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How do you define the scope of a grant project?

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Defining the scope of a grant project is a crucial step in grant administration. The scope outlines the goals, objectives, activities, deliverables, budget, and timeline of the project. It also sets the expectations and responsibilities of the grantee and the funder. A clear and realistic scope can help you plan, execute, and evaluate your project effectively and efficiently. In this article, you will learn how to define the scope of a grant project using some best practices and tips.

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1 Understand the grant requirements

Before you start defining the scope of your project, you need to understand the grant requirements and guidelines. Read the grant application carefully and identify the funder's priorities, criteria, and expectations. Make sure you are eligible and qualified for the grant and that your project aligns with the funder's mission and vision. Review the grant budget and timeline and make sure you can comply with them. If you have any questions or doubts, contact the funder for clarification.

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2 Define the project goals and objectives

The next step is to define the project goals and objectives. The goals are the broad and long-term outcomes that you want to achieve with your project. The objectives are the specific and measurable steps that you will take to reach your goals. For example, if your goal is to improve the literacy skills of low-income children, your objectives could be to provide them with books, tutoring, and mentoring. When defining your goals and objectives, use the SMART criteria: Specific, Measurable, Achievable, Relevant, and Time-bound.

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3 Identify the project activities and deliverables

The project activities and deliverables are the actions and outputs that you will perform and produce to achieve your objectives. The activities are the tasks and processes that you will carry out, such as conducting surveys, organizing workshops, or hiring staff. The deliverables are the tangible and intangible results that you will deliver, such as reports, publications, or training materials. When identifying your activities and deliverables, consider the resources, skills, and expertise that you will need and how you will obtain them.

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Mabala Samuel

Country Urban Adviser at Cities Alliance / UNOPS
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It is important to carry out an evaluation of the activity to assess the level of success or satisfaction and obtain a feedback to inform improvement of performance. Secondly, it is important to use a tracking tool such as Kobol to regularly track progress on a timely manner providing means of verification.

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4 Estimate the project budget and timeline

The project budget and timeline are the financial and temporal aspects of your project scope. The budget is the estimate of the income and expenses that you will incur during your project. The timeline is the schedule of the milestones and deadlines that you will follow to complete your project. When estimating your budget and timeline, be realistic and accurate. Use historical data, market research, or expert advice to support your estimates. Include contingency plans and buffers to account for potential risks and uncertainties.

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Nicolas Manera

Grant Auditor | Independent Accountant's Reports provider for Innovate UK grant recipients | Expenditure Verifications
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When working on budgets, ensure you document your assumptions, such as the expected number of hours of work to be performed by staff and unit prices. This will enable you to review these assumptions at the end of the project and compare them with the actual outcomes to improve subsequent budgets. Additionally, when planning timelines, make certain you allocate ample time for procurement activities. I have seen numerous organisations miss deadlines or be unable to carry out certain activities because they did not receive the required services or goods on time. Others proceed with activities without any procurement, resulting in their budgets not being met.

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5 Communicate the project scope

The final step is to communicate the project scope to the funder and other stakeholders. The project scope is usually documented in a grant proposal or a scope of work. The document should be clear, concise, and consistent. It should highlight the benefits and impacts of your project and how you will measure and report them. It should also address any assumptions, limitations, or challenges that may affect your project. Communicating your project scope effectively can help you establish trust and credibility with the funder and other stakeholders.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you define the scope of a grant project?

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1 Understand the grant requirements

2 Define the project goals and objectives

3 Identify the project activities and deliverables

4 Estimate the project budget and timeline

5 Communicate the project scope

6 Here’s what else to consider

Grant Administration

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How do you define the scope of a grant project?

1

2

3

4

5

6

1 Understand the grant requirements

2 Define the project goals and objectives

3 Identify the project activities and deliverables

4 Estimate the project budget and timeline

5 Communicate the project scope

6 Here’s what else to consider

Grant Administration

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