PROPOSAL WRITING

Day 2

Dr. Hend Mohamed M. Ibrahim (M.D., Ph.D.)

ابراهيم محمد محمد هند

Lecturer of Medical Biochemistry

بالكليه المشروعات اداره بوحده الفني الدعم مسئول

أ-6المخرج

Outline

• Ice Breaking (Name & Interest)

• General Steps to Apply for Proposal

• Types of Projects and Funding Agencies

• Summary of Day 1

• Examples for Projects Application

• Complete Project Writing Procedure with Examples

الكلية رسالة

أكفاء • أطباء بإعداد الزقازيق جامعة الطب كلية تلتزماالحتياجات تلبية على قادرين األساسية الصحية للرعاية

القومية السياسات تنفيذ و للمجتمع المتنوعة الصحيةخالل من ذلك و الصحي لبرامج لإلصالح الكلية تقديم

و البكالوريوس لمرحلتي الطبي التعليم فيالحديثة الجودة لمعايير طبقا العليا الدراسات

العربية المنطقة في الكليات أوائل من هي الطب فكليةاأليزو شهادة على التعليم 2000:9001الحاصلة مجال في

، البكالوريوس لمرحلة بإجراء كما الطبي الكلية تقومالمجاالت شتى في المتخصصة العلمية البحوث

تقديم الطبية .و للمجتمع المتميزة الصحية الخدمات

General Steps to Apply for a Proposal Idea for Project

Find a Suitable Funding Agency

Do more search about the idea and the agency requirements

Know How to Write a Proposal

Write a Proposal

Submit the Proposal

You receive Confirmation of Submission

Project Review

Project Results and Comments

• Not an original idea• Unmanageable risks• Project unfeasible• Rationale is weak• Writing is vague • Uncertain outcomes, objectives• Does not have relevant experience • Problem is not important• Proposal is unfocused • Project needs bigger budget

Why Proposals are Rejected?

مثل دوق خارجي او داخلي التمويل يكون

التطويريه • األوروبي اإلتحاد (TEMPUS)مشاريعhttp://www.tempus-egypt.com

•Higher Education Enhancement Project Fund (HEEPF)

التدريس • هيئة أعضاء قدرات تنمية مشروع (FLDP )والقيادات

واالتصاالت • المعلومات تكنولوجيا مشروعات(ICTP )

الكليات • وتأهيل المستمر التطوير مشروعلالعتماد CIQAPللتقدم

خد / تطويريه هميمشاريع

البحثيه أ - األوروبي اإلتحاد ويتضمن مشاريع

واإلبتكار والتنمية البحوث RDIبرنامج www.rdi.eg.net

التكنولوجية والتنمية البحثية للمشاريع السابع األوروبى البرنامجFP7

http://cordis.europa.eu/fp7

التكنولوجية ب - والتنمية العلوم STDF صندوق

الزقازيق ج - بجامعه العليا الدراسات مشاريع

بحثيه يمشار ع

Example from Funding Agency

التكنولوجية والتنمية العلوم STDF صندوقScience and Technology Development Fund

http://www.stdf.org.eg•Young Research Grants•Reintegration Grants•Basic & Applied Research Grants•US- Egypt Grants•Egyptian/German Research Fund (GERF)•Egyptian Japanese Scientific Cooperation•Mobility Grants, GESP Grant

Example of Proposal Format

• Zagazig University Graduate Sector Proposal (Draft)

• STDF Proposal (Written Proposal & available as example on STDF website)

Zagazig University Graduate Sector• Laboratory Proposal• Research Proposal

Example for Proposal Format

You can access from www.zu.edu.eg

Contents of proposal 1-Title العنوان 2-Summary الملخص 3-Introduction المقدمه Background الخلفيه Needs assessment االحتياجات تقدير Rational االسباب عرض4-Goal األهداف5-Specific Objectives )purposes(6- Input )Means( , output , outcome , impact المخرجات/ النتائج7-Assumption & Risks )assumption=feasibility (8-Activities األنشطة

- Methods & procedures- Action plan & implementation

9-Indicators المؤشرات 10- Time-plan11-Dissemination المشروع عن االعالن12-Sustainability ( اختيارى ( االستمرارية13-Refrences14-Budget الميزانية15-Monitoring & Evaluation والمتابعه المراقبه16-Logical frame matrix المنطقية العمل مصفوفه

Goal and Objectives• Goal: - It is the main single aim- Where we want reachGive example for one research goal and improvement goal

• Objectives: - The objectives are the elements which are needed to achieve

the goal- The steps needed to get there- Use action verbs - Clone, Identify, Study

Inputs Activities Outputs األنشطة النتائج

المدخالت Impact Outcomesالمخرجات المردود

Outputs: Immediate resultsOutcomes: Remote results

Activities المشروع الكتمال الضرورية واألنشطة العمل خطة Methods and Procedures, Facilities & Equipment

The core of a proposal بالتفصيل تكتب

Describe the project design, and how to achieve the objectives

It should explain in a narrative way, different activities during the time of the project بالتفصيل يشرح نشاط كل

Must explain the rationale for the activity (relate it to the problem)

Should include:

What - Activities to achieve the desired results

Who - Target group - Responsible for implementing methods

When - Timeline - When activities will take place - When objectives will be achieved

Elements of Activities

Activities

– Training, workshop

– Place preparation

– Conference, meeting

– Field work

– Laboratory work

– Purchase of equipment

– Collect samples and data

– Data entry

– Data analysis

– Identify needs

The methods section is often the longest part of a proposal. It should contain:

1.Description of the methods to accomplish each objective

2. Description of how to implement these methods.- Mention who will be responsible for implementation of each objective (title, and background)

3. Description of the plan of action

4. Explanation of the reasons for selecting a particular approach

Implementation of Activities

5. Presentation of activities that can be accomplished within the time and the resources

6. Description of the staffing expertise involved to provide assurance of achievement

7. Development of a sequential procedure required for the project implementation

8. A structure for monitoring and evaluation

Facilities & Equipment

A list of adequate facilities confirms the capabilities of the proposing institution’s strength in the intended field of study. The description of facilities should include

• Any special equipment or unusual asset• Indicating their accessibility• Specialized computers• Library collections• Laboratories• Space

النجاح مؤشر الموارد المطلوبة

الوقت مسئولية التنفيذ

خطوات التنفيذ

اإلجراء #

مكان وجود الوحدة

الوحدة مكان -10-25من-30الى2009

11-2009

ا.د.ا.د. ا.د.

متابعة -1تحديد اجراءات

الوحدة مكان

مكان اعدادالوحدة

وتجهيزها وتزويدها بالموارد البشرية

1-

قائمة وجودمهام بتوزيععلى العمل

الفريق

لالجتماع قاعة -11-4من 2009-11-11الى

2009

ا.د.ا.د. ا.د.

قائمة- 2 اعدادالوحدة بمهام

والتوصيف الوظيفى بها للعاملين

استكمال المكان

موظفين 3-مؤهلين

مكيف 1-وشاشة - شو داتا

عرضكمبيوتر 1-

محمول- تصوير ماكينة

مكتب 2--2 مكتب كرسى

- للمناقشة منضدةكراسى 10-للمناقشة

-11-4من -3-1الى 20092010

ا.د.ا.د.

.د

الوحدة -3 امدادبالموارد البشرية

الالزمة والماديةالعمل لسير

المخرج أنشطة تنفيذ عمل أ-6خطة من الفترة 31/12/2009حتى 1/10/2009خالل

األول: ( النشاط -6أوال )1أ-البشرية بالموارد وتزويدها وتجهيزها الوحدة مكان اعداد

Example of Activity

• Measures to verify to what extent the results are Measures to verify to what extent the results are

achieved.achieved.

• Specify how the achievement of an objective can be Specify how the achievement of an objective can be

verified or demonstratedverified or demonstrated

• Provide a basis for Monitoring and EvaluationProvide a basis for Monitoring and Evaluation

• Indicators for Completion, Indicators for Success and Indicators for Completion, Indicators for Success and

Performance indicatorsPerformance indicators

Completion indicator = OutputSuccess indicator = OutcomePerformance indicator = Objective

• Quantitative and QualitativeQuantitative and Qualitative

Indicatorsالمؤشرات

Quantitative Indicators

Specific number such as

• Absolute number

• Mean

• Median

• Percent

• Proportion

• Rate

Non Numerical

• Attitudes

• Beliefs

• Motives

• Behavior

• Perception

Qualitative Indicators

Indicators

• Related to goals, objectives and achievements

• Reflect outputs, outcomes and impact

• Reflect the milestones that can measure the success of the project

• Should be valid, reliable and sensitive

Clear واضح

Relevant معبر

Economic أقتصادى Adequate كافى

Monitorable متابعته يمكن

CREAM

Characteristics of performance indicators

How to develop performance indicators?

• Carefully consider the results desired

• Be specific

(avoid broad results statements)

• Develop multiple possible indicators

(during a short brain storming session)

• Assess each indicator

(direct, objective, sensitive...)

• Select the best performance indicators

Time line زمنى األطارGANTT CHART

• It is a chart which specify the beginning and end of each activity

نشاط كل ونهاية بداية• Usually it is specified in months/Weeks

شهور/ أسابيع• The activity can be carried out parallel or

sequentialنفس فى أو التوازى على النشاط

الوقت

Budgetالميزانية

• Important section• Follow the special distribution by the agency• Directly reflect the cost of the activities:

– Staff cost– Equipment Cost– Materials– Transport cost– Unexpected cost (up to 10%)

ReferencesReferences should appear after the budget

Separate list, numbered as they appear in the text

Each reference listed should include

- Name of the author

- Title

- Publication or publisher

- Volume and issue number

- Page numbers

- Date of publication

Sustainabilityاألستمرارية

Ability to be continued and used after fund is discontinued

اختيارى•

المانحة الجهة طلب المشاريع- حسب من معينة نوعية وفى

سيستمر • خاللها من او بها التى الوسائل تحديد منه الهدف

المانحة الجهة قبل من تمويله فترة انتهاء بعد المشروع

Project sustainability means

– Maintaining the outcomes, goals and products

– Adopt the process by the institution

Project sustainability doesn’t mean

– Maintaining staff positions

– Maintaining all activities

– Depending on grant funding

Dissemination او عن النشر االعالنالمشروع

بالمشروع للتعريف ستستخدم التى الوسائل: انشطته عن واإلعالن

– Meetings الندوات – Seminars التعريفية المحاضرات– Workshops عمل ورش

– Conference مؤتمرات

– Web site الكترونى موقع

– Newsletters االخبارية الجرائد الموجهة

– Publication نشرات – مجالت

• Monitoring involve

• Systematic

• Regular collection

• Occasional analysis of information- Identify and measure progress over a period of time

• Evaluation is the analysis of the effectiveness of an activity

- Important for judgment about progress and impact

Monitoring and Evaluation

Purpose of Monitoring

Monitoring ensure commitments and provides constructive suggestions to reach goal as

• Re-scheduling the project • Re-budgeting the project • Re-assigning the staff

Evaluation

الحكم • يمكن خاللها من المعايير من مجموعةاهدافه وتحقيق المشروع نجاح على

•: التقييم خطة•Formative evaluation

بينى تقييمالمشروع تنفيذ اثناء االداء لتقييم

•Summative evaluationتحققت قد المشروع اهداف كانت اذا ما لتقييم

تنفيذه اكتمال بعد

Study the proposal

Create evaluation plan and indicators

Report the plan to audits

Review and elaborate the evaluation plan

Start evaluation

Report the evaluation results

Steps of Evaluation

التقييم وسائل Surveyالمسح •

Questionnaire االستبيان•

Interviewالمقابلة •

الموجهة • المجموعية Focus groupالمناقشة

discussion

Methods of evaluation

Proposal MissionProposal Mission

Implement from bottom

to top

PLAN

from top to bottom

THINK UPWARDS

PLAN DOWNWARDS

1- Inputs

2- Activities

3- Outputs

4- Purpose

5-GoalAssumptions

1,2 under control of project management

Management Plan

3,4,5, beyond control of project management

LOGICAL FRAMEWORK MATRIX )LFM(المنطقية العمل مصفوفة

• Systematic planning tool for complete project cycle management

• Used to plan, monitor, and evaluate proposals• Result Based Management (RBM) tool for systematic

planning, implementation , monitoring, and evaluation of projects

Components of Logical Frame Work Matrix

– Goal

– Objectives

– Outputs

– Outcomes

– Activities

– Indicators

– Assumption

– Risks

المشروع سيطرة أو سيطرتي تحت ليست بالفعل موجودة المشروع فرضية سيطرة أو سيطرتي تحت ليست بالفعل موجودة فرضيةالمشروع انجاز في يساعد وجودها المشروع لكن انجاز في يساعد وجودها لكن

أمثلةأمثلة•

االعتماد • الي أصل حتى الحالية المقررات تطوير االعتماد محتاج الي أصل حتى الحالية المقررات تطوير محتاجAssumptionAssumptionهو هو NARSNARSوجود وجود •الكليه • رؤيه و رساله مع الكليه يتماشي رؤيه و رساله مع يتماشيالتغيير • ألهمية الناس التغيير تفهم ألهمية الناس تفهم

AssumptionAssumption

Refer to danger that could hinder achievementRefer to danger that could hinder achievement

How to overcome?How to overcome?اإلدارة : معارضة اإلدارة : مثال معارضة مثال

نتائجه: وتوضيح المشروع يخص شيء كل في تشاركهم أن يجب نتائجه: الحل وتوضيح المشروع يخص شيء كل في تشاركهم أن يجب الحل

Type of threats/RisksType of threats/Risks• Project Project -cost over-run-cost over-run-job taking too long-job taking too long• PoliticalPolitical• FinancialFinancial• TechnicalTechnical• NaturalNatural

RiskRisk

LOGICAL FRAMEWORK MATRIX

Activity description Performance Indicators Means of Verification Risks and Assumptions

Goal (Overall Objective)

Project Objectives

Outputs (Results)

Activities Means or Input

Vertical Logic for LFM

• Identifies what the project intends to do and achieve

• Clarifies the causal relationship

• Specifies important assumptions and risks

GOAL

Objectives

OUTPUTS

ACTIVITIES

Logical Frame Matrix Serves the Following Functions

• A tool for planning a logical set of interventions

• A tool for appraising a program document

• A concise summary of the program

• A tool for monitoring progress made with regard to

delivery of outputs and activities

• A tool for evaluating impact of program outputs

indicating progress toward purposes and goal

Example from STDFActivity description Performance Indicators Means of

VerificationRisks and Assumptions

Goal (Overall Objective) This research aims to develop appropriate remediation methods for contaminated sites in Egypt to clean up the groundwater from contaminants. A special emphasis will be given to …….

1.Results will be obtained experimentally and verified against numerical models and existing analytical solutions. Furthermore, the results will be presented in international conferences and published in first class international journals.

Publications in international journals/ conferences.

We need data about contaminated sites in Egypt from ministry of environment, ministry of irrigation and water resources, and ministry of petroleum. The traditional routine in governmental offices may delay the collection of these data.

Project Objectives It is expected to predict how far the contaminant has migrated from its source and the spatial and temporal distribution of both aqueous and solid phase concentrations.It is also expected to predict how much contaminant was absorbed by soil particles……

Verify simple cases of results with analytical solutions.Compare our results with results of other investigators who used other methods.

Publications in international journals/ conferences

Obtain data about contaminated sites.Collecting soil and water samples from different boreholes in the contaminated site.Conducting laboratory experiments to determine the degree of contamination

Outputs (Results)Stochastic analysis of contaminant flow &transport; Temporal and spatial distributions of the contaminant conc.Develop appropriate remediation methods for contaminated sites in Egypt.The amount of contaminated absorbed by soil particles &the time needed for these contaminant to release to groundwater again after the aquifer is remediated.

Validation against results of other investigators

Publications in international journals/ conferences

What are the conditions necessary to reach the results in alignment with the tie schedule?Collect data on scheduled timeInvestigate soil samplesInvestigate water samples in the laboratory

Activities1.Collect data about contaminated sites.2.Take water and soil boreholes.3.Investigate the collected water and soil samples in the lab..4.Verify experimental results against numerical model ….5.Input results of experiments to another numerical model that accounts for macroscopic scale problems (e.g. field sites). 6.Carry out numerical simulations of the site to predict

temporal and spatial distribution of contaminant.

7.Suggest appropriate remediation programs to cleanup the

site.8.Write up results and publish them in international

conferences and journals.

Means1.An assistant to help in…..2.Contractor to collect soil boreholes ….3.Laboratory to investigate contaminated soil and water samples ….4.Printer and two computers (one for me and another one for the assistant) to carry out the numerical modeling.

This will be done by putting time schedule for all activities and prepare alternative solutions if any activity was delayed by any unexpected thing.

The main condition which is outside our control is the collection of the data from governmental offices. In Egypt, people always try to hide data even if they are not going to use it. This may happen even if the project is going to suggest solutions for scientific problems they already have.

Cover PageAbstract (English & Arabic)IntroductionBackgroundWider Objectives (Goals)Statement of Proposed Research (Specific Objectives)Methods & ProceduresFacilities and Equipments (Available & Needed)Budget JustificationTimeLogical Frame Work MatrixReferencesAppendices (Any additional documents, Letter from institution)

Summary of Proposal Application Form Contents