Project Proposal Development

SESSION 3.4
Stage 2: Community
Planning
(Project Proposal
Development)
Objectives
At the end of 3 hours and 45 minutes,
the participants will be able to:
• contextualize the project proposal
preparation in the Project Development
Cycle (PDC) and KC- NCDDP
• prepare a community project proposal
for KC-NCDDP using the prescribed
format and its required attached
documents
3. identify the objectives,
outputs and activities of
the following:
• project proposal preparation
and technical review
• barangay assembly
• Approval of project proposals
• describe the composition, roles and tasks in various
activities of the following committees:
• Area Coordinating Team (ACT)
• PPT
• Municipal Interagency Committee (MIAC)
• RPMO
• MLGU
• NGA
• BRT
• BSMDC
• Regional Project Management Office (RPMO)
• NPMO
• SRPMO
• CEF
Outputs/KRAs
A. Participants’ common understanding on the
importance, process and outputs in the preparation
and review of project proposals, barangay assembly
for approval of proposals and conduct of MIBF for
prioritization
B. Filled out Subproject Proposal form with the
required 1 or 2 attached documents
C. ACT’s workplan for TA assistance on:
– Technical review of Project Proposal
– Barangay Assembly for Final Proposal Approval
D. Participants’ basic and or enhanced skills in
formulating project proposal
Content
A. Project Proposal Definition and its Components in the Context Project
Development Cycle and KC- NCDDP
B. Preparation of Subproject Proposal and Attached Documents (Filled out
form)
1. Name of Proposed Subproject and Category
• Rationale
2. Technical Description
• Physical target
• Cost parameters
• Proposed Scope of Work
• Human resource requirements
• Equipment requirements
- Procurement methods to be used
3.
Financial /Economic Aspect
•
•
•
Estimated Cost
Cost Sharing Arrangement
Household Information (see form for details)
4. Safeguard Concerns ( see form for details)
5. Sustainability
Content
C. Objectives, Outputs and Key Activities of : Proposal
Preparation, Technical Review, Barangay Assembly
and MIBF
D. Composition and Roles of the following committees
in project proposal preparation:
•
•
•
•
•
•
•
Area Coordinating Team (ACT)
PPT
Municipal Interagency Committee (MIAC)
Regional Project Management Office (RPMO)
NPMO
SRPMO
CEF
E. ACTs Roles and Tasks in the Conduct of
technical review
– BA
Key Messages
A. Project Proposal is the document that
translates project concepts into concrete
and doable action-oriented interventions of
the identified priority needs and problems
of the community.
B. Teamwork and multidisciplinary membership
of the project proposal team are crucial in
project preparation
Key Messages
C. Project proposal prepared by the community
should primarily focus on the functional use of
the proposed facility that addresses peoples’
identified needs in consideration of project
standards.
D. ACTs’ effective facilitation in project
proposal preparation and technical review
geared towards producing quality outputs
demands good preparation.
Preparatory Tasks for Project Proposal
Development
Area Coordinator
• meeting with RPMO and SRPMO to coordinate
on the activities, process, date and venue of
PDW
• ensure availability of adequate technical staff
based on consolidated TA and staff
augmentation needs identified in community
consultations and BA
• Ensure availability of funds and other logistical
requirements
• meet with MLGU, MIAC and NGA partners to
groundwork for technical support during PDW
Preparatory Tasks for Project Proposal
Development
ACT Engineer and AC
• meet with BRT - Procured TA
providers and orient them on the
PDW and their expected roles and
tasks in this workshop
• CEF
• meet with PPT for the data to be
used during the PDW
Actual Project Development Activities
1. conduct interbarangay project development workshop
(PDW)
 ACT gives overviews on:
 project development process
 environmental and social safeguards’ guidelines and
requirements
 documentary requirements for the request for fund release (RFR)
2. group barangays by proposed project types
–
–
–
–
–
Type 1:
Type 2:
Type 3:
Type 4:
Type 5:
vertical structures (community infra)
access infrastructure
water and sanitation
common service facilities and livelihood support projects
other projects not within the 4 project types
Actual Project Development Activities
3. Conduct workshops to prepare/validate preliminary
project concepts with indicative costs – PPT
4. MIAC reviews project concepts. Provide inputs and
guidance in preparing final project proposal
5. PPTs prepare action plan to finalize preparation of full
proposal, technical plan and other RFR requirements
6. Project TF and MFAs with TA providers in coordination
with CEFs and PPTs conducts Community Volunteers
Training (CVT) on community procurement and
community finance management
Actual Project Development Activities
ACT, MLGU and MIAC conduct site visits
and workshops to assist PPTs’ finalization
of proposals, technical plans, detailed cost
estimates and other documents following
action plans prepared by PPTs
7.
Post Project Development Activities
1. ACT and MCT CEFs meet with the BLGU, PPTs
and BRTs to finalize plans and schedules for
the community consultation on the final
proposal
2. Manuals, tools and visual aids to be used in
the community consultation as prepared
together with the PPT and BRT
3. CEFs conduct simulation and role play with
the PPTs and BRT’s to prepare them for
presenting the proposal to the community for
validation and approval
4. Reflection session with the BRT and the PPT
are conducted
What is Proposal Preparation Formulation in KC-NCDDP ?

“It is a process undertaken by the PPT in their
respective barangays after the PDW, which involves
preparation of detailed and complete community
proposals for their preferred projects”*
Specifically, it entails detailed preparation and refinement of:
 technical design /description of a proposed project,
 program of work
 detailed budgeting of project costs
 organizational aspect & roles/tasks of project implementors
 feasibility analysis (as needed for bigger projects)
 subproject economic analysis (as needed particularly for bigger
projects)
 timetable for the project
 This is the 2nd stage of project development cycle which
details the project concept in the 1st stage of PD cycle.
*Source: Draft KC-NCDDP OM
The
PROJECT CYCLE
Considerations for Development of
Community Project Proposals
Barangay profile
Name of Barangay:
Hilwan
IP community
28kms South of Poblacion, Tapaz
Mountainous, Military reserve
2hrs ride (motorycle), 4 hours walk
110 HHs, 3500Males, 3000 females
Degree of Damage Balay Turun-an : Totally Damage
:
Sub-project name:
Restoration of “Balay Turun-an” a tribal
center of Panay Bukidnon
FORMAT OF THE COMMUNITY PROJECT
PROPOSAL in KC-NCDDP Context
1.The problem Statement/Rationale
of Project:
The statement areas answers the
following questions:
a. What is the situation in the
community?
b. What is/are the problems or
development challenges/s faced?
c. How does the problem/development
challenge affect the community?
FORMAT OF THE COMMUNITY PROJECT PROPOSAL cont.
2. The proposed solutions/
objectives:
• What needs to be done
(proposed solutions) to
address the problem?
• Formulated in project
objectives
Source: CEAC Filed Guide
FORMAT OF THE COMMUNITY PROJECT PROPOSAL cont.
3. Project/description & Implementation
Plans and Arrangements:
a.What is the scope of proposed project?
b.What are the key activities to implement
this project (and even each component)?
c. What is/are the organizational
arrangements for implementation?
d.Who will implement?
e.What are the decision-making
arrangements and processes?
f. What are the control systems and
transparency arrangements?
Source: CEAC Field Guide
FORMAT OF THE COMMUNITY PROJECT PROPOSAL cont.
Implementation Plans (strategies,
systems/procedures task assignments)
Community volunteers to describe:
a. how the project and its specific
components will be implemented;
b. Who will be tasked to implement
specific activities and oversee the
implementation of the project as a
whole; and
c. What the implementation systems,
processes, and procedures.
Source: CEAC Filed Guide
FORMAT OF THE COMMUNITY PROJECT PROPOSAL cont.
4. Sustainability plans:
Key questions that need to be considered are
the following:
a. Organizational Development and
Management arrangements for
implementation and management (ODM)
b. Development of local technical skills and
competencies for implementation,
operation and maintenance (to projects
with infrastructure and/or equipment
components) and management
c. Resources mobilization and accessing, and
financial development and management
FORMAT OF THE COMMUNITY PROJECT PROPOSAL cont.
5. Component for KALAHI-CIDSS
funding:
Focus on the specific component
that will be proposed for funding
from KALAHI-CIDSS
• Once the component for
proposed KC funding id
identified, this component will
then be the subject for the
preparation of the Sub-project
Concept Form (or SPCF)
FORMAT OF THE COMMUNITY PROJECT PROPOSAL cont.
6. Proposal Attachments:
a. The Sub-Project Concept Form- which all
proposals will necessarily have as this is the
basis for determining the cost of the
specific component proposed for KC
funding;
b. Feasibility Study-especially for Community
Enterprise projects, including those with
common service facility components;
c. Simple Economic Analysis-especially for
infrastructure projects or community
projects with common service facility
components;
FORMAT OF THE COMMUNITY PROJECT PROPOSAL cont.
6. Proposal Attachments cont.:
d. Action Plan-especially for
Human Resource Development
)HRD) or Community Enterprise
projects;
e.Program of Works or POWespecially for infrastructure or
Community Enterprise with
common service facilities;
FORMAT OF THE COMMUNITY PROJECT PROPOSAL cont.
6. Proposal Attachments cont.:
f. Procurement Plan-especially for
infrastructure or Community
Enterprise projects with
common service facilities or
equipment purchase
requirements
g.Technical Plans-especially for
infrastructure or community
enterprise projects with common
service facility components
Objectives of Proposal Formulation with
Community Groups
This is intended to:
• mobilize community groups to undertake the
task of proposal preparation in constant
consultation with community members.
• mobilize the MIAC and NGA personnel to
provide technical assistance to community
groups
• prepare community groups and members for
engagement with the LPRAT
Output:
• Prepared Project / Subproject
Proposal with required documents
and costing based on KC-NDCCP
format
ACT’s Roles in Proposal Preparation
• Ensure that PPTs and other community
volunteers are provided with timely technical
assistance throughout the process of
proposal preparation
• Provide training to PPT members in proposal
development based on Municipal Forum
approved results and prioritization
• Facilitate the conduct of:
 PDW interbarangay
 technical review of completed proposals by MIAC
• Assist the BRT and PPT to finalizing their
action planning
Municipal Inter-Agency
Committee (MIAC’s) Roles
• Conduct a technical review of
the prepared proposals
• Make suggestions (if any) for
revision/improvement of
proposals
• Provide technical support to
CVs/PPTs in proposal
preparation
Composition of MIAC
• Municipal Mayor
• Vice Mayor (or a member of Municipal Council
who represents SB
• Local Poverty Reduction Officer (LRAO)
• Municipal Planning & Development Officer
(MPDO)
• Municipal Budget Officer (MBO)
• Municipal Engineer (ME)
• Municipal Health Officer (MHO)
• Municipal Agrarian Reform Officer (MARO) or
• Municipal Agriculture Officer (MAO)
• Other locally mandated organizations & local
Special Bodies (Optional)
BRT Roles
• Present the project
proposals during barangay
assembly (BA)
• Presents community
approved project proposal
during 2nd MIBF
CF Roles
• Undertake the groundwork & other
necessary preparations for the barangay
assembly
• Ensure 80% participation rate in BA
• Assist BRT & PPT in finalizing their
presentation of community project
proposals during BA
BSPMC – Barangay Sub-Project
Management Committee
• Composed of smaller committees
tasked to implement specific activities
in project implementation. This can
include teams in:
– procurement
– monitoring
– audit & inventory
– operation & maintenance
– membership
– etc.
Technical Review of Proposal
Objectives
1. To ensure that the proposal meets
the standards for safety and
safeguards
2. To ensure that the project meets
the technical standards and
requirement of the NCDDP
Technical Review of Proposal
Participants to the technical review
• PPTs,
• ACT,
• MCT, MIAC
• Barangay Captain
• members of the barangay council
• representatives of the City LGU
• Representatives for Pos, CSOs
The technical review shall be facilitated by the ACT
Output of the Technical Review
1. Final recommendations for enhancements
2. Barangay Assembly preparations
Review of Technical Proposal
Methodology and Approaches
1. Guarantee that the project proposals are
sound and viable with certainty of
support and financing from NCDDP and
other funding sources such as the BUB.
2. MIAC provides TA and does not decide on
the project. The MIAC review is meant to
improve the community proposals and
therefore increase the successful
implementation.
Barangay Assembly for Approval of
Proposal
•
•
•
•
Objectives
Review and endorse the final proposal
for presentation to MIB
Gather local counterpart contribution
for the project
Review the multi-year prioritization
plan for advocacy to the MDC
Agreement on the action plan in case
community project is not prioritized
Barangay Assembly for Approval of
Proposal
1.
2.
3.
4.
5.
Participants
80% of HH populations in the barangay
Barangay Chairman and council
members
ACT, BDC, MCT, MIAC
Representatives from the LGU
(municipal, provincial, congressional)
Representatives from CSOs, POs, IPs
Barangay Assembly for Approval of
Proposal
Outputs
• Approved Final Proposal for MIBF
presentation
• Approved Multi-Year Prioritization
Plan
• Agreement on Local Counterpart
• Agreement on Action Plan if not
prioritized
Roles and Tasks of ACT
ACT Roles
• Mobilize MIAC
• Facilitate Technical Review
• Assess Quality of Proposals and
attachments
• Facilitate Community Assemblies
• Assist PPT and BRT to finalize
presentation
Application
A.
Preparation of Project Proposal
using the prescribed format
(filling out project proposal
form and attached documents)
See attachment.