Transcript Document

Scottish Government
Small Grants Programme
Information sessions
July 2014
Agenda
• Introduction (10 min.)
• Eligibility criteria and types of grants (30 min.)
• Advice from a current grand holder (20 min.)
• Application Form – hints and tips- (40 min.)
• Assessment Process and support available (20 min.)
• Questions and Answers (25 min.)
Introduction
Why a Small Grants programme?
1. Small organisations can make a particular and
valuable contribution to tackling poverty
internationally: long term community-tocommunity relationships
2. Small organisations have not been successful on
the whole in securing grants under the main
programme
3. Valuable to provide capacity building support to
strengthen smaller organisations’ contribution and
capacity
Small Grants programme
Proposal development
•
Consulted small organisation members informally in 2011 good engagement in discussions
•
Submitted proposal in July 2011 – NIDOS & SMP discussion
with Scottish Government – based on ideas from Comic Relief
CGI
•
Summer 2012 -Consulted SMP and NIDOS members again
•
Agreed in principle in 2012
•
Round 1 launched in October 2013
•
First projects funded in April 2014
General Overview
• The Small Grants Programme will distribute
approximately £500,000 per year over two financial
years 2014-2015 and 2015-2016. With the option to
extend to a third year 2016-2017.
• Administered on behalf of the Scottish Government by
Lloyds TSB Foundation for Scotland.
NIDOS and SMP
• Support available throughout the
application process
• NIDOS and SMP are not part of the
decision making process
Eligibility criteria
and types of grants
Overview
• The Programme aims to support small
organisations to build their capacity to grow
and further develop their relationships and
partnerships with NGO’s or community
agencies in the priority countries.
Eligibility Criteria
What type of organisations can apply?
• Organisations established as not for profit.
• Must be constituted as a legal person
• Presence in Scotland
• Income/expenditure of £150,000 or less
(upper limit in each of the last 2 years)
• In existence for more than 12 months
have audited/examined accounts for that year)
(and
Millennium Development Goals
MDG – Scottish Government is committed to working towards the
achievement of MDG so it is vital that you are able to show how the project
is doing this.
Under represented groups
The Scottish Government is particularly keen to see applications from
Diaspora-led organisations
Civic governance
As well as from groups with a focus on civic governance. E.g. supporting
women to be involved in decision making, sharing information and expertise
etc.
What are the different opportunities?
•
Project Grants - to deliver projects over 1 to 3 years
(up to £60,000)
•
Feasibility Grants – to carry out more detailed
community consultation and scoping of project; more
detailed proposal development with partner
organisation(s) (up to £10,000 )
•
Capacity Building Grants – to help build the capacity
and systems of applicant organisations and their
partners (up to £10,000)
Applicants may only apply for one type of grant in each annual
funding call
Current Project grants
(not a full list of current project grants, to view it click here )
Feasibility Grant
to help with needs analysis and project
planning / piloting
Aspects:
• research or enquiry- locally identified
priorities/needs and identifying the gaps – focus on
the target community, including disadvantaged
groups
• what are others doing locally – local NGOs, local
government/district priorities, others (e.g.
business)
• learning from the past – what works and what
doesn’t
• could also include piloting ideas/approaches
Current feasibility grants
• Capacity Building
Capacity Building grant
building up your organisation and
your partner organisation
Aspects:
• need to have identified key areas of weakness (can
use NIDOS Effectiveness toolkit to do a review)
• can pay for staff/vol./board training, mentoring,
team building, systems development, consultancy,
etc.
• can be in areas of governance, project
management, financial management, monitoring
and evaluation etc.
• will help in future with showing ability to manage
project grants
Current Capacity Building grant
Application Criteria
(1)
what does your application have to show to
meet criteria?
• Operating in the priority countries/areas
(Malawi,
Rwanda, Tanzania, Zambia, Pakistan, Bangladesh and 3 Indian statesBihar, Madhya Pradesh and Orissa).
• Be centred around the priority themes/areas:
Education, Health, Sustainable Economic Development, Civic
Governance and Society, Food Security, Renewable Energy, Climate
Change and Water.
•
Demonstrate that the proposal is based on learning from past initiatives
and that it will develop the organisations abilities. New initiatives are
also welcome.
Application Criteria
(2)
what does your application have to show to
meet criteria?
•
Established partnerships overseas (must already be working with the
proposed partner)
•
Clear project/work plan with SMART objectives showing what you
will deliver to the identified need, and also when and how will be the
activities carried out.
•
Clear and realistic budgets ( that directly relate to the proposed
activities)
•
Evidence of plans for monitoring, evaluation and learning
•
How if fits in the priority themes/areas and contribution to the MDGs
and the alleviation of poverty
•
Clear roles stated for partner(s) and applicant organisations.
Specific application criteria: Projects
• Clear roles for partner(s) and applicant organisations.
• Evidence of needs assessment (demand for the project) and
how the partners, communities and excluded groups have
been involved.
• Fit with local priorities and initiatives (e.g. mapping local
activities by NGOs or authorities and showing a gap)
• Organisational capacity to deliver the project
• Breakdown and rationale for costs (including administration,
monitoring and evaluation an any capital costs)
(not a full list of criteria to view it click here )
Specific application Criteria: Capacity
•
Commitment from the organisation’s committee and senior staff
(in Scotland and partner)
•
Part can be to develop the capacity of the Scottish organisation
to work with their partner. However, the majority should be for
capacity building work overseas
•
Need to have identified strengths and key areas of weakness
(e.g. use NIDOS Effectiveness toolkit to do a review) and identify
which aspects the capacity building work will focus on ( e.g.
monitoring, evaluation and learning systems; participatory user
involvement; user accountability and complaints systems; etc.)
(not a full list of criteria to view it click here )
Application Criteria: Feasibility
•
Evidence of outline scoping of needs and how the partners,
communities and excluded groups have been involved (and
will continue to be involved)
•
Use of experienced researchers who have the appropriate
experience to work with identified local agencies and user
groups
•
Clearly stated objectives for the needs assessment process
and timeframes for work plan
(not a full list of criteria to view it click here )
What will not be supported
•
•
•
•
•
•
Capital Appeals
Core activity/ongoing work
Transportation of goods
Funding for other Governments or Government
representatives
Per diems
Land purchase
(Budget should show full costings even if capital/land purchase is being funded from
elsewhere)
Advice from current
grant holder
Application Form- hints
and tips
What do you apply for?
Your
application
Community
Needs
Your
Organisation’s
Aims/Abilities
Scottish
Government
Funding
priorities
The chicken or the egg?
Funding led or community led?
Project v Organisation
This project
Your previous
work in a
country or area
Your whole
organisation
Some suggestions for
process
•
•
•
•
Start with partner organisations and communities
Establishing need: consultation with communities
and partners; learning from past and others
working in the area; reviewing host strategies
Deciding on clear outcomes and priorities
THEN ...do they fit the SG’s programme priorities?
– if so, continue – if not, find another funder...
Three types of grant ...
• Feasibility grant
• Capacity building grant
• Project grant
Can only apply for one – which one?
We need to do more research and work
with our partners to develop the project:
Feasibility Grant
or
We need to work with our partners to strengthen
our systems for project and financial
management, or M&E or governance: Capacity
Building Grant
We have been working with our partners, have
already done some consultation with the
community, have good systems and know what
kind of project is needed: Project Grant
or
Once you have decided which
grant to go for…
Every application will need:
• Completed form (each grant type has a
different one)
• Annual accounts
• Letter of support from partner
Similar elements on all three forms
• Section A : Your organisation’s details
• Section B: Your partner organisation’s
details
• Section C: First section on project
countries and thematic areas
Section C1, C2 etc is then very different
on each form. Project grant also
section D.
Section C1 and C2 – Feasibility Grant
Key things to think about:
C1: What consultation have you/your partners
done so far with community and other local
agencies – you need to have done some already
– not just an idea from Scotland
C2: Very clear plan for the research or piloting you
are going to do – make sure this includes how
you will involve disadvantaged groups
Section C1 and C2 – Capacity grant
Key things to think about:
C1: What review have you/your partners done
about organisations’ strengths and weaknesses?
C2: As a result of this review – what capacity
building improvements have been prioritised?
Need a clear plan for how these will be delivered
and who is going to help you/your partner
organisation to strengthen systems?
Section C1 and C2 – Project grant
Key things to think about:
C1: Why is this project needed – requires clear
details of recent consultation with local
people and agencies, and fit with local
priorities and strategies – not good enough
to give general statistics or say that you have
had general experience in this type of project.
Also – fit with Scottish Government priorities
Section C1 and C2 – Project grant
Key things to think about:
C2: What changes and improvements in people’s
lives will the project achieve during its lifetime?
(what outcomes?)
Clear statement of change, and for whom
This then sets the framework for the rest of the
project plan.
Impact
• The Impact is the big picture change – it is
not going to be achieved by the project
alone or during the project timeframe.
• This is a higher-level change/improvement
that the project will contribute towards
achieving.
• e.g. 10% reduction in child mortality in
India
Outcome
• The Outcome is the change or
improvement that will happen for the
identified group of people during the
project period
• Outcomes should be largely within the
control of the project
• e.g. 5% reduction in child mortality in
four villages in Orissa district of India
Outputs
• Outputs are the specific, direct deliverables
of the project. Achieving the Outputs
should lead towards achieving the
Outcome.
• The logic of the chain from Output to
Outcome therefore needs to be clear.
• Outputs should be within the control of the
project
Linking Needs, Outcomes and Workplan
Plan down
Identified
NEEDS
Impact = long term
change project
contributes to
Outcome = the change
that project will achieve. Why
you’re going to do it?
Outputs = What activities you will
undertake to achieve your outcomes. What
you’re going to do?

Workplan 
Implement up
Example
NEED: Pregnant women are dying at a high
rate in project area in Bangladesh
Impact = reduced
rate of pregnant
women dying in
Bangladesh
Outcome = 10% reduction in
mortality of pregnant women
in the 5 villages in Rangpur
District
Outputs/activities = 10 health clinics
delivered each year, providing services to 400
people ...

Workplan 
Activity: understanding Impact,
Outcomes, Outputs
Here is a particular situation:
Within Punjab state in Pakistan, under-five mortality
rates and reported incidences of other waterborne
diseases are significantly higher than the national
average.
These problems are associated with poor access to
potable water, high rates of open defecation, a lack
of household sanitation facilities, and a low level of
hygiene awareness within the community.
Which are Impact, Outcome, Outputs ?
Improved water, hygiene and basic sanitation behaviours
among 5 selected rural communities in Punjab state of
Pakistan.
 OUTCOME
Targeted households are provided with training and equipment
to enable adoption of safer hygiene behaviours
OUTPUT
Reduced incidence of diseases, mortality and vulnerability
associated with lack of potable water, safe sanitation &
hygiene practices in all rural communities in this Punjab state
of Pakistan.
Sanitation facilities are improved in 5 selected rural
communities in Punjab state of Pakistan.
IMPACT
OUTPUT
Project - C2 - a strong work plan
(1)
The work plan needs to directly relate to
achieving the Outputs and Outcomes:
• What activities/outputs need to be done to
deliver the Outcomes?
• When do they need to be done?
• Who will do them?
• What resources are needed?
Try developing a calendar for when who will do
what. Build on what others are already doing.
Project - C2 - a strong workplan (2)
What might go wrong? Think about the risks...
•
cultural or political risks?
•
risks of change in personnel or relationships?
•
environmental or climate risks?
•
financial risks?
•
Etc
Make sure your workplan takes account of these
and has plans for minimising these
Project - C2 - a strong work plan
(3)
Sustainability and exit strategy...
When planning your project think about how the
benefits and outcomes will be continued in the
long term, after the project – build local capacity
into the work plan – to help maintain the benefits
(e.g. are local government, local business or local
NGOs going to have a long term role; how will
groups or services be paid for in the long run,
equipment maintenance, etc)
Project - Section D – Monitoring,
Evaluation and Learning (MEL)
What will you measure to check (monitor):
Outputs – e.g. Numbers of people on training
Outcomes – e.g. Reduction in numbers of women
dying in childbirth
Who will be involved in reviewing the results and
evaluating success? Community involved?
Who will you share your project learning with?
Section E - Budgets: how much £s for
this Work plan and MEL?
•
The budget must relate directly to the costs of
delivering the specific work plan (cost up
activities) which will deliver the planned Outputs which
will lead to the planned Outcome.
•
Be detailed and specific – have a spreadsheet of the
detailed costings that make up the totals on the form.
•
Don’t forget to include costs of managing and MEL
(including community involvement) in your budget.
Key budget elements
•
•
•
•
•
•
Staff Costs (Scotland and in-country)
Travel costs
Direct Project Costs for implementation of workplan
Capital Costs (with addition explanation questions)
Monitoring, Evaluation and Learning/Dissemination
In kind support (useful but not required)
Check your figures – make sure they add up
correctly
Key Points for budgets
• Work with partners to get accurate costs/quotes,
and review them jointly.
• Develop a detailed budget showing workings
• Key financial issues for the SG:
•
•
•
•
•
•
financial years: 1 April – 31 March;
Costs in Scotland and costs in host country
Costs covered by application and by matching
funding
Scottish Government must be main funder
Capital cost issues
Clear rationale for admin costs
Make sure it’s all joined up!
Risk
assessment
Budget
Outputs/
activities
Outcome
Impact
Summary - filling in the form
•
Be specific about this project
•
Make sure different bits fit together – be
consistent:
•
•
Needs analysis – should shape Outcomes
•
Outcomes – which shape the
•
Outputs/activities – which shapes the work plan and…
•
Budget
Getting further help and advice – Scottish
Government FAQs; help from NIDOS and SMP
Lessons learned from round 1
(1)
• Relevance of applications. Clear information and evidence of
how the project fits with local priorities and services.
• Project information.
• Clarity on what activities will be carried out, and the intended outputs
and outcomes.
• Detail who would be carrying out tasks/activities, their roles , and
connect activities with resources required
• Provide information on how the project would build capacity
• Fully explain project costs- indicate which would be in Scotland and
which overseas.
• Design projects to your organisation’s and your partner’s capacity and
the identified need, not to reach the maximum grant award!
Lessons learned from round 1
(2)
• Governance. Detail the structure of you organisation - policies and
procedures in place - experience of trustees and/or partner.
• Financial viability. Provide printed and detailed up to date
accounts and Trustee Annual Reports
• Strength of Partnerships:
• Clarify the role of your organisation and evidence what it brings to the
proposal (showing that it’s more than a conduit for funds)
• Be fully aware of your partner’s work and how they have had
determined the costs of the proposal.
• Monitoring and evaluation:
• Provide a weaver’s triangle or log frame as part of the application to
clarify your impact and outcomes and the project logic, and also to
demonstrate good planning and MEL processes.
• Review the template for project reporting
so your organisation is aware of what you
are signing up to in terms of reporting.
Click here to view them
Assessment process
and
Support from SMP and
NIDOS
What happens now?
Deadline for applications:
26th November 2014
Deadline for incorporation:
31st December 2014
Submission
• Signed application with attachments either by
email or hard copy
• If submitting by email, follow up with hard
copy- to arrive by Monday 1 December 2014
• Must submit a signed hard copy for the
application to be eligible
From now until submission
•
•
•
•
Applicants can ask email questions for
clarification
[email protected]
LTSB Foundation can’t make comments on
drafts
Questions emailed before 29th July will be
added to the Q&A document published on
Lloyds TSB Foundation for Scotland website
Prospective applications can meet with
NIDOS/SMP for advice
After submission (1)
•
If outwith criteria – letter issued within 7 days of
submission deadline
•
Assessment – December and January
•
Assessment desk-based with a telephone
discussion
•
Additional information, if requested, to be
provided by applicant within 5 days
After submission (2)
• Recommendations and report to
Scottish Government for approval by
February 2015
• Grant award letters issued and grants
announced March 2015
• Unsuccessful letters issued March
2015
Next steps
May need to begin
incorporation (Deadline for incorporation:
31st December 2014)
•
Check eligibility
•
•
Consult partners
Draft application form or put ideas on 1
page (including answers to What is the
need?, What are the planned outcomes?
Who will benefit? Outline of key activities
and Weavers Triangle)
Next steps
• Arrange surgery with SMP/NIDOS
NIDOS: Glasgow Training Suite, 10th Sept
Edinburgh Thorn House, 19th Sept
SMP: Email [email protected]
to arrange
• Finalise application with partners
• Deadline for final applications 12 noon
Wednesday 26th November 2014
Useful resources
•
•
Morton Fraser Incorporation
documents
Lloyds TSB Foundation website:
• Glossary of terms
• FAQs
• Applications forms and guidance notes
• Anything not covered above email
[email protected] by 29th
July
(NB: Lloyds can’t look at drafts)
Contact Details
NIDOS: 0131 243 2680
Andrea Baertl:
[email protected]
Scotland Malawi Partnership:0131 529 3164
David Hope-Jones:
[email protected]
Lloyds TSB Foundation:
[email protected]
Questions?