Grant proposals, in the timeline and budget estimates, are important components of any proposal. Its importance stems from the fact that they may serve as determining factors in the success or failure of the grant proposals themselves. Therefore, investigators need to devote sufficient time and effort to developing them. You can read more similar posts on our research page of the site.
1. THE TIMELINE
This simply refers to a graphic (tabular) description of the project implementation plan. The timeline tries to give a pictorial representation of all project-related activities in a way that is logical and easy to follow. The timeline has several features, including the fact that it lists project-related activities, persons responsible for their execution, and the time frame for their implementation. It also provides a blueprint for the execution of research-project-related activities.
Importance of Timeline
As already mentioned, the quality of the timeline can make a difference in whether the proposal succeeds or fails. Four specific reasons for a timeline are listed below:
- Helps reviewers determine how thorough the investigator is in conceiving and implementing project-related activities. Reviewers can determine whether or not the investigator is experienced or naïve by critically examining the timeline. Therefore, investigators need to devote sufficient time to this component of the proposal.
- Lists major milestones of the project and when they are to be accomplished. From the timeline, one can identify the list of activities to be accomplished during the lifespan of the project. For example, there are six milestones in Table 1, including baseline survey, data analysis, implementation of intervention, monitoring of intervention, follow-up survey, data analysis, and report writing.
- Serves as a road map in project implementation to track progress. Investigators and funding agencies can use the timeline to monitor progress being made in implementation.
- Means of accountability since it sets out who is responsible for which activity.
Tips for Developing Realistic Time-Lines
The following tips will help develop realistic timelines.
- Develop a simple and easy-to-understand timeline (activity, person responsible, duration). Since investigators will not be available to explain complicated timelines, it is helpful for investigators to make timelines simple to understand.
- Make timeline realistic:- Reflect the available time the investigator is willing to commit to the project.
- List activities in sequential order:-Activities should be listed in the order in which they will be implemented.
- Create an appendix to save space for other components of the proposal. This should be done if space is a constraint. However, proper reference must be made to the appendix number where the timeline is placed.
- Develop activities in a timeline that mesh or correspond with those in the body of the proposal.
- Follow closely the guidelines provided by the funding agency. Many funding agencies provide a template or guideline on how the timeline should be presented. So, investigators need to follow these.
- Write a timeline after the completion of the entire proposal. It is important to do so because this enables the investigator to remember every aspect of the timeline.
2. BUDGET ESTIMATES
This refers to the financial component of the project or proposal. It expresses in words and figures all resources (human and materials) needed and the amount of money it will cost to execute them. It is an important component of the proposal, and care should be taken to develop it. At a minimum, six budget items or categories can be identified. These are:
- Personnel salaries, per diem, honoraria
- Equipment-computers, printer
- Supplies-stationery, photocopying
- Travels-car hire
- Communication-GSM, Courier, Internet
- Administrative charges: This represents the amount charged by the institution for running the project. The percentage charged varies from institution to institution. In the University of Ibadan, for example,10% of the total budget is the administrative charge.
The timeline provided in Table 9.1 below is an example of a typical timeline of activity
Tips for Writing a Good Budget
The following tips will help develop the budget estimates component of the grant proposals.
Be comprehensive: You will pay for anything you miss out on. Take time to list out all activities that have budget implications, including hiring of personnel, purchase of equipment, travel, etc.
Be reasonable: Ask only what you need to successfully execute the project. Remember that your budget will be assessed by experienced reviewers who know what is reasonably required to implement the project.
Provide detailed explanations: Don’t assume that reviewers will understand how you arrived at the figures. The example provided above explains how the figures were arrived at.
Be realistic: Although your budget is an estimation, your figures should be a reflection of the reality of the situation at the time of writing the proposal. It may be necessary to conduct a market survey or ask vendors for quotations to determine the current price of items
Do not include in your budget difficult-to-audit items such as “miscellaneous” or “Contingency allowance”.Instead, list all items and their cost.
Estimate the cost of items in the currency recommended by the donors (Naira, f,€,¥).
Create budget items directly related to proposed activities. For example, you cannot list items such as the purchase of reagents when your project does not have any laboratory component.
Write the budget after the completion of the development of all other components of the proposal
Follow the guidelines provided by donors closely. For example:
- Some donors do not want to purchase vehicles but would pay for travel
- Some agencies do not allow administrative charges, but would approve of the purchase of heavy laboratory equipment
- Some donors do not allow salaries for investigators but would approve of per diem and honoraria
3. BUDGET JUSTIFICATION
As the name implies, this component of the budget estimate ingrant proposals provides persuasive reasons or evidence of why you need all the items you have listed in the budget. It also provides some additional information on how you arrived at the figures cited.
Tips for Writing Good Budget Justification
- Provide details about the unit cost and total cost of items as listed in Table 2 above.
- Justify items as presented in the budget; explain any formula you used in arriving at figures that may not be clear to someone reading your proposal.
- Keep the justification short and simple to make it easy for the reviewer to assess and understand it.
- Double-check to make sure your figures add up. This helps to prevent costly mistakes.
Challenges in Budgeting
There are several challenges involved in budgeting. Five examples are presented below.
- Late transfer of funds vis-à-vis approved timelines; many donors consider project commencement on the date the project contract is signed.
- Fluctuations in the value of local and foreign currency between the time of proposal writing and the execution of project activities.
- Differences in the policy of the funding agency and the host institution concerning administrative charges.
- How to deal with unanticipated expenses: realise during implementation that you need more funds than the amount of money approved.
- What to do with leftover funds.
Possible Solutions
Some possible solutions to these problems are:
- Once the contract is signed, you may start initial small-scale activities with personal or institutional funds. Such activities may include site visits, recruitment, and training of Research Assistants.
- No remedy for currency fluctuations. This may work in your favour, especially if the value of the Naira is falling against major international currencies.
- Dialogue with the local administrator on how to resolve differences in the policy of administrative charges.
- Write a strong justification to the funding agency on why more funds are needed.
- Disclose to the agency about leftover funds and make a plan on how these will be used.
adminate
