Tuesday, April 10, 2012
PROJECT PROPOSAL SAMPLE FORMAT‐CUM‐GUIDELINE
For writing NGO proposals on RETs/SETs related programmes
for submitting to appropriate Funding Agencies
1. Title: - The Title of the project must be attractive and self- explanatory in itself,
that means, it must mention What is going to be done, for Whom and Where.
For example, Renewable Energy based Community Oriented Eco-village
Development Project will be implemented in 20 selected villages in two blocks of
the Bharatpur district of Rajasthan State.
2. Executive Summary: - An executive summary of the entire proposal should
be presented along with the detailed proposal. The summary would give an
overview of the proposal in brief and is a one page summary.
3. Project Holder (PH) and Project Implementing Organizations
(PIOS):‐ Give brief information about the main organization acting as the
project holder or the lead organization and also the various project partners. The
detail information about the Lead Organization is to be attached as Annexure.
Also attach Annual Report of past three years, Statement of Income and
Expenditure for the past three years, list of Governing Board or Executive Body
or Management Committee Members, list/ profile of the core members, Chief
Functionary (CF) or Chief Executive Officer (CEO), Project/Programme
Director/Manager for this particular project, copy of the brochures and other
supporting documents, List of other project and funding agencies and other
source s of funding etc.
4. Existing Infrastructure and staff:- What are the physical infrastructure
available with the NGO and the professional and field staff with experience as
well as volunteers and advisors and consultants to implement developmental
project for poverty reduction and empowerment of marginalized group of people
incorporating RET activities.
5. Rationale/Conceptual Framework: - After the title, would come the
rationale of the project, stating the purpose of the project, the need for
beginning the programme. The rationale could be broad based talking about the
general status to a specific area of the problem OR start with an incident to more
1 general focus about the issue (could be supplemented with facts and figures).
Information based on objective research, not subjective impressions, should be
provided to justify the need or problem. The rationale should be written in a way
that would lead to objectives.
6. Objectives: - Objectives of the project should be minimum of 3 (three) in
number or a maximum of 5 (five) in number. Preferably, not to separate them
into long and short term objectives and the objectives must be clear and there
should be a central focus/ common link in all the objectives. The objectives
should be such that it would lead to the action/ activities.
7. Activities:- To clearly state tasks or action the NGO would take to achieve the
objectives. The activities must be specific, clear and in point form and must flow
naturally from problems and objectives.
8. Target Group/ Beneficiaries:- The project proposal must mention the
criteria for selecting a particular target group and the number, eligibility of the
9. Location of the Project:- Give relevant information about the precise
geographical location of the project
10. RRA, PRA and Baseline Survey the target area: -If the NGOs has
been working in a number of villages in particular area for a long time and
wishes to taken RET/SET based comprehensive development activities in a few
selected villages, as a first step they could use RRA or/and PRA to collect initial
information from several villages in a short time, to enable them to analyze and
short list appropriate village to plan and undertake such programme with a long
term goal of 10 years or so, which could be implemented in phase with 3 years
project. Because, normally the funding agency only fund a 2-3 year projects, but
would like to know the long-term goal of the NGO programme, and how to
realize that goal. Later on, if the proposed project requires, then as the first step
the NGO will have to do the village level and detail household survey, as a prerequest for planning and formulating practical oriented proposal. For this purpose
two proforma could be used (a) first for the collection of general and common
village level data and information and (b) the second for the detailed household
data (preferably all or at least good number of households) of the families. The
collection of these data will also enable to understand the present situation as
well as for situational/problem analysis of the project area and the people and
identification of target group to be addressed by the propose
project/programme. For example, for the planning and project formulation for
taking up long-term programme of RET/SET based community oriented
integrated village development project. Later on these base line data could be
used making second and third project proposal for the same or/and other
interest funding agencies. NGO will also use this for bench marking and
comparing the results after a gap of 5 year or so when the second survey would
2 be done to measure the impact (positive and negative) of the
11. Project Duration:- The proposed project could be a part of the bigger
programme to achieve the overall goal set. The entire programme could be
divided in to several phase. For example, phase I, II, III and IV. Phases could be
divided into preparatory-cum-pilot, followed by two main phases. The last phase
which will be consolidation and preparation of the target community and handing
the programme to them, and then withdrawal of NGO from main activities.
Beyond this period, the NGO taking up role of advisor-cum-mentor and providing
on[going support and trouble-shooting as well as capacity building and
facilitation and linkages to governmental programmes to ensure that the project
reaches the logical end and achieve the overall goal. Each phase could be
treated as separate project of three years duration.
12. Organizational Manpower:- Manpower required from within or outside
the NGO to carry out the project, hierarchy, committee or any either way of
functioning and qualifications of the personnel.
13. Implementation Plan/Project Management & Implementation:
- A detailed process, step-by-step or stage wise execution plan to be
incorporated in the project proposal.
14. Infrastructure Requirements:- What are the infrastructure needed for the
project, for example, space, vehicle or equipment.
15. Monitoring Mechanism:- Mechanism by which an NGO would check or
periodically review the project. This portion must contain information as to who
would monitor– internal or external monitoring, which area would be monitored
or focus/ thrust area of monitoring. Monitoring of the programme and of financial
aspect in the project proposal in order to undertake mid-course correction to
rectify the project at a specific stage and improvise on the same at a given
moment, so that the desired results are achieved and project goals are realized.
16. Evaluation:- Mention the objectives of evaluation and how it will be carried
out. This will help to understand whether data of records is kept or there is
documentation on the project. Evaluation aids in improvising the future projects
so that the errors are not repeated and more precaution and foresight is
integrated in the project proposal. Evaluation is conducted periodically or
concurrently as the project is being implemented or at the end of the project. For
a project of 5-6 years duration it is desirable to have two evaluations, via, (a)
first one as the mid-term evaluation after 2.5 or 3 years of project
implementation, and (b) the second evaluation at the end of the project.
17. Sustainability & Follow‐up/ Direction for the Future:- This aspect
is very important to ensure the running of the project or to decide viability of the
3 project in the long run once funding stops. For example, in an income generation
project for the senior citizens, the latter would take over the project by forming
18. Feasibility and Viability of the Project: Some of the large size
programmes/ projects (especially an integrated/ comprehensive development
project) would require sound feasibility of the project. Either one, some or all of
the following feasibility (viability) aspects may have to be elaborated in the
proposal for the consideration of the funding agency(ies) to support the project:
a) Technical Feasibility:- Whether the RET/SET oriented project
(especially from the point of engineering and structural design) is
technically sound, simplicity but sturdiness, fairly reasonable average
useful working life under rigorous field conditions etc., have to be
mentioned (if required with supporting documents attached). If the RET
has been designed and developed recently, also mention if it has already
been field tested and field evaluates to ascertain its applicability,
response of the end users for wider replication and dissemination, also
attaching any report which could support the claim.
b) Affordability & Financial Feasibility:- If the technological
oriented project, like biogas plants, solar gadgets, SPV system, wind mills
and Micro hydro etc., then it is important to mention the capital cost and
how the beneficiaries/end users will be able to afford to buy the
gadgets/unit/system. If the initial cost of the system is beyond the means
of the target groups/communities of the NGO, what financial mechanism
has been worked out to make SET available to the target groups and how
they will be able motivated to accept the technology for their benefit. For
example if the micro-credit/micro-financing has to be used as a means to
provide the RETs then capabilities of the NGO has to be elaborated in the
proposal as well as the credit delivery and foolproof loan recovery system
has to be worked out separately and attached as annexure.
c) Economic Viability:- It is not just enough to give the cost of
buying/installing any RET (especially if the unit is big and the capital cost
involved is high) but also the operational cost of the unit and pay-back
period has to be worked out. Any standard method be used for working
out the economical viability of the unit and attached as Annexure to the
main project proposal.
d) Socio‐cultural Feasibility:- If the technological oriented project are
implemented in a rural areas without proper socio-cultural feasibility, it
tends to empower only the haves, and further exploits the already
marginalized have-nots. Therefore, in a bigger project with several
technological and hardware components, it is important to do the sociocultural feasibility to understand the problems and social dynamics. For
example, the rural, remote and far-fling areas of India with many cast
and sub-cast systems prevailing over the centuries as well as the tribal
belts, it is important to understand and analyze the existing socio-cultural
4 situation. This will enable the NGO to formulate socio-technical oriented
proposal which will have human orientation, so that the technology (in
this case RET) only becomes a means for empowering the target group
rather than becoming an end in itself, leading to their exploitation and
further marginalization. The proper socio-cultural feasibility of
technological oriented project is a must to ensure that the target
community controls it rather than some one with resources use the
technology to control them.
19. Environment Impact of the Project:- If the project is big then it is
important to work out the intended environment impact of the project,
to ensure that the project is environmentally sound.
20. Capacity Building:‐ Based on the experience of NGO in promoting
and implementing technological (including RETs) oriented projects for
the number of years, it has been realized that most projects are either
not able to make the desired dent or gets defunct after the withdrawal
of external implementing and facilitating agencies. There are may
examples of even simple RETs gadgets, devices and units in India and
other developing countries; for example implementation of solar
cooker, improved cook stoves and solar PV lantern etc in 80;s and 90’s
in India, only backed by subsidies, which could not sustain as the
programmes were not backed by appropriate capacity building programme. As
against this, one of the important reasons for the success of the implementation
of household biogas programme by NGO network (now members of INSED)
during 80’s and 90’s have been because of systematic capacity building of all the
key stake-holders (NGOs, rural Artisans and end users etc.). The successful
implementation of biogas (though at lesser level due to funds constraint) is still
continuing by NGOs with least failure rates as compared to many other
implementing groups in India. In view of this the proposal for large scale
implementation of any RETs or SET oriented project should incorporate
appropriate capacity building components as an integrated part of the
21. Budget/Project Cost:- Budget is a tentative estimate or statement of
income and expenditure. Thus, it shows where the money is coming from and
where is it going through. It should relate with aims and objectives as well as the
activities and expected output proposed to be achieved by the project.
22. Share of Project Budget/Project Cost:‐ The budget is the total about
required to implement the project. However, the funds to implement the project,
has to come from different sources. Some of them are given below:
a). Local Resources:- It could be further divided in to four, viz., (i)
beneficiaries/end users own contribution‐ either in kind, labour or
cash, (ii) community contribution, (iii) NGOs contribution, and
(iv) Other Local Sources if any. Either individual group contribution or
total contribution of all the groups can be clubbed and reflected here.
b). Loan from the Financing Institutions:- If the project proposes
that the beneficiaries will take loan from the bank then the amount
should be reflected over here.
c). Micro Credit Groups/Micro Finance Groups/Self Help
Groups:- If the project proposes that the beneficiaries will take loan
locally by NGOs under one of these schemes the bank then the amount
should be reflected over here.
d). Grant requested from Funding Agency (ies):- The balance of
funds of the project has to be mentioned here to be requested
from the funding agency as grant.
23. Networking, dissemination and Advocacy:- Please describe plans to
network with other groups for sharing of learning from the project. Also mention
how the project propose to dissemination the information with other NGOs and
other agency as well as advocacy with the policy and decision makers for support
of such project.
24. Replicability:- Write about the possibility of replication of the project
elsewhere (in different regions). Also elaborate about the potential for this
project to be scaled-up or applied on a large scale implementing.
25. Innovation:- How is your idea truly innovative or unique? Describe the extent
to which it uses a novel approach and is different from others in this sector.
26. Follow‐up:‐ What are the propose plans for future activities after the project
is over so that the programme continues to achieve the overall goal of the
27. Logical Frame Work Approach (LFA):- There are many ways to design
a NGO project. Experiences indicate that NGO project proposals often are not
clear to the donors, in assessing whether the project proposal should be
supported financially. To achieve a good project, the project idea must be
prepared thoroughly and adapted to the local condition, together with the
partners and the target group. The LFA is an useful tool to give clarity in
understanding project goals and objectives etc. LFA is especially useful in bigger
projects. Refer to Annexure for detail understanding of LFA and how to use it as
tool for project preparation.