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Prof. Dr. Md. Tajul Islam Member, UGC 1 Prof. Dr. Md. Tajul Islam Member, UGC 1

Proposal Formats (8) Selection of proper format is obligatory. W i n d o Proposal Formats (8) Selection of proper format is obligatory. W i n d o w s: Win-1 Teaching-Learning UAIFS PP Anx-5 UGCAIFS CP Anx-6 Self-Assessment Win-2 Win-3 CP Anx-11 Research not Leading to Degree PP Anx-7 CP Anx-8 Research Leading to Degree University wide PP Anx-9 CP Anx-10 CP Anx-12 2

Window-1: Probable Activities for Improvement of Teaching-Learning 3 Window-1: Probable Activities for Improvement of Teaching-Learning 3

Teaching-Learning: Objectives 1. To enhance the professional skills of the academic staff in providing Teaching-Learning: Objectives 1. To enhance the professional skills of the academic staff in providing innovative and high quality teaching; 2. To modernize education by formulating a flexible and student-centered curricula design that emphasizes learning outcomes, competencies, interdisciplinary and multidisciplinary courses, and by facilitating lifelong learning and employability; 3. To improve the institutional academic infrastructure 4

Teaching-Learning: Activities a) Provisional/Contractual recruitment of qualified teachers holding Ph. D b) Modernization of Teaching-Learning: Activities a) Provisional/Contractual recruitment of qualified teachers holding Ph. D b) Modernization of academic programs that meet demand of labour market and increase employability of graduates c) Formulation of student centered curricula designs with emphasis on learning outcomes and competencies 5

Teaching-Learning: Activities d) Invitation to post-doctoral fellows & scholars to offer courses and doing Teaching-Learning: Activities d) Invitation to post-doctoral fellows & scholars to offer courses and doing research e) Improvement of library services f) Design and implement self-assessment exercise at program or department level 6

Window-2: Probable activities for Improvement of Research Capabilities 7 Window-2: Probable activities for Improvement of Research Capabilities 7

Improvement of Research: Objectives 1. To enhance the professional skills of the academic and Improvement of Research: Objectives 1. To enhance the professional skills of the academic and support staff in conducting research that will contribute to social and economic growth and national innovation, competitiveness and development; 2. To improve the institutional research facilities 3. To support the development of high quality Ph. D programs, national and international inter-departmental and inter-university cooperation, & collaboration. 8

Improvement of Research: Activities a) Modernization of postgraduate programs of national importance b) Initiate Improvement of Research: Activities a) Modernization of postgraduate programs of national importance b) Initiate joint academic-research programs with national and foreign universities and research organizations c) Formulation of innovative research oriented to industries and market demands 9

Improvement of Research: Activities d) Development of laboratories to conduct innovative research e) Collaborative Improvement of Research: Activities d) Development of laboratories to conduct innovative research e) Collaborative initiatives between academics, researchers and industries f) Professional development of academic and support staff for research activities 10

PROJECT PROPOSAL COMPONENTS 11 PROJECT PROPOSAL COMPONENTS 11

Proposal Components 1. Proposal title 2. Institutional information 3. General objectives 4. Specific objectives Proposal Components 1. Proposal title 2. Institutional information 3. General objectives 4. Specific objectives PP √ √ CP √ √ 5. Sub-project summary √ √ 6. Strategic Analysis √ √ 7. Background Data Substantiating the Strategic Analysis (Tables-1, 2/3) √ 12

Proposal Components 8. Table of Milestones 9. Table Performance Indicators 10. Relevance 11. Benefits Proposal Components 8. Table of Milestones 9. Table Performance Indicators 10. Relevance 11. Benefits (Qualitative and Quantitative) 12. Operation & Maintenance of Equipment/Instrument 13. Environmental effect/impact 13. Summary of Estimated Budget 14. Work/Activities Plan PP √ √ CP √ √ √ √ √ 13

Proposal Components 16. Procurement Plan 17. Training Plan 18. Detail Budget 19. Sub-project Management Proposal Components 16. Procurement Plan 17. Training Plan 18. Detail Budget 19. Sub-project Management Team 20. Technical assistance/consulting PP √ √ √ CP √ √ √ 21. Linkages/collaboration 22. Experience of similar project √ √ 23. Effect/impact of the sub-project √ 14

Proposal Components PP 24. Sustainability 25. Safety Checklist & Mitigation Plan 26. Name and Proposal Components PP 24. Sustainability 25. Safety Checklist & Mitigation Plan 26. Name and address of two peers √ 27. Signature of the SPM 28. Signature of the Head of Proposal √ Submitting Entity 29. Institutional Commitment 30. Signature of Vice-Chancellor CP √ √ √ √ 15

Proposal Components Annex Milestones to Evaluate Sub-project PP CP √ Implementation √ Performance Indicators Proposal Components Annex Milestones to Evaluate Sub-project PP CP √ Implementation √ Performance Indicators to Evaluate Subproject Impact Work plan Financing Plan Procurement Plan: Goods, Works & √ √ √ Services √ Training Plan Details of Estimated Budget Organogram of Sub-project Management √ √ 16

Proposal title § § § Informative, not creative Brief, precise, informative, comprehensive Reflect objectives Proposal title § § § Informative, not creative Brief, precise, informative, comprehensive Reflect objectives Should include well known “key words” Institutional and project responsibilities should be well established § Complete “at the end of writing” 17

Institutional information Self-explanatory 18 Institutional information Self-explanatory 18

General objectives § § § Should reflectthe title; Repeat keywords if possible Should be General objectives § § § Should reflectthe title; Repeat keywords if possible Should be commensurate with vision, mission, goal of the University, entity State main problem addressed by the proposal State objectives referred to medium-term results and impact that the institution would like to achieve In bullet form No overlapping 19

Specific objectives § § § § Should support the General Objectives Several specific objectives Specific objectives § § § § Should support the General Objectives Several specific objectives against one General objective Identified and numbered Clear and specific Measurable, not necessarily quantified Achievable during lifetime of the project but outreach beyond Relevant in the local context Should allow periodic M&E 20

Proposal summary § § § 150 for PP & 250 for CP A first Proposal summary § § § 150 for PP & 250 for CP A first concise view of the proposal Follow logical framework approach a. Goal & Purpose § General Objectives b. Purpose & Output § § § Specific Objective Expected Result Outcome c. Output & Input § § Activities, Methods etc. Item-wise paragrapgh captions 21

Strategic Analysis (SWOT) Internal • Strength • Weakness • Opportunities External • Threat 22 Strategic Analysis (SWOT) Internal • Strength • Weakness • Opportunities External • Threat 22

Strategic Analysis - Basically SWOT analysis (Annex 1 -B) - Should clearly indicate that Strategic Analysis - Basically SWOT analysis (Annex 1 -B) - Should clearly indicate that all categories of stakeholders participated in the exercise - Both internal (strength & weaknesses) and external (opportunities & threats) factors should be analyzed & highlighted - Link SWOT results with objective, activity, outcome, performance indicator 23

Background Data - Should link the background data with SWOT (S & W part) Background Data - Should link the background data with SWOT (S & W part) - Should generate extra relevant information along with the given questions - Data should relate to the sub-project issues - Some quantitative facts about the entity - Some important items not to be omitted: Basic academic indicators (input, outcomes); physical facilities, institutional tendencies Note: SWOT analysis & background data should be 24 related

Research Area (non-degree) • For Window-2 CPs only • Conceptual framework of research • Research Area (non-degree) • For Window-2 CPs only • Conceptual framework of research • Narrow down topic • With necessary technical jargons • Hypothesis expected results and outcomes • Link between facilities to be created and research 25

Research area (Degree) § For Window-2 CPs only § Conceptual framework of broad research Research area (Degree) § For Window-2 CPs only § Conceptual framework of broad research field § With necessary technical jargon § Identify specific areas for students § Link between facilities to be created and research 26

Project Indicators § Level 1. Milestones. § Describe progress in sub-project implementation § Expressed Project Indicators § Level 1. Milestones. § Describe progress in sub-project implementation § Expressed in terms of critical activities/outcome § Level 2. Performance indicators. § key variables that affect beneficiaries § Refer to Annex-2 of AIFOM (2 nd ed) § Essential for M&E, measurement of achievement of results, effectivity in resource’s use and improvement of project design. 27

Milestones Level 1 § § § • § § Achievement of critical activities / Milestones Level 1 § § § • § § Achievement of critical activities / Results Only critical activities & critical results Activity-Result relation should be well visible and self explanatory Should indicate a new level in implementation Must be objectively verifyable Relate to work plan, procurement plan, financing plan 28

Performance Indicators (level 2) § Relation between milestones & performance indicators, log frame § Performance Indicators (level 2) § Relation between milestones & performance indicators, log frame § Log-frame: Input →Output → Purpose →Goal Milestone Performance Indicator - May be within the sub-project period, some may go beyond - May be quantitative and qualitative (but verifiable) - Assumptions should be realistic - Verification methods clear, operational - Refer to general objective, specific objectives, benefits, University characteristics etc. 29

Table of Milestones (example from HEQEP) Milestone Specific Objective Critical activities Verification method Assumption Table of Milestones (example from HEQEP) Milestone Specific Objective Critical activities Verification method Assumption AIFOM published Teaching – learning, research Manuscript printing contract Physical Sufficient no. of tenders AIF startup -Do- Proposal call List of evaluation subprojects contract sign All time schedule maintained BDREN first phase High speed Internet Design Fiber Physical laying NOC creation No administrative hindrance Univ. coop-n 30

Table of PI (example from HEQEP) PI Space Cal. Assumpobjective meth tion od Verif. Table of PI (example from HEQEP) PI Space Cal. Assumpobjective meth tion od Verif. metho d Cal. Base base value 2011 Desire d value 2014 Devt. of Teach-g new learning curricul um % Academic Council Approval MNE report % **** Student High access speed to Internet % Sufficient internal connectivity Survey % **** 31

Relevance Explicit: § University & Entity relevance (eg. Agri Univ. projects should be agri Relevance Explicit: § University & Entity relevance (eg. Agri Univ. projects should be agri related) § Regional relevance § National relevance § Relate to sub-project activities, specific objective, SWOT results 32

Benefits (qualitative and quantitative) • Be imaginative but objective • Direct and indirect benefit Benefits (qualitative and quantitative) • Be imaginative but objective • Direct and indirect benefit • Relate to general objective, specific objective • Relate to performance indicators § Some examples Ø Better R&D infrastructure and capacity Ø Wider Ph. D. disciplinary coverage, enrolment and graduation Ø Higher research outputs, productivity and international linkages 33

Operation and Maintenance of equipment and instruments Institutional capacity in operation and maintenance of Operation and Maintenance of equipment and instruments Institutional capacity in operation and maintenance of equipment and instruments that will be used in the project: Ø Ø In-house preventive maintenance In-house servicing Repair parts Externaly procured servicing 34

Budget (Aggregate and Detail) • Detail and aggregate are structurally related • Detail first Budget (Aggregate and Detail) • Detail and aggregate are structurally related • Detail first and Aggregate will follow • Employ economic code • Comply ceiling and rates e. g. – SPM incentive, no. of Assoc. SPM, Civil work, etc. – Ph. D. , MPhil scholarship, Foreign visit etc. 35

Budget AIF: Eligible Expenditures (Article 13) 1. 2. 3. 4. 5. 6. 7. 8. Budget AIF: Eligible Expenditures (Article 13) 1. 2. 3. 4. 5. 6. 7. 8. Training, conference, scholarship Academic collaboration, visit, remuneration Self assessment Procurement of goods, TLM, ICTs, chemicals Procurement of small works (renovation) Procurement of services: consulting fees Operational cost (2% of costs) Non-eligible recurring expenditures Ø Ø Ø Works Salaries Other costs 36

Budget § § § AIF: Non-Eligible Expenditures (Article 13. 10) Salary and allowances for Budget § § § AIF: Non-Eligible Expenditures (Article 13. 10) Salary and allowances for permanent academic and support staff of university Any expenditure of the office other than the sub-project Large civil works Cost not related to the sub-project 37

Workplan: Actions in time chart (Gantt chart) § Workplan should be progressive and realistic Workplan: Actions in time chart (Gantt chart) § Workplan should be progressive and realistic § Activities should be logically sequenced § Where, when and who questions should be answered! § Clear milestones should be set § Duration of preparation versus implementation should be realistic 38

Training Plan Two types: (a) Training for implementation of the SP (b) Training as Training Plan Two types: (a) Training for implementation of the SP (b) Training as specific objective of the SP § Should be logically sequenced § Academic staff upgrading § Academic staff development. Post-graduate degrees, local and abroad. New qualified staff § Support/ management staff. Technicians 39

Procurement Plan § Goods, Works and Services separately § Use World Bank format § Procurement Plan § Goods, Works and Services separately § Use World Bank format § Useful management tool for project activity planning and implementation of purchases § Links to budget and work plan. Coherence § On time adjustments for delays and contingencies will allow on time updates of work-plan and efficiency improvements § Careful management of procurement will normally produce project savings that can be used to support other project purposes 40

Sub-project management team § Sub-project Team includes SPM, ASPM & Associate SPMs § § Sub-project management team § Sub-project Team includes SPM, ASPM & Associate SPMs § § § Human resources behind a project Responsibilities and challenges Institutional role Academic role Project organization Technical committee 41

Institutional linkages § Links with other improvement programs in the institution § Links with Institutional linkages § Links with other improvement programs in the institution § Links with other universities. § Links with other organizations; example: industry § If possible, consider their participation in the first design stages University-1 Other institutions Development Plan Proposal University-2 Development Plan Proposal Other institutions Proposal 42

Effects and Impacts § § § Environment Women and children Employment and poverty reduction Effects and Impacts § § § Environment Women and children Employment and poverty reduction Institutional performance Human resource development Academic program Research Food security Productive innovation Governance Disaster management 43

Proposal Sustainability § Continuation after the contract can be foreseen and is realistic § Proposal Sustainability § Continuation after the contract can be foreseen and is realistic § Capitalisation on previous experiences § Medium/long term impact can be expected § Long-lasting effect on institutions/target groups § Environmental, safety hazard protection and risk mitigation have been considered § Institutional commitments on implementation and sustainability are clear and convincing 44

ANNEXES 1. Table of (a) Milestones & (b) Performance Indicators 2. Work / Activity ANNEXES 1. Table of (a) Milestones & (b) Performance Indicators 2. Work / Activity Plan 3. Financing Plan 4. Procurement Plan (Goods) 5. Procurement Plan (Works) 6. Procurement Plan (Services) 7. Training Plan 8. Details of Estimated Budget 9. Indicative Organogram of SPM office 10. Attachment-A: Resume of SPM & ASPM 45

AIF preliminary proposal evaluation A: Coherence with AIF & institutional objectives: 50 point 1. AIF preliminary proposal evaluation A: Coherence with AIF & institutional objectives: 50 point 1. Clarity of proposal defined/presentation 2. Clarity of the proposal objectives 3. Compatibility of the proposal with the mission/development plan of the: University/ faculty/ department/center/institute; & national development goal 4. Innovative nature of the project 5. Clarity of engagement of the University/faculty/ department/center/institute (Excellent=10, Good=8, Fair=6, Weak=4, Deficient=2 & Incomplete=0) 46

AIF preliminary proposal evaluation B: Benefits and viability; Quality of drafting: 50 point 1. AIF preliminary proposal evaluation B: Benefits and viability; Quality of drafting: 50 point 1. Quality of the strategic analysis 2. Quality of the presentation of the problem/ hypothesis and expected results 3. Quality of the analysis of data 4. Reasonability of budget 5. Overall proposal viability (Excellent=10, Good=8, Fair=6, Weak=4, Deficient=2 and Incomplete=0) 47

CP Evaluation Criteria Strategic analysis and proposal design (4) Milestones and performance indicators (2) CP Evaluation Criteria Strategic analysis and proposal design (4) Milestones and performance indicators (2) Relevance to the national need & benefits 4) Justification of the budget (2) Quality of the management plan (2) Institutional engagement & sub-project management (2) Clarity of impact analysis (2) Sustainability (2) Excellent=5, Good=4, Fair=3, Weak=2, Deficient=1 and Incomplete=0 20 10 10 10 48

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Experience from 1 st Round • • • Date-line was not maintained strictly by Experience from 1 st Round • • • Date-line was not maintained strictly by UAIFS CP format selection was wrong Mixed up Window-1& 2 items Paragraphs were disorganized in some CPs Detailed budget was absent in many CPs Budget & item cost limit exceeded Budget & other plans was not given in xls format Environment Safety Checklist … ignored Too many foreign visit included Single person signed in more than one CPs CP binding and CD marking was not proper ……… 50

Precautions for 2 nd Round • • • Date-line will be maintained strictly Strict Precautions for 2 nd Round • • • Date-line will be maintained strictly Strict scrutiny by UGCAIFS/UGCBAIF All paragraphs should be organized & filled Justification of budget asked for Detailed budget format added in all Annexes Budget & all plans should be given in xls format Justification needed if vehicle is included in CP Environment Safety Checklist … must UGCBAIF will apply complementary selection criteria • Fatty budget will be a disqualification • Foreign visit made restricted 51 • Single person in more than one CP not allowed

Ø Questions ? ? Ø Comments !!!!! 52 Ø Questions ? ? Ø Comments !!!!! 52