Module 5 Session 5
Notes: Project design
Summary:
This session provides introduction to project preparation, project documents, and checklist
for questions that help a project designer. It teaches the skills of project proposal writing
and puts emphasis on project objectives, outputs, activities and inputs A logical framework
approach will also be introduced to the participants. It also gives a case study of a project
proposal format.
In this session
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Introduction
Project documents
Checklist for questions that help at project designer
The Project proposal
Emphasis on project objectives, outputs, activities and inputs
A case study.
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The project proposal development format.
Introduction
Project preparation can also be referred to as project design, project formulation, or project
write-up. An idea is borne and this idea through some approaches and methods is
transformed into a problem statement, which results in the selection of a Project from the
many solutions presented in the problem statement.
Project preparation is therefore the writing up and processing of the project so identified
into a project document, which can be presented to a donor (funding agency).
Project Documents
The project document may take the form of;
Project Proposal
A project proposal outlines what a project want to achieve (its objectives), the approach
that it will take to do so (strategy and activities), and the means through which it will be
conducted (inputs, materials, personnel, timing).
Project proposals may be developed for projects of any size. They are typically used in
public procurement processes, where several companies develop proposals as a basis for
selection. However, it is good practice for all projects to have a proposal as the foundation
for a work plan.
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Feasibility study
In case of complex and large scale projects which consider many aspects and require
detailed analysis e.g. construction of a Hydro-Electric Power (HEP). A feasibility study is
undertaken to establish the justification for a project in all of its relevant dimensions
including its technical design, economic and financial viability, environmental compliance
and social acceptability; as well as its conformity with the national development objectives
and priorities and relevant policy, legal and regulatory framework.
Pre-feasibility study/Pre-investment plan
They are part of the project identification process. They give an indicator that the project
may or may not be viable. At this level the project planner may decide to proceed and
conduct a feasibility study or abandon the project depending on the recommendations
made. They are also conducted for complex and large-scale projects.
Business Plan
In case of projects where commercial aspects are important and financial viability is a must
e.g. establishment of a commercial farm, a petrol station, a shop etc.
Note:
While formulation of a project proposal and business plan may be carried out by an
individual person with consultations from experts in the project field e.g. an agronomist in
case of an agricultural project, the feasibility study is conducted by a team of experts from
various professions relevant to the project e.g. Economists, Sociologists, Anthropologists,
Gender experts, Environmentalists, Agronomists, Geologists, Financial analysts etc.
Note:
The methods for project formulation are not limited to the ones discussed above. There
are others like the;
(i) ZOPP planning methodology which was first adopted by GTZ-a German
Development Organization in early 80’s. It is used in planning, project preparation
and implementation phases.
(ii) The Logical Framework Analysis (LFA) also called the project-planning matrix,
which is a system of management planning development by USAID (United States
Agency for International Developed in the late 1960’s).
These extract specific elements from other project documents and discuss them further
using parameters like verifiable indicators, means of verification, assumptions etc.
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Checklist for Questions that Help a Project
The following and other questions offer a guideline to project preparation
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Why are you undertaking a given project?
Is the project the first of its kind in the area?
Are there previous efforts to address the problems that the project intends to address?
What are the area characteristics and other factors that may make the implementation
of the project easy?
Why should it be you or your organization and not any other person to undertake the
project?
Where will the project be located?
How will the project be implemented?
When will the project activities commence?
What is the project trying to achieve or address?
What resources will be required?
How much will the project cost?
What is the contribution of the beneficiaries to the project?
How will the project be sustained?
How will the projects on-going activities and performance be monitored?
How and who will measure the effects and impact of the project?
How will the lessons learnt from the project be conveyed to other stakeholders like
donors, government and beneficiaries?
The Project Proposal
This is a primary document in the project preparation process. It analyses some of the
elements of the project though not in great details as the feasibility study. The elements
include the title, background and context, area characteristics, description, beneficiaries,
objectives, justification, outputs, activities, inputs, budget, organization and management,
monitoring and evaluation, sustainability plans etc. (See the project proposal, development
format for explanation of the elements). The project proposal attempts to provide answers
to some of the questions in section 3.3 above.
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Case Study to explain Project Objectives, Outputs, Activities and Inputs
While the elements of a project proposal are explained in the project proposal development
format, there is need to emphasize the elements above using a simple case study.
Mrs. Baguma’s Poultry Unit
Mrs. Baguma is a widow with 3 children and all at school in Bukya village. As a widow, she
is faced with numerous problems including lack of adequate food, poor shelter, lack of
clothes and her access to Medicare is limited by lack of money to pay user charges in
Government Health Centers. If it were not for UPE her children would be at home. The
area community development assistant has advised her to engage in a project, which can
make her fend for her family in terms of food and other basic necessities. After analyzing
alternatives, she picked on a poultry unit. She will operate this project for a period of 3
years.
Development objectives (Achievable beyond the project lifetime)
To improve the standard of living of Mrs. Baguma’s family
Immediate objectives (Achievable within the project lifetime)
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To increase the income earning capacity of Mrs. Baguma by 50% during the project
period.
To ensure all the 3 children remain at school in the next 3 years.
To provide employment opportunity to at least 2 people in Bukya village for a period
of 3 years.
To provide the basic necessities to Mrs. Baguma’s family during the project period.
Expected outputs
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Broiler chicken
Off layers
Eggs
Beaks and feathers
Chicken litter
Activities
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Constructing the chicken house
Recruiting the attendants
Fitting the chicken house with equipments
Purchasing 1 day old chicks
Purchasing feeds, vaccines and drugs
Attending to the chicks/chicken
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Feeding the chicks/chicken
Marketing and selling the products
Inputs
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Building materials
Labor
Equipments like feeders, drinkers etc
Day old chicks
Feeds and water
Drugs and vaccines
Lighting equipments
Veterinary assistant
Project Proposal Development
Many donors and other Agencies including Government require that a recipient
organization of their resources presents to them a well sought out project document which
may take the form of a project proposal, business plan, feasibility study as evidence that the
resources will be put to planned use.
These documents spell out what the beneficiary organization intends to do and where
possible it may show that the project is viable. The recipient organizations have a duty to
formulate project documents, which are acceptable to the donor community if they have to
access the donors’ money. Mind you, donor fatigue is already at hand. In this paper, we
shall be concerned with one of the project documents – THE PROJECT PROPOSAL.
Guidelines for Project Proposal Writing
Each donor has a way of wanting to have the proposal written. So there is no standard
format for writing project proposals. Some donors have designed their own formats some
of which are in form of questionnaires or guidelines while others just accepts the projects
in the way the recipient has prepared it. In all cases the donors have certain facts which
they are interested in. if the interests, priorities tally and the project is found to be viable,
addresses national plans and policies and is acceptable to the beneficiary community, then
the funding agency may approve funds for its implementation.
Some organizations especially those that deal with multi-lateral lending (funding: like the
United Nations agencies, World Bank require that summary project outlines be submitted
first before one is given a go ahead to write a more detailed project proposal.
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Simple Format Projects Proposals Writing Up
Cover Page
This is the first or top page of the document. It serves as an entry point to the project
document and as such it should be properly formatted and should be attractive to the
viewer, it shows the following:
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The project title
The organization to which the project proposal has been written.
The date of submission of the project document to the funding agency
The agency (person) who wrote the project document
The period when the project document was compiled.
Page of Contents
This occupies the next page after the cover page. It shows the reader the pages of other
various sections and sub-sections in the proposal
Project Profile
This appears on the first page and it is a further summary of the executive summary. The
following items may make up the project profile: 
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Project title
Location
- Physical
- Postal
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Area coverage
Implementing agency
Proposed financing agency
Beneficiaries (target group)
Project life span
Starting date
Major products
Project goal
Financial plan
Status of project i.e. new, on-going, laminating
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Project Summary
Also referred to as Executive Summary, it is a short way of presenting what the project is
all about. The need for a project summary arises because many executives and decision
makers are busy and have limiting time to read through the whole text of the project
document. Again these decision makers have so many other project documents to look at
from other organizations. The summary should be short, concise and it should convince
the donor/donors that your proposal is relevant to particular concerns and is a priority to
the national development needs. The summary should cover the essential elements such as;
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Project title
Location
Implementing agency and cooperating agency
Beneficiaries (target group)
Core problem(s)
Brief project description
Development objectives and project goals
A statement on project justification
Expected outputs
Implementation strategy
Sustainability plans
Budget and proposed sources of funding.
Always aim at fitting the summary on one typed page.
Title
This shows how the project is commonly called. It should be precise and clear and reflect
the main theme of the project being proposed.
Introduction
It spells out how the organization conceived the project idea e.g. through a needs
assessment survey (NAS), because of public outcry for a given problem, political
considerations etc. A short description of the organization including its History, Mission,
Vision Status, Legal Setup, Organizational Structure etc should be made.
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Background and Context
This describes the situation and set up of the project. It should contain the following
aspects;
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Geographical location, villages, sub-county, county.
Area characteristics/features.
- Population – structure, composition, density, number
- Climate and weather patterns
- Environmental issues and factors
- Social infrastructure and services
- Physical infrastructure
- Major economic activities
- Socio-cultural factors
- Gender issues
- Historical profiles
- Population education levels
- Land tenure system
Problem Statement
This is an outcome of the project identification process. It may take the following form:
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List all the problems identified in the area/community
Select 1 – 3 core problems
Find out the root causes of these problems
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Show the effects these problems have had or likely to impact on the community area.
Suggest the problem solutions to these problems
Identify about 2 projects to address the situation.
Explanation should also be given on the importance of the problems on the magnitude and
relevance to the organizational and national priorities and policies.
Activities to Date
Here you explain what the organization and other organizations have so far done to
address the problem(s) stated in the problem statement. You should show how the
proposed project would complement these interventions.
Organisational Capabilities
Here you should show why the organization (implementing agency) is the best suited to
undertake the project. Also state the organization’s experience in handling similar or any
other projects. Also show how the proposed project and improve your organizational
capacity to implement other development efforts.
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You may also need to carry out a SWOT analysis of the organization.
This spells out the
S
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Strengths
W
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Weaknesses
O
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Opportunities
T
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Threats
(Of the organization)
Project Description
This is a detailed statement of what is to be done during the project life period. It begins
with Project activation through operation up to the project termination. It spells out all the
activities, processes and actions. Project description together with the problem statement
provides a basis for the formulation of the subsequent elements like: Objectives,
Justification, and Strategies.
Beneficiaries
These are the people, households, organization, communities that will benefit from the
project implementation and results. They are defined in two ways;
(a) Direct beneficiaries/target group
These are the people for whom the project has been set up e.g. the project members and
others in the community who are employed; receive income and or services because of the
project.
(b)Indirect beneficiaries
These are the people whom the project did not target but get access to the project services
e.g. people from the neighboring village may collect water from a borehole or visit a health
unit even if these projects were not meant for them.
Objectives/Aims
This is what the project achieves when it is implemented. They are divided into 2 levels: (i) Development objectives
(ii) Immediate objectives
NB: In cases of multi-lateral projects another level called Intermediate objectives may be
introduced.
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Project Goal
The key overall statement of what the project intends to contribute in terms of
achievements or what the project can accomplish in the long run. The development goal is
achievable beyond the scope of the project life time e.g. Eradication of water borne
diseases in case of a water project.
Project Objectives
The specific desired results of the project. They are achieved by the end of the project
period.
The project objectives should be accompanied by indicators. Indicators are signposts of
change along the path to development. Indicators are what we observe in order to verify
whether – or to what extent – it is true that progress is being made towards our objectives,
which define what we want to achieve.
Indicators make it possible to demonstrate results. Indicators can also help in producing
results by providing a reference point for monitoring, decision-making, stakeholder
consultations and evaluation. In particular, indicators can help to:
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Measure progress and achievements;
Clarify consistency between activities, outputs, outcomes and goals;
Ensure legitimacy and accountability to all stakeholders by demonstrating progress;
Assess project and staff performance.
By verifying change, indicators help us demonstrate progress when things go right and
provide early warning signals when things go wrong. This assists in identifying changes that
need to be made in organizational strategy and practice. The continuous monitoring of
indicators also facilitates effective evaluation.
Indicators should fulfil a number of criteria – often know as S-M-A-R-T criteria:
S
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Specific/simple
M
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Measurable i.e. quantifiable
A
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Area specific/achievable
R
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Realistic
T
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Time bound
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The indicators can then be used to establish the situation at the start of the project (the
baseline) and to determine the aim of what the project wants to achieve by the end of the
project (the target)
Example:
Objective to provide safe and clean water to the people in Kigumba sub-county.
Indicator: Protection of water springs
Baseline: 0 water springs protected 2007
Target; five water springs protected by the year 2010.
Project Justification/Rationale
This is the justification for selecting this project for priority attention. It should fully
discuss the development opportunities and constraints with the relevant sector. It should
also establish the technical, social and economic reasons for the selection of the particular
project in preference to possible alternatives i.e. the project should be socially acceptable,
technically feasible, economically viable and in line with national plans, policies and
aspiration. Also to be included in this section are:
P
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Participation by the concerned Community
E
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Environment concerns
G
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Gender issues
S
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Sustainability of the project
Project Expected Outputs
These are the specific products or services, which the project is expected to produce. They
are the end results of the project and they lead to the achievement of immediate objectives.
Some outputs may be quantitative or qualitative or behavioral. In the context of a
project/programme, output is the first level of results.
Project Activities
These are the actions or processes to be carried out in order to realize the project outputs.
They are directly or indirectly related to outputs.
Project Inputs
These are the goods, funds (money), services, manpower (personnel), technology and other
resources provided for an activity with the expectation of producing outputs.
NB: Inputs are transformed into outputs using activities and hence, leading to
achievement of immediate objectives.
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Project Budget (Costing)
This section of the project proposal is concerned with financial resources and other
requirements for the implementation of the project i.e. it is a statement of the costs of
resources that will be used in the project. It should show the estimated total costs of the
project. Distinct budget items such as the ones listed should be clearly spelt out.
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Land
Construction
Equipment
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Personnel emoluments
Transport and travel
Training and meeting expenses
Administration expenses
The Budget should be broken down into: 
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Foreign and local components (currencies)
Owners and donor contribution
Capital and operational expenditure
There are many types of budgets, but for ease of work, the line – item budget is normally
used:Item
Qty
Unit Cost
Amount
Sub-total
Note:
1. Provision is normally made for contingencies to cater for uncertainties, unforeseen cost
increases and inflation. The acceptable percentage is 5 – 15% of the total budget.
2. A financial plan showing a summary of major components of the budget for the whole
life span of the project may be attached. This plan may be to indicate the sources of the
funds.
Implementation Plan/Work Plan
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This is also referred to as the project implementation schedule or activity plans to a
timetable or logical sequence of activities for the project. The work plan should indicate the
time framework at which certain activities will take place. This assists the donor to establish
whether the project can be carried out within the stipulated period and whether the
resources allocated for it are adequate. The following methods may be used for the
implementation plan.
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Gantt chart
Critical path method (CPM)
Project Evaluation and review technique (PERT)
But we may adopt a simple format, which is easy to comprehend.
Simple Format
Objective Output Activity
Starting
Ending
Responsible
Date
Date
Person
Remarks
Implementation Strategies
This deals with the HOW of the project implementation. In this section, answers to the
following questions are sought:
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How are the beneficiaries going to participate?
How is the work going to be carried out?
Who should be responsible for what activity?
What type and amount of resources should be required? Etc.
Project Organisation and Management
Here answers to the following questions are sought:
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Who will manage or coordinate the project? How will this person relate to the project
committee in implementing the project?
How often is the project committee to meet with the project manager? Is the Manager
available on part time or full time basis?
What are the responsibilities of the various persons involved in the project?
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Who will provide labor for each activity? Will they be paid or work voluntarily?
An organization chart showing lines of authority and communication should be included in
the appendix.
Monitoring System and Evaluation Plans
The monitoring system and evaluation plans should also be set out in the proposal. This
will act as a guiding factor for easy and timely implementation of the project. The
evaluation timetable should be embodied in the work plan and funds for evaluation should
be included in the budget.
Future Plans
Plans for project replication and sustainability/continuation after donor funding should
also be indicated in the proposal. If the project is to terminate at the end of its life cycle,
then all the activities that are to be performed to effect its termination should be listed.
Also indicate the person who will be responsible for preparation of project completion
report.
Appendices
These are additional but important details not included in the main body of the proposal.
They may include;
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Maps
List of members of the organization, groups, associations
Organization chart
Pilot studies
Population statistics
Statistical procedures used
Detailed budget breakdown and budget justification notes
Any other relevant statistics about the project and the project area.
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