Transcript Slide 1

Prof. Dr. Md. Tajul Islam
Member, UGC
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Proposal Formats (8)
Selection of proper format is obligatory.
W i n d o w s:
Win-1 Teaching-Learning
Win-2
Win-3
UAIFS
PP Anx-5
UGCAIFS
CP Anx-6
Self-Assessment
CP Anx-11 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 CP
Anx-12
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Window-1:
Probable Activities
for
Improvement of Teaching-Learning
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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
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Teaching-Learning: Activities
a)
Provisional/Contractual recruitment of
qualified teachers holding PhD
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
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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
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Window-2:
Probable activities
for
Improvement of Research Capabilities
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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
PhD programs, national and international
inter-departmental and inter-university
cooperation, & collaboration.
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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
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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
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PROJECT PROPOSAL
COMPONENTS
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Proposal Components
Components
1. Proposal title
2. Institutional information
3. General objectives
4. Specific objectives
PP
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CP
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5. Sub-project summary
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6. Strategic Analysis
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7. Background Data Substantiating
the Strategic Analysis (Tables-1, 2/3)
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Proposal Components
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
15. Financing Plan
PP
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CP
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Proposal Components
Components
16. Procurement Plan
17. Training Plan
18. Detail Budget
19. Sub-project Management Team
20. Technical assistance/consulting
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CP
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21. Linkages/collaboration
22. Experience of similar project
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23. Effect/impact of the sub-project
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Proposal Components
Components
PP
24. Sustainability
25. Safety Checklist & Mitigation Plan
26. Name and address of two peers
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27. Signature of the SPM
28. Signature of the Head of Proposal √
Submitting Entity
29. Institutional Commitment
30. Signature of Vice-Chancellor
CP
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Proposal Components
Annex
PP CP
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Milestones to Evaluate Sub-project Implementation
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Performance Indicators to Evaluate Subproject Impact
Work plan
Financing Plan
Procurement Plan: Goods, Works & Services
Training Plan
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Details of Estimated Budget
Organogram of Sub-project Management Office
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Attachment-A: RESUME
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Proposal title
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Informative, not creative
Brief, precise, informative, comprehensive
Reflect objectives
Should include well known “key words”
Institutional and project responsibilities
should be well established
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Complete “at the end of writing”
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Institutional information
Self-explanatory
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General objectives
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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
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Specific objectives
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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
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Proposal summary
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150 for PP & 250 for CP
A first concise view of the proposal
Follow logical framework approach
a. Goal & Purpose
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General Objectives
b. Purpose & Output
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Specific Objective
Expected Result
Outcome
c. Output & Input
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Activities, Methods etc.
Item-wise paragrapgh captions
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Strategic Analysis (SWOT)
Internal
• Strength
• Weakness
• Opportunities
External
• Threat
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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
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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, output, outcomes);
physical facilities, institutional tendencies
Note: SWOT analysis & background data should be24
related
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
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Research area (Degree)
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For Window-2 CPs only
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Conceptual framework of broad research
field
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With necessary technical jargon
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Identify specific areas for students
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Link between facilities to be created and
research
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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 (2nd ed)
 Essential for M&E, measurement of
achievement of results, effectivity in resource’s
use and improvement of project design.
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Milestones Level 1
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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
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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.
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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
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Table of PI (example from HEQEP)
PI
Space
Cal.
Assumpobjective meth tion
od
Verif.
method
Cal.
Base
base value
value 2011
Desire
d value
2014
Devt. of Teach-g
new
learning
curricul
um
%
Academic
Council
Approval
MNE
report
%
****
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Student High
access speed
to
Internet
Internet
%
Sufficient
internal
connectivity
Survey
%
****
****
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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
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Benefits (qualitative and quantitative)
• Be imaginative but objective
• Direct and indirect benefit
• Relate to general objective, specific objective
• Relate to performance indicators
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Some examples
 Better R&D infrastructure and capacity
 Wider Ph.D. disciplinary coverage, enrolment
and graduation
 Higher research outputs, productivity and
international linkages
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Operation and Maintenance
of equipment and instruments
Institutional capacity in operation and
maintenance of equipment and
instruments that will be used in the
project:
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In-house preventive maintenance
In-house servicing
Repair parts
Externaly procured servicing
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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.
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Budget AIF: Eligible Expenditures (Article-13)
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6.
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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
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Works
Salaries
Other costs
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Budget
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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
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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
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Training Plan
Two types:
(a) Training for implementation of the SP
(b) Training as specific objective of the SP
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Should be logically sequenced
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Academic staff upgrading
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Academic staff development. Post-graduate
degrees, local and abroad. New qualified staff
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Support/ management staff. Technicians
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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
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Sub-project management team
 Sub-project Team includes SPM,
ASPM & Associate SPMs
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Human resources behind a project
Responsibilities and challenges
Institutional role
Academic role
Project organization
Technical committee
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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
Other institutions
University-1
Development Plan
Proposal
Proposal
University-2
Development Plan
Proposal
Other institutions
Proposal
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Effects and Impacts
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Environment
Women and children
Employment and poverty reduction
Institutional performance
Human resource development
Academic program
Research
Food security
Productive innovation
Governance
Disaster management
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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
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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
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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)
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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)
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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)
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10
20
10
10
10
10
10
Excellent=5, Good=4, Fair=3, Weak=2, Deficient=1 and Incomplete=0
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Experience from 1st Round
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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
………
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Precautions for 2nd Round
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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
Single person in more than one CP not allowed
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 Questions ????
 Comments !!!!!
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