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Workshop IIProject Management

UNITAR-HIROSHIMA FELLOWSHIP FOR AFGHANISTAN 2007Introduction to Project Management 15–17 August 2007, Dehradun, India

Presented by: Dr. Jobaid Kabir

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Workshop-II OutlinePart 1. Basics of Project Design and Project ManagementPart 2. Risk Management and Project SchedulingPart 3. Project Budgeting, Tracking and ControlPart 4. Project Reporting and ClosingPart 5. Proposal Writing for FundraisingPart 6. Orientation to Microsoft Project and Team ExercisePart 7. Monitoring and Evaluation

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Proposal Writing for Fundraising

Organization & FundraisingTypes of FundraisingWhy do people and organizations give? Key concepts of proposalProposal components Proposal attachmentsSearch for sources of money Team Exercise Example

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Organization & Fundraising

Institutional objectives should be established Development objectives should be established Support should reflect institutional needs Start fundraising with natural prospects Search for sources of money

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Organization & Fundraising

Involvement is key to support Prospect research should be thorough and realistic Cultivation of key donors and partners

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Proposal Writing for Fundraising

Organization & FundraisingTypes of FundraisingWhy do people and organizations give? Proposal components Search for sources of money Team Exercise Example

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Types of Fundraising

Individual versus organization as donor Proposals -specific requests Annual campaign Capital campaignSpecific benefit event

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Major funding sources…Corporate and business support

In-kind Cash Partnership

Non-profit support In-kind Cash Partnership

Foundation or philanthropy

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Other funding sources…

Major gift:MoneyLandStockOther

Deferred or planned gift

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Proposal Writing for Fundraising

Organization & FundraisingTypes of FundraisingWhy do people and organizations give? Proposal components Search for sources of money Team Exercise Example

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Why do people and organization give?

Giving:benefits to persons or institutions who give makes sense is an obligation is God’s will

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Why do people and organization give?

Investor:Giving is good business

Socialite:Giving is good business

Person who repays:Giving in return

Dynast:Giving is family tradition

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Proposal Writing for Fundraising

Organization & FundraisingTypes of FundraisingWhy do people and organizations give? Proposal components Search for sources of money Team Exercise Example

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Key Concepts of Proposals

Write for the donor, not yourself Simple language that is interesting Clarity and descriptive text Avoid superlatives Defense is the worst offence Friend-raising, not fundraising

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Components of a Proposal Cover letterSummary Need identificationProject Objectives Methods Timetable Evaluation Budget Future funding and sustainabilityConnection to sources of fundsAttachments

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Cover letter

Request for money Proposed activity Connection to funding source’s mission Contact

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Components of a Proposal Cover letterSummaryNeed identificationProject Objectives Methods Timetable Evaluation Budget Future funding and sustainabilityConnection to sources of fundsAttachments

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SummaryPlace at top of proposal -brief, clear, interesting Identify applicant Need identificationHow to resolve need?Organization and credibility Methods Cost Outcomes Why to fund?

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Components of a Proposal Cover letterSummary Need identificationProject Objectives Methods Timetable Evaluation Budget Future funding and sustainabilityConnection to sources of fundsAttachments

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Need identification

Interesting, no jargon, no assumptions Identifies problem in terms of clients or beneficiaries Describe problems with data or statement of authority Describe prior approaches to problem Connect organization to solution Relates need to funding agency

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Components of a Proposal Cover letterSummary Need identificationProject Objectives Methods Timetable Evaluation Budget Future funding and sustainabilityConnection to sources of fundsAttachments

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Project Objectives

Describe actions and how they respond to need

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Components of a Proposal Cover letterSummary Need identificationProject Objectives MethodsTimetable Evaluation Budget Future funding and sustainabilityConnection to sources of fundsAttachments

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Method

Description of how the project will solve the problemScope of activities within time and resource limit Sequence of activities Reasons for activities

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Method (Cont.)

Selection process for:StaffParticipantsContractors

Training process for:StaffParticipants

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Components of a Proposal Cover letterSummary Need identificationProject Objectives Methods TimetableEvaluation Budget Future funding and sustainabilityConnection to sources of fundsAttachments

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Timetable

Schedule of activities Use of staff Deliverable schedule Measurement schedule

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Components of a Proposal Cover letterSummary Need identificationProject Objectives Methods Timetable EvaluationBudget Future funding and sustainabilityConnection to sources of fundsAttachments

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EvaluationMeasures of performance

Input ProcessOutputOutcome

Structure of Evaluation Process of evaluation and timetable Form and timetable of reporting How evaluation used for program improvement

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Evaluation (Cont.)

Who will evaluate?How will evaluators be selected?Evaluation criteriaMethods and instruments

Instruments as attachments

Process of analysis

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Components of a Proposal Cover letterSummary Need identificationProject Objectives Methods Timetable Evaluation BudgetFuture funding and sustainabilityConnection to sources of fundsAttachments

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Budget

Line item or program budgetBudgetBudget justificationBudget documentationMatch or in-kind contributionCategories, rates, and documentation

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Line Item Budget 1

Personnel costs Salaries and wages Fringe benefits Consultants Contracts

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Line Item Budget 2

Non-personnel major costs Equipment: purchase or lease Space Overhead or indirect costs

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Line Item budget 3

Non-personnel minor costsSupplies or materials Travel Telephone or fax Postage or delivery Photocopying

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Line Item budget 4

Books or documents Tuition and fees Publication costs Maintenance and repair Other expenses

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Components of a Proposal Cover letterSummary Need identificationProject Objectives Methods Timetable Evaluation Budget Future funding and sustainabilityConnection to sources of funds Attachments

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Future Funding and Sustainability

Other funds for the project Income Process to assure sustainability -plan

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Components of a Proposal Cover letterSummary Need identificationProject Objectives Methods Timetable Evaluation Budget Future funding and sustainabilityConnection to sources of fundsAttachments

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Connection to Source of Funds

Close proposal with a re-statement of how support will affect funding agency’s goals Transition to attachments

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Components of a Proposal Cover letterSummary Need identificationProject Objectives Methods Timetable Evaluation Budget Future funding and sustainabilityConnection to sources of fundsAttachments

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Proposal Attachments

Organization Board Staff with resumes Partner organization Letters of support Documentation as required

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Proposal Writing for Fundraising

Organization & FundraisingTypes of FundraisingWhy do people and organizations give? Key concepts of proposalProposal components Proposal attachmentsSearch for sources of money Team Exercise Example

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Team Exercise: Fundraising

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Work in a team to prepare:

Think of real project for the teamDevelop proposal outline

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Team Exercise: Fundraising

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De-briefing Session

Present proposal outlineSeek feedback

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Proposal Writing for Fundraising

Organization & FundraisingTypes of FundraisingWhy do people and organizations give? Key concepts of proposalProposal components Proposal attachmentsSearch for sources of money Team Exercise Example