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

INTRODUCTIONand LEVELING of EXPECTATIONS

➲ Introduction ➲ Leveling of Expectations

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

INTRODUCTION

➲ Background➲ Statement of the Problem➲ General Overview of Purpose of the

Proposal

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

SCOPE OF THE PROJECT

➲ Discussion of project focus➲ What are covered and what are not

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

RESULTS

➲ Acceptance➲ Rejection

Both = learning

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: cpu_planning@yahoo.comSkype name: amyc632

GOD BLESS YOUGOD BLESS NOPSSCEA