Workshop II Project Management

Workshop II Project Management UNITAR-HIROSHIMA FELLOWSHIP FOR AFGHANISTAN 2007 Introduction to Project Management 15 17 August 2007, Dehradun, India Presented by: Dr. Jobaid Kabir Fellowoship Porgram, 2007: WS-II 1 Workshop-II Outline Part 1. Basics of Project Design and Project Management Part 2. Risk Management and Project Scheduling Part 3. Project Budgeting, Tracking and Control Part 4. Project Reporting and Closing Part 5. Proposal Writing for Fundraising Part 6. Orientation to Microsoft Project and Team Exercise Part 7. Monitoring and Evaluation Fellowoship Porgram, 2007: WS-II 2 1

Proposal Writing for Fundraising Organization & Fundraising Types of Fundraising Why do people and organizations give? Key concepts of proposal Proposal components Proposal attachments Search for sources of money Team Exercise Example Fellowoship Porgram, 2007: WS-II 3 Organization & Fundraising Institutional objectives should be established Development objectives should be established Support should reflect institutional needs Start fundraising with natural prospects Search for sources of money Fellowoship Porgram, 2007: WS-II 4 2

Organization & Fundraising Involvement is key to support Prospect research should be thorough and realistic Cultivation of key donors and partners Fellowoship Porgram, 2007: WS-II 5 Proposal Writing for Fundraising Organization & Fundraising Types of Fundraising Why do people and organizations give? Proposal components Search for sources of money Team Exercise Example Fellowoship Porgram, 2007: WS-II 6 3

Types of Fundraising Individual versus organization as donor Proposals -specific requests Annual campaign Capital campaign Specific benefit event Fellowoship Porgram, 2007: WS-II 7 Major funding sources Corporate and business support In-kind Cash Partnership Non-profit support In-kind Cash Partnership Foundation or philanthropy Fellowoship Porgram, 2007: WS-II 8 4

Other funding sources Major gift: Money Land Stock Other Deferred or planned gift Fellowoship Porgram, 2007: WS-II 9 Proposal Writing for Fundraising Organization & Fundraising Types of Fundraising Why do people and organizations give? Proposal components Search for sources of money Team Exercise Example Fellowoship Porgram, 2007: WS-II 10 5

Why do people and organization give? Giving: benefits to persons or institutions who give makes sense is an obligation is God s will Fellowoship Porgram, 2007: WS-II 11 Why do people and organization give? Investor: Giving is good business Socialite: Giving is good business Person who repays: Giving in return Dynast: Giving is family tradition Fellowoship Porgram, 2007: WS-II 12 6

Proposal Writing for Fundraising Organization & Fundraising Types of Fundraising Why do people and organizations give? Proposal components Search for sources of money Team Exercise Example Fellowoship Porgram, 2007: WS-II 13 Key Concepts of Proposals Write for the donor, not yourself Simple language that is interesting Clarity and descriptive text Avoid superlatives Defense is the worst offence Friend-raising, not fundraising Fellowoship Porgram, 2007: WS-II 14 7

Components of a Proposal Cover letter Summary Need identification Project Objectives Methods Timetable Evaluation Budget Future funding and sustainability Connection to sources of funds Attachments Fellowoship Porgram, 2007: WS-II 15 Cover letter Request for money Proposed activity Connection to funding source s mission Contact Fellowoship Porgram, 2007: WS-II 16 8

Components of a Proposal Cover letter Summary Need identification Project Objectives Methods Timetable Evaluation Budget Future funding and sustainability Connection to sources of funds Attachments Fellowoship Porgram, 2007: WS-II 17 Summary Place at top of proposal -brief, clear, interesting Identify applicant Need identification How to resolve need? Organization and credibility Methods Cost Outcomes Why to fund? Fellowoship Porgram, 2007: WS-II 18 9

Components of a Proposal Cover letter Summary Need identification Project Objectives Methods Timetable Evaluation Budget Future funding and sustainability Connection to sources of funds Attachments Fellowoship Porgram, 2007: WS-II 19 Need identification Interesting, no jargon, no assumptions Identifies problem in terms of clients or beneficiaries Describe problems with data or statement of authority Describe prior approaches to problem Connect organization to solution Relates need to funding agency Fellowoship Porgram, 2007: WS-II 20 10

Components of a Proposal Cover letter Summary Need identification Project Objectives Methods Timetable Evaluation Budget Future funding and sustainability Connection to sources of funds Attachments Fellowoship Porgram, 2007: WS-II 21 Project Objectives Describe actions and how they respond to need Fellowoship Porgram, 2007: WS-II 22 11

Components of a Proposal Cover letter Summary Need identification Project Objectives Methods Timetable Evaluation Budget Future funding and sustainability Connection to sources of funds Attachments Fellowoship Porgram, 2007: WS-II 23 Method Description of how the project will solve the problem Scope of activities within time and resource limit Sequence of activities Reasons for activities Fellowoship Porgram, 2007: WS-II 24 12

Method (Cont.) Selection process for: Staff Participants Contractors Training process for: Staff Participants Fellowoship Porgram, 2007: WS-II 25 Components of a Proposal Cover letter Summary Need identification Project Objectives Methods Timetable Evaluation Budget Future funding and sustainability Connection to sources of funds Attachments Fellowoship Porgram, 2007: WS-II 26 13

Timetable Schedule of activities Use of staff Deliverable schedule Measurement schedule Fellowoship Porgram, 2007: WS-II 27 Components of a Proposal Cover letter Summary Need identification Project Objectives Methods Timetable Evaluation Budget Future funding and sustainability Connection to sources of funds Attachments Fellowoship Porgram, 2007: WS-II 28 14

Evaluation Measures of performance Input Process Output Outcome Structure of Evaluation Process of evaluation and timetable Form and timetable of reporting How evaluation used for program improvement Fellowoship Porgram, 2007: WS-II 29 Evaluation (Cont.) Who will evaluate? How will evaluators be selected? Evaluation criteria Methods and instruments Instruments as attachments Process of analysis Fellowoship Porgram, 2007: WS-II 30 15

Components of a Proposal Cover letter Summary Need identification Project Objectives Methods Timetable Evaluation Budget Future funding and sustainability Connection to sources of funds Attachments Fellowoship Porgram, 2007: WS-II 31 Budget Line item or program budget Budget Budget justification Budget documentation Match or in-kind contribution Categories, rates, and documentation Fellowoship Porgram, 2007: WS-II 32 16

Line Item Budget 1 Personnel costs Salaries and wages Fringe benefits Consultants Contracts Fellowoship Porgram, 2007: WS-II 33 Line Item Budget 2 Non-personnel major costs Equipment: purchase or lease Space Overhead or indirect costs Fellowoship Porgram, 2007: WS-II 34 17

Line Item budget 3 Non-personnel minor costs Supplies or materials Travel Telephone or fax Postage or delivery Photocopying Fellowoship Porgram, 2007: WS-II 35 Line Item budget 4 Books or documents Tuition and fees Publication costs Maintenance and repair Other expenses Fellowoship Porgram, 2007: WS-II 36 18

Components of a Proposal Cover letter Summary Need identification Project Objectives Methods Timetable Evaluation Budget Future funding and sustainability Connection to sources of funds Attachments Fellowoship Porgram, 2007: WS-II 37 Future Funding and Sustainability Other funds for the project Income Process to assure sustainability - plan Fellowoship Porgram, 2007: WS-II 38 19

Components of a Proposal Cover letter Summary Need identification Project Objectives Methods Timetable Evaluation Budget Future funding and sustainability Connection to sources of funds Attachments Fellowoship Porgram, 2007: WS-II 39 Connection to Source of Funds Close proposal with a re-statement of how support will affect funding agency s goals Transition to attachments Fellowoship Porgram, 2007: WS-II 40 20

Components of a Proposal Cover letter Summary Need identification Project Objectives Methods Timetable Evaluation Budget Future funding and sustainability Connection to sources of funds Attachments Fellowoship Porgram, 2007: WS-II 41 Proposal Attachments Organization Board Staff with resumes Partner organization Letters of support Documentation as required Fellowoship Porgram, 2007: WS-II 42 21

Proposal Writing for Fundraising Organization & Fundraising Types of Fundraising Why do people and organizations give? Key concepts of proposal Proposal components Proposal attachments Search for sources of money Team Exercise Example Fellowoship Porgram, 2007: WS-II 43 Team Exercise: Fundraising Fellowoship Porgram, 2007: WS-II 44 22

Work in a team to prepare: Think of real project for the team Develop proposal outline Fellowoship Porgram, 2007: WS-II 45 Team Exercise: Fundraising Fellowoship Porgram, 2007: WS-II 46 23

De-briefing Session Present proposal outline Seek feedback Fellowoship Porgram, 2007: WS-II 47 Proposal Writing for Fundraising Organization & Fundraising Types of Fundraising Why do people and organizations give? Key concepts of proposal Proposal components Proposal attachments Search for sources of money Team Exercise Example Fellowoship Porgram, 2007: WS-II 48 24