EnPe application form

Transcription

1 EnPe application form Instructions Saving an application form in progress and sharing the form between partners This application form has 15 pages. On each page, there is an option to save what has been entered in the form so far in order to continue later. This means that the form does not need to be completed in one sitting or by one individual, but may be worked on in increments and shared by several partners. The save option is found at the very top of each page. Clicking it will allow you to enter your e- mail address to receive a unique link to the specific form you have been working on. This link may later be opened by yourself or your partner for review or further work. You will need to forward this specific link to your partner in order to allow them to open your common application. Where to find resource documents In this application, reference is made to several EnPe templates, guidelines and background documents. These may be found and downloaded from NTNU's EnPe web pages. Among these are EnPe guidelines Budget document template Implementation plan template Questions or technical issues If you encounter any problems or technical issues filling in the application form, please contact the EnPe secretariat at enpe@adm.ntnu.no for support. 1

2 A. Basic project information Project title and synopsis This descriptions of the project will be used to present the application for the EnPe board, on the web site and in other relevant fora. Max. 100 words. 2

3 B. Project partners 1/4 Partner institution in LMIC Name: Postal address: Institutional responsible: Central coordinating unit: Accreditation: Department: Head of department name: Head of department contact details: Project coordinator name: Project coordinator contact details: Project coordinator e- mail address: CV/resumé - project coordinator LMIC Please select file to upload from your desktop. CV/resumé must not exceed 1 - one - page. File size is limited to 2 MB. 3

4 B. Project partners 2/4 Partner institutions in Norway (UiN) Name: Postal address: Institutional responsible: Central coordinating unit: Accreditation: Department: Head of department name: Head of department contact details: Project coordinator name: Project coordinator contact details: Project coordinator e- mail address: CV/resumé - project coordinator UiN Please select file to upload from your desktop. CV/resumé must not exceed 1 - one - page. File size is limited to 2 MB. 4

5 B. Project partners 3/4 Additional partner (if relevant in the project application) Name: Postal address: Institutional responsible: Central coordinating unit: Accreditation: Department: Head of department name: Head of department contact details: Project coordinator name: Project coordinator contact details: CV/resumé - project coordinator additional partner Please select file to upload from your desktop. CV/resumé must not exceed 1 - one - page. File size is limited to 2 MB. 5

6 B. Project partners 4/4 Which partner institution will be lead partner in the project? ( ) Partner institution in LMIC ( ) Partner institution in Norway Division of responsibility and labour between institutions Please fill in description according to guidelines Cooperation: Existing cooperation between the applying institutions Other relevant international cooperation at the institutions Have the partners previously received support from Norad or EnPe programmes? If yes, please describe. 6

7 Reasons for choice of a Norwegian lead partner (Dependent on answer of first question on page B. 4/4) Reasons for choice of a Norwegian lead partner According to EnPe guidelines, it is strongly recommended to designate the partner institution in the LMIC as lead partner in the project unless there are specific challenges related to this. Please state the reasons for choosing the Norwegian partner institution as lead partner in this project application. What capacity building elements does the project intend to initiate to meet the identified challenges in the LMIC institution(s)? 7

8 C. Project information Project description Relevance of the proposed project Please describe the relevance of the project to the country and its development goals. Maximum 300 words. Synergy with other activities/projects Maximum 100 words. Gender Please describe how the project will approach issues of gender and the goal of gender equality, including the identification of a Gender Focal Point, who must be a member of the project management team. Maximum 100 words. 8

9 D. Results framework Project vision/development impact on society The vision of the project should describe the long term desired impact of the EnPe project, in terms of sustainable economic, social and environmental development in the country. The vision should be formulated as an answer to the following question: What impact will the project have on society in 2050? Project goal/overall purpose of project The project goal should describe the overall purpose of the project. The goal should be set in terms of the effect that the project will have achieved for its target groups and target areas in the year ANALYSIS OF PROJECT OUTCOMES Project outcomes/intended effects of project The outcomes should be a limited set of positive changes that will be stimulated by the implementation of the project. This set of positive changes are the effects that will combine to achieve the project goal (described above). Formulation of outcome Indicator(s) Outcome 1 Outcome 2 Outcome 3 Outcome 4 Outcome 5 Risks and assumptions tied to the project outcomes 9

10 Mitigation of risks tied to the project outcomes Indicators of the outcomes: Baseline and target The indicators of the outcomes of the project (see table above) should be realistic and measurable. The baseline values describes the present situation as a basis for measuring change of the indicators towards their target values. Thereby the progress towards achieving the outcomes of the project will be assessed. Baseline value(s) Means of verification Target(s) in final year Pertains to indicators of outcome 1 (see table above) Pertains to indicators of outcome 2 Pertains to indicators of outcome 3 Pertains to indicators of outcome 4 Pertains to indicators of outcome 5 10

11 ANALYSIS OF PROJECT OUTPUTS Project outputs/expected results, services or products The outputs of the project should describe the concrete results of the activities of the project. The outputs are the single components that contribute towards the outcomes of the project (see above). The outputs should be to some extent measurable results, services or product of the activities. Examples could be tangible deliverables like manuals written or number of students graduated, or less tangible outputs like increase of knowledge or experience. Number of students enrolled and graduated are relevant to enter as outputs here. You will also be requested to provide more details on these aspects further down on this page. Contributes to outcome no. (select 1-5) Formulation of output Indicator Output 1 Output 2 Output 3 Output 4 Output 5 Output 6 Output 7 Output 8 Output 9 Output 10 Risks and assumptions tied to the project outputs* Mitigation of risks tied to the project outputs* 11

12 Indicators of the outputs: Baseline and target The indicators of the outputs of the project (see table above) should be realistic and measurable. The baseline values describes the present situation as a basis for measuring change of the indicators towards their target values. Thereby the progress towards achieving the outputs will be assessed. Baseline value Means of verification Target in final year Pertains to indicators of output 1 (in table above) Pertains to indicators of output 2 Pertains to indicators of output 3 Pertains to indicators of output 4 Pertains to indicators of output 5 Pertains to indicators of output 6 Pertains to indicators of output 7 Pertains to indicators of output 8 Pertains to indicators of output 9 Pertains to indicators of output 10 12

13 PROJECT ACTIVITIES Planned project activities/implementation plan The planned project activities should be the steps that the project will take to produce the planned outputs. This is for instance where the arrangement of a workshop or a course should be listed, while the output of that activity, for instance attainment of necessary competence, should be listed under outputs. Contributes to output no. Main activity Input Responsible partner Activity 1 Activity 2 Activity 3 Activity 4 Activity 5 Activity 6 Activity 7 Activity 8 Activity 9 Activity 10 Activity 11 Activity 12 Activity 13 Activity 14 Activity 15 Activity 16 Activity 17 Activity 18 Activity 19 Activity 20 13

14 Risks and assumptions tied to the project activities Mitigation of risks tied to the project activities Schedule of enrollment and graduation of students and PhD candidates Please provide the planned number of students entered into master programmes, planned number of PhD candidates and planned number of students who will have graduated, year by year. Not applicabl e Number of enrolled master students Number of PhD candidates Number of graduated master students [ ] [ ] [ ] Upload of implementation plan* The implementation plan/implementation schedule will consist of all the project activities, listed in detail, by year, with responsibilities and budgets given. Such an implementation plan should be drawn up in a separate document to be uploaded here. It is recommended to consult the implementation plan template found on the EnPe website. It could be used in itself as a template or as guidance to what kind of content and setup the plan should contain. Size is limited to 2mb. 14

15 E. Assessment of sustainability, cross cutting issues, risk factors and mitigation measures Assessment of how the project relates to the strategic plans and priorities of national and partner institutions (in countries where capacity will be developed) Assessment of institutional capacity of partner institutions, including risk factors Assessment of financial management and corruption (refer to partnership assessment if relevant) Please see the guidelines for more information. Assessment of gender equality in the project implementation and the expected results Please see the guidelines for more information. Assessment of conflict sensitivity For projects to be implemented in countries or areas where there is an ongoing conflict or where such a conflict has recently ended, and in cases where there is a high probability that a violent conflict may break out. Assessment of human rights Assessment of issues concerning human rights and inclusion of marginalized groups that may be of relevance to the project. 15

16 Assessment of environmental and climate sustainability Identification of other risk factors and management of identified risks Plans for students after graduation What plans does the project have to ensure that the students will be able to put their education to optimal use after graduation? 16

17 F. Financing and budget Upload of budget file Please upload the budget file(s) for the project application here. Please consult EnPe budget template for guidelines on required content and preferred setup. Comments to the budget Please refer to the guidelines and make specific comments regarding the following sections in the budget. Education Salaries Scholarships Publication & dissemination Travel expenses Gender mainstreaming Research and PhD Salaries Fellowships Publication & dissemination Research expenses Travel expenses Gender mainstreaming Institutional development Salaries techn. & adm. staff Travel expenses techn. & adm. staff Courses Consultancies ICT Scientific equipment Infrastructure Gender Project management Salary compensation Costs annual meeting Annual external audit Consultancy Comments 17

18 Other collaborative activities Administrative support Additional financing Please fill in description according to guidelines. Own funding Please fill in description according to guidelines. 18

19 G. Date and confirmation I confirm that the information contained in this application is correct to the best of my knowledge. I hereby commit to participate in EnPe evaluations irrespective of whether the application will receive funding or not. Agreement partner Place and date: Name: Title: Online signature with mouse or touchpad Norwegian partner Place and date: Name: Title: Online signature with mouse or touchpad LMIC partner Place and date: Name: Title: Online signature with mouse or touchpad 19

20 H. Assessment of institutional capacity of lead partner in LMIC This assessment shall be performed only if the partner in the LMIC is designated as the lead partner of the project. This assessment shall be performed jointly by future partner institutions during the preparation of an EnPe project. It should provide basic information about the existing institutional capacity of a partner in the LMIC for the purpose of assessing whether this partner will be able to carry the responsibility as contractual partner with Norad and act as the lead partner in the project. Furthermore it will assist in identifying what capacities will need strengthening with regards to financial and administrative management through the EnPe project in order to maximize the outcomes and impact of the project and ensure smooth project management. Please answer the questions and provide further information to explain and comment on the given topics. You are also encouraged to identify areas that are weak and need to be strengthened as part of the implementation plan for the EnPe project. We encourage you also infrom about major uncertainties. Institutional structure and legal framework Description/comments Areas in need of strengthened capacity What is the legal status of the Higher Education Institution (HEI) - official registration/accreditation? Does the partner institution have the authority to enter into legal agreements with other partners? Does the partner institution have the authority to enter into legal agreements with other partners? Project management and reporting capacity Description/comments Areas in need of strengthened 20

21 capacity Does the project partner have sufficient administrative capacity to manage the project, inlcuding reporting capacity (financial and narrative)? Financial management and control Description/ comments Areas in need of strengthened capacity Flow of funds: Can the HEI receive and transfer funds? Does the HEI have the necessary mechanisms to transfer funds to other partners in South and to track the use of funds? What is the annual budget and what are the various financing sources of the HEI? Are there kept separate accounts for each project? Does the HEI receive funding from the government? How are scholarship funds distributed? (Process: announcement, decision making, distribution). What are the eligibility criteria (subjects/genders/social origin)? Financial reporting and monitoring: What is the sequence of financial reporting and who approves this (Board/Council/Chief of Finance or others)? Financial policies and procedures: Are financial policies and procedures in place and do they adhere to/build on national regulations? Control mechanisms: are controls in place concerning the preparation and approval of budget and transactions, ensuring that transactions are independently checked, reviewed and approved by an authorized person? Is there a segregation of duty between the 21

22 accounting and the handling of cash? Procurement and assets: Are there procurement procedures in place and is there adequate segregation of duties? Is there a system of adequate safeguards to protect assets? Are there periodic physical inventories of fixed assets? Information systems: What accounting systems are in place? Are these systems computerized? If not, what system is used? Can the system produce the necessary financial reports? Audit: Is the HEI financial statement audited regularly by an independent auditor or by the State Auditor? Who is the auditor? Is the audit of the HEI conducted according to the International Standards on Auditing? Is a Management Letter issued by the auditor annually? Does the Board/Council respond to it? (If audit is performed by State Auditor, there is no need for a Management Letter) Financial irregularities: What systems and routined are in place to disclose and report on financial irregularities such as conflicts of interest and corruption? Does the HEI have guidelines on how to deal with suspicion of financial irregularities and corruption? Please explain. If your project is considered for funding under EnPe main call, you may be required to make available the following documents (not limited to): 1. Governance structure and procedures 2. Copy of Board's/Council's most recent financial report and minutes of last meeting 3. Financial management regulations including the procurement guidelines and schemes of delegated authority in financial management for the HEI 4. Documentation showing clear division of responsibilites in financial management execution (internal procedures) 5. The accounting regulations for the HEI and documentation of segregation of duty between accounting and handling of cash (internal procedures) 6. Copy of last financial year's audit for the entire HEI 7. Copy of last financial year's Management letter to the HEI, with response from the management of the HEI 22

23 Letter of Commitment and other uploads Upload of Letter of Commitment Please see EnPe web pages for Letter of Commitment template. The Letter should be signed by all parties, scanned and uploaded here. If you do not have a completed Letter of Commitment when filling in this application, please make sure that a fully signed Letter of Commitment is sent to the EnPe secretariat at enpe@adm.ntnu.no within three weeks after the application deadline. Additional uploads Please use this page to upload any additional documents that are of relevance to the application and that you wish to include. Up to 5 files may be included. File size limit per file is 1mb. Review and download Application form completed 23