TEMPLATE FOR PREPARING PROJECT PROPOSALS
Front Page
Organisation/Group Name
Project Name
Please provide a brief summary describing your organisation. You can refer to your
constitution for your aims and objectives. You could include:
EXAMPLES:
Who benefits from the work of your organisation
What you do and how you operate
When your activities take place
Where (including where your activities take place and the area’s your clients come
from)
Key Successes so far
IMPORTANT NOTE
Writing in BLACK is proposed to remain in the documents
Writing in RED is guidance only and to be deleted
Writing in BLUE are examples of the information you should provide and can be typed over or deleted as
appropriate
Name of Project
Contents
Page
Page number will ……………………. Summary
depend on the
length of report.
p.. ………………………. Background
p.. ……………………….. Project NEED
p.. ……………………….. Project Aims and Outcomes
p.. ……………………….. Project Roles and Responsibilities
Including training needs
p.. ………………………. Monitoring and Evaluation
p.. ……………………….. Budget and Funding Requirements
p.. ………………………. Income and Expenditure
p.. ……………………….. Sustainability
……………………….
p..
Summary
Please provide a summary of your proposed project. Include the following
information:
EXAMPLES:
What you are proposing to do in your project
How you will do it
When? Over how long a period
Who will be benefiting from the project
Benefits to:
(examples below including but not exclusive to)
EXAMPLES:
Your Organisation
Project Participants and beneficiaries including clients, service users,
volunteers, staff,
Other organisations
The wider community
The Environment
Healthy living
Project Background
Please outline your initial reasons for developing the project idea (before you
conducted any research)
EXAMPLES:
Your thought behind the project idea?
Why you felt the need to develop the project
What inspired you to develop this project
Project NEED
To determine the viability of our proposed project Project Name which will be carried
out in Area, Organisation Name have conducted research which highlights the need
for our
activities.
Please outline your project’s needs with reference to the following research
methods:
EXAMPLES:
Results of questionnaires conducted to the beneficiaries listed on the previous
page
Research into other projects or organisations in the area— possible SWAT
analysis (strengths, weaknesses, opportunities and threats)
Research into the area in which your beneficiaries live (statistics)
Research into the area which your project serves
TIP: Area statistics for South Lanarkshire can be gained on the following web sites:
South Lanarkshire Council, - Scottish MID
Scottish Government Silverlight — [Link]/map
Scottish Neighbourhood statistics — [Link]
Project Aims and Proposed Outcomes
Please provide a paragraph which describes your project’s overall aims. Include
your target beneficiaries and the overall mission of your project.
Finally you must set some targets for your project which you can present in
the format below:
On completion of the Name of Project in 2011 the following outcomes will have been
achieved:
EXAMPLES:
How many people will have participated
How many people’s lives will have improved
How will their lives have improved
What opportunities have been created
What impact the project will have had on beneficiaries (estimated numbers
etc)
What lasting legacy will there be—(eg, what lasting improvements will have
been made)
How will your organisation have improved
How will other partner organisations/groups have benefited
Project Roles and Responsibility
Please outline the different roles and responsibilities which will be created by
your project. Describe the tasks related to these roles and the experience
required to fulfil the tasks.
Identify individuals who will be responsible and list their skills and experience
or list the skills required if you have yet to recruit the individual.
Outline the management structure of your organisation and it governance.
EXAMPLES:
Project Coordinator: To manage the overall project including budgets,
securing further funding plans, developing operational systems, maintaining
records, monitoring project and writing reports. -
Finance Assistant; To maintain financial records, manage and record all
invoices and payments, prepare yearly accounts.
Volunteer Coordinator: to recruit, manage and train volunteers to support the
project will maintain volunteer development files, support volunteers in their
tasks and identify and training or support needs.
Project Volunteer: Required to befriend older people in the project who are
socially isolated
Monitoring and Evaluation of Project
Please explain how to plan to monitor and evaluate your project, which means
how you plan to show your funder or supporters how your project has managed
to achieve the aims and outcomes you described on page 4.
EXAMPLES:
Baseline Study of current situation to provide a basis of comparison
throughout the project
Evaluation forms from training and activities
Pre and post activity questionnaires showing the benefits of participation in
you project
Photographs of your activities
Articles you have had in local newspapers which highlight your achievements
Case studies which celebrate the achievements of individuals who have
participated in your project
A short film of your activities
An exhibition or showcase of your work
A report which includes all of the above information
Budget and Funding Requirements
Budgeting plays an important role in the success of your project and it’s
ability to find funding. Here you will split your budget into headings.
Capital being medium to long term fixed assets
Revenue being daily running costs—per annum (or over whole project
timescale)
EXAMPLE:
Expenditure Capital Expenditure Revenue Total
Building Repair £15,000 Heating and £1000
lighting
Lap Top £500 Staff Costs £20000
Printer £100 Office Rent £12000
Sub Totals £15600 £33,000 £48600
EXAMPLE:
Income Source Amount
Grant: ‘Awards for All’ £7000
Proceed from fundraising events £4000
Membership Fees £900
Grant: SL Council £250
Grant Funding : ‘Other Funder’ £24000
Sales of Services £12500
Total £48650
Sustainability
In this section of the project plan you will demonstrate what mechanisms you
will put in place to continue your project activities or what legacy you plan to
leave behind from your project’s activities:
EXAMPLES:
CONTINUED FUNDING—
The development of income through trading (Social Enterprise)
Further sources of identified funding
Community Fundraising
Funding from events
Online and Direct marketing Fundraising
Partnerships
LEGACY:
Encourage others to continue your work
Marketing and promotional materials
Employment Opportunities or people who are now more employable
Tools to help others achieve their goals such as a web site or research
evidence
Training Needs Analysis
Training Need Source of Training Member of Staff to Attend
Book Keeping VASlan
Business Planning Business Gateway
Marketing VASLlan
Fundraising VASlan
Volunteer recruitment and VASlan
management
Project Timeline
The project timeline can help you prioritise and plan your project. Setting
targets can help you to deliver the project.
Without setting measurable goals and keeping track of various efforts and
resources, projects don’t stand a chance of seeing a successful completion
Microsoft Excel can provide free templates for project planning, but you can
use this very simple table below to plan and prioritise your workload.
Double click on the template below to enable you to fill it out.