Session Duration: 2 hours
Format: Interactive lecture, group simulation, tool-based demonstration (e.g., funder analysis matrix)
Creating compelling proposals is crucial for securing sustainable funding from a diverse range of sources. For research and innovation funding Councils, competitive proposals should reflect a clear vision, technical depth, strategic alignment, and a measurable impact. The following key steps should be taken in developing competitive proposals:
1. Understand the Funder and Their Priorities: Before starting to develop a proposal, the following key activities must be undertaken by the Council:
a) Research the Funder Thoroughly: Know the funder’s thematic interests (e.g., health, agriculture, innovation), geographic priorities, and evaluation criteria.
b) Study Past Calls and Funded Projects: Analyze successful applications through portals like Research Connect, Gateway to Research, or humanitarianweb.org.
c) Align with SDGs and National Strategies: Choose at least three relevant UN SDGs and justify alignment using local or regional data.
🛠 Tool: Include a funder analysis matrix in proposal planning.
Case Studies for Discussion
Nigeria: The Tertiary Education Trust Fund (TETFund) has successfully supported competitive research proposals by requiring alignment with Nigeria’s national development plan. Their insistence on impact-driven proposals has led to increased funding success rates among Nigerian universities.
2. Assemble a High-Performance Proposal Team: To begin the development of a grant proposal, a dedicated team, otherwise known as the ‘Money Crew’, should be constituted. Each member of the money crew should be assigned a defined role, such as proposal lead, data/impact analyst, finance officer, liaison officer, etc. Then, convene a Working Group to brainstorm, assign tasks, and review drafts.
💡 Best Practice: Involve both content experts and experienced grant writers early in the process.
3. Develop a Strong Case for Support: A competitive proposal must include a clear, evidence-based narrative that consists of the following:
a) Defines the Problem: Use national, sector-specific, and current data to emphasize urgency and relevance.
b) Articulates Clear Objectives: craft the broad and specific objectives, ensuring that they are Specific, Measurable, Achievable, Relevant, and Time-bound (SMART).
c) Outlines Methodology: Justify the chosen approach and highlight any innovation or scalability.
d) Identifies Beneficiaries: Show who benefits from the proposed project and how (individuals, institutions, policies).
📍 Key Tip: Impact is not just dissemination. Focus on transformation beyond academia.
4. Demonstrate Capacity and Collaboration: Funders want assurance that you have the institutional capacity to manage large-scale grants. Show that you are working with strategic partners using the Quadruple Helix Model: academia, government, industry, and civil society.
🧩Tip: Include letters of support or signed MoUs from named partners to strengthen credibility.
5. Design with Impact and Sustainability in Mind: Ensure that your proposal has the following key components:
a) Include a Theory of Change: Show how inputs lead to activities, outputs, outcomes, and long-term impact.
b) Describe Pathways to Impact: Stakeholder engagement, policy influence, commercialization, or public education.
c) Highlight Sustainability Plans: Indicate how the project continues after funding ends (e.g., local budget absorption, private investment, institutional mainstreaming).
📈 Tip: Set aside resources specifically for impact delivery. These must be visible in the budget.
6. Build a Realistic, Justified Budget: Use budget headings such as: Directly Incurred Costs (e.g., personnel, equipment, travel), Directly Allocated Costs (e.g., admin support), and Indirect Costs (e.g., overheads). Justify each item in the “Justification of Resources” section with reference to project objectives.
💵 Note: Budget realism is a frequent criterion for proposal rejection or success.
7. Mitigate Risks: Identify at least two major risks to project delivery. Propose concrete mitigation strategies (e.g., legal agreements, staff back-up, local contingencies). Address ethical issues such as data security, participant consent, and conflicts of interest.
8. Package and Submit Professionally: Use electronic submission platforms like Je-S (Joint Electronic Submission) for UKRI and UK-based funders, Online Portals of EU, UN, or foundation grant systems. Prepare all required components such as Case for Support, Budget and Justification, CVs of Key Staff, Letters of Support, Data Management, and Impact Plans.
🎯 Checklist: Include a pre-submission checklist for quality control.
Below is a sample guide for a competitive grant proposal:
| Box 1: Sample Competitive Proposal for Research Funding |
| 1. Title Page
Project Title: Enhancing Water Security through Community-led Innovation in Northern Ghana Lead Institution: West African Research and Innovation Council (WAIRIC) Principal Investigator: Dr. Ama Kwesi Date: June 1, 2025 2. Executive Summary This project seeks to address water insecurity in the Upper East Region of Ghana through community-driven innovation. By integrating traditional knowledge with low-cost purification technology, the project aims to reduce waterborne diseases and enhance community resilience. The initiative will pilot affordable water purification kits in 30 villages with plans for scaling. Total budget requested: $480,000. 3. Problem Statement Over 35% of communities in Northern Ghana lack access to safe drinking water (WaterAid, 2023). Diarrheal diseases are the second leading cause of death among children under five in the region. While government and donor interventions exist, many are not dispersed. This project aims to bridge the gap by testing a scalable community-centred model for water purification and monitoring. 4. Objectives and Research Questions Objectives:
Research Questions:
5. Methodology and Work Plan A mixed-method approach will be used. Quantitative data on water quality and health outcomes will be collected pre- and post-intervention. Qualitative interviews will capture community experiences. Data will be analyzed using SPSS and NVivo. Monthly monitoring will ensure fidelity. Ethical approval will be obtained from the University of Ghana Ethics Board. Project Document – Partnership Strategy and Implementation 6. Partnership Strategy We will build bridges together academia (University of Developmental Studies), local government (Metropolitan, Municipal and District Assemblies), civil society organization (Water for Life NGO). Each partner will contribute expertise, community access, or technical resources via MoUs. 7. Pathways to Impact Partners will be presented to regional health and water ministries; published in open-access journals and presented at conferences. We will establish a think-tank to continue outreach post-project. The model will be documented as a toolkit for scale-up. 8. Justification of Resources Personnel ($120,000), Equipment and Kits ($150,000), Travel and Fieldwork ($50,000), Website, Printing, Consumables ($30,000), Monitoring and Evaluation ($15,000), Admin/Overheads ($30,000). Budget is based on WHO/UNICEF standard cost benchmarks and Partners’ experience. 9. Risk Assessment and Mitigation
10. Monitoring, Evaluation, and Learning (MEL) A MEL framework will track output indicators (number of kits installed, people trained) and outcome indicators (reduction in contaminated reported illness). A platform service and quarterly learning sessions will be facilitated. 11. Sustainability Plan Community health officers will be trained to continue data collection and system maintenance. A cost-sharing model with BlueWater Ghana will ensure affordable access beyond the project period. 12. Appendices
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Facilitators Notes
a) Emphasize aligning proposals with funder priorities and SDGs.
b) Use real regional examples of successful/failed proposals.
c) Encourage teamwork (“Money Crew”) role-play for proposal development.
d) Stress evidence-based problem statements with local data.
Suggestions for Further Reading
a) European Commission (2021). Horizon Europe Programme Guide. Brussels: European Union.
b) National Science Foundation (NSF) (2020). Proposal and Award Policies and Procedures Guide.