UNIVERSITY OF SANTO TOMAS

The Catholic University of the Philippines Espaa, Manila Office for Student Affairs

PROJECT PROPOSAL FORMAT

I. Project Title (Actual Name of the Project) :

II. Project Proponent : (Name of Organization spear-heading the project) III. Project Rationale : (The reason for the conceptualization of the project which is in line with the vision - mission of the organization) IV. Project Objectives : (The efforts intended to attain the project rationale; begin each objective with the word To followed by a verb; Objectives are SMART: Specific about what is to be accomplished; Measurable; Attainable; Realistic; and Time bound) V. Project Description : (A brief account on how the project will be accomplished) VI. Project Duration : (The period when the project will start and when it is expected to end/culminate) VII. Target Beneficiaries : (The recipient or the one who receives/ benefits from the activity) VIII. Proposed Budget : (Statement of income and expenses that will be incurred for the project; systematically categorized) IX. Monitoring and Evaluation : (Statement of how the project will be managed and assessed)

Proposed Budget: (for a One Day Seminar-Conference) A. Honoraria for Speakers

Three (3) speakers x P3,000.00 each P 9,000.00

P 9,000.00 7,000.00
2,400.00 3,600.00 1,000.00

B. Food
60 participants x 2 snacks (P20.00) 1 lunch ( 60.00) Preparatory and Evaluation Meetings

C. Transportation and Communication

Speakers Coordinators Cellular phone cards 4,500.00 300.00 300.00

5,100.00

D. Printing and Documentation

Program Plaques of Appreciation for speakers Certificates of Participation Backdraft Camera Films Film/Photo Processing Video Documentation 300.00 1,500.00 500.00 1,000.00 400.00 300.00 3,000.00

6,700.00

E. Rentals
Venue Sound System Overhead Projector LCD Projector and Computer 5,000.00 3,000.00 500.00 5,000.00

13,500.00

F. Miscellaneous (Normally computed as 15% of the total

cost of the above items)

TOTAL COST

Some Important Notes in Preparing a Project Proposal and the Actual Project Implementation The project should always be guided by the SMART Principle: Simple Measurable Attainable Recorded Time bounded Project Proponent Project Proponent should also include or mention the name of the collaborating agency or organization Project Duration Should indicate the period when the project will start and when it is expected to end/culminate. In the case of the example presented in the budget, the date when the seminar will take place should be the entry for this part. Ex: May 18, 2005 Proposed Budget When asking for financial support from an agency or group, never put the burden of the entire cost of the project to the funding or partner agency. It will help if you can show in the proposed budget your counterpart as organizer or project implementer. A 30%-70% or 40%-60% cost sharing may be acceptable, with the bigger part to be asked from the funding agency. In the case of a seminar-conference, the counterpart of the organizer may be taken from the registration fees of the participants. Always try to project a higher cost for all items since prices of commodities tend to change/increase unnoticed. Its better to have a higher cost projection than suffer results of price increase. However, do not over bloat the figures as funding agencies also do some counter checking and finding the budget to be too high, may lessen the possibility of getting funds or support from them. Miscellaneous (sometimes called sundries by other groups) is computed by adding the total cost of all the major items (see sample provided Items A to E.) and multiplying it by 15%. This amount is reserved for unexpected expenses that may be incurred in the course of project implementation.

Meetings There must be at least two (2) meetings prior to the actual project implementation and one (1) after the event for evaluation purposes. Preparatory meetings would provide the organizers enough time to look into the details of the event. The second and last meeting is usually intended to do the last minute preparations. Evaluation must be conducted after the event to determine whether the event was a success or a failure. It will also help identify the strengths and weaknesses of the organization with regard to the recent endeavor. Snacks/food if possible be served during the meetings. Venue Always check the venue in terms of its size/area, lightings, sounds and other provisions such as overhead projector, LCD projector that can be arranged as part of the package to minimize cost or expenses on the venue alone before finalizing the budget. One day prior to the event, a final check on the equipments needed at the venue must be done to make sure all things are in good working condition. Pre-Registration It would help if a pre-registration can be done. This means requiring those who are attending the Seminar to register and pay fees in advance to determine the number of people attending the seminar. This way, name tags and certificates of participation can already be prepared in advance, give away items or freebies, food and similar concerns can also be addressed earlier. Liquidation Report

Make sure that a clear audit be conducted immediately after the event. One week grace period may be the latest. Doing it days after the event would lessen the possibility of forgetting some items to be liquidated. Provide the funding agency with an executive report of the event and this should include the financial report of the entire project.

Project Implementation Matrix (See separate file)