Scottish Government Small Grants Programme

Information sessionsJuly 2014

Agenda

• Introduction (10 min.)

• Eligibility criteria and types of grants (30 min.)

• Advice from a current grand holder (20 min.)

• Application Form – hints and tips- (40 min.)

• Assessment Process and support available (20 min.)

• Questions and Answers (25 min.)

Introduction

Why a Small Grants programme?

1. Small organisations can make a particular and valuable contribution to tackling poverty internationally: long term community-to-community relationships

2. Small organisations have not been successful on the whole in securing grants under the main programme

3. Valuable to provide capacity building support to strengthen smaller organisations’ contribution and capacity

Small Grants programmeProposal development

• Consulted small organisation members informally in 2011 - good engagement in discussions

• Submitted proposal in July 2011 – NIDOS & SMP discussion with Scottish Government – based on ideas from Comic Relief CGI

• Summer 2012 -Consulted SMP and NIDOS members again

• Agreed in principle in 2012

• Round 1 launched in October 2013

• First projects funded in April 2014

General Overview

• The Small Grants Programme will distribute approximately £500,000 per year over two financial years 2014-2015 and 2015-2016. With the option to extend to a third year 2016-2017.

• Administered on behalf of the Scottish Government by Lloyds TSB Foundation for Scotland.

NIDOS and SMP

• Support available throughout the application process

• NIDOS and SMP are not part of the decision making process

Eligibility criteria and types of

grants

Overview

• The Programme aims to support small organisations to build their capacity to grow and further develop their relationships and partnerships with NGO’s or community agencies in the priority countries.

Eligibility CriteriaWhat type of organisations can apply?

• Organisations established as not for profit.

• Must be constituted as a legal person

• Presence in Scotland

• Income/expenditure of £150,000 or less (upper limit in each of the last 2 years)

• In existence for more than 12 months (and have audited/examined accounts for that year)

Millennium Development GoalsMDG – Scottish Government is committed to working towards the achievement of MDG so it is vital that you are able to show how the project is doing this.

Under represented groupsThe Scottish Government is particularly keen to see applications from Diaspora-led organisations

Civic governanceAs well as from groups with a focus on civic governance. E.g. supporting women to be involved in decision making, sharing information and expertise etc.

What are the different opportunities?

• Project Grants - to deliver projects over 1 to 3 years (up to £60,000)

• Feasibility Grants – to carry out more detailed community consultation and scoping of project; more detailed proposal development with partner organisation(s) (up to £10,000 )

• Capacity Building Grants – to help build the capacity and systems of applicant organisations and their partners (up to £10,000)

Applicants may only apply for one type of grant in each annual funding call

Current Project grants

(not a full list of current project grants, to view it click here )

Feasibility Grant

Aspects:• research or enquiry- locally identified

priorities/needs and identifying the gaps – focus on the target community, including disadvantaged groups

• what are others doing locally – local NGOs, local government/district priorities, others (e.g. business)

• learning from the past – what works and what doesn’t

• could also include piloting ideas/approaches

to help with needs analysis and project planning / piloting

Current feasibility grants

• Capacity Building

Capacity Building grant

Aspects:• need to have identified key areas of weakness (can

use NIDOS Effectiveness toolkit to do a review) • can pay for staff/vol./board training, mentoring, team

building, systems development, consultancy, etc.• can be in areas of governance, project management,

financial management, monitoring and evaluation etc.

• will help in future with showing ability to manage project grants

building up your organisation and your partner organisation

Current Capacity Building grant

Application Criteria (1)

what does your application have to show to meet criteria?

• Operating in the priority countries/areas (Malawi, Rwanda, Tanzania, Zambia, Pakistan, Bangladesh and 3 Indian states- Bihar, Madhya Pradesh and Orissa).

• Be centred around the priority themes/areas: Education, Health, Sustainable Economic Development, Civic Governance and Society, Food Security, Renewable Energy, Climate Change and Water.

• Demonstrate that the proposal is based on learning from past initiatives and that it will develop the organisations abilities. New initiatives are also welcome.

Application Criteria (2)

what does your application have to show to meet criteria?

• Established partnerships overseas (must already be working with the proposed partner)

• Clear project/work plan with SMART objectives showing what you will deliver to the identified need, and also when and how will be the activities carried out.

• Clear and realistic budgets ( that directly relate to the proposed activities)

• Evidence of plans for monitoring, evaluation and learning

• How if fits in the priority themes/areas and contribution to the MDGs and the alleviation of poverty

• Clear roles stated for partner(s) and applicant organisations.

Specific application criteria: Projects

• Clear roles for partner(s) and applicant organisations.

• Evidence of needs assessment (demand for the project) and how the partners, communities and excluded groups have been involved.

• Fit with local priorities and initiatives (e.g. mapping local activities by NGOs or authorities and showing a gap)

• Organisational capacity to deliver the project

• Breakdown and rationale for costs (including administration, monitoring and evaluation an any capital costs) (not a full list of criteria to view it click here )

Specific application Criteria: Capacity

• Commitment from the organisation’s committee and senior staff (in Scotland and partner)

• Part can be to develop the capacity of the Scottish organisation to work with their partner. However, the majority should be for capacity building work overseas

• Need to have identified strengths and key areas of weakness (e.g. use NIDOS Effectiveness toolkit to do a review) and identify which aspects the capacity building work will focus on ( e.g. monitoring, evaluation and learning systems; participatory user involvement; user accountability and complaints systems; etc.)

(not a full list of criteria to view it click here )

Application Criteria: Feasibility

• Evidence of outline scoping of needs and how the partners, communities and excluded groups have been involved (and will continue to be involved)

• Use of experienced researchers who have the appropriate experience to work with identified local agencies and user groups

• Clearly stated objectives for the needs assessment process and timeframes for work plan

(not a full list of criteria to view it click here )

What will not be supported

• Capital Appeals• Core activity/ongoing work• Transportation of goods• Funding for other Governments or Government

representatives• Per diems• Land purchase

(Budget should show full costings even if capital/land purchase is being funded from elsewhere)

Advice from current grant holder

Application Form- hints and tips

What do you apply for?

Community Needs

Scottish Governm

ent Funding priorities

Your Organisat

ion’s Aims/Abili

ties

Your application

The chicken or the egg?

Funding led or community led?

Project v Organisation

This project

Your previous work in a country or area

Your whole organisation

Some suggestions for process

• Start with partner organisations and communities

• Establishing need: consultation with communities and partners; learning from past and others working in the area; reviewing host strategies

• Deciding on clear outcomes and priorities• THEN ...do they fit the SG’s programme

priorities? – if so, continue – if not, find another funder...

Three types of grant ...

• Feasibility grant• Capacity building grant • Project grant

Can only apply for one – which one?

or

or

We need to do more research and work with our partners to develop the project: Feasibility Grant

We need to work with our partners to strengthen our systems for project and financial management, or M&E or governance: Capacity Building Grant

We have been working with our partners, have already done some consultation with the community, have good systems and know what kind of project is needed: Project Grant

Once you have decided which grant to go for…

Every application will need:

• Completed form (each grant type has a different one)

• Annual accounts

• Letter of support from partner

Similar elements on all three forms

• Section A : Your organisation’s details

• Section B: Your partner organisation’s details

• Section C: First section on project countries and thematic areas

Section C1, C2 etc is then very different on each form. Project grant also section D.

Section C1 and C2 – Feasibility Grant

Key things to think about:

C1: What consultation have you/your partners done so far with community and other local agencies – you need to have done some already – not just an idea from Scotland

C2: Very clear plan for the research or piloting you are going to do – make sure this includes how you will involve disadvantaged groups

Section C1 and C2 – Capacity grant

Key things to think about:

C1: What review have you/your partners done about organisations’ strengths and weaknesses?

C2: As a result of this review – what capacity building improvements have been prioritised? Need a clear plan for how these will be delivered and who is going to help you/your partner organisation to strengthen systems?

Section C1 and C2 – Project grant

Key things to think about:

C1: Why is this project needed – requires clear details of recent consultation with local people and agencies, and fit with local priorities and strategies – not good enough to give general statistics or say that you have had general experience in this type of project.

Also – fit with Scottish Government priorities

Section C1 and C2 – Project grant

Key things to think about:

C2: What changes and improvements in people’s lives will the project achieve during its lifetime? (what outcomes?)

Clear statement of change, and for whom

This then sets the framework for the rest of the project plan.

Impact

• The Impact is the big picture change – it is not going to be achieved by the project alone or during the project timeframe.

• This is a higher-level change/improvement that the project will contribute towards achieving.

• e.g. 10% reduction in child mortality in India

Outcome

• The Outcome is the change or improvement that will happen for the identified group of people during the project period

• Outcomes should be largely within the control of the project

• e.g. 5% reduction in child mortality in four villages in Orissa district of India

Outputs

• Outputs are the specific, direct deliverables of the project. Achieving the Outputs should lead towards achieving the Outcome.

• The logic of the chain from Output to Outcome therefore needs to be clear.

• Outputs should be within the control of the project

Linking Needs, Outcomes and Workplan

Workplan

Identified NEEDS

Plan down

Implement up

Impact = long term change project contributes to

Outcome = the change that project will achieve. Why you’re going to do it?

Outputs = What activities you will undertake to achieve your outcomes. What you’re going to do?

Example

Impact = reduced rate of pregnant women dying in Bangladesh

Outcome = 10% reduction in mortality of pregnant women in the 5 villages in Rangpur District

Outputs/activities = 10 health clinics delivered each year, providing services to 400 people ...

Workplan

NEED: Pregnant women are dying at a high rate in project area in Bangladesh

Activity: understanding Impact, Outcomes, Outputs

Here is a particular situation: Within Punjab state in Pakistan, under-five mortality rates and reported incidences of other waterborne diseases are significantly higher than the national average. These problems are associated with poor access to potable water, high rates of open defecation, a lack of household sanitation facilities, and a low level of hygiene awareness within the community.

Which are Impact, Outcome, Outputs ?

Improved water, hygiene and basic sanitation behaviours among 5 selected rural communities in Punjab state of Pakistan.

Targeted households are provided with training and equipment to enable adoption of safer hygiene behaviours

Reduced incidence of diseases, mortality and vulnerability associated with lack of potable water, safe sanitation & hygiene practices in all rural communities in this Punjab state of Pakistan.

Sanitation facilities are improved in 5 selected rural communities in Punjab state of Pakistan.

OUTCOME

OUTPUT

IMPACT

OUTPUT

Project - C2 - a strong work plan (1)

The work plan needs to directly relate to achieving the Outputs and Outcomes: • What activities/outputs need to be done to

deliver the Outcomes? • When do they need to be done? • Who will do them? • What resources are needed?

Try developing a calendar for when who will do what. Build on what others are already doing.

What might go wrong? Think about the risks...• cultural or political risks?• risks of change in personnel or

relationships?• environmental or climate risks?• financial risks? • Etc

Make sure your workplan takes account of these and has plans for minimising these

Project - C2 - a strong workplan (2)

Sustainability and exit strategy...

When planning your project think about how the benefits and outcomes will be continued in the long term, after the project – build local capacity into the work plan – to help maintain the benefits (e.g. are local government, local business or local NGOs going to have a long term role; how will groups or services be paid for in the long run, equipment maintenance, etc)

Project - C2 - a strong work plan (3)

Project - Section D – Monitoring, Evaluation and Learning (MEL)

What will you measure to check (monitor):Outputs – e.g. Numbers of people on trainingOutcomes – e.g. Reduction in numbers of women dying in childbirth

Who will be involved in reviewing the results and evaluating success? Community involved?

Who will you share your project learning with?

Section E - Budgets: how much £s for this Work plan and MEL?

• The budget must relate directly to the costs of delivering the specific work plan (cost up activities) which will deliver the planned Outputs which will lead to the planned Outcome.

• Be detailed and specific – have a spreadsheet of the detailed costings that make up the totals on the form.

• Don’t forget to include costs of managing and MEL (including community involvement) in your budget.

Key budget elements

• Staff Costs (Scotland and in-country)• Travel costs• Direct Project Costs for implementation of

workplan • Capital Costs (with addition explanation questions)• Monitoring, Evaluation and Learning/Dissemination• In kind support (useful but not required)

Check your figures – make sure they add up correctly

Key Points for budgets• Work with partners to get accurate

costs/quotes, and review them jointly.• Develop a detailed budget showing workings• Key financial issues for the SG:

• financial years: 1 April – 31 March; • Costs in Scotland and costs in host country• Costs covered by application and by matching

funding• Scottish Government must be main funder• Capital cost issues• Clear rationale for admin costs

Risk assessment

Budget

Outputs/ activities Outcome Impact

Make sure it’s all joined up!

Summary - filling in the form

• Be specific about this project

• Make sure different bits fit together – be consistent:

• Needs analysis – should shape Outcomes

• Outcomes – which shape the

• Outputs/activities – which shapes the work plan and…

• Budget

• Getting further help and advice – Scottish Government FAQs; help from NIDOS and SMP

Lessons learned from round 1 (1)

• Relevance of applications. Clear information and evidence of how the project fits with local priorities and services.

• Project information. • Clarity on what activities will be carried out, and the intended

outputs and outcomes. • Detail who would be carrying out tasks/activities, their roles ,

and connect activities with resources required• Provide information on how the project would build capacity• Fully explain project costs- indicate which would be in

Scotland and which overseas.• Design projects to your organisation’s and your partner’s

capacity and the identified need, not to reach the maximum grant award!

• Governance. Detail the structure of you organisation - policies and procedures in place - experience of trustees and/or partner.

• Financial viability. Provide printed and detailed up to date accounts and Trustee Annual Reports

• Strength of Partnerships: • Clarify the role of your organisation and evidence what it brings to the

proposal (showing that it’s more than a conduit for funds)• Be fully aware of your partner’s work and how they have had

determined the costs of the proposal.

• Monitoring and evaluation: • Provide a weaver’s triangle or log frame as part of the application to

clarify your impact and outcomes and the project logic, and also to demonstrate good planning and MEL processes.

Lessons learned from round 1 (2)

• Review the template for project reporting so your organisation is aware of what you are signing up to in terms of reporting. Click here to view them

Assessment process and

Support from SMP and NIDOS

What happens now?

Deadline for applications: 26th November 2014

Deadline for incorporation: 31st December 2014

Submission

• Signed application with attachments either by email or hard copy

• If submitting by email, follow up with hard copy- to arrive by Monday 1 December 2014

• Must submit a signed hard copy for the application to be eligible

From now until submission

• Applicants can ask email questions for clarification international@ltsbfoundationforscotland.org.uk

• LTSB Foundation can’t make comments on drafts

• Questions emailed before 29th July will be added to the Q&A document published on Lloyds TSB Foundation for Scotland website

• Prospective applications can meet with NIDOS/SMP for advice

After submission (1)

• If outwith criteria – letter issued within 7 days of submission deadline

• Assessment – December and January

• Assessment desk-based with a telephone discussion

• Additional information, if requested, to be provided by applicant within 5 days

• Recommendations and report to Scottish Government for approval by February 2015

• Grant award letters issued and grants announced March 2015

• Unsuccessful letters issued March 2015

After submission (2)

Next steps • Check eligibility May need to

begin incorporation (Deadline for incorporation: 31st December 2014)

• Consult partners• Draft application form or put ideas on

1 page (including answers to What is the need?, What are the planned outcomes? Who will benefit? Outline of key activities and Weavers Triangle)

Next steps • Arrange surgery with SMP/NIDOS

NIDOS: Glasgow Training Suite, 10th SeptEdinburgh Thorn House, 19th Sept

SMP: Email david@scotland-malawipartnership.org to arrange

• Finalise application with partners• Deadline for final applications 12 noon

Wednesday 26th November 2014

Useful resources• Morton Fraser Incorporation

documents• Lloyds TSB Foundation website:• Glossary of terms• FAQs • Applications forms and guidance notes • Anything not covered above email  international@ltsbfoundationforscotland.org.uk by 29th July(NB: Lloyds can’t look at drafts)

Contact DetailsNIDOS: 0131 243 2680

Andrea Baertl: andrea@nidos.org.uk

Scotland Malawi Partnership:0131 529 3164

David Hope-Jones: david@scotland-malawipartnership.org

Lloyds TSB Foundation:international@ltsbfoundationforscotland.org.uk

Questions?