning the topic e.g those carried out in Africa that you are addressing a gap in existing knowledge or

practice demonstrate that you are aware of relevant socio-

economic, political, cultural or gender considerations present the findings & recommendations of relevant

research that you have undertaken previously explain how the proposed study would extend these

points

Guidelines• Background

Problem definition Current status of the problem

• Project rationale/justification Analysis of alternatives Project strategy Relevance of the project Socio-economic & environmental benefits of the project

• The Project If there is need for making a purpose statement, specify

the intended contribution of the study to knowledge and/or practice

Project objectives (Broad & specific) List the specific results or outcomes that you intend to achieve Enumerate what you intend to learn or demonstrate through

your investigation Project phasing Project area

Proposal guideline• Hypothesis or Research questions

An anticipated relationship between two or more variables that you intend to test

Alternatively, it may be more appropriate to identify a set of specific questions that you intend to answer

• Methodology Should demonstrate that you will be

able to produce the information needed to test your hypotheses and/or answer your research questions & that you have good reasons for the methods & procedures you intend to use

Proposal guidelineMethodology

Explain & justify; the overall research design the selection of research site (s) the variables to be studied & how they will be

measured the sampling (size, selection criteria & procedures) the data collection processes & tools (append draft

questionnaires, interview guidelines or other protocols, if possible)

the data analysis scheme & standard package to be used (when applicable)

the difficulties or constraints that you anticipate & how you plan to overcome them

Caution: Your justification of key aspects of your methodology i.e. design, variables, sample & analysis---links with your hypotheses and/or research questions

Proposal guideline• Expected outputs• Project organization & management

• Responsibility & chain of command• Interrelationship of the various project components

• Project inputs/Resource needs• Human resource input (available and/or needed)• Infrastructural needs (available and/or needed)• Financial inputs (Budget) (available and/or needed)

• Review mechanisms Monitoring mechanisms Reporting mechanisms Evaluation mechanisms

Proposal guideline• Outstanding issues

Assumptions Risks and their analysis

• Appendices/AnnexesThese may include;

Map showing project area (s) Schedule of activities showing duration, expected

outputs & responsibilities Envirogram showing the various project parties &

how they relate Logical framework (logframe) showing project goal,

objectives, outputs & activities (the indicators of these & means of verification, assumptions & pre-conditions)

Others (where applicable)• References

Proposal guideline• The above guideline is more suited to

research proposal• For developmental/commercial

projects, other details would be required; Production & marketing structure Financial returns (cost-recovery) Additional background information e.g.

income distribution & poverty

Requirements of a proposal • Appropriate size is 10 – 15 pages• Must address knowledge gap• Must be problem-oriented• Must be client-oriented• Indicate the extent to which

different stakeholders are involved; Research questions Field research method Implementation

Requirements of a proposal (Continued)

• Assessment of potential economic impact (where applicable)

• How environmental issues will be addressed (where applicable)

• Consider gender-related issues (where relevant)

• Emphasize whether research is multi-disciplinary & specify the linkages

Requirements of a proposal (Continued)

• Research proposal should contribute to; Technology formulation Commercial application Uptake by end-users e.g. Farmers

• Indicate how research outputs will be disseminated i.e. effective technology uptake pathways

• Training component should be spelled out (where applicable)

Requirements of a proposal (Continued)

• Proposal with survey component should indicate; Parameters to be measured Procedures Questionnaires

• Summary budget should be made tailored to workplan

• Detailed workplan should be prepared with key physical target indicators

• A logframe may be included in the proposal (where applicable)

Logframe• It is a tool for the preparation, monitoring & evaluation

of projects• It is also useful for analyzing the components of a

project & the logical linkages between means & ends; between project inputs & objectives project activities & outputs broader purposes & ultimate goal

• It is a useful framework for participatory planning & review of a project, involving the project teams as well as expected beneficiaries & other interested parties.

• It can act as a framework for other planning, monitoring & evaluation techniques e.g cost-benefit analysis, checklists, or external reviews

• Should be prepared before implementation begins & it should be regularly reviewed & updated

• Consists of a 4-by-4 matrix

LogframeNarrative Summary

Measurable Indicators

Means of Verification

Important Assumptions

Goal

Purpose

Outputs

Activities

LogframeNarrative Summary• A brief statement of each of the project’s

goals, purposes, outputs, activities & inputs

• The Goal: is the ultimate objective of a programme & is usually something like “increasing farm incomes”. A portfolio of projects normally shares a common goal

• The Purpose: is a statement of the purpose or purposes of the project. It describes the desired impact of the project i.e. “Increasing production”

LogframeNarrative Summary• The Outputs: are what the project aims to

accomplish – the specific results for which the project manager can be held directly accountable i.e. “release of a maize variety or training of a group of farmers”

• Activities: are the actions necessary to achieve each output

• Inputs: define what is needed for implementing the project i.e. personnel, funds, facilities & management procedures

LogframeMeasurable Indicators• Ways by which research progress can be

monitored & evaluated e.g. National seed company producing 200 Mt of certified maize annually by 12/2006

Means of Verification• To verify what has taken place at each level

(data to be gathered, sources, & techniques for data collection & analysis) e.g. research reports, publications etc.

Critical Assumptions• Assumptions for delivering inputs & achieving

objectives at each level