Proposal Writing Workshop
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Transcript of Proposal Writing Workshop
Proposal Writing WorkshopDeveloped by the:
Saskatchewan Literacy NetworkUpdated: January 2007
What is a funding proposal?
A funding proposal is an application for dollars to support a program or project. Writing proposals is one of several ways that funds can be raised.
When it comes time to write a funding proposal, if you have invested time in program and project planning, you will have most of the information you need.
The Proposal Writing Process
Identify an idea Develop the idea into a plan Research potential funders Identify funders that are a good fit with
the project Contact potential funder Write the proposal
Preparing to Write a Proposal
Plan your project before you begin to write your proposal
Plan time for writing your proposal
Contact the potential funder early
Read the application guidelines carefully. Ensure your project fits with the funder’s criteria.
The Cover Letter
Your cover letter should: Include your name and how to reach
you Briefly describe the project Say something about why the project is
important and why your organization is well suited to do the project.
Project Title Page Are there specifications for the title page from
the funder? Should be on your organizations’ letterhead and
look professional and neat Avoid using fancy report covers or expensive
binding Include the title, which should be clear,
unambiguous, and short Include your group’s name and contact
information Include the name of the funding organization
and their contact information Include the start and finish dates of the project
Proposal Summary
Your summary should be a short and clear description of the following:
At least one sentence identifying the problem or issue
Your project goals and objectives The reasons why the project is important Who the project is intended to serve A brief description of the methods you will
use The amount of money you are requesting
Introduction
Clearly establishes who is applying for funds Describes your agency’s purpose and goals and your ability to
meet these goals Provides a brief historical overview of your agency, if appropriate Describes your programs Describes your clients and community Explains the connection between the funder and the project that you
are proposing
The introduction shows that your project has credibility or feasibility: Is anybody else doing this kind of work? Are there potential connections with other
programs? How does your project build on work that has
already been done? How is your proposal different than similar projects? Why are you the best organization to do what you
are doing? In what ways is your group in a position to do
something about the situation, issue or problem you have identified?
Introduction
Rationale
The rationale describes why you are submitting the proposal.
The rationale:
Clearly states the problem, issue or need you intend to address.
Provides supporting documentation to understand the issue or problem.
Statistical evidence from surveys or reports
Statements from your community or an authority
References to a literature review on your issue
References to other related activities
Examples of documentation to support your issue
Sources of Information to Support Your Issue Census data Statistics from a reliable source (ie. IALSS) Agency reports Consultation and discussion documents Research reports Other public records and documents Service use records of your agency including waiting
lists, registrations, and correspondence Information from telephone interviews, field surveys,
or questionnaires Information gathered at a community forum on the
issue Documented observations and conversations
Goals & Objectives
Goals are broad statements that explain the overall purpose of the project. Think of the question “why are we doing this?” when writing goals.
Objectives focus primarily on what is expected as a result of the project. They are often introduced with the words “to increase,” “to decrease,” “to reduce,” “to eliminate” and explain what changes are anticipated through the project. Projects typically have one goal out of which several objectives flow.
Objectives
There are several types of program objectives:
Objectives that focus on learning individual, organizational or community
change Objectives focused on program
operations physical facilities, equipment, revenues or
training programs
Objectives
Limit to 3 – 5 key objectives Are introduced with the words “to increase”, “to
enhance”, “to develop”, “to improve” Tell what changes for individuals will be made by
the project: changes in behaviour or access to information
Describe outcomes of your program Do not describe your methods Are measurable—describe the objective in
numerical terms if possible and are linked to evaluation
Action Plan
Proposed activities are the actions to achieve the objectives and:
flow naturally from objectives clearly describe program activities describe sequence of activities are realistic—it is better to break the
action into phases or smaller developmental segments
Present reasonable number of activities that can be accomplished within the time allocated for program and within resources of the applicant
Sometimes activities and timelines are rolled into one section.
Be careful when outlining timelines. It may be better to give general time frames (spring, fall).
Action Plan
Expected Results
Indicates how we will know the objectives have been met
Describes expected results, outcomes or benefits
You need at least one outcome/result for each objective
Expected Results
For each objective, answers the question: “if we do this successfully, what will it look like at the end of the project?”
Describes materials to be produced
Outlines any reports to be produced
Includes distribution plan, if applicable
Evaluation Plan
This is a collection of indicators of how successful the program has been and:
Includes a statement about how you plan to collect formal and informal information throughout the project
Links project objectives and evaluation design
Evaluation Plan
Two types of evaluation:
formative evaluation/process evaluation – allows you to gain feedback on the project while it is being conducted; may lead to changes in program design
summative evaluation/product evaluation – conducted at the end or after the project to show that the project fulfilled its original objectives
Evaluation Plan
Your evaluation plan should:
Tell who will be performing evaluation
Clearly states criteria for success/outcomes
Describe data gathering methods
Explain any test instruments or questionnaires to be used
Describe the process of data analysis
Show how the evaluation will be used for program improvements
Describe evaluation reports to be produced
Evaluation Instruments Include: Intake forms Registration forms Follow-up forms Personal interviews Evaluation
questionnaires Interview guides
for interviewers
Worker journals External
documents and records
Documented observations
Conversations—quotations and paraphrased conversations
Supporting Documentation and AppendicesMake sure you attach everything the funders require. They may request:
A list of contact information for your agency’s Board of Directors
Your most recent:- Annual report- Audited financial statement- Operating budget
Letters of support that speak to the need for the project and the applicant’s ability to do the project
Supporting Documentation and Appendices Pamphlets or printed
information pertinent to organization or grant request
Dissemination plan – how will you share information from your project with other audiences?
Time line for your project Evaluation instruments
Resumes of key staff members
Award(s) earned by the organization
Sub-contractor information
Definition of terms Additional information
such as drawings, figures, tables, slides, charts, statistics, etc.
Budget Reflects exactly the actions described in your methods
statement Clearly outlines costs and amount requested Contains no unexplained amounts for miscellaneous
items Is sufficient to perform the activities outlined Has reasonable administrative costs – not more than
15% Includes:
all items asked of the funding source all items paid for by other sources all volunteer contributions expressed in dollars/hour all in-kind donations such as volunteer time, free
program space, etc. – make sure to attach a dollar figure to in-kind services
Expense Categories
Salaries and Benefits Honoraria/Contracts Professional Development
related to Project Childcare Travel and Subsistence Publicity/Advertising Rent Purchase of Equipment /
Cost of Rental Equipment Supplies
Photocopying Resources to Purchase for
Project Audit Insurance Printing of Materials
Developed in Project Distribution of Materials
Developed in Project Other: Postage, Courier,
Mail, Telephone, Rent, Utilities, Fax, Internet, etc.
Income Categories Cash
- bank accounts
- treasury bills, etc.
In-Kind -products or services donated to your organization for the project- ex. volunteer time, donated equipment or materials, photocopying, printing manuals at cost, if the organization itself will cover the rent and utilities costs
Earned Income
- income that will be generated as a result of sales of products or services associated with the project- ex. ticket sales, tuition and registration fees, space rental, membership sales, subscription sales
Contributed Income
- lists all contributions committed, pending, and to be requested- ex. state how much you are expecting from: individuals, special events, service clubs, foundations, corporations, government, your board of directors
Sustainability Planning Describes how other funds will be obtained to
implement and/or sustain the project Describes growing revenues from other
fundraising activities Describes concretely how the program will
have minimal reliance on future grant support by generating its own revenue over time
Describes the effect on your project if other funds are not obtained
Evaluating Your Proposal
Have your proposal read/edited by someone familiar with your agency
If you can, get someone outside your sector to read the proposal as well
Partnerships
Do’sbegin early – look for natural partners in the communityget to know your partner (mandate, clients, etc.); building partnerships involves a climate of trustinvolve clients/users where possibleset up partnership agreements to define parameters
Don’tsput down the name of a partner on the proposal without contacting it firstmake assumptions as to what they can do or contributeshare your proposal with another agency before you get permission from your partner
Do’s of Proposal Writing
Be positiveFollow application instructions carefullyMake sure your numbers add upSupport your commentsUse simple sentences and short paragraphsUse point form instead of narrative text for lists
Number all pagesBe brief; 5 – 8 pages for a proposal is fineInclude a table of contents for longer proposalsPut all footnotes on the same page as the text to which they referSend only the number of copies requested
Don’ts of Proposal Writing
Call attention to your past mistakesUse acronyms (such as SLN) and jargon Use personal pronouns (I, me)Use contractions (can’t, won’t)Include more appendices than requested
Sources
“The Components of Proposal Writing” prepared by the National Literacy Secretariat, Human Resources Development Canada
Kiritz, Norton (1980), Program Planning and Proposal Writing. Los Angeles, CA: Grantsmanship Centre. [www.tgci.com]
Leblanc, Linda (1996) Writing a Proposal: a step by step guide. Edmonton, AB: Literacy Services of Canada, Ltd.
Levine, S. Joseph, Ph.D. (December 2001) Guide for Writing a Funding Proposal. Michigan State University. [www.learnerassociates.net/proposal/]
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