proposal workshop manual

8/8/2019 Proposal Workshop Manual

http://slidepdf.com/reader/full/proposal-workshop-manual 1/49

Funding

Proposals

Funding

Proposals

Participant Manual & Workbook

Developed by the Swan Valley Enterprise Centre P.O. Box 370 Swan River, MB R0L 1Z0

Phone: (204) 734-3471 [email protected]



This workbook was written and developed by the Economic Development Manager with the Swan Valley Enterprise Centre Inc.120–6th Avenue North ~ P.O. Box 370 ~ Swan River, Manitoba ~ Canada ~ R0L 1Z0

All materials contained therein are the property of the Swan Valley Enterprise Centre and may not be reproduced without the express written consent of the Swan Valley Enterprise Centre

For reproduction permission or for information on the delivery of this program, please contact the Swan Valley Enterprise Centre at (204) 734-3417 or [email protected]

Copyright 2005

Planning is bringing the future

into the present so that you can do something about it now.

~Alan Lakein



Swan Valley Enterprise Centre

Table of Contents

Introduction to Proposal Writing ............................................. 1 What is a Proposal .................................................................... 1

Proposal Components ............................................................... 1

The Writing Process .................................................................. 3

Sentence Length ....................................................................... 3

Energize Sentences ................................................................... 3

Maintain Consistency ................................................................ 3

Clarity & Conciseness ................................................................ 4

Avoid Deadwood ....................................................................... 5

Avoid Jargon ............................................................................ 5

Do not Hedge or Waffle ............................................................ 6

Abstract Words or Expressions .................................................. 6

Use Appropriate Tone ............................................................... 6

Sentence and Paragraph Structure ............................................. 7

Proposal Preparation ................................................................ 8

Analyze the Reader ................................................................... 8

Gather Project Detail ................................................................ 11

Pre-Evaluation ......................................................................... 12

Organizing the Information ...................................................... 13

Writing the Proposal ............................................................... 14

Writing as a Team ....................................................................14

Cover Letter ............................................................................ 15Title Page ................................................................................ 16

Needs Assessment ................................................................... 17

Introduction ............................................................................ 19

Goals & Objectives ................................................................... 21

Methodology ........................................................................... 23

The Solution ........................................................ 23

Timeline .............................................................. 25

Client Group ......................................................... 26

Administration & Staffing ...................................... 26

Sustainability ....................................................... 26Evaluation ............................................................ 27

Reporting ............................................................ 29

Budget .................................................................................... 30

Qualifications & Resources ....................................................... 32

Conclusion .............................................................................. 33

Appendix ................................................................................. 33

The Letter Proposal ................................................................. 35



Polishing the Proposal ......................................................... 36

Formatting .............................................................................. 36

Using Graphics in a Proposal .................................................... 37

Editing & Revision ................................................................... 39

Packaging ............................................................................... 41

Funding Agencies .............................................................. 42

General Evaluation Process ...................................................... 42

Top 10 Reasons why Proposals Fail .......................................... 42

Follow-up ............................................................................... 43

Potential Funding Information .................................................. 44

Bibliography ...................................................................... 45




Introduction to Proposal Writing

W HAT IS A PROPOSAL?

A proposal is an offer proposing somethingto be accepted, adopted or considered.

~ Funk and Wagnalls dictionary

Proposals are written to achieve one of the following objectives…

• win customers and make sales

• boost a person’s or organization’s visibility

• improve organizational productivity by implementing a new idea or procedure

• obtain resources to fund a project, program or activity

Workshop definition…

… a document that uses an orderly process to organize a project, programor activity with t he purpose of securing resources to assist with the

successful completion of the project, program or activity.

The main characteristics of a good proposal are…

• Thorough in research and preparation

• Good analytical thinking

• Systematic development of the flow of ideas

• Careful attention to find tuning and packaging

PROPOSAL COMPONENTS

1. ______________________________________________________________

2. ______________________________________________________________

3. ______________________________________________________________

4. ______________________________________________________________

5. ______________________________________________________________

6. ______________________________________________________________

7. ______________________________________________________________

Introduction to Proposal Writing ~ Section 1

Page 1



Writing Funding P roposals


TRUE OR FALSE QUIZ

1. Once you have written a comprehensive project proposal, youcan submit it to multiple funding programs for consideration.

True False

___________________________________________________

___________________________________________________

2. Proposals may be solicited or unsolicited.

True False ___________________________________________________

___________________________________________________

3. If you are successful in receiving funding, your proposal is yourcontract with the funding agency.

True False

___________________________________________________

___________________________________________________

4. The proposal will primarily be judged on the relevance it has tothe mission of the organization proposing the project

True False ___________________________________________________

___________________________________________________

5. A formal proposal can be a 20 page document or it can bea three page letter.

True False ___________________________________________________

___________________________________________________

6. As long as the idea is good and the information is accurate,there is no need to worry too much about spelling, grammar orhow the document looks.

True False ___________________________________________________

___________________________________________________

Page 2




The Writing Process

SENTENCE LENGTH

Readers will lose interest in the message when sentences are too long.

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

One idea = One Sentence

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

ENERGIZE SENTENCES

Write in active tense, not passive

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

MAINTAIN CONSISTENCY

Maintain same sentence pattern

______________________________________________________________________

______________________________________________________________________

Exercise: Read the following sentence and use the space provided to rewrite the sentence using proper parallelism.

Plans are to identify clients, providing training , and a reporting system.

______________________________________________________________________

______________________________________________________________________

Page 3

The Writing Process ~ Section 2





CLARITY & CONCISENESS

Do not hide your message

_____________________________________________________

Avoid inflated words _____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

Exercise: Review the list of ‘inflated’ words phrases. In the space provided, write a ‘common’ word with the same meaning.

Anticipate _____________________

Ascertain _____________________

Cognizant __________________________

Eventuality __________________________

Initiate / Implement __________________________

Substantiate __________________________

Trimming Wordy Phrases

Page 4

In stead of... Use... In stead of... Use...

• The reason for

• Due to the fact that

• On the grounds that

Because

Since

Why

• As regards

• In reference to

• Concerning the

matter of

About

• Despite the fact that

• Regardless of the

fact that

Although

Even

Though

• Is able to

• Is in a position to Can

• In the event that

• If it should transpire

• Under circumstances

in which

If

• It is crucial that

• There is a need for

• Cannot be avoided

Must

Should

• On the occasion of

• In a situation in which

• Under circumstances

in which

When • It is possible that

• There is a chance that

• It could happen that

May

Might

Can

Could




AVOID DEADWOOD

No wordy expressions and needless phrases or words

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Exercise: Read the sentence below and identify any deadwood that can be eliminated while maintaining the message. Rewrite the message in the space provided.

By the reasons stated previously in an earlier section of the proposal, it is clear that the need for

a unique, specialized reading program for youth is required to be delivered to the school aged children in our local school. (40 words)

____________________________________________________________________

____________________________________________________________________

____________________________________________________________________

AVOID JARGON

Eliminate vocabulary peculiar to a trade, profession or group

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Jargon = ___________________

Exercise: Write ‘jargon’ words, phrases or acronyms that are common to your organization.

________________________________ ________________________________

________________________________ ________________________________

________________________________ ________________________________

________________________________ ________________________________

________________________________ ________________________________

________________________________ ________________________________

Page 5






DO NOT HEDGE OR W AFFLE

Non-inclusive statements

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

ABSTRACT W ORDS & EXPRESSIONS

Convey little meaning to the reader

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

USE APPROPRIATE TONE

Tone can positively or negatively effect reader response

_____________________________________________________

_____________________________________________________

_____________________________________________________

Be positive

_____________________________________________________

Exercise: The words and phrases listed below could have a negative

reaction to a reader. Identify a positive or neutral word or phrase that could be used instead.

Problem __________________________

It is obvious that __________________________

You must / have to __________________________

You Claim that __________________________

Page 6

The difference between the right word and the almost right word is the difference between lightning and a

lightning bug.

Mark Twain




SENTENCE AND PARAGRAPH STRUCTURE

First and last words in a sentence are important

______________________________________________________________________

Topic sentences start paragraphs

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Bullets are useful elements

______________________________________________________________________

______________________________________________________________________

Transitions are ‘roadsigns’ for the reader

______________________________________________________________________

______________________________________________________________________

Opening & Closing Paragraphs are short

______________________________________________________________________

______________________________________________________________________

Writing Tips & Hints

• Be sure that every word has a purpose

• Fully write out abbreviations - writer appears lazy

•

Writing in the third person is more professional• Use gender neutral language

• Convey ‘helping’ versus ‘wanting’ attitude

• Use consistent terminology throughout

• Never write when you are angry

• Readers absorb information faster when it is written slightly below their normalcomprehension ability

Notes: _______________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Page 7






Proposal Preparation

Analyze the Reader

Gather Details ____% effort

Organize Information

Write Proposal ____% effort

Rest _____ hr s

Edit & Revise ____% effort

Goals of the proposal are to…

• ________________________________________________

________________________________________________ • ________________________________________________

• ________________________________________________

ANALYZE THE READER

Funders do not ‘give money away’, they ‘invest’…

A local non-profit organization has a great idea to address a

pressing concern and has the capacity to carry it out, but unfortunately, it lacks the financial resources to do so.

There is a funding agency that has the same concerns as the organization and it has funds, but alas, it lacks the ideas and the people to carry out the work.

Aha! If these two can effectively come together to share their resources, the result will be a dynamic collaboration between

project partners! What a beautiful thing!

Questions to answer…

• What are the agency’s needs and priorities?

• Is there a good match between the project and the

funding agency?• What does the reader want to know?

• What does the reader need to know?

• Do you need to create an emotional response?

Page 8




The checklist on the next page can be used to gather useful information about thefunding program and the funding agency. The information will be used to determinecompatibility between the funder and your program, and also to help guide in the writingof the proposal should you decide to proceed.

Sources of Funding Program information…• _________________________________________________________________

• _________________________________________________________________

• _________________________________________________________________

• _________________________________________________________________

Always do your homework before you contact the funding agency directly…

• Shows funder you are familiar with the program

• Respects the agency contact’s time by only asking questions not answered inagency literature (printed or electronic)

Funding Program Guidelines

• Agency’s objectives & priorities Eligible and ineligible expenses

• Eligibility criteria Evaluation process and criteria

• Submission deadline(s) Proposal review timeline

• Acceptable proposal format Contact for more information

• Budget detail to include

Notes: _______________________________________________________________

______________________________________________________________________ ______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Page 9

Proposal Preparation~ Section 3





Agency Objectives, Priorities & Needs

key goals of the organization

projects approved in the past

similar projects that have been approved

Proposal Development

application deadline - delivery date or postmark

agency ability to review draft before final submission

partnerships - an advantage or a necessity

reporting system is required

Budget

level of detail required in budget

eligible expenses (ie. rent, tax on purchases, travel)

eligible in-kind contributions

program pricing guidelines - travel, meals, et cetera

partner funding guidelines (ie. maximum governmentcontributions)

expenditure proof to be provided

Presentation

number of copies required

special package requirements

proposal to be sent as hard and / or electronic copy

address for proposal submission; to whose attention

Evaluation

decision making process - request copy of scoresheet

most important criteria

decision makers

Funding Program

maximum amount of funding available

average size of funding provided percentage of applications received that are funded

typically provide the full amount requested or a portion

Page 10

Funding Agency

_______________

_______________

Funding Program

_______________

_______________

Proposed Project

_______________

_______________

Other Information

_______________

_______________

_______________

_______________

_______________

_______________

_______________ _______________

_______________

_______________

_______________

_______________

_______________

_______________

Gather info from:

• Past recipients

• Past proposals

• Program guide

• Agency website

• Printed materials

• Agency Contact

Funding Program Checklist




GATHER PROJECT DETAIL

Sources of information…

• _________________________________________________________________

• _________________________________________________________________

• _________________________________________________________________

• _________________________________________________________________

• _________________________________________________________________

At this point, you only need to identify an overall picture of the areas listed. Additionaldetails will be developed later in the process.

Project Checklist

Yes No Rating (1 poor - 5 excellent)

___ Client group to be served by the project

___ Project goals and objectives

___ Funding required

___ Project start date

___ Length of project

___ Project partners

___ Other sources of funding

Review any of the items that did not rate a five (5) and adjust accordingly.

Notes: _______________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Page 11

Proposal Preparation~ Section 3





Pre-Evaluation

Once you have gathered the necessary data on the fundingprogram and the proposed project, you will need to determine thechance of success. Take a moment and evaluate your potential for

success. Use the Pre-Evaluation Form below.

Pre-Evaluation Form

If the funding program looks like a good match, you shouldproceed with writing the proposal. If it is not a good match, youhave the following options…

• _______________________________________________

• _______________________________________________

• _______________________________________________

• _______________________________________________

Page 12

Element to Consider forSuitable Match between Funding

Program and Project

Poor to Good Match

1 2 3 4 5

Mission / goals / objectives

Client group (beneficiaries of project)

Proposing organization qualifications

Funding available

Timeline for project completion

Detail required in proposal

Other project partners





Writing the Proposal

Agreeable Point Introduce Idea State Benefits Explain Action Call to Action

A well-defined proposal will include most or all of the followingtypes of information…

• Statement of problem to be solved or opportunity to bepursued

• Introduction to the project

• Outline of benefits to be realized

• Discussion of solution or method to achieve opportunity

• Project timelines

• Project evaluation

• Reporting process

• Costs

• Qualifications of proposer and any project partners

• Conclusion

• Supporting materials

When writing is a team effort, there are benefits and challenges.

Benefits

___________________________________________________

___________________________________________________ ___________________________________________________

Challenges

___________________________________________________

___________________________________________________

___________________________________________________

Solutions

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

Page 14

Proposal Structure

COVER

LETTER

TITLE P AGE

APPENDIX ITEMS

PROPOSER ABILITY TO COMPLETE

BUDGET

REPORTING & EVAL.

PROJECT

DESCRIPTION

GOALS &

OBJECTIVES

INTRO. TO PROJECT

NEED ASSESS.

1 pg

1 pg

1-2 pg

1 pg

1 pg

4+ pg

1.5 pg

1 pg

1 pg

AsNeeded




COVER LETTER • _________________________________________________________________

• _________________________________________________________________

• _________________________________________________________________

•

_________________________________________________________________ • _________________________________________________________________

• _________________________________________________________________

Content to be included…

• Acknowledges any previous contact with funding agency

• Introduces organization

• States reason for and amount of funding requested

• Mentions a few points from proposal to generate interest

• Indicates how proposed project furthers funding agency’s objectives and meetsfunding program guidelines

• Indicates project contact person

Page 15

Date

Name, Title (Funding Agency contact)Foundation, Bank, Corporation (Funding Agency)

Address

RE: Name of Funding Program

Dear _____ (name of contact),

(Name of organization) is pleased to submit this request for your review. We look forward to yourpartnership in our cooperative efforts to rebuild (name of community).

Our proposal requests $ (amount of request) to launch our creative adult student revolving loanprogram to provide a matching 50/50 contribution for registration fees to enable the low- andmoderate-income residents of (name of community) an opportunity to further their education.

Our loan model is creative in promoting learning opportunities for the clients of (name of organization). This project supports the (funding agency) objectives to promote educationopportunities in rural Manitoba.

We have secured $ (amount) to seed the program, have pre-qualified more than 50 communityresidents for the loan program and bring a a 50/50 match for every dollar in this request.

For the last fifteen years, the (organization) has successfully located suitable learning opportunitiesfor local residents. We have delivered more than 60 learning programs in our own community.

Your investment in our project will enable us to continue to effectively serve our impoverishedcommunity and its working poor residents who seek greater opportunities through education.

Thank you for your interest in (name of organization). We envision building upon our collaborativesuccess by developing our adult student revolving loan program with you.

Sincerely,

(Name of Chair / President)(Title of Chair / President)

Writing the Proposal~ Section 4





Sample Cover Letter

TITLE PAGE

Other information that may be included on the Title Page…

• Names and / logos of project partners

• Photograph that supports your project (if appropriate)

• Additional contact information (fax, email, mailing address)

• Name of the project contact person

Exercise: Develop a suitable title for your project idea.

___________________________________________________

___________________________________________________

Page 16

Assessing Literacy Skills: A Planning Tool for Childcare Providers

Submitted to: Children’s Literacy Coalition

Healthy Foundations Program

3548 Avonlee LaneOttawa, ON

L4W 5Cl

Phone: 1-800-977-4321

Submitted by:

Little Tots Daycare154 Playground Road

Anytown, Manitoba R7G 2N3Phone: (204) 555-1234

Submitted: November 12, 2005

Mary Young . Chairperson

P ROJECT T ITLE

P ROJECT P ROPOSER

F UNDING A GENCY

E NDORSEMENT S IGNATURE

D ATE S UBMITED

Project Title

• Descriptive but

short

• Use subtitle if

more focus isneeded

• Avoid filler

words

• Single

sentence

•

Provide keyidea of project

Funding Agency

• Ensures funder

you know who

proposal isgoing to

• Sign of respect

Project Proposer

• Tells who the

proposal issubmitted by

• Easy access

to contactinformation

Submission Date

• Used for

reference bythe funding

agency

EndorsementSignature

• Confirms the

organization’sapproval of theproposal

submission




___________________________________________________

Use the Title Page Checklist below to ensure all necessary information has been included on the title page of your proposal.

Title Page Checklist


_____ Information is attractively formatted

_____ Project title communicates meaningful information

_____ Funding agency information is stated

_____ Applicant and contact information is provided

_____ Submission date is indicated

_____ Has been signed by appropriate person (if applicable)

_____ Photograph (or clipart) is appropriate (if applicable)

_____ Names and / or logos of partners are present


Comments: __________________________________________________________

______________________________________________________________________

______________________________________________________________________

NEEDS ASSESSMENT

Purpose: To lay out the situation and show value in your project (the solution).

It may be useful to start the section with a 1-2 sentence Purpose Statement that sumsup the need for the project. Rational and supporting information can then be provided.

This section will answer the following questions:

• What ____________________________________________________________

• Why _____________________________________________________________

• Is _______________________________________________________________

• How _____________________________________________________________

• How _____________________________________________________________

Needs Assessment Tips

• Do not overkill a point… state it, support it, move on

• Do not be overly dramatic in stating the situation

• Identify other places that have similar needs to illustrate the value of the projectbeyond your project area (transferability)

• Identify any long-range consequences if the need is not addressed now

Page 17






• Communicate urgency, concern and a sense of importance

Use the Needs Assessment Checklist below to ensure all necessary information has been included in this section.

Needs Assessment Checklist Yes No Rating (1 poor - 5 excellent)

_____ Purpose statement is clear and strong

_____ Stated need is important and alsosolvable (no doom & gloom)

_____ Need directly relates to purpose and goalsof the proposer

_____ Target client group is clearly stated

_____ Need focuses on value to client group

_____ Need is supported by third-party researchor evidence

_____ Evidence is up-to-date and specific to theproblem / opportunity

_____ Evidence is provided in order of importance

_____ Good balance between volume of infopresented and the size of the project

_____ Main focus is on ‘solving’ the problem, not

the problem itself

_____ Creates reader interest

_____ Does not use jargon

Review any of the items that did not rate a five (5) and adjustaccordingly.

Comments: _______________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

Page 18




____________________________________________________

INTRODUCTION

Purpose: To overview the upcoming ideas for your proposed project.

“If you haven’t told us what you want by the end of the thirdparagraph, chances are you are not going to get it.”

~ John West, Phillips Petroleum Foundation

Develop a strong concept that FITS…

F ________________________________________________________

I ________________________________________________________

T ________________________________________________________

S ________________________________________________________

Key points…

• Make reference to need

• Illustrate why project is timely

• Build upon similar work done previously by your organization or others

• Confirm that situation can be altered or solved within the timeframe of fundingwith positive and realistic results

• Indicate any steps already taken

• Clearly identify the target client group (beneficiaries)

• Clarify where will the project take place (service area)

• Briefly show relationship between funder’s priorities and the project

• State why your organization is suited to do the project (include supporting info)

• Modestly emphasize organization’s history of success

• Highlight any project partners

• Identify and address any existing or potential problem areas

• Briefly note financial requirements (provided, secured and requested)

Notes: _______________________________________________________________

______________________________________________________________________

______________________________________________________________________

Page 19






Use the Introduction Checklist below to ensure all necessary information has been included in this section.

Introduction Checklist Yes No Rating (1 poor - 5 excellent)

_____ Identifies the proposer and related abilities

_____ Recognizes the problem or opportunity

_____ References the purpose of the project

_____ Identifies target client group

_____ Creates confidence in the proposer’s abilityto manage and complete the project

_____ Overviews the project methods _____ Includes total costs, funding already

secured, and amount of funding request

_____ Clear how benefits outweigh costs or risks

_____ Is consistent with rest of proposal

_____ Generates interest

_____ Is brief, clear and free of jargon

_____ Language is strong, specific, optimistic andthought-provoking

_____ States any steps taken to date


Comments: ________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

Page 20




____________________________________________________

GOALS & OBJECTIVES

Purpose: Clearly identify what the project will accomplished.

Means to an End

Means _________________________________________________________________

Example: To provide, To establish, To Create

End ___________________________________________________________________

Example: To increase, To decrease, To reduce

Goals…

• _________________________________________________________________

•

_________________________________________________________________ • _________________________________________________________________

• _________________________________________________________________

Objectives…

• _________________________________________________________________

• _________________________________________________________________

• _________________________________________________________________

S ustainable

M easurable

A ttainable

OBJECTIVE OBJECTIVE

GOALGOAL

OBJECTIVE OBJECTIVE

NEED

Page 21






R ealistic

T imely

Use the Goals & Objectives Checklist below to ensure all necessary information has been included in this section.

Goals & Objectives Checklist


_____ One-two goals have been identified foreach need determined in the needsassessment section

_____ At least one objective has been identifiedfor each goal

_____ Clear overlap between project objectives

and funder objectives _____ Describes problem related outcomes

_____ Objectives do not describe methods

_____ Objectives are SMART

_____ Define the specific populations to benefitfrom the project

_____ Identifies outcomes in numerical terms(if possible)

Review any of the items that did not rate a five (5) and adjust

accordingly.

Comments: _______________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

Page 22




____________________________________________________

____________________________________________________

METHODOLOGY

The methodology section includes information on the solution, the timeline for activities,the client group (beneficiaries), staff and administration requirements, sustainabilityissues, and reporting and evaluation processes.

The Solution

Purpose: To provide a detailed project description that clearly supports achievement of the identified goals and objectives

WHO• Client group to benefit from project

• Benefits to others beyond your service area

WHAT• Clear descriptions and explanations of project activities

• Operational technicalities are clearly explained

WHEN • Reference to previous work done (and when it was done)• Indication of project length including start and end dates

WHERE• Indicate the service area for the project

• Identify specific locations for activities such as training space

WHY

• Reference to the needs assessment and project objectives

• Rational behind this course of action over alternatives

• Importance of activities to client group

HOW• Unique and innovation solutions (competitive edge)

• New approach to old ideas

Page 23






The Solution Tips

• Show clear link between objectives and activities

• Provide specific details that are realistic, practical and logical

• Provide step-by-step descriptions (if appropriate)

• Show careful and thoughtful consideration of issuesconcerning the need

• State any supporting data and reference to its location inthe appendix

• Indicate project will encourage groups to partner to address

need (if applicable)

Use The Solution Checklist below to ensure all necessary information has been included in this section.

The Solution Checklist


_____ Flows naturally from problem statementand objectives

_____ Client group has been identified

_____ Service area has been indicated

_____ States reason for selection of activities,noting alternate solutions (if applicable)

_____ Clearly describes program activities

_____ Reasonable scope of activities that can beaccomplished in the time allotted

_____ Identifies length of program

_____ Activities can reasonably be completed

with the available / identified resources _____ Ability of proposer to complete the tasks

is apparent

_____ Appendix items are referred to

_____ Shows creativity and innovation

Review any of the items that did not rate a five (5) and adjust

Page 24



Swan Valley Enterprise Centre AdjustProject

accordingly.

Comments: ________________________________________

____________________________________________________ ____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

Timeline

Purpose: To illustrate the timing sequence of

project completion date

When developingthe structure of yourtimeline…

• Considerevery project

activity

• Ensure the timeline is clear, complete, accurate and realistic

Jan Feb Mar Apr May

Recruit new staff

Staff training Prepare program material

Recruit 50 participants

Conduct program

Evaluation

Project Task Date of Completio n

Recruit new staff January 25

Staff training February 18

Prepare program material March 31

Recruit 50 participants April 5

Conduct program April 28

Evaluation May 15

START CHOICE ACTION YES

CHOICE END

NO

ACTION

YES

NO

ACTION

Page 25






• Ensure it fits with the needs of clients, partners or resourcesinvolved

• Could use charts, graphs or tables to show tasks andsubtasks

Gantt chart: a time-phased bar chart that represents the timing andduration of the various sequential phases of a project.

Table: a table that indicates the tasks to be completed and theplanned completion date

Flowchart: is a means of visually presenting the sequence of

operations to be performed

Client Group

Purpose: To clearly identify the beneficiaries of the project

This section should provide information on the following…

• Service area of the project (geographic, departmental, etc.)

• Client group particulars

• Support from the client group

• Involvement of client group in preparation of project

Page 26




• Other agencies involved with the client group and any participation in the project

• Benefit to funder in assisting the client group

Administration & Staffing

Purpose: To clarify the project’s need for organizational and human resources

Administration of the project is a very important aspect.

• Administrative plan

• Existence, characteristics and responsibilities of a steering committee

• Note in-kind contributions

Staffing includes permanent, casual and contract staff including consultants. This may ormay not be a requirement of your project, but if it is, incorporate the followinginformation into this section…

• Qualifications of existing personnel

• Role and importance of each position

• Note in-kind contributions

Sustainability

Purpose: To show the long-term capacity of project

The funding agency will need to know if the project is finite (defined start & end dates)or is intended to be on-going. If it is expected to continue past the term of funding,describe how this will be achieved.

•

Continued or new project partner involvement• Project self-sufficiency or ability to generate revenue

• Attractive to other funding agencies

Evaluation

Purpose: Provide data to determine effectiveness of project as related to the stated goals and objectives

Formative: Evaluates ________________________

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

Summative: Evaluates _______________________

___________________________________________________

Page 27






___________________________________________________

___________________________________________________

___________________________________________________

Outside evaluator• May be more objective

• May assist with design of evaluation program

• Reputation may enhance (or detract) from project credibility

• Will likely involve a cost

Inside evaluator

• Greater knowledge of project issues

• May be hesitant to provide accurate negative results

• May not have necessary skills

Steps to designing an evaluation

1. Confirm project objectives are clear and measurable

2. Determine potential audience for the results

3. Identify information audience will need

4. Determine evaluation type (formative, summative or both)

5. Clarify if cost vs. benefit analysis is to be included

6. Determine if evaluation will be completed by an outsideevaluator or someone within the organization

7. Determine how the data will be collected

8. Identify how the data will be analyzed

9. Determine how the information will be reported

Use Evaluation Checklist below to ensure all necessary information has been included.

Evaluation Checklist


_____ Formative evaluation techniques have

been clearly identified _____ Indicates how formative results will be

Page 28




used for program improvements

_____ Summative evaluation techniques have been clearly identified

_____ Indicates who will do the evaluation and why

_____ Defines the evaluation criteria

_____ Defines the data gathering methods

_____ Explains test instruments to be used (survey, interviews, etc.)

_____ Describes data analysis process

_____ Test instruments have been included in the Appendix


Comments: ________________________________________

____________________________________________________

____________________________________________________ ____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

Reporting

Purpose: To identify process of sharing project results

Methods for sharing results…

_______________________ _______________________

_______________________ _______________________

_______________________ _______________________

_______________________ _______________________

_______________________ _______________________

Page 29






Notes: _______

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_____________

_______________________

Use Reporting Checklist below to ensure all necessary information

has been included.

Reporting Checklist


_____ Describes reports to be produced

_____ Identifies the recipients of results

_____ Identifies the type of data to be included

_____ Identifies the methods of sharing the

results _____ Includes timeline for completing and

sharing results


Comments:

BUDGET

Purpose: To provide details regarding a costs and revenue sources

Steps to preparing a budget…

1. Review narrative and itemize all potential project costs

___________________________________________________

___________________________________________________

Page 30




___________________________________________________

___________________________________________________

2. Research actual costs

___________________________________________________

___________________________________________________ 3. Determine eligible and ineligible expenses

___________________________________________________

4. Confirm internal, partner and in-kind funding

___________________________________________________

___________________________________________________

___________________________________________________

___________________________________________________

5. Identify other sources of revenue

___________________________________________________

6. Develop budget following categories provided by funder

___________________________________________________

___________________________________________________

Proposer Project ABC

ProgramPartnerIn-kind

Total

Personnel: wages, salary, benefits

11 months x $1000 plus 11% MERCS 4,000 6,000 2,000 12,000

Consulting services 5,000 5,000

Training 1 2,500 1,500 4,000

Materials & supplies

Communication: phone, postage, fax, I-net 1,000 1,500 2,500

Advertising & mark eting 3,000 500 3,500

Rent of lease of facilities 4,000 4,000

Travel 1,500 500 2,000

Equipment, instruments, tools 500 500 1,000

Reporting 500 500 1,000

Evaluation 500 1,500 2,000

Administration fees 3,000 3,000

Other expenses 500 500 1,000

TOTALS $7,000 $3,000 $18,500 $13,500 $31,000

Page 31






7. Check for accuracy in numbers

___________________________________________________

8. Have someone else review

Sample Detailed Budget 1 Revenue received from training registrations

Use the Budget Checklist below to ensure all necessary information has been included.

Budget Checklist


_____ Categories meet funding programrequirements

_____ All expenses are included

_____ Costs have been verified for accuracy

_____ All revenue sources are included

_____ Other sources of contributions have beenconfirmed

_____ Appropriate level of detail is provided

_____ Footnotes are complete and accurate

_____ Funding request meets funding guidelines


Comments:

Page 32




______________________________________________________________________

QUALIFICATIONS & RESOURCES

Purpose: To assure funding agency that the proposer possesses or has access to the necessary skills for successful completion of the project

Information in this section should support…

• _______________________________________________

• _______________________________________________

• _______________________________________________

• _______________________________________________

Information should be concise and relevant.

• Organization… programs and activities, similar projects involved in, clientele,service statistics, accomplishments, long-range goals, level of expertise

• Evidence of board involvement, key staff qualifications, administrative competence

• Other resources and the skills and experience they bring to the project

Qualifications & Resources Tips

• Do not assume the funding agency is familiar with your organization

• A brochure or other prepared document may be sufficient

• Focus on experience in the project area

• Incorporate knowledge about subject to portray expertise (ie. recent HealthCanada survey indicates…)

• A quote from client, agency or public figure as an opening or as supportingevidence

CONCLUSION

Purpose: To provide a concise summary of your proposal

This is the final appeal for your project and should be a brief review of the proposal.

• The needs

• The solution

• Why it is important

• The sources and uses of project funds

Page 33






• Why the proposer is best suited to undertake the project

• Emotional appeal

APPENDIX

Purpose: To provide secondary information that supports the information presented in the project proposal

The appendix can include a variety of information, however, itshould only include supporting documents that are relevant andnecessary . If an appendix item is not referred to in the proposal,do not include it in the appendix. Check with funding agency toconfirm items to include.

An appendix may include the following types of information…

• Glossary

•

Bibliography• Evaluation instruments (draft)

• Detailed reporting plan

• Descriptions of partnering agencies and organizations

• Letters of support

• Certificate of incorporation and by-laws

• Listing of officers and Board of Directors

• Financial statements for last completed fiscal year

• Current general operating budget

• List of clients served

• Biographies of key personnel or resumes

• Commitment letters from project consultants orsubcontractors

Use the Proposal Checklist below to ensure the proposal will deliver the message that is intended in a positive manner. It may be beneficial to have a third party review the completed proposal and then rate the areas indicated the checklist.

Proposal Checklist

Yes No Rating (1 poor - 5 excellent) _____ Proposal presents an original idea

_____ Solution is interesting and practical

_____ Rational for project is strong

_____ Purpose is clear and compelling

_____ Outcomes are clear

Page 34




_____ Outcomes are desirable

_____ Value of outcomes outweigh the cost of project implementation

_____ Project is of a manageable scope

_____ Proposer has relevant experience

_____ Appropriate partnerships have been identified and secured

_____ Proposal is focused

_____ Tone is honest, factual and objective

_____ Conveys competency and sincerity

_____ The message is concise and complete

_____ Writing is comprehensive

_____ Proposal is professional and attractive


Comments: ________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

THE LETTER PROPOSAL

A letter proposal may be requested by a funding agency. Generally two to three pages inlength, it follows same principles as a full proposal.

Letter proposal outline…

1. Ask for the funding

• Reference prior contact with funder

• State why you are writing

• Indicate amount of funding being requested

2. Describe the need

• Only enough detail to raise interest

• Identify project outcomes

3. Provide organizational information

Page 35






• Mission statement

• Brief description of programs and activities

• Main client group

• Service statistics

•

Staff, Board of Director and volunteer information4. Budget Data

• As part of letter or as attachment

• Comprehensive categories

• Total project budget

• Amount of request

5. Closing

• Very brief review of need and project

• Use strong concluding statement

6. Attachments

• Additional information as required by funding agency

Notes:

Polishing the Proposal

FORMATTING

Document formatting will directly effect how the reader respondsto the proposal. It is important to follow generally acceptedprinciples when writing professional documents.

Follow these guidelines to increase the attractiveness andreadability of your proposal.

• Proper use of white space _______________________________________________

_______________________________________________

_______________________________________________

• Avoid ‘Rivers of White’

Page 36




_______________________________________________

_______________________________________________

• Type and single space document

• One or two fonts that are easy to read

_______________________________________________

_______________________________________________

_______________________________________________

• Avoid closed boxes

_______________________________________________

_______________________________________________

• Comparisons side by side or in graphic format

_______________________________________________

_______________________________________________

• Text formatting for emphasis only

_______________________________________________

_______________________________________________

_______________________________________________

• Appropriate space for binding document

_______________________________________________

_______________________________________________

USING GRAPHICS IN A PROPOSAL

Purpose: To communicate ideas quickly and easily

A survey done by Statistics Canada showed that one in ___ Canadians have difficulty interpreting a line graph.

Points to consider when using graphics

• Graphics can reduce the overall number of pages in your document

• Use to enhance and explain concepts and relationships… do not overuse

• Say what the reader will see and then show it

• Call each table, chart or graph a figure and number sequentially

Page 37

Polishing the Proposal~ Section 5





• Give each figure a descriptive title

An effective graphic is readable, understandable and makes aneeded statement.

Readable

• Strong, in-text introduction

• Right-side-up

• In appropriate location

• Picture on left and text / numbers on right

• Simple drawing more effective than complex illustration

• Color can attract, emphasize, clarify and / or decorate

Understandable

• Message is understood in very short time

• Clear without having to read title or action caption

• Clear to non-technical reader

• Simple and logical

• Appropriate type for information being presented

• Strong title and / or action caption

Makes a needed statement

• Tells something important to the reader or unique to theproposer

• Illustrates a theme

• Illustrates features and resulting benefits of outcome

Complete the Graphics Suitability Test on the next page to ensure that each graphic element in your proposal is useful in supporting your message.

Graphics Suitability Test

Yes No

Graphic grabs the reader’s attention in less than10 seconds

Overall message of the graphic is understood in

less than 30 seconds

Graphic’s message is clear without reading thetitle or action caption

Page 38




General graphic message is clear to a non-technical reader

Graphic presentation is logical (ie. clear start and end to flow chart)

Graphic type and layout is the best way to state and sell the intendedmessage

Message conveyed is one the reader wants to needs to know

Graphic complements / supplements the text with minimalredundancy and enhances the message

Action caption matches the graphic, summarizes the graphic andenhances the message

Graphic sells the theme or feature and the resulting benefits of theproposal

Scoring…

0-3 yes Not suitable, toss and start over

4-5 yes Not usable, major revisions required

6-7 yes Marginally usable, upgrade if possible

8-9 yes Usable

10 yes Highly usable

*Herndon, Dave. “Developing Effective Proposal Graphics.”

EDITING & REVISION

There are three steps to a good and thorough editing check.

Mechanics

Goal: _____________________________________

Read: ____________________________________

• Punctuation, spelling, grammar, pronoun agreement, verb agreement

• Numbers (accurate, two vs. 2), indents, page numbers, references to other pages

Style

Goal: _____________________________________

Read: ____________________________________

• Clarity, tone, readability, consistency

• Word precision, wordiness, omitted words, redundancy, passive words

• Proper tone, level of formality is consistent, technicality of words match reader

Page 39






• Sentence patterns, sentence length, sentence openings,paragraph sequencing

Structure

Goal: ____________________________________

Read: ____________________________________

• Message follows logical order

• Overall pattern of organization and structure

(headings, bullets, underlining, indents, spacing, et cetera)

• Clear transitions, appropriate proportion of parts

• Accuracy of index, glossary, table of contents

Common Errors

• Often found at the beginning of pages, sentences,paragraphs, sections

• Proper nouns (names, cities, agencies)

• Middle of long words

• Double typed words (the the)

• Sequences of numbers and letters

• Changes in types of typeface (heading to subheading, bold,italics)

• Next to other typographical errors

• In ALL CAP copy

• Reference to other material

• Text in punctuation sets: brackets, parenthesis, quotations,dashes

• Numbers and totals (check your math and proper placementof commas in large numbers)

Editing & Revision Tips

• Have someone else proof your document (fresh set of eyes)

• Set aside for at least two hours (24 is better) if you areediting your own work

• Look for transposed letters (from versus form), missing

letters in words, missing words in sentences• Touch each word and say out loud (slows you down)

• Read backwards to check for spelling

• Read aloud to check for tone, message, grammar

• Read pages out of sequence

• If proofing on computer, zoom in so text is larger

• Double space and print hard copy (provide room for editing)

If you try to write and edit at the same time, you will do neither.

~ Charles H. Sides

Page 40




• Track errors and watch for patterns (ie. double space after sentences or ‘sue’ instead of ‘use’)

• Turn upside down and check for spacing and placement inconsistencies

Use the Editing & Revision Checklist below to ensure all necessary edits have been completed.

Editing & Revision Checklist


_____ Margins are consistent

_____ Spacing is consistent

_____ Indents are consistent

_____ Formatting is consistent

_____ Pagination is correct & consistent

_____ Footnotes are narrative

_____ Only necessary graphics are included

_____ Proposal has been reviewed for Mechanics, Style and Structure

_____ An index or table of contents has been included (if applicable)

Review any of the items that did not rate a five (5), make appropriate changes to thedocument.

Comments: _________________________________________

_____________________________________________________

PACKAGING

First impressions are lasting so ensure that an appropriate package is sent to the fundingagency in the proper form with the correct information. Use the following list as a guide.

• Send an original (not copied) proposal

• Follow any special requirements

• Cautious use of covers and binding

• Environmental awareness of extra materials

• Hard copy and / or electronic copy

Use the Packaging Checklist below to ensure the proposal package is complete and ready for presentation to the funding agency.

Page 41






Packaging Checklist


_____ Binding is neat and attractive

_____ Packaging is not excessive reflectsappropriate message

_____ High quality copy is being sent to thefunding agency

_____ Appropriate number of copies have beenprepared

_____ Electronic copy is ready for transfer (if applicable)

_____ Only the material requested by the fundingagency and materials that directly support

the proposal have been includedReview any of the items that did not rate a five (5), makeappropriate changes to the packaging of the proposal.

Comments:

Funding Agencies

GENERAL EVALUATION PROCESS

Proposals may be evaluated by an individual or a committee. Oftenproposals will be subject to a short-listing process before going tothe decision makers for approval.

Things that evaluators generally look for in a proposal…

• Understanding of the funding program’s needs and priorities

• Philosophical match between innovative and conservative

Page 42




approaches

• Realistic and complete budget costs

• Practical proposal activities

• Good probability of achieving objectives

•

Support from larger community (client group, partners)• Experienced proposer and / or project partners

Top 10 Reasons why Proposals Fail

1. The proposal is outside the scope of the funding agency

2. The subject is not suitable for replicated solutions in other areas

3. The methodology appears flawed

4. The proposer has not included measurable outcome indicators in the proposal

Project Title: __________________________ Date Sent: _________________

Deadline Date: ________________________ Hard Copy Electronic Copy

Funding Program: ______________________ Phone: ____________________

Contact Name: ________________________ Email: _____________________

Expected Date for Decision: ______________

To be notified by: Phone Mail Email Fax

Communications with Contact

Date: _______ ___________________________________________________

Date: _______ ___________________________________________________

Date: _______ ___________________________________________________

Date: _______ ___________________________________________________

Date: _______ ___________________________________________________

Date: _______ ___________________________________________________

Date: _______ ___________________________________________________

Page 43

Funding Agencies~ Section 6





5. The funding agency is not the most appropriate source of funds for the proposed project

6. The funding agency has already funded the same project foranother organization

7. The funding agency’s priorities and interests have changed

8. The proposed project does not allow for the highest and bestuse of the agency’s funds

9. The proposer failed to demonstrate fiscal accountability

10. The proposer has used the ‘shotgun’ approach in seekingfunding for project

Follow-up

The proposal may have been sent, but the work is not done.Follow-up is important to knowing the ongoing status of thefunding proposal.

• Call approximately one week after submission

• Emailed copy? Request verification of receipt (software andrecipient)

• Determine how and when you can expect to be contacted

• Be prepared to answer questions about the proposal orprovide additional information

• Use a Tracking Form to monitor progress of the proposal• After decision is made, inquire about strengths and

weakness of proposal

• Send thank you note

• If not approved, can it be resubmitted

Sample Follow-up Tracking Form

Potential Funding Information

Some sources of funding program information…

• Internet

• Funding directories

• Local provincial and federal government offices or websites

• Economic development office

• Canada / Manitoba Business Service Centre

Page 44



1-800-665-2019 or www.cbsc.org/manitoba

• Funding agencies at trade shows

• Network of colleagues

• Organizers of similar projects

• Private and community-based foundations

• Corporations

Notes: _____________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

Bibliography

Cramer, Pat and Debra Smith. How to Create High-Impact Reports and Proposals.CareerTrack

Fischer, Beth A. and Michael J. Zigmond. Grantspersonship: An Instruction Manual. TheSurvival Skills and Ethics Program, University of Pittsburgh

proposal workshop manual

Documents