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
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