The Proposal Guide: How to Prepare a Proposal for Support Through Canadian Foodgrains Bank

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1 The Proposal Guide: How to Prepare a Proposal for Support Through Canadian Foodgrains Bank Last Revised: November 30, 2004

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3 TABLE OF CONTENTS WELCOME... 1 WHO WE ARE: AN INTRODUCTION TO CANADIAN FOODGRAINS BANK... 3 CANADIAN FOODGRAINS BANK PROPOSAL TEMPLATE... 7 ATTACHMENT 1: PROPOSAL SUMMARY ATTACHMENT 2: PROJECT LOGICAL FRAMEWORK ATTACHMENT 3: COMMODITY TABLES Commodity Requirements - Free Distribution Commodity Requirements - Food for Work ATTACHMENT 4: SHIPPING INFORMATION FORM ATTACHMENT 5: INLAND TRANSPORT, SHIPPING, AND HANDLING BUDGET TEMPLATE SECTION 1: IMPLEMENTING PARTNER INFORMATION SECTION 2: SITUATION ASSESSMENT Project Location Local Food Economy Problem Description General Guidelines for Situation Assessment and Analysis Effect on Population Coping Strategies SECTION 3: IDENTIFYING THE BENEFICIARIES Description of Beneficiaries Targeting Methods Strengths and Weaknesses Local Participation Sphere Minimum Standard and Guidelines for Participation in Food Aid Projects SECTION 4: EXPECTED RESULTS Purpose (Expected Impact) Objectives (Expected Outcomes) Expected Results - Relief Food Distribution Expected Results - Food for Work Expected Results - Seed Distribution Expected Results - Food Security Expected Results - Complementary Nutrition Expected Outputs Evaluation Plan SECTION 5: ACTIVITIES AND INPUTS Description of Activities and Inputs Eligible Categories for Activities and Inputs Canadian Foodgrains Bank Cash Advance and Disbursement Policy Environmental Analysis Risks and Assumptions Timeline SECTION 6: FOOD AND SEED INPUTS Food Commodities (Food Aid projects only) Commodity Requirements A Free Distribution B Food for Work Delivery Mode DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide

4 6.1.2A Canadian Shipments B Local Purchases Seeds (Seed Distributions Only) Seed Requirements Seed Purchase Inland Transport, Shipping and Handling (ITSH) Field Support RESOURCES DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide

5 WELCOME Welcome to the Canadian Foodgrains Bank Proposal Guide. This package takes you through the process of writing a proposal for support through Canadian Foodgrains Bank. We no longer ask partners to fill out a form. Instead, we provide a Proposal Template, which lists the information that your proposal should include. For each heading in the Template, this Guide describes WHY this information is required, WHAT the expectations are, and HOW you can get more help to plan your project and prepare that part of the proposal. Each heading in the Template tells you where to look in the Guide for more assistance (e.g. Section 2.3 ). If you are using the interactive version on your computer, you may go directly to the relevant section in the Guide by clicking on the Template heading for which you would like more information. This package includes the following components to help you plan your project and prepare a proposal: The Proposal Template: Provides the basic information, forms, and suggested format for your proposal The Proposal Guide: Detailed information on each section in the Template, with references to other resources The Planning Monitoring and Evaluation Toolbox: A collection of materials designed to help you plan and evaluate your project. This includes the tips information sheets on a variety of topics, and specific tools for environmental analysis, gender analysis, nutrition and health surveys, coping strategies, and dietary assessment. Most of what you will find here is standard, common practice when preparing proposals for any type of assistance. Canadian Foodgrains Bank does not have particularly unique requirements for results-based planning and proposals. We hope that these guidelines will also help you to prepare proposals for any project not only for Foodgrains Bank. Before you begin, we strongly recommend that you read Who We Are: An Introduction to Canadian Foodgrains Bank on the next few pages. This brief summary of our mission and activities will let you know more about Foodgrains Bank and help you to determine whether your project might be eligible for support. DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 1

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7 WHO WE ARE: AN INTRODUCTION TO CANADIAN FOODGRAINS BANK WHO WE ARE Canadian Foodgrains Bank is a partnership of 13 Canadian church agencies, which together seek a Christian response to hunger. Its mission is to enable Canadians, working through the member church agencies and their respective local partners, to share resources with, support and learn from hungry populations outside Canada in their efforts to achieve food security. Food security means that people have access to enough nutritionally balanced food in both the short-term and the long-term that they may live active and healthy lives. Foodgrains Bank s overall goal is to reduce hunger and its consequences among hunger-affected individuals, households, and communities in developing countries. Our specific objectives are: Increase immediate and sustainable access to food Reduce acute and chronic malnutrition Increase food security by protecting and building sustainable economic livelihoods Increase food security by strengthening community development and peace-building In addition to these objectives, we also seek to: Strengthen international and Canadian public policy and action to address hunger Increase Canadian public awareness and engagement with international hunger issues. Foodgrains Bank serves as a fundraiser for its member church agencies, collecting grain and other resources from donors. Farmers, the church community, and the Canadian public provide grain and cash donations, which are deposited into designated Canadian church member accounts or into a general account which can be used by all members. Member agencies draw out resources or equity from their "accounts" to support projects developed in conjunction with overseas partners. Subject to availability of funds, all project activities with the exception of food security activities (see below) are eligible for a 4:1 match from the Canadian International Development Agency (CIDA). All funding is channeled through the 13 Canadian Foodgrains Bank member agencies, who work directly with their local partners. For this reason, the Canadian Foodgrains Bank head office does not accept project proposals. Proposals must be sponsored by one of the 13 Foodgrains Bank member organizations: Adventist Relief and Development Agency Canadian Baptist Ministries Canadian Lutheran World Relief Christian & Missionary Alliance in Canada Christian Reformed World Relief Committee Evangelical Missionary Church of Canada Mennonite Central Committee Nazarene Compassionate Ministries Pentecostal Assemblies of Canada Presbyterian World Service & Development The Salvation Army United Church of Canada World Relief Canada DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 3

8 WHAT WE FUND Foodgrains Bank supports activities in four main categories: food aid, seed distribution, food security, and complementary nutrition activities. Each project may involve one or more of these activities. Food Aid plays an often essential role in addressing food shortages and the inability of vulnerable people and communities to access available food especially during the period of people s lives when the effects of inadequate food intake are most damaging, such as early childhood, during pregnancy and breast-feeding. The primary role of food aid is to increase, improve, and stabilize dietary intake. This is particularly true when there has been a shock to the normal food production and distribution systems. When distributed appropriately with actions to avoid negative outcomes such as dependency food aid helps to protect productive assets and reduce further impoverishment: a first step toward investment to overcome poverty. Foodgrains Bank favours food aid that appropriately addresses immediate needs and contributes toward longer-term food security. Common forms of food aid include: general rations, supplementary feeding, food-for-work, school feeding, and institutional feeding. Food aid is eligible for CIDA matching funds, and constitutes approximately 80% of the Foodgrains Bank program. Seed Distribution: The primary purpose of Canadian Foodgrains Bank support for seed distributions is to rehabilitate production after a loss of crop or seed. Ultimately, the goal is to enhance longer term food security. If people have access to land and other essential inputs, the provision of seeds can be a very cost effective way to re-establish local food production. Seeds can include cuttings, bulbs, tubers or other forms of plant propagation. Seed distribution is eligible for CIDA matching funds, and constitutes approximately 5% of the Foodgrains Bank program. Food Security: Food security funds are used to support activities other than food aid and seed distribution that address the factors that create hunger in the first place. The goal of food security activities is to reduce fear of hunger in the future by reducing the risk of shocks to the system (such as flooding or drought), decreasing vulnerability and enhancing coping mechanisms. Effective approaches include: the promotion of agricultural research and extension built on indigenous knowledge and the recognition of the central role of women in most food systems; building sustainable rural livelihoods for greater access to food; and environmental protection and rehabilitation through conservation structures, sustainable land use strategies and appropriate technologies. These food security activities are not eligible for CIDA matching funds, and constitute approximately 5% of the Foodgrains Bank program. Complementary Nutrition Activities: Complementary nutrition funds are used to support activities other than food aid and seed distribution that deal with other factors that affect nutrition and health. They include: micronutrient supplementation and fortification, water and sanitation projects, primary health care interventions, and accompanying education. Planning and evaluation of complementary nutrition activities must be based on analysis of the nutritional status of the target group. Nutrition activities should be complementary in nature and are normally expected to work in conjunction with food assistance activities, targeting the same beneficiaries. Complementary nutrition activities may be implemented at the same time or following food aid activities, depending on the context. Complementary nutrition activities are eligible for CIDA matching funds. This is a new area of programming, which is expected to constitute approximately 10% of the Foodgrains Bank program. DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 4

9 HOW WE WORK There are three main actors in every project supported by Foodgrains Bank: a local partner organization, a Canadian church member agency, and Foodgrains Bank itself. The local partner takes the lead in planning and implementing a project, in collaboration with one of the member agencies. The local partner in consultation with anticipated beneficiaries and other organizations working in the area develops a project concept and works with the member agency to develop a Foodgrains Bank proposal. The local partner implements the project and reports to the member agency as required (at minimum a final financial and narrative report). The member agency reviews and sponsors its partners projects. The member agency provides food, seed, and funds from its Foodgrains Bank account to support eligible projects. The member works with its local partner to ensure that the project meets the criteria for funding, and provides technical and additional financial support to the local partner as appropriate, depending on the member s own capacity and guidelines. The member also ensures that all of the necessary reports are completed and submitted. Foodgrains Bank staff review and approve projects and assist the member and the partner as required. Foodgrains Bank may provide technical assistance with logistics (most notably procurement and shipping of food commodities), planning, monitoring, and evaluation for a specific project. More generally, Foodgrains Bank is also committed to building the capacity of members and partners to more effectively address hunger and malnutrition in the short and long term. This commitment includes providing information, tools, and training in food and nutrition programming. The basic project cycle is as follows: 1. Concept Paper: The field partner and/or Foodgrains Bank member agency develop a project concept paper (approx. 2 pages). The concept paper provides a rationale for the project, identifying and analyzing the need and root causes of hunger or food insecurity. This paper is submitted to the member agency for initial feedback on feasibility, and may also be shared with Foodgrains Bank. 2. Project Planning: The field partner, often in conjunction with a Foodgrains Bank member agency, identifies the project goals, objectives, and the inputs, activities, outputs, outcomes and related performance indicators, with assistance from Foodgrains Bank staff as needed. 3. Project Proposal: Using the Foodgrains Bank Proposal Template, the field partner prepares and submits a project proposal to one of the 13 Foodgrains Bank member agencies. In most cases, the member agency works with the partner to develop and refine the proposal. 4. Proposal Review: The proposal and accompanying budgets are reviewed by Foodgrains Bank staff. Foodgrains Bank provides feedback on the proposal and requests clarification of missing or unclear information. Note that delays in project approval are often due to incomplete or insufficient monitoring and evaluation plans. 5. Project Approval: A Foodgrains Bank Project Review Committee assesses whether: the project conforms to existing policies, the member has the resources to fund the project, and the project is feasible. Once the budget is approved (with or without modifications), Terms of Understanding are drawn up between Foodgrains Bank and the member agency. 6. Procurement of Commodities and Transfer of Funds Commodities: Arrangements are made for procurement and delivery of commodities by Foodgrains Bank, if shipped from Canada, or by the local field partner, if locally purchased. Foodgrains Bank forwards a portion of the requested funds as per its cash disbursement policies (see the Proposal Guide for details). 7. Project Implementation: The field partner implements the project in a timely manner, guided by the budget and the evaluation plan agreed upon with Foodgrains Bank. 8. Project Monitoring: The field partner monitors project activities and submits interim narrative activity and financial reports to the Foodgrains Bank member agency. 9. Project Evaluation: The field partner carries out a final project evaluation, following its evaluation plan. DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 5

10 10. Final Reporting: The field partner submits narrative and financial end-of-project reports to the Foodgrains Bank member agency. Once final reporting is satisfactory, Foodgrains Bank forwards any outstanding funds (holdbacks or unpaid, budgeted expenses). PROGRAMMING EXCELLENCE Foodgrains Bank and its Canadian membership are committed to constantly improving the quality of programming in the field. Thus, Foodgrains Bank seeks to strengthen its partners abilities to learn from experience and manage by results. Results-based management involves: Defining realistic expected results, based on appropriate analysis Clearly identifying program beneficiaries and working with them to design programs that meet their needs Monitoring progress towards results with the use of appropriate indicators Identifying and managing risks Increasing knowledge by learning lessons and integrating them into decisions Reporting on results achieved and the resources involved Foodgrains Bank has developed various resources to assist members and partners to carry out results-based programming. As a learning organization, Foodgrains Bank and its many stakeholders are keenly interested in sharing lessons learned. These lessons learned should be documented for each project, and should also be applied to similar projects in the future. Foodgrains Bank seeks to use the network of partners to share lessons learned, so that all partners are better equipped to respond to hunger and malnutrition. DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 6

11 CANADIAN FOODGRAINS BANK PROPOSAL TEMPLATE INTRODUCTION This Template summarizes the headings and basic information required for any Canadian Foodgrains Bank project proposal. Be sure to provide complete information and attach all relevant supporting documents, tables and budgets. See the Proposal Guide for more details on each section. NOTE: The Canadian Foodgrains Bank head office does not accept project proposals. Proposals must be sponsored by one of the 13 Foodgrains Bank member organizations (listed in the Proposal Guide and on our website: Gender issues must be considered in all aspects of this proposal. The situation assessment must include reference to the effects of food shortage on both women and men. The Beneficiaries section must identify male and female beneficiaries separately and describe how women and men will participate in the planning, implementation, and evaluation of the project. The section on results must specifically identify the ways in which women and men are likely to benefit differently from this project. Likewise, environmental issues must be discussed throughout the proposal. The environment is a key aspect of situation assessment and must be considered in the planning, implementation, and evaluation of the project. For this reason, all project proposals should include a brief environmental analysis. If the project involves construction or other physical work, a more detailed environmental assessment will likely be required. The results section should indicate clearly any expected positive or negative effects of the project on the environment, with a clear description of how these effects will be measured. See the Environmental Analysis section in the Guide for more details. CHECKLIST BEFORE YOU SEND IN YOUR PROPOSAL, BE SURE THAT YOU HAVE COMPLETED AND ATTACHED ALL NECESSARY PIECES: The main body of the proposal, using the Proposal Template as a guide The one-page Proposal Summary (Attachment 1) The Project Logical Framework (Attachment 2) All related detailed budgets and a summary budget All other supporting documents, including any monitoring and evaluation forms or questionnaires and an environmental assessment (if required) FOR FOOD AND SEED DISTRIBUTIONS: The Commodity Tables (Attachment 3) Copies of price quotations for locally purchased commodities The Shipping Information Form (Attachment 4) The Inland Transport, Shipping and Handling Budget (Attachment 5) THE COMPLETED PROPOSAL MAY BE MAILED ELECTRONICALLY (ATTACH THE COMPLETED FILES TO AN ), FAXED, OR POSTED TO ONE OF THE 13 CANADIAN FOODGRAINS BANK MEMBER ORGANIZATIONS. DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 7

12 Your proposal should contain the information listed in this Template. Note that some sections apply only to certain types of project (e.g. specific sections for food aid and seed distributions). 1. IMPLEMENTING PARTNER INFORMATION (Half-page) Brief history, mandate or mission statement Previous experience with projects of this type Current staff capacity to carry out this project If possible, attach an audited financial statement for the past year 2. SITUATION ASSESSMENT 2.1 Project Location (1-2 paragraphs) Specific locations where project activities will take place Description of why and how this area was selected Attach a map showing project locations. 2.2 Local Food Economy (2-3 paragraphs) How people in the project area access food in normal times, including: o Main sources of production and income o Normal planting and harvest periods for important staple crops grown in the project area 2.3 Problem Description (Half-page to a full page) Immediate and underlying reasons that the project area requires aid Description of food availability at local, regional and national levels Response by other organizations, government, etc. 2.4 Effect on Population (Half-page to a full page) Effect of problem(s) on food security and nutritional status in these areas Any differences in these effects on men and women 2.5 Coping Strategies (Half-page to a full page) How people are coping with the current situation Different coping strategies used by men and women 3. IDENTIFYING THE BENEFICIARIES 3.1 Description of Beneficiaries (Half-page) Identity and description of each population group to benefit from project Methods and criteria used for selection Numbers of men, women, and children 3.2 Local Participation (1-3 paragraphs) How local people (particularly women) have participated in project planning and will participate throughout the project. 4. EXPECTED RESULTS 4.1 Purpose (One line) Overall goal of the project (i.e. its broad purpose) 4.2 Objectives (1-2 pages) Description of each objective (expected outcome) Specific, measurable indicator(s) for each objective Source of data for each indicator 4.3 Expected Outputs (1-2 pages) Description of each output (immediate results of activities) Source of data for each output 4.4 Evaluation Plan (1-2 pages) Detailed description of ongoing monitoring, baseline, midterm, and follow-up surveys. Methods of sample selection and data collection. Attach copies of any questionnaires or forms Attach a detailed Evaluation Budget Summarize expected results in the project logical framework (Attachment 2) 5. ACTIVITIES AND INPUTS 5.1 Description of Activities and Inputs (1-3 pages) Planned project activities in the following eligible categories: o Food Aid Narrative description of food aid activities Complete Food and Seed Inputs Section o Seed Distribution Narrative description of seed distribution activities Complete Food and Seed Inputs Section o Food Security Activities Narrative description of food security activities o Attach detailed budget Complementary Nutrition Activities Narrative description of nutrition activities Attach detailed budget Lessons learned from past experience Attach a summary budget for the project Provide the following Banking Information o Name of Payee s Bank o Address of Bank o Telephone of Bank o Fax of Bank o of Bank o Account Name o Account Number o If applicable, also provide the name and address of the corresponding bank (the bank that does your bank s business in North America). DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 8

13 5.2 Environmental Analysis Environmental Analysis (all projects) (1 page) o How the environment is integrated into project objectives o Environmental setting for the project o Potential negative environmental impacts of activities o Strategies and specific measures to minimize negative impacts o Potential environmental benefits of activities o Description of physical structures to be built Environmental Assessment (if applicable see Guide) (3-6 pages) o Include the assessment report, covering the points in the Guide (project description; host country legislation; description of the environment; methods; analysis of effects; public concerns; mitigation measures; follow-up; conclusion) 5.3 Risks and Assumptions (Half-page to a full page)) Anticipated challenges or risks and plans to manage these risks. Assumptions made in the planning process. 5.4 Co-ordination (Half-page to a full page) How project activities complement and link with responses by other organizations and government bodies. Steps taken to reduce the potential for duplication of activities in the project area 5.5 Timeline (Half-page) Proposed timeframe for each phase of the project, including project activities, evaluation, and reports. Summarize activities, risks and assumptions in the project logical framework (Attachment 2) 6. FOOD AND SEED INPUTS (Food Aid and Seed Distributions Only) Complete only the relevant sections 6.2 Seeds (Seed Distributions only) 6.1 Food Commodities (Food Aid projects only) Commodity Requirements o Description of commodities, ration sizes, and timing o Attach the Commodity Tables (Attachment 3) o Description of tools and materials needed (FFW) o Attach a detailed budget for tools and materials Delivery Mode o Preferred method for delivery of each commodity (Canadian shipment or local purchase) and reason for this preference Seed Requirements o Description of seed selection process o Seed variety and quality specifications o Average plot size or total area of land to be seeded o Normal application rate (quantity of seed per unit area) o Total required quantity of each seed type o Normal growing season for each crop o Nutritional value of each crop o Average expected yield o Description of tools and materials needed o Attach a detailed budget for tools and materials A. Canadian Shipments o Attach a legible printing of required package markings in preferred second language o Attach the Shipping Information Form (Attch. 4) o Description of required import documents o Local weight restrictions o Details of preparations to receive shipment o External parties responsible for import approvals o Potential risks if commodities are shipped before all customs and duty exemptions are received B. Local Purchases o Identification and selection of potential suppliers o Attach copies of three written wholesale price quotations for the intended type, quantity, quality, and delivery terms for each commodity to be purchased o Recommended supplier (explain rationale) o Attach a detailed budget for locally purchased food Seed Purchase o Identification and selection of potential suppliers o Attach copies of three written wholesale price quotations for the intended type, quantity, quality, and delivery terms for each seed to be purchased noting country of origin o Guaranteed germination rate o Attach a detailed budget for seed purchases 6.3 Inland Transport, Shipping, and Handling (Food Aid and Seed Distributions) Detail arrangements for transport of commodities from port or point of sale to primary warehouse(s), secondary warehouse(s) and distribution site(s) Attach a detailed budget for ITSH (use the ITSH Budget Template Attachment 5) 6.4 Field Support Description of direct implementation costs Attach a detailed budget for field support costs DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 9

14 ATTACHMENT 1: PROPOSAL SUMMARY This summary must be completed and attached to your proposal. 1. Date of proposal submission: 2. Project Name: 3. Full Name of Implementing Organization: 4. Country: 5. Specific Areas (e.g. state/province, county, town, etc.): 6. Project Start Date: 7. Project End Date: 8. Expected Number of Beneficiaries: 9. Brief Description of Beneficiaries: 10. Brief summary of the project (one paragraph) including rationale, activities, and expected results: 11. Material Resources Requested: Food (mt): Seed (specify units): Tools: Other (specify): 12. Contact Information Mailing Address: Street Address (if different, for courier deliveries): Telephone: Fax: Contact Person and Title: DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 10

15 ATTACHMENT 2: PROJECT LOGICAL FRAMEWORK Information from Sections 4 (Expected Results) and 5 (Activities) must be summarized in this logical framework. Attach the logical framework to your proposal. Purpose Objectives (Outcomes) Indicator Data Source Risks and Assumptions Outputs Data Source Risks and Assumptions Activities Risks and Assumptions DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 11

16 ATTACHMENT 3: COMMODITY TABLES Complete the following tables if your project includes food distribution Commodity Requirements - Free Distribution Beneficiary Group Number of Recipients Commodity Monthly Ration Size (kg/person) Project Duration (months) Amount Required (metric tonnes) DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 12

17 Commodity Requirements - Food for Work Beneficiary Group Number of Workers Commodity Monthly Ration Size (kg/person) Project Duration (work days) Amount Required (metric tonnes) DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 13

18 ATTACHMENT 4: SHIPPING INFORMATION FORM Destination Country: Point of Delivery: Consignee: Organization s Full Name: Contact Person and Title: Mailing Address: Courier (Street) Address: City: Country: Telephone: Fax: First Notify Agency: (if applicable) Organization s Full Name: Contact Person and Title: Mailing Address: Courier (Street) Address: City: Country: Telephone: Fax: Second Notify Agency: (if applicable): Organization s Full Name: Contact Person and Title: Mailing Address: Courier (Street) Address: City: Country: Telephone: Fax: DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 14

19 ATTACHMENT 5: INLAND TRANSPORT, SHIPPING, AND HANDLING BUDGET TEMPLATE Fill out each of the following tables, as appropriate. A. Handling/Storage Costs: Handling and storage costs. Add additional items as appropriate. Port Clearing Item Loading & Unloading Warehouse Rent Warehouse Materials Warehouse Staff Units (Specify) A Number of Units B Cost per Unit Total cost A X B Total B. Primary Transportation Plan: Cost to move food from the port to the primary warehouse. Location of Primary Warehouse Distance from Port A Amount to Transport (mt) B Cost per mt Total cost A X B Total C. Secondary Transportation Plan: Cost to move food from primary warehouses to distribution sites or secondary warehouses. Location of Secondary Warehouse and Distribution Sites Distance A Amount to Transport (mt) B Cost per mt Total cost A X B Total ITSH SUMMARY Summarize totals of Tables A, B, and C. Cost Item A - Costs at the port B - Primary Transportation C - Secondary Transportation TOTAL ITSH COST Cost DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 15

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21 SECTION 1: IMPLEMENTING PARTNER INFORMATION WHY do we need this information? Since the Foodgrains Bank is a network of partnerships between Canadian and overseas organizations, it is important to know who is implementing the project. This section gives us some information on your organization s experience with food and nutrition projects. It also helps us to understand your basic philosophy and approach to food security and nutrition. Finally, this section can help to identify any capacity constraints that your organization may face. Canadian Foodgrains Bank member agencies place a high priority on capacity building. The member agency that you work with may have funding available to alleviate some of the constraints that your organization is facing, specific to food and nutrition projects. WHAT are the expectations? A basic description (approximately half-page) of your organization should suffice. Key points to include: Brief account of your organization s history, including how you got involved in this project Current mandate and/or mission statement Your organization s experience with other projects of this type Your organization s previous involvement with food and nutrition issues Staff available to implement the proposed project, with specific reference to staff time, training, and experience. Identify any significant constraints and how you plan to address them. Detailed, external financial statement of previous fiscal year, if available (preferably audited). In addition to the above, you may wish to attach an organizational chart and/or recent annual report HOW can you get more help with this section? If you have any questions about this section, please contact one of the 13 Canadian Foodgrains Bank member agencies. DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 17

22 SECTION 2: SITUATION ASSESSMENT A good situation assessment is the foundation for project planning. The situation assessment provides information that will determine where the project takes place, when, and with whom. Most importantly, the situation assessment explains why the project is needed in the first place. The situation assessment provides the logical basis for all other project information including the beneficiaries, expected results, and activities. A key component of the situation assessment is coordination with other organizations that are operational in the project area. Too often, NGOs do their own thing without consulting other NGOs or government bodies. The Foodgrains Bank expects that local organizations will make contact with other organizations in the project area and will participate in any local coordination meetings or committees. Such coordination helps to minimize duplication (doing the same thing as someone else, in the same area, with the same people) and promotes the sharing of information, increasing the efficiency and effectiveness of assistance. 2.1 Project Location WHY: In order to understand the project, we need to know first where it will take place. This also allows us to relate this project to other projects that we have supported past or present. WHAT: We need to know the specific communities or areas in which the project will take place (stating the country only is not good enough). Please help us to locate the project by providing information on district, state or province, etc. and by providing a map, with the project locations clearly marked. Explain why you are focusing on this particular location. If the problem affects other people and areas as well, we need to know why you are placing priority on this specific area or group of people. HOW: If you are having trouble targeting a specific area, try contacting other organizations working in the region (if you have not already done so). This will help you to avoid duplication and may help you to identify areas that are not currently reached by existing projects. In some areas especially in emergencies coordinating bodies have been established to direct assistance to the areas most in need. DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 18

23 2.2 Local Food Economy WHY: Since the person reading this proposal is probably not familiar with the specific project area, it is important to provide some basic information on how people in this area normally provide food for themselves and their families. This information gives the reader the basic background necessary to understand current food insecurity problems and the actions proposed in this project. The information on major harvest times is especially important if you are requesting food or seed assistance, to assure that the food or seed arrives at the right time (for example, food aid may harm local producers by lowering their prices if it arrives during harvest). WHAT: Your description of the local food economy should be two or three paragraphs long (approximately half a page). Much of this information may already have been gathered by other agencies (NGOs, UN, or government). Include any relevant information from those sources. The description should contain the following details: A brief description of local food production (crops and livestock). Note whether local food production is largely subsistence (to meet the farmer s own needs) or commercial (selling produce as a source of income). A brief description of main sources of income (e.g. agriculture, trading, manufacturing) Normal level of sufficiency (in normal times, are people able to provide their own needs for the whole year, or only part of a year?) A description of the major crops produced and the main planting/harvest times (see example table below) Any important details about the normal diet, including preferred and less preferred foods. Any other history that will help the reader to understand the local population s normal food patterns You may attach any figures or tables that help to illustrate your description (e.g. a graph showing production figures for the past decade or a table of major crops produced). HOW: One of the best resources for describing a local food economy is Save the Children-UK s Household Economy Approach. Save the Children has published a useful handbook describing the approach in practical terms (see the References section for ordering information). The Foodgrains Bank has summarized the approach in the information sheet tips 301. Below is an example of a crop planting and harvest times table: Food Crop Normal Seeding Time Normal Harvest Period Maize March/April July/August Cow Peas September January Sorghum September/October December/January DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 19

24 2.3 Problem Description WHY: The problem description explains the need for this project. A good understanding of the problem(s) facing the population is a basic requirement for an appropriate and effective response. Your description of the problem helps the reader to understand why a project is needed in the first place, and the logical connection between the problem and the specific response that you are proposing. WHAT: The problem description (half-page to a full page) should include both the underlying and the immediate causes of food insecurity and malnutrition. Underlying causes include long-term factors that reduce people s ability to cope, such as environmental degradation (soil erosion, deforestation, etc.), discrimination against certain groups, political instability, and dysfunctional markets. Immediate causes include short-term triggers such as drought, conflict (may be short or long-term), flooding, earthquakes, etc. In many cases, certain underlying factors have made a group of people vulnerable to food shortage. However, it is often the immediate causes that push them into acute food insecurity and/or malnutrition. The specific requirements for a problem description will vary depending on the type of situation. Below are sets of guidelines for both emergency and chronic situations: a) Emergency Situations: If you are describing an emergency situation, you should provide the following details, using data from recent situation assessments (your own or from other sources) wherever possible: Basic Description: What is/was the event? Give a basic description of the event that caused the current situation (e.g. flood, drought, conflict, etc.). Background: What factors led to this event? What factors made the population more vulnerable to this event? Timeframe: When did events occur? For sudden-onset events (e.g. floods, earthquakes, and conflicts) give dates. For slow-onset events (e.g. droughts) give months, seasons and years. Duration: How long did the event last, or how long is it expected to last? Magnitude: How many people are affected? Describe the size of the event, the population affected, and the areas affected. Response: Which organizations are responding to the event and how? Describe the main actors (UN, NGOs, government) and what they are doing to assist the population. Note whether the response to date has been appropriate and sufficient. Describe any shortcomings. b) Chronic Situations: If you are describing a chronic situation, you should provide the following details, using data from recent situation assessments (your own or from other sources) wherever possible: Basic Description: What is the nature of the current situation? Describe the main problems affecting the population. Background: What factors have led to the current chronic situation? Make reference to any relevant economic factors, government policies, environmental practices, social customs, etc. that have caused or worsened the current situation. Timeframe: For how long has the current situation affected the population? Note whether the situation has improved, worsened, or remained stable over time. Magnitude: How many people are affected? Describe the size of the affected population and areas. Response: Which organizations are responding to the situation and how? Describe the main actors (UN, NGOs, government) and what they are doing to assist the population. Note whether the response to date has been appropriate and sufficient. Describe any shortcomings. HOW: Your description of the problem should be based on a recent situation assessment and analysis. The information that you use should be recent and relevant to the population in the project area. Read the General Guidelines for Situation Assessment and Analysis (next page). DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 20

25 General Guidelines for Situation Assessment and Analysis Start by gathering as much information as possible from other sources, such as government departments, UN agencies, and other NGOs. There is no point in duplicating work that has already been done to describe and document the current situation. To be relevant and useful for situation analysis, data from other sources should be specific to the project area and target population. For example, national statistics may give a very general picture, but do not tell you much about the specific project area. If specific information is not available from other sources, you will need to collect it yourself. Describe how you collected the information and give details of any data (actual percentages, number of people, etc.). Whether you do an assessment yourself or rely on information from other sources, you will have a more complete picture of the situation if you use both formal and informal data. Formal data collection uses methods that meet scientific standards for credibility. This includes surveys, focus groups, and ongoing monitoring of markets, weather, soil conditions, etc. In all cases, your methods and measurements should be based on commonly accepted practices and standards. For surveys, this includes the following key considerations: WHO you ask (the sample): Important considerations are sample size (you need to ask enough people to ensure that you get reliable numbers) and the method of sample selection (people should be randomly selected without bias to any particular group). See tips 201 for more information on choosing a sample. WHAT you ask: Most often, this means developing a set of questions. Beware asking for too much information. Asking too many questions takes up a lot of time and energy (both for the respondents and for your own staff). Test each question by considering what you will do with the information. Only ask for information that you will actually use. HOW you ask: The method of data collection is very important. Avoid questions that will be offensive, that will make people suspicious, or are too easily manipulated. People are very skilled at giving answers that they think will benefit them, rather than the truth. It takes a good questionnaire and skilled interviewers to discern truthful answers from exaggeration or untruths. If your measurements involve instruments (e.g. weighing scales, length boards, etc.) ensure that the instruments are working properly and that the surveyors are trained to use them correctly. Further information on methods useful for situation assessment can be found in the following information sheets: tips 201: Choosing a Sample tips 202: Interviews and Focus Groups tips 203: Designing a Questionnaire tips 204: Anthropometric Indicators tips 301: The Household Economy Approach tips 302: The Famine Early Warning System Informal data collection does not require the use of standard methods. Rather, this refers to intuitive, subjective information gleaned from conversations, field visits, and reports from staff. Often, the informal data provides important insights and nuance that is missed by the formal methods. Thus, informal information can help to correctly interpret and explain the findings of more formal assessments. However, informal information alone does not make a strong case to the outside reader, since it is too easy to exaggerate, oversimplify, or mistake. This is why a mix of formal and informal information is best. Once you have collected the information, you need to put it together to tell a meaningful and consistent story. This is the analysis stage, linking information to clearly describe the situation and potential solutions. One useful tool for this type of analysis is the problem tree. The problem tree helps you to clearly define the core problem, its causes, and its effects on the community. The problem tree also helps you to define possible areas for intervention and to identify expected results. This is a good tool to use with a group of people (staff, community representatives, etc.) as you plan your project. You can read more about the problem tree in tips 103. DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 21

26 2.4 Effect on Population WHY: A clear description of the current situation s effects on the population can help you to identify the expected results of your project. For readers who are not familiar with the project area, it is important to describe how the situation that you have described is affecting people s lives. This gives a better picture of the nature and magnitude of the problem. WHAT: This description (half-page to a full page) should include data in the following categories: Health and Nutrition: Explain how the situation has affected the prevalence of malnutrition and the incidence of key illnesses (malaria, diarrhea, respiratory infections, etc.). Provide available data as part of your explanation. Note the main health and nutrition problems, including vitamin and mineral deficiencies. Food Security: Explain how the situation has affected people s ability to produce or purchase food. Provide available data on changes in income levels, agricultural production (including major crop losses and damage to land or equipment), and employment levels as a result of the current situation. Also provide available data on food stocks how much food is available in the market and the status of household food stores. Community and Social Networks: Explain how the situation has affected community groups, families, and the basic social networks that people rely on for their livelihoods. Provide information on any development activities that have been disrupted as a result of the current situation. Peace and Local Governance: Explain how the situation has affected peace in the affected area. If the situation has led to tensions or conflicts, provide a brief description. Also, explain any effects on local politics has the current situation altered governance or local power structures in any way? NOTE: In each of the categories listed above, your description should clearly identify the effects on women as well as men. HOW: See the General Guidelines for Situation Assessment and Analysis. DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 22

27 2.5 Coping Strategies Describe how people are coping with the current situation. Explain any differences between the coping strategies used by men and women. WHY: Observing and describing how people are coping with the current situation gives a good picture of the severity of the current situation. Documenting coping strategies also helps to identify particular activities that may be harming people s ability to feed themselves in the future. For example, if people are eating their seed and selling off livestock and farming implements in order to buy food, they are reducing their ability to plant a crop and so feed themselves in the next season. WHAT: This description (half-page to a full page) should clearly describe what people are doing to cope with the current situation specifically what unusual things people are doing in order to produce or purchase food. These activities could include: eating seed, selling off household or farming assets and livestock, migrating to other areas in search of labour or food, borrowing (food, assets, or cash), eating less preferred or famine foods (roots, leaves, etc.),or reducing the quantity (number of meals per day, amount eaten at each meal) and quality (diversity, nutritional value) of food consumed. For each activity reported, provide any available data (e.g. what % of the population is currently using that strategy) and report how the information was collected. HOW: See the General Guidelines for Situation Assessment and Analysis. The coping strategies tool (part of the Foodgrains Bank Toolbox) provides a simple approach to measure and analyze the use of key coping strategies in the community. DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 23

28 SECTION 3: IDENTIFYING THE BENEFICIARIES 3.1 Description of Beneficiaries WHY: Once you have done your situation assessment, you need to determine which people you will focus on. A clear description of the beneficiaries, as well as the methods and the criteria used to select them will help to ensure that this project actually reaches the right people. Also, the Foodgrains Bank needs to know that you have identified a specific group of people and that you have a system in place to ensure that your assistance reaches those people. The Foodgrains Bank requires the total number of individual beneficiaries so that it can track and report how many people have been reached by the projects it supports. WHAT: This description (half page) should include the following details: A description of the number and identity of each group expected to benefit from this project (e.g. 500 landless labourers, 1,500 woman-headed households, 800 drought-affected farm families, etc.). Give a brief description of why this group is included. Clearly identify whether the numbers refer to households (e.g. 800 drought-affected farm families) or individuals (e.g. 500 landless labourers). If you give the number of households or families, please also estimate the number of individuals that will benefit from the project (you can do this by multiplying the number of households by the average household size). Also, clearly identify how many of the beneficiaries are women. A description of the methods used to select the beneficiaries. Describe who will select the beneficiaries (e.g. a committee made up of local leaders, local pastor, relief worker, and four community representatives). Note the involvement of women in the selection process. Describe how these people will do the selection (e.g. using beneficiary lists supplied by local officials, using a wealth-ranking exercise, community mapping, etc.). Give details. A description of the criteria used to select the beneficiaries. Describe the basis for the selection (e.g. households with no livestock, farmers who have experienced total crop failure, families with a monthly income of less than US$30, etc.). HOW: In general, the project should target the most vulnerable people, identified as part of the situation assessment (Section 3). Of course, this is not always possible (for example, food-for-work projects often do not reach those unable to work the disabled, the elderly, etc.). You may use a variety of methods to target beneficiaries. Kay Sharp, a researcher in Ethiopia, has identified the following list of targeting methods, with relative strengths and weaknesses: DRAFT VERSION 2003A - 30-Nov-04 Canadian Foodgrains Bank Proposal Guide Page 24