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Business Plan for Non-Profit Organisation Funding

Provincial Administration: Western Cape

Department of Social Development (DSD)

APPLICATION FOR NON-PROFIT ORGANISATION FUNDING 2011

FOR ABOVE R 200 000 FUNDING

Please note the following:

This form has been developed to assist you with providing the appropriate information required by the DSD to assess your funding application. You are not restricted to the spaces provided.

Where you are required to provide an attachment it will be indicated in italics in the form. For guidance on the application process, please read the last page of this form.

NAME OF YOUR ORGANISATION

ORGANISATION’S DSD REFERENCE NUMBER (where applicable)

STREET ADDRESS

POSTAL ADDRESS

CONTACT DETAILS

Name

Position

Telephone No.

Facsimile No.

E-mail Address

Is this APPLICATION being submitted AS AN AFFILIATION? (Y/N) If yes, please provide the name of the affiliated organisation, the contact person’s name, telephone and email address.

Please indicate with a X in the appropriate box/es the DSD PROGAMME/S YOU ARE APPLYING FUNDING FOR:

Children and Families

Youth

Persons with Disabilities

Older Persons

Substance Abuse

HIV/AIDS

Sustainable Livelihoods

Institutional Capacity Building

REGION and/or LOCAL OFFICE and/or area/s of operation where you will be rendering services

PURPOSE OF THIS APPLICATION to the DSD (you may X multiple boxes)

To re-apply for funding for projects/services currently funded

To apply for additional funding to extend projects/services currently funded

To apply for scaled down funding of currently funded projects/services

To apply as a new organisation (not currently funded by the DSD) for funding of projects/services

TOTAL AMOUNT of funding you are applying for

NAME AND SIGNATURE OF DSD OFFICIAL receiving the proposal (include job title)

DATE RECEIVED (ddmmyyyy)


TABLE OF CONTENTS

1 ORGANISATIONAL BACKGROUND 3

2 ORGANISATION AND CAPACITY PROFILES 4

3 PROJECT/PROGRAMME BACKGROUND 6

3.1 PLANNED SERVICE DELIVERY PER LEVEL OF INTERVENTION (PLANNING MATRIX) 7

4 BUDGET PLANNING OF ORGANISATIONAL EXPENDITURE AND INCOME 11

4.1 EXPENDITURE 11

4.2 INCOME 16

5 FINANCIAL CONTROLS 19

6 MONITORING AND EVALUATION 20

6.1 BALANCED SCORECARD 20

7 FINANCIAL SUSTAINABILITY AND TRANSFORMATION 21

8 APPLICATION DECLARATION 22

9 APPENDICES 23

9.1 WRITTEN ASSURANCE IN TERMS OF SECTION 38 0F THE PFMA 23

9.2 DECLARATION OF INTEREST 25

9.3 BAS FORM 26

9.4 APPLICATION PROCESS DESCRIPTION 27


1 ORGANISATIONAL BACKGROUND

Please indicate with an X in the appropriate box

your organisation type

NPO

Section 21 company

Trust Affiliation to NPO

In process of NPO

registration

Please attach proof of registration, affiliation or NPO Registration Application. Attached? (Y/N)

Did your organisation receive government funding in the past? If so, when, how much and for what purpose:

If you are not currently funded by the DSD, please provide a summary of the major projects/services your organisation delivered in the past year.

Provide your organisation banking details below. Please complete the attached BAS Annexure only if you are not currently

funded by the DSD or if your banking particulars or signatories for financial transactions have changed.

Account name:

Account number:

Account type (e.g. current, saving,

cheque, transmission account):

Full name of the bank:

Name of the branch:

Branch code:

Branch address:


2 ORGANISATION AND CAPACITY PROFILES

Please attach an organogram to your application to illustrate the structure of your organisation.

Please set out the functions of your Board / Trustees / Volunteer Management Committee:

Only complete the table below regarding your organisation’s governing members of the Board/ Trustees/Volunteer Management Committee, only if you are not currently

funded by the DSD or these particulars have changed from your previous application.

Name and surname Position ID Numbers Disabled/ not Disabled

Race Gender Telephone, Email Address &

Physical address

Chairperson

Deputy / Vice Chairperson

Treasurer

Secretary

Additional members


Please complete this schedule of your registered professionals who will be involved in the implementation of your service/project proposed for funding:

1 2 3 4 5 6 7 8 9

Location of office /

service point /

satellite service /

facility

Occupation Race Gender Registration no. in

terms of relevant

Professional Act

Level of post if

applicable

Funding for post (X) Area(s)/place where staff

member is deployed

(indicate suburb/informal

settlement, etc.)

Salary per annum

R Funded by

Dept.

Not

funded


3 PROJECT/PROGRAMME BACKGROUND

PLEASE COMPLETE THIS SECTION FOR EACH INDIVIDUAL DSD PROGRAMME (make copies of the matrix if you apply to more than one programme) The DSD has 8 Programmes, listed on the cover page, which are implemented across 4 levels of intervention. Please

indicate which DSD programme your proposal for funding will deliver to and indicate the level/s of intervention it

will deliver to.

1. Name of DSD programme: ………………………………………………………………

Levels of

intervention

Definition and examples of services within different levels of intervention X

Awareness To ensure that individuals and communities know their socio-economic rights and responsibilities, for example international and national awareness programs; commemoration of days/weeks/months/years for specific causes; and prevention programs

Early

Intervention

To identify vulnerable individuals and groups and ensure the provision of a range of developmental and therapeutic programmes and services, for example protective workshops; service centres etc.

Statutory To ensure the provision of statutory services and ensure compliance with statutory provisions, protocols and minimum standards, for example social work services; child abuse protocol; children’s court services; criminal court services etc.

Reintegration To ensure the provision of a range of aftercare and community based services that enhance positive life styles, self-reliance and optimal social functioning, for example reintegration programmes for offenders etc.

Describe the purpose of your project and provide details of the process followed to determine the needs to be addressed by

this project (e.g. Conducted research and community profiling)


3.1 PLANNED SERVICE DELIVERY PER LEVEL OF INTERVENTION (PLANNING MATRIX)

Please complete the planning matrix below. It is structured according to the four levels of intervention and requires you to describe the type of service, target group,

outputs, outcomes, geographic area and major cost drivers of the project/service you are applying for funding for.

1. Awareness and Prevention

Type of Services

Target group Outputs (How the major goals will be

achieved)

Outcomes (major goals/ community

impacts)

Geographic area Cost ( Major Cost Drivers)

Staff R

Administration R

Special project cost

R

Staff R

Administration R


R


2. Early Intervention

Type of Services


achieved

Outcomes (major goals / community

impacts)


Staff R

Administration R


R

Administration R


R


3. Statutory

Type of Services


achieved

Outcomes (major goals / community

impacts)


Staff R

Administration R


R

Staff R

Administration R


R


4. Re-integration

Type of Services


achieved

Outcomes (major goals /community

impacts)


Staff R

Administration R


R

Staff R

Administration R


R


4 BUDGET PLANNING OF ORGANISATIONAL EXPENDITURE AND INCOME

Please complete the table below on the expenditure and income of your organisation as per the Budget: Planning of Organisational Income and Expenditure below. Add rows as necessary.

For multi-year applications, complete column 4 too.

4.1 EXPENDITURE

Column 1 Column 2 Column 3 Column 4 Motivation / Remarks

Item of Expenditure Estimated Actual Expenditure

for financial year 2011/12

(01.04.2011-31.03.2012)

Budget for financial year 2012/13

Budget for financial year

2013/14

1 HUMAN RESOURCE EXPENDITURE

i Specify type of all occupational groups in the service plan

Current number of personnel employed in each occupational group

Salaries and wages for each occupational group



SUBTOTAL: ITEM 1


Column 1 Column 2 Column 3 Column 4 Motivation/Remarks

Item of Expenditure Estimated Actual Expenditure for financial

year 2011/12 (01.04.2011-31.03.2012)



1 HUMAN RESOURCE EXPENDITURE (continued)

i. Bonus

ii. Personnel Training (Not Expenditure

Item 5)

iii. Honorarium (Paid to Volunteers)

iv. Contributions:

Medical Aid Fund

Pension Fund

Workmen's Compensation

UIF

other (specify)

v. Clothing/Uniform

SUBTOTAL: ITEM 1

2 TRANSPORT EXPENDITURE

i. Petrol (for managerial and/or administrative tasks)

ii. Maintenance of vehicles

iii. Insurance of vehicles

iv. Traveling & Accommodation (Conferences, workshops,

consultation/supervision, events, etc.)

v. Replacements (specify)

vi. Purchases (specify)

SUBTOTAL: ITEM 2




for financial year 2011/12 (01.04.2011-31.03.2012)



2013/14

3 OFFICE/ADMINISTRATIVE EXPENDITURE

i. Municipal Services

ii. Post & Telecommunication Services

iii. Printed Matter & Stationery

iv. Advertisements

v. Books & Journals

vi. Levies/Registration & Affiliation fees

vii. Insurance

viii. Maintenance

ix. Replacements (specify):

x. Purchases (specify):

SUBTOTAL: ITEM 3

4 GROUNDS & BUILDINGS

i. Capital and Interest Redemption

(Private)

ii. Capital and Interest Redemption

(State)

iii. Maintenance

other (specify)

iv. Insurance

other (specify)

SUBTOTAL: ITEM 4





(01.04.2011-31.03.2012)


2012/13


2013/14

5 PROGRAMME/PROJECT EXPENDITURE

i. Fees in respect of training

ii. Cost of material/equipment needed for training

iii. Transport to implement program/activities

iv. Hiring of venues to implement program/activities

v. Equipment for activities

vi. Refreshments offered implementing program/activities

vii. Food and Groceries

viii. Consumable equipment to implement program/activities

ix. Accommodation

x. Education & Recreation

xi. Domestic fuel/laundry and cleaning services **

xii. Linen **

xiii. Toiletries **

xiv. Medical **

xv. Other (refer to activities in implementation plan)

xvi. Purchases (specify)

xvii. Replacements (specify)

SUBTOTAL: ITEM 5


Column 1 Column 2 Column 3 Column 4

Motivation/Remarks


for financial year 2011/12 (01.04.2011-31.03.2012)


2012/13

Budget for Financial year

2013/14

6 BANK AND OTHER COSTS

i. Audit Costs

ii. Bank Costs

iii. Fund-Raising

iv. Other (specify)

SUBTOTAL: ITEM 6

7 SUNDRIES

i. Research

ii. Public Relations and Marketing

iii. VAT

iv. other (specify)

SUBTOTAL: ITEM 7

8 EXPENDITURE: PROVISION FOR SPECIAL FUNDS

i.

ii.

iii.

iv.

SUBTOTAL: ITEM 8

GRAND TOTAL: ITEMS 1 – 8


4.2 INCOME


Motivation/Remarks

Item of Income Estimated Actual Expenditure


(01.04.2011-31.03.2012)


2012/13


2013/14

9 PROVISION FOR SPECIAL FUNDS

i.

ii.

iii.

iv.

SUBTOTAL: ITEM 9

10 FEES FOR SERVICES

i. Board and Lodging

ii. Community Services

iii. Consultation

iv. Counselling/Treatment

v. Fees for Day Care

vi. Membership

vii. Registration Fees

viii. Training

ix. other (specify)

SUBTOTAL: ITEM 10

11 OTHER FORMS OF INCOME

i. Bequests (cash)

ii. Donations

iii. Fund-raising



Motivation/Remarks



(01.04.2011-31.03.2012)


2012/13


2013/14

iv. Grants

v. Income from investments

vi. Income from fixed property bequeathed to organization

vii. Products sold

viii. Rent

ix. Social Relief

x. VAT (reclaimed)

xi. In natura (value of products etc. donated to organisation))

xii. Interest gained from investing pensions/grants of residents (optional)

xiii. Other (specify)

SUBTOTAL: ITEMS 11

12 STATE AND OTHER ALLOCATIONS

i. National Departments (specify)

ii. Provincial Departments

iii. Local Government (Municipality)

iv. Lotto



Motivation/Remarks



(01.04.2011-31.03.2012)


2012/13


2013/14

v. Community Chest

vi. International Funding

vii. Other funders/donors (specify)

SUBTOTAL: ITEMS 13

13 ALLOCATION DEPT SOCIAL DEVELOPMENT

i. Subsidy per annum

ii. Special Programme funding (specify)

SUBTOTAL: ITEMS 13

TOTAL EXPENDITURE (1-8)

TOTAL INCOME (9-13)

SURPLUS/SHORTAGE


5 FINANCIAL CONTROLS

System of control Make an X where

appropriate

All funds received are promptly deposited into the organization’s bank account, properly recorded, reconciled and all records kept under adequate security

A central point of contact is designated for all incoming mail

Bank statements are reconciled to General Ledger on a monthly basis and reviewed by management

Segregation of duties within the account reconciliation, journal posting, and management review and approval processes

Funds are disbursed only upon authorisation of management for the purpose for which funds are granted and all disbursements are properly recorded

There is policy on minimum petty cash to be held on a daily basis and all petty cash is kept in a secure and safe place

Policies and procedures governing accounts payable and purchasing processes exist

Wire transfers are executed through a password-protected internet process

Expense reimbursements are only issued to employees with clearly defined needs

There are policies and procedures governing payroll processes detailing timelines, responsibilities, and actions.

There is up to date asset register with all fixed assets recorded/updated on a monthly basis

Managerial approval is required in advance for the acquisition, disposal, and write-off of assets.

Procedures and systems approved for the storage, use and maintenance of all its assets and equipment

Procedures and mechanisms exist to prevent abuse, theft and loss of assets and equipment.

Password protected accounting software system exists and access to information and editable fields are limited to appropriate personnel


6 MONITORING AND EVALUATION

6.1 BALANCED SCORECARD

FINANCIAL PERSPECTIVE CUSTOMER PERSPECTIVE ORGANISATIONAL (INTERNAL BUSINESS PERSPECTIVE)

INNOVATION AND LEARNING PERSPECTIVE

Explain how your organization plans to monitor compliance with financial requirements as stipulated in the TPA/Written Contract with the DSD.

Explain how your organisation plans to get feedback from customers and ensure that they are satisfied with the services provided?

Explain which policies, legislation, procedures and guidelines your organisation will be adhering to ensuring excellence in provision of services

Explain how your organisation will keep pace with the latest developments and demand for service thus ensuring adaptation to change and improvements?


7 FINANCIAL SUSTAINABILITY AND TRANSFORMATION

Describe the ways in which the organization plans to sustain itself financially after funding from the department stops.

Explain how the organization plans to share resources and transfer skills to emerging organisations


8 APPLICATION DECLARATION

We, the undersigned, being the persons responsible in the application organisation for action, certify that the

information given in this application is correct and that, should we be awarded funding by the DSD, we will comply with

the DSD reporting requirements as set out in the TPA/contract.

Board/Trustees/Volunteer Management Committee chairperson’s name:

Signature:

Date:

Board/Trustees/Volunteer Management Committee treasurer’s name:

Signature:

Date:

OPTIONAL FEEDBACK SECTION

In seeking to improve service delivery to you, our NGO partners, and ultimately the beneficiaries of social welfare and

community development services, we would appreciate it if you could complete this short feedback form:

Please indicate with an X in the appropriate box whether your organisation found this form:

Very easy to complete Very useful in terms of presenting your organisation’s proposal to the DSD

Easy to complete Useful in terms of presenting your organisation’s proposal to the DSD

Difficult to complete Less useful in terms of presenting your organisation’s proposal to the DSD

Very difficult to complete Not useful in terms of presenting your organisation’s proposal to the DSD

If your organisation has previously applied for government funding, could you please indicate with an X in the appropriate block whether this form is:

Easier to complete More difficult to complete

More useful in terms of presenting your organisation’s proposal to the DSD

Less useful in terms of presenting your organisation’s proposal to the DSD

Please provide any suggestions you may have on how we could improve this form:

Thank you very much for your honest feedback.


9 APPENDICES

9.1 WRITTEN ASSURANCE IN TERMS OF SECTION 38 0F THE PFMA

Written Assurance in terms of Section 38(1) (j) of the Public Finance Management Act, 1999

In terms of Section 38(1) (j) of the Public Finance Management Act, 1999 the Department of Social Development requires written

assurance that your organization implements effective, efficient and transparent financial management and internal control

systems.

Part 1: should be completed by those organisations that implement effective, efficient and transparent financial

management and internal control systems.

Part 2: should be completed by those organisations that do not implement effective, efficient and transparent financial


Part 1:

I, the undersigned (print name)

in my capacity as (position)

of

hereby declare that (organization)

Implements effective, efficient and transparent financial management and internal control systems.

Signed at (place)

On this day of month year

signature

Confirmed by 2 witnesses:

signature print name of witness



Part 2

Conditions and remedial measures to comply with Section 38(1)(j) of the Public Finance Management Act, 1999 (Act 1

of 1999 as amended by Act 29 of 1999)

In instances where written assurance cannot be obtained that effective, efficient and transparent financial management

and internal control systems are implemented, the following conditions and remedial measures will apply:

The management committee will arrange to attend and subject itself to training in business management and financial control systems.

The management committee will implement and adhere to the financial control system prescribed by the Department.

The management committee will subject itself to monitoring and inspection of financial records on a regular basis as conducted by officials of the Department or its representatives.

The management committee will submit audited as well as financial expenditure reports and progress reports on training and implementation of prescribed financial systems when requested by the Department.

I, the undersigned (print name)

in my capacity as (position)

of (organization)

hereby declare that (organization)

will adhere to the conditions as stipulated above in order to ensure effective, efficient and transparent financial


Signed at (place)

on this day of month year

signature

Confirmed by 2 witnesses:




9.2 DECLARATION OF INTEREST

This declaration is to be signed by all persons, management or staff involved in

approving or buying equipment, food, or any other items, signing cheques, accessing Internet banking, drawing cash for daily expenditure (petty cash), receiving donations, equipment, food or other items, handing out food or other items

The DSD wants to advise organizations that in terms of financial and auditing practices, it is advisable that persons

involved or responsible for any of the above should not be from the same family.

I, the undersigned, hereby make the following declaration:

initials & surname designation / post / involvement signature date

I will not use my discretion, official or non-official powers, or position within or outside the organization, to benefit

myself, or any other person known to me or the organization, or any legal person, to obtain an unlawful or unauthorized

advantage during the requisitioning, consideration, acceptance, or allocation of tenders, quotations or any other


9.3 BAS FORM

I/We hereby request and authorise you to pay any amounts which any accrue to me/us to the credit of my/our account with the mentioned

bank.

I/We understand that the credit transfers hereby authorised will be processed by computer through a system know as the "ACB ELECTRONIC

BANK TRANSFER SERVICE", and I/We also understand that no additional advice of payment will be provided by my/our bank, but details of

each payment will be provided by my/our bank, but details of each payment will be printed on my/our ban statement or any accompanying

voucher. (This does not apply where it is not customary for banks to furnish statements)

I/We understand that a payment advice will be supplied by the Department in the normal way, and that it will indicate the date on which

funds will be available in my/our account. This authority may be cancelled by me/us by giving thirty days notice by prepaid registered post.

System User Only BAS Ref No.

Captured by

Date Captured

Authorised By

Date Authorised

FOR OFFICE USE ONLY

APPROVED BY HEAD OFFICE

Print Name

Signature

Date

PROVINCIAL ADMINSTRATION WESTERN CAPE

BAS ENTITY MAINTENANCE BANK DETAILS

Bank Details

Name

Address

Contact Persons

Contact No.

/ /

Initials and Surname Authorised Signature Date dd/mm/ccyy

Name of Bank

Name of Branch

Branch Code

Account Number

Type of Account Current Account Savings Account Transmission Account

Other (Specify)

DATE STAMP

OF BANK

BANK

ACCOUNT PARTICULARS

CERTIFIED AS

CORRECT


9.4 APPLICATION PROCESS DESCRIPTION

9.4.1 STEP 1: Complete Application

From the time we call for proposals in the newspapers, you will have 6 weeks to submit your application. Complete this format,

including the written assurances. The BAS form only needs to be completed if you are not currently funded by the DSD or if your

banking details have changed and proof of affiliation, only if you are applying as an affiliation. Please also attach a copy of your NPO

certified registration or your NPO Registration Application, your organisation structure and submit your application form to the

relevant DSD Regional Office.

9.4.2 STEP 2: Application Evaluation

We will acknowledge receipt of your application within 15 working days. Your application will be assessed by the DSD

programme/programmes you have applied to from a compliance, a qualitative and a DSD strategic alignment perspective. We might

also request that we visit your organisation on site as part of the assessment process.

If your organisation is compliant, meets our minimum norms and standards, is strategically aligned to the DSD objectives and is in

terms of other applications received, one of the preferred organisations to deliver the services, subject to budget availability, the

programme/programmes will recommend to the Head of the DSD, that you be funded in accordance with the DSD guidelines for

funding. This process takes approximately 4 months to complete.

9.4.3 STEP 3: Application Contracting and Funding Disbursement

If your application has been successful we will contact you to agree on a Third Party Agreement, which will become the formal

contract between your organisation and the DSD for the delivery of the services as specified in the contract. The contract will also

specify the amount of funding the DSD is committing to your organisation, how and when that funding will be disbursed and set out

the obligations of your organisation and the DSD.

If your application is unsuccessful, we will advise you in writing, providing reasons for why your application has been unsuccessful

and informing you of your right to have your application Reviewed and the Review process.

Contracting takes approximately a month and no disbursements will be made until the DSD has received a signed copy of the

contract from your organisation. The DSD strives to fund approved organisations in terms of the contract signed, from 1 April 2012.

Due to volumes variability, this is however not always possible.

9.4.4 STEP 4: Performance Management of Service Delivery

Post the disbursement of the funds to your organisation as per the signed contract, we require regular feedback on the contracted

service/project (STEP 3). During this phase of the process we will call for reports in accordance with the contract and may visit your

organisation to observe and discus progress as well as recommend remedial action, where necessary.

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