PROPOSAL PROJECT OUTLINE WORKSHEET
Organization Name:
Project Time Period:
Project Name
Need
Why is your project necessary?
Project Description
The Project Description includes information from Goals, Outcomes,
Methods, Staffing, Partnerships, Evaluation, and Sustainability.
Goals
Outcomes
Methods
Staffing
Partnerships
Evaluation
Sustainability
Budget Items
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STATEMENT OF NEED WORKSHEET
Use the following five questions to guide the creation of your statement of need.
1. What is the need for the project? Is it a serious problem or issue, or a lack of a needed service?
Example: Hamilton County elementary students are reading below grade level. Students leave the elementary schools
unprepared for more advanced studies. The average elementary school student in the district reads two grade levels
below his own.
Your project:
2. What are the facts and the sources that back up the need for your project?
Example: The latest standardized reading scores place Hamilton’s students in the nineteenth percentile. Last year the
district’s high school graduation rate dipped below 50 percent for the first time ever.
Your project:
3. Who will benefit from the project and how? Define the audience by age, gender, location, ethnic background, country of
origin, or a combination of these factors?
Example: The project targets Hamilton County elementary school students who are reading below grade level. One-onone personalized reading instruction will raise reading levels within 20 weeks’ time. Senior citizens will tutor the
students providing them with rewarding work, supplemental income, and an opportunity for stimulating
intergenerational interaction.
Your project:
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4. Can you put a human face on the problem by relating a story, example, or quote that will highlight the problem
or the benefits of the solution?
Example: Charlene Jones is a local fourth grader whose reading test scores in the past two years had shown a
striking lack of progress. At the beginning of the school year, Charlene was reading at a second grade level.
Enrolled in the initial class of the Wisdom Exchange pilot project, Charlene met twice a week with Mrs. Sarah
Mulcahy. At the end of the ten weeks Charlene’s reading scores improved to almost third grade level. Even more
importantly, her classroom teacher reports that her interest level and classroom attention both showed marked
improvement as her confidence grew.
Your project:
5. What is the solution to the problem you have identified?
Example: A study entitled “The Benefits of One-on-One Reading Instruction” found that an extra three hours per
week of personal instruction can quickly raise reading levels by a full grade. One-on-one reading instruction, twice
a week using senior tutors. A 10-week pilot project demonstrated success.
Your project:
Considering the answers to the above questions, you can begin to craft the statement of need. Remember that
your final statement of need will:




describe the status quo that exists before the solution to the problem
target a population group(s) and a geographic location
present the solution to the problem
describe the benefits to the target audience(s) and possibly to society at large.
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OUTCOMES WORKSHEET
Use the following questions to guide you toward defining your project's outcomes.
1. What are you trying to change?
Example: reading levels
1:
2:
3:
2. What kind of change are you trying to achieve (e.g., increase, decrease, provide, prevent, expand)?
Example: to increase
1:
2:
3:
3. What degree or amount of change are you trying to achieve?
Example: one grade level
1:
2:
3:
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4. What is the specific population you are working with?
Example: students in grades three through five
1:
2:
3:
5. What is the timeframe for this change?
Example: 20 weeks
1:
2:
3:
Using your answers to the questions above, what are the outcomes for your project?
Example: To increase the reading levels of students in grades three through five by one grade level in 20 weeks.
1:
2:
3:
Finally, ask yourself if your outcomes are SMART?
1.
2.
3.
4.
5.
Are the outcomes specific?
Can you measure these outcomes?
Are the outcomes attainable?
Are these outcomes relevant to your organization’s mission and the needs of those you serve?
Do these outcomes have a specific time frame in which to be accomplished?
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PROJECT ACTIVITIES WORKSHEET
Use the following questions to guide you toward defining the activities you will use in your project.
1. What are the specific tasks?
Example: tutor the students in reading with one-on-one sessions
1:
2:
3:
2. Why is this activity the best way of accomplishing your outcome(s)?
Example: The New Millennium reading method has been proven effective in cases like ours and was a success in our pilot
program.
1:
2:
3:
3. Who is responsible for each task?
Example: senior citizen tutors from Hamilton Community Center, the reading instructor consultant, and the project leader
1:
2:
3:
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STAFFING AND ADMINISTRATION WORKSHEET
Describe the responsibilities and expertise, as relevant, of each of the following individuals. Indicate the amount of time they
will spend working on the project.
Example:
Paid Staff
Your project:
The Project Director will
oversee the project aided
by a collaborative steering
committee-20 percent of a
Full Time Equivalent (FTE).
The Senior Coordinator will
recruit the tutors-25
percent of an FTE.
40 tutors from the
Hamilton Community
Center-3 hours per week
in two 1½ hour sessions.
Consultants
The Reading Instructor will
train tutors and be a
resource for tutors and
students-30 days during
the program year.
Volunteers
(Volunteers are not used
in the Wisdom Exchange)
List significant volunteer
positions with
responsibilities and time
devoted to the project.
Administration
Collaboration
The Project Director will
administer the project
assisted by the steering
committee.
A steering committee will
be formed to ensure the
collaboration among the
partner organizations.
Note the organizations
that are part of any
collaboration and any
special duties of specific
members (e.g. fiscal
agent)
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1. Who will lead the project?
Example: the project director
Your project:
2. Which of the above individuals are on staff and who is yet to be hired?
Example: tutors, reading instructor to be hired; project director and senior coordinator already on staff
Your project:
3. Are you collaborating with other groups on this project? If yes, list the participants and describe the nature of the
collaboration in relation to the administration of the project.
Example: Representatives of the Jackson and Cardwell Elementary Schools, the children’s center, and parents will form a
steering committee to aid in planning and oversight.
Your project:
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4. Who are the participants?
Example: elementary school students from Jackson and Cardwell Elementary Schools chosen by teachers, senior tutors
1:
2:
3:
5. What resources are needed for the tasks?
Example: reading material and other supplies; pool of potential tutors; classroom space
1:
2:
3:
6. When will the activity occur and over what time period? Is there a timeline for the task?
Example: two days a week for 20 weeks
1:
2:
3:
Ask yourself the following questions about the activities you have described above:
1. Are there other organizations in your community serving a similar audience?
2. Does each activity directly address an outcome that you have identified?
3. Have you been SMART enough (Specific, Measurable, Attainable, Relevant and Time-specific) about the tasks to describe
the project's activities accurately?
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EVALUATION WORKSHEET
Use the following questions to guide you toward describing your evaluation plan.
1. What questions will your evaluation answer?
Example 1: How many students improved their reading? By how much? [quantitative]
Example 2: Did the senior citizens have a valuable, rewarding experience? [qualitative]
1:
2:
3:
2. How will the results be measured?
Example 1: Post-tutoring test results will be compared with pre-tutoring results for all participants.
Example 2: Tutors will be surveyed at the end of the program.
1:
2:
3:
3. What control group, if any, will be used to measure your participants' success?
Example: N/A for Wisdom Exchange
1:
2:
3:
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4. Who will conduct the evaluation, and when?
Example 1: The reading instructor (hired consultant) will administer the reading tests.
Example 2: The Community Center's senior coordinator will conduct the surveys.
1:
2:
3:
Use your answers to these questions to briefly describe your evaluation plan:
Example 1: A test of reading skills will be given to all students before and after the program, administered by a trained
reading instructor. Test results will be compared to measure the students' improvement.
Example 2: The Community Center's senior coordinator will survey the senior tutors at the end of the program to ascertain
their satisfaction with the program and whether they regard it as a rewarding experience.
1:
2:
3:
Ask yourself the following additional questions about your evaluation plan:
1. Do the evaluation procedures measure the effectiveness of your program activities?
2. Do the evaluation procedures relate directly to your outcomes?
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SUSTAINABILITY WORKSHEET
Use the following questions as a guide in outlining your plans for future funding.
1. Do you plan on continuing your project in the future?
2. Which of following types of support and/or revenue will you pursue to fund the project in the future (check all that apply)?







Earned income
Foundation grants
Corporate grants
Government grants
Donations from individuals
Your organization, through its operating budget, or other special fund
Other (describe): ________________________________________________
3. What specific funders, if any, have you approached for future support? Have any committed support?
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PERSONNEL WORKSHEET
1. List the positions of all staff who (will) work directly on your project. Include all full-time and part-time personnel. Place them
in the first column, labeled Positions. Consider whether you have included all supervisory personnel who contribute time directly
to the project.
Examples:
Positions
Project Director
Project Assistant
Description
Annual Salary $65,000 @ 75% of effort
60 hrs./month x 12 months x $15/hr.
Benefits
26%
subtotal
Total Personnel
Amount
$48,750
$10,800
$59,550
$15,483
$75,033
Your project:
Positions
Description
Amount
subtotal
Benefits
Total Personnel
1. How much time (percent of effort or percent of an FTE) does each person spend working on this project? For part-time
employees, how many hours per week or month do they spend on the project?
2. What is the annual salary or hourly wage?
3. What is your organization’s benefit rate? Ask your financial officer or calculate using the following two line items from
your organization’s operating budget:
Total Fringe Benefits and Payroll Taxes  Total Salaries = Fringe Benefit Rate
Using your organization’s benefit rate, multiply your total project salaries by that rate and add to the personnel section.
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NON-PERSONNEL WORKSHEET
 Use this worksheet to add non-personnel line items to your project budget.
 Add other line items or change the label for a line item, if appropriate to your budget.
 Provide a description of each significant line item.
 Follow funder guidelines, if available.
Line Item
Description
Professional fees/consultants
Example: Computer Consultant – 30 days @ $600 per day
Equipment rental
Example: Copier rental fee – $300/month x 12 months
Furniture and equipment
Insurance
Occupancy (rent and utilities)
Postage
Printing
Professional dues
Maintenance and repairs
Supplies
Telephone/Internet
Travel
Other
Other
Other
Note: the above list includes some line items that can be considered overhead, such as occupancy or insurance.
See Lesson 10: Show me the Money—Budget Overview for a further discussion of overhead (indirect costs).
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SUPPORT AND REVENUE WORKSHEET
The support and revenue section of your project budget should show the amount you are requesting from the foundation you
are soliciting, and the balance of funding from other sources.
Example: (shows support from other sources as one sum)
Support and Revenue
Foundations and Corporations
Amount Requested from the Logan Fund
Total support
$35,000
$10,000
$45,000
Your Project:
Support and Revenue
Total support
Back-up data on Sources of Support:
List all sources of support that are pending or committed for this project.
Example:
Supporters – Pending and Committed
Source
The Norbert Gordon Foundation
The Max Smith Foundation
Amount
$20,000
$15,000
Status
committed
pending
Your Project:
Supporters – Pending and Committed
Source
Amount
Status
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EXECUTIVE SUMMARY WORKSHEET
Use the following questions to guide the creation of your executive summary.
1. What is the need or problem you are trying to address (one or two paragraphs)?
Example: Students are reading below grade level in Hamilton County elementary schools. Students leave elementary
school unprepared for more advanced studies.
Your project:
2. What is your organization’s solution to addressing the need? Specifically, what will take place and how many people will
benefit from the program, how and where it will operate, for how long, and who will staff it (one or two paragraphs)?
Example: Following on a very successful pilot project, Wisdom Exchange aims to increase the reading levels of Hamilton
County elementary school students by at least one grade level over a 20 week time span. Wisdom Exchange will use a
one-on-one training method employing 40 senior citizen tutors to work with 40 students twice a week at the Hamilton
Community Center’s after-school program.
Your project:
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3. What is your organization’s expertise? Provide a brief statement of the history, purpose, and activities of your organization,
emphasizing its capacity to carry out this project (one paragraph).
Example: Established in 1973, the Hamilton Community Center provides a wide variety of educational, recreational,
and social services to the county’s varied population groups. It received the state’s prestigious “Excellence in
Education” award in eight of the past ten years. Last year, the Community Center successfully conducted a six-month
reading pilot project on which the Wisdom Exchange Project is based.
Your project:
4. How much are you asking for and what are your plans are for future funding (one paragraph):
Example: The Hamilton Community Center is requesting $10,000 from the A. K. Marks Fund. Your grant will complete
the funds needed to undertake the project this year. In addition, the Community Center and the school district have
pledged future support.
Your project:
Finally, after you have completed the executive summary, ask yourself if it could stand alone as a description of the who, what,
why, and how of your project. Remember, grantmakers may use your executive summary to distribute information about your
grant proposal to their staff and board members.
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Use this worksheet to guide the creation of your cover letter and assist in the final packaging of your proposal.
Crafting the Cover Letter
Use the items below to guide the creation of the cover letter:
1. Refer to prior communication with the funder, as relevant.
2. Include the name of the project and the amount of your request.
3. Indicate why you are approaching this funder.
4. Mention what you project will accomplish (the why and how).
5. Describe the contents of the proposal package.
6. Ask for a meeting and offer to provide additional information.
7. Have the chief executive officer, such as the executive director, and/or the chair of the board sign the letter.
Proposal Package Checklist

Title page

Appendix:
 501(c)(3) determination letter
 Annual operating budget
 Audited financial statements
 Board list
 Staff bios
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