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1 UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 1 Workshop II Project Management UNITAR-HIROSHIMA FELLOWSHIP FOR AFGHANISTAN 2007 Introduction to Project Management 15–17 August 2007, Dehradun, India Presented by: Dr. Jobaid Kabir UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 2 Workshop-II Outline Part 1. Basics of Project Design and Project Management Part 2. Risk Management and Project Scheduling Part 3. Project Budgeting, Tracking and Control Part 4. Project Reporting and Closing Part 5. Proposal Writing for Fundraising Part 6. Orientation to Microsoft Project and Team Exercise Part 7. Monitoring and Evaluation

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Page 1: Workshop II Project Management - unitar.org · Workshop II Project Management ... Orientation to Microsoft Project and Team Exercise ... Project Objectives

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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 1

Workshop IIProject Management

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

Presented by: Dr. Jobaid Kabir

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 2

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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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 3

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 4

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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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 5

Organization & Fundraising

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 6

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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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 7

Types of Fundraising

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 8

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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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 9

Other funding sources…

Major gift:MoneyLandStockOther

Deferred or planned gift

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 10

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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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 11

Why do people and organization give?

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 12

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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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 13

Proposal Writing for Fundraising

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 14

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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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 15

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 16

Cover letter

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

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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 17

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 18

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 20

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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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 21

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 22

Project Objectives

Describe actions and how they respond to need

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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 23

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 24

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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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 25

Method (Cont.)

Selection process for:StaffParticipantsContractors

Training process for:StaffParticipants

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 26

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

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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 27

Timetable

Schedule of activities Use of staff Deliverable schedule Measurement schedule

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 28

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

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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 29

EvaluationMeasures of performance

Input ProcessOutputOutcome

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 30

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 32

Budget

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

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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 33

Line Item Budget 1

Personnel costs Salaries and wages Fringe benefits Consultants Contracts

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 34

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 36

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 38

Future Funding and Sustainability

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

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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 39

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 40

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 42

Proposal Attachments

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

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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 43

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

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 44

Team Exercise: Fundraising

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UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 45

Work in a team to prepare:

Think of real project for the teamDevelop proposal outline

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 46

Team Exercise: Fundraising

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De-briefing Session

Present proposal outlineSeek feedback

UNITAR-HOAP Afghanistan Fellowoship Porgram, 2007: WS-II 48

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