Preparation of proposals

a.

Proposal Number
JEPP proposals will be identified by province/territory and number. Numbering in each province/territory will be consecutive and will continue from year to year without starting anew. An accepted project retains its proposal number throughout the life of the project and this number is subsequently reflected in the numbering of claims (see Chapter 5). Multi-Year Plans and projects retain the same main number.

b.

Proposal Title
A short phrase that identifies the project. Provinces/Territories are invited to adopt a convention for such descriptions. Categories could include Emergency Plans, Training, Exercise, Emergency Communications, Emergency Response Equipment, Study, etc.

c.

Description
In this box, the project is briefly described. Additional pages may be attached for more complex proposals to ensure that the principles and guidelines against which the proposal will be assessed are self-evident. It is important to remember that project approval is based on the information contained in the application. Once a proposal is approved, it must be implemented as described in the application and only those items identified in the application are eligible costs for claim purposes.

d.

Measurable Objectives
This box is used to identify important phases of a proposal should the complexity of the proposal warrant it. Once a measurable objective is achieved, an applicant can submit an interim claim. In the case of a simple proposal, the measurable objective is the completion of the project.

e.

Total Proposed Resource Allocation
The total cost of the proposal and the proposed federal-provincial/territorial cost share expressed in dollars and a percentage is entered in this box. Total cost includes funding proposed for this year, future years as well as previously approved funding, if applicable.

f.

Previous FY(s) Funding
This box is used to identify funds expended in previous years on the same project. If funds have never been expended on this proposal, then no entry is made.

g.

Current FY Funding
The current year cost of the proposal and the proposed Government of Canada-provincial/territorial cost share expressed in dollars and a percentage is entered in this box.

h.

Future FY Proposed Funding
The future year cost of the proposal and the proposed federal-provincial/territorial cost share expressed in dollars and a percentage ratio is entered in this box. It is important to note that Government of Canada approval of a proposal is only valid for the current year. This box provides information regarding likely future costs but does not result in a Government of Canada commitment to fund in those future years. If funds are not required in future years for this proposal then no entry is required.

i.

Audit Arrangements
This box is used to describe the proposed provincial/territorial arrangements to audit the proposed project. Projects with a Government of Canada contribution of $50,000 or more must be supported by a certified auditor's signature. The certification by a designated provincial/territorial official with appropriate fiscal accountability under provincial/territorial financial administration acts is allowable for those projects with a Government of Canada contribution of less than $50,000. All claims are subject to Government of Canada post audit.

j.

Progress Reports
This box is used to identify progress reports which will be issued at various stages of the project or upon its completion.

k.

Progress Payments
Identify the stages of a proposal at which a claim for expenses incurred to date will be made. It is usually employed only for the more complex projects.

l.

Arrangements for Federal Recognition
A brief statement detailing the proposed arrangements for acknowledging the Government of Canada contribution.

m.

Further Comments
This box may be used to convey any additional information which will assist in determining the merit of the proposal.

n.

Provincial/Territorial Certification
The provincial/territorial sponsor and the Provincial/Territorial Minister (or delegated official) sign the application.

o.

Government of Canada Approval
The PSEPC Regional Director recommends the proposal for consideration by the PSEPC JEPP Committee by means of a signature and the proposal is approved once signed by the SADM.