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Seminar -Workshopon WRITING PROPOSALS that
GET RESULTS
NEGROS OCCIDENTAL PRIVATE SCHOOLS SPORTS CULTURAL EDUCATIONAL ASSOCIATION
Dimpna C. CastigadorCENTRAL PHILIPPINE UNIVERSITY
Fr. Cuenca Hall , Ground Floor, Main Building University of Negros Occidental –Recoletos, Bacolod City
16 October 2009
SEMINAR-WORKSHOP OBJECTIVES
1. To be able to review the rationale of writing project proposals
2. To appreciate the purposes of each basic part of the written proposal
3. To introduce some opportunities for identifying agencies to which proposals may be sent
4. To identify some prospective projects and draft proposal/s for these
MAIN TOPICS
➲ Introduction and Leveling of Expectations➲ Seminar- Workshop Objectives➲ Why Write Project Proposals➲ Basic Parts of a Project Proposal➲ Calls and Pitfalls➲ Workshop: Putting Them All Together➲ Next Steps/ Evaluation
WHAT IS A PROJECT?
a task or planned program of work that requires a large amount of time, effort, and planning to complete
-www.encarta.msn.com
EXAMPLES OF PROJECTS
- Barangay Sportsfest to Promote Healthy Lifestyle
-“The Basics: Fresh Creations” of Bais City Pilot School Sept 1-25
-Regional Dance and Filmmaking Workshop of Dep Ed, Baguio Sept 2-4
Note: The last two are from NCCA websiteC:\Documents and Settings\DIMPNA CASTIGADOR\My Documents\Conferences\2009_10 NOPSCEA\NCCA National Programs Aug 2009.mht
WHAT IS A WRITTEN PROPOSAL?
One of the most common communication reports with specific content
-Barrett (2006)
Sales perspective: it sells a suggestion and describes how to implement that suggestion
BASIC PARTS OF A WRITTEN PROPOSAL
To more fully appreciate this portion, consider the communication loop:
Interferences
Sender ===> Medium ====> Receiver(Proponent) (Approving body) Feedback
COMPONENTS OF THE LOOP
➲ Sender➲ Message➲ Medium➲ Receiver➲ Feedback➲ Interferences (minimize)
… a quick checklisting of each one>>>>
SENDER:
➲ Is the sender the right person to write or send the proposal?
➲ If not, who should?
Examples: ➲ Who is authorized within the school to send
proposals to funding agencies re sports events?
➲ Some agencies accept proposals from NGOs only, or other agencies in partnership with NGOs
MESSAGE:
➲ Is it formulated to make it acceptable to the receiver? (e.g. gender sensitivity)
➲ Is it clear in terms of what I expect others to do?
➲ Are the technical details accurate? Within established budget, timeline, etc?
➲ Does it show a clear understanding of the proposed project?
➲ Does the message sound and look professional?
MEDIUM:
➲ Is the channel used the one preferred by the receiver?
➲ Did I consider the receiver's values and those of my organization in the choice of medium?
Example:➲ Some agencies prefer to receive proposals online.
Other prefer postal service.➲ Proposals on environmental projects may be sent
using recycled paper and envelope if using postal service.
RECEIVER:
➲ Who is the receiver/s? What are the receiver/s primary interests?
➲ How will the receiver/s interests be advanced by this proposal?
Example:➲ Some agencies do not accept proposals for
infrastructure.➲ Some agencies accept proposals from specific
regions or people groups only.➲ Others provide technical assistance only.
FEEDBACK:
➲ Have I requested for feedback (re receipt of the proposal and reason for rejection/s if ever?)
Example:➲ Some papers could get lost (really!)
INTERFERENCES:
➲ Need to be minimized; anything to which answer was no to previous and other related questions
BASIC PARTS OF A WRITTEN PROPOSAL
➲ Introduction➲ Rationale for Project➲ Scope➲ Method and Working Relationship (with
Receiver)➲ Timetable for Activities➲ Budget➲ Qualifications (or Curriculum Vitae of
Project Team)➲ Required Approvals, if any
RATIONALE OF THE PROJECT
➲ Detailed discussion of the problem or issue➲ How the project will meet the needs ➲ Specify targeted beneficiaries (e.g. youth
ages 8-16 yrs old in the barangay)➲ How the project will be of value to the
receiver
Note: Discuss key performance indicators as applicable
METHOD AND WORKING RELATIONSHIP
➲ How project will be carried out (approach/ methodology)
➲ How coordination with receiver will be made
TIMETABLE FOR ACTIVITIES
➲ When activities will be conducted ➲ What milestones will there be➲ What alternative actions will be taken (e.g.
in case a problem/s occur in specific activity/activities)
Note: Gantt chart or similar tool may be used for this
part
BUDGET
➲ Are there applicable guidelines (internal e.g. admin cost, or as stipulated in call for proposals)
➲ Is there foreign exchange rate to be considered
➲ Is there inflation to be considered
Note:C:\Documents and Settings\DIMPNA CASTIGADOR\My Documents\Conferences\2009_10 NOPSCEA\NCCA PROJECT PROPOSAL FORM-REVISED MARCH 2008.doc
CURRICULUM VITAE OF PROJECT TEAM
➲ Include key background and experiences related to this project
➲ Specify project lead or focal person
SPECIFIC PROPOSALS MAY REQUIRE:
➲ Project Title Page➲ Cover Page➲ Executive Summary➲ Evaluation Plan➲ Other Steps Beyond Written Proposal
e.g. Presentations after Initial Screening
SAMPLE CALL FOR PROPOSALCall for ProposalsThe 2009 call for proposals is now closed. The deadline for applications
was 31/08/2009.In total, 207 applications were received. Applicants have been notified
by e-mail of the reception of their application. Among the applications, 133 were for promoting health-enhancing physical activity, 63 for promoting education and training in sport, 32 for promoting European fundamental values by encouraging sport for persons with disabilities and 26 for promoting gender equality in sport. Some projects included several priorities.
The following provisional timetable is foreseen:September/October 2009: Evaluation and selection of proposalsOctober/November 2009: Decision taken by the Commission to award
grants and communication of the results to applicants in writingNovember/December 2009: Sending of grant agreements for signatureBetween 01/12/2009 and 31/03/2010: Projects will start By 31 March 2011: Projects will end.http://ec.europa.eu/sport/preparatory_actions/doc743_en.htm
SAMPLE CALLS FOR PROPOSAL
www.fininnov.org Bill and Melinda Gates Foundation and other
agencies
• http://web.worldbank.org/WBSITE/EXTERNAL/TOPICS/EXTSOCIALDEVELOPMENT/EXTSMALLGRANTS/0,,menuPK:952550~pagePK:64168427~piPK:64168435~theSitePK:952535,00.html
Civil Society Fund
SOME COMMON PITFALLS
Late submissionNo provision for sustainability
Lack of innovationLack of stakeholder involvement
No local counterpartLack of track record
WHERE TO GET LEADS
➲ Internet➲ Government Offices➲ Private companies➲ Associations➲ International Development Organizations➲ Other Linkages
WORKSHOP: PUTTING THEM ALL TOGETHER
➲ NCCA-http://www.ncca.gov.ph/about-ncca/
announcements/announcement.php?i=1518
C:\Documents and Settings\DIMPNA CASTIGADOR\My Documents\Conferences\2009_10 NOPSCEA\NCCA PROJECT PROPOSAL FORM-REVISED MARCH 2008.doc
NEXT STEPS TO BE TAKEN
➲ Review the draft➲ Engage other people as needed➲ Formally propose for approval
SOWING AND REAPING
Let us not become weary in doing good, for at the proper time we will reap a harvest if we do not give up.
- Galatians 6:9
REFERENCES
Barrett, Deborah J. (2006). Leadership Communication. 1st Edition. McGraw Hill International Edition, Singapore.
Pineda, Danilo M. (2006). Proposal Writing Guidebook. 2nd Edition. Tritium Knowledge Center Publishing, Philippines.
www.encarta.msn.com
CONTACT DETAILS
DIMPNA C. CASTIGADORDirector, Development Planning OfficeCentral Philippine UniversityMobile No.: 0919 498 0077Email: [email protected] name: amyc632