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UNIVERSITY OF SIERRA LEONE

FOURAH BAY COLLEGE

MOUNT AUREOL

FACULTY OF SOCIAL SCIENCES

DEPARTMENT OF SOCIAL WORK

Module: GRANT WRITING

Lecturer-in-Charge: Professor A.A. Jarrett

Student: Amie Angella Cole

Reg. No.: 44864

Task: Assignment

Semester: Second

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Table of Contents

Writing Programs, Projects and Plans………………………………………………. 3

How to write the best project proposal?..................................................................... 5

Implementing a Program……………………………………………………………. 7

Importance of a project implementation plan……………………………………… 7

The Components of an Implementation Plan……………………………………… 8

The tips for a successful implementation plan……………………………………… 8

Monitoring and Evaluating Programs, Projects and Plans……………………………………… 10

References………………………………………………………………………………….. 12

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Writing Programs, Projects and Plans

The vitalities of writing programs, projects and plans vary from person to person and
organization to organization. But before that, let`s try to look at the meaning of project proposal.

What is a Project Proposal?

A project proposal is a key document that describes an external or internal project. It states
details like goals, objectives, important dates, milestones and requirements needed to start and
complete the project. Your project proposal should whet decision-makers' appetites, clearly
communicate your ideas while winning buy-in and those all-important resources and budgets you
need to make it happen. This article is your project proposal guide; it's filled with examples,
project proposal writing tips, tricks, and things to know. We've also created a project proposal
template to work from in the future, so you never miss a thing.

Before we dive into the thick of it all, let's fill in the project background a little. A project
proposal is your project's first impression with leadership. It's that first handshake that
determines interest in your idea—or not—and kicks off a project life cycle. It's essential that you
not only grab attention, but you deliver your project proposal with clarity and confidence. If you
don't believe in your project, it'll show in your proposal.

Types of Project Proposals

It's worth noting; there are a few types of project proposals out there. Let's run through them
quickly, so you know which type of project proposal is a fit for you.

Formally/informally solicited project proposals:

A formally solicited proposal is in response to an RFP (Request for proposal.) Often initiated by
project managers, it comes with pretty specific directions. There's a high chance that if this
proposal is well-written it'll be approved. An informally solicited project proposal is perhaps the
trickiest type of project proposal to write. It's the same as above but usually requested verbally or
via an informal communication channel. It means this type of proposal doesn't come with as
much context, the writer will need to do a lot of research themselves in order to get someone
else's idea approved. It's a tricky one, but manageable with the right template.

Unsolicited project proposals:

Just because no one asked for your project proposal, doesn't mean they don't want it. Perhaps
they don't know they need it yet and you're one step ahead of the game. You'll need to do a lot of
work to get this type of proposal approved, but it could be a game-changer for your business.
Unsolicited proposals come from those "Aha" moments you have in your everyday work.
Perhaps you've identified a problem, a solution, or an opportunity but need resources to build out
your idea and get it approved—this is when you turn to an unsolicited project proposal.

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Continuation project proposals:

This type of project proposal is usually done on a calendar basis when a project enters a new
phase, or new resources/budgets are needed to ensure the continuation of a project.

Continuation project proposals are lower lift as the project itself has already been approved and
is running.

Renewal project proposals

This type of proposal is slightly different from a continuation project proposal. This type of
project proposal is for when a project has run its course and needs to start again. The research for
this type of proposal usually comes from the success data of the previous project.

Supplemental project proposals

Have you gone over budget on your project or need more resources than you originally requested?
This one's for you. It's not the most positive of project proposals, but if something is in short
supply that you need to complete a previously approved project proposal then this type of
proposal is the one you'll turn need.

Your project proposal format is the make or break of a successfully proposed project. Despite the
different types of proposals out there, key information needs to be displayed in a way that's
digestible and expected. We've outlined the running order of winning project proposals.

1. Introduction: At the beginning of this article, we mentioned the importance of a first

handshake to make a good impression. Your introduction is your moment to excite readers. Your
project proposal executive summary needs to hook the reader. It's essentially your elevator pitch
to your project while summarizing what the reader can expect.

2. Proposed problem and solution: Next up, you'll want to jump straight into the meat of your
proposal while you've got the readers' utmost attention. Here you need to explain the problem
you've witnessed alongside your proposed solution. Keep it short, concise and try to be data-
minded.

3. Proposed method to fix the problem: After you've outlined your solution, lay out the
methodology you've planned to help get there. This is essentially your project itself. You'll need
to determine why this method is best, others you've considered, and use past projects as case
studies to back up your strategy. At this point, you'll also want to showcase how you'll be
measuring and reporting on the project's success. State which metrics you'll watch, and how you
intend to display the results. Get into the nitty-gritty here. If you're going to use a specific graph
or measurement theory, then let the reader know—they may have a better solution.

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4. Request for resources: By this point, you've hopefully convinced the reader that your project
needs to be implemented and assured them that the method you've laid out is the best way to go
about it. Now comes the tricky part, a request for resources. Here, you have to be clear on what
you need, how much you need and why. It's always good to ask for more and use less, than have
to ask for more later on with a supplemental project proposal.

5. Authorization: Once you've laid out all of your requests, you need to identify those key
stakeholders and team members essential to the approval process. Include internal and external
stakeholders that are responsible for making this project a success, as well as the time frame
they'll have to give the go-ahead for each stage of the project.

6. Conclusion: Wrap things up nicely; this are your last opportunity to push your project forward.
Finish on a positive note and focus on the benefits your project will bring the company. For more
information - view our project outline guidelines.

7. Appendix: Your project proposal is going to need a lot of data and research. However, to stay
on track and keep the proposal short, not all your info needs to be in the body of the proposal.
Use references in your proposal and show where you got your information from in the appendix.

How to write the best project proposal?

Whether you're a seasoned pro at writing project proposals or you're about to start writing your
first one, there are a few best practices you can use to help make it the best it can be.

Step 1: Understand your triple constraint: Time, scope, and cost-project management. Also
known as the project management triangle. Know your triple constraint throughout every step of
your project and don't be afraid to address them in your proposal.

Step 2: Write for your audience: Your project proposal will resonate a lot better if you know
who you're addressing. Know your reader or readers and adjust your formalities and provided
information accordingly. Knowing your audience will also help you understand what they
already know and what you need to explain in further detail.

Step 3: Use a cover letter & table of contents: Just like a book submission to an editor, no one
wants to dive into the unknown. Submit your project proposal with a cover letter. Your cover
letter can be something as simple as a few paragraphs via email. This letter, coupled with a table
of contents, will help set your audience up mentally for what they're about to read.

Step 4: Use the 5 W's when explaining:

If you're ever in doubt on how to explain something within your project proposal, you can
always rely on the 5 W's. What, why, who, where, when—and how for good measure. By
answering these simple questions, you'll be surprised by the information they prompt out of you.
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Step 5: Keep it short: Know your limit. You'll have a reader's attention at first, but even the
best of writers can only keep that attention for so long. Try to keep your project proposal to two
pages maximum, with only the appendix running onto the third page.

Step 6: Use a template: Maybe you saw this one coming, maybe you didn't. When in doubt, use
a template. Establishing a project proposal template or templates within your organization will
help everyone's proposals cover the important bits, as well as manage expectations for readers.

Step 7: Proof your work: We cannot stress this point enough. Get a second pair of eyes, or just
rested eyes, on your proposal before you submit it. Sure, you're not being graded on your
spelling, however, it will help build your trustworthiness and avoid any miscommunication.

Step 8: Reference your points: A good project proposal doesn't shy away from images, or other
data points to back up what you're saying. Customer testimonials, customer complaints, user
analytics, whatever you’re reasoning is behind your project proposal; make sure it's coming from
informed decisions rather than feelings. You're more likely to get it approved that way.

Step 9: Discuss the core problem and its current state: When discussing the problem you've
identified, make sure you cover its current state and why that's failing your business before you
offer a solution. By doing so, you allow the reader to see the bigger picture, they can then
decipher if your project should be a larger priority if the problem is currently damaging the
company's reputation.

Step 10: Outline client benefits: No matter what area of the business your project focuses on, at
some point, your project will benefit your current customers or new clients. Whether it's directly
affecting them like inclusive pricing. Or, is something that will, in turn, affect them like
optimizing an internal process. Be sure to highlight the how and why—no matter how far down
the line they will benefit. By doing so, you bring a focus on your customer and add greater value
to your project.

Step 11: Deliverables and KPIs: Be strategic when goal setting for your new project. Try to
focus on SMART goals to ensure your KPIs cover everything and properly showcase the
project's progress. State how often you will share a project report.

Putting your project proposal together: Whether you're a small business with limited budgets,
or you're a large corporate with defined process already, don't be afraid to suggest some solid
project management software if you don't have any already. Successful projects happen because
a project team is set up for success from day one, and everything is accounted for.

This proposal is a project documentation tool for you as much as it is for a prospective client or
internal stakeholder. Get as detailed as possible when building out your proposal, and then cut
the fluff after. Even if research doesn't make it into the appendix, you'll benefit from doing it.

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Implementing a Program

Some points to note, before going to the definition of program implementation. A project
implementation plan helps with everything from development sprints and product launches to
digital marketing campaigns. The project implementation plan is a critical component of project
management that focuses on documenting how you’ll go about a project. Project implementation
plan should include everything from project goals to deliverables and act as a blueprint for the
project team to execute their plans. Every project is different and requires a unique planning and
implementation plan.

What is a project implementation plan?

A project implementation plan is a document that covers a combination of strategy, tactics,

assignees, dependencies, and actionable steps required for completing a project. In other words, a
project implementation plan will outline what is necessary to achieve a project goal. It should
contain elements such as:

Project objectives and scope

Project deliverables and deadlines

Team responsibilities

Risk and resource management

Project implementation is the final stage of a project lifecycle (after initiation and planning),
where you put everything you’ve planned and built into action. You have plans, ideas, and
strategies in place, and now you’re simply executing them.

Next, you create deliverables, present them to relevant stakeholders, and track and monitor the
status of each element in the project. As a project manager, your role shifts from being actively
involved in the process to taking the backseat and letting your team implement these plans. If
you attend any PMP prep course, you will know that the primary responsibilities of a project
manager involve tracking project progress in real-time, delivering tasks on time, staying on
budget, and avoiding scope creep.

In this way, a project implementation plan becomes a roadmap and guide to the successful
completion of a project. It breaks down the process into strategic steps. It outlines how the
company will best execute what is necessary to finish the project on time and in keeping with
quality standards.

Importance of a project implementation plan

As a project manager, your responsibility is to ensure that the project progress aligns with the
vision. However, there needs to be more connection between project objectives and reality in

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many cases. For example, the project costs are higher than the decided budget. Or your team may
need to catch up with the agreed deliverables. A project implementation plan lays out project
objectives, timelines, costs, resources, and all the aspects of the project. Consider it a battle plan
your team will follow to perform the tasks, achieve the goals, and overcome the obstacles.

The Components of an Implementation Plan

Deliverables: In an agile model, a project is delivered in smaller installments (sprints). These

small increments are called deliverables. A project plan should include the deliverables’ size,
frequency, and timeline.

Key Performance Indicators (KPIs) are metrics that indicate the project’s progress and your
team’s performance. The execution plan should list all KPIs you’ll measure throughout the
project lifecycle.

Speed Bumps: Also known as bottlenecks, speed bumps are unplanned circumstances that may
affect the project’s progress. For example, what if a team member gets sick or there’s a sudden
power outage? The execution plan should highlight and address all such speed bumps.
Developing a project plan doesn’t have to be complicated. In a nutshell, you need to put your
ideas and goals down on paper. However, there are several best practices we use here at Nifty
that you can follow to make your project planning process more efficient.

The tips for a successful implementation plan

1. Understand and determine your projects requirements: you’ve already identified the key
project stakeholders. Now, ensure you have their correct contact information – you can validate
emails for free if necessary. The first step in project planning is to gather requirements from the
stakeholders. Based on this information, you can determine what you need to deliver to your
stakeholders, which requires strong communication skills so that all stakeholders are on the same
page and communicate their requirements loudly and clearly.

2. Define the scope and value of your project implementation plan: a key part of project
planning is defining the project scope. This means deciding on project goals, deliverables, tasks,
costs, and deadlines. These are the terms of reference that have to be prepared after the first step
above. The project’s value is determined by its scope. Every organization will have its own way
of determining value. It is generally the sum of all the resources needed the cost to the company,
as well as intangible benefits such as goodwill, sustainability, and brand image

3. Break down your project’s scope: once you have a realistic project scope, you can break it
into more manageable derivatives. These smaller tasks are also referred to as ―work packages.‖
This way, you’ll be able to segment your project into different parts and assign resources to each
one. This step simplifies project planning and management, facilitating coordination and
improving efficiency.

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4. Conduct in-depth, extensive research: it’s crucial to eliminate any guessing game before
kick starting the project planning facts. Be sure to know all the facts, and if you don’t., conduct
research. Delve into all the resources related to the project. These can include recordings of sales
calls with clients, relevant documentation, etc. Before committing to the project, ensure that you
understand the details. As a project manager, here are a few things you should know before
starting to create a project plan:

Project goals

Requirements and expectations of the client

Client’s team makeup and decision-making process, including who are the project sponsor,
project manager, and stakeholder

5. Ask tough questions about your project: it’s wise to schedule a meeting with the primary
client and ask some tough questions about the process, organizational structure, general risks, etc.
You can also include key stakeholders and other decision-makers in the process. Some questions
that must be answered are:

How will you collect feedback?

Who owns the project?

What’s the deadline?

How will the communication take place?

Are there any specific considerations that we need to keep in mind?

When you ask tough questions, two things happen. First, you leave no stone unturned, so there’s
absolute clarity between you and the client. Second, you present yourself as a competitive team
that knows what it`s doing.

6. Define and sequence project activities: once you have all the necessary information, you can
start breaking your work packages into actionable tasks. See it like an action plan where you list
all the functions and activities you need to complete the project.

It’s equally important to sequence the activities in the right order. Basically, in this step, you will
create a work plan containing the activities needed to complete the project.

7. Estimate duration, resources, and costs for your project implementation plan: you’ll
need resources to work on any project. Some of those resources will be readily available, and
some you’ll need to acquire. For example, suppose you don’t have an in-house business analyst
but need one for the project. In that case, you’ll need to hire a business analyst.

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8. Build a high-performance team: building a high-performance team is the key to project

success. Ideally, a project team consists of the following roles:

Project Manager: Responsible for planning, executing, and overseeing the project until its
completion.

Project Team Members: Developers, QA engineers, and other professionals who actively work
on the project

Project Sponsor(s): Senior management members with a stake in the project’s outcome

Executive Sponsor: The primary stakeholder and ultimate decision-maker of the project

Business Analyst: Responsible for determining product-market fit and ensuring that the project
adds value to the organization

When writing your project implementation plan, assign these roles to the right people with the
skills and experience to fulfill the project requirements.

Monitoring and Evaluating Programs, Projects and Plans

Step 1: Identify Program Goals and Objectives: the first step to creating a monitoring and
evaluating plan is to identify the program goals and objectives. If the program already has a logic
model or theory of change, then the program goals are most likely already defined. However, if
not, the monitoring and evaluating plan is a great place to start. Identify the program goals and
objectives.

Defining program goals starts with answering three questions:

What problem is the program trying to solve?

What steps are being taken to solve that problem?

How will program staff know when the program has been successful in solving the problem?

Answering these questions will help identify what the program is expected to do, and how staff
will know whether or not it worked. For example, if the program is starting a condom
distribution program for adolescents, the answers might look like this:

Problem: high rates of unintended pregnancy and sexually transmitted infections (STIs)
transmission among youth ages 15-19

Solution: promote and distribute free condoms in the community at youth-friendly locations

Success: lowered rates of unintended pregnancy and STI transmission among youth 15-19.
Higher percentage of condom use among sexually active youth.

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Step 2: Define Indicators: once the program’s goals and objectives are defined, it is time to
define indicators for tracking progress towards achieving those goals. Program indicators should
be a mix of those that measure process, or what is being done in the program, and those that
measure outcomes. Process indicators track the progress of the program. They help to answer the
question, ―Are activities being implemented as planned?‖ Some examples of process indicators
are:

Number of trainings held with health providers

Number of outreach activities conducted at youth-friendly locations

Number of condoms distributed at youth-friendly locations

Percent of youth reached with condom use messages through the media

Step 3: Define Data Collection Methods and Timeline: after creating monitoring indicators, it
is time to decide on methods for gathering data and how often various data will be recorded to
track indicators. This should be a conversation between program staff, stakeholders, and donors.
These methods will have important implications for what data collection methods will be used
and how the results will be reported.

Step 4: Identify Monitoring and Evaluating Roles and Responsibilities: the next element of
the M&E plan is a section on roles and responsibilities. It is important to decide from the early
planning stages that are responsible for collecting the data for each indicator. This will probably
be a mix of monitoring and evaluation staff, research staff, and program staff. Everyone will
need to work together to get data collected accurately and in a timely fashion.

Step 5: Create an Analysis Plan and Reporting Templates: once all of the data have been
collected, someone will need to compile and analyze it to fill in a results table for internal review
and external reporting. This is likely to be an in-house M&E manager or research assistant for
the program.

Step 6: Plan for Dissemination and Donor Reporting: the last element of the monitoring and
evaluation plan describes how and to whom data will be disseminated. Data for data’s sake
should not be the ultimate goal of monitoring and evaluation efforts. Data should always be
collected for particular purposes. The monitoring and evaluation plan should include plans for
internal dissemination among the program team, as well as wider dissemination among
stakeholders and donors. For example, a program team may want to review data on a monthly
basis to make programmatic decisions and develop future work plans, while meetings with the
donor to review data and program progress might occur quarterly or annually. Dissemination of
printed or digital materials might occur at more frequent intervals. These options should be
discussed with stakeholders and your team to determine reasonable expectations for data review
and to develop plans for dissemination early in the program.

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References

Ghert, M. (2022). Pearls: Never write a grant research alone. Clinical Orthopaedics and Related
Research, 475(9).

Gorsevski, E.W. (2022). Writing Successful Grant Proposals. Rotterdam: Brill.

Mikal, J. P., The Chronicle of Higher Education, April 12, 2021.

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