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Grants guide: preparing a project plan
Learn how to prepare a clear and effective project plan for your grant application. Understand what to include, how much detail is needed and how to align your plan with City of Sydney funding requirements.
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This page explains what a project plan is, why it’s important and how to prepare one for your grant application.
A well-prepared project plan helps you clearly outline what you want to do, why it matters, how you will carry it out and when.
On this page
Define your project plan
A grants project plan is a document that explains your project in detail. It shows assessors that you have thought through your project and have the capacity to complete it successfully.
Your project plan is your opportunity to make a strong case. It should be clear, realistic and matched to the size of the grant you’re requesting.
Match the level of detail to your funding request
The level of detail in your project plan should reflect the amount of funding you’re requesting. Use the guide below to understand what’s expected.
| Grant amount requested | What you need | Level of detail required |
|---|---|---|
| Less than $25,000 | Timeline of activities only | Basic – a simple activity schedule or timeline |
| $25,000 or more | Full project plan | Detailed – goals, objective, resources, full timeline and risk management plan |
1. Set clear goals and objectives
Your goals and objectives should clearly explain what you want to achieve and why it matters.
2. Identify your stakeholders
Consider who is involved in or affected by your project.
Your project plan should identify:
- your target audience – who will benefit from the project
- your collaborators or partners – who you will work with to carry it out
- your stakeholders to consult – who needs to be informed or involved along the way.
Being clear about your stakeholders shows assessors that you understand the community context of your project and have the relationships in place to support it.
3. Identify your resources
A strong project plan outlines the resources you need and which are already secured. This helps assessors understand that your project is well planned and financially viable.
Tip: explain why your costs are reasonable, not just what they are.
4. Plan your timeline
A clear, realistic timeline is a key part of your project plan. It shows assessors that you understand what’s involved and have planned how the project will unfold.
Group your activities into logical phases. For example:
- planning
- financials
- marketing and communications
- project activities
- evaluation.
Within each phase, identify key milestones – points that show the project is progressing as expected.
What is a Gantt chart?
A Gantt chart is a visual timeline that shows your project activities over time.
Each represents an activity and each column represents a time period (usually a month). You mark the relevant periods when each activity will take place, making it easy to read and clearly show timing and overlap between activities.
Gantt chart templateXLSX · 14.18 KB · Last modified
5. Risk management plan
If you’re requesting more than $25,000, you’ll need to include a risk management plan with your application. This plan identifies what could affect your project and explains how you’ll manage those risks.
When identifying risks, consider areas such as:
- workplace health and safety
- financial challenges
- operational issues
- community and partnership risks
- staffing availability
- environmental impacts.
For each risk, explain:
- what could happen
- the potential impact
- what controls are already in place
- what actions you’ll take to manage or reduce the risk.
Risk management plan templateXLSX · 14.53 KB · Last modified
6. Strengthen your project plan
7. Grants project plan checklist
Before submitting your application, check that your grants project plan includes:
- goals that align with the grant’s funding priorities
- specific and measurable objectives
- a clear description of your target audience and stakeholders or partners
- all financial resources, showing which are secured and which are pending
- key people and roles clearly identified
- any equipment, services or in-kind contributions listed
- a timeline that covers all phases of the project
- key milestones clearly marked
- an approach to measuring success
- a level of detail appropriate to the amount of funding requested
- a risk management plan, if applying you’re for more than $25,000.
Tip: use our detailed checklist to make sure you’ve covered everything before you submit your application.
Further help
If you have questions about preparing your project plan for a City of Sydney grant application, contact the grants team at [email protected].
We also run regular information sessions and grant writing workshops. Sign up to our grants newsletter to be notified of upcoming events.
