Australia Awards Alumni Network Program

Small Grant Scheme Training Workshop Hanoi, 1 October 2014

The Small Grant Scheme Guidelines

Developing a Proposal

Submitting a Proposal

A mechanism for funding professional

development activities for Australia

Awards alumni, consistent with the

priority areas of Australia’s

development country strategy for

Vietnam

Enhancing, capitalising on and applying the knowledge and skills

Strengthening their professional links with Australian institutions and professional networks

Contributing to organisational change by

improving organisational systems, procedures and policies

Strengthening alumni capacity to prepare grant submissions and manage grant activities

All Vietnamese alumni who have received Australia Awards Scholarships( ADS, ALAS, ACIAR, IMF)

Alumni who have received a Small Grant are eligible for follow-on Grants

1. Conference presentations

2. Research

3. Organisation of a training

course, workshop or a seminar

4. Organisational change

1. International conference presentation To present a paper at Women's Leadership and Empowerment Conference in Thailand, and to organize a workshop to disseminate research result in Vietnam Objective: to introduce alumnus’ research results on gender socialisation and impact on women’s political participation in Vietnam Output: paper delivered to 50 participants, gender equality promoted at conference, alumnus subsequently received 3 other grants for research Cost: AUD1,510 – one alumnus

2. Research: Develop the first ELISA kit for rapid detection of enrofloxacin residue in shrimp tissue in Vietnam

Objective: to develop the first antibiotic kit to

rapidly detect enrofloxacin residue in shrimp to improve food safety in Vietnam

Output: an effective rapid test kit was developed and knowledge widely disseminated at a workshop

Cost: AUD10,000 - two alumni

3. Training workshop

Information of counterfeiting and piracy issues in business of Vietnam and Australia; and suggestions to enhance the cooperation on enforcement of counterfeiting and piracy between Vietnam Customs and Australian Customs Service on border measures

Objective: to increase the capacity of Vietnam and

Australian Customs to combat counterfeiting and

strengthen intellectual property rights protection

Output: workshop held attended by 35 customs officers

and private stakeholders

Fellowship program for Vietnam Customs officers on

customs modernisation agreed

Cost: AUD5,500 – two alumni

Approval Completion Start up

Max 12 months

Max 3 months

Delays should be notified to AAV

New start date within 6 months from approval

Delays without valid justification grant could be withdrawn

1. Strategic Purpose

Contribution to SGS Objectives (Section 2)

Relevance to Country Program priority areas (HRD, economic integration and environmental sustainability)

Relevance to scholarship priority themes (gender equality, disability, rural disadvantaged, ethnic minorities)

Relevance to Vietnam’s development needs

Change story – Likelihood of the grant resulting in compelling change story

2. Ownership Ownership by applicants – Strength of link

with expertise of applicants and studies in Australia

Ownership by the organisation – Letter of support from organisation leadership indicating the organisation’s commitment to implement lessons

Benefit to organisation

3. Methodology

Clarity – Clarity of implementation plan

Feasibility – Likelihood the activity will succeed with methodology proposed

Personnel – Ability of applicants and other personnel to play their proposed roles in the activity

4. Complementarity

Complementary – With other initiatives and activities, enhance other investments

Duplication – No duplication of other funded activities, internal initiatives or previous grants

5. Financial Investment Budget – Budget coverage and accuracy

Value-for-money – Price, risk, return and

cost-efficient options

Counterpart funding – Amount of leveraging and cost-sharing among counterparts

6. Risk Management Risk management – Quality of risk assessment and risk rating for activity and mitigation responses

Previous grant performance – Quality of completed grant activity when relevant

7. Results Dissemination

Dissemination of activity results - Journal article, conduct workshop, seminar presentation

Up to AUD5,000 per application

Up to AUD5,000 for each

additional alumnus for joint

activity

No proposal budget to exceed a

total of AUD20,000

Submission 31 October 2014

Embassy Review and

Decision

AAV Screening and

Appraisal

Normally 4 weeks

Normally 6 weeks

Assessment to be based on evaluation criteria

Re-submission: maximum 2 times. Final proposal to be submitted within 4 weeks after 31 October

NOTE: Proposals for conference presentations: possible to submit after 31 October. Maximum approval for all presentation proposals: AUD10,000

Before submission closing date:

Small Grant Scheme training workshops

Online briefing

After Embassy approval:

Briefing on financial management: Hanoi (possibly HCM City)

Online briefing

Progress Report (Annex 5): within 6 months implementation (for activities longer than 9 months)

Activity Completion Report (Annex 6): within 30 days of completion

Financial Acquittal Report (Annex 7): to be submitted with both Progress Report and Activity Completion Report

Your efforts will be recognised.

Certificate of Grant Completion will be awarded.

Grant will be promoted on AAV Website, Facebook, and other media. Photographs etc. will be used for AAV promotion activities

Acknowledge Australian funding in appropriate ways: publications, reports, presentations.

Contact us for specific guidance prior to publications or public presentations.

Annex 1, Proposal Template

1. Activity problem: Describe the development problem or issue which the activity is designed to address. Explain how the activity will help address this problem or issue 2. Activity objective State the overall development objective of the activity (in one sentence). List the sub-objectives (if any) of the activity

3. Response to activity criteria

3.1 Strategic purpose How the activity enhances your knowledge and

skills gained from your Australian studies, how the activity is linked to your PhD or Masters studies

How the activity strengthens your professional links with Australians and /or Australian organisations

How the activity contributes to organizational change in your organization

3.1 Strategic purpose (cont.) Indicate the relevance of the activity to the

DCS priority areas and/or overreaching themes

Indicate the relevance of the activity to Vietnam’s development context and needs

Indicate whether the grant could result in a compelling change story

3.2 Ownership

Explain the link between your role in the activity and your expertise and job position.

State whether the activity has the support of the leadership of your employing organization and provide supporting evidence.

Outline the benefits of the activity to your employing organization (preferably with supporting evidence).

3.3 Methodology

How the methodology in the activity will achieve the desired outputs

For research activities, indicate to what extent the research methodology has been reviewed and endorsed by an expert in the field,(with a PhD in relevant research area) or relates to research methods used in published research studies

3.3 Methodology (cont.)

For training activities, explain how a training needs analysis has been or is to be undertaken.

Provide a clear management and implementation plan in the following format. Indicate clearly the tasks you and other alumni involved will carry out.

3.3 Methodology (cont.)

3.4 Complementarity

Explain whether the activity complements

other activities undertaken by you or others in or outside your workplace.

Clearly state that the activity does not

duplicate activities being undertaken or have been undertaken by you or other persons/donors.

3.5 Financial Investment

Provide a detailed budget for the activity as required in the Excel-based budget template (Section 5).

State whether there will be any counterpart funding for the activity, in terms of financial support and/or contributions in kind.

3.5 Financial Investment (cont.)

Describe how the proposed methodology, implementation plan and budget comprise the least costly option and provide value for money.

Value for money is about obtaining the maximum benefit over time with the resources available.

Consider 4 E’s: Economy (spending less); Efficiency (spending well); Effectiveness (spending wisely); and Equity (spending fairly).

3.6 Risk Management

Risks are external factors outside the control of the activity implementer and bring uncertainty to activity’s successful implementation

Risks are expressed in terms of

-Likelihood of occurrence

-Degree of impact on the activity success

3.6 Risk Management

Identify risks and how you will manage risks

Ratings: low, medium, high

3.7 Dissemination of Results

How you intend to disseminate the results of the activity to a broader audience

e.g. journal article, conduct workshop, seminar or conference presentation

3.8 Evaluation of completed activity

How you intend to make an evaluation of the activity at its completion to assess its degree of success in meeting the objectives and any lessons learnt.

3.9 Expected program outcomes

What are the expected outcome(s) of your SGS activity? (Tick relevant boxes in template)

4. Reports and Deliverables

Activity Progress Report (if appropriate), Financial Acquittal Report

Activity Completion Report, Financial Acquittal Report

Reports submissions to be aligned with Financial Guidelines, Annex 3.

Criteria Presentation

at Conferences Research

Organisation of training/

workshop/ seminar

Organisational change

1. Strategic Purpose 30 % 20 % 20 % 20 %

2. Ownership 10 % 10 % 10 % 20 %

3. Methodology 25 % 25 % 15 %

4. Complementarity 5 % 5 % 5 %

5. Financial Investment 20 % 20 % 20 % 20 %

6. Risk Management 10% 10 % 10% 10 %

7. Results Dissemination 30 % 10 % 10% 10 %

TOTAL 100 % 100 % 100 % 100 %

Ineligible budget items: Payments to non-Vietnamese nationals

Fees/salaries for alumni

Office equipment: computers, photocopiers, cameras and mobile phones.

Any personal items not relevant to SGS implementation

Zero tolerance policy on Fraud.

Use EXCEL format

Use Cost Norms

Quote in VND for in-Vietnam costs

Purchases/rental over VND5million: seek quotations from 3 suppliers

Annex 1

Annex 1

Annex 1

In-Vietnam costs:

Quote in VND Total up in AUD

Outside-Vietnam costs:

Quote in AUD

Email 2 files to:

alumni@australiaawardsvietnam.org

SGS _your surname_your middle name_ your first

name_document_submission date

SGS_ Nguyen_Van_Hung_proposal_20141030

SGS_ Nguyen_Van_Hung_budget_20141030

Friday 31 October 2014