Good Practice when Preparing a Project Proposal II 15 February 2005
Before applying Familiarise yourself with the programmes Web site, FAQs, past projects Review open Call for Proposals and associated Guidelines for Applicants carefully including Annexes A to H Determine the next deadline for application Form an eligible partnership based on a project idea Partner Search facilities of each programme Ensure applicant and partner eligibility Select one co-financing instrument 2
Quarterly Updates Advance Payment Intermediate Report + Payment Project M&E Implementation Publish Call for Proposals Receipt of Applications Final Report + Audit Preparation and Signing of Contracts In Commission Delegations In Commission HQ (Brussels) Administrative Compliance and Eligibility Check Projects Recommended for Funding Technical and Financial Assessment 2
TECHNICAL AND FINANCIAL EVALUATION GRID 4
What to complete Application Form (Annex A) Budget (Annex B) Logical Framework (Annex C) CVs (Annex D) Project Summary (Annex J) 5
Application Form Objectives (max. 1 page) Overall objective(s) Explain what the general objective is and why the project is important to the target group, in terms of the longer-term benefits Will not be achieved by the project alone: the project will only provide a contribution to the achievement of the overall objective(s) Specific, short-term objective (project purpose) What is to be achieved by implementing the project The purpose should address the core problem, and be defined in terms of sustainable benefit for the target groups There should only be one purpose 6
Application Form Justification (max. 3 pages) - Relevance of the project to the objectives/priorities of the Programme Explain how the project is consistent with the objectives and priorities of the Asia Pro Eco Programme - Identification of perceived needs and constraints in the target countries Set the scene by explaining the current, pre-project situation and the importance of your project in the context of the target regions/countries - List of target groups with an estimate of the anticipated number of direct and indirect beneficiaries Who is the project aimed at? Numbers? - Reasons for the selection of the target groups and activities Clearly defined, strategically chosen - Relevance of the project to the target groups Benefits that project will bring 7
Application Form Detailed description of activities (max. 9 pages) WHAT activities will be carried out? Step by step approach (tasks) eg. Activity 1, 2, 3 etc Include the title and a detailed description of each activity Provide narrative detail Who, what, where, when: including means of each activity (materials, personnel) deliverables of each activity (outputs) Correspond to Plan of Action Allow for cross-check with Budget 8
Application Form Methodology (max. 4 pages) A B C D E F G HOW will the project implementation be carried out? Methods of implementation Reasons for the proposed methodology Management structure, information flow, decision making How the project intends to build on a previous project or previous activities (where applicable) Procedures for internal evaluation Quality control (technical and financial), reporting (internal and to Commission) Level of involvement and activity of other organisations (partners or others) in the project Aim for a balanced involvement among partners. This should also be apparent from the activities Reasons for the role of each partner Team proposed for implementation of the project Number, role and home institution of the people necessary for the project implementation 9
Application Form Duration and plan of action Year Activity Location (city) Implementing body (example) (example) Year 1 Month 1 Activity 1 (Kick-off meeting) Brussels Applicant Activity 2 (set up project office) Cambodia Partner 1 Month 2 etc Activity 3 (title) etc Year 2 Month 1 etc. etc Do not mention actual dates, but indicate by month 1, month 2 etc. Ensure that ALL activities from section 1.7 appear here Ensure that activity titles correspond to section 1.7 10
Application Form Expected Results (max. total 7 pages) Estimated impact on target groups Publication and other outputs Multiplier effects Sustainability Distinguish between the following aspects of sustainability: Financial sustainability How will the activities be financed after the EC funding ends? Institutional sustainability Will structures allowing the activities to continue be in place at the end of the present project? Will there be local ownership of project outcomes? Sustainability at the policy level (where applicable) What will be the structural impact of the project e.g. will it lead to improved legislation, codes of conduct, methods, etc? 11
Application Form Budget (Annex B) Provide the proposal budget in accordance with Annex B: Worksheet 1: Budget for the action Worksheet 2: Expected sources of funding 12
Worksheet 1: Budget for the action Annex B. Budget for the Action 1 All Years Year 1 2 Expenses Unit # of units Unit rate (in Costs (in Unit # of units Unit rate Costs (in EUR) EUR) 3 (in EUR) EUR) Standard month = 22 working days 1. Human Resources 1.1 Salaries (gross amounts, local staff) 4 1.1.1 Technical Per month or mandays 0 Per month 0 Project Manager Applicant Per month Project Executive Partner 1 Per month 1.1.2 Administrative/ support staff 0 Per month 0 Administrative Assistant Applicant Per month 1.2 Salaries (gross amounts, expat/int. staff) 0 Per month 0 Training Expert Per month 1.3 Per diems for missions/travel 5 1.3.1 Abroad (staff assigned to the Action) Per diem 16 140 2240 Per diem 0 1.3.2 Local (staff assigned to the Action) Per diem 0 Per diem 0 1.3.3 Seminar/conference participants Per diem 0 Per diem 0 Subtotal Human Resources 2240 0 Unit rates: not higher than 2. Travel 6 Per flight 2.1. International travel 0 Per flight 0 Asia to Europe Per flight 6 2400 gross 14400 salary (employees), or Europe to Asia Per flight 12 2000 24000 2.2 Local transportation Per month qualifications 0 Per month and experience 0 Subtotal Travel 38400 0 (independents) 3. Equipment and supplies 7 3.1 Purchase or rent of vehicles Per vehicle 0 Per vehicle 0 3.2 Furniture, computer equipment 0 0 3.3 Spare parts/equipment for machines, tools 0 0 3.4 Other (please specify) 0 0 Subtotal Equipment and supplies 0 0 4. Local office/action costs 8 4.1 Vehicle costs Per month 0 Per month 0 4.2 Office rent Per month 0 Per month 0 4.3 Consumables - office supplies Per month 0 Per month 0 4.4 Other services (tel/fax, electricity/heating, maintenance) Per month 0 Per month 0 Subtotal Local office/action costs 0 0 Style 5. Other costs, services 9 5.1 Publications 10 0 0 5.2 Studies, research 10 0 0 5.3 Auditing costs 0 0 5.4 Evaluation costs 0 0 5.5 Translation, interpreters 0 0 5.6 Financial services (bank guarantee costs etc.) 0 0 NB: All items to be 5.7 Costs of conferences/seminars 10 0 0 5.8 Visibility actions Subtotal Other costs, services 0 0 further explained in the Budget Justification on a separate sheet 6. Other 0 0 Subtotal Other 0 0 7. Subtotal direct costs of the Action (1-6) 8. Administrative costs (maximum 7% of 7, total direct eligible costs of the Action) 9. Total eligible costs of the Action (7+ 8) 0 0 13
Expected sources of funding Amount EUR Percentage of total % Applicant's financial contribution Commission contribution sought in this application Contribution(s) from other European Institutions or EU Member States Contributions from other organisations: Name Conditions TOTAL CONTRIBUTIONS Direct revenue from the Action OVERALL TOTAL Worksheet 2: Expected sources of funding Indicate other expected sources of funding for the project Balance must be financed from: Applicant s own resources, Partner s own resources, sources other than the EU budget 14
Budget Justification To be provided on a separate sheet: Justify each budget item with respect to: (a) the necessity for the item (eg: flight, computer, etc); (b) the reason for the number of units proposed and (c) the choice of unit rate applied The justification should make reference to the specific activities foreseen in your proposal Example: Budget item 1.3.1.1: 25 days per diem in Thailand 4 5- day missions to Thailand by coordinator to participate in 2 Advisory Group meetings and 2 Training of the Trainer sessions (see Activities 2.1 and 4 for detail). EC per diem rate applied 15
Application Form Logical Framework (Annex C) Integral to Project Cycle Management, as used by the European Commission Planning, implementation and evaluation Links objectives with purpose, results and actual activities Indicators show how results will be achieved and measured Introduction to PCM and Log Frame: http://europa.eu.int/comm/europeaid/qsm/project_en.htm 16
Intervention Objectively verifiable Sources and means of Assumptions logic indicators of achievement verification Overall What is the overall broader What are the k ey indicators related What are the sources of objectives objective, to which the project to the overall objective? information for these indicators? will contribute? Project What are the specific objectives, which the What are the quantitative or What are the sources of What are the factors and conditions not purpose project shall achieve? qualitative indicators showing information that exist or can be under the direct control of the project whether and to what extent the collected? What are the methods which are necessary to achieve these project s specific objectives are required to get this information? objectives? What risks have to be achieved? considered? Expected What are the concrete outputs envisaged to What are the indicators to measure What are the sources of What external factors and conditions results achieve the specific objectives? whether and to what extent the information for these indicators? must be realised to obtain the expected What are the envisaged effects and benefits project achieves the envisaged outputs and results on schedule? of the project? results and effects? What improvements and changes will be produced by the project? Activities What are the k ey activities to be carried out Means: What are the sources of What pre- conditions are required before and in what sequence in order to produce What are the means required to information about project the project( s) start( s)? the expected results? implement these activities, e. g. progress? What conditions outside the project s personnel, equipment, training, direct control have to be present for the studies, supplies, operational implementation of the planned facilities, etc. activities? Should reflect the relationships between activities, results and objectives, and indicate how to check whether these objectives have been achieved Also establish what assumptions outside the control of the project may influence its success http://europa.eu.int/comm/europeaid/evaluation/methods/pcm.htm 17
Logical Framework (Annex C) Intervention logic: Overall Objectives High level objectives to which the project contributes Project Purpose Expected Results The project s central objective (there should be one only) The products of the undertaken activities Activities Actions/tasks executed as part of the project to produce the results 18
Logical Framework (Annex C) River Water pollution reduction project Overall Objectives What are the overall broader objectives to which the project will contribute? Examples: To contribute to an improved environment and the general health of the river eco-system Project Purpose What is the specific objective which the project shall achieve? Examples: The project will improve the water quality of the river Expected Results Activities What are the concrete outputs envisaged to achieve the specific objectives? What are the envisaged effects and benefits of the project? What improvements and changes will be produced by the project? Examples: (1) Reduced volume of waste-water directly discharged into the river system by households and factories (2) Waste water treatment standards established and effectively enforced. What are the key activities to be carried out and in what sequence in order to produce the expected results? Example: Activity 1. Conduct baseline survey of households and businesses. Activity 2. Identify appropriate incentives for factories to 19 use clean technologies. Activity 3. Prepare and conduct public information and awareness programmes.
Logical Framework (Annex C) Objectively Verifiable Indicators of Achievement: What are the key indicators related to the overall objectives? Examples: Skin infections and blood disorders caused by heavy metals reduced by 50% by 2007 -OVIsprovide a measure of project progress What are the quantitative or qualitative indicators showing whether and to what extent the project s specific purpose is achieved? Examples: Indicator: concentration of heavy metal compounds and untreated sewerage Quantity: is reduced by 25% compared to levels in 2004; Quality: meet the established national heath/pollution control standards; Time: by end of 2007 What are the indicators to measure whether and to what extent the project achieves the envisaged results and effects? Examples: (1) 70% of waste water produced by factories is treated in plants by 2006 (2) waste water from 4 existing treatment plants meet EPA quality standards by 2006 What are the means required to implement this activity (materiel, personnel, financial means etc.) Example: (1) 2 person/months of administrative staff (2) 1 person/month of expert (3) 4 full-time technical staff etc. -Must be measurable -Time period, target group and location may need to be specified -Include more than one indicator for a particular aspect if a single one does not provide full picture of the 20 expected change
Logical Framework (Annex C) Sources and Means of Verification: What are the sources of information for these indicators? Results summarized in an Annual State of the Environment Report. What are the sources of information that exist or can be collected? What are the methods required to get this information? (1) Weekly water quality surveys, conducted by the Environmental Protection Agency What are the sources of information for these indicators? (1) Official records of EPA, etc - Sources of verification are documents, reports and other sources providing information that makes it possible to verify the indicators. 21
Main issues for a good proposal Solid partnership (Agreement, on-site manager, management team, communications, roles and responsibilities) Focussed area of intervention Clear description of activities (methodology, Plan of Action, monitoring system) Logical Framework Budget 22
Checklist Review Checklist before submitting your application! 23