Completing the Project Proposal form

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PMO provides 3 types of Project Proposal template for grant-funded projects:

1) Project Concept Form
2) Project Proposal Form (for projects up to (and including) £10k)
3) Project Proposal Form (for projects above £10k)

Posts/Directorates should ask all organisations submitting proposals for a particular

programme to prepare their proposals using the same type of proposal template.

The template is divided into 3 sections:

COVER SHEET to be completed by Post/Directorate
PART A to be completed by Project Implementer
PART B to be completed by Post/Directorate. NOTE: DO NOT SHARE
THIS SECTION WITH PROJECT IMPLEMENTERS

Note that projects cannot be approved for funding from a Project Concept Form. The Project
Concept Form is useful for assessing market engagement and the potential for viable project
proposals against specific strategic objectives. As such, it can help you decide whether to
proceed to a full proposal stage. You cannot run a Concept and Full bidding round
simultaneously for the same programme. See the Concept Bids section of the Running a
Call for Bids guidance for more detailed guidance.

The following guidance explains how to complete Parts A and B of the +£10k template.
 Those sections marked with * are excluded from the sub-£10k template.
 Those sections marked with ** are excluded from the Project Concept template
 Those sections marked with *** are excluded from the sub-£10k template AND the
Project Concept template.

PART A – guidance for bidding organisations:

Implementing Agency: The bidding organisation’s name; address; telephone numbers;

contact name(s); website; other contact details or information

Project Title: This should be short and easily understood. Not overly creative or a title that
may be confusing, unclear or misunderstood. It should be a simple, succinct, straightforward
statement that captures the main theme of the project.

Purpose: Write one sentence that clearly sets out the aim of the project, reflecting the
“change” it will help bring about. It should not be a list of activities or outputs, or be more
than a single sentence (advisory limit 15-20 words). This should express what will be
different as a result of the project and therefore the reason why it should go ahead.
***Context and need for the project: In no more than 200 words, provide the background
and context to the issues this project will address and why the UK should fund this project
Project Summary: In no more than 200 words explain what the project plans to achieve,
how proposed Activities will deliver stated Outputs and how Outputs will help bring about the
project Purpose. What longer term real world difference will the project contribute to over the
next few years?
Cost: Detail the cost to the FCDO and, if relevant, the cost to co-funders. If relevant,
provide costs for future financial years.
***Co-Funding: If relevant, provide the name and contact details of any co-funders,
including funding source and amount. If there are no co-funding arrangements, explain why
the UK should fund this project in full.
Timing: Provide the planned start and end dates for the project.

**Activity Based Budget (ABB): This must be attached to the proposal. A project proposal
cannot be considered without a detailed ABB (see Activity Based Budgets guidance and
template in this guidance). Break down all activity costs into components so it is clear how
they are made up and which month particular payments are due. Provide as much detail as
possible, (i.e. do not state just the figure for a workshop, but break that down into venue,
catering, travel costs etc.). Administration costs must be clearly itemised in the ABB, be
justifiable and kept to a minimum. (See Administration Costs in this guidance).

Note on equipment purchases: FCDO programmes are not routinely used to buy equipment.
Equipment purchases as part of a project must be essential to the policy-based outcome of
the project, and should only be approved exceptionally if there is a genuine project-specific
need and that a project implementer could not be expected to hold such equipment as part
of its core business operations (See Equipment Costs guidance in the FCDO Policy Portfolio
Framework).

***Will the Implementing Partner be sub-contracting any other agencies to carry out
elements of the project activities?: If Yes, provide details, explaining the scope and cost
of work you intend to sub-contract .
***Which country or countries will this project be delivered in?: State the countries.

***Have you bid for funding from the FCO in the past three years? If yes, provide details
of bids made (successful and unsuccessful) and projects implemented.
**Project Plan: This section details how the project purpose will be achieved. It must
describe the Purpose, Outputs and Activities the project is designed to deliver, and provide a
description of each Indicator for the Purpose and each Output. Indicators provide baseline
information, the sources of that information, what the target (and target date) is, and the
milestones (checkpoints) at which progress will be measured. This information will provide a
framework for monitoring and measuring progress of the project, and provide an evidence
base for assessing the success of the project.

 Project Purpose: State the project purpose/objective. This must be identical to the
purpose set out on page 1 of the form. The Indicators supporting it must provide the
following information:
- Indicator: what will be measured
- Baseline: the current status. What you know now

- Sources: where will information to support baseline data and targets come from

- Milestones: the key points at which progress will be tracked

- Target: what the project will deliver

- Date: the date by which the Purpose will be delivered

  Outputs: List all the outputs the project is expected to deliver - the specific results
that will be delivered as a result of carrying out particular activities. Do not write
Outputs in the form of activities. Outputs are the things that remain after activities are
completed. They must be relevant to the aims of the project and be sufficient to
achieve the project purpose. Outputs are delivered as a direct result of activities, and
should be within the control of the project. Add more lines for additional outputs as
needed.

 Activities: List all the things (Activities) that must happen in order to deliver each
Output. List each Activity under the relevant Output, in date/delivery order. Each
activity should be numbered (i.e., the first activity necessary to deliver Output 1,
would be activity 1.1; the second would be 1.2 etc). Activities must be sufficient to
deliver the outputs, and there should be a clear linkage between Activities and
Outputs. The Project Plan is the main reference point for creating an Activity Based
Budget - the ABB must list the component parts of each activity and the month in
which the cost will be incurred.

***Sustainability: How will the project ensure benefits are sustained once the project ends?
Provide details here of how the benefits of the project will continue to be felt after the UK’s
project funding comes to an end.
**Gender Equality: Explain how gender equality issues have been considered and
incorporated into this project proposal. (Note: The bidding organisation may reference the
DfID/FCDO “How To” guidance on Gender Equality and any specific guidance on Gender
provided by the FCDO Post/Department).
***Monitoring: How will delivery and financial management of the project be monitored and
controlled? Note that FCDO projects require (at least) quarterly reporting on delivery and
financial performance.
Risks: What are the key risks of implementing this project and how are you going to manage
them. Larger/higher value projects will require a full Risk Management Strategy. You should
consider whether one is needed for this project. Note when the risk would need to be
escalated to the next level in the management chain (both within the implementing
organisation and within the FCDO Post or Directorate. Consider risks at all levels of the
project, for example: political; administrative; internal; and so on. Note how likely the risk is,
and what impact it will have on the successful delivery of the project (Low/Medium/High)
***Stakeholders: Who are the people or groups with an interest in this project and/or who
will be affected by it? Who can influence its success either positively or negatively? How will
you manage your engagement with them. Larger/higher value projects will require a full
Stakeholder Engagement & Communications Strategy. List the key stakeholders involved in
the project (those who have an interest in the project and who will be affected by it and/or
can influence its success either positively or negatively). State how engagement and
communication will be managed and who is the key contact within the project; plus the
stakeholder’s level of influence over and impact on the project (Low/Medium/ High)
***Beneficiary Groups: State who the main beneficiary groups are, and describe how they
contributed to the design and planning of this project? How does the project proposal reflect
the wishes/needs of the beneficiaries? Are they sufficiently engaged, and does the project
proposal reflect their needs? (Note: Beneficiaries are those organisations, groups or
individuals who are benefitting from the change that the project will deliver).
Signatures and date: Now sign and date the form and submit to the relevant British
Embassy / High Commission / Consulate General / FCDO Directorate.

Part B – guidance for Posts/Directorates:

Part B of the proposal template is for FCDO use only, and the completed template must not
be shared with the project implementer. Posts/Directorates must complete Part B once they
have received and evaluated Part A. Part B acts as a checklist. Guidance on how to
complete each section is included in the template. Once complete you should file Part B with
Part A. Projects can only begin once Part B is completed.