Basic Parts of a Proposal

  1. Project Summary
  • Usually around 500 words
  • Brief description of the proposal
  • Be clear and succinct—less is more!
  • Written early and then finalized last
  • Read first by reviewers
  • Generally contains a statement of the purpose of your project and a brief description of the methods that will be used to carry it out
  • Includes: 1) background, 2) problem, 3) goal, 4) strategy, 5) significance
  1. Introduction
  • Provides reader with a general overview of the main idea of the project and its importance
  • Although this section is brief, it is helpful to cite data from sources such as national studies, state/county statistics, or reports and statements from professional groups.
  1. Goals/Objectives
  • Goal: reflects what will be accomplished as a result of the program. It is a broad statement describing the overarching purpose(s) of the project or what you seek to achieve by conducting the proposed program. Each goal has a specific set of objectives.
  • Goals may not necessarily be achieved during the project period; they may be longer term/bigger picture.
  • Objective: a specific outcome of the program that can be evaluated or measured. Should be written in such a way as to reflect a qualitative or quantitative measurement strategy. Usually includes words such as increase, describe, reduce, or enhance.  Each objective is accomplished by conducting a number of activities.
  • Objectives are shorter term than goals and should be accomplished during the project period.
  • Activity: contributes to obtaining one’s objectives which lead to and define the goal.
  1. Background/Rationale
  • Background on project team, institution, results of prior support
  • May cite important research reports, professional literature, local and national data, and other statistics that demonstrate a need for your project
  • May be justified through concise review of other similar projects or knowledge in the field, the need for further work, and the ways you will address the gap
  • Shows why your goals and objectives are important
  1. Project Design/Approach
  • Detailed description of each step you’ll take to carry out project
  • Organized in a step-by-step, logical manner
  • Justifies the steps in your plan
  • Use headings, subheadings, bullet points, numbering, paragraph breaks, etc.
  1. Management Plan/Timeline
  • Discusses roles and responsibilities of key project personnel
  • Discusses amount of time each person will devote to project
  • Provides the time frame in which each task will be carried out (via a timeline or Gantt chart, for example)
  1. Project Personnel
  • Describes team members’ qualifications/credentials to carry out the work
  • For TBD collaborators, describes what skills/qualifications are needed and how you will select them
  1. Evaluation
  • Measures whether/how project objectives were met
  • Can include formative and summative assessment
  • Check RFP to see if external evaluation is required.
  • A good plan usually includes the evaluator as part of the project planning process.
  • Include cost of evaluation in the budget.
  1. Dissemination Plan/Marketing/Outreach
  • e., how will you share the results of your research/program? Or how do you involve and communicate with your community?
  • Presentations
  • Publications
  • Workshops
  • Websites, social media
  • Keep it up to date, even before proposal submission, in case reviewers check it out!
  • Always recognize sponsor and funding agencies on websites
  1. Sustainability
  • Sponsors don’t want to continue funding the same thing year after year or be considered an ongoing source of funds.
  • Discusses plans for self-sufficiency after grant funding ends
  • Re: Self-sufficiency: build long-lasting partnerships!
  • Develops a long-term strategy
  • What products or changes will survive the grant?
  1. Budget, Budget Justification
  • Should be a financial blueprint of the project
  • Justifies the costs
  • Shows how costs have been calculated
  • Keep in mind that all costs must be: Allowable, Allocable, Reasonable
  1. Appendices
  • Includes information that supplements the narrative, such as:
  • Letters of support/commitment from collaborating institutions, consultants
  • Resumes of key members of the project team
  • Sample questionnaires or evaluation instruments
  • Check the RFP for what is allowed and what isn’t!