 Print Version
|
 |
 Programs - Geographic Programs - Americas - Indigenous Peoples Partnership Program - Annex A - Format for proposals
Annex A - Format for proposals
Executive summary
Development context
Objectives and results
Partners and personnel
Project description
Management strategy and structure
Gender equality
Environment
Project risks
Sustainability
Dissemination of results
Budget
Budget format
 1. Executive summary
A brief outline of the proposed project should cover the:
- development context and needs that will be addressed;
- objectives and expected results for the short, medium, and long term against which the success or failure of the project will be measured;
- partner institutions in LAC and Canada and the nature or their partnership, including how they will work together on the proposed project;
- description of the main activities and how they will meet the objectives; and
- financial summary of IPPP funds requested and contributions from other sources.
2. Development context
This section should describe:
- the social, cultural, political, and economic context of the region in which the project will take place;
- the magnitude of the development need being addressed;
- any research or exploratory work undertaken to demonstrate the need for the project and its potential for success;
- age, gender, level of poverty, and other important social and cultural characteristics of the target community that may be important to the project;
- the demographics of the Indigenous population in the region of the project, and national and local government policies and programs that support or impede the objectives of the project (may include legislation and other measures to protect Indigenous knowledge and rights); and
- what other governments or local, national, or international organizations are doing in this sector/geographic area.
3. Objectives and results
Describe the objectives against which the success or failure of the project will be measured and how it will benefit women, men, girls, and boys in Indigenous communities in LAC and Aboriginal communities in Canada.
This section should describe the project’s expected results in the long, medium, and short term. A “result” is defined as a describable or measurable developmental change resulting from a cause and effect relationship.
Normally four to six results at the short-term or “output” level describe the developmental changes that are the logical consequences of the project’s individual activities. A combination of short-term results (“outputs”) will contribute to two to four medium-term results (“outcomes”) that, in turn, will contribute to one or two long-term results (“impacts”). Normally, an output is a change in individuals (behaviours, skills); an outcome is a change within an institution; and an impact is a change in society.
EXAMPLE
If a project provides training (an activity) on the maintenance of a well pump, the: |
 | 1- Output (short term): Enhanced capacity of selected men and women in the community to maintain the pump.
2- Outcome (medium term): The previous output, along with other outputs, contribute to the outcome of a sustainable water system.
3- Impact (long term): Reduced incidence of water-borne disease in the community, region, or country.
|
| Activities should be determined by the desired results. Your project should be driven by results and not by activities. |
4. Partners and personnel
This section should briefly describe the partner organizations in LAC and Canada, including their histories, objectives, leadership, and links to and support from their communities. Highlight the particular expertise, strengths, and achievements of the entities and their capacities to implement the project. Describe previous or ongoing support to the entities that relates to the proposed initiative and how it complements the entities’ existing programs.
Information should also be provided on the following.
- Identify project leaders’ names and qualifications in both LAC and Canada.
- List other key team members in LAC and Canada, and their qualifications.
- Describe the nature of the partnership (including a partnership agreement, if one exists), previous work together, and the expected value-added of each partner to the success of the project. Also identify how and when their first contact was made and trips taken to visit each other.
- Identify sources of other support (if any) for the proposed project. Provide the names and a description of the roles of other agencies that have been or will be approached to lend institutional, monetary, or other support to this project.
Provide addresses, telephone and fax numbers, and e-mail addresses of primary and secondary LAC and Canadian partners. Also indicate if the institutions have received funding from CIDA in the past.
5. Project description
This section should describe the proposed activities, how they will be implemented, and how they will ensure that the project’s expected short-, medium- and long-term results are achieved.
- Indicate how project partners and target communities and organizations were involved in the design of the project.
- Describe the activities that will effectively lead to each of the project’s outputs.
- Indicate the planned schedule for the project (broken down by activity). Indicate possible constraints in adhering to the timetable.
- Identify how the development capacity of partner entities will be enhanced.
- Identify any language barriers or other challenges that may be encountered and how the project will address these.
6. Management strategy and structure
- Outline how the project will be managed, including planning, collecting baseline data, implementation, communications, monitoring, and reporting functions.
- As a basis for identifying results, the proposal should clearly indicate the baseline data to be collected and measures taken at the beginning of the project to facilitate the recording of changes resulting from the project. Performance indicators should be categorized, if possible, by the age and sex of project beneficiaries.
- Describe the roles and responsibilities of each LAC and Canadian partner organization and how the partner organizations, and other participants, will work together to foster equitable participation in the management of the project.
7. Gender equality
Describe the findings of the gender analysis (see Annex F—Gender analysis guidelines).
- Identify the different needs, priorities, and interests of women, men, girls, and boys, and the barriers that may limit their respective participation in the project; how this project responds to these needs, priorities, and interests, and gender gaps in access to and control over resources and benefits, and in decision-making.
- Identify opportunities offered by the project to reduce gender gaps or barriers and to support gender equality and women’s empowerment, including any specific measures that will be taken by the project to support the achievement of gender-equality results.
Although the detailed findings of the gender analysis will be contained in this section of the proposal, pertinent findings should also be integrated within the overall project analysis and included in other sections of the proposal as appropriate. This will be of particularly importance in describing the needs the project seeks to address and the expected results. Project results should be identified in one or more of the three following areas:
- advance women's equal participation with men as decision-makers in shaping the sustainable development of their societies;
- support women and girls in the realization of their full human rights; and
- reduce gender inequalities in access to and control over the resources and benefits of development.
8. Environment
The environment must be considered as an integral part of all projects.
- All proposals must contain a section that identifies the positive or negative impacts of the project on the environment, if any.
- If negative impacts are identified, the proposal should set out mitigation measures to minimize such impacts.
- In some cases, an environmental impact assessment may be required under the Canadian Environmental Assessment Act (CEAA) before the project can proceed. All projects will be screened for applicability under the Act. See additional information on environmental assessments on CIDA's website.
9. Project risks
Any risks the project may encounter should be outlined. Potential risks may include the possibility of political or economic instability, changes in personnel, institutional priorities, available resources of partners, their access to communities, and language barriers. The proposal should also include an assessment of the likelihood of the risk materializing, and the likely level of impact this will have on the project. Finally, it should identify strategies or activities to mitigate these risks.
10. Sustainability
The purpose in undertaking development projects is to make lasting improvements to the social, economic, and environmental well-being of its beneficiaries and their institutions. This implies that projects need to be designed in a way that minimizes or eliminates the need for the ongoing use of outside resources after the end of the project. It also suggests that projects focus on strengthening the capacity of local communities and organizations to become self-reliant with their own, newly acquired expertise. The proposal needs to address how sustainability will be achieved. The proposal should also explain how the relationships between LAC and Canadian partners would be sustained beyond the period of IPPP funding.
11. Dissemination of results
The IPPP expects that every project should have the potential to be replicated. In addition to benefiting its stakeholders, the results may be of interest to other communities and organizations in the same area, country, or region.
Accordingly, the project should have a component on dissemination that could include events sponsored to share results, media articles and coverage of the project, or talks given at conferences and events. The target audiences and the means of disseminating results and lessons learned should be described in the proposal.
If the proponents plan on using the project’s results to approach other donors for continued funding, or to replicate the project in another location, this should be outlined in this section of the proposal.
12. Budget
The maximum IPPP contribution will normally be $100,000 per project. Larger projects may be considered on an exceptional basis for particularly strategic or high-impact projects.
All partners must contribute to the cost of the project either with their own funds or with in-kind contributions.
Proposals must include a detailed, itemized project budget, which includes the following:
- actual and reasonable fees/salaries of personnel from the Canadian and LAC partners;
- advisory support (such as gender and cross-cultural experts), in project planning, implementation, and report preparation;
- travel expenses in accordance with the partners normal travel expense guidelines, which must not exceed those provided in the Government of Canada Treasury Board Guidelines;
- costs associated with training LAC participants, such as room and equipment rental, and production of training materials;
- translation and interpretation;
- administrative costs, such as long distance telephone, supplies, and materials; and
- overhead if required. (As of April 1, 2005, it is CIDA's policy to provide an allowance toward an organization's indirect/overhead costs for the period covered by the contribution agreement with CIDA. This allowance is based on a fixed overhead rate of 12 percent, applicable on CIDA's share of an organization's direct program/project costs eligible for the application of the overhead rate.) See http://www.acdi-cida.gc.ca/overheadrate for details.
The IPPP is designed to strengthen partnerships, transfer and develop knowledge, and increase organizational capacity. It is expected that the purchase of capital items will not normally be required. However, requests for the purchase of capital equipment will be reviewed on a case-by-case basis.
Activities not eligible for funding include those related to pure research, the military, marketing of products or services, and product demonstrations. No profit may be associated with the proposal.
13. Budget format:
- The budget should be in table format with separate columns for total cost, IPPP contribution, Canadian partner contribution, local partner contributions, and other contributions, for each item. (For the budget format template, see Annex B.)
- All expenses should be shown in Canadian dollars
Please note that the format is based on the category of expenditure rather than the type of activity. If for example, an event was planned to disseminate results, components of that activity might appear in the budget under salary, travel, meals and incidentals, interpretation, etc. However, within each expenditure category, costs should be listed by activity. In the example given, travel to the event would be a sub-item under the travel category. If you are unsure where to place an eligible item, please contact the IPPP Secretariat for advice.
|
|