Cook Islands Activity ManagementTe Tarai Vaka

Activity Planning Document: Activity Name

ContentsContents……....................................................................1Executive Summary.........................................................2Analysis and Strategic Context.........................................2Activity Description.........................................................3Implementation Arrangements.........................................4Appendix A: Results Framework.......................................7Results Diagram..............................................................7Results Measurement Table...........................................10Monitoring and Evaluation Work Plan.............................11Appendix B: Risk Matrix.................................................11Appendix C: Detailed Outputs-Based Budget / Cost Estimates 14Appendix D: Description of Program or Activities............15Appendix E: Management and Implementation Arrangements 15Appendix F: Relevant Analyses.......................................15

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Cook Islands Activity ManagementTe Tarai Vaka

Executive SummaryMaximum 4 pages – (fewer for smaller scale activity). Please provide a succinct summary of the design in a form that can be treated as a stand-alone document. It should:

describe the development challenge and proposed response include a results diagram (planned outputs, and intended short, medium and/or

long-term outcomes which contribute to the goal) summarise tasks/activities outline key risks and mitigation recommend the delivery modality outline the expected whole of life costs and the contribution from development

partner/s if ODA funded, noting explicitly any contingency that has been included in the total estimate.

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Analysis and Strategic Context Sections 2-4: Maximum 20 pages in total. Less detail is needed if the activity is low cost and low risk. Not all of the suggested headings are required for lower risk activities.Section 2 (this section) should provide a strategic analysis of the situation related to this development activity. This includes providing relevant background information and sufficient information so that someone not familiar with the context can understand the issues.[???]

Sector IssuesConcisely set out the relevant sector context/challenges. [???]

Stakeholder AnalysisProvide a summary stakeholder analysis (additional detail can be annexed).[???]

Problem AnalysisExplain the specific problem being addressed include consideration of relevant environmental and social safeguards (e.g. climate change, gender). The text should allow readers to understand what success would look like for this activity.[???]

Lessons LearnedHighlight any existing or previous similar activities undertaken by the Cook Islands Government and/or partners, including private sector, NGOs and donors if relevant. Also include principal lessons learned through these and other similar activities. [???]

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Cook Islands Activity ManagementTe Tarai Vaka

Consistency with Existing Policy/StrategyClearly state how the activity links to the Cook Islands National Sustainable Development Plan, relevant national, or sector policies and strategies, and the budget policy statement. It should outline links to and any implications for existing government plans, programs, and departmental business plans. If ODA funded, also state how the activity fulfills development partner engagement criteria.[???]

Rationale for the ActivityProvide a clear summarized statement on why this activity is being proposed and what key objectives (economic growth, service delivery improvement, etc.) will be achieved.[???]

Activity Description This section answers the question “what will this activity do, with what resources and over what timeframe?” It should include a results diagram. It should explain and justify the forms of funding proposed, detail the individual activity components, provide budget estimates and information on the suggested timing of the activity.[???]

Results DiagramThis section includes a results diagram (refer to Appendix A) which describes the Activity’s goal and identifies the desired change to occur over time, by logically linking the Activity’s outputs, desired short, medium and/or long-term outcomes. Explanatory notes are to be included. [???]

Activity and InputsDescribe the tasks and inputs required to achieve the outputs.[???]

Form(s) of Funding and Development Modalities ProposedBriefly outline the forms and sources of funding considered, describe and justify the forms of funding and development modalities proposed (if relevant). [???]

Estimated Programme Budget and TimingSet out the activity budget, provide a breakdown of expenditure between components over time and list the procurement arrangements that will apply. A detailed budget should be provided in an Annex.[???]

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Cook Islands Activity ManagementTe Tarai Vaka

Implementation ArrangementsThis section sets out the main issues and factors affecting how the proposed activity will be delivered on the ground.

Management and Governance Arrangements and StructureExplain how the activity will be governed and managed. Detail the envisaged relationship between the Cook Islands government, partners and contractors (if relevant). The roles and responsibilities of the partners in the activity should be outlined. [???]

Implementation PlanOutline an implementation plan and timeline and/or provide Gantt chart showing critical milestones in the Annex. [???]

Results Measurement and Monitoring and EvaluationProvide a brief overview of the results framework and how results will be reported. A Results Measurement Table and a Monitoring and Evaluation Work Plan are to be appended to the activity planning document.[???]

Sustainability IssuesAt the end of the activity, outline if the Cook Islands government/department will exit or transition to a new, follow-up activity. If transition, include a brief description of what is intended for the new, follow-up activity, anticipated approach or modality and partner(s) if known.Outline the issues that affect the sustainability of outcomes beyond the activity (e.g. absence of support, ongoing requirements for TA, budget issues, asset management, institutional arrangements, political instability, etc.). Describe steps you will undertake to address these issues.[???]

Procurement ArrangementsDescribe in detail how the implementing agency will ensure the use of Cook Islands procurement processes and responsibilities and how this will be monitored. Outline findings of any procurement and/or financial management capacity assessment relevant to the design.Procurement must comply with the Procurement Policy and the Cook Islands Government Financial Policies and Procedures Manual . [???]

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Cook Islands Activity ManagementTe Tarai Vaka

Overarching Policy Issues including Gender, Human Rights, Climate Change and Disasters, Environmental and Social Safeguards Explain concisely how overarching policy issues such as gender, human rights, climate change and disasters, environment and social safeguards have been addressed through the design. The text should provide an explanation of the approach adopted in each case. This should not substitute for consideration and discussion of these issues in Sections A & B of the Planning Document if the issues are central to the design (gender in particular should be a central consideration in any activity). [???]

Critical Risks and Risk Management StrategiesOutline the most critical risks and explain how these risks will be addressed and managed. A risk matrix should be annexed.[???]

Environmental and Social SafeguardsWhere the activity has previously been assigned a provisional category A or B, note:

The agreed category assigned to the activity, the scope of any impact assessment and impact management plan and whether a reassignment from a provisional category assigned at the concept stage is being recommended

A summary of any adverse impacts or risks, and measures designed to avoid or mitigate these

Confirmation of the complaints and conflict resolution procedure Any major risks posed by climate variability, climate change and natural hazards,

and measures to address these and improve resilience The degree of compliance with relevant environmental and social laws and

regulations, and measures to strengthen capacity for their implementation.

AppendicesThe following appendices are required.

This section includes the following appendices: Appendix A: Results Framework (Results Diagram, Results Measurement Table,

Monitoring and Evaluation Work Plan) Appendix B: Risk Matrix Appendix C: Detailed Outputs-Based Budget/Cost Estimates (including costing

methodology) Appendix D: Detailed Description of Programme activities (if appropriate) Appendix E: Management & Implementation Arrangements – Organization Chart

and other details as appropriate including Roles/Responsibilities of Parties/Stakeholders

Appendix F: Relevant analyses (Social, Economic, Environment, Gender, Poverty, Stakeholder, institutional/fiduciary capacity, etc.).

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Cook Islands Activity ManagementTe Tarai Vaka

The following appendices are optional and should be included if relevant. Delete reference to those not required:

Implementation Schedule Procurement Plan Position Descriptions/Terms of Reference (if activity includes TA) Scope of Services and Basis of Payment (mandatory if being tendered) Transition or Exit Planning Other relevant reports and assessments as appropriate.

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Appendix A: Results FrameworkThe results framework below includes a results diagram, results measurement table and a monitoring and evaluation Work Plan. Depending on the activity, there may only be two outcome levels (outputs->outcomes), or up to four levels.

Results DiagramModify or replace this layout and text to create your results diagram.

NSDP Goal:      

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Outputs

Short-term Outcomes

Medium-term Outcomes

Long-term Outcome(s)

Medium-term Outcome

Short-term Outcome

OutputOutput

Short-term Outcome

Medium-term Outcome

Long-term Outcome

Output

Short-term OutcomeShort-term OutcomeShort-term Outcome

Medium-term OutcomeMedium-term OutcomeMedium-term Outcome

OutputOutput

Long-term Outcome Long-term Outcome

Output OutputOutput

Long- Term Outcome

Short- Term Outcome

Medium- TermOutcome

Long- TermOutcome

Short- TermOutcome

NSDP Goal :

Sample LayoutRefer to the Activity Planning Guideline for the format to use and the standards that apply when developing a results diagram.

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Outputs/Inputs TableRefer to the Activity Planning Guideline for the format to use and the standards that apply. Add additional rows to the table as required.

Outputs from the Results Diagram

Activities to Delivery Outputs Inputs to Resource Activities

Output 1

Output 2

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Results Measurement TableRefer to the Activity Planning Guideline, for the format to use and the standards that apply. Add or delete rows as needed.

Results Indicator(s) Baseline Information and Targets Methodology/Data SourcesLong-Term Outcomes

Medium Term Outcomes

Short-Term Outcomes

Outputs

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Monitoring and Evaluation Work PlanRefer to the Activity Planning Guideline for the format to use and the standards that apply.Note when completing the table below:Approach: Includes the methods and processes we will use in undertaking monitoring and evaluation activitiesReporting & Deliverables: What and how the information will be reported, to whom and by when, how the findings will be shared and used.

Monitoring & Evaluation Tasks

Approach Timeline Roles and Responsibilities

Deliverables and Reporting Indicative Costs

Monitoring

Evaluation

Total Indicative Costs $Overall Monitoring and Evaluation Budget

Funding source $Funding source $Total Budgeted $

Appendix B: Risk Matrix[Insert your Risk Matrix here]

Refer to the example below for a layout of a risk matrix. Additional rows can be added to the table as needed.Risk Category and

DescriptionPotential Impact Likelihoo

dConsequen

ceRisk

ProfileProposed Risk Management

Responsibility

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Key to Risks1. Risk Category and Description

Risk categories include: External

e.g. Economic, Political, Natural Event, Security Organisational

e.g. Personnel, Capacity, Policies Financial

e.g. financial management weaknesses, corruption, fraud, cost/exchange rate escalation, lack of funding.

2. Potential ImpactDescribe the impact

3. LikelihoodIdentify the likelihood of the risk occurring:Likelihood DescriptionAlmost certain Expected to occur in most

circumstancesLikely Will probably occur in most

circumstancesPossible 50/50 that it might occur at some

timeUnlikely Could occur at some timeRare May occur only in exceptional

circumstances

4. ConsequenceIdentify the level of consequence if the risk occurs:

Descriptor Description (Indicative Examples)Severe Causes serious harm to Activity beneficiaries, (individual; community,

organisation, or country).Serious reputational damage to contributing partners.

Major Some harm to Activity beneficiaries, (individual; community, organisation, or country).Achievement of Activity objectives significantly compromised.Reputational damage to contributing partners.Significant financial loss to contributing partners, organisations, communities, individuals.

Moderate Achievement of Activity objectives compromised.Costs escalate more than 30%.Significant implementation delays.

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5. Risk ProfileDetermine the risk profile from the level of likelihood and consequence.

Likelihood

Almost certain Extreme risk

Likely

Possible

Unlikely

Rare Low risk

Consequence Moderate Major Severe

Colour Risk level Measures required

Green Low Normal control and monitoring measures will be sufficient.

Yellow Medium This requires measures to manage the likelihood or consequence of a risk and active monitoring.

Red High

Extreme risks are likely to occur and would prevent achievement of outcomes, cause unacceptable cost overruns and/or schedule slippage. Significant reputational damage will occur.

Appendix C: Detailed Outputs-Based Budget / Cost EstimatesAttach the sequenced costed Work Plan template (Excel file) that is appropriate for the activity, either the:

Summary by Output Work Plan Detailed by Output Work Plan Detailed by Input Work Plan.

The Work Plan is to cover the period of activity implementation.

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Appendix D: Description of Program or Activities(Include if appropriate)This appendix provides a detailed description of program or Activities[???]

Appendix E: Management and Implementation ArrangementsInclude organization chart and other details as appropriate including roles and responsibilities of parties/stakeholders.[???]

Appendix F: Relevant Analyses(Include relevant analyses: Social, economic, environment, gender, poverty, institutional/fiduciary capacity, etc.)[???]

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