Skip navigation links Sitemap | About us | FAQs

UN Programme on Disability   Working for full participation and equality

Guidelines for Preparing
and Submitting Project Proposals

Sample Project Proposal


PART I. BACKGROUND AND JUSTIFICATION

This section should provide a brief introduction to the current social and economic situation of the social group which will benefit from the proposal. The background should also describe: (1) the problem or critical issue which the proposal seeks to resolve, (2) how the proposal relates to other relevant national development strategies and policies, and (3) whether there are other programmes and activities which will complement the proposal.

The statement of background and justification should describe how the need for the project was determined, and how intended beneficiaries were involved in project identification and planning.

If a non-governmental organisation has prepared the proposal, it is important to describe how concerned governmental officials were made aware of and/or were involved in project formulation.

Sample Cover Page of a Project Document

 

PROJECT DOCUMENT

 

Fund:

 

Project number: 
Project title: 
Executing agent: 
Project Location: 
Implementing agent(s): 
Proposed starting date: Duration:

 

Government inputs: Fund inputs:
In kind
(local currency)        (US$)
In cash:
(currency)

 

Other / third party cost-sharing:
(source; currency)

 


 

Summary description of the project proposal:

 

 

 

 

 

 


 

 

Signed:
___________________________  Name:
(On behalf of Government)      Title:
                               Date:

 

____________________________ Name:
(On behalf of Executing Agent) Title:
                               Date:

 

____________________________ Name:
(On behalf of United Nations)  Title:
                               Date:

 

The discussion of background and justification should indicate what kind of assistance the concerned governmental offices will provide the proposal - if approved - as well as what resources the non-governmental community could provide.

Finally, the section should describe the relevant experience and capabilities of the project Executing Agent, and the type and level of resources that the Executing Agent will provide for project planning, implementation management and follow up.

PART II. OBJECTIVES

A. Development objective

The section should describe the way in which the situation of the concerned social group is treated in national development strategies and policies, in terms of specific programmes and how the proposed project will relate to this.

The discussion should indicate the specific national social and economic objectives to which the proposal - if successful - is expected to contribute, and how this is expected to contribute to improved well-being and livelihood among the concerned social group.

B. Immediate objectives

The immediate objectives section describes what the project is expected to achieve in terms of effects among intended beneficiaries.

Specifically, the section discusses what changes are expected to occur among intended beneficiaries if project operations are successful. Changes can include new and improved technical skills and knowledge, increased income-generating capacities, improved health status, and greater public awareness of the social group perspective in national development.

The section should also discuss whether project operations - if successful - will be extended to other locations as well as and whether the project experience can be applied to other sectors.

PART III. PROJECT IMPLEMENTATION AND MANAGEMENT PLAN

A. Expected project results

The section should describe the overall results that the project is expected to produce - on successful completion - among its intended beneficiary group. The discussion should also discuss whether there may be unintended effects of the project.

The discussion should indicate in quantitative terms, to the extent possible, what the project will produce through its planned activities and budget.

B. Project activities and work plan

The section should describe how each immediate (project) objective will be carried out in terms of planned activities, their timing and duration, and who will be responsible for each activity. This can be summarized in a simple table, as described on the following page.


Preliminary Work Plan

 

Objectives / Outputs / 
Activities Responsible party Start Finish

 

 

Immediate Objective 1: (State briefly)

 

Output 1. (State briefly)

 

Activities to produce output (List in logical order)
1.1
....

 

 

Immediate Objective n: 

 




 

 

C. Project Beneficiaries

This section describes who and how many people are expected to benefit from the project -- directly and indirectly. It should also discuss how intended beneficiaries have been involved in project design, and their expected role in project implementation and evaluation.

D. Institutional Setting

This section should describe:

(1) Where project operations will take place?

(2) Who will be responsible for planning and management of project operations as well as the roles that other bodies and organizations associated with the project - on a direct or indirect basis - will play.

(3) What arrangements are to be established to ensure that there will be effective coordination with other relevant programmes and activities.

The section should also discuss whether project operations are expected to continue, or expand to other areas or sectors, once the current phase of assistance is completed. This could include plans for introducing self-financing provisions to ensure continued viability of operations on project completion.

PART IV. PROJECT MONITORING AND EVALUATION

This section should discuss briefly proposed mechanisms and procedures for periodic monitoring of project operations to ensure that activities occur as planned, that they remain directed towards stated objectives, and that appropriate corrective action is taken if required?

Specifically the discussion should indicate who will be responsible for preparing periodic project progress and final technical reports and for the accounting of expenditures made from the grant of the respective Fund.

All Fund-assisted projects need to be evaluated on completion. This section should also identify the party who will responsible for this task as well as how intended beneficiaries will be involved?

PART V. BUDGET

The project budget should indicate: (1) total cost of the project, (2) components which will be financed by the project executing agent and (3) components for which external assistance is sought.

A project budget has five main sections, as described below. A sample budget pro forma is presented on the following page.

10.00 Project Personnel. Project operations may require as many as three different types of staff. Normally, the resources of the Funds can finance specialized national professional staff needed to plan and carry out the project or specialized consultant services required to accomplish a specific project objective; financing of project support personnel is not a priority for the Funds.

- Professional staff, who will be appointed for more than six months;

- Consultants, who will be appointed for less than six months; and

- Support staff, who will be responsible for project administration, clerical support and related tasks.

For technical budgeting purposes, the estimated costs of international professional staff should be listed from budget line 11.01 for the first staff member; additional staff should be numbered sequentially.

National professional staff should be listed from budget line 17.01 and numbered sequentially for each additional staff member.

Consultants should be listed from budget line 11.51 and numbered sequentially as well.

Brief terms of reference for project personnel to be financed by the Funds should be included as annexure to the project document.

The project personnel budget category also includes a line item for official, national travel of project staff, if required and if this cannot be funded from other sources.

20.00 Subcontracts. This component pertains to specialized services provided the project by an outside contractor. Each subcontract will require a separate budget line; subcontractor terms of reference should be attached as an annexure to the project document.

30.00 Training. Three categories of training activities can be undertaken by a project. Priority in allocating the resources of the Funds is accorded to in-service training activities.

31.00 Individual fellowships, which relate to individual training outside the country of the project;

32.00 Group training and study tours, which relate to organized training programmes and study tours conducted outside the country of the project; group training normally does not exceed two months and study tours normally are one month or less;

33.00 In-service training, which relates to the cost of individual and group training organized and conducted in the country of the project.

40.00 Equipment. Three categories of equipment may be required for project implementation.

N.B. Normally the resources of the Funds will only support acquisition of equipment needed for training or applied research. Their terms of reference do not allow financing of construction or repair of premises.

41.00 Expendable equipment, which are items of equipment, supplies or training materials valued at less than US$400;

42.00 Non-expendable equipment, which are items of equipment valued at US$400 or more or which have a serviceable life of five years or more; and

43.00 Premises, which includes the purchase, construction or rent of permanent or prefabricated housing and other facilities required for project operations.

50.00 Miscellaneous. This component includes provision, under budget line 51, for operation and maintenance of project equipment that cannot be covered by the host government or the project executing agent; under budget line 52, for report costs, which can also cover the reproduction of a reasonable number of copies of project technical and final reports; and under budget line 53, for sundry expenses, which also can cover official postage, communications and incidental supplies.

The budget covering the requested contribution from the Funds should include both the estimated total and annual costs of all project components. Project personnel, fellowships and group training/study tour components should include estimated work months as well as their costs.

A separate budget should be prepared to describe the budget components to be financed - in cash or in kind - by Government, Project Implementing Agent and other parties participating in the project.

 

For more information:

Division for Social Policy and Development / DESA
DC2-1320
United Nations New York 10017 - USA
Telefax : +1 212 963-3062


Project Budget Outline (1)
Project Budget Covering Co-financing 
Contribution of United Nations
(in US dollars)

 

Fund title:
Project title:
Project code:

 

 

 

Budget Component Total Year 1: ______ . Year 2: ______ 
w/m $ w/m $ w/m $

 

 

10 Project Personnel
11.01 International Expert(s)
11.50 Consultant(s)
11.99 Subtotal: Personnel
13.00 Administrative Support
15.00 Official Travel
17.00 National Professional
Project Personnel
19.00 Component Total

 

 

20 Subcontract(s)
21.00 Subcontract #1
29.00 Component Total

 

 

30 Training
31.00 Fellowships
32.00 Group Training / Study Tours
33.00 In-service Training
39.00 Component Total

 

 

40 Equipment
41.00 Expendable Equipment
42.00 Non-Expendable Equipment
43.00 Premises
49.00 Component Total

 

 

50 Miscellaneous
51.00 Operation, Maintenance and
Repair of Equipment
52.00 Publications and Report Costs
53.00 Sundry, and Communications
59.00 Component Total

 

 

99.00 Grand Total

 

 

 

 

Project Budget Outline (2)

 

Project Budget Covering Contribution of Government /
 Project Implementing Agent
[specify currency]

 

Fund title:
Project title:
Project code:

 

 

 

Budget Component Total Year 1: _____. Year 2: _____ 
w/m w/m w/m 

 

 

10 Project Personnel
11.10 Project Management
11.20 Technical Staff
11.30 General Service Staff
11.99 Subtotal: Personnel
15.00 Official Travel
19.00 Component Total

 

 

30 Training
31.00 Local Training
39.00 Component Total

 

 

40 Equipment
41.00 Expendable Equipment
42.00 Non-Expendable Equipment
43.00 Premises
49.00 Component Total

 

 

50 Miscellaneous
51.00 Operation, Maintenance and
Repair of Equipment
52.00 Publications and Report Costs
53.00 Sundry, and Communications
59.00 Component Total

 

 

99.00 Grand Total


Home | Sitemap | About us | News | FAQs | Contact us

United Nations, 2003-04
Department of Economic and Social Affairs
Division for Social Policy and Development