PROPOSAL WRITING
Elements of proposal writing
Donor mapping
Linda Obura
Project Management Expert
Proposal writing
• What are proposals? Why do we write proposals
• Document or written pitch seeking to address a specific issue/problem ;
describes a solution to the problem, what we hope to accomplish and
achieve; presents a case & solution (the what, which, why, where, when and
how)
• Resource mobilization
• Request for funding; solicited (e.g. RFP) or unsolicited
Elements of proposal writing
• Executive Summary
• Narrative
• Statement of Need
• Project Description
• Organization Information
• Conclusion
• Budget
• M&E Plan
• Support documentation
What is the problem?
• What specific need are you addressing
• Situational Analysis
• Data/statistics supporting the problem
• Global
• International
• Regional
• National
• Locally e.g. county stats
What are your strategies/approach?
The project approach answers the below
• WHAT
• HOW
• WHERE
• WHEN
• WHO … staff, stakeholders, right holders, collaborating
organizations
What are you trying to achieve?
• Goals & Objectives; main & specific (SMART)
• Specific
• Measurable
• Achievable/Attainable
• Relevant
• Timebound
• Targets/outputs
• Outcomes
• Impact
Measuring success?
• M&E Planning
• Specific program objectives
• Key indicators of success
• Outline data collection & analysis (if any; varies with type of
proposal)
• Monitoring timelines/cycle (monthly, quarterly, annually)
Sustainability
• What’s your plan post funding
• What’s your business model
• How do you sustain your project post funding without
pulling out/will you close out?
• Any diversified funding streams?
Supporting documentation
• Always partner/donor/funder dependent (follow the RFP
guidelines)
• Organization audited reports
• Surveys/longitudinal studies reports
• Data collection reports
• Registration documents
• Tax exemption
• Add links to documents for online applications
Conclusion
• Summarize the problem statement and proposed solutions
***Speak to the specific funders’ interest & guidelines
DONOR MAPPING
What is donor mapping
Why do we need to map donors
How do we map donors
Donor Research & Prioritization
Donor Directory & Action Planning
What is donor mapping? Why?
Researching to identify potential donors/development partners
for funding
• Aide donor prioritization and engagement
• Get a view and understanding of existing and future funding
opportunities aligned to your priorities
• Diversify funding streams for sustainability
• Relationship building & networking; broader donor base
• Make decisions on where to invest time, money & resources
How do we map donors?
1. Understand your priorities; parameters, criteria & eligibility
metrices for donors
2. Develop a donor mapping accessible and interactive tool to
collect data & info on your prospects e.g. google sheet
3. Research your donors; conduct proper research,
4. Summarize & prioritize the opportunities identified in your
research
Parameters to consider
1. What are your key thematic focus areas & for what activities?
2. Geographical focus areas; any expansion prospects?
3. What are your short-term, medium-term or long term funding targets?
4. Unrestricted/restricted funding?
5. Are there any new innovations to explore?
6. What types of donors are we looking for?
7. Who are your current donors?
8. What types of donors are you looking for?
9. What are the no-go areas of your funding policies?
Donor Research & prioritization?
1. Research your current existing donors; who are their partners, network
2. Research competitor funding sources and your peers
3. Internal stakeholder network mapping exercise; team brainstorming
4. Explore NGO common portals and databases e.g. www.devex.com,
www.FundsForNGOs.com, www.unpartnerportal.com
5. Prioritize your donors per research conducted vis-à-vis your current & future
priorities
***Your perfect match shows very high rating & synergy against all your criteria
Sample Donor Prospect Sheet/directory
Donor Name Website Status Description Geographical Opportunity Priority DRI Next Steps Deadline Contacts
(Current/Prosp (contacted, /Focus Area Level
ective) applied, Areas/Priori (High/Med
rejected, ties ium/Low)
awaiting
response)
Action Planning.. What next?
1. Respond to RFPs and Calls for proposals; draft the proposals, concept
notes e.t.c
2. Set up networking meetings, roundtable thematic discussions
3. Invite partners to program events
4. Send organization introductory emails with organization information
Assign responsibilities with timelines.
Consider!!!
1. Keep it SIMPLE, PRECISE & CONCISE
2. INVEST your time & resources; sign up or subscribe to donor databases
3. Use PRACTICAL & ACCESIBLE tools
4. Set up ALERTS & REMINDERS
5. Develop a PROCESS with direct responsibilities for teams to update
6. BUILD THE RELATIONSHIPS! NETWORK!
