How to prepare a Project ProposalHow to prepare a Project Proposal

The DCP encourages the use of the Logical The DCP encourages the use of the Logical Framework Approach (LFA) to project Framework Approach (LFA) to project formulation, the product of which is a formulation, the product of which is a planning matrix, usually referred to as a planning matrix, usually referred to as a “Logframe”.“Logframe”.

Each DCP grant application for the upper Each DCP grant application for the upper tier must include a Logframe.tier must include a Logframe.

The Logical Framework Approach The Logical Framework Approach will help you answer the following will help you answer the following

important questions:important questions:

WHY is the project important?...WHY is the project important?... (i.e. the (i.e. the problems that you want to tackle and their problems that you want to tackle and their gravity)gravity)

WHY ?

WHO will benefit?...WHO will benefit?... (i.e. the group of people targeted by (i.e. the group of people targeted by your project: numbers, location, socio-economic status, etc.)your project: numbers, location, socio-economic status, etc.)

WHO are involved with the problem targeted?.WHO are involved with the problem targeted?..... (i.e. any (i.e. any individuals, groups of people, NGOs, CBOs, institutions, individuals, groups of people, NGOs, CBOs, institutions, public bodies or companies who have an interest in the public bodies or companies who have an interest in the success or failuresuccess or failure of the project) of the project)

WHO could assist you?...WHO could assist you?... (i.e. particular groups of people, (i.e. particular groups of people, NGOs, CBOs, institutions, public bodies, companies)NGOs, CBOs, institutions, public bodies, companies)

WHO ?

WHAT will the project consist of?....WHAT will the project consist of?.... (i.e (i.e the actions, activities and structures you the actions, activities and structures you want to implement in order to effectively root want to implement in order to effectively root out the problems identified)out the problems identified)

WHAT ?

HOW will you proceed?...HOW will you proceed?... (i.e. planning of (i.e. planning of the costs, timeframe & management)the costs, timeframe & management)

HOW will you verify progress?...HOW will you verify progress?... (i.e. (i.e. assessing to what extent the various actions assessing to what extent the various actions planned are having the impact anticipated)planned are having the impact anticipated)

HOW ?

How to Establish a Problem Tree ?How to Establish a Problem Tree ?

Creating a problem tree should be Creating a problem tree should be undertaken as a participatory group undertaken as a participatory group event.event.

It requires the use of individual pieces of It requires the use of individual pieces of paper or cards on which to write paper or cards on which to write individual problem statements, which individual problem statements, which can then be sorted into cause and effect can then be sorted into cause and effect relationships on a visual display.relationships on a visual display.

Steps to Follow :Steps to Follow :

Openly brainstorm problems which Openly brainstorm problems which stakeholders consider to be a prioritystakeholders consider to be a priority

Write down each problem identified on a Write down each problem identified on a card. Select an individual starter card. Select an individual starter problem.problem.

Look for related problems to the starter Look for related problems to the starter problem.problem.

Begin to establish a hierarchy of cause and Begin to establish a hierarchy of cause and effects:effects:

• • Problems which are directly causing Problems which are directly causing the starter problem are placed below the starter problem are placed below

• • Problems which are direct effects of Problems which are direct effects of the starter problem are placed above the starter problem are placed above

All other problems are then sorted in the All other problems are then sorted in the same way – the guiding question being same way – the guiding question being ‘What causes that?’‘What causes that?’

If there are two or more causes combining If there are two or more causes combining to produce an effect, place them at the to produce an effect, place them at the same level in the diagram.same level in the diagram.

Connect the problems with cause-effect Connect the problems with cause-effect arrows – clearly showing key links.arrows – clearly showing key links.

Review the diagram and verify its validity Review the diagram and verify its validity and completeness.and completeness.

Copy the diagram onto a sheet of paper to Copy the diagram onto a sheet of paper to keep as a record, and distributekeep as a record, and distribute

The product of the exercise (the problem The product of the exercise (the problem tree) should tree) should provide a robust but provide a robust but simplified and shared version of realitysimplified and shared version of reality..

It represents a summary picture of the It represents a summary picture of the existing negative situation.existing negative situation.

Fictional Case StudyFictional Case Study

Ambroise is and impoverished area facing a Ambroise is and impoverished area facing a drugs and HIV/AIDS crisis. The number of drugs and HIV/AIDS crisis. The number of injected drug users has exploded over injected drug users has exploded over recent months.recent months.

As intravenous drug users tend to share As intravenous drug users tend to share needles, and some have already been needles, and some have already been diagnosed as HIV positive, the risk of further diagnosed as HIV positive, the risk of further increases is alarming.increases is alarming.

A local NGO is already active in the area.A local NGO is already active in the area.

They have decided to team up with a national They have decided to team up with a national NGO specialised in this field. They must now NGO specialised in this field. They must now identify the best course of action.identify the best course of action.

After brainstorming and analysing the After brainstorming and analysing the problems, they have formulated the following problems, they have formulated the following Problem Tree:Problem Tree:

Poor coordination

amongst HIV/AIDS &

drugs prevention

service providers

Frequent deaths by overdose

Number of injected drugs users has

exploded

Sense of despair + frustration + alienation

(especially amongst youth & redundant

workers)

Many drug dealers operate

in the area

Petty crime

Ineffective HIV/AIDS sensitisation programmes

Drugs awareness campaigns not

reaching those at risk (i.e. not done in their

environment)

Infected injected drugs users unaware of their positive

status

HIV/AIDS crisis

Low HIV/AIDS awareness

Rehab centrres are far away & have limited capacity

HIV/AIDS infection rising amongst

injected drug users & their partners

Problem Tree - Ambroise HIV/AIDS & Drugs Project

UNEMPLOYMENT

ID users unaware they need treatment

HIV/AIDS testing unit is

located far away & is not well known

Infected injected drug users affecting

partners

People share needles to use injected drugs

Few local addicts undergo rehabilitation

EFFECT

CAUSE

Analysis of ObjectivesAnalysis of Objectives

Analysis of objectives is a methodological Analysis of objectives is a methodological approach employed to:approach employed to:

– Describe the situation in the future once identified Describe the situation in the future once identified problems have been remediedproblems have been remedied

– Verify the hierarchy of objectivesVerify the hierarchy of objectives– Illustrate the means-ends relationships in a diagram.Illustrate the means-ends relationships in a diagram.

The ‘negative situations’ of the problem tree are The ‘negative situations’ of the problem tree are converted into solutions, expressed as ‘positive converted into solutions, expressed as ‘positive situations’.situations’.

How to Establish an Objective TreeHow to Establish an Objective Tree

As with the problem tree, creating an objective tree should As with the problem tree, creating an objective tree should ideally be undertaken as a participatory group event, as per ideally be undertaken as a participatory group event, as per the following steps:the following steps:

Reformulate all negative situations of the problems Reformulate all negative situations of the problems analysis into positive situations that are:analysis into positive situations that are:– DesirableDesirable– Realistically achievableRealistically achievable

Check the means-ends relationships to ensure validity and Check the means-ends relationships to ensure validity and completeness of the hierarchy (cause-effect relationships completeness of the hierarchy (cause-effect relationships are turned into means-ends linkages)are turned into means-ends linkages)

If necessaryIf necessary– revise statementsrevise statements– add new objectives if these seem to be relevant add new objectives if these seem to be relevant

and necessary to achieve the objective at the and necessary to achieve the objective at the next higher levelnext higher level

– set aside objectives which do not seem suitable set aside objectives which do not seem suitable or necessary. You might find that they belong or necessary. You might find that they belong elsewhere in the logframe to be produced later elsewhere in the logframe to be produced later in the process.in the process.

More effective HIV/AIDS sensitisation programmes

Better coordination

amongst HIV/AIDS &

drugs prevention service providers

More effective drugs awareness campaigns

Deaths by overdose

less frequent

Number of injected drugs users has decreased

Petty crime decreasing

HIV/AIDS crisis under control

Increased awareness of injected drugs users that

they need treatment

Reduced unemployment rate

Improved HIV/AIDS awareness

Improved access to rehab

HIV/AIDS infection decreasing amongst

injected drug users & their partners

Less infected injected drugs users affecting their

partners

HIV/AIDS & Drugs

Prevention Strategy

Improved access to HIV/AIDS

detection tests

Keep in

Increase in number of infected injected drugs users aware

of their positive status & living

responsibly

Increased community activities

Crackdown on drug dealers

Reduced incidence of

needle sharing

Greater number of local addicts undergo

rehabilitation

Crime Prevention

Strategy

OutEND

MEANS

Building the Logframe MatrixBuilding the Logframe Matrix A logframe matrix provides a summary of A logframe matrix provides a summary of

the project and should generally be between the project and should generally be between 1 and 4 pages in length depending on the 1 and 4 pages in length depending on the scale and complexity of the project.scale and complexity of the project.

The matrix will be based on the objectives The matrix will be based on the objectives tree, elaborated as necessary tree, elaborated as necessary

The basic format is presented next The basic format is presented next

Matrix : Sequence of completionMatrix : Sequence of completion

Intervention Logic

Objectively Verifiable Indicators

Source ofVerification

Assumptions

Overall objective 1

88 99

Purpose 2 1010 1111 77

Results 3 1212 1313 66

Activities 4 MeansMeans

1414

CostsCosts

1515

55

Logframe DefinitionsLogframe Definitions

Overall Objective(s)Overall Objective(s) : :

– The broad development goal(s) to which the The broad development goal(s) to which the project contributes – at a national or sectoral project contributes – at a national or sectoral level. It is characterized by a future improved level. It is characterized by a future improved situation, a positive impact on the wider society.situation, a positive impact on the wider society.

Project PurposeProject Purpose : :

– This is the focus of the project, i.e. tThis is the focus of the project, i.e. the he development outcome at the end of the development outcome at the end of the project – more specifically the expected project – more specifically the expected benefits to the target group(s).benefits to the target group(s).

– It is the consequence of the results It is the consequence of the results described at the level below. The purpose described at the level below. The purpose often describes a change in the behaviour of often describes a change in the behaviour of beneficiaries, caused by the project’s beneficiaries, caused by the project’s results / outputs.results / outputs.

ResultsResults : :

– The direct/tangible results or The direct/tangible results or outputs outputs (goods (goods and services) that the project delivers, and and services) that the project delivers, and which are largely under project management’s which are largely under project management’s control.control.

– They are the results or products of the activities They are the results or products of the activities described at the level below. Basically, results described at the level below. Basically, results describe WHAT you want the project to deliver. describe WHAT you want the project to deliver.

Activities:Activities:

– The tasks (work programme) that need to be The tasks (work programme) that need to be carried out to deliver each of the planned carried out to deliver each of the planned results.results.

– Activities define HOW the project team will Activities define HOW the project team will implement the project to achieve each of the implement the project to achieve each of the results in the logframe. The list of activities results in the logframe. The list of activities will provide the basis for more detailed work will provide the basis for more detailed work plans. plans.

AssumptionsAssumptions

These are external factors that have the These are external factors that have the potential to influence (or even determine) potential to influence (or even determine) the success or failure of a project, but lie the success or failure of a project, but lie outside the direct control of project outside the direct control of project managers.managers.

They are statements about the uncertainty They are statements about the uncertainty factors which may affect the if/then links factors which may affect the if/then links between two different levels of the between two different levels of the intervention logic.intervention logic.

Objectively Verifiable Indicators or Objectively Verifiable Indicators or OVIs OVIs

OVIs describe the project’s objectives in OVIs describe the project’s objectives in measurable terms (quantity, quality, time or measurable terms (quantity, quality, time or QQTQQT), and hence help management keep the ), and hence help management keep the project on track and on time.project on track and on time.

Sources of Verification (SOVs)Sources of Verification (SOVs)

SOVs should be considered and specified at the SOVs should be considered and specified at the same time as the formulation of indicators. This same time as the formulation of indicators. This will help to test whether or not the indicators can will help to test whether or not the indicators can be realistically measured in terms of be realistically measured in terms of time, money time, money and effortand effort..

The SOV should specify:The SOV should specify:– How How the information should be collected and/or the information should be collected and/or

the available documented sourcethe available documented source– Who Who should collect/provide the informationshould collect/provide the information– When/how regularly When/how regularly it should be providedit should be provided

MeansMeansThe physical and non-physical resources or The physical and non-physical resources or inputs (human and material) that are necessary inputs (human and material) that are necessary to carry out the planned activities and manage to carry out the planned activities and manage the project.the project.

CostsCostsThe translation into financial terms of all the The translation into financial terms of all the identified means. These costs will be further identified means. These costs will be further broken down and presented in the project’s broken down and presented in the project’s budget. budget.

Pre-ConditionsPre-Conditions

External factors that have to be present and External factors that have to be present and decisions that have to be taken before a decisions that have to be taken before a project can start up project can start up

Logframe FormatLogframe Format

The matrix’s first column describes the The matrix’s first column describes the intervention logicintervention logic of the project. Basically this can be described vertically of the project. Basically this can be described vertically using the “If / Then” test as follows:using the “If / Then” test as follows:

IF the activities are undertaken, THEN we will achieve the stated results;

IF the results are achieved, THEN the project purpose will be achieved; and

IF the purpose is achieved, THEN this should contribute towards the overall objective.

This ‘if / then’ consequential relationship follows on This ‘if / then’ consequential relationship follows on from the ‘cause – effect’ relationships of the from the ‘cause – effect’ relationships of the problem tree, and the ‘means – end’ relationships problem tree, and the ‘means – end’ relationships of the objectives treeof the objectives tree

Thus, the logframe intervention logic is based Thus, the logframe intervention logic is based upon the hierarchy presented in the objectives tree upon the hierarchy presented in the objectives tree (as shown in our example) (as shown in our example)

More effective HIV/AIDS sensitisation programmes

Better coordination

amongst HIV/AIDS &

drugs prevention service providers

More effective drugs awareness campaigns

Deaths by overdose

less frequent

Number of injected drugs users has decreased

Petty crime decreasing

HIV/AIDS crisis under control

Increased awareness of injected drugs users that

they need treatment

Reduced unemployment rate

Improved HIV/AIDS awareness

Improved access to rehab

Improved access to HIV/AIDS

detection tests

Increased community activities

Crackdown on drug dealers

Greater number of local addicts undergo

rehabilitation

Project Purpose

Result

Result

Result

OVI for Project

Purpose

Increase in number of infected injected drugs users aware

of their positive status & living

responsibly

Less infected injected drugs users affecting their

partners

Overall Objectiv

e

HIV/AIDS infection decreasing amongst

injected drug users & their partners

Reduced incidence of

needle sharing

Note!Note!

Some results may not appear on the Some results may not appear on the Objectives Tree – they might only emerge Objectives Tree – they might only emerge during the logframe processduring the logframe process

Analysing all the practical implications of Analysing all the practical implications of the goals set down in the Objectives Tree the goals set down in the Objectives Tree will lead to the identification of new aspects will lead to the identification of new aspects

This process should be This process should be participatory participatory and and iterativeiterative, NOT mechanical, NOT mechanical

The completed logframe for our example is The completed logframe for our example is presented in the following slidespresented in the following slides

Intervention logic

Objectively verifiable indicators (OVIs)

Source(s)/ Means of verification

Assumptions

Overall objective

To contribute towards bringing the HIV/AIDS crisis under control

- Overall rate of HIV/AIDS infection in Ambroise reduced from xx % of the local population to yy % by 2008

- CSO & HIV / AIDS Testing Unit statistics

Project purpose

HIV/AIDS infection decreased amongst infected drug users and their partners

Less ID users and their partners infected with HIV/AIDS:

- % of infected injected drug users infected with HIV/AIDS reduced from xx % (2006) to yy % by 2008.

- % of partners of infected injected drugs users who are also infected with HIV/AIDS reduced from ww % (2006) to zz % by 2008.

- CSO & HIV / AIDS Testing Unit statistics

- Anonymous Baseline survey by drop-in centre staff of local individuals taking HIV/AIDS tests, followed by bi-annual updates

- Monthly monitoring of people tested as HIV + & their families/partners, done by social worker, outreach workers, peer-to-peer workers & PLA volunteers through visits, telephone interviews and meetings

- HIV/AIDS awareness campaigns targeting the local population or other groups are effective.

- Increased awareness and provision of information translates into long term behavioural change.

Results 1. Project management and institutional support in place

- Project completed on time and within estimated budget

- Project purpose met

- Interim and final project financial and monitoring reports

- DCP monitoring and review reports

- Project resources received on time

2. Increase in number of infected injected drug users aware of their positive status and living responsibly

- Number of injected drug users taking HIV/AIDS tests increased from xx in 2006 to yy in 2008.

- Condom usage amongst infected injected drugs users increased from xx % (2006) to yy % (2008).

- CSO & HIV/AIDS Testing Unit statistics

- Baseline survey by drop-in centre staff of local individuals taking HIV/AIDS tests, followed by bi-annual updates

- Monthly monitoring of people tested as HIV + & their families/partners, done by volunteer workers through visits, telephone interviews and meetings

- Reports from volunteer workers (baseline then bi-annual updates)

- Respondents to survey are honest (in words and actions)

- Local drug addicts accept the drop-in centre and its personnel as a friendly and useful resource at their disposal.

3. Number of injected drug users decreased

- Perceived improvement in drugs situation on the street

- Death by overdose amongst injected drugs users reduced from x in 2006 to y by end 2008

- Number of local addicts undergoing rehabilitation increased from x (2006) to y (2008)

- Number of local addicts requesting counselling & referral increased by 50% from 2006 baseline by 2008

- Perceptions survey of local residents

- Police- Ministry of Health- Statistics from

rehabilitation centre (i.e. register)

- A waiting list of addicts looking for treatment is compiled when the drop-in centre is launched. It is updated every week afterwards.

- Drop-in rates at help desks for counselling & referral

- Reports from Social Worker, Outreach workers, Peer-to-peer workers

- CSO statistics

- Rehabilitated people remain committed to a drug-free life

- Local drug addicts accept the drop-in centre and its personnel as a friendly and useful resource at their disposal.

- Police campaign to crack down on drug dealers continues and is successful

- Community joint actions against drugs in the area continue to grow

- Unemployment rates decrease

4. Reduced incidence of needle sharing

- Decrease in the surveyed levels of needle sharing amongst injected drug users from x% (2006) to y% (2008)

- Outreach workers’ reports (baseline report at project launch, then bi-annual updates)

- Improved overall HIV/AIDS awareness & behavioural change amongst injected drugs users

Result 1 - Project management and institutional support in place

Activities Means Costs Assumptions

1.1 Project Coordination Unit established

1.1.1 Procurement of office equipment1.1.2 Establishment of management systems1.1.3 Quarterly monitoring from head office1.1.4 Quarterly preparation of physical progress and financial reports and requests for replenishment

• Furniture• Office equipment• Stationery

300,000

1.2 Better coordination amongst HIV/AIDS & Drugs prevention service providers

1.2.1 Joint annual work programme1.2.2 Work exchange programme amongst

various personnel1.2.3 Quarterly joint monitoring meetings1.2.4 Joint fundraising campaigns

• Transport (fuel, van hire, bus fares)

• Publicity

75,000 - Organisations are genuinely open to dialogue and fully willing to work with organisations from other sectors

- Extra resources are available and organisations are willing to share them

1.3 Information campaign with local residents to secure their support for the HIV/AIDS & Drugs prevention strategy

1.3.1 Quarterly awareness raising meetings with Parents Teachers Associations of local primary schools in Ambroise

1.3.2 Quarterly awareness raising meetings with residents in local Community Centre, local religious institutions and other Community Based Organisations (sports club, senior citizens associations, etc.)

1.3.3 Targeted distribution of information & communication material through social worker and volunteer workers

1.3.4 Dissemination of project successes and progress

Refreshments for meetingsFees for specialist speakersPrinting / reproduction of brochures, leaflets and postersRadio publicity

200,000 - Local residents, NGOs and CBOs are receptive to the need for more awareness raising regarding HIV/AIDS & Drugs prevention.

Result 3 – Increase in number of infected injected drug users aware of their positive status

Activities Means Costs Assumptions

3.1 Weekly shuttle service to HIV/AIDS testing unit

3.1.1 Rental of a van for weekly trip from drop-in centre to testing unit, and back.

3.1.2 Service advertised in information packs, on posters, in drop-in centre and through social & volunteer workers

• Van rental• Printing

150,000 - Partnership with HIV/AIDS detection unit is successfully established and maintained

- Infected drug users prepared to use the facility and undergo tests

3.2 Setting up of referral desks / services

3.2.1 Recruitment and training of 4 volunteer outreach / street workers for HIV/AIDS and Drugs prevention actions

3.2.2 Conversion of unused store into a drop-in centre for counselling/referral service in HIV/AIDS & Drugs issues

3.2.3 Distribution of condoms

• Advertising• Contractor and

supplies for conversion of store

• Furniture• Purchase of

condoms

200,000 - Outreach workers are accepted by drug users

Additional SlidesAdditional Slides

The Role of Assumptions in the Vertical The Role of Assumptions in the Vertical LogicLogic

This works as follows:This works as follows:– once the Activities have been carried out, and if the once the Activities have been carried out, and if the

Assumptions at this level hold true, results will be Assumptions at this level hold true, results will be achieved;achieved;

– once these Results are achieved and the Assumptions once these Results are achieved and the Assumptions at this level are fulfilled, the Project Purpose will be at this level are fulfilled, the Project Purpose will be achieved; andachieved; and

– once the Purpose has been achieved and the once the Purpose has been achieved and the Assumptions at this level are fulfilled,Assumptions at this level are fulfilled,

– a contribution to the achievement of the Overall a contribution to the achievement of the Overall Objectives will have been made by the project.Objectives will have been made by the project.