esf funding workshop tuesday 7 th april 2015. esf funding mary irish – esf contract manager

ESF Funding Workshop

Tuesday 7th April 2015

ESF Funding

Mary Irish – ESF Contract Manager

OBJECTIVES

To gain an overview of requirements when applying for and delivering an ESF Funded programme.

To gain an understanding of monitoring and reporting requirements of ESF Funded activity

CONTENT

1.Applying for ESF Funding

2.Managing delivery

3.ESF Requirements

1.Applying for ESF Funding

New Programme ESIF

1.Applying for ESF Funding

Pre- Qualification Questionnaire

Invitation to Tender

1.Applying for ESF Funding

Pre- Qualification Questionnaire

Exercise

1.Applying for ESF Funding

Pre Qualification Questionnaire Process

•Provide Organisation Details•Compliance information•Economic and Financial Standing•Technical Capability

1.Applying for ESF Funding

Invitation to Tender Process

•Proven track record in delivery of services•How will you meet the requirements of the service specification?•How will you be able to deliver the service in terms of the payment model?

1.Applying for ESF FundingInvitation to Tender Process

•Describe your processes from promotion and marketing•How will you ensure the quality of provision?•How will your service lead to the engagement of the priority groups?•Be able to describe your quality assurance arrangements.•How will you monitor programme activity?•How will you undertake the management of records/data across any organisations involved in the project?

1.Applying for ESF Funding

Invitation to Tender Process

•Describe how the project will be managed, including staffing resource allocated to the project.•How will you ensure you provide adequate resource?•Describe the management arrangements of the service.•Be able to prove there is no conflict of interest from staff involved in delivering the service.

1.Applying for ESF Funding

•Preparation• Read the application guidance• Do your research – demand/need• Evidence demand• Attend workshops (If provided)• Map existing provision• Ensure your organisation is eligible• Read every question twice before answering• Ensure your project has clarity and is structured• Ensure you have strong relationships with

related organisations

1.Applying for ESF Funding

•Common Application Errors• Not fully completing the forms• Missing sections• Not meeting the funding criteria• Not submitting associated

evidence/documentation requested• Unrealistic budget• Not enough research/demand shown for the

project• Not value for money

1.Applying for ESF FundingTips

•Spell check and proof read before submission•Ask a colleague to read and check application•Request feedback from funder, even if your application has been successful.

2.Managing delivery

•Premises• Are they sufficient/fit for purpose• Are they accessible to your target audience

•Staffing• Do you have the right people with the right skills

to deliver the project?• Have you planned sufficient staff to run the

project?• Recruitment

2.Managing delivery

Budgeting exercise

2.Managing delivery (continued)•Budgeting

• Staffing• Rent/Premises• Utilities• Technology (equipment)• Telecommunications• Beneficiary Costs• Evaluation• Archive Costs• Accreditation Costs• Marketing and Publicity

Detailed Budget Breakdown – Example

Staffing budgetItem description and breakdown of hours (i.e. per week, month or session)

Total number of hours

Hourly rate

Total Cost

Project Manager 100 £15.36 £1536.00

Tutor 1 150 £12.47 £1870.50

Tutor 2 75 £12.47 £935.25

Administrator 200 £8.55 £1710.00

External Tutor 50 £25.00 £1250.00

  Total £7301.25

Other CostsItem description and breakdown of hours (i.e. per week, month or session)

Number and type of unit

Cost per unit

Total Cost

Rent 4 Months £300.00 £1200.00

Electricity 4 Months £50.00 £200.00

Water 4 Months £30.00 £120.00

Room Hire (external) 8 sessions £70.00 £560.00

Telephone 4 Months £15.00 £60.00

Mobiles 4 Months £8.00 £32.00

Accreditation 20 learners £45.00 £900.00

Insurances 1 £300.00 £300.00

Evaluation 1 £250.00 £250.00

Stationery 1 £600.00 £600.00

Marketing and Publicity 1 £250.00 £250.00

Archive Costs 8 Years £50.00 £400.00

Total £4,872.00

Capital Costs

Item description and breakdown of hours (i.e. per week, month or session)

Number and type of unit

Cost per unit

Total Cost

Laptop 1 £300.00 £300.00

Computer 1 £320.00 £320.00

Printer 1 £80.00 £80.00

  Total £700.00

Beneficiary Costs Item description and breakdown of hours (i.e. per week, month or session)

Number and type of unit

Cost per unit

Total Cost

Travel 20 £100.00 £2000.00 Lunch 20 £5.00 £100.00 Bursary 20 £15.00 £300.00 Total £2400.00

Grand Total £15,273.25

Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16Staff Budget Actual Cost DifferenceProject Manager £256.06 £256.06 £256.06 £256.06 £256.06 £256.06 £1,536.00 £1,536.36 £0.36Tutor 1 £467.63 £467.63 £467.63 £467.63 £1,870.50 £1,870.52 £0.02Tutor 2 £233.82 £233.82 £233.82 £233.82 £935.25 £935.28 £0.03Administrator £342.00 £342.00 £342.00 £342.00 £342.00 £1,710.00 £1,710.00 £0.00External Tutor £312.50 £312.50 £312.50 £312.50 £1,250.00 £1,250.00 £0.00

£7,301.75 £7,302.16 £0.41Other CostsRent £200.00 £300.00 £300.00 £300.00 £1,200.00 £1,100.00 -£100.00Electricity £50.00 £50.00 £50.00 £50.00 £200.00 £200.00 £0.00Water £30.00 £30.00 £30.00 £30.00 £120.00 £120.00 £0.00Room Hire (external) £140.00 £140.00 £200.00 £140.00 £560.00 £620.00 £60.00Telephone £15.00 £15.00 £15.00 £15.00 £60.00 £60.00 £0.00Mobiles £8.00 £8.00 £8.00 £8.00 £32.00 £32.00 £0.00Accreditation £900.00 £900.00 £900.00 £0.00Insurances £300.00 £300.00 £300.00 £0.00Evaluation £250.00 £250.00 £250.00 £0.00Stationery £100.00 £100.00 £100.00 £100.00 £100.00 £600.00 £500.00 -£100.00Marketing and Publicity £125.00 £125.00 £250.00 £250.00 £0.00Archive Costs £400.00 £400.00 £400.00 £0.00

£4,872.00 £4,732.00 -£140.00Capital CostsLaptop £300.00 £300.00 £300.00 £0.00Computer £320.00 £320.00 £320.00 £0.00Printer £80.00 £80.00 £80.00 £0.00

£700.00 £700.00 £0.00Beneficiary CostsTravel £500.00 £300.00 £200.00 £200.00 £2,000.00 £1,200.00 -£800.00Lunch £25.00 £25.00 £25.00 £25.00 £100.00 £100.00 £0.00Bursary £75.00 £75.00 £75.00 £75.00 £300.00 £300.00 £0.00

£2,400.00 £1,600.00 -£800.00

£15,273.75 £14,334.16 -£939.59

Monitoring The Budget

Sub Total

Sub Total

Sub Total

Sub Total

Grand Total

2.Managing delivery (continued)•Timescales

• Ensure project dates include pre-programme planning and post programme wrapping up

• Planning actual delivery

3.ESF Requirements•Eligibility

• Unemployed/Economically Inactive• Residency• Age restrictions• Priority Group restrictions

•Record Keeping• Beneficiary Forms• Signatures• Bureaucracy• Evidence

3.ESF Requirements•Financial Evidence

• Receipts• Invoices (name of organisation)• Eligible spend• Capital and revenue – what is the difference?• Defrayal

3.ESF Requirements

•Monitoring and reporting• Monthly/quarterly returns• Data gathering• Financial returns

•Audit• Checks and measures• Audit bodies

•Retention of documentation• At least until 2022

3.ESF Requirements (Continued)

•Publicity – Marketing and logos

•Publicity Toolkit - https://www.gov.uk/government/publications/european-social-fund-publicity-toolkit/esf-publicity-toolkit

3.ESF Requirements (Continued)

•What you ‘must’ do•Use the ESF logo•Display project plaques•Inform participants about ESF and EU support•Spread the word – publicise project activity•Promote the national message•Meet your contractual requirements.

Case Study by Kelly Thompson Community Linx

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Q & A