This template is a practical six-week work plan used to organize and track all tasks required to prepare a competitive response to an RFA (Request for Applications). It is laid out as a timeline where teams can mark when each task will be completed, helping them manage sequencing, dependencies, and internal deadlines, from initial mobilization through final submission.
The template breaks the application process into clear phases: start-up and partnering tasks, drafting the technical application (narrative and annexes), preparing the cost application (budget forms and supporting documents), conducting internal reviews and approvals, and completing final submission steps. It is especially useful for coordinating multiple contributors (program, grants, finance, technical specialists, and partners) and ensuring nothing is missed during a fast-paced proposal window.
Table of contents
1. Part I – Initial Tasks
o RFA released; approvals; competency requirements
o Partner identification/selection; LOI/teaming
o Staffing (job descriptions, posting, contact list)
o Conceptual approach; match strategy; budget template
2. Part II – Technical Application
o Table of contents; acronyms; executive summary
o Introduction; situational analysis/problem statement
o Technical approach narrative (goals/objectives/IRs, targeting, program design)
o M&E and reporting; sustainability; risk/assumptions
o Management/implementation plan; staffing structure; HQ/regional support
o Staff experience table
3. Part III – Cost Application
o Budget narrative; detailed & summary budget
o Required forms (SF424/424A/424B)
o Procurement plan; match description; waivers
o NICRA agreement; financial responsibility evidence
o Certifications and assurances
4. Part IV – Review and Approval
o Technical unit review; grants review; internal review
o Comment consolidation and incorporation (technical + cost)
o Compliance review; CFO approval & signature
5. Part V – Submission
o Cover letter; acknowledgement of amendments
o Collate and submit to donor (e.g., USAID)