Planning projects and developing EC proposals. DAY ONE 25 September Introduction. Session 1. The thematic programme: Aim: September 2013

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1 ! 1!! 2! Planning projects and developing EC proposals September 2013 Venue: Prague, Czech Republic DAY ONE 25 September 2012 Course designer and trainer: Greta Jensen, Development Consultant, UK (With thanks to Angela James for her input!)! 3!! 4! Session 1 Introduction The thematic programme aim and objectives Preparatory steps 2013 changes in application process and terminology Establishing relevance the WHY The thematic programme: Non-state actors and local authorities in development NSA/LA Aim: To encourage non-state actors and local authorities, both from the EU and in developing countries, to get more involved in development issues Design of the action the WHAT

2 ! 5!! 6! Objective 1: Support to development actions, to be implemented by Non- State Actors (NSA) or Local Authorities (LA), in close cooperation with the local communities and the most vulnerable population groups, aiming at promoting an inclusive and empowered society in partner countries. Objective 2: Support to actions in the EU and acceding countries aiming at raising public awareness of development issues and promoting Education for development (ED), to mobilise greater support for actions against poverty and fairer relations between developed and developing countries. Objective 3: Support to actions aiming at achieving more efficient cooperation, foster synergies and facilitate a structured dialogue in the area of development between civil society networks and local authorities associations from the EU and acceding countries, within their organisations and with Community institutions. Preparatory steps EuropeAid ID PADOR 1 registration (now required for Co-applicants -2013) Download Call for Proposal documentation (NOTE: each CfP is different!) Applicants, affiliated entities (minimum requirements, eligibility and signed Co-applicant Mandate) Associates, (letter of commitment) & sub-contractors (procurement rules) Duration of the action (the project) Eligible costs / amount requested Contact details 1 Potential Applicants Data Online Registration! 7!! 8! 2013 changes in application process New definitions of actors in projects Small changes to grant application form Logframe format modified now includes specific guidance on indicators and titles to activities (work packages). Budget has new elements of flexibility Proposal evaluation criteria now a Yes/No for capacity of co-applicants rather than points 2013 changes to applicant definitions The Applicant signs the grant proposal and contract and becomes the Coordinator of the action Co-applicants (similar to the previous definition of Partner ) are defined as other organisations who take part in the project activities. They are named in, and party to, the contract but only the Coordinator signs the proposal. Both have costs written into the budget More emphasis on shared responsibility Changes due to revised version of EU Financial Regulation, which governs implementation of entire EU budget and came into force on 1 January 2013.

3 ! 9!! 10! Affiliated entities Definition 1: Legal entities together forming one legal entity, including where it is specifically established for the purpose of implementing the action. In this case the resulting legal entity may apply as a single applicant or co-applicant. Definition 2: Legal entities having a link with the applicant, notably a legal or capital link, which is neither limited to the action nor established for the sole purpose of its implementation on the condition that they satisfy the eligibility and non-exclusion criteria of the applicant. Other relationships Associates: Organisations that play an active role in the action but cannot benefit from funding under the grant except for travel costs and per diems Sub-contractors: Companies, organisations or consultants hired in to provide a service Sub-grantees: Third parties who get sub-grants! 11!! 12! Changes to terminology at application stage Main applicant + co-applicants are the applicants Partners become co-applicants Co-applicant mandate replaces partnership statement Changes to terminology when proposal is approved Applicants collectively referred to as beneficiaries The main applicant is the coordinator All beneficiaries are parties to the contract, although only the coordinator signs - with authorisation from co-applicants

4 ! 13!! 14! Checking eligibility Read the guidelines for the CfP Does your project fit? Specific compliance required e.g. types of partnership, number of countries? Is your organisation eligible? Do you and co-applicants have the appropriate track record? Check date of submission Check last date you can submit questions The Concept Note Establishes the need for the project Design of the action: 20 points Relevance: 30 points carried forward to full application Must score 30 out of 50 to go through to the second stage Full details of activities not required Formats can vary slightly from call to call! 15!! 16! Establishing action relevance the WHY THE MESSAGE Design of the action the WHAT THE MESSAGE Proposal responds to the objectives/priorities of relevant call for proposals. Proposal is relevant to needs/constraints of target country/ies or region Proposal has clearly defined stakeholders and problems/needs - and appropriate means to address these Proposal contains added-value elements. Note: RELEVANCE is a key component of the Concept Note stage and is carried forward to the Full Proposal Overall DESIGN is coherent Design reflects the analysis of problems in relation to relevant stakeholders and external factors Action is feasible and consistent in relation to objectives and expected results Note: DESIGN elements will need to be elaborated in the Full Proposal, so points are not carried forward from the CN stage

5 ! 17!! 18! Session 2 Project planning The logical framework approach to planning Step 1: Stakeholder analysis The logical framework approach to planning It is recommended to: Prepare the Logical Framework BEFORE you write the concept note even if the EC do not require it at this stage Step 2: Step 3: Problem/needs analysis Analysis of objectives Adopt the Logical Framework Approach 2 to plan your action Use the Logical Framework 3 throughout the project life-cycle 2 Refers to the planning process 3 Refers to the 4 x 4 matrix! 19!! 20! The Project Life-cycle 6. Evaluation 5. Completion 4. Implementation 1. Identification 2. Design and Appraisal 3. Financing. The levels of a logical framework Level 1 Level 2 Level 3 Level 4 Inputs Overall Objective Specific Objective Expected Results Activities and Processes Outputs Monitoring Evaluation Copyright 2005: Greta Jensen

6 ! 21!! 22! Why use a logical framework Approach? A Logical Framework summarises in a standard format: What the Action is going to achieve What activities will be carried out to achieve its specific objective and its expected results What resources (human, technical, etc.) are required What potential problems could affect the success of the project How the progress and ultimate success of the project will be measured and verified Refer to Annex C Logical framework Checking the planning logic - step 1: Stakeholder analysis Who are your key stakeholders? E.g. groups or individuals in the community including potential beneficiaries, civil society organisations, local government, partners, associates, etc? How will you identify the problem? E.g. focus group interviews, facilitated participatory meetings (PRA etc) with key stakeholders Who needs to be involved in identifying the problem and what role will they play? What will be the attitude of the key stakeholders to the consultation process and to the action?! 23!! 24! Checking the logic - step 1: Stakeholder analysis Characteristics of Stakeholders VULNERABLE POWERFUL Checking the logic - step 1: Stakeholder analysis (exercise) Please refer to separate handout for this exercise! Please also refer to 2013 CfP Application Form (Annex A) section for list of target groups INFLUENCERS OTHERS AFFECTED KNOWLEDGEABLE COMPLEMENTARY

7 ! 25!! 26! Checking the logic - step 2: Problem/needs analysis Identify problems in relation to each stakeholder group: Look for real existing unwanted situations Ignore possible or even likely problems Get back to the basic cause Explore the causes that contribute to the identified problem Consider the effects of the identified problem and how these may increase if the problem is not addressed Checking the logic - step 2: Problem/needs analysis Problem ranking method: Describe problems using a negative statement and include WHO is experiencing the problem Use one Post-it for each problem Arrange problems in hierarchy of influence and importance to identify a single core problem (place this in the centre) Arrange causes that contribute to the core problem below Arrange the effects of the core problem above Group problems that relate to one another (social, environmental, institutional, technical, financial, etc.)! 27!! 28! Checking the logic - step 2: Problem tree/needs analysis Checking the logic - step 3: Objectives tree Core problem> Violation of child rights widespread in many countries EFFECT Turning problems into objectives: Reword each block in the Problem Tree into a positive statement describing a positive achievement Significant causes> Children not represented in decision-making Young people lack awareness of their rights This establishes a Means and End relationship and a hierarchy which mirrors the Cause and Effect relationship of the problems. Contributory causes > Laws on child rights not implemented People in authority lack knowledge on child rights provision Child rights not taught at school CAUSE The Problem Tree becomes an Objective Tree and objectives should then describe the desired situation when the identified problems have been addressed Other examples of problem/objective trees in separate handout

8 ! 29!! 30! Checking the logic - step 3: Objectives tree Expected results> Specific objective> A greater voice for young people in decisionmaking forums Child rights respected by governments, citizens and donors Children have increased understanding of their rights END Sessions 3 & 4 Part A: The Concept Note Section 1.1: SUMMARY of the action Section 1.2: DESCRIPTION of the action Activities > Better policies to include children developed Decision makers encouraged to listen to young people Child rights taught at school MEANS Section 1.3: RELEVANCE of the action! 31!! 32! Section 1.1: SUMMARY of the action (exercise) Draw from your objectives analysis to briefly describe: The overall objectives to which your project will contribute The (single) specific objective which your project will achieve The estimated results that will be achieved (4-5 is good) The main activities that will achieve the estimated results Draw from your stakeholder analysis to briefly describe: Section 1.1: SUMMARY of the action (exercise) Objectives need to be SMART SMART = Specific Measurable Achievable (Appropriate) Realistic (Relevant) Timetabled The target groups affected and final beneficiaries benefited long term

9 ! 33!! 34! Section 1.1: SUMMARY of the action (exercise) Example of a SMART ened objective: Literacy level amongst village girls improved might become: Literacy level in 3 districts of North Province raised to 10 th standard for 75% of school leaving age girls (from baseline of 25%) within 4 years and to at least 90% by end of year 5 Section 1.2: DESCRIPTION of the action Background information what led to the proposal Elaborate on objectives of the action from Summary table 1.1 Describe the key stakeholder groups, their anticipated role/potential attitudes towards the action (refer to stakeholder analysis) and any consultations held with them Brief description of proposed activities, related outputs and estimated results from each activity cluster include description of relationship/linkages between activity clusters Broad timeframe for the action and any specific factors taken into account! 35!! 36! Section 1.3: RELEVANCE THE MESSAGE Section 1.3: RELEVANCE 1.3.1: Describe the relevance of the action to: The project will bring about measurable benefits to the target groups and beneficiaries. You have set clear objectives that are achievable within the time-frame. You can justify the choice of activity and are clear WHO will implement. The objectives and priorities of the relevant Call for Proposals Any call-specific subthemes/sectors/areas and any other specific requirements indicated in section 1.2 of the Guidelines for the Call The particular expected results listed in the Call that will be addressed Note: scores for this answer are multiplied (5x2) so very important!

10 ! 37!! 38! Section 1.3: RELEVANCE 1.3.2: Describe the relevance of the action to the needs and constraints of the target country/ies and/or regions include synergies and non-duplication: State pre-project situation in target countries, regions/sectors (include quantified data analysis) show you know the area well! Detailed analysis of problems and their interrelationships at all levels (refer problem tree!); state who identified them (refer to any participatory work) How action will relate to relevant significant plans undertaken at national/regional/local level - show you know what other actors are doing! Explain how action builds on any previous actions, refer to main conclusions and recommendations of any evaluations show you are not repeating! Explain fit with any larger programme or other project including synergy with other initiatives, especially by the EC! Section 1.3: RELEVANCE Relevance of the action to the needs and constraints of the target groups and final beneficiaries: Description of each target group and final beneficiaries give numbers and say why you chose them Identify needs and constraints of each group this should be different to the overall problem statement each will have different needs/constraints Demonstrate relevance of the proposed action to each group Explain any participatory processes and how these have ensured participation of each group - very important to show how key stakeholders involved in project design and their role in implementation (refer stakeholder analysis)! 39!! 40! Section 1.3: RELEVANCE 1.3.4: Indicate particular added-value elements of the action: Promotion or consolidation of public/private partnerships Innovation and best practices good to show what you have developed that can be shared with others DAY TWO 26 September 2013 Cross-cutting issues such as environment, gender equality, equal opportunities, needs of disabled, aged, minorities and indigenous peoples these issues are often neglected in particular, INCLUSION is always important! Exercise to outline Description and Relevance refer to 1.2 and 1.3!

11 ! 41!! 42! Sessions 5 and 6 Section 2.1.5: The Logical Framework Step 1: The narrative summary (column 1) Step 2: Assumptions and risks (column 4) Step 3: Indicators and means of verification (columns 2 & 3) The Logical Framework - step 1: Summary (exercise) Narrative Summary (Intervention Logic) Overall Objectives Specific Objective Expected Results Objectively verifiable indicators (OVIs) Means of verification (MoVs) Assumptions and risks Step 4: Means and resources required - to carry out the activities and tasks (columns 2 & 3) Activities (and Processes) Means (resources) Pre-conditions! 43!! 44! Logical framework - step 2: Assumptions and risks Pre-conditions: factors that need to be in place before the action can start. Assumptions: At activity level: assumptions are external factors that must specifically hold true for expected results to be achieved At expected result level: assumptions refer to continuing factors that must hold true to achieve the specific objective At specific objective level: assumptions relate to the long-term sustainability of the action beyond period of the action Note: refer to risk analysis required for SUSTAINABILITY section Logical framework - step 2: Assumptions and risks How assumptions operate: When the Pre-conditions are met the project can start. When the Activities have been carried out, if the assumptions have been correct, the Expected Results should be achieved. Overall Objective Specific Objective Expected Results Activities The realisation of the desired Expected Results will, Pre-conditions assuming the assumptions at this level are correct, ensure the project s Specific Objective can be met. In turn, correct assumptions at the Specific Objective level should ensure that the project will contribute to the Overall Objectives and thus to sustainability. Assumptions Assumptions Assumptions

12 ! 45!! 46! Logical framework - step 2: Assumptions and risks (exercise) [Please refer to separate handout for this exercise!] Risk Analysis: Identify risks associated with each level of the logframe Consider a range of risk types, e.g. physical, environmental, political, economic and social Describe contingency plans and mitigation measures for each risk Assumptions: Identify the main Pre-conditions and Assumptions (based on the above). Note: This relates to the Sustainability section of the application format Logical framework - step 2: Assumptions and risks (exercise) [Please refer to separate handout for this exercise!] Things to consider: Target group and beneficiary attitudes and expectations Government plans, attitudes and expectations Economic conditions Broader political context Environment! 47!! 48! Logical framework - step 2: Assumptions and risks (exercise) [Please refer to separate handout for this exercise!] Narrative Summary (Intervention Logic) Overall Objectives Specific Objective Objectively verifiable indicators (OVIs) Means of verification (MoVs) Assumptions and risks Logical framework - step 3: Indicators and verification Indicators are clues to whether your project activities are accomplishing the Expected Results and that your project is therefore realising its stated Specific Objective and Overall Objectives. Expected Results Activities (and Processes) Means (resources) a means of measurement that can be tested i.e. objectively verified hence the need for Verifiable Indicators (OVI) and the Means of Verification (MoV). Preconditions

13 ! 49!! 50! Logical framework - step 3: Indicators and verification Types of indicators: Logical framework - step 3: Indicators and verification Qualitative indicators are measured using SPICED: Subjective Participatory Interpreted (Indirect) Cross-checked Empowering Diverse Quantitative indicators are measured using SMART: Specific Measurable Achievable (Appropriate) Realistic (Relevant) Timebound At the activities level there are no indicators instead list of means/resources such as staff, equipment, etc. Expected Results level indicators demonstrate the Effect (added value) of having completed all relevant Activities. (First level of change) Specific Objective indicators describe the Impact of the completed action and should demonstrate sustainability! (Second level of change) It is generally not possible to identify Overall Objective indicators, as contributions of the action to wider objectives shared with others are not attributable. (Third level of change)! 51!! 52! Logical framework - step 3: Indicators and verification (exercise) [Please refer to separate handout for this exercise!] Narrative Summary (Intervention Logic) Overall Objectives Objectively verifiable indicators (OVIs) Means of verification (MoVs) Assumptions and risks Logical framework Step 4: Means and resources (exercise) Finally! - to complete the Logical Framework: Number activity clusters (work packages) according to their respective expected results , etc Specific Objective Breakdown activity clusters into numbered tasks 1.1, 1.2, 1.3, etc. Expected Results Against each task list the means/resources required 1.1, 1.2, 1.3, etc Activities (and Processes) Means (resources) Preconditions In the MoV box say how you will know each task has been completed 1.1, 1.2, 1.3, etc.

14 ! 53!! 54! Logical framework Step 4: Means and resources (exercise) Narrative Summary (Intervention Logic) Overall Objectives Specific Objective Expected Results Objectively verifiable indicators (OVIs) Means of verification (MoVs) Assumptions and risks Session 7 PART B: THE ACTION Section 2.1.1: DESCRIPTION Section 2.1.2: METHODOLOGY Activities (and Processes) Means (resources) Section 2.1.3: ACTION PLAN Preconditions Section 2.1.4: SUSTAINABILITY! 55!! 56! 2.1.1: DESCRIPTION (max 13 pages) With reference to the Concept Note elaborate on the Overall Objectives, the Specific Objective and each Expected Result to indicate how the action will: improve the situation of the target groups and final beneficiaries build the technical and management capacities of target groups and/or any local co-applicants and/or affiliated entities 2.1.1: DESCRIPTION 2.1.1: With reference to the Concept Note elaborate on each activity highlighting any changes to this section in the Concept Note: identify and describe in detail each activity (or activity cluster/work package) to be undertaken to produce expected results - Choose indicators that will quantify these! justify the choice of the activities specify the role of each co-applicant and affiliated entity in each activity (and associates or contractors or sub-grantees where applicable) Do not repeat the action plan in Section demonstrate coherence and consistency of project design in particular, list any publications proposed

15 ! 57!! 58! Effectiveness check! The specific objective will contribute to the overall objectives If the expected results are delivered, the specific objective will be achieved The activities (work packages) are sufficient to achieve the relevant expected results The means (human resources, equipment, funds) are sufficiently justified by activities and expected results THE MESSAGE Section 2.1.2: METHODOLOGY (max 5 pages) Describe in detail: Methods of implementation and why chosen (rationale) How action builds on any previous action (quote evaluation conclusions) Fit with larger programme/other project; synergies with other, esp. EC Procedures for follow-up, monitoring and internal/external evaluation Role and participation of actors and stakeholders and why roles assigned Organisational structure and team proposed for the action (function only) Main means proposed for the implementation (equipment, materials, etc.) Attitudes of all stakeholders to the action in general/activities in particular Activities to ensure EU visibility Download EU Visibility Guidelines!! 59!! 60! Stakeholder involvement check! The people who will benefit from your project, as well as other key stakeholders, have been and will be fully involved at every stage You have good partnerships, built on trust, transparency and mutual support Refers to co-applicants, affiliated entities, etc Capacity building is an integral part of the project You have channels for sharing all action outcomes with stakeholders THE MESSAGE Section 2.1.3: ACTION PLAN (max 4 pages) Duration of the action - e.g. X months, but no dates Detail preparation and implementation for the first 12 months; implementation for subsequent years by semester Activities stated in the action plan should correspond to those listed in the logical framework and to section Implementing body = either co-applicant, affiliated entity, associates or subcontractors A more detailed action pan for each subsequent year will be required to leverage annual payments Make sure any time/milestones shown in the logical framework for activities and expected results correlate!

16 ! 61!! 62! Appropriateness check! The project demonstrates coherence and consistency in the project design The activities proposed are appropriate, practical, consistent with objectives and expected results The action plan is clear and feasible THE MESSAGE The partners level of involvement and participation in the action is satisfactory Section 2.1.4: SUSTAINABILITY (max 3 pages) Describe expected impact of the action - with quantified data - e.g. will the action lead to improved legislation, codes of conduct, methods, etc? Describe dissemination plan, replication possibilities and multiplier effects remember to indicate any planned dissemination channels! Provide a risk analysis and contingency plan list risks related to each proposed activity cluster, with mitigation measures; include physical, environmental, political, economic and social risks (refer logframe!) Describe main pre-conditions and implementation phase assumptions (refer logframe!)! 63!! 64! Section 2.1.4: SUSTAINABILITY (max 3 pages) Explain how the action will be made sustainable after implementation: Use the following headings! Financial: how will activities be financed after the end of the project? Describe sources of revenue to cover all future operation and maintenance? Institutional: are structures in place to allow activities to continue? Include capacity built, agreements, local ownership of action outcomes Policy: = structural impact say if action leads to improved legislation, consistency with existing frameworks, codes of conduct, or methods Environmental: impact on the environment? say if conditions in place to avoid negative impact on natural resources upon which action depends, as well as on broader environment Section 2.1.5: LOGICAL FRAMEWORK See above!

17 ! 65!! 66! Budget check! Are all the activities are appropriately reflected in the budget? Is the ratio between the estimated costs and the expected results appropriate and consistent? Does the budget relate to the indicative action plan? THE MESSAGE Section 2.2: BUDGET and FINANCING Always use the budget format issued with the Call for Proposals (a standard Excel spreadsheet with 3 worksheets) Worksheet 1: a unit cost budget format; budget for total duration of the project plus the first 12 months budget required - all should be broken into the lowest single unit possible and then multiplied up Worksheet 2: Justification of the budget - for total duration of action Worksheet 3: Amount requested from Contracting Authority (EC) and from other expected sources of financing - for the total duration of the action Note: All costs must be expressed in EURO Respect EC rules of eligible costs (see CfP Guidelines)! 67!! 68! Section 2.2: BUDGET and FINANCING All costs required to implement the action including contingency Direct costs - main budget headings: (1) Human resources (2) Travel (3) Equipment and supplies (4) Local office/action costs (5) Other costs and services (6) Other Contingency reserve: max 5% of estimated direct eligible costs can only be used with the prior written authorisation of the Contracting Authority. Note: These main budget headings cannot be changed Respect EC rules of eligible costs (see Guidelines) Section 2.2: BUDGET and FINANCING Indirect costs: A fixed percentage usually not exceeding 7% (but could be less) of the direct eligible costs of the action to cover administrative overheads incurred by the beneficiary(ies) This does not need to be supported by accounting documents. Always read the Guidelines for each call for proposals re: Indirect costs! Note: Contributions in kind are not normally accepted by the EC but if description of the action includes contributions in kind, the contributions have to be made.

18 ! 69!! 70! Section 2.2: BUDGET and FINANCING Established norm is a unit cost broken into its smallest unit but there are now other possibilities to simplify costs Note: total amount of financing on basis of these options limited to per grant beneficiary Simplified cost options: Unit costs: cover certain specific categories of eligible costs identified by reference to an amount per unit calculated in advance Lump sums: cover all or certain specific categories of eligible costs clearly identified in advance Flat-rate financing: covers specific categories of eligible costs which are clearly identified by applying a percentage fixed in advance must be agreed in advance Section 2.2: BUDGET and FINANCING - examples Unit costs: e.g. - costs per worked month for personnel must be based on organisation s internal rules and average costs - monthly local transportation cost where these are known in advance Lump sums: e.g. global cost of organising an event or producing an information video must be identified in advance Flat-rate financing: e.g. rent of local office and related costs, charged as a percentage of staff costs must be agreed in advance! 71!! 72! What else is required? Section 3: Information on the Applicant (Coordinator) Section 4: Information on Co-applicants Section 5: Information on Affiliated entity(ies) Section 6: Information on Associates of the Applicants Section 7: Checklist for Full Application Section 8: Declaration by the Applicant Remember always to refer to relevant CfP Guidelines! Evaluation of the Concept Note Administrative check - all criteria in Checklist have been met Evaluation grid in Guidelines - total possible score 50 points for: RELEVANCE of the action (30) only this score is carried forward! DESIGN of the action (20) Criteria sub-headings each scored from 1 5 (very poor to very good); only score 5 if address more than required minimum priorities (see Call Guidelines 1.2) Only Concept Notes with a minimum of 30 points considered for preselection Compliance with instructions in concept note guidance also scored

19 ! 73!! 74! Evaluation of the Concept Note points Relevance: to objectives and priorities of budgetline, needs and constraints of target countries (EU synergies), final beneficiaries and target groups, added-value elements Note: these points are carried forward to Full Proposal 50 points Criteria for evaluation of concept note 20 points Design: the action is coherent, takes account of problem analysis, external factors and stakeholders, is feasible and consistent with objectives/results Evaluation of Full Proposal Selection criteria: evaluate applicant(s) s and affiliated entity (ies) operational capacity and applicant(s) s financial capacity Award criteria: evaluate quality of proposals in relation to set objectives and priorities Grants awarded to actions that: maximise the overall effectiveness of the CfP comply with objectives and priorities of the CfP, expected impact sustainability and cost-effectiveness cover relevance, consistency with CfP objectives, quality, expected impact, sustainability and cost-effectiveness! 75!! 76! Evaluation of Full Proposal points Relevance: carried forward from Concept Note 20 points Effectiveness and feasibility: of the action 80 points Criteria for evaluation of full proposal 15 points Budget and Costeffectiveness 0 points Yes/No Financial and operational: capacity of applicant and partners 15 points Sustainability: of the action And finally... NOTE: The NSA/LA strategy is currently being reviewed for 2014 onwards