Appendix 6E PROJECT BUSINESS PLAN RURAL DEVELOPMENT PROGRAMME 2014-2020 PRIORITY 6: SOCIAL INCLUSION, POVERTY REDUCTION AND RURAL DEVELOPMENT SCHEMES BASIC SERVICES, VILLAGE RENEWAL AND RURAL BROADBAND Organisation Name: Application submitted by: Project Business Plan completed by: Date Project Business Plan completed: Please read the Guidance on developing your Business Plan. You must complete the checklist at Annex 1 and if applicable Annex 2. You must complete the financial spreadsheets which accompany this Project Business Plan Please note for projects seeking funding of 90,000 and under, the baseline option and only one do something option is required. For projects seeking funding over 90,000 the baseline option and at least two do something options are required.
PROJECT BUSINESS PLAN CONTENTS SECTION 1: NEED AND DEMAND (Maximum 2,000 words) Use this section to describe and quantify the specific need for your project. Provide background information on current situation/current level of service provision (this is called the Baseline Option); evidence of deficiencies in current service provision; and opportunities for improvement. Provide details of the proposed project, how need/demand for it was established and the justification for the proposed scale (i.e. evidence that it is appropriate to the likely level of demand for the service). What are the physical/resource requirements to deliver the project? Guidance Note Section 1 SECTION 2: OBJECTIVES OF THE PROJECT (Maximum 500 words) What are the objectives of the project? These should be Specific, Measurable, Achievable, Relevant and Time-bound. Also please record projected project start and completion dates. Guidance Note Section 2
SECTION 3: STRATEGIC CONTEXT (Maximum 500 words) Please describe how the project will contribute to the key priorities of the LEADER funding Scheme, the LAG strategy, and the Council s Community Plan. Describe what is innovative about the project in terms of addressing needs at a local community level. For example, within the Basic Services Scheme an innovative solution to addressing access to a number of services to the community is a key requirement of the Programme. Guidance Note Section 3 SECTION 4: PROJECT OPTIONS CONSIDERED AND PREFERRED OPTION (Maximum 1500 words) You should outline the main options that you have considered during the course of developing your project. Guidance Note Section 4 Describe in detail the baseline and main options which have been identified as the alternative ways of meeting the objectives of the project: Baseline or do nothing option (i.e. describe what is currently happening, and include details of its location and scale). Provide details of the positive and negative nonmonetary factors which should be taken into consideration, for example, the impact of not carrying out the project on the local community, or the environment etc.
Option 1: Describe how the existing level of production/service provision will be amended to include the new activity or change in activity proposed in this option. List here, or in an attachment, the items or capital works to be purchased in order for the project to proceed, and their cost. Describe the benefits of this option, and give details of any direct jobs created (i.e. number of full-time, part-time, seasonal, skilled, manual etc.). Provide details of the positive and negative non-monetary factors which should be taken into consideration, for example, the impact of the project on the local community, or the environment etc. Option 2: Describe how the existing level of production/service provision will be amended to include the new activity or change in activity proposed in this option. List here, or in an attachment, the items or capital works to be purchased in order for the project to proceed, and their cost. Describe the benefits of this option, and give details of any direct jobs created (i.e. number of full-time, part-time, seasonal, skilled, manual etc.). Provide details of the positive and negative non-monetary factors which should be taken into consideration, for example, the impact of the project on the local community, or the environment etc. Please explain which Option you have selected as your preferred option and give your rationale for this choice. If the preferred option costs more than the other options considered you must explain why the preferred option represents the best Value for Money option.
SECTION 5: DISPLACEMENT (Maximum 500 words) In order to assess the need for financial investment to your project please provide the following information for each do something option: Describe how each option complements and adds value to similar ongoing or proposed work in the region and beyond. What is the competition for your proposed option? Would any of the Do Something options impact on any existing project or business within the locality/northern Ireland? If yes, please give details of the expected impact. Guidance Note Section 5 SECTION 6: ADDITIONALITY (Maximum 500 words) In order to assess the need for assistance to your project please provide the following information for each do something option: Details of all financial resources at your disposal; Details of efforts you have made to obtain other sources of funding; Details of contingency plans in place if the grant application is unsuccessful; Details of contingency plans in place should the cost of the project overrun the contract price; and In the absence of public funding, would any of the Do Something options go ahead? If yes, please give details regarding scale, timing and geographical area. Guidance Note Section 6
SECTION 7: Budget and Financial Projections We need to understand the costs of your project both capital and revenue, and any revenue projections during its lifetime (both during and post funding) and the cash flow requirements which may be needed during its delivery. Please ensure that you have completed all the spreadsheets that were issued with this Business Plan for the Baseline and all the Do Something Options and submit them with your Plan. Please ensure that you have also completed the Profit and Loss estimate for the preferred option at Annex 5. For the Preferred Option you need to provide a summary below of total expenditure and total grant sought. Guidance Note Section 7 Capital Expenditure ( ) Buildings Refurbishment Equipment/Machinery Other.. Other recurrent/revenue costs for which grant aid is requested (These are likely to refer only to marketing/promotion and training costs) Contribution in kind * - (only included for rural development type projects where this is an eligible expenditure for grant purposes). Total Capital Funding Total Capital grant requested from DARD Capital grants requested from other funding organisations Own resources (i.e. own money used to fund capital items eligible for grant) Bank other funds Recurrent/Revenue cost funding (i.e. normally for marketing/promotion & training costs) Recurrent/Revenue grants requested from DARD. Recurrent/Revenue grants requested from other funding organisations. Own resources (i.e. own money used to fund non-capital costs for which grant aid is requested).
Contribution in kind ( only included for rural development type projects where this is an eligible expenditure for grant purposes). Total 7(a) You should explain the basis of each item of income and expenditure set out within the financial spreadsheets for the Preferred Option and for Year one only. 7(b) Which of the grants requested from other funding organisations have already been approved? Organisation Funding Sought Date of Letter of Offer
7(c) Capital Works Requirement Included (Y/N) Professionals Quotes The budget should be supported with appropriate quotes included for services provided by architects and other professionals e.g. QS. Cost- Effectiveness % / Grant cost per direct FTE additional job created (%) Capital grant as a % of total capital project costs (%) Construction cost per m2 ( ) SECTION 8: RISK ANALYSIS (Risks, Uncertainty & Constraints) Use this section to set out what might impact on the projects ability to deliver the outputs or achieve its full impact. Also explain how you will manage the risk. Add additional rows to cover all risks identified. Risk Description Likely impact of Risk H/M/L State how the options compare and identify relevant risk management / mitigation measures Opt 1 Opt 2 Opt 3 1.
2. 3. 4. Overall Risk (H/M/L): KEY: H = high M = medium L = low N/A = Not Applicable SECTION 9: PRIORITY 6 - CROSS CUTTING THEMES (maximum 500 words: 9a - 9c) Please indicate the impact of your project on the cross cutting themes of the Rural Development Programme - neutral or positive - and justify the choice. Guidance Note Section 9 9a. Sustainable Development: Illustrate how you will promote sustainable development in terms of the integration of environmental, economic and social issues.
9b. Equality: Show how your project will mainstream the principle of equality. 9c. Environmental Provide details of the Environmental Impact Assessment and Habitats Regulation Assessment (if these have been carried out as part of any planning application). SECTION 10: MANAGEMENT ARRANGEMENTS (Project Delivery, Resourcing & Governance) (Maximum 1,000 words) It is critical you have a robust, credible and realistic delivery plan. A template has been provided at Annex 3. In addition you need to detail the following below: The project management structure and governance arrangements for the delivery of the project. If there are project partners for the delivery of this project please state why these partners were chosen. Provide evidence that quality management arrangements are in place regarding timelines, organisation, tasks and responsibilities. These must be well defined and realistic. Guidance Note Section 10
SECTION 11: MARKETING (Maximum 500 words) You need to outline how you intend to market your project (if relevant for the type of project proposed). You need to provide a Marketing Plan - a template has been provided at Annex 4. Describe the marketing steps required to implement the preferred option. Have the costs of these steps been included in the budget? If not, how are they to be funded? Guidance Note Section 11 SECTION 12: MONITORING AND EVALUATION (Maximum 500 words) You will need to monitor the performance of your project during its lifespan. Please provide details below of the proposed arrangements for monitoring and evaluating this should be both during and after implementation of the project. Please also complete the Benefits Realisation Plan template at Annex 6. Monitoring Guidance Note Section 12 (i) (ii) (iii) What information will be monitored? Who will be responsible for providing the monitoring information? When will monitoring take place? Evaluation (i) (ii) (iii) What information will be evaluated? Who will be responsible for providing the evaluation information? When will the evaluation take place?
SECTION 13: EXIT STRATEGY (Maximum 500 words) The programme finance available under the RDP is project specific finance and cannot offer long term financial support for initiatives or organisations. It is therefore critical that you have an identified exit strategy and for capital projects that are to go on providing services post project completion, that the services provided are viable and sustainable for the project at the end of the funding award. Provide evidence of the durability of the outputs and results of the project (i.e. the long-lasting effect of the achievements beyond the duration of the project). Outline the strategy proposed to secure the long-term impact of the project - (e.g. mainstreaming/sustaining the project/rolling out of results). Describe how you will maintain (if appropriate) the project without LEADER funding or manage the expectations of your recipients/participants in the case of scaling back or completing the project. Guidance Note Section 13
Annex 1: Checklist of Information to be submitted with your Business Plan Required Annexes to the Business Plan Constitution/Memorandum and Articles of Association/Companies House Registration Description Delivery Plan Annex 3 Marketing Plan Annex 4 Profit and Loss Estimate Annex 5 Benefits Realisation Plan Annex 6 Financial Spreadsheets If applicable Draft Partnership agreement Signed Copy of Constitution/Memorandum and Articles of Association Companies House Registration documentation Annex 7 (either 90,000 under; or 90,000.01-500,000) Proposed agreement between partners if there are co-applicants Included (Y/N/Not applicable)
Annex 2: Checklist for Capital Projects Applying to the RDP In addition to the standard application form and accompanying documentation, the following list outlines the supporting documentation which will be required for proposed Capital Projects. Requirement Description Included (Y/N) Description of Proposed Building Works Security of Tenure A detailed description of the capital project is required including the scale of the works proposed. This should link into/form part of the project plan provided in the application form/project Business Plan. Evidence of security of tenure is required for the building/land which is to be developed (either freehold or leasehold (25 years) ownership is acceptable). Planning Consent At the time of application full planning approval must be in place. Landlord If the property for which funding has been Approval requested is leasehold, landlord consent must be obtained and proof of an adequate length of lease should be provided (see above). Professionals Quotes Full Budget Match Funding Operational Cash Flow Timelines The budget should be supported with appropriate quotes included for services provided by architects and other professionals. If grant funding is sought for these expenditure items these will need to be publicly procured in line with programme rules. A detailed budget should be provided. This may be supported by detailed costing from a Quantity Surveyor. Evidence to be provided that funding is secured (attaching evidence) and if unsecured when you expect a decision by the funding body/bank The ongoing operational costs are a major consideration for some capital proposals. Once in place, there are often considerable costs associated with the running, maintenance and upkeep of capital projects. A cash flow (Annex 5b) must be provided to show that you have considered the ongoing project costs and have identified how these costs are to be met. The proposed start date and completion date should be provided. This may be presented in Annex 3
Annex 3: Project Delivery Plan Template No. 1 Work Plan Title Start Date End date Estimated % of total project budget allocated. Person(s) (responsible for activity implementation) Other partners Describe how this aspect of the project will be managed. Detail on the appropriate phases for preparation, implementation, reporting, monitoring, evaluation, follow-up and dissemination of the project; Enter text description Please describe activities within work plan 1. Activity title Activity 1.1 Activity description Start month (MM.YYYY) End month (MM.YYYY) Activity 1.2 Activity title Activity description Start month (MM.YYYY) End month (MM.YYYY) Activity 1.3 Activity title Activity description Start month (MM.YYYY) End month (MM.YYYY) NB: You may develop a work plan for each main activity
Annex 4 Project Marketing Plan Please use the template below as an overview of your communications plan indicating how you will communicate to particular stakeholders/target groups and how you will evaluate all activities (example provided below at 1). Target group/ audience/ stakeholder (Complete only where applicable) 1. REGIONAL LEVEL (Local Councils, Local politicians, community groups, regional media, ) 2. Project Launch Why (The aim) To make people aware of the intermediate project results What (The product/ results/good practices) collecting /updating different communication activities/ideas When (When do plan your activity? Is this a one-off activity at launch of project or an ongoing activity? At the launch/completion of the project as well as during key milestones How Press release News Article Web site Newslett er Face book Twitter News Article Who (Who is responsible for implementing this part of the plan?) Communication officer Costs Staff costs ( ) Cash costs ( ) Evaluation (tell us how you will measure whether or not it has worked) e.g. Set target for number of articles to appear in local newspaper? Also the impact number of users/visitors. 3. Project Review Activities
4. Project Final Evaluation
Annex 5: Profit and Loss Estimate for the Preferred Option Please provide a profit and loss account for the first three years of the project s life. Default Which option is the preferred option? Lifespans Insert average lifespan of buildings to be grant aided years 25 Insert average lifespan of refurbishment to be grant aided years 10 Insert average lifespan of equipment/machinery to be grant aided years 7 Profit and Loss Account Project Year 1 2 3 Receipts/Income (excluding funding for capital) Sales income Other trading income - Projected annual fundraising income - - - Value of any existing ongoing revenue grants expected over the period (i.e. ongoing revenue grant approved prior to this application for funding) (A) Total Receipts/Income Costs (excluding capital expenditure) Wages / Salaries (not including drawings) Rent/ Rates Purchases (i.e. direct costs- materials/stock) Marketing/Promotion Training Costs Stationery Telephone/Fax Heat, Light & Electricity/ Water Motor expenses Accountancy Repairs/Maintenance Costs Insurance Sundries Haulage & Packaging Other costs give details. Interest payments* Depreciation of existing capital items (applies to existing businesses) Depreciation of new capital items (before capital grant**) (B) Total Costs (C) Net Profit / Loss - Before Grants 0 0 0 Depreciation of new capital items (after capital grant**) 0 0 0 (D) Net Profit / Loss - After capital grant 0 0 0 Recurrent/Revenue grant(s) requested*** 0 0 0 (E) Net Profit/Loss - After Recurrent/Revenue Grant(s) 0 0 0
Annex 6: Project Benefits Realisation Plan (example included at line 1 for reference only) Add additional lines if required. Benefit Owner Target (inc. Baseline) Brief description of the benefit. Jobs Other benefits 1.Total hours access to facility for Community Related Projects 2. Person accountable for delivery of this benefit. Name/position in organisation PROJECT LEVEL BENEFITS REALISATION PLAN Method & Responsibility Timing of for Measurement Measurement The current/baseline value, the desired level of benefit, the unit of measurement and the timing. Number of Hours Target: +++ Jan- June 2017: Total achieved Processes, tools, techniques and resources required to measure achievement of the benefit. Also include timing of measurement i.e. repeated event or a one-off Booking system with purpose of usage, gender, and age group on the system. The person/role responsible for measuring achievement of the benefit. Unlikely to be the Owner. Person with responsibility (e.g. Centre manager / Project coordinator / programme officer) Activities undertaken to Realise Benefits The plans/processes that are in place to achieve benefit. the Evidence of any marketing/mail shots carried out to date or promotions. Outcome The outcome of the Target/measurement Achievement of target? 3. 4.
6a. Project Evaluation What information will be evaluated? 1. 2. 3. 4. 5. 6. Who will be responsible for providing the evaluation information? When will the evaluation take place?
Annex 7: Financial Spreadsheets You must complete one of the financial spreadsheets below - either the one for projects seeking funding of 90,000 and under (the baseline option and only one do something option is required); or the one for projects seeking funding over 90,000 (the baseline option and at least two do something options are required).