Development of project proposals
A project proposal needs to fulfil all of the funding agency's eligibility criteria. Funders must be convinced that the project is economically viable, technically feasible and financially and environmentally sound, and that it meets the donor's strategic objectives. To beat the competition, the proposal needs to have both good content and good presentation - and sometimes a little luck, to be in the right place at the right time.
In order to prepare an effective proposal, it is useful first to have some background on how funding agencies evaluate proposals. Funders usually filter project proposals in two steps. On the basis of concept notes submitted by those seeking funding, a first, coarse filter separates eligible from non-eligible project concepts. Those project concepts that pass the coarse filter justify further development into project proposals.
A second, fine filter then separates out those proposals that demonstrate eligibility and a promise of quality and a high ratio of benefits versus costs. Competition among proposals is high at the fine filter stage.
Coarse and fine filters of project proposals
The two presentation stages - project concept paper and project proposal - each have their own requirements. A concept paper or proposal that fails to pass the filters may be modified and resubmitted, or may be suitable for submission to a different funding agency or programme area that has different filter criteria.
Concept note
The concept note provides a basic project outline. This is useful both to help crystallize the project concept and also to test whether particular funding agencies may be interested. If the project is badly conceived or not within the remit of a given agency, then time will not have been wasted in drafting a detailed proposal. On the basis of a well conceived concept note, some agencies will provide project development financing.
Project proposal
After an agency has reviewed the concept note and expressed an interest in the project, you can then proceed with project proposal development in line with the funding body's guidelines.
The project cycle generally involves the following stages, all of which must be considered in the proposal:
- project identification - determination of the possible scope, focus and implementation strategy;
- project formulation, specifying details of the project's activities, organization and management, costs and economic and financial viability;
- ex-ante appraisal and revision, with a focus on implementation issues (sometimes carried out together with fund providers);
- financing;
- implementation;
- project evaluation - submission of a completion report to project financers.
Creating a successful proposal requires a detailed plan of action. Although each plan will be unique, there are common elements that should always be considered. The following may be a useful outline:
2. Background
§ Governmental / sectoral policy
§ Features of the sector
§ Beneficiaries and parties involved
§ Problems to be addressed
§ Other operations
§ Documentation available
3. Intervention § Overall objectives § Project purpose § Results § Activities |
4. Assumptions § Assumptions at different levels § Risks and flexibility |
5. Implementation § Physical and non-physical means § Organization and implementation procedures § Timetable § Costs and financing plan § Special conditions; accompanying measures taken by the Government |
6. Factors ensuring sustainability § Policy support measures § Appropriate technology § Environmental protection § Socio-cultural aspects/women in development § Institutional and management capacity, public and private § Economic and financial analysis |
7. Monitoring and evaluation § Monitoring indicators § Reviews/evaluation reports |
8. Conclusions and proposals |
Many funding agencies recommend the use of the European Union¿s concept of a logical framework to express the project plan in matrix form so that its objectives, measures of achievement and the relationships among them can be evaluated. The logical framework matrix contains both "horizontal logic", relating to the measurement of project resources and results, and "vertical logic", relating to project objectives, activities and outputs. The matrix can be developed through a participatory process led by a facilitator who guides a group of stakeholders through a process of problem identification, analysis, definition of objectives, etc. Alternatively, a funding agency may only require that a summary matrix be provided as part of the project proposal or project plan.
The logical framework A useful reference for the development of forestry research projects in developing countries is the Handbook for preparing and writing research proposals, published by the International Union of Forest Research Organizations (IUFRO).
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CEC DG Development. 1993. Project Cycle Management: integrated approach and logical framework.
Higman, S., Bass, S. & Judd, N. 1999. The Sustainable Forestry Handbook. London, UK, Earthscan.