MAEOPP EMERGING LEADERS INSTITUTE

RESOURCE MANUAL FOR NON-PROFIT ORGANIZATIONS

 How to Write a Successful Proposal (15 pages or less)

 

Elements of Proposals

 

  1. Qualifications of the Organization

  2. Problem Statement or Needs Assessment

  3. Program Goals and Objectives

  4. Methodology or Plan of Operation

  5. Evaluation

  6. Budget

  7. Appendices

 

 

Qualifications of Organization (1-2 pages)

The proposal should clearly describe the non-profit organization and its operations as briefly as possible.  The document should include ample documentation and support which should:

Clearly establish who is applying for funds;

Briefly address the rationale for funding;

Describe applicant’s purposes and long-range goals;

Describe current programs and activities;

Describe applicant’s client and constituents;

Provide evidence of applicant’s accomplishments;

Offer statistical support of accomplishments;

Describe qualifications of key members;

Provide evidence of administrative competence; and

Logically lead the reader to the problem statement.  

  Problem Statement/Need (3-4 pages)

When seeking funds, a specific problem area or need should be addressed.  Needs are based on data and research not on anecdotal information.  A problem/need statement should:

 

Define the community problem and need in geographical area where the organization operates;

Describe what is happening to the target population to be served;

Provide relevant statistical evidence supported by statements from authorities;

State clients’ needs (not the applicants’); and

Use tables to condense information.

 

 

Program Objectives (1-2 pages)

The program objectives describe measurable outcomes of the grant and should reflect what the organization hopes to accomplish.  Two type of objectives, process and outcome, are reviewed here. 

Process vs. Outcome Objectives

Process objectives specify activities while outcome objectives define results.  More specifically, outcome objectives describe what is anticipated and should be accomplished as a result of a particular intervention.

Two basic examples are listed below: 

Process: 100 students will be selected to participate in the program.

Outcome: 80% of the project graduates will enroll in college within four years of entering the program as measured by college and university transcripts.

 Outcome objectives are used more frequently in proposals and must be SMART.

S-Specific

M-Measurable

A-Appropriate

R-Reasonable

T-Time-bound

The above outcome objective is:

Specific because it identifies one result--college entrance.

Measurable because it requires that 100% enroll in college.

Appropriate and Reasonable because the expectation of college entrance related to the aim of the non-profit and is appropriately measured based on statistics.

Time-bound because it limits the college enrollment period.

 A Good Objective . . .

Relates to the stated purpose in the Request For Proposals (RFP);

Relates to an identified need;

Can be measured with a simple yes or no; and

Addresses one issue at a time.

 What helps to determine what type of objective to write?

The Request For Proposals (RFP)

·     Identified needs (poverty, low graduation rates, high percentage of drop outs, high crime rate among teens etc.)  

 

 

 

                Methodology or Plan of Operation (4 + pages)

The Plan of Operation:

Flows naturally from problems and objectives;

Clearly describes the program activities; 

States reasons for activities; 

Describes the sequence of activities; 

Describes the staffing of program; 

Describes the clients and client selection; and 

Provides a timeline of activities (if possible).

  1.      Evaluation (1-2 pages)

Precisely identify what will be evaluated and why it will be evaluated.  If the objectives are measurable, the evaluation is much easier. 

Describe the evaluation data and how it will be reported. 

Provide an evaluation plan.  Specify the methods to be used to carry out the evaluation including the plan for collecting and interpreting data for each objective.

Summarize the data and explain its use.  Include sample tables if needed.

  2.      Budget (1-2 pages)

 

Detail all information and list separately.

Include project costs that will be incurred at the time of the program’s implementation.

Explain amounts for miscellaneous or contingency funds.

Include all consultants and volunteers.

Detail fringe benefits separate from salaries.

 

3.      Appendix

Include the following in the appendix:

Letters of Commitment

Resumes of key personnel

Organizational structure

 

J. McKenzie (personal communication, May 20, 2000)

 Sample Letter  

 

Sample Letter