PROJECT PROPOSAL WRITING

An ELD Publication Neil Kendrick / ELD Training 2009

Not to be distributed without permission
www.projectproposalwriting.org
215
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PROJECT PROPOSAL WRITING
An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
216
Monitoring and Evaluation

The M&E is already summarised in the Logframe, and here is where you describe the
Monitoring and Evaluation system. Again, the key word is describe help the reader
to actually visualise how M&E activities will be conducted.

Begin by summarising the approach. What are the main methods that will be used
why? Is it traditional M&E or participatory. How does the system proposed fulfil the
M&E needs of the project?

After this general description, you can get more specific. Who will carry out M&E
activities? Outline who will be responsible and the reason for your choice. How
frequently will monitoring be conducted? What will happen with the results how will
they be disseminated and used to steer the project?
How will the final evaluation be conducted? Who will be responsible? How will the
results be shared?




Task

Using the map above, develop the M&E narrative of the Indonesia proposal.
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PROJECT PROPOSAL WRITING
An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
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Possible Solution


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PROJECT PROPOSAL WRITING
An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
218
Project Management

Here your reader needs to know how the project will be staffed. In total, how many
staff are there?

Describe the management structure. Who is involved in oversight and direction? How
is the management selected?


For key positions, what skills are required? Do these skills already exist, or do they
need to be outsourced or trained? Have the candidates already been identified? If
needed, explain how they were selected. Describe the duties for each key person.

Describe the support structure. What positions exist and how do they contribute to
the smooth- running of the project?

Which staff are full-time, and which are on a fixed number of days? What are the
lines of responsibility and communication?

It may help to make an organigram or staffing diagram. Who is accountable to
whom? Who reports to whom within the project? Who reports externally to donors,
partners or media?

Task

Draft the Project Management section of the Indonesia proposal.

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PROJECT PROPOSAL WRITING
An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
219
PossibleSsolution




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PROJECT PROPOSAL WRITING
An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
220
Budget

For the budget, do not simply present table of items listed against expense. When
describing the budget, start with the total budget and then break it down.



If possible, attribute the budget by percentage to each Output, so that the donors can
see how much of the funds is being used to each dimension of the project. (For fixed
investment and support costs, distribute this evenly over all Outputs. For example, if
there are five Outputs and shared project costs of 20,000$, 1/5 of this belongs to
each Output.)

Presenting a breakdown in this way is particularly useful when you may have several
potential donors. While your project itself may not entirely fall within a donors sector,
one of its Outputs may.

Also break budget down by type of cost, e.g. infrastructure, office running costs,
staffing, transportation, etc. This will help the donor to assess whether the funding will
be used efficiently.

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PROJECT PROPOSAL WRITING
An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
221
Now you can list in detail the main items, but dont put them all into just one table.
Categorise the types of cost as you did above. End the costs part of the budget by
explaining any unusual items or large costs.

If your organisation intends to meet some of the project input requirements, mention
this here. You may, for example, already have equipment, vehicles or salaried staff
that can be utilised.
This is also where you should mention if the project will generate any income. For
example, a capacity building project may charge fees (even subsidised ones) for its
services; or a target group may produce goods or provide services (such as
handicrafts or tourism services).

If you have already secured other funding, or anticipate particular organisations to
contribute, describe the support you expect here.

Task

Draft the Budget section of the Indonesia proposal.

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PROJECT PROPOSAL WRITING
An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
222
Possible Solution



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PROJECT PROPOSAL WRITING
An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
223
Organisation Background

Task

Draft the Organisation Background section of the Indonesia proposal.

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An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
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Possible Solution



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An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
225
Final First Draft

Situation Analysis

On 17 July at around 5PM a big flood hit the coast of Kampung. As a result 60
people died and more than one hundred were injured. Poor people in coastal areas
were the worst affected. Over 5000 people have been displaced. More than 2000
have lost their homes, and the rest are traumatised, afraid to return home. These
IDPs have taken shelter in temporary camps in a local school. Camp conditions are
overcrowded. There are insufficient basic services, and the camp is unsanitary and
does not have enough water. This presents a potential health risk. So far, response
from local government has been poorly managed and may not be enough to address
the situation.

The 5000 IDPs at Camp A are in poor condition and facing potential serious health
risks. As a result, the rate of disease is already high, and there have even been
fatalities. Some cases of diarrhoea, dermatitis and ARI have been reported so far,
and one child has already died due to dysentery.

The two main causes are a lack of sanitary toilet and kitchen facilities, and severe
overcrowding of available tents.

Limited access / poor quality of water and sanitation are contributing to a rising
number of hygiene-related and waterborne diseases. A serious potential health threat
to the affected population relates to water and sanitation (WATSAN). The quantity
and quality of water supply is insufficient against SPHERE standards. The number of
latrines is not enough to serve the affected people. Kitchens are unsanitary due to
lack of clean water. Although the local government is providing health services free of
charge, they are unprepared to deal with the likely epidemic, and local NGOs, too,
are limited in their capacity to deal with any major outbreaks.

IDPs themselves have not been able to adapt easily to camp conditions.
Communities have limited awareness of hygiene practices. In almost in every
location visited the camps condition was unclean. Women are also concerned as
they do not feel safe and have little privacy.

There is a clear need for water supply and sanitation intervention and some support
for temporary shelter materials.

Project Description

This project aims to bring about an improvement in the health status of IDPs at Camp
A. This will be done through immediately improving their living conditions.

Project strategy addresses the immediate needs / health risks, as well as longer
term, particularly where future emergencies are concerned. The primary approach is
to provide, immediately, better access to WATSAN services and to reduce
overcrowding. At the same time, we will work towards improving the hygiene
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An ELD Publication Neil Kendrick / ELD Training 2009
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www.projectproposalwriting.org
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practices of IDPs. Although end-user participation in planning and implementation is
limited, this project will bring immediate relief to a critical situation. During the process
of delivery we will involve communities wherever feasible, while developing the
capacity of partners to respond more effectively to future crises.

There are four main Outputs:

1. Provision of safe water
2. Provision of safe latrines
3. Reduced overcrowding
4. Improved hygiene practices of IDPs

Output 1 Increased availability and accessibility of safe water for IDPs

IDPs will have access to three litres per person/day from five communal water tanks
(capacity 2,000 litres each) set up in the camp within the first week intervention. Up to
100 buckets (capacity 20 litres each) will be distributed to 100 households in the
camp within the first week. We will conduct advocacy and coordinate with NGOs and
local government on how to rapidly provide adequate safe water facilities for future
crises.

Output 2 Increased availability and accessibility of safe latrines

Up to 20 temporary latrines will be constructed within two weeks. We will conduct
advocacy and coordinate with NGOs and local government on how to rapidly provide
adequate sanitation facilities for future crises.

Output 3 Occupancy of temporary shelters does not exceed 10 people per tent

Up to 100 tents will be distributed to 100 households within the first week. We will
liaise with the local government (responsible for camp security) in setting up a
security system participated in by IDPs. We will conduct advocacy and coordinate
with NGOs and local government on how to store and manage tents for future crises.

Output 4 IDPs apply effective hygiene practices

Parallel to provision of WATSAN services, all IDPs will be educated in how to
responsibly maintain the facilities. Up to 800 women (as traditional primary
caretakers of children and having regular responsibility for food preparation) will
receive training on basic hygiene with relation to childrens defecation and how to
maintain hygienic standards while cooking.

Monitoring & Evaluation

The project will be monitored and evaluated through observation (of work done,
conditions and practices), by IDPs themselves through community meetings, and
through health reports from the local government health post. These will be combined
into progress and evaluation reports at the following key stages:

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An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
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On completion of installation of water supplies, distribution of tents and buckets

Implementation report to donor / government counterparts
Report back to IDPs in community meeting

At project end

Camp Assessment
Community Assessment

One month after project end

Impact report to donor / government counterparts
Report back to IDPs in community meeting

During implementation we will monitor the installation of facilities and distribution of
tents. Once this phase is completed, we will assess the camp conditions in terms of
WATSAN access, and get feedback from IDPs through community meetings. At the
end of two weeks, all activities will be complete. We will then assess use of services
and community response. One month after completion of all activities we will again
evaluate the camp condition, and assess the health status via health post reports.
We will also assess how IDPs view the improved situation at this time, and
recommend any further actions needed.

Project Management

Altogether, there will be four project staff as follows:

1 x Project Manager (PM)
2 x Project Officers (PO)
1 x General Support Officer (GSO)

The Project Manager is responsible for overall coordination of activities and liaising
with government and NGO partners. The PM is also responsible for final reports to
donors / counterparts.

The Project Officers will be fully involved in oversight / monitoring of implementation,
hygiene awareness training to IDPs and conducting community meetings. They will
report directly to the PM.

The GSO provides logistic support to the PM and POs. Responsibilities include
general administration, transport management and liaising with construction teams /
suppliers.

Budget

The total budget will be 18,650 GBP.

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An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
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Of this, 14,650 will be direct project costs, while another 4000 GBP covers staffing
and running costs.

Direct Costs

Direct project costs by Output are as follows:

Output 1 Increased availability and accessibility of safe water for
IDPs
6850 GBP
Output 2 Increased availability and accessibility of safe latrines 5000 GBP
Output 3 Occupancy of temporary shelters does not exceed 10
people per tent
2500 GBP
Output 4 IDPs apply effective hygiene practices 300 GBP

Staffing and Running Costs

Total staffing = 2790 GBP

Project Manager 7 days @ 80 GBP 540 GBP
Project Officer 15 days @ 60 GBP 900 GBP
Project Officer 15 days @ 60 GBP 900 GBP
General Support Officer 15 days @ 30 GBP 450 GBP

Running Costs (overheads, office supplies, transport, etc.) = 1210 GBP

Organisation Background

Our purpose is:

To work with others to overcome poverty and suffering
To work to overcome the economic inequality, social exclusion, and vulnerability of
the poor

Our Humanitarian Objective

To prevent loss of life and reduce suffering of people affected by natural or human-
made disasters

With headquarters in the United Kingdom, we work in 70 countries. We have
operated in Indonesia since 1972, conducting development and humanitarian
programmes in education, gender equity, fair trade and emergency response. Since
2005 our integrated humanitarian programme has been working to reduce risk for
disaster-affected people. Our Emergency Response Teams objective is that IDPs
have access to basic needs through the provision of shelter, public health and food
and advocacy activities.
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PROJECT PROPOSAL WRITING
An ELD Publication Neil Kendrick / ELD Training 2009
Not to be distributed without permission
www.projectproposalwriting.org
229
Endnote

Congratulations on having come this far. This module, Putting It All Together,
covered the Drafting stage of the Writing Process. We have seen that, once we have
a plan, we can take our map and use it to guide us in presenting analysis and data.

Theres still a little more to do. In the final module we will look at Finishing off the
Proposal, covering such diverse areas as designing writing a summary, language
and style, and the editing process.

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