INTRODUCTION

The sixth step is to design proposals for the priority sector recovery projects, using agreed procedures and assigned responsibilities among government departments. The lead agency can issue a standard project proposal format which all project proponents – government department or other stakeholders – must use for proposal preparation.

Project proposals with complete information are important for good governance in the recovery implementation: enabling accountability, transparency, and an essential reference for monitoring and evaluation of individual projects. The project proposals include key information about the specific project, and are the reference document to initiate project financing. Complex, large, and high-value projects will require detailed project plans and budgets prior to later implementation. The lead agency may issue a schedule and deadlines to receive completed project proposals from proponents. 

PREPARE PROJECT PROPOSALS FOR EACH PRIORITY PROJECT

With a long-list of priority projects for recovery, the lead agency may inform the government agencies of the priority projects under their responsibility for design, planning, and implementation. Most priority projects will be readily identifiable with a responsible government agency. For example, projects related to recovery in the agriculture sector the department of agriculture will be responsible. For priority projects which do not have a clear responsible agency, the lead agency can inform a possible agency, which can then decide if it should take responsibility.

The government agencies responsible for the identified priority projects (“proponents”) must be required to prepare project proposals for every project. The project proposals are an essential tool, and will enable proper accountability, transparency, and will facilitate the monitoring and evaluation of each project. Initially, the project proposals can be simple just to initiate their funding requirements. The following outline can be followed and adapted:

1. Project Title – The title of the project should be related to the type of work to be done for a specific sector in a certain area. The title should also give the reader of the proposal some important general information on what the project is all about. Examples are:
   • Repair of the Flood-Damaged Bridge A in District B of Province C.
   • Replacement of School Desks in ABC Primary School in District D of Province E.
2. Proponent agency – This is the name of the Ministry or Department or local government that will be responsible for implementation of the project.
3. Location– The part should provide the detailed information where the project will be implemented, like Village, District, Province.  
4. Beneficiaries – This part should enumerate the general beneficiaries of the proposal. It should be noted that different types of projects will have different beneficiaries.
5. Objectives or Impacts – The general statement of what the project wants to accomplish.
6. Outputs –Outputs of a project are the specific result/s that will help attain the objectives. Again, the stated outputs in the project document should be copied in the PIS.
7. Activities – Activities are the detailed actions (such as those contained in the scope of work) that the project proponent and its contractors are expected to perform to accomplish or complete of the output/s of the project.      
8. Inputs – Inputs are the requirements necessary to implement the activities of the project proposal.
9. Components, Milestones and Duration (or Timetable) – The section in a project document identifies the major activities and milestones of project implementation over an estimated period. This part is important since the completion of the milestones should be monitored by the implementing agency.
10. Implementation Arrangements – This section includes arrangements made by the proponent agency with other agencies or entities which are necessary in implementing the projects. All cooperating agencies that will be involved in any of the activities should be identified.

The above information can be placed in a project information sheet (PIS) as shown below. A completed PIS will give the lead agency and other decision-makers a quick overview of the priority project proposal.

From past experience in the region, the lead agency should clarify to all proponents (responsible agencies) that the PIS must be completed in full, in order to be eligible for review. A sample PIS form is presented here:

Source: ADPC (2015)

DOWNLOADS

• Step 6 Tool _ Prepare Recovery Project Proposals