report on public private partnership

MAY, 2016

“RepoRt on WoRkshop of CBo leadeRs CapaCity Building on puBliC pRivate paRtneRship Meeting”

“Report on Workshop of CBO Leaders Capacity Building on

Public Private Partnership Meeting”

Held at Good Samaritan Inn

As from 16th May 2016 – 19th May 2016

Table of Contents INTRODUCTION ....................................................................................................................................... 1

General Objectives .................................................................................................................................... 1

DAY 1: MONDAY 16TH MAY 2016 .......................................................................................................... 1

SESSION 1 ............................................................................................................................................... 1

DAY 2: TUESDAY 17TH MAY 2016 ......................................................................................................... 1

SESSION 1 ............................................................................................................................................... 1

Leadership ............................................................................................................................................... 2

SESSION 2 .................................................................................................................................................. 2

Governance .......................................................................................................................................... 2

Resource Mobilization ............................................................................................................................. 3

SESSION 3 .................................................................................................................................................. 4

Broad Categories of Sources of Resources .......................................................................................... 4

Identifying a potential donor. .................................................................................................................. 5

PROPOSAL WRITING ................................................................................................................................. 5

Presentation outline................................................................................................................................. 5

Definition .................................................................................................................................................. 5

DAY 3: WEDNESDAY 18TH MAY 2016 ............................................................................................................ 5

SESSION 1 .................................................................................................................................................. 5

Components of a Good Grant Proposal .................................................................................................... 6

Monitoring and Evaluation Plan ........................................................................................................... 9

SESSION 2 ............................................................................................................................................... 9

Reasons Why Funders reject Grant Proposals .................................................................................... 9

SESSION 3 .................................................................................................................................................. 9

PRACTICE: PROPOSAL WRITING ...................................................................................................... 9

DAY 4: THURSDAY 19TH MAY 2016 .................................................................................................... 10

SESSION 1 ............................................................................................................................................. 10

Strategic Planning ................................................................................................................................... 10

Purpose of A Strategic Plan ................................................................................................................. 10

Developing a Strategic Plan ................................................................................................................. 10

1 | P a g e By Walter Adhao

INTRODUCTION Aphiaplus conducted a 3 days’ workshop which was divided into Leadership and Governance,

Proposal writing and Strategic planning. The workshop brought together participants who were

CBO leaders from Kisumu, Kisii and Nyamira counties at Good Samaritan Inn.

General Objectives Strengthen CBO capacity in Private and Public partnership for resource leveraging and financial

support.

As part of Kisumu County 2016 SDH Budget (Activity 1.6.3.5)

DAY 1: MONDAY 16TH MAY 2016

SESSION 1

The participants arrived as from 4 p.m. at the training centre and were received well.

The day ended with a prayer from one of the participants.

End of day one.

DAY 2: TUESDAY 17TH MAY 2016

SESSION 1 Introductions:

The participants gathered in the training hall after breakfast. The session was opened with a

prayer from one of the members.

Aphiaplus then requested if members could do a self-introduction after which the members

agreed to set some ground rules as follows:

Active participation by all

All phones/tablets on silent mode.

Time keeping

The participants were also asked to share with the meeting what expectations they had of the

workshop, and gave the following:

To gain more skills on resource mobilization

More skills on Financial Management

To know how to create lasting partnerships with the public and private

To know the importance of writing proposals and features of a good proposal

To know the importance of resource mobilization

To know the importance of preparing a budget

To know ways of sourcing for funds

Timelines for proposal writing


Salient features that make a winning proposal

To get certificates

Thereafter, Madam Emmy handed over the session to the next facilitator -Mr. George who said

would take the rest of the day to walk the participants through CBO Leadership and Governance,

definition of resource mobilization, types of resources and methods.

Leadership was defined as a process of influencing others so that you move towards one

direction.

Resource Mobilization was defined by the participants in the following ways:

(i) Activities that are geared towards lobbying for monetary and non-monetary items to

enable us achieve our goals.

(ii) Anything done to ensure continuity of old activities.

Resources were further classified as monetary and non-monetary. The participants then listed

examples of non-monetary resources as people, time, goodwill.

The session ended with the participants breaking for lunch AT 1 p.m. for 1 hour.

SESSION 2

Governance

After lunch break, the workshop resumed and the facilitator Mr. George asked the participants to

define governance from which the following definitions were given:

(i) Establishment of policies and continuous monitoring of their proper implementation by

the members of the governing body in an organization.

(ii) A system of administration and balancing power.

(iii) Mechanisms, processes and relations by which organizations are controlled and directed.

(iv) Set of rules and regulations governing an organization

He then asked the participants if the CBOs they represented had governance, which all

participants agreed they had and governed by the organizations’ constitutions.

Mr. George also took time to take participants through development of organograms, stating that

what most growing organizations, like the ones represented in the meeting, usually present as

organogram is always some kind of operation structure.

The top most governance is the board which sits to decide how an organization is run.

The constitution of the board should have the director of the CBO as the secretary, a treasurer,

assistant chair, and program officers for every priority area who should be people with relevant

skills in those areas, that is, Education, Child Protect, Integrated health, Shelter, Food Security,

Economic Strengthening

The following was agreed to be a sample workable organogram


The organogram should be set up with or without funding.

The core service areas should have departmental heads who shall be the program officers,

and people with skills in the areas.

There is no staffing under departmental heads.

Operational structures, as opposed to organograms, are used in executing the day to day

activities.

Resource Mobilization Resource mobilization is a process of identifying a potential partner. The partner does not necessarily

need to have money but may have capacity building component.

Elements of Resource Mobilization.

Resource mobilization is easier when one knows the vision of the organization.

BOARD

DIRECTOR/CHAIR

Food

Security

Integrated

Health

Economic

Strengthening Protection Institutional

Strengthening Shelter Psychosocial

Support


SESSION 3 This session was conducted by Dr. Charles after 4 O’clock tea in which he took the participants

through the types of resources and introduction to proposal writing.

Types of resources

Time

Persons

Finances

Materials

Space …

Sources of Resources

Government

Donors

Well-wishers

Individuals

Nature

Broad Categories of Sources of Resources

Personal savings

Donors


Loans

Identifying a potential donor. The facilitator asked the participants to share the various ways through which they met the

donors they currently have. The following were given as the answers:

1. Inquiry from others

2. Advertisements

3. Meetings

4. Networking and Collaborations

5. Government

6. Philanthropists

7. Work/Advocacy

PROPOSAL WRITING

Presentation outline

(i) Expected Outcomes

(ii) Definition of a project proposal

(iii) Components of a competitive project/grant proposal

(iv) Common reasons why donors reject proposals

It was expected that by the end of the presentation the participants would be able to define and

understand what project/grant proposal is, appreciate what a good quality proposal is, and also

some common reasons why donors reject grant proposals.

Definition A proposal was defined as a living document that spells out core issues/problems to be

addressed, how this will be done, the expected results (the outcome), how this will be monitored

and the resource required to achieve this.

It has both technical and financial components. The financial component is also called the

budget.

A proposal is based on objectives whose realization calls for implementation of a set of activities

over a given time frame and monitoring.

The session ended at 5.45 p.m. marking the end of the meeting for the day.

DAY 3: WEDNESDAY 18TH MAY 2016

SESSION 1 The session started with recaps of the previous day’s discussions thereafter Dr. Charles took the

participants through Globalization and Components of a competitive grant proposal.


Globalization was defined as the interaction and integration among people, companies, and

governments of different nations, driven by international trade and investment and aided by

Information Technology.

The participants were told that donors have a club of their own where they talk, giving an

example of KMET that got a donor as a result of another donor who had funded them 3 years

ago. He also highlighted some of the practises CBOs should desist from such as a donor coming

down to the ground to visit but only the director wants to talk to them, blocking the others from

speaking to the donor.

Components of a Good Grant Proposal Dr. Charles took the participants comprehensively through the components as follows:

Project Title/Cover page

Should be in one sentence not more than 19 words

Should clearly reflect the focus of the proposal by making the most important words

come first.

Should contain signatures of the executives (key people in the organization) like the

CEO/Executive director

Examples of good project titles

Lodwar Agricultural Recovery Project

Kisumu Urban Livelihood and Protection Programme

Project Overview/Executive Summary

The summary should be aligned to the ideas/interests of the donor. What concerns the donor

should concern you because the project should serve the interest of the donor.

Show why you and your organization are best suited to conduct the project.

Project Details

The facilitator emphasised on the need to differentiate between the project’s goals and

objectives, and the inclusion of both, giving the following example:

1. Goals and Objectives

Goal: The right to basic quality education for girls of school going age in Kisumu is

enhanced.

This is a higher level goal.

Outcome: Performance of girls in KCPE is improved.

Output: Enrolment of girls of school going age is improved by the following:

Activities: Enrolment campaigns


Advocacy of GoK/TSC

Awareness creating

Input: Money, stationery, vehicle

The indicator for goal and outcomes are in percentages and those for output and input

activities are measured in figures.

A good objective should be SMART

Specific

Measurable

Achievable/Attainable

Realistic

Time bound

2. Target beneficiaries

Should define who your clienteles are.

Show that you have held some dialogue sessions with the clientele

Show the support you have from the target groups to move ahead. These could be

letters they have written.

Show other agencies/programmes are doing with the target group and the extent.

3. Methods

The methods should be linked to the objectives

Bring out what new, unique and innovative actions you are proposing

Include the relationship of the organization with other collaborative groups

4. Staff Administration

Describe what the coordinator, finance, programme officer is going to do.

Try making your project a team work

Describe how your steering committee that will assist your project will be

organized and who will be included.

5. Available resources

Show what resources you have plus those of the partners.

Show the local resources that will be mobilized for the success of the project. Such

resources may include:

(i) Unskilled labour

(ii) Land

(iii)Existing facilities

(iv) Vehicle

(v) Time

(vi) Water


6. Needed Resources

(i) Personnel

Identify the people mentioned in the Staff/Administration section

who will actually be paid from this project.

Short description of people who will actually be involved in the

project and supported.

Consider having some part-time staff especially where they

currently work with cooperative organizations.

The following are important considerations by the donor:

Efficiency

Effectiveness- they are using the local language to reach the

people.

Value for money -you are not paying salaries but allowance

Sustainability

(ii) Facilities

Brief description of the facilities that will be needed and those of exixting

facilities.

(iii)Equipment/Supplies/Communication

Give specific list of equipment the project will need and specify the

models, i.e. if a laptop or camera, give their specifications.

Examples of equipment most donors would consider funding are:

Tape recorder

Video cassettes recorder or TV monitor

Computers

7. Budget

The budget should be realistic and activity-based. The facilitator took the participants

through the process of making a budget, giving the following sample.

YEAR 1 YEAR 2 YEAR 3 TOTAL

PERSONNEL Staff No.1

Staff No.2

Staff No.3

Subtotals

Facilities

(List)

Subtotals

Equipment

(List)

Subtotals

Communication

(List)

Subtotals

Travel


Fuel

Vehicles

Road transport

Subtotals

TOTAL

For the budget, currency can either be in Ks or USD. Contingencies’ money should be at 5-10%

but not more.

Monitoring and Evaluation Plan

The plan needs not to be very elaborate and should make direct references to the objectives

earlier stated. Each project (core service area) should have an M&E plan.

The participants were taken through a sample M&E plan.

SESSION 2

The participants settled after tea break and continued with the last component of a good proposal,

looking at Appendices. The facilitator said that any recommendation from the previous donor

should be attached here.

Reasons Why Funders reject Grant Proposals

1. Proposed methods not addressing the root cause of the problem

2. Too many staffs managing a small project

3. Target beneficiaries not well defined

4. Staff roles not well defined

5. Writing is vague

6. Uncertain outcome

7. Not an original idea

8. Problem is not important

9. Project is too large

10. Budget is not activity-based

11. Unrealistic budget

12. Poor language use

13. Project background not in tandem with the development needs of the country.

SESSION 3

PRACTICE: PROPOSAL WRITING

The session started after lunch break with the facilitator (Madam Emmy) asking the participants

from the 10 CBOs to go into groups and assume they were women led organizations. The groups

were then asked to respond to the following call for proposal:

In support of the 2015 World AIDS Day campaign, AWDF would support innovative initiatives

by small to medium sized women led organization in Africa working to:

(i) Address stigma and discrimination against women living with HIV/AIDS


(ii) Empower women living with HIV to participate effectively and take the lead in HIV

response in their various community.

(iii)Create the platform for women living with HIV/AIDS.

The World AIDS Day grant is under the ADWF small grant programmes. They are usually one

off activities and events to commemorate the day.

DAY 4: THURSDAY 19TH MAY 2016

SESSION 1

Strategic Planning Madam Emmy who was the facilitator for the session asked the members to define a strategic

plan.

Definition

(i) A document that is a roadmap for showing where an organization is and where they want

to be within a given time frame.

(ii) A written document which describes where an organization would like to in a given time.

It is about bringing the future to the present.

Strategic plan cannot be static.

Purpose of A Strategic Plan

1. Provide direction

2. Helps to clarify priorities -helps in decision making, making choices about opportunities

that may appear, steers an organization forward.

3. The planning process helps to build commitment in the organization, promotes team

work and ensures everyone works towards the same goal.

4. Impressing the donor.

A good strategic plan can be an effective tool for marketing and communication. It is

equal to a business plan in a business world.

Developing a Strategic Plan Strategic plan is a process that should not be rushed over. The facilitator took the participants

through seven steps in developing a strategic plan.

1. Decision making

2. Preparation

3. Review your Vision and Mission

4. Gather Information and Ideas

5. Analyse the information, ideas and any agreeing priorities

6. Finalize and adopt the strategic plan

7. Implement, Monitor and Evaluate

The participants broke for lunch at 1.30 p.m. after which they left the hotel at their own pleasure.

report on public private partnership

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