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CCCA Workshop to Provide Feedback on Concept Notes and Advise on Full Project Proposal CCCA Workshop to Provide Feedback on Concept Notes and Advise on Full Project Proposal Formulation Requirements under Annex B 3 August 2012 Marina MEN, Grants Management Officer, CCCA-TFS

Overview of Presentation 1. Guidance Notes on Project Proposals 2. Project Proposal template 3. Overview of Presentation 1. Guidance Notes on Project Proposals 2. Project Proposal template 3. Attachments 2

1. Guidance Notes on Project Proposals 1. Guidance Notes on Project Proposals

Guidance Notes on Project Proposals 1) Full Project Proposal is required for the successful Guidance Notes on Project Proposals 1) Full Project Proposal is required for the successful Concept Notes only. 2) Strong rationale for the project activities, highlights the capacity and experience of the organizations delivering the project. 3) Management arrangements among the partners (multiple organizations) 4

Guidance Notes on Project Proposals (Cont. ) 4) Funding is not approved until the Guidance Notes on Project Proposals (Cont. ) 4) Funding is not approved until the Board gives its endorsement and the final project document is finalized between the applicant and the CCCA-TFS. 5) The Project Proposal should be prepared according to the format presented in this annex. 6) Length of the Project Proposal should not be more than 15 pages, excluding the attachments. Any Project Proposal that has more than 15 pages will not be considered. 5

Guidance Notes on Project Proposals (Cont. ) 7) Calibri Font, Font size 12, Margins Guidance Notes on Project Proposals (Cont. ) 7) Calibri Font, Font size 12, Margins 2. 54 cm 8) A Cover letter – signed by Senior Officials 9) A Request Letter with endorsement of the proposal from the partner Government institution is required (for non-government applicants). 10) All required attachments must be accompanied with the Project Proposal. 6

2. Project Proposal template 2. Project Proposal template

Project Proposal template (1/2) 8 Project Proposal template (1/2) 8

Project Proposal template (2/2) 9 Project Proposal template (2/2) 9

IV. Executive Summary Clear and concise manner (3 paragraphs), provide a general overview of IV. Executive Summary Clear and concise manner (3 paragraphs), provide a general overview of the project including: • problem(s) the project is attempting to address; • project objective(s); • expected results and key activities; • main intended beneficiaries, etc. . 10

V. Project Description (1/18) 1. Project Justification Background of the project & approach used? V. Project Description (1/18) 1. Project Justification Background of the project & approach used? • Key features of the CC challenges faced by Cambodia and the capacity to address these challenges? • Problems to be addressed? What specific assessments have been made? • Key objectives of the project? How do the proposed outputs and activities help solve these problems? 11

V. Project Description (2/18) • How does the project fit with the existing national V. Project Description (2/18) • How does the project fit with the existing national strategies/priorities? • How does the project relate to existing national structures and how will it contribute to capacity building of national institutions? • How is capacity built to ensure transfer of relevant responsibilities to the national structures? 12

V. Project Description (3/18) • What experience does the applicant (and its partners if V. Project Description (3/18) • What experience does the applicant (and its partners if any) have of working on this issue in Cambodia or other places in similar situations? • Who are the main beneficiaries and how will they benefit from the project? Who are the other stakeholders and what will they gain? How will the stakeholder participation be handled? • Will the beneficiaries of the project participate in its development and delivery? If so, how? 13

V. Project Description (4/18) • Who are the project partners? What are the roles V. Project Description (4/18) • Who are the project partners? What are the roles of partner organizations and their importance to the success of the project? • How are the needs of men, women, boys and girls considered? Are the needs of particularly vulnerable and marginalized groups addressed? How? • Were any alternative approaches considered to the ones proposed? Why were they not adopted? 14

V. Project Description (5/18) • What lessons have been learned from previous experience in V. Project Description (5/18) • What lessons have been learned from previous experience in this area or type of project? • Does the project replicate a proven approach? How does it build on previous efforts? • Is the project a piloting of a new approach? How is it new and why it is promising? • How will the project be coordinated with other ongoing or planned projects? • What is the sustainability strategy for the project? 15

V. Project Description (6/18) 2. Results Framework Present the details of the project in V. Project Description (6/18) 2. Results Framework Present the details of the project in the format presented as Attachment 1. Lessons learnt: • Some indicators are not SMART (unclear). • The verified objective indicators and baseline/target are not presented the same indicators. • Reporting is not based on the indicators in the Result Framework. 16

V. Project Description (7/18) 3. Project Workplan Present a detailed work plan which clearly V. Project Description (7/18) 3. Project Workplan Present a detailed work plan which clearly shows the activities in each of the different steps and responsible parties for each activity (in case where multiple organizations are involved) Lessons learnt: • Some activities should be considered the changes in the seasons or started earlier. • Few activities are not implemented as project design. • Some activities are delayed due to their own core tasks. 17

V. Project Description (8/18) • • • Project design & formulation Project Preparation Project V. Project Description (8/18) • • • Project design & formulation Project Preparation Project implementation Project closure Post-project follow-ups 4. Management Arrangements • Give a description of project implementation arrangements including responsibilities of the applicants and other project partners including; 18

V. Project Description (9/18) • The project implementation and supervision arrangements; in-country and overseas V. Project Description (9/18) • The project implementation and supervision arrangements; in-country and overseas based capacity of the lead organization (applicant) including length of presence and staff; indicate names, track record and expertise of the partners; • The roles of each organization in this proposed project; • The line ministry/Government agency counterparts and extent of cooperation; 19

V. Project Description (10/18) • Management structure and brief Terms of References of key V. Project Description (10/18) • Management structure and brief Terms of References of key positions (Project Coordinator, Finance Officer, Technical Advisors/Consultants etc…); • How finances will be arranged between the applicant and its partners; • How reports will be compiled and submitted to CCCA Trust Fund; 20

V. Project Description (11/18) • Provide a diagram which clearly presents the relationships among V. Project Description (11/18) • Provide a diagram which clearly presents the relationships among partners and the key positions. Clearly distinguish between the on-the-ground capacity and remote capacity (in case of international organizations). • If applicants are non-government entities, they are requested to provide the latest audited financial statement as well as the latest Annual Report together with the Project Proposal. 21

V. Project Description (12/18) 5. Monitoring and Evaluation • Applicants and its partners must V. Project Description (12/18) 5. Monitoring and Evaluation • Applicants and its partners must monitor the project activities. • Describe the system used for project monitoring (including financial tracking and audit), quality management (including lessons learning and corrective actions) and impact assessment; the methods for data collection and analysis and responsible parties for monitoring activities. 22

V. Project Description (13/18) • All baseline data must be collected prior to the V. Project Description (13/18) • All baseline data must be collected prior to the commencement of the project and reflected in the Results Framework. If certain baseline data are missing in the Results Framework, explain why and how the collection of data will be conducted. • Lessons learnt: – The data collection methods and monitoring tools are not presented clearly for ensuring the quality of data. 23

V. Project Description (14/18) 6. Analysis of risks and assumptions • Applicants should identify V. Project Description (14/18) 6. Analysis of risks and assumptions • Applicants should identify major risks to the project in the Results Framework. • For each of the risks identified; • Assess their likelihood and impact of occurrence; 24

V. Project Description (15/18) • Indicate options considered and the steps taken in project V. Project Description (15/18) • Indicate options considered and the steps taken in project design implementation to address, minimize or mitigate the potential risks; • Mention any undertakings or agreements made with partners which impact on project implementation; indicate how the observance of these undertakings will be monitored; indicate the implementations of non-compliance. 25

V. Project Description (16/18) 7. Communications • How will the message of the project V. Project Description (16/18) 7. Communications • How will the message of the project be disseminated to target beneficiaries and stakeholders? How will project partners network and share information with others engaged in similar efforts? • How will the success stories and knowledge gained from the project be shared between project partners and the CCCA (as the donor)? How can the project help raise profile of the CCCA? 26

V. Project Description (17/18) 8. Project budget • Present the project budget in the V. Project Description (17/18) 8. Project budget • Present the project budget in the format provided as Attachment 3. • Applicants are also requested to provide; • Details of external donors in relation to this project, if applicable (including donor’s name and amount contributed). 27

V. Project Description (18/18) • Information on any funding that is being sought but V. Project Description (18/18) • Information on any funding that is being sought but not yet secured at the time of the project proposal preparation. • Details on contributions (either in-cash or in-kind) made by the applicant and/or project partners. • Letters/documents which serve as proof for cofinancing. 28

VI. List of Attachments (1/3) VI. List of Attachments Applicants must review the list VI. List of Attachments (1/3) VI. List of Attachments Applicants must review the list of attachments below and determine which ones are applicable to their projects. Please inquire the CCCA Trust Fund Secretariat if a clarification is required. Templates are provided for Attachments 1 to 3. 29

VI. List of Attachments (2/3) Attachment 1: Sample Results Framework Attachment 2: Workplan Attachment VI. List of Attachments (2/3) Attachment 1: Sample Results Framework Attachment 2: Workplan Attachment 3: Detailed Project Budget by Results Attachment 4: Government endorsement letter Attachment 5: Latest audited financial statements of the applicant and the latest Annual Report (for non-government entities) 30

VI. List of Attachments (3/3) Attachment 6: Brief CV of the Project Coordinator and VI. List of Attachments (3/3) Attachment 6: Brief CV of the Project Coordinator and person in charge of accounting for the project funds. Attachment 7: Brief terms of references for all consultants to be hired by the project, if applicable. Attachment 8: Document/letter showing proof of approved co-financing. 31

3. Attachments 3. Attachments

Attachment 1: Sample Result Framework 33 Attachment 1: Sample Result Framework 33

Attachment 2: Workplan 34 Attachment 2: Workplan 34

Attachment 3: Detailed Budget By Results 35 Attachment 3: Detailed Budget By Results 35

Deadline • Full Project Proposal should be submitted to CCCA Trust Fund Secretariat no Deadline • Full Project Proposal should be submitted to CCCA Trust Fund Secretariat no later than: th 14 September 2012 36

Contacts CCCA Trust Fund Secretariat c/o Ministry of Environment #48, Preah Sihanouk Boulevard. , Contacts CCCA Trust Fund Secretariat c/o Ministry of Environment #48, Preah Sihanouk Boulevard. , Phnom Penh, CAMBODIA Tel: 023 6403 833 | Mobile: 012 991 999 E-mail: [email protected] org. kh Web: www. camclimate. org. kh 37

Next Steps 1. Support in full project proposal development – August - Sept 2. Next Steps 1. Support in full project proposal development – August - Sept 2. Submission of full project proposals – Sept 14 3. Technical appraisal of project by independent experts and the NCCTT members – Sept 4. Capacity assessment of successful applicants – Sept 5. Re-submission of projects with the possibility of reduced budgets where applicable – Oct 6. Confirmation by the NCCTT and approval of final projects – Oct 7. Signing letters of agreements – Oct 8. Orientation workshop – Nov 9. Opening of bank accounts – Nov 10. Start project implementation – December 2012 38

Thank you! Thank you!