+

Developing Adaptation Financing Proposals24 – 26 June 2013

Charina CabridoCommunications Specialist

+Successful organizations that secured operational grants and funding

PROJECT: Climate Adaptation for Rural Livelihood and Agriculture (CARLA) COUNTRY: Malawi

African Development Bank

Malawian women comprise 52% of the country’s total population, majority of whom live in the rural areas. Although women comprise 70% of full-time agricultural labor force, they have limited access to agricultural extension services, training, and credit.

+ Outline

Standard Proposal Writing Framework

Project Title Rationale Project Objectives Project Outputs Activities Beneficiaries Project Implementation Timetable Financial Requirements Monitoring and Reporting

+Project Title

Establish a working title to describe the ‘result’ or ‘effect’ of the project.

This gives the audience some information about the ‘goals’ of your project.

+Project Title

Have a concise and focused title. Keep it short (10- 15 words)

Identify the priority sector/theme

Include verbs that focus on the change you seek

Show clearly what is being investigated

Avoid unnecessary punctuation (commas, colons, semi-colons)

Should not repeat keywords

+Project Title

CLIMATE CHANGE ADAPTATION IN RURAL COMMUNITIES OF FIJI

(Country: Fiji)

Objective: To incorporate climate change adaptation in an integrated approach in the management of coastal ecosystems and water resources in rural communities of Fiji.

CLIMATE CHANGE CAPACITY BUILDING AND KNOWLEDGE MANAGEMENT (Country: Bangladesh)

Objective: Mainstreaming climate change adaptation in development planning and management through the establishment of a climate change adaptation Information and Knowledge Management network and institutional architecture.

Sectors and Themes: Multisector / Climate change adaptation, Environmental sustainability, Gender equity, and capacity building in climate change

+Rationale

A rationale is a clear and concise argument explaining why the project is important. This does not need to be long or detailed, but should make a convincing business case for the work to be done.

+Rationale

Introduction of the current social and economic

The problem or critical issue that the proposal seeks to resolve.

How the need for the project was determined.

How intended beneficiaries were involved in project identification and planning.

Other programs and activities that will complement the proposal.

Analysis of the development and climate challenges that the project aims to address, identifying the impact and the intended adaptation approaches.

The need for such measures and how such measures will improve food security and/or economic growth of the community, region or country.

+Rationale

Importance of the proposed project to the funding organization

Ensure that the intervention is not a stand alone activity

Identify the relationship of the project to other relevant programs (local, district or national government, multilateral and bilateral aid agency projects, and other community-based, NGO, and/or private sector activities).

Sample 1

+Project Objectives

Program Goals for Country Operations

Formulate Objectives at the sector level for each of the program goals

They are statements of desired results and impact, which contribute towards the achievement of the program goals

+Project Objectives

Objectives are brief statements that define exactly what you wish to accomplish.

This discusses what changes are expected to occur among intended beneficiaries if project operations are successful.

+Project Objectives

SMART Specific - What is the specific task? Measurable - What are the standards or parameters?Use indicators (quantity, frequency, accuracy), incorporate cost, time and technical specificationsAchievable - Is the task feasible?Realistic - Are sufficient resources available?Time-Bound - What are the start and end dates?

+Project ObjectivesUse “to” + action verb + single quantifiable result + measurement indicator + time

Sample 2

+Project Outputs

Define the actual product or service that meets those objectives.

Examples:

Number of workshops conducted,

Hours/days of service provided,

New tools or resources developed and distributed.

+Project Outputs

Output 1. Guidelines to improve resilience of coastal food production systems to the impacts of climate change developed. This output will assist the Ngatpang Maritime Authority in the State of Ngatpang (Palau) to develop their capacity to design guidelines and technologies to enhance resilience of their coastal food production systems to the impacts of climate change.

OBJECTIVE: To facilitate the implementation of long-term adaptation measures to increase the resilience of a number of key development sectors in the Pacific island countries to the adverse impacts of climate change.

Sample 3

+Activities

Describe how each immediate project objective will be carried out in terms of planned activities, their timing and duration, and who will be responsible for each activity. This can be summarized in a simple table.

+ActivitiesEssential Components of Activities

Category Component Purpose Description

WHAT UNIT What we want to implement/achieve

UNIT: Unit of measurement/should be defined against each activity in order to measure the level of achievement against each activity.

WHERE LOCATION Where we want to implement

Region/Country: Location for the implementation of each activity should be clearly defined.

+Activities

HOW TARGET How much we want to implement/achieve

Target: Numeric target should be defined against each activity.

STRATEGY APPROACH

How we want to implement

Implementing strategy: approach for proper implementation of the activities should be clearly defined against main activity. This will address, what method / approach should be used for the implementation of activities, what stakeholders / actors should be involved and what will be the relationship between the implementation organization and other stakeholders involved in the implementation of the activities.

RESOURCES How much resources (Financial/Human)

Estimated Resources: How much financial and human resource is required against each main activity must be clearly defined.

+Activities

WHO Target Beneficiaries Who is going to benefit

Partners / Stakeholders:For whom the activities is designed to benefit; Target beneficiaries should be clearly defined against each activities.

Responsibility Who is responsible for implementation

Officer in Charge: Responsible officer must be defined for each main activity for proper implementation and tracking of main activities. It means that officer identified will be responsible for implementation and follow-up of their relevant activities.

WHEN TIME When we want to implement

Main activities must have defined timeline (Starting and Ending Month and / or Quarter)

+Project Activities and How They Contribute to Achieving Results

• Challenges caused by climate change and actions to be undertaken to prevent, reduce the effects or adapt to the challenges.

• How these actions will improve and enhance resiliency, long-term sustainability and maintenance of the project.

• Activities that target baseline data collection as well as the application of performance measurement methods.

+Objective, Outputs, Activities Hierarchy of Objectives Objectively Verifiable

IndicatorsMeans of Verification

Assumptions

Objectives: What response the project intends to achieve among the target population groups.

Measures effects. Describe target population responses to project outputs, e.g., behavior change, reactions and perceptions; systemic changes in institutions

Also measured by the difference between baseline and end line measurements.

Other conditions and changes that must be brought about by other actors.

Outputs: What the project intends to achieve in the short term as a result of the project activities

Describe project products, i.e., the direct results of project activities for which the project is responsible.

Should be documented in project monitoring reports.

Activities: What the project staff will do; sometimesreferred to as interventions

Measures completion; whether or not activities were completed, and in comparison to any targets

Monitoring and Annual reports

+REVIEW Objectives, Outputs, Activities

Objectives Priority area of work, under which, programs / projects are designed to achieve certain outputs. Objectives are your vehicle for the change, planned in the strategic documents.

To measure reduction of disaster losses through optimal investments in Disaster Rick Reduction (DRR).

Outputs Outputs are tangible, verifiable and measurable results / deliverables that are delivered from the project.

Methodology to measure national and international investments in DRR developed with regional inputs and applied by countries in Asia and Pacific.

Activities Activities are smaller more manageable outputs.

Organize Asia Partnership meeting in Bangkok, in March 2014 (Including, Amount allocated at the time of planning, Time Frame and responsible officer)

Sample 4

+Beneficiaries

This section describes who and how many people are expected to benefit from the project, both directly and indirectly.

It should also discuss how intended beneficiaries have been involved in project design, and their expected role in project implementation and evaluation.

+Beneficiaries

Identifying Results-based beneficiaries

The first level: People involved in activities to produce outputs.

The second level: People benefiting from development outcome.

The third level: People who would benefit from potential impact.

+Beneficiaries

The direct project beneficiaries will be 19 000 rural poor families representing approximately 120 000 individuals. The group will include:

(a)small-scale producers whose production units have been affected by 10 years of declining success of traditional cotton production models and who lack the financial or technical capacity to adopt new technologies or diversify production activities; and

(b)small-scale farmers whose production units have very low productivity and limited potential.

These two subgroups will account for 60% of all direct project beneficiaries. The rest of the target group will be made up of indigenous groups, rural women who are heads of household and rural workers.

Empowerment of Rural Poor Organizations and Harmonization of Investments ( Paraguay Rural ) Project - support the strengthening and creation of social capital through training for beneficiaries and their organizations.

+Beneficiaries

Involvement in project design and goals:

Beneficiary organizations will be assisted by other farmers who have already been trained and who are members of the same beneficiary organization. Beneficiaries will develop their own business plans in order to access project funds; the project will provide them with the necessary technical assistance and training for this task.

Beneficiaries will also sit on the project's steering committee and attend meetings of the policy dialogue forum.

Many features of the project design are based on the successful results of the International Fund for Agricultural Development-funded Management of Natural Resources in the Southern Highlands Project in Peru.

+Project Implementation

This section may be presented in graphical (table) form and can be attached as an annex. It should indicate the sequence of all major activities and implementation milestones, including targeted beginning and ending dates for each step. Provide as much detail as possible.

+Project Implementation

This section should describe:

who will be responsible for planning and management of project operations as well as the roles of other bodies and organizations associated with the project; and

what arrangements will be established to ensure that there will be effective coordination with other relevant programs and activities.

This section should also discuss whether project operations are expected to continue, or expand to other areas or sectors, once the current phase of assistance is completed. This could include plans for introducing self-financing provisions to ensure continued viability of operations on project completion.

+Project Implementation

+Project Implementation

Institutional Arrangements

NEDA Regional Development Office - The NEDA Regional Development Office (RDO), headed by the Deputy Director-General for RDO, shall implement the project. The DDG for RDO shall approve all project-related activities.

NEDA Regional Development Coordination Staff - The Regional Development Coordination Staff (RDCS) shall manage all project activities, including coordination with the NROs, review of all proposed projects and integration of regional reports. It shall also handle administrative and financial aspects of the project, including facilitating fund transfers to NROs.

NEDA Regional Offices (NROs) - The NEDA Regional Offices (NROs) shall undertake project selection and endorse the same to the DDG-RDO for approval. They shall prepare the PDMF work and financial plan and oversee all activities in their respective regions. NROs shall likewise ensure technical soundness of all outputs. While LGUs shall be primarily responsible for advocacy and sourcing of funds for their proposed projects, NROs shall facilitate the submission of completed project proposals for ODA funding to appropriate agencies.

TECHNICAL ASSISTANCE TO LOCAL GOVERNMENT UNITS ON PROJECT DEVELOPMENT

+Project Implementation

Local Government Units - Upon selection and approval of the projects to be assisted, concerned LGUs shall assign technical staff to undertake project activities. They shall submit their proposed plan of action to the NROs for review and integration in the over-all PDMF work program and implement the same. LGUs shall initiate the presentation and submission of completed projects to prospective funding institutions, local bodies or private investors.

Process of Project Identification and Formulation

NROs shall invite LGUs to submit proposals for assistance under the proposed TA. The selection of proposed activities in each region on the other hand shall be based on specific guidelines to be prepared by each NRO and approved by the DDG- RDO. These guidelines shall be consistent with the overall objective and priorities of the PDMF-PCDF. The DDG RDO shall likewise approve all proposed projects submitted by NROs, including the Work and Financial Plans, upon favorable review of the RDCS.

LGUs may choose the most appropriate mode of implementation for their projects, either through the procurement of consultancy services or direct assistance by the NRO or PDAC.

+Timetable

Visual description of the sequence of major program activities over time and should set clear benchmarks and timelines that can be used to track overall program progress.

+Timetable

PROJECT: Climate Adaptation for Rural Livelihood and Agriculture (CARLA)COUNTRY: Malawi

+Financial Requirements

The budget should be a summary of the proposal. There should be a direct relationship between the budget items and the objectives/activities contained in the narrative. Every item in the budget should be justified in the document.

+Financial Requirements

Budget Items

1.Project Personnel - personnel needed to plan and implement the project or specialized consultancy services required to accomplish a specific project objective. Salaries and consultancy fees should be reflective of local prevailing conditions.

2.Capacity Building - Capacity building programs and study tours, in-service training.

3.Equipment - equipments including operation, maintenance and repair of equipment.

4.Contingency - a contingency amount not anticipated in all direct costs for project implementation and support covered in the proposed budget line items.

5.Project Audit - annual audit by recognized firm

+Financial Requirements

Co-Financing

While co- financing aspect of the project is not a formal requirement to access funding, it will assist greatly in favorable consideration of project proposals particularly where there are competing interests in available funding.

+Financial Requirements

+Monitoring and Reporting

This section should discuss proposed mechanisms and procedures for monitoring of project operations to ensure that activities occur as planned, that they remain directed towards stated objectives, and that appropriate corrective action is taken if required. Project reporting is the formal presentation of monitoring information.

+Monitoring and Reporting

Who: what institutions are responsible for monitoring and evaluation; how responsibilities are divided; the numbers and qualifications of staff responsible for monitoring functions.

What: what information and data are to be collected.

How: what procedures and methodologies are to be used to gather data; what sources will be used; how will the project Management Information System manage data.

Why: how data will be used and by whom; how will it feed into policymaking.

When: how frequently will data be collected and reports prepared.

Where: what will be the responsibilities at different levels and in different organizations; how will data flow between local and national levels.

+Monitoring and Reporting

Reporting:

Inception report (Inception phase)

Progress report (Implementation phase)

Technical report(Implementation phase)

Financial report (Implementation and completion phase)

Completion report (Completion phase)

Sample 5Sample 6Sample 7Sample 8

+

Thank You

+Cross cutting issues