gdg
DESCRIPTION
The Process of Project Development and Writing April 2011. gdg. gdg. The Decision to Apply Check whether your: Organization is eligible; Mission and experience record are in line with programme priorities; Resources and capacity are sufficient; There is a real need for the project. - PowerPoint PPT PresentationTRANSCRIPT
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The Process of Project Development and Writing
April 2011
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gdgThe Decision to Apply
Check whether your:
Organization is eligible;
Mission and experience record are in line with programme priorities;
Resources and capacity are sufficient;
There is a real need for the project.
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gdgSelecting a Partner
Assess strengths and weakness as well as the reputation of the potential partners;
Assess resources and expertise of the potential partners;
Assess potential contribution of the partners;
Prepare and sign a partnership agreement.
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gdgStart Early
Project writing – 3 week
Translation, if needed – 4-5 days
Copying - 1 day
Finding experts – 5 days
Submission of the project – 1 day
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Justify the ProjectCollect all available information, conduct interviews/ focus groups / surveys;
Analyse the problem;
Identify objectives / select strategy;
Prepare work plan;
Plan resources.
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Part A The Concept NotePart A The Concept Note1. Instructions for drafting the Concept note;1. Instructions for drafting the Concept note;1.1 summary of the Action;1.1 summary of the Action;1.2 Relevance of the Action;1.2 Relevance of the Action; 1.2.1 Relevance of the Objectives to the call1.2.1 Relevance of the Objectives to the call 1.2.2 Relevance to the need of the target groups;1.2.2 Relevance to the need of the target groups; 1.2.3 Define target groups, final beneficiaries, their needs and 1.2.3 Define target groups, final beneficiaries, their needs and constraints;constraints; 1.2.4 Particular added benefits;1.2.4 Particular added benefits;1.3 Description of the Action1.3 Description of the Action
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Part A The Application formPart A The Application form2. THE ACTION;2. THE ACTION;2.1 Cost of the action2.1 Cost of the action 2.1.1 Description of the action and its effectiveness;2.1.1 Description of the action and its effectiveness; 2.1.2 methodology2.1.2 methodology 2.1.3 Duration and action plan (2.1.3 Duration and action plan (Incorrect titleIncorrect title)) 2.1.4 Sustainability of the action;2.1.4 Sustainability of the action; 2.1.5 Logical framework2.1.5 Logical framework2.2. Budget for the Action2.2. Budget for the Action2.3 Expected sources of funding.2.3 Expected sources of funding.2.4 Applicants experience of similar actions.2.4 Applicants experience of similar actions.
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gdgPart A The Application formPart A The Application form3 THE APPLICANT3 THE APPLICANT3.1 Identity3.1 Identity3.2 profile3.2 profile 3.2.1 category3.2.1 category 3.2.2 Sectors3.2.2 Sectors 3.2.3 Target Groups3.2.3 Target Groups3.3 Capacity to Manage and implement actions3.3 Capacity to Manage and implement actions4.0 PARTNERS OF THE APPLICANT4.0 PARTNERS OF THE APPLICANT5.0 ASSOCIATES PARTICIPATING IN THE ACTION5.0 ASSOCIATES PARTICIPATING IN THE ACTION
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gdgPart A The Application formPart A The Application form
6.0 CHECKLIST FOR THE APPLICATION FORM6.0 CHECKLIST FOR THE APPLICATION FORM
7.0 DECLARATION OF THE APPLICANT7.0 DECLARATION OF THE APPLICANT
8.0 ASSESSMENT GRID OF THE FULL APPLICATION FORM8.0 ASSESSMENT GRID OF THE FULL APPLICATION FORM
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gdgEvaluation scores
Sections Max Min
1.Financial and Operational capacity 20 12
2. Relevance of the action (score transferred from concept note evaluation)
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3. Effectiveness and feasibility of the action 20
4. Sustainability of the action 15
5. Budget and cost effectiveness of the action 15
Maximum total score 100
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gdgEvaluation Scoring
Evaluation question – Financial and Operational Capacity Max
1.1 Do the applicant and partners have sufficient experience of project management?
5
1.2 Do the applicant and partners have sufficient technical expertise? (knowledge of the issues to be addressed)
5
1.3 Do the applicant and partners have sufficient management capacity? (staff, equipment and ability to handle the budget )
5
1.4 Does the applicant have stable and sufficient sources of finance? 5
Total (lower than 12 points is obtained the proposal will be eliminated by the Evaluation Committee )
20
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gdgEvaluation Scoring/Concept Note
2.0 Relevance of the Action2.1 How relevant is the proposal to the objectives and priorities of the Call for Proposals?*
5x2
2.2 How relevant to the particular needs and constraints of the target country (ies) or region(s) is the proposal? (including synergy with other EU initiatives and avoidance of duplication)
5x2
2.3 How clearly defined and strategically chosen are those involved (final beneficiaries, target groups)? Have their needs been clearly defined and does the proposal address them appropriately?
5
2.4 Does the proposal contain specific added-value elements, such as environmental issues, promotion of gender equality and equal opportunities, needs of disabled people, rights of minorities and rights of indigenous peoples, or innovation and best
5
Total Score 30
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gdgEvaluation Scoring
3.0 Effectiveness and Feasibility of the Action
3.1 Are the activities proposed appropriate, practical, and consistent with the objectives and expected results?
5
3.2 Is the action plan clear and feasible? 5
3.3 Does the proposal contain objectively verifiable indicators for the outcome of the action? Is evaluation foreseen?
5
3.4 Is the partners' level of involvement and participation in the action satisfactory?*
5
Total Score 20
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gdgEvaluation Scoring
4.0 Sustainability of the Action
4.1 Is the action likely to have a tangible impact on its target groups?
5
4.2 Is the proposal likely to have multiplier effects? (Including scope for replication and extension of the outcome of the action and dissemination of information.)
5
4.3 Are the expected results of the proposed action sustainable:- financially (how will the activities be financed after the funding ends?)- institutionally (will structures allowing the activities to continue be in place at the end of the action? Will there be local “ownership” of the results of the action?)
5
Total 15
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gdgEvaluation Scoring
5.0 Budget and cost-effectiveness of the Action
5.1 Are the activities appropriately reflected in the budget?
5x2
5.2 Is the ratio between the estimated costs and the expected results satisfactory?
5
Total 15
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gdgFinal checking
Check if all requirements stated in the Guidelines for Applicants are met;
Check if all required documents are prepared in the required form /signed/ stamped and attached;
Use the check list included in the Guidelines for Applicants
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Introduction:Introduction:
Once the project is developed you could start with the Once the project is developed you could start with the project writingproject writing (filling in the Application form)(filling in the Application form)
The reverse is labour intensive and leads to omissions and The reverse is labour intensive and leads to omissions and logical inconsistencieslogical inconsistencies
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Application form
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gdgCONCEPT NOTE1.1 Summary of the Action
Is often read first by the evaluator so first impression important;
Summary should not allow evaluator to say:
Not an original idea Problem not important Rationale is weak Results vague No relevant experience Proposal unfocused
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TitleBrief, unambiguous and clear;Interesting and related to the project;Original (but not overexploited , i.e.“Chance
for ...“, “Together ....”);Paint a picture of your project.
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Objectives of the ActionObjectives of the ActionOverall ObjectiveOverall ObjectiveThis is the broad and long-term objective in a wider policy context. Gives This is the broad and long-term objective in a wider policy context. Gives and answer to the question “why is the project important”. Identifies the and answer to the question “why is the project important”. Identifies the project contribution to the programme’s objectivesproject contribution to the programme’s objectives
Advice!Advice!
The overall objective should be The overall objective should be very close very close and beand be in compliance in compliance with thewith the Programme objectivesProgramme objectives
By no means do not re-write the Programme objectives as your own By no means do not re-write the Programme objectives as your own project objectiveproject objective! !
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gdgSpecific Objective
Identifies why the project is needed for the target groups;Identifies why the project is needed for the target groups;
Identifies what should be achieved at the end of the project (Identifies what should be achieved at the end of the project (1 1 project – 1 project objectiveproject – 1 project objective;;
You may formulate sub-objectives, but these should not be You may formulate sub-objectives, but these should not be more thanmore than 3;3;
Overall and specific/project objectives have to be Overall and specific/project objectives have to be interrelated interrelated and concreteand concrete;;
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gdgExampleExampleThe Overall objective of the project is to contribute to the labour market The Overall objective of the project is to contribute to the labour market integration of long term unemployed women in Nis region. integration of long term unemployed women in Nis region.
The specific objective of the project to improve vocational skill and to The specific objective of the project to improve vocational skill and to support re-entry into employment of 60 unemployed women with low support re-entry into employment of 60 unemployed women with low educational attainmenteducational attainment
A good specific objective usually states:
What you want to achieve (your ends);How you want to achieve it (the means);Who the final beneficiaries will be.
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gdgAvoid these mistakesAvoid these mistakesThe overall objective of the project is not in line with the objective of the The overall objective of the project is not in line with the objective of the Grant Programme;Grant Programme;
The Project’s specific objective is unclear which makes it impossible for The Project’s specific objective is unclear which makes it impossible for the evaluator to check for compliance between the objectives of the the evaluator to check for compliance between the objectives of the proposed project and those of the Grant Scheme Programme;proposed project and those of the Grant Scheme Programme;
Lack of coherence between the project objectives and the identified Lack of coherence between the project objectives and the identified needs and problems;needs and problems;
The project’s specific objective is unrealistic and not achievable during The project’s specific objective is unrealistic and not achievable during the lifetime of the project.the lifetime of the project.
The project’s specific objectives are formulated as activities (a very The project’s specific objectives are formulated as activities (a very common mistake in the formulation of specific objectives).common mistake in the formulation of specific objectives).
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gdgTarget Groups/ Final BeneficiariesTarget Groups/ Final Beneficiaries
Target GroupTarget Group – the group or entity that will be directly and positively – the group or entity that will be directly and positively affected by the project; this is always clearly defined in the “Guidelines for affected by the project; this is always clearly defined in the “Guidelines for Applicants” Applicants”
Final beneficiariesFinal beneficiaries – those who will benefit directly from the project at – those who will benefit directly from the project at the level of society or sector. the level of society or sector.
Thus In a project aiming at the improvement of the capacity and facilities Thus In a project aiming at the improvement of the capacity and facilities of training institutions (target group) the direct beneficiaries are the of training institutions (target group) the direct beneficiaries are the unemployed who receive better quality training and improve their unemployed who receive better quality training and improve their qualifications and their chances of employmentqualifications and their chances of employment
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gdgCommon mistakesCommon mistakes
Target groups are not clearly distinguished from beneficiaries/stakeholdersTarget groups are not clearly distinguished from beneficiaries/stakeholders;;
Analysis of problems and needs of target groups lacks concretenessAnalysis of problems and needs of target groups lacks concreteness..
No proof that target groups and beneficiaries are aware of the project idea No proof that target groups and beneficiaries are aware of the project idea and have expressed expectations, perceptions.and have expressed expectations, perceptions.;;
Lack of coherence between the project objectives and identified Lack of coherence between the project objectives and identified needs/problemsneeds/problems..
Project fails to describe the provision of information to the local community, Project fails to describe the provision of information to the local community, institutions, NGO sector, etcinstitutions, NGO sector, etc;;
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gdgMain activitiesMain activities
Activity Activity describedescribess what the project will do in order to deliver its intended what the project will do in order to deliver its intended resultsresults..
Subdivide a project into activities, each with unambiguous goalSubdivide a project into activities, each with unambiguous goal, target , target groups, groups, concrete deliverablesconcrete deliverables, duration and, duration and completion date completion date, resources, , resources, responsibilities, etc.responsibilities, etc.
Subdivide activities further until each activity isSubdivide activities further until each activity is small enough to be small enough to be understood easily;understood easily;
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gdg1.2 Relevance of the Action1.2 Relevance of the Action
1.2.1 Relevance to objectives and priorities of the Guidelines1.2.1 Relevance to objectives and priorities of the Guidelines
Your overall and specific objectives must be in line with Your overall and specific objectives must be in line with those of the Programme;those of the Programme;
1.2.2 Relevance to objectives and priorities of the Guidelines1.2.2 Relevance to objectives and priorities of the Guidelines
Clearly identify the existing situation for provision of social Clearly identify the existing situation for provision of social services in the municipality/target region;services in the municipality/target region;
Clearly describe the problems faced by the target group.Clearly describe the problems faced by the target group.
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gdg1.2 Relevance of the Action1.2 Relevance of the Action
1.2.3 Describe target groups, their needs and how the action will address 1.2.3 Describe target groups, their needs and how the action will address these needs;these needs;
Use numbers and basic statistics;Use numbers and basic statistics;
Target group should not be broad and homogenous;Target group should not be broad and homogenous;
Provide a clear explanation of the problem and how your project will Provide a clear explanation of the problem and how your project will address this;address this;
Explain how your project will address the needs of the target group;Explain how your project will address the needs of the target group;
Explain how you have had contact / consultation with target Group and Explain how you have had contact / consultation with target Group and how you will ensure their participation.how you will ensure their participation.
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gdg1.3 Description of the Action1.3 Description of the Action
Background to preparation of the action;Background to preparation of the action;
Objectives of the actions;Objectives of the actions;
Stakeholder attitudes and consultation with them;Stakeholder attitudes and consultation with them;
Activities, outputs and results;Activities, outputs and results;
Timeframe for the action,Timeframe for the action,
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gdg2.1.3 Duration and Action plan2.1.3 Duration and Action plan
Defines the sequence and interrelatedness of activitiesDefines the sequence and interrelatedness of activities;;
Plans the beginning, end and overall durationPlans the beginning, end and overall duration;;
Defines key milestones/eventsDefines key milestones/events
Identifies the human resources/expertise neededIdentifies the human resources/expertise needed;;
Based on Gantt Chart.Based on Gantt Chart.
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gdgGantt ChartGantt Chart
Horizontal bar chartHorizontal bar chart
Gantt chart for activitiesGantt chart for activities
Horizontal scale is calendar timeHorizontal scale is calendar time
Each bar showsEach bar shows::
earliest possible start to latest permissibleearliest possible start to latest permissible completioncompletion;;
planned start to planned completionplanned start to planned completion
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Groups of ActivitiesExpert 1 2 3 4 5 6 7 8 9
1.11.1
Development of training plan for SME managers in each area
А. Training needs analysis А 1
Development of curricula А 2
В. Training of trainers А 3
1.11.2Implementation of the training
Month
Result 1.11 Implemented trainings
3Identify the sequence2. Identify sub-activities
4. Define the milestones
Distribution of tasks Duration, start up and ending
1. List all activities
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Assess carefully the time needed for each activity;
Mind the holidays;
Make provisions for management of the project;
Use the template in the Application form;
Make sure not to miss any activity;
Do not put too many activities in one month
Do not plan procurement of equipment of very expensive activities in the first months.
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gdgCommon mistakesCommon mistakes
Work plan does not include all stated activities;
Duration of activities are not clearly defined;
Inconsistency (technological, seasonal) of the proposed sequence of activities;
Resources allocated are insufficient;
Activities planned could be implemented in a shorter period of time;
Partners are not adequately involved
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Logical Framework
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gdgIntervention Objectively verifiable Sources and means of Assumptions
logic indicators of achievement verificationOverall What are the overall broader What are the key indicators related What are the sources of
objectives objectives to which the action to the overall objectives? information for these indicators?
will contribute?
Specific What specific objective is the Which indicators clearly show What are the sources of Which factors and conditions outside
objective action intended to achieve to that the objective of the information that exist or can be the Beneficiary's responsibility
contribute to the overall objectives? action has been achieved? collected? What are the methods are necessary to achieve that
required to get this information? objective? (external conditions)
Which risks should be taken
into consideration?
Expected The results are the outputs envisaged to What are the indicators to measure What are the sources of What external conditions must be met
results achieve the specific objective. whether and to what extent the information for these indicators? to obtain the expected results
What are the expected results? action achieves the expected on schedule?
(enumerate them) results?
Activities What are the key activities to be carried outMeans: What are the sources of What pre-conditions are required before
and in what sequence in order to produce What are the means required to information about action the action starts?
the expected results? implement these activities, e. g. progress? What conditions outside the Beneficiary's
(group the activities by result) personnel, equipment, training, Costs direct control have to be met
studies, supplies, operational What are the action costs? for the implementation of the planned
facilities, etc. How are they classified? activities?
(breakdown in the Budget for the Action)
Logical Framework Matrix
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gdgElements (1)
Overall Wider national/sector objectives objective - why important
Specific Specific benefit for the objective target group - why needed
Results The change induced by the project
Activities What a project does; project services and components
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gdgElements (2)
Indicators Informatıon needed to measure success in terms of quantıty, quality and time
Resources Money, staff, information
Assumptions Factors outside the project control that may ımpact the project
Preconditions Conditions that should prevail so that the project objectives be achieved
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gdgLogical Framework Matrix
1
3
Overall objectives
Specific objectives
Expected results
Activities
AssumptionsIndicators ofachievement
Sources and means of verification
Means:
Indicators ofachievement
Indicators ofachievement
Sources and means of verification
Costs:
Assumptions
AssumptionsPreconditions
Sources and means of
verification
2
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gdgQuestions for checkingQuestions for checking
Have you included all the key project components?
Is the level of detail sufficient?
Are the relations clearly outlined?
Have you clearly outlined the casual effects?
Have you properly described all the assumptions
and the pre-conditions?
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Budget
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The Budget
Relates activities with expenditures;Relates activities with expenditures;
Provides information on quantities and value of all needed inputs;Provides information on quantities and value of all needed inputs;
Costs are grouped by bCosts are grouped by by type of expenditures (human resources, travel, etc.)y type of expenditures (human resources, travel, etc.)
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gdgThe Process
Make a detailed description of activities;Make a detailed description of activities;
Determine quantities of all inputs;Determine quantities of all inputs;
Determine unit prices on the basis of market inquiry;Determine unit prices on the basis of market inquiry;
Prepare the budget;Prepare the budget;
Check, if:Check, if:
All necessary inputs for the implementation of the project are included All necessary inputs for the implementation of the project are included in the budgetin the budget
If all programme requirements are respectedIf all programme requirements are respected
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gdgProgramme requirementsProgramme requirements
Eligible costs;Eligible costs;
Maximum / minimum project/grant amount;Maximum / minimum project/grant amount;
Budget heading thresholds;Budget heading thresholds;
Co-financing;Co-financing;
Budget format.Budget format.
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gdgEligible CostsEligible Costs
Costs that are:Costs that are: NecessaryNecessary for carrying out the project;for carrying out the project;
Comply with the principles of sound financial management - value for Comply with the principles of sound financial management - value for money and cost-effectiveness;money and cost-effectiveness;
Incurred by beneficiaries or their partners during the implementing period Incurred by beneficiaries or their partners during the implementing period for the action (costs for project preparation are not eligible);for the action (costs for project preparation are not eligible);
Backed by originals of supporting documents;Backed by originals of supporting documents;
Must not exceed those normally borne by the Beneficiary or his partners.Must not exceed those normally borne by the Beneficiary or his partners.
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gdgEligible Direct CostsEligible Direct Costs
Cost of staff, corresponding to Cost of staff, corresponding to actual salariesactual salaries plus plus social social security chargessecurity charges and other and other remuneration-related costs;remuneration-related costs;
Travel and subsistence costs;Travel and subsistence costs;
Cost of purchasing equipment, and services;Cost of purchasing equipment, and services;
Cost of consumables and supplies;Cost of consumables and supplies;
Subcontracting expenditure.Subcontracting expenditure...
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gdgEligible Direct CostsEligible Direct Costs
Costs arising directly from the requirements of the contract:Costs arising directly from the requirements of the contract: dissemination of information, dissemination of information, eevaluation specific to the action, valuation specific to the action, audit, audit, translation, translation, printing,printing, iiinsurance, etc.insurance, etc. financial service costs - cost of transfers and financial financial service costs - cost of transfers and financial
guarantees;guarantees;
A A Contingency ReserveContingency Reserve not exceeding not exceeding 5%5% of direct eligible of direct eligible costs.costs.
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Eligible Indirect CostsEligible Indirect Costs
Administrative overheadsAdministrative overheads - a lump sum not exceeding - a lump sum not exceeding 7%7% of of the the direct eligible costsdirect eligible costs ( (IIf they do not include costs assigned to f they do not include costs assigned to another heading of the contract budget );another heading of the contract budget );
Once agreed in the contract no supporting documents need to Once agreed in the contract no supporting documents need to be produced.be produced.
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gdgIneligible CostsIneligible Costs
Debts and provisions for losses or debts; Debts and provisions for losses or debts;
Interest; Interest;
Items already financed in another framework;Items already financed in another framework;
Purchases of land or buildings, except where necessary for the direct Purchases of land or buildings, except where necessary for the direct implementation of the action, in which case ownership must be transferred implementation of the action, in which case ownership must be transferred to the final beneficiaries at the end of the action; to the final beneficiaries at the end of the action;
Currency exchange losses; Currency exchange losses;
Taxes, including VAT.Taxes, including VAT.
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gdgContributions in kindContributions in kind
Contributions in kind Contributions in kind are not eligible costs;are not eligible costs;
They They may not be treated as co-financingmay not be treated as co-financing by the Beneficiary; by the Beneficiary;
If included in the budget should be listed separately and If included in the budget should be listed separately and beneficiary must make them;beneficiary must make them;
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gdgExpenses Unit # of units Unit rate Costs
1. Human Resources
2. Travel
3. Equipment and supplies
4. Local office/Action costs
5. Other costs, services
6. Other
7. Subtotal direct costs of the Action
8 . Contingency Reserve (Max 5% of 7)
9. Total direct eligible costs (7 + 8)10. Administrative Costs (Max 7% of 9)
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gdgBasic Rules (1)Basic Rules (1)
Budget must cover all eligible costs of the Action, not just the Budget must cover all eligible costs of the Action, not just the Contracting Authority's contribution; Contracting Authority's contribution;
European European Community finances a specific percentage of the Community finances a specific percentage of the total eligible costs rather than a particular part of the action. total eligible costs rather than a particular part of the action. There is no need to divide each budget heading by source of There is no need to divide each budget heading by source of funding.funding.
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gdgBasic Rules (2)Basic Rules (2)
All items must be broken down into their individual All items must be broken down into their individual components. The number of units for each component must be components. The number of units for each component must be specified.specified.
If staff are not working full time on the Action, the percentage If staff are not working full time on the Action, the percentage should be indicated alongside the description of the item and should be indicated alongside the description of the item and reflected in the number of units (not the unit rate).reflected in the number of units (not the unit rate).
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gdgExample(1)Example(1)
Expenses Unit # of units Unit rate
Costs
1. Human Resources
1.1 Salaries (gross amounts, local staff)
1.1.1 Technical
Senior marketing expert (5 days per month) Per day 20 90 1800
Junior marketing expert (7 days per month) Per day 21 65 1365
Field expert Per day 8 7 56
1.1.2 Administrative/ support staff
Technical assistant – full time Per month
8 500 4000
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gdgBasic Rules (3)Basic Rules (3)
Per diems must not exceed the scales approved by the Per diems must not exceed the scales approved by the European Commission;European Commission;
Per diems cover accommodation, meals and local travel within Per diems cover accommodation, meals and local travel within the place of the mission and sundry expenses;the place of the mission and sundry expenses;
Per diems are calculated per night;Per diems are calculated per night;
For travel expenses indicate the place of departure and the For travel expenses indicate the place of departure and the destination. destination.
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gdgExample (2)Example (2)
Expenses Unit # of units
Unit rate
Costs
1.3 Per diems for missions/travel
1.3.1 Abroad (staff assigned to the Action)
Study Tour (5 people x 3 nights) Per diem
15 100 1500
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gdgBasic Rules (4)Basic Rules (4)
Budget heading “Equipment and supplies” covers costs of Budget heading “Equipment and supplies” covers costs of purchase or rental of equipment;purchase or rental of equipment;
Only Equipment that is necessary for the implementation of Only Equipment that is necessary for the implementation of project activities is allowed;project activities is allowed;
Second hand equipment is usually ineligible.Second hand equipment is usually ineligible.
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gdgBasic Rules (5)Basic Rules (5)
In budget heading 4 “Local office/Action costs” include expenses only if In budget heading 4 “Local office/Action costs” include expenses only if premises are rented especially for the Action. The premises are rented especially for the Action. The normal rental and service normal rental and service costscosts of participating bodies are administrative expenditure under heading 8 of participating bodies are administrative expenditure under heading 8 – Administrative costs.– Administrative costs.
In budget heading 5. “Other costs, services” only fully subcontracted items In budget heading 5. “Other costs, services” only fully subcontracted items are given (i.e. if a study is done by partners costs have to appear in Human are given (i.e. if a study is done by partners costs have to appear in Human resources);resources);
No lump sums are allowed in budget heading 5. “Other costs, services” No lump sums are allowed in budget heading 5. “Other costs, services”
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Expenses Unit # of units Unit rate Costs
5. Other costs, services
5.1 Publications
Tourist Guide Per copy 500 2 100
5.2 Studies, research
Field Survey Per interview
100 10 1000
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gdgTipsTips
Respect budget formatRespect budget format!!
Include all activitiesInclude all activities!!
Never include items that are not described in the activities Never include items that are not described in the activities partpart!!
Be realistic – do not over/under estimate costsBe realistic – do not over/under estimate costs!!
Check for mistakesCheck for mistakes!!
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gdgMajor Mistakes (1)Major Mistakes (1)
Breakdown of costs is not sufficiently detailed - no information Breakdown of costs is not sufficiently detailed - no information on quantities, unit prices;on quantities, unit prices;
Justification of cost is not given or it is incomplete (i.e. no Justification of cost is not given or it is incomplete (i.e. no information on duration of a event, number of participants information on duration of a event, number of participants etc.)etc.)
Some activities are described and not budgeted / or vice versa. Some activities are described and not budgeted / or vice versa.
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gdgMajor Mistakes (2)Major Mistakes (2)
Excessive quantities;Excessive quantities;
Unrealistic costing;Unrealistic costing;
Costs put in wrong budget heading;Costs put in wrong budget heading;
Budget includes ineligible costs;Budget includes ineligible costs;
Thresholds not respected;Thresholds not respected;
Inconsistency between cost given in the breakdown of costs and partner Inconsistency between cost given in the breakdown of costs and partner declarations.declarations.
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gdgPartnership – the Lead/ main partnerPartnership – the Lead/ main partner
Should have extensive experienceShould have extensive experience;;
Mission of the organisation to be in compliance with the programme Mission of the organisation to be in compliance with the programme objectivesobjectives
Provide clear description of the role and contribution of each partnerProvide clear description of the role and contribution of each partner;;
There should be active involvement of all the partnersThere should be active involvement of all the partners;;
Should not be silent observer but with adequate role in project Should not be silent observer but with adequate role in project implementationimplementation::
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Partnership
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gdgMistakes with PartnershipMistakes with Partnership
Partnership is “fake”Partnership is “fake”. . Although partners are include Although partners are include their role is negligible or/and their participation is not their role is negligible or/and their participation is not well justifiedwell justified;;
Partners’ responsibilities are not clearly definedPartners’ responsibilities are not clearly defined; ;
Mission and activities of the PartnerMission and activities of the Partner differ differ substantially from the project stated objectivessubstantially from the project stated objectives;;
Partner lacks experience from previous Partner lacks experience from previous projects/activitiesprojects/activities
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General text requirements
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gdgText RequirementsText RequirementsProject should be readable and understandable
Avoid general phrasing;
Avoid theory, besides it’s boring, you might make mistakes;
There is no harm one and the same information to be provided in the different parts of the text – with different level of detail, different perspective or wording;
Example: Expected results might be described in project background / justification, activities and impact.
Finally: Check for spelling mistakes!
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gdgMain activitiesMain activities
Text should be formatted;Text should be formatted;
Do not change the original format in the Application formDo not change the original format in the Application form;;
Do not delete subtitlesDo not delete subtitles;;
Underline/bold key sentences/phrasesUnderline/bold key sentences/phrases; ;