Program Planning and Proposal Writing

1. PROPOSAL SUMMARY
A. Describe who you are, the scope of your project, including evaluation methods, and the projected cost. B. Include summary chart: PROBLEM EVALUATION 1. 2. 3. etc. OBJECTIVE(S) METHODS

2. INTRODUCTION
A. Describe who you are to build credibility as an organization and as individuals. Previous accomplishments as an organization Previous accomplishments as individuals Support previously received from other funding agencies B. Describe organizational goals.

3. PROBLEM STATEMENT OR ASSESSMENT OF NEED

A. Present basic background information about the country (if applying to international organization), or local area (if applying to organization in Papua New Guinea). B. Describe existing health services organization. C. Emphasize the importance of your health topic, and how that topic/problem is impacted by agriculture, education, etc. D. Narrow down the definition of the problem you want to solve to something that can be accomplished within a reasonable amount of time and with a reasonable amount of resources. Include measurable results of previous similar research, projects, or programs. E. List which problems will be given priority, and define the target population.

4. PROGRAM GOALS AND OBJECTIVES

A. State the goals or overall ideals that are a direct response to the priority needs of the target population identified in 3E above. Example of a goal: to reduce the incidence of malaria, particularly in children and the elderly, and to provide a very low-cost, prevention (with mosquito nets) in comparison to the cost of treatment of malaria in hospitals. B. State the long-range objectives that are needed as a foundation. Long-range objectives are what is hoped will be accomplished after the completion of a project. An example of a short-range objective is what is expected after the first year of a three-year project. A good set of realistic objectives can become a set of criteria for the program evaluation. For each goal listed, there should be at least one quantifiable objective. An example of long-term objectives that correspond to the goal example above are: Reduction of the incidence of malaria in children under six years by 60%, as recorded in hospitals. _____________________________________________________________________________________ Beth Guislin, Dr.P.H. Page 8

5. METHODS
A. Briefly describe what methods have been attempted in the past to solve the defined problem. Show familiarity with alternative models. B. Present an expanded, detailed version of the chart in the summary section: PROBLEM EVALUATION 1. 2. 3. etc. OBJECTIVE(S) METHODS

C. Describe differing methods or components of relevant organizations which are participating in the proposal. For each section, describe the duties of each type of employee. For example, describe the role of community health workers, nurses, physicians and others in the proposed project or program. D. Include chart of organizational structure. E. Include chart of management information system or information flow, if applicable. How will information be recorded? Who will receive the information? F. Include building, facility and transportation requirements. G. Include number and training of staff required. Detailed job descriptions, manuals for training, and other detailed documents can be included in the proposal appendices. H. Include Gantt chart, describing timetable of proposed activities.

Gantt chart: Proposed Malaria Project Activities Activities Staff recruiting ---------------Baseline information, problem elaboration ------------------------------------Community Health Worker training ----------------Month June July Aug. Sept. Oct. Nov. Dec. Jan., etc.

I.

Expected results are closely related to short-term objectives for the first year, or first evaluation period, of the project. An example of an expected result would be to reduce the incidence of malaria in children under six by a percentage that is less than the long-term objective. J. Describe methods that will be used for collection of information for evaluation. K. Describe methods that will be used to enter data into a database or computer. Describe how these methods will allow the data to be analyzed with other data from other projects later. Note: if the project includes information about individuals, include a method for a information that uniquely describes or identifies an individual. For example, the same name may be used by more than _____________________________________________________________________________________ Beth Guislin, Dr.P.H. Page 9

one person.

6. EVALUATION
A. Describe how evaluation has been planned into the project from the beginning. State the importance of evaluation (assessment): To compare what has been measurably accomplished in relation to the stated objectives. To determine efficiency and effectiveness of actions and resources used To maximize the likelihood that the Ministry of Health will continue the financing (after the initial grant you are applying for is complete). If the project or programs evaluation is clear, it will indicate the value of what has been accomplished. Ongoing evaluation acts as an early warning system, should difficulties arise, and indicates the cause of the difficulties so that mid-project corrections can be implemented. B. Describe what information (not how) will be collected and how it will act as an indicator of progress to goals. The same criteria must be applied for each problem indicator. C. Describe the frequency of planned evaluations or assessments. D. Describe any external evaluation (conducted by someone outside your organization) that is planned.

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7. BUDGET
A. Summary of budget for the period funding is requested. _____________________________________________________________________________________ ______ Summary Budget REQUESTED DONATED TOTAL 1. Personnel Staff $xxxx $xxxx $xxxxx 2. Building, room space 3. Equipment 4. Supplies 5. Transportation, Travel 6. Advertising, marketing 7. Utilities 8. Other costs Total cost to government or your organization $xxxx Total other assistance (from organizations other than the one to which this proposal is written $xxxx Total requested from this organization $xxxx Grand Total $xxxx $xxxx $xxxxxx B. Detailed budget itemizing each of the categories above. Include inflationary increases. Calculate existing personnel staff on percentages of their time they will work. Example: Public health nurse, 30% time on project, so include 30% of his or her salary in the budget. Include lists of equipment and supplies. Include expected vehicle repair costs, if appropriate. Generally it is better to overestimate than to under-estimate. C. Budget justification includes the reasons for including certain personnel, vehicles, equipment and supplies.

8. FUTURE FUNDING
A. Describe your plan for funding after the proposed grant is completed. B. If possible, have the organization or government agency you work for make a commitment (promise) to fund the activities after the project meets goals (demonstrates desired results).

References

Summarized in part from Program Planning and Proposal Writing by Norton J. Kiritz, The Grantsmanship Center, Los Angeles, California USA. Professor emeritus Alfred K. Neumann, M.D., UCLA School of Public Health. Personal communication. Professor Charlotte Neumann, M.D., UCLA School of Public Health Community Health Sciences, and UCLA International Institute. Personal communication. _____________________________________________________________________________________ Beth Guislin, Dr.P.H. Page 11

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