bangladesh inspired sme competitiveness grant scheme full grant application workshops date: 30 july...
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Bangladesh INSPIRED SME Competitiveness
Grant Scheme
Full Grant Application WorkshopsDate: 30 July and 1 August 2013
Dhaka The contents of this presentation are the sole responsibility of the contractor and can in no way
be taken to reflect the views of the European Union.”
Concept Notes - Overview
• Congratulations with being selected for full applications!• Now strengthen the key success factors:
– Follow all administrative requirements very carefully as otherwise the application will be excluded.
– Demonstrate a better understanding of clusters– Background/Justification – Make reference to priorities of call,
show real analysis (not just descriptive), include relevant sector data and own research/surveys, mention synergies with other initiatives
– Clear focused Objectives; clear structure and simple style– Clearly identified and quantified target groups – meeting real
needs– Coherent logical design (activities lead to outputs and results have
baselines and targets (OVI)
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Concept Notes - Overview
• Other key areas to improve:– Ensure the cover page is and all administrative requirements are
100% completed and correct. Please double check this.– Partnerships with clear purpose and value added– Include genuine added-value elements and explanation– Clear implementation plan with allocation of responsibilities– Activities shall have detailed measured outputs and results have
baselines and targets (OVI)– Realistic and cost-effective budget– Realistic sustainability strategy
• DO NOT CONFUSE THE OBJECTIVES OF LOT 1 AND LOT 2! Re-read the Guidelines, Section 1.2 and 1.3
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Guidelines for Applicants
• “Guidelines for Applicants” available on:www.euinspired.org.bd under the headings Grant Scheme/Full Application Documents;
http://ec.europa.eu/europeaid/work/funding/index_en.htm Calls for Proposals; and
http://www.moind.gov.bd Downloads/INSPIRED
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Full Application Form
• Full Application Form and Annexes are available on:www.euinspired.org.bd under the headings Grant Scheme/Full Application Documents;
http://ec.europa.eu/europeaid/work/funding/index_en.htm Calls for Proposals; and
http://www.moind.gov.bd Downloads/INSPIRED
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Full Grant Application – List of Key Documents
• Guidelines for Applicants • Annex A - Grant Application Form • Annex B - Budget • Annex C - Logical Framework • Annex D - Legal Entity Form • Annex E - Financial Identification Form • Annex G - Standard Grant Contract • Annex J - Information on the Tax Regime • Corrigendum (Action duration 12-30 months)• Questions & Answers
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Full Applications - Administrative Requirements
Part A. Administrative Requirements
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Administrative Requirements
MANDATORY Cover Pages 1 and 2
• Check that all the information is up-to-date
• Fill in each section
• The contact person must be someone who is readily available
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Administrative Requirements – Reference Data
• The key reference data which applies to this grant aid programme are as follows:
Publication Reference: EuropeAid/133-587/C/ACT/BD
Title of the Call: SME Competitiveness Grant Scheme
Budget Line: BGUE-B2009-19.100101-C1-AIDCO
Contracting Authority: Ministry of Industries of Bangladesh
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Full Grant Application – Two Envelopes System
The full application is to be submitted under the ‘Two Envelope System’ in the same manner as for concept note submission:
OUTER ENVELOPE REQUREMENTS
REFERENCE #: EuropeAid/133-587/C/ACT/BD
TITLE: SME Competitiveness Grant Scheme
Select the appropriate title from the following 3 options
Lot 1A – Support to cluster and value chain development – Early Growth Stage or,
Lot 1B – Support to cluster and value chain development – Intensive Growth and Consolidation Stage, or
Lot 2 – Support to skills development and capacity building of business intermediary organisations.
NOT TO BE OPENED BEFORE THE OPENING SESSION.
Translate the above line into Bangla and insert another entry below the English line – this instruction is to appear in both English and Bangla.
Enter applicant’s name and address.
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Full Grant Application – Two Envelopes System
INNER ENVELOPE REQUIREMENTS (Postal, hand delivery or private courier service address)
Ministry of Industries
SME Cell
Room 534, 91 Motijheel C/A,
Dhaka 1000.
• Select the appropriate title from the following 3 options• Lot 1A – Support to cluster and value chain development – Early
Growth Stage or,
• Lot 1B – Support to cluster and value chain development – Intensive Growth and Consolidation Stage or,
• Lot 2 – Support to skills development and capacity building of business intermediary organisations.
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Full Grant Application – Deadline
• The submission deadline is respected. If the deadline is not respected the application will automatically be rejected.
Deadline: 18 August 2013 by 16.00
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Administrative Requirements - CHECK EVERYTHING
Use the Check List Section 6 of Part B -Points 1-8 within the Guidelines
• Ensure all declarations are signed• Address the envelope correctly• Add “Do not open etc” in English and Bangla• Enclose the correct number of copies• Enclose the electronic copy-labelled with Application Number• Seal the envelope• Please note if any of the requested information is missing or is incorrect,
the application may be rejected on this sole basis and the application will not be evaluated further
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Full Grant Application – CHECK EVERYTHING
• Has the ‘Declaration by the Applicant’ (Section 7 of the application form) been signed and dated by the Applicant? Is it available for submission to the Contracting Authority?
• Has the checklist, Section 8 - Assessment grid of the full application form been left blank and available for submission to the Contracting Authority
• Where ‘standard’ templates have been developed, and identified in the Call for Proposals, these are to be utilised to present the required information. DO NOT INVENT DIFFERENT TEMPLATES.
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Full Grant Application – CHECK EVERYTHING
• Ensure that the correct references/titles/descriptions are used and applied to the appropriate documents. In particular have you used:– The correct budget reference?
– The correct title of the call for proposals?
– The correct publication reference?
• Has/have the partner/partners completed the Description template (Section 4 of the application)?
• Has/have the partnership statement(s) been signed, dated and the introductory narrative edited to include reference to the Contracting Authority? If more than one partner have ALL statements been received and available for submission?
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Full Grant Application – CHECK EVERYTHING
• Has/have the associate/associates completed the standard template (Section 5 of the application)? If more than one associate, have completed standard templates been received, and available for submission, from ALL associates?
• Have the documents been prepared on white A4 paper?
• Does the front sheet bear the bidders name and ‘logo’?
• Is the bidders name and address stated clearly?
• Is the page format consistent (2cm margins)?
• Is the font size consistent (Arial 10)?
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Full Grant Application – CHECK EVERYTHING
• Has/have the associate/associates completed the standard template (Section 5 of the application)? If more than one associate, have completed standard templates been received, and available for submission, from ALL associates?
• Have the documents been prepared on white A4 paper?
• Does the front sheet bear the bidders name and ‘logo’?
• Is the bidders name and address stated clearly?
• Is the page format consistent (2cm margins)?
• Is the font size consistent (Arial 10)?
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Full Grant Application – CHECK EVERYTHING
• Is the approach to highlighting, bullet-points etc. consistent?
• Have the documents been bound and include a clear/transparent plastic cover?
• NOTE: the ‘Checklist’ and ‘Declaration’ MUST be stapled together and separate from the Application Form but also enclosed in the envelope with the Application Form
• Are 2 copies and 1 original of the Application Form available? Is each set of documents bound?
• Is an electronic version (CD-Rom) of the Application Form documentation available and ready for submission? The electronic format MUST contain EXACTLY THE SAME information as the paper version enclosed.
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Full Grant Application – Application Form
Part B. Application Form
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Full Grant Application – List of Key Documents
• Guidelines for Applicants
• Annex A - Grant Application Form
• Annex B - Budget
• Annex C - Logical Framework
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Full Application Form
Section B of the Grant Application Form
The Action:-• The Guidelines for Applicants Section 1.2. Please re-read
the objectives /requirements particular to each Lot
• The Guidelines for Applicants Section 2.1.3 pages 11- 15 Eligible Actions. Please re-read carefully.
The Action must be in-line with the objectives for each Lot. All activities and proposed procurement must comply with
those objectives.
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Overview Evaluation Grid
Page 24 and 25
Guidelines for Applicants
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EVALUATION GRID 1
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1. Financial and operational capacity Score
1.1 Do the applicant and partners, if applicable, have sufficient experience of project management?
/ 5
e.g. Give examples of other donor projects or in-house activities for members
1.2 Do the applicant and partners, if applicable, have sufficient technical expertise? (notably knowledge of the issues to be addressed.)
/ 5
Be specific . A) Applicants B) Partner/s
1.3 Do the applicant and partners, if applicable, have sufficient management capacity? (including staff, equipment and ability to handle the budget for the action)?
/ 5
e.g. Detail staff numbers/ positions ( not names) years and field of expertise for applicants and Partners/s
1.4 Does the applicant have stable and sufficient sources of finance?
/ 5
Provide any financial documentation required e.g. audited accounts. Be clear !
Total score: / 20
IMPORTANT NOTE SECTION 1
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Applicants scoring less than 12 Points for Section 1 will be rejected
EVALUATION GRID Section 2
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2. Relevance of the action ScoreScore transferred from the Concept Note
evaluation/30
Total score: /30
EVALUATION GRID Section 3
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3. Effectiveness and feasibility of the action Score
3.1 Are the activities proposed appropriate, practical, and consistent with the objectives and expected results?
/ 5
Re read the Guidelines to Applicants especially Section 1.2 and 2.1.3
3.2 Is the action plan clear and feasible? / 5
e.g. Feasible in terms of size number of the activities ,location/s, time frame, budget
3.3 Does the proposal contain objectively verifiable indicators for the outcome of the action? Is evaluation foreseen?
/ 5
Quantitative
Measurable and verifiable e.g percentage, tonnage, employment level
Qualitative:-
Quality of the change being measured
3.4 Is the Partners' level of involvement and participation in the action satisfactory?
/ 5
e.g. Who does what and when? Real added value by partners participation
Total score: / 20
EVALUATION GRID Section 4
•
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4. Sustainability of the action Score
4.1 Is the action likely to have a tangible impact on its target groups? / 5e.g. The impact of the training / installation of equipment to the cluster / to the BIO. The
trained becoming trainers/ model example/ Lobbying by BIO on behalf of members4.2 Is the proposal likely to have multiplier effects? (Including scope for
replication and extension of the outcome of the action and dissemination of information.)
/ 5
e.g. Other members of the Association/ New members/ formation of other clusters
Publicity.,4.3 Are the expected results of the proposed action sustainable:
- financially (how will the activities be financed after the funding ends?)
- Very important. Be realistic.
- institutionally (will structures allowing the activities to continue be in place at the end of the action? Will there be local “ownership” of the results of the action?)e.g. BIO strengthened, more members? In house training? Lobbying
- at policy level (where applicable) (what will be the structural impact of the action — e.g. will it lead to improved legislation, codes of conduct, methods, etc?)e.g.Public-private dialogue networking to promote business opportunities
- environmentally (where applicable) (will the action have a negative/positive environmental impact?) Pay particular attention to waste products
/ 5
Total score: / 15
Evaluation Grid Section 5
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From Concept Note to Full Application
• The key elements (type of Action, budget lines, type of equipment, partners) assessed on the basis of the Concept Note cannot be modified by the applicant in the Full Application Form.
• Applicants invited to submit a full application form following the pre-selection of the Concept Note must do so by using the Part B of the application form (from page 12).
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Full Applications
• It is important to note that the headings and sub-headings for each section of the application are ‘standard’ and should not be deleted or replaced by any other alternatives. You may however introduce further sub-headings if you feel they enhance/emphasise any particular point you wish to convey to the evaluator.
• Please note the following. In completing the application form you are required to complete pages 1 and 2 and then go straight to page 12 (Part B. Full Application Form) to commence. Pages 4 through to 11 are left BLANK.
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Full Grant Application Structure
– Form Structure.• Section 1 – General Information
• Section 2 – The Action– 2.1 – Budget of the action, amount requested from the Contracting Authority and
other expected sources of funding.– 2.2 – Description of the Action.
» 2.2.1. Description (max 14 pages)» 2.2.2. Methodology (max 4 pages)» 2.2.3. Duration and indicative action plan for implementing the action (max
4 pages)» 2.2.4. Sustainability of the action (max 3 pages)» 2.2.5. Logical Framework
– 2.3 – Applicant’s experience of similar actions
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Full Grant Application
• Form structure (cont’d).– Section 3 – The Applicant
• 3.1. Identity (only required if different from Concept Note)
• 3.2. Profile
– 3.2.1. Category (tick boxes)
– 3.2.2. Sector(s) (tick boxes)
– 3.2.3. Target group(s) (tick boxes)
• 3.3. Capacity to manage and implement actions.
– 3.3.1. Experience by sector (tick boxes)
– 3.3.2. Experience by geographical area
– 3.3.3. Resources – Financial data/Financing sources/Number of staff (full time equivalent)
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Full Grant Application
• Form structure (cont’d).• 3.4. List of the management board/committee of your
organisation.
– 4 Partners of the Applicant participating in the action.
• 4.1. Description of the partners – one for each partner.
– 5 Associates of the Applicant participation in the action – one for each associate. Your cluster MSMEs should
complete one each.
– 6 Checklist for the full application form.
– 7 Declaration by the Applicant
– 8 Assessment grid of the full application.
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Full Grant Application – Section 1
• SECTION 1. GENERAL INFORMATION
• Reference of the Call for Proposals EuropeAid/133-587/C/ACT/BD•• Title of the Call for Proposals SME Competitiveness Grant Scheme
• Name of the applicant Name of your organisation• • No. of the proposal The proposal number as allocated by the Contracting Authority
and notified to the applicant at the time of communicating the outcome of the evaluation of the Concept Note
• Title of the action Title of your proposal• • Location of the action- Specify country(ies) region(s) that will benefit from the action, e.g.
Bangladesh and any other beneficiary countries and/or regions
• [No. of the Lot] Lot 1A, 1B or Lot2• • For restricted procedures only; the proposal number as allocated by the Contracting Authority and
notified to the applicant at the time of communicating the outcome of the evaluation of the Concept Note.• Section 1 – General Information
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Full Grant Application – The Action
• Section 2 – The Action– 2.1 – Budget of the action, amount requested
from the Contracting Authority and other expected sources of funding.Although the budget is No 1 in this Section, it is recommended to develop Logical Framework, Action Plan, Activity and Resource Schedules first and come back to the budget after structuring objectives, activities, outputs, resources, etc.
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Actions Supported by Grant
Reminder: Guidelines Section 2.1.3
Lot 1: Support to cluster developmenta) Actions to support early-growth stage cluster and
project development
b) Actions to support intensive-growth and consolidation stage (mature) cluster
Lot 2: Support to Skills Development of Business Intermediary Organisations
Actions to support skills development and capacity building of BIOs
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Full Grant Application – Description of the Action
• Section 2.2 – Description of the Action.2.2.1. Description (max 14 pages)
• Describe Overall objective, e.g. Agroprocessing cluster development and specific objective(s), e.g. Expansion of cluster to international markets; upgrading technical capacity of cluster members, outputs and results described in the concept note, elaborate on specific expected results indicating how the action will improve the situation of the target groups and final beneficiaries as well as the technical and management capacities of target groups and/or any local partners. Indicate in particular foreseen publications.
• Identify and describe in detail each activity to be undertaken to produce results, justifying the choice of the activities (e.g. Research, surveys data) and specifying the role of each partner (and associates or contractors or sub-grantees where applicable) in the activities. The description of activities must not repeat the Action Plan.
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Full Grant Application – Methodology
2.2.2. Methodology (max 4 pages)– methods of implementation and reasons for the proposed methodology:– if the action is prolongation of a previous action, explain how the action is intended to
build on the results of this previous action. Provide main conclusions and recommendations of evaluations that might have been carried out;
– if the action is part of a larger programme, explain how it fits or is coordinated with this programme or any other possibly planned project. Please specify the potential synergies with other initiatives, in particular from the European Union;
– the procedures for follow up and internal/external evaluation;– the role and participation in the action of the various actors and stakeholders (local
partner(s), target groups, local authorities, etc.), and the reasons for participation;– the organisational structure and the team proposed for the implementation of the action
(by function: there is no need to include the names of individuals);– the main means proposed for the implementation of the action (equipment, materials, and
supplies to be acquired or rented);– the attitudes of all stakeholders towards the action and the activities;– the planned activities in order to ensure the visibility of the action and the EU funding
(e.g. publications, promotion events, etc.).
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Full Grant Application – Key Tools
Important Management Considerations
– Ensure that an educated and experienced management structure is in place. For example:
– Manager– Accountant– A full time Grant Manager who can implement and
monitor this program on a day to day basis to ensure quality results and sustainability.
– Technical staff
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Full Grant Application – Key Tools
• Key Tools
»Action Plan
»Logical Framework
»Budget
»Resources/Budget
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Full Grant Application – Action Plan
2.2.3. Duration and indicative action plan for implementing the action (max 4 pages)
• The duration of the action will be <X> months. Min 12 months and Max 30 months.• Do not indicate a specific start up date of the action, simply show "month 1", "month 2", etc. • Base the estimated duration for each activity and total period on the most probable
duration and not on the shortest possible duration by taking into consideration all relevant factors that may affect the implementation timetable.
• The activities stated in the Action Plan should correspond to the activities described in detail in Section 2.2.1. The implementing body shall be either the applicant or any of the partners, associates or subcontractors. Any months or interim periods without activities must be included in the action plan and count toward the calculation of the total estimated duration of the action.
• The Action Plan for the first 12 months of implementation should be sufficiently detailed to give an overview of the preparation and implementation of each activity. The action plan for each of the subsequent years may be more general and should only list the main activities foreseen for those years. To this end, it shall be divided into six-month interim periods
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Full Grant Application – Action Plan
• The Action Plan is completed by linking data from the LogFrame to the corresponding data set on the Action Plan.
• Each activity listed on the LogFrame must also appear on the Action Plan under the appropriate heading i.e. Activities from the LogFrame to appear under Activities on the Action Plan.
• Having matched the activities between the two documents you now have to indicate, on the Action Plan, the timescale allocated to each activity.
• Where activities have been grouped together and identified under one target result on the LogFrame these should, where practical and/or sensible, be expressed as individual activities on the Action Plan. For example, if three activities are grouped together to produce one target result (on the LogFrame) each activity should be shown individually on the Action Plan.
• It is important that you ensure that there is a clear link between the LogFrame target and the Action Plan activity.
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Grant Application Form
• Section 2.2.3. Action Plan
• The action plan will be drawn up using the following format:
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Year 1
Semester 1 Semester 2
Activity (Description).
1 2 3 4 5 6 7 8 9 10 11 12 Implementing Body
Activity 1 Applicant
Activity 2 Partner
Activity 3 Applicant
Activity 4 Applicant
Full Grant Application – Action Plan Realism
• Make sure the Action Plan is realistic!
• Is it realistic to carry out 3 baseline surveys, 5 market surveys, establish a fully operational processing plant, establish a Training Centre, conduct 15 training programmes, 5 Training of Trainers programmes, 5 Study Tours and 3 Trade Fairs plus 5 policy campaigns in 30 months?
• Mind the milestones and logical sequencing of Activities
• Make sure that you have realistic (budget) resources to implement all the Activities. Reiterate – cut all less important!
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Full Grant Application – Sustainability
2.2.4. Sustainability of the action (max 3 pages)
• Provide all information requested below:– Expected impact of the action with quantified data where possible, at
technical, economic, social, and policy levels (will it lead to improved legislation, codes of conduct, methods, etc.?).
– Dissemination plan and the possibilities for replication and extension of the Action outcomes (multiplier effects), clearly indicating any foreseen dissemination channel.
– Detailed risk analysis and contingency plan, including a list of risks associated for each proposed action, with relevant mitigation measures. A good risk analysis will include a range of risk types including physical, environmental, political, economic and social risks.
– Describe the main preconditions and assumptions during and after the implementation phase.
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Full Grant Application – Sustainability Cont’d
2.2.4. Sustainability of the Action (cont’d)• Explain how sustainability will be secured after completion of the action. This
may include aspects of necessary follow-up activities, built-in strategies, ownership, communication plan, etc. In so doing so, make a distinction between the following 3 dimensions of sustainability:
a. Financial sustainability: financing of follow-up activities, sources of revenue for covering all future operating and maintenance costs, etc;
b. Institutional sustainability: including structures that would allow the results of the action to continue to be in place after the end of the action, capacity building, agreements and local "ownership" of action outcomes;
c. Policy level sustainability: where applicable) including the structural impact of (improved legislation, consistency with existing framework/s, codes of conduct, methods, etc.).
d. Environmental sustainability (what impact will the action have on the environment – have conditions put in place to avoid negative effects on natural resources on which the action depends and on the broader natural environment)
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Full Grant Application – Sustainability Examples
• Impact examples:
• Introduced participatory strategic planning processes as part of management decisions make BIO more competitive
• TOT programmes result in a pool of locally available trainers
• Improved/lobbies customs administration will save 30 days of custom clearance for 5000 SMEs and BDT 100K
• Educated BIO staff can provide on-the-job training on a regular basis
• Strengthened cluster/VC links reinforce sustainable cluster growth
• Quality BDS and training services provide sustainable income to BIO,SME members, and employees
• Established awareness and information systems and BDS attract new members
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Full Grant Application – Risks and Mitigation
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Risk MitigationLack of cooperation from public bodies
Awareness campaigns, regular public-private dialogue, civil society involvement, negotiation techniques, regulatory expertise, international benchmarking
Lack of local expertise/trainers Training of trainers, knowledge transfer, web databases
Market price fluctuations Budget provisions, marketing research and forecasting, produce added-value
Environmental impact Environmental awareness, standards, introduction, waste management programmes, policy advocacy
Lack of member/cluster cooperation Awareness and info campaigns, transparency, involvement in decision-making, mix free/for-fee services, benefits sharing
Lack of project progress Regular project monitoring and evaluation, timely reporting, corrective measures
Insufficient financial resources Promotion of for-fee services, member fees collection, new members attraction, better financial management, computerised management information systems (MIS), effective internal controls, transparency
Full Grant Application - Logframe
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•Section 2.2.5 Logframe (Annex 5)The logframe consists of a table or matrix, which has four columns and four rows. The vertical logic identifies what the project aims to do, clarifies cause and effect and specifies the important assumptions and uncertainties beyond the managements control.
The horizontal logic relates to the measure of the effects, resources used by the project through the specification of key indicators and measurement and the means of which measurement will be verified.
See also the full official version of the EU Project Cycle Management Manual available from the PCM Home page: particularly the Logical Framework Approach, Part 2, Section 5, page 57.
http://ec.europa.eu/europeaid/multimedia/publications/publications/manuals-tools/t101_en.htm
Grant Application Form - Logframe
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Full Grant Application - Logframe Tips
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• Do not change the Logframe format (Annex C)!
• Do not change the Headings (in bold)
• Fill in ALL boxes and ALL rows
• Delete template questions after completing the Logframe
• Be specific but concise – do not provide detailed justification of each objective, result and activity, – you will do it in 25 pages of Description of Action (Section 2.2)
• Measurable indicators – ensure that the Objectively Verifiable
Indicators (OVI) are both quantified and qualified.
Grant Application Form - LogFrame
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What are the key activities to be carried out and in what sequence in order to produce the expected results?( group the activitis by result)
MEANS: What are the means required to implement these activities, e.g. personnel, equipment, training, studies, supplies, operational facilities etc.
Specific objective
What are the overall broader objectives to which the action will contribute?
Wwhat are the sources of information for these indicators?
Activities Means CostsWhat are the sources of information about action progress? COSTS: What are the action costs? How are they classified? (breakdown in the Budget for the Action).
What pre-conditions are required before the action starts? What conditions outsside the Beneficiary's direct control have to be met for the implementation of the planned activities?
Objectively verifiable indicators Sources of verification Assumptions
Objectively verifiable indicators Sources of verification Assumptions
Developing the Logical Framework
What specific objective is the action intended to achieve to contribute to the overall objective?
What are the sources of information that exist or can be collected? What are the methods required to get this information?
Which factors and/or conditions outside the Beneficiary's responsibilities are necessary to achieve that objective? (external conditions). Which risks should be taken into consideration?
What are the sources of information for these indicators?
What external conditions must be met to obtain the expected results on schedule?
The results are the outputs envisaged to achieve the specific objective. What are the expected results? (ebumerate them).
Which indicators clearly show that the objective of the action has been achieved?
Results Objectively verifiable indicators Sources of verification
Overall objective
What are the indicators to measure whether and to what extent the action achieves the expected results?
Assumptions
What are the key indicators related to the overall objectives?
Assumptions
Grant Application Form – LogFrame Example
• Insert example logframe
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Overall objective Objectively verifiable indicators Sources of Verification Assumption
To promote SME competitiveness through sustainable cluster and Business Intermediary Organisations (BIO) development in ABC priority sector
- Increased number of SMEs;
- Increase in SME incomes;- Increase in employees
income- Increase in SME outputs.
- Statistical data- World Bank surveys- Sector surveys
- Macro- and micro-economic conditions remain stable
- Political situation stabilise;- Favourable sector policies in
place
Specific objective Objectively verifiable indicators
Sources of Verification
Assumption
- 1. To reinforce the Institutional capacity of the Business Intermediary Organisation (BIO) to provide better services to its members
- 2. To improve BIO's networking and international linkages
- BIO provides new services
- BIO financial sustainability increased by 20%;
- BIO membership therefore increased by 30%
- At least 10 new contracts and/or MOUs signed by BIO and its members.
- BIO reports- BIO financial reports- Grant reports
- 10 MOUs and contracts
- Regional and national government supports SMEs and business associations
- Level play filed in the sector
- Enabling import and export policies
Grant Application Form – LogFrame Example Cont’d
• Insert example logframe
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Expected results Objectively verifiable indicators Sources of Verification •Assumption- Result 1. BIO management and
operational capacity improved through BIO board and staff training
- BIO Strategy and Business Plan 2013-2016 in place
- BIO MIS established and operational
- Member database in place
- Strategy and Business Plan till 2016- Training Reports- MIS Implementation reports- Member database- Grant reports- Monthly monitoring reports.
- Board and management willing to implement the change
- Members willing to cooperate
- Result 2. Training and Resource Centre established for BIO staff and its members providing vocational training and Business Development Services
- 500 people improved their management, financial and vocational skills
- 50% of BDS and training services paid by members by project end
- Training and Resource Centre operational
- Training reports- Grant reports- SME perception survey on BDS
provided
- Availability of technical experts
- Cooperation of member and non-member SMEs
- Climatic conditions
- Result 3. Result 3. BIO's Policy advocacy campaigning skills improved
- 3 legislative reforms lobbied for and implemented through BIO advocacy
- Advocacy reports- Advocacy materials- Advocacy publications- Improved laws and regulations
- Willingness on the part of the government to cooperate with BIOs
- BIO competition in the sector- Availability of regulatory
expertise and documents- Result 4. Increased networking of BIO
and its members SMEs in Asian, European and international markets
- At least 5 new contracts and MOUs signed by BIO and/or its members with app. BDT 100 MIO value
- 30 SME members and BIO staff participate in international fairs and study visits
- 500 SME have access to EU and international import/export regulations
- Contracts and MOUs- Study tour and trade fair reports- Regulations database- BIO website
- Participants willing to share the information
- BIO capacity to disseminate study tour results
- Access to EU and international regulations
Grant Application Form – LogFrame Example Cont’d
• Insert example logframe
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Activities Means Costs Assumption
Result 1: Institutional building:Activity 1.1 Strategic planning training and workshopsActivity 1.2 On-the-job training design and programmesActivity 1.3 MIS developmentActivity 1.4 Member database development....
•Result 2. Training and Resource CentreActivity 2.1 Training/BDS needs analysisActivity 2.2 Training materials developmentActivity 2.2 Knowledge database developmentActivity 2.3 Training of trainers
Result 3. Policy AdvocacyActivity 3.1 Design of advocacy planActivity 3.2 Advocacy events...
Result 4. NetworkingActivity 4.1 2 Study tours/benchmarking tours to EU member states.Activity 4.2 International trade fairActivity 4.3 Awareness raising/Dissemination workshopsActivity 4.4 Import/export databaseActivity 4.5 Online Networking
- BDS and ‘Training Needs Analysis’ tool.
- ‘On-the-job’ training programmes schedule
- Database software and hardware
- ‘Train the Trainers’ training programmes.
- Training venues- Database hardware and
software- Training equipment- Expertise- Publications- Workshops
- Travel costs- Workshops- Web-based databases- On-line networking facilities
- Training: €60,000- Training materials: €30,000- Study tours: €60,000- Expertise: €20,000- Publications: €20,000- Equipment: €30,000
- Total budget: €220,000
- (See detailed budget in Annex B)
Availability of trainersSuccessful information campaign among SME members and non-membersGood quality planningNon-excessive reporting requirements
Using the Logical Framework to Develop Activity Using the Logical Framework to Develop Activity and Resource Schedulesand Resource Schedules
From LogFrame to Activity and Resource Schedule
Activity & Resource Schedules
After the logframe matrix has been completed operational detailcan be added to the plan. An Activity Schedule is a way ofpresenting the activities of the project, which identifies theirlogical sequence and any dependencies that exist between themAnd provides a basis for allocating management responsibilityfor completing each activity.
With the Activity Schedule complete the task of specifying inputsand costs can be started.
Activity & Resource Schedules
Budget
Budget
Budget
Results based work plan & budget
Logframe
Preparing Activity Schedule
Once the logframe is complete it is possible to copy the activitiesfrom the left hand column into the activity scheduling format.The format can be adapted to fit with the duration of theproject.
Year one activities should be specified in detail. Showing startand finish of activities.
Subsequent years activities should be more indicative. Theseare preliminary estimates that will be revised in the light ofexperience of implementation.
Step 1- List Main Activities
The main activities in the logframe are a summary of what
the project must do in order to meet its objectives.
These can be used as the basis for preparation of the
activity schedule that will specify activities in operational
detail.
Step 2 – Break Activities down into tasks
The purpose of breaking down activities into tasks orsub-activities is to make them sufficiently simple to be organisedand managed easily. The technique is to break an activity intoits sub-activities and then component tasks. Each task is assigned to an individual and that becomes their short-termgoal.
The skill is getting the detail right. The breakdown should stopas soon as the planner has the detail to estimate time andresources required and when the person responsible for doingthe task has sufficient instructions on what has to be done.
Step 3 – Sequence and Dependencies
Once activities are broken into sufficient detail, they must berelated to each other to determine their;
• sequence – in what order they should be undertaken
• dependencies – is the activity dependant on the start or finish of another activity.
Example – building a house. You cannot put on a roof ifthe walls are not built !!!!
Step 4 – Estimate Start-up, duration and completion of activities
This requires making realistic estimates of timing and duration oftasks.
• Inaccuracy is a common mistake, usually an underestimate of time required.
• omission of essential activities and tasks• failure to allow for interdependence of activities• failure to allow for resource competition – i.e. scheduling the
same person or equipment to do two or more things at once.• a desire to impress with rapid results
BE REALISTIC !!!!!!
Step 5 – Summaries Scheduling of Main Activities
Having specified the timing of the individual tasks thatmake up the main activities, it is useful to provide an overallsummary of the start-up, duration and completion of the main activity itself.
Step 6 – Define Milestones
Milestones provide the basis by which project implementation ismonitored and measured. They are key events that provide ameasure of progress and a target for the team to aim at.
The simplest milestones are dates for the completion of anactivity.
I.e. training needs assessment completed by January 2015
Step 7 – Define Expertise
When the tasks are known it is possible to specify the type
of expertise required. Often the expertise is known in
advance.
This provides a good opportunity to check whether the
action plan is feasible given the human resources
available.
Step 8 – Allocate Tasks Among Team
This is more than just saying who does what. With taskallocation comes responsibility for achieving milestones.
It is a means of defining each team members accountability – tothe project manager and each other.
Task allocation must therefore take into account the capability,skills and experience of each team member.
Presenting Activity Schedule, Gantt Chart
Activities Month 1 Month 2 Month 3
Result 1 Quality of secondary healthcare improved
Activity 1.1 Design and implementation of staff training programme1.1.1 Conduct staff TNA
1.1.2 Design training modules
1.1.3 Conduct training
Activity 1.2 Improve procedures for drug procurement, storage and control
1.2.1 Conduct management audit of systems
1.2.2
PA TA etcetc
Step 1 list main activities from Logframe
Step 2 break down activities into tasks
Step 3 clarify sequence & dependency
Milestones
1.TNA completed month 1
2. Patient care training …
Step 6 Define milestones
Step 4 estimate start-up duration completion
1 2 3
4 5
Step 5 summarise scheduling activity
Step 7 define expertise required
Key
PA – Planning advisor
TA – Training advisor
L – Lead role
S – Support role
Step 8 allocate team
L
LL
L
L S
Preparing Resource Schedules
Cost estimates must be based on careful and thoroughbudgeting. They have a significant influence on the investmentdecision at project appraisal level and subsequently on thesmooth implementation of the project.
Activities should be copied into an input and cost schedule proforma. Each activity should then be used as a check list toensure that all means under that activity are provided for.
Specifying Means & Scheduling Costs
Means should be allocated to establish cost categories.
Example; The activity of establishing a Planning Unit requiresEquipment, Salaries and Allowances. The Units, Quantity PerPeriod and estimated Unit Cost should be specified. If enteredon a spreadsheet Cost Per Period and Total Project Costs canBe easily calculated.
It is now possible to Schedule Costs using simple formula tomultiply annual quantity by unit cost.
Specifying Means & Scheduling Costs
It is important to remember that your organisation willneed to meet any recurrent costs of maintaining service provisions beyond the life of the project.
Recurrent costs may be covered (fully or partly) throughincreased revenue that has been generated through projectactivities. Even if this is not the case, recurrent costs need to bespecified as they have implications on the future budget of theimplementer.
There are two sources of funds: the European Union and the project itself.
Activity/resource
Quantity per period Cost Codes Cost per periodUnit
Q1 Q2 Q3 Q4
Cost per Unit
Funding Source
EU Gov Q1 Q2 Q3 Q4
Project Total
Recurrent cost PA
1.1 Design & Implement staff training programme for patient care
Equipment
Computer
Photocopier
Printer
Salaries (local)
Counterpart staff
Office staff
No.
No.
No.
MM
MM
2
1
2
6
3
6 6 6
3 3 3
1,000
5,000
500
1,700
900
EU
EU
EU
Gov
Gov
3.4
3.4
3.4
5.2
5.2 b.2
b.2
a.1
a.1
a.1 2,000
5,000
1,000
10,200
2,700 2,700 2,700 2,700
10,200 10,200 10,200
2,000
5,000
1,000
40,800
10,800
Example of Resource Schedule
Step 1 Copy activities from activity Schedule
Step 2 Specify resource required
Step 3 Put resources into categories
Step 4 Specify units
Step 5 Specify Quantity
Step 6 Specify Unit cost
Step 7 Identify funding source
Step 8 Allocate cost codes
Step 9 Schedule costs
Step 10
Calculate total
Step 11 Estimate recurrent costs
Full Grant Application – Budget
• Section 2.1 Budget• The information and data collected and entered
onto the Activity Schedule and Resource Schedules are transferred to the appropriate sections of each of the 3 budget templates: Budget, Justification and Sources of Funding. Please remember that you must use the standard MS Excel Budget templates - Annex B - Budget - in finalising the budget details.
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Full Grant Funding Thresholds
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Lot Description Minimum Maximum
1a Early Growth € 100,000 € 175,000
1b Mature € 150,000 € 750,000
2 BIOs € 100,000 € 200,000
Full Grant Application – Financial Issues
• Financial Issues.– Lot 1B - Requests over €500,000 – external audit
report for the last financial year available.
– Lot 2 – Total Eligible Costs. Grant requests must fall between:
• Minimum % - 50% of total estimated eligible costs.
• Maximum % - 100% of total estimated eligible costs.
– Any grant requested must further be limited to 90% of the estimated total accepted costs.
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Full Applications – Budget Calculation
Example:
• Max EU Grant = € 750,000
• Total Action Budget = € 750,000/90% = € 833,333.33
• Applicant’s contribution = € 83,333.33 = 10% of the Total Budget
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Full Applications - Budget
• All expenditure must relate to the overall objectives of the Action
• All expenditures must be justified in the text of the Action
• All expenditure must relate to the activities/ equipment
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Full Application - Budget
• Except as specifically stated in the Guidelines all activities must take place in Bangladesh
• No expenditure pre-grant contract signing is eligible.
• Max 7% of eligible costs as indirect costs (overheads)
• Max 5% for contingencies-only after approval
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Full Application – Budget Clarification and Justification
• Example:
• Budget Line 2.3.3. Policy Expert
• Clarification: Activity 4.1. Policy Advocacy in Action Plan
• Justification: 3 person-months x Euro 500 per month = Euro 1,500
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Budget– Sources of Funding
• Example:
• EU/EDF contribution sought in this application (A) = Euro 200,000
• Other contributions (Applicant, other EU Funds or EU Member States etc) Justification: = Euro 22,222.22
• Revenue from the Action = Euro 0
• In-kind contribution = 0
• Estimate Total eligible costs (B) = Euro 222,222.22, EU contribution = 90%
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Budget – Currency Rates and Per Diems
• Budget currency is EURO. Euro conversion rates are available at:
• http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm
• Use the official EU per diems rate in the budget:
• http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm
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Completing the Full Application Form
• 1. – General Information.• • This should not differ from the information presented on the corresponding Concept Note. Use the
standard template.• • 2. – The Action.• • NOTE: The evaluation committee will refer to information already provided in the Concept Note as
regards objectives and relevance of the action.• • 2.1 – Budget of the Action, Amount Requested from the Contracting Authority and other expected
sources of funding.• • You are required to complete Annex B to the Guidelines to provide the following information:• the budget of the action (worksheet 1), for the total duration of the action and for its first 12 months
(annexed to Module 2 );• justification on the budget (worksheet 2), for the total duration of the action (annexed to Module 2) and,• amount requested from the Contracting Authority and other expected sources of funding for the action for
the total duration (worksheet 3) (annexed to Module 2).• NOTE: The three worksheets mentioned above are all on the one spreadsheet (Sheet 1, 2 and 3);
relevant file reference is www.euinspired.org.bd - Grant Scheme – Full Application Documents - Annex B - Budget .
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Completing the Full Application Form Cont’d
• 2.2. – Description of the Action
• 2.2.1. – Description (max 14 pages)
• The Application Form provides clear guidance on the type and nature of information to be supplied in this section.
• Review this section of the Application Form to understand the level of detailed and type of information to be provided.
• 2.2.2. – Methodology (max 4 pages)
• In this section you are required to detail the methods of implementation and the reason for the approach you are proposing.
• As indicated previously, you are advised, strongly, to review this section of the Application Form to understand the level of detail and type of information requested.
• NOTE: If the following conditions apply to your proposal please refer to Section 2.2.2. – Methodology of the Application Form for details of specific requirements.
• If the action is the prolongation of a previous plan explain how the action builds/enhances the results of the previous plan. If the previous plan has been evaluated give the conclusions and recommendations.
• If this action is part of an on-going project, identify clearly how this action will integrates with the on-going action. Where appropriate specify any synergies with other initiatives, particularly from the EU.
•
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Completing the Full Application Form Cont’d
• Section 2.2.3. – Duration and indicative action plan for implementing the action (max 4 pages)
• The action plan should be prepared using the action plan format given in Module 4.
• The maximum duration of the project should not exceed 30 months.
• You should not indicate a specific start date for implementation, simply state ‘month 1’, ‘month 2’, etc.
• Estimates for activity duration should be based on the most probable duration and not the shortest possible.
• Every activity stated on the action plan must correspond to the activities detailed in Section 2.2.1 – Description.
• The Application Form provides specific instructions regarding Action Plan development. To ensure compliance in completing the Action Plan you must ensure that you are fully conversant with these instructions.
• 2.2.4. – Sustainability of the action (max 3 pages)
• The Application Form requests specific information relating to ‘sustainability’ of the action is to be presented. To ensure compliance in completing the Application Form you must ensure that you are fully conversant with information requirements detailed on the form.
• 2.2.5. – Logical Framework
• Refer to Module 3 – Developing the Logical Framework for the development and preparation of the LogFrame.
• Once completed, insert the final LogFrame into this section of the Application Form.
•
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Completing the Full Application Form Cont’d
• Section 2.2.3. – Duration and indicative action plan for implementing the action (max 4 pages)
• The action plan should be prepared using the action plan format given in Module 4.
• The maximum duration of the project should not exceed 30 months.
• You should not indicate a specific start date for implementation, simply state ‘month 1’, ‘month 2’, etc.
• Estimates for activity duration should be based on the most probable duration and not the shortest possible.
• Every activity stated on the action plan must correspond to the activities detailed in Section 2.2.1 – Description.
• The Application Form provides specific instructions regarding Action Plan development. To ensure compliance in completing the Action Plan you must ensure that you are fully conversant with these instructions.
• 2.2.4. – Sustainability of the action (max 3 pages)
• The Application Form requests specific information relating to ‘sustainability’ of the action is to be presented. To ensure compliance in completing the Application Form you must ensure that you are fully conversant with information requirements detailed on the form.
• 2.2.5. – Logical Framework
• Refer to Module 3 – Developing the Logical Framework for the development and preparation of the LogFrame.
• Once completed, insert the final LogFrame into this section of the Application Form.
•
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Completing the Full Application Form Cont’d
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Project Title Sector (see Section 3.2.2 of Section 3):
Location of the action
Cost of the action (€)
Lead manager or partner
Donors to the action (name)16
Amount contributed (by
donor)
Dates (from dd/mm/yyyy to dd/mm/yyyy)
Objectives and results of the action
• 2.3. – Applicant’s experience of similar actions• Prepare, using the standard template shown below, a description of your experience of
similar actions. You are required to use one page (template) per action.
• If the donor is the European Union or an EU member state, please specify the EU budget line, EDF or EU Member State.
• Refer to the Application Form to access the standard template for this section.
Completing the Full Application Form Cont’d
• 3. – The Applicant• You must enter data applicable to your organisation. • Has/is your organisation registered its data on PADOR? Refer to the Application Form for specific instructions regarding
PADOR.• 3.1. – Identity• This section (template) need only be completed if there have been any modifications or additions to the information
provided by the Concept Note.• Please note there are a number of criteria to be observed when completing this section. For clarification of these criteria,
you must refer to the Application Form to ensure correct entries have been made.• 3.2. – Profile• Refer to the Application Form to access the standard template for this section. There are a number of criteria to be
observed when completing this template; these are detailed on the Application Form.• 3.2.1. – Category• Refer to the Application Form to access the standard template for this section. There are a number of criteria to be
observed when completing this template; these are detailed on the Application Form.• 3.2.2. – Sector(s)• Refer to the Application Form to access the standard template for this section. Please note the requirement for number
of years ‘active’ in the sectors selected as detailed on the Application Form.• 3.2.3. – Target group(s)• Refer to the Application Form to access the standard template and specific details to be considered when completing this
section.
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Completing the Full Application Form Cont’d
• 3.3. – Capacity to manage and implement actions• 3.3.1. – Experience by sector• You use this section to provide as much possible evidence to show you are sufficiently experienced and qualified to make a
success of your project.• Refer to the Application Form to access the standard template for this section together with instructions for completing this section. • 3.3.2. – Experience by geographical area• You use this section to provide as much possible evidence to show you are sufficiently experienced and qualified to make a
success of your project.• Refer to the Application Form to access the standard template for this section.• 3.3.3. – Resources• Financial data.• Refer to the Application Form to access the standard template for this section and specific requirements.• Please note that currency must be expressed as Euros.• Financing Source(s)• Refer to the Application Form to access the standard template for this section and an explanation of specific requirements.• Please note the clarifications regarding requests over EUR 500,000 (EUR 100,000 for an operating grant).• Number of staff (full-time equivalent)• Refer to the Application Form to access the standard template for this section together with a definition of ‘staff’ as applicable to
this specific grant aid programme.• 3.4. – List of the management board/committee of your organisation• Refer to the Application Form to access the standard template for this section.• •
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Completing the Full Application Form Cont’d
• 4. – Partners of the Applicant Participating in the Action
• 4.1. – Description of the partners
• Refer to the Application Form to access the standard template for this section.
• The application form must be accompanied by a signed and dated partnership statement form from EACH partner in accordance with the standard template provided (Section 4.2 – Partnership Statement).
• Ensure that each partner complies with the criteria specified within the meaning of Section 2.1.2 of the Guidelines for Applicants.
• You must complete one template for each partner participating and mentioned in the concept note. You cannot add any new partners; however you should advise if any partners have subsequently declined to participate since concept note submission.
• 4.2. – Partnership Statement
• Refer to the Application Form to access the standard template for this section.
• Please note the requirement to enter the name of the Contracting Authority in the ‘gap’ provided in the narrative of the template.
• 5. Associates of the Applicant participating in the Action
• Refer to the Application Form to access the standard template for this section.
• Ensure that each associate complies with the criteria specified within the meaning of Section 2.1.2 of the Guidelines for Applicants (Grant Scheme – Full Application Documents – Guidelines for Applicants).
• You must complete one template for each associate participating and mentioned in the concept note.
•
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Full Applications - Resources
• Lot 1a&1b: Cluster Development Module
• Lot 1a&1b: Value Chain Development Module
• Lot 2: BIO Capacity Development Module
Plus Resources to Technical Modules:
• 4 Reading Materials on best global and EU best practices in Cluster, VC and BIO Capacity development
• 9 Technical Reports and Feasibility Studies in Priority Sectors
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Full Applications – Training Resources 2
• Module 1 - Understanding the Application Form• Module 2 - Suggested Methodology for Completing
the Application Form• Module 3 - Developing the Logical Framework• Module 4 - Developing the Action Plan• Module 5 - Developing the Resource Schedule,
Activity Schedule & Budget• Module 6 - Completing the Application Form• Module 7 - Administration of the Application Form
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Full Application - Resources
• 6. Checklist for the full application form• • Refer to the Application Form to access the standard template for this section.• • When you are satisfied you have completed the application form in its entirety, and no more changes or
amendments are required, you should proceed and complete the second checklist shown under Section 6 (entitled – ‘Before sending your proposal, please check that each of the following points is complete and respects the following criteria:)
• • 7. Declaration by the Applicant• • Refer to the Application Form to access the standard template for this section.• • 8. Assessment grid of the full application form• • You are not required to complete this form; it is for the sole use of the Contracting Authority. However,
you must ensure that the blank template is included when the completed application is submitted to the Contracting Authority.
•
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Full Applications – Sector Reports
• Local and international experts developed Value Chain Analysis and Feasibility Studies on:
– Agroprocessing Reports: Jackfruit Report, Natural Fibers and Potato Flakes and Powder Report
– Electronics and Electrical Sector Report– Plastics Sector Report– Furniture Sector Report – Light Engineering Sector Report– Leather Sector Report
• The studies are available on the www.euinspired.org.bd Grant Scheme/A Series of Sectoral Reports
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Full Grant Application – Reference to EU Procedures
• Practical Guide to contract procedures for EU external Actions (PRAG):
http://ec.europa.eu/europeaid/work/procedures/implementation/practical_guide/Note: Please be reminded that for Calls for Tenders/Proposals launched in 2012, the PRAG 2012 templates apply.
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Official EU Procurement Site for this Call for Proposals
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Full Grant Application – Questions
• Questions may be sent by e-mail or fax 21 days before the deadline:
– E-mail address: [email protected] or
– Fax: (+88-02) 9567542
• Replies will be given no later than 11 days before the deadline for the submission
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