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Project Preparation Guidelines
BAR institutional development grant guidelines for project preparation
Your Browser Doesn't Support Canvas. Showing the Text Content of the PDF Instead: Guidelines for the Preparation
of IDG Project Proposal
Department of Agriculture
Bureau of Agricultural Research
Project proposal must be prepared using the format given and in accordance with the following
guidelines.
A. BASIC INFORMATION
Project Title
Specify if it is for upgrading or for the improvement of R & D
Facilities
Proponent
Name of the proponent institutions
Total Project Cost
In pesos from all sources, including the counterpart cost
Duration
Duration expressed in years, i.e. 2 years, 5 years, etc.
Source (s) of Fund
Mention sources of projects funding other than BAR, including the
proponent institution
B. PROJECT DESCRIPTION
Rationale/Background
1. Role and importance of the industry/sector being addressed
by the project (i.e. of vegetable and fruit industry in the service
area of the institution, etc.)
2. Its relation to mandate of the institution in AFMA
3. Relation to mandated/assigned R&D programs by the
National/Regional Commodity RDE Network
4. Focus of institutional R&D enhancement being addressed
5. Needs and requirement of R&D of the proponent institution
based on requirements – existing capacity gap/needs analysis
6. Institutional capability (trained manpower, physical resources,
etc.) to fully utilize additional or improve capacity in R&D
7. The negative consequences/effects if the gaps and needs are
not filled
8. The positive consequences/effects to R&D and the industry if
proposal is approved and funded
Institutional Framework
1. How the proposed project institutionally fit and relate with the
Institution’s R&D program and in the overall R&D system in the
region and in the country (if applicable)
2. How the proposed project can strengthen the institutional
linkages with RIARCs and other agricultural research institutions
in the region/country
3. How the proposed project can strengthen the linkages with
instruction/teaching and extension work of the institution
4. How the project proposed can enhance the institution’s
relation and contribution to AFMA and LGUs
Document No.
Revision No.
Revision Date
Effectivity Date
Page No.
BAR/DOC-C.01.02
01
January 10, 2007
February 1, 2007
Page 1 of 4
Department of Agriculture
Bureau of Agricultural Research
Guidelines for the Preparation
of IDG Project Proposal
Objectives
1. Statement of a general developmental objective that the
proposed project is aimed at making some contributions (i.e.
to increase the quality and competitiveness of agricultural
products of the Philippines, etc.)
2. A number of specific objectives of the proposed project(what
the project aimed to achieve) (i.e. to establish a fruit tree
seedlings nursery with the capacity of 2000 durian seedlings
ready for sell every six months)
Major Activities
1. Identify and describe strategic and/or major activity or
activities needed to achieve each of the specific objectives
2. Identified activities should lead to accurate determination of
project inputs and project output
3. Identified activities should lend themselves to schedule of work
in the implementation of the project (the plan of work may be
presented in this section if it is long, it should be included as an
attachment)
Required Inputs
1. Identify and describe quantitatively all the inputs needed to
achieve the specific objectives and to undertake each of the
identified major activities in order to produce the expected
outputs
2. Inputs of proposed projects generally include:
a. manpower and human resource inputs
b. physical inputs (land, water, building, etc.)
c. equipment and tools
d. facilities and materials
e. financial inputs
Expected Output
1. When activities are undertaken using some inputs these result
in something called output(s)
2. Identify, describe and present the expected outputs of the
proposed project. This can be accomplished by identifying
the output(s) every major activity of the project. (i.e. Activity –
Fencing the Experimental Station, Output – 25 hectares of
protected and secured land for hundreds of experimental
plots and two hectares of abaca germplasm.)
Expected/Potential
Impact
1. Identify and describe the potential impact upon the R&D
work of the Proponent Institution and the overall agricultural
R&D system
2. Identify and describe the potential impact upon the teaching
and extension programs of the Proponent Institution if any
3. Identify and describe the potential impact upon the industry in
the service area of the Proponent Institution if any
4. Identify and describe the potential impact on the socioeconomic life of the target population in the service area of
the proponent institution
Document No.
Revision No.
Revision Date
Effectivity Date
Page No.
BAR/DOC-C.01.02
01
January 10, 2007
February 1, 2007
Page 2 of 4
Department of Agriculture
Bureau of Agricultural Research
Guidelines for the Preparation
of IDG Project Proposal
Project
Implementation Plan
1. Implementation organization and implementers
2. Implementation resource requirements
3. Implementation calendar of work or time table
Monitoring and
Evaluation Plan
1. General plan of Monitoring and Evaluation of the project
2. Identify and describe the parameters to be monitored and
those to be evaluated
3. Resource requirements/provision for monitoring and
evaluation
4. Schedule of monitoring and evaluation activities
Project Reporting Plan
1. General plan of reporting
2. Describe the different reports to be made
3. Resource requirements for report preparation and report
printing
4. Schedule of reports submission
C. ATTACHMENTS
1. Budgetary Requirement Form
This form should be filled-up based on the result of the gaps/needs from the matrix.
Administrative cost, honorarium, and items that cost below Ten Thousand (Php 10,000.00)
pesos should not be included in the requirement.
Mandated R&D
Project/
Responsible Unit
This refers to the agency assigned or mandated RD Projects in
support to the National or Regional RD Agenda and Program. It
includes the specific place, location and intended user(s) of the
center. (i.e. White Potato Breeding and Germplasm Collection
Project - NOMIARC - Rootcrop Research Section, Malaybalay,
Bukidnon).
Description/
Specification
This refers to the definite and complete characteristics/statement
of each required item, be it equipment or facility improvement of
the project or unit. Administrative cost, project TEV, supplies ,and
other MOOE should not be included (i.e. equipment for white
potato breeding: Power Sprayer 1HP, US Model, 5 liters capacity;
Facility improvement: renovation of 100 sqm research
management office building with glazed flooring and modular
work stations).
Quantity/Unit
Refers to total requirement per item in number, volume, or other
unit of measurement.
Budgetary
Requirement
BAR – Refers to the amount to be requested for each required
item from the Bureau of Agricultural Research.
Agency Counterpart – Refers to the amount for each required
Document No.
Revision No.
Revision Date
Effectivity Date
Page No.
BAR/DOC-C.01.02
01
January 10, 2007
February 1, 2007
Page 3 of 4
Guidelines for the Preparation
of IDG Project Proposal
Department of Agriculture
Bureau of Agricultural Research
item to be shared by the agency or region. It should be at least
50% of the total cost of the project. This excludes existing land
and equipment of the agency.
Total – Sum of BAR fund and agency counterpart fund.
Justification
RD Utilization – Refers to the need/usage/purpose/urgency of
procurement of each item in support of the mandated RD project
(i.e. Power Sprayer - to replace the old backpack sprayer and
enhance the crop protection and maintenance of germplasm
collection)
Frequency of Use – Specify the degree of use or optimum usage
(i.e. Power Sprayer - needed every other day for wet and dry
season studies).
Benefits – Specify the cost efficiency and impact of its usage to
the RD program (i.e. power sprayer - cost-effective in terms of
usage and man-hour utilization
2. Existing Needs Gap Analysis Matrix
Example:
Project Title:
R&D
Project
Component
Rehabilitation of Soils Laboratory
Basic Requirement
(1)
Facility/
No. of
Equipment
Units
Description
Flame
3
Photometer
w/
compressor
Existing
(2)
Facility/
Equipment
Description
Flame
Photometer
w/
compressor
Qty.
1
Gaps/Needs
(1-2)
Year
Acquired
1999
Facility/
Equipment
Flame
Photometer
w/
compressor
Qty.
2
Remarks
Existing
unit is
already
out of
calibration.
Will be
subjected
for
repair.
3. List of Existing Facilities and Equipment (no required format)
4. For construction/renovation activities:
Program of works, working drawings layout plans, etc.
Document No.
Revision No.
Revision Date
Effectivity Date
Page No.
BAR/DOC-C.01.02
01
January 10, 2007
February 1, 2007
Page 4 of 4
