1. section a: Agenda bua@AC

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In project planning, key questions one must ask to guide them in the planning process are:

  • What is the purpose of your project? – What circumstances/problems led to the project being undertaken? Who will or benefits from it?

  • Who needs to be involved? For instance, who are the beneficiaries, champions (people who can play an advocacy role to help the project succeed), or people interested in the project (interest groups)

  • What results do you hope to achieve? For instance, what outcomes are expected by when? Outcomes should be defined as well as performance targets

  • What obstacles should be overcome? For instance, possible limitations

  • What assumptions are being made?

  • What work should be done? Each activity to be outlined and what resources it requires ie, equipment, skills, funds, human resources etc.

  • When will each activity start and end? Duration of tasks

  • Who will perform the work? The allocation of the project team – who is responsible for what? Each person’s role, description of expertise to do the assignment should be outlined.

  • What other resources are needed? Besides the primary resources such as equipment, facilities, are there any additional resources that would be required that might have been missed or as the project progresses?

  • What could go wrong? Risks must be identified and a risk management plan should be in place.

3.4FIVE Ws and H key questions Approach

  • What must be done?

  • By whom?

  • When must it be done?

  • Where should it be done?

  • Why is it being done?

  • How is the project going to be undertaken?

(Source: Portny, 2007: 139)

3.5Some tips on resource planning

For the organisation to sustain itself, it would need to now look at alternate sources of funding given the dwindling of traditional sources of funding. One area that could be tapped into is grant funding. The various sources of grants could be government agencies, private foundations; corporate foundations; family and community foundations.

The key is also to find the right project that could get funded or to redefine your current projects to make them attractive to grant funders. For instance, certain grant funders could offer seed money –startup funding for a new initiative whilst others may solely focus on funding existing projects.

In seeking grants, you will first need to compile a grant-seeking strategy. In writing such as strategy, you must bear into mind to get help in researching/writing proposals if you do not have the expertise. You could also investigate a database which lists all grant funders. The following steps could be undertaken:

  • Identifying the need for which you want grant funding

  • Developing your idea into a grant proposal

  • Investing which grantors could fund your idea

  • Researching on the grant application guidelines

  • Write the grant proposal as per the organisation’s preferred guidelines

  • Submit and respond to any further requirements that the grantor may have

  • Bear in mind to submit reports on how the grant finances were spent to the granting organisation.

  • You could also share your previous success stories with the funder so that you demonstrate your track record which could possible attract further funding.

In writing the proposal, consider the following aspects:

  • Your organisation must try to meet the needs the funder is passionately concerned about

  • You must demonstrate that you have thought about the proposed project thoroughly

  • You must also show that you have personnel in place to run the activities of the project or programme

  • You must also demonstrate that you have put adequate financial management systems in place to manage the funding

  • You must also demonstrate accountability by indicating how you will keep the funder informed about progress.

Normally the proposal should have the following features:

  • Cover letter

  • Executive summary

  • Introduction

  • Programme need statement

  • Programme/project goals, objectives and evaluation

  • Budget

  • Staffing issues

  • History of your organisation

  • Addendums such as financial statements, legal standing etc.

(Source: fundraising for dummies, 2007)

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