Bangladesh inspired sme competitiveness grant scheme
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Bangladesh INSPIRED SME Competitiveness Grant Scheme. Full Grant Application Workshops Date: 30 July and 1 August 201 3 Dhaka The contents of this presentation are the sole responsibility of the contractor and can in no way be taken to reflect the views of the European Union.”.

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Bangladesh inspired sme competitiveness grant scheme

Bangladesh INSPIRED SME Competitiveness Grant Scheme

Full Grant ApplicationWorkshops

Date: 30 July and 1 August 2013

Dhaka

The contents of this presentation are the sole responsibility of the contractor and can in no way be taken to reflect the views of the European Union.”


Concept notes overview

Concept Notes - Overview

2

  • Congratulations with being selected for full applications!

  • Now strengthen the key success factors:

    • Follow all administrative requirements very carefully as otherwise the application will be excluded.

    • Demonstrate a better understanding of clusters

    • Background/Justification – Make reference to priorities of call, show real analysis (not just descriptive), include relevant sector data and own research/surveys, mention synergies with other initiatives

    • Clear focused Objectives; clear structure and simple style

    • Clearly identified and quantified target groups – meeting real needs

    • Coherent logical design (activities lead to outputs and results have baselines and targets (OVI)


Concept notes overview1

Concept Notes - Overview

3

  • Other key areas to improve:

    • Ensure the cover page is and all administrative requirements are 100% completed and correct. Please double check this.

    • Partnerships with clear purpose and value added

    • Include genuine added-value elements and explanation

    • Clear implementation plan with allocation of responsibilities

    • Activities shall have detailed measured outputs and results have baselines and targets (OVI)

    • Realistic and cost-effective budget

    • Realistic sustainability strategy

  • DO NOT CONFUSE THE OBJECTIVES OF LOT 1 AND LOT 2! Re-read the Guidelines, Section 1.2 and 1.3


Guidelines for applicants

Guidelines for Applicants

4

  • “Guidelines for Applicants” available on:

    www.euinspired.org.bd under the headings Grant Scheme/Full Application Documents;

    http://ec.europa.eu/europeaid/work/funding/index_en.htm Calls for Proposals; and

    http://www.moind.gov.bd Downloads/INSPIRED


Full application form

Full Application Form

5

  • Full Application Form and Annexes are available on:

    www.euinspired.org.bd under the headings Grant Scheme/Full Application Documents;

    http://ec.europa.eu/europeaid/work/funding/index_en.htm Calls for Proposals; and

    http://www.moind.gov.bd Downloads/INSPIRED


Full grant application list of key documents

Full Grant Application – List of Key Documents

  • Guidelines for Applicants 

  • Annex A - Grant Application Form 

  • Annex B - Budget 

  • Annex C - Logical Framework 

  • Annex D - Legal Entity Form 

  • Annex E - Financial Identification Form 

  • Annex G - Standard Grant Contract 

  • Annex J - Information on the Tax Regime 

  • Corrigendum  (Action duration 12-30 months)

  • Questions & Answers  


Full applications administrative requirements

Full Applications - Administrative Requirements

Part A. Administrative Requirements


Administrative requirements

Administrative Requirements

MANDATORY

Cover Pages 1 and 2

  • Check that all the information is

    up-to-date

  • Fill in each section

  • The contact person must be someone who is readily available


Administrative requirements reference data

Administrative Requirements – Reference Data

  • The key reference data which applies to this grant aid programme are as follows:

    Publication Reference: EuropeAid/133-587/C/ACT/BD

    Title of the Call: SME Competitiveness Grant Scheme

    Budget Line: BGUE-B2009-19.100101-C1-AIDCO

    Contracting Authority: Ministry of Industries of Bangladesh


Full grant application two envelopes system

Full Grant Application – Two Envelopes System

The full application is to be submitted under the ‘Two Envelope System’ in the same manner as for concept note submission:

OUTER ENVELOPE REQUREMENTS

REFERENCE #: EuropeAid/133-587/C/ACT/BD

TITLE:SME Competitiveness Grant Scheme

Select the appropriate title from the following 3 options

Lot 1A – Support to cluster and value chain development – Early Growth Stage or,

Lot 1B – Support to cluster and value chain development – Intensive Growth and Consolidation Stage, or

Lot 2 – Support to skills development and capacity building of business intermediary organisations.

NOT TO BE OPENED BEFORE THE OPENING SESSION.

Translate the above line into Bangla and insert another entry below the English line – this instruction is to appear in both English and Bangla.

Enter applicant’s name and address.


Full grant application two envelopes system1

Full Grant Application – Two Envelopes System

INNER ENVELOPE REQUIREMENTS

(Postal, hand delivery or private courier service address)

Ministry of Industries

SME Cell

Room 534, 91 Motijheel C/A,

Dhaka 1000.

  • Select the appropriate title from the following 3 options

  • Lot 1A – Support to cluster and value chain development – Early Growth Stage or,

  • Lot 1B – Support to cluster and value chain development – Intensive Growth and Consolidation Stage or,

  • Lot 2 – Support to skills development and capacity building of business intermediary organisations.


Full grant application deadline

Full Grant Application – Deadline

  • The submission deadline is respected. If the deadline is not respected the application will automatically be rejected.

    Deadline: 18 August 2013 by 16.00


Administrative requirements check everything

Administrative Requirements - CHECK EVERYTHING

Use the Check List Section 6 of

Part B -Points 1-8 within the Guidelines

  • Ensure all declarations are signed

  • Address the envelope correctly

  • Add “Do not open etc” in English and Bangla

  • Enclose the correct number of copies

  • Enclose the electronic copy-labelled with Application Number

  • Seal the envelope

  • Please note if any of the requested information is missing or is incorrect, the application may be rejected on this sole basis and the application will not be evaluated further


Full grant application check everything

Full Grant Application – CHECK EVERYTHING

  • Has the ‘Declaration by the Applicant’ (Section 7 of the application form) been signed and dated by the Applicant? Is it available for submission to the Contracting Authority?

  •  Has the checklist, Section 8 - Assessment grid of the full application form been left blank and available for submission to the Contracting Authority

  •  Where ‘standard’ templates have been developed, and identified in the Call for Proposals, these are to be utilised to present the required information. DO NOT INVENT DIFFERENT TEMPLATES.


Full grant application check everything1

Full Grant Application – CHECK EVERYTHING

  • Ensure that the correct references/titles/descriptions are used and applied to the appropriate documents. In particular have you used:

    • The correct budget reference?

    • The correct title of the call for proposals?

    • The correct publication reference?

  •  Has/have the partner/partners completed the Description template (Section 4 of the application)?

  •  Has/have the partnership statement(s) been signed, dated and the introductory narrative edited to include reference to the Contracting Authority? If more than one partner have ALL statements been received and available for submission?


Full grant application check everything2

Full Grant Application – CHECK EVERYTHING

  • Has/have the associate/associates completed the standard template (Section 5 of the application)? If more than one associate, have completed standard templates been received, and available for submission, from ALL associates?

  •  Have the documents been prepared on white A4 paper?

  •  Does the front sheet bear the bidders name and ‘logo’?

  •  Is the bidders name and address stated clearly?

  •  Is the page format consistent (2cm margins)?

  •  Is the font size consistent (Arial 10)?


Full grant application check everything3

Full Grant Application – CHECK EVERYTHING

  • Has/have the associate/associates completed the standard template (Section 5 of the application)? If more than one associate, have completed standard templates been received, and available for submission, from ALL associates?

  •  Have the documents been prepared on white A4 paper?

  •  Does the front sheet bear the bidders name and ‘logo’?

  •  Is the bidders name and address stated clearly?

  •  Is the page format consistent (2cm margins)?

  •  Is the font size consistent (Arial 10)?


Full grant application check everything4

Full Grant Application – CHECK EVERYTHING

  • Is the approach to highlighting, bullet-points etc. consistent?

  •  Have the documents been bound and include a clear/transparent plastic cover?

  •  NOTE: the ‘Checklist’ and ‘Declaration’ MUST be stapled together and separate from the Application Form but also enclosed in the envelope with the Application Form

  •  Are 2 copies and 1 original of the Application Form available? Is each set of documents bound?

  •  Is an electronic version (CD-Rom) of the Application Form documentation available and ready for submission? The electronic format MUST contain EXACTLY THE SAME information as the paper version enclosed.


Full grant application application form

Full Grant Application – Application Form

Part B. Application Form


Full grant application list of key documents1

Full Grant Application – List of Key Documents

  • Guidelines for Applicants 

  • Annex A - Grant Application Form 

  • Annex B - Budget 

  • Annex C - Logical Framework 


Full application form1

Full Application Form

Section B of the Grant Application Form

The Action:-

  • The Guidelines for Applicants Section 1.2. Please re-read the objectives /requirements particular to each Lot

  • The Guidelines for Applicants Section 2.1.3 pages 11- 15 Eligible Actions. Please re-read carefully.

    The Action must be in-line with the objectives for each Lot.

    All activities and proposed procurement must comply with those objectives.


Overview evaluation grid

Overview Evaluation Grid

Page 24 and 25

Guidelines for Applicants


Evaluation grid 1

EVALUATION GRID 1


Important note section 1

IMPORTANT NOTE SECTION 1

Applicants scoring less than 12 Points for Section 1 will be rejected


Evaluation grid section 2

EVALUATION GRID Section 2


Evaluation grid section 3

EVALUATION GRID Section 3


Evaluation grid section 4

EVALUATION GRID Section 4


Evaluation grid section 5

Evaluation Grid Section 5


From concept note to full application

From Concept Note to Full Application

  • The key elements (type of Action, budget lines, type of equipment, partners) assessed on the basis of the Concept Note cannot be modified by the applicant in the Full Application Form.

  • Applicants invited to submit a full application form following the pre-selection of the Concept Note must do so by using the Part B of the application form (from page 12).


Full applications

Full Applications

  • It is important to note that the headings and sub-headings for each section of the application are ‘standard’ and should not be deleted or replaced by any other alternatives. You may however introduce further sub-headings if you feel they enhance/emphasise any particular point you wish to convey to the evaluator.

  • Please note the following. In completing the application form you are required to complete pages 1 and 2 and then go straight to page 12 (Part B. Full Application Form) to commence. Pages 4 through to 11 are left BLANK.


Full grant application structure

Full Grant Application Structure

  • Form Structure.

    • Section 1 – General Information

    • Section 2 – The Action

      • 2.1 – Budget of the action, amount requested from the Contracting Authority and other expected sources of funding.

      • 2.2 – Description of the Action.

        • 2.2.1. Description (max 14 pages)

        • 2.2.2. Methodology (max 4 pages)

        • 2.2.3. Duration and indicative action plan for implementing the action (max 4 pages)

        • 2.2.4. Sustainability of the action (max 3 pages)

        • 2.2.5. Logical Framework

      • 2.3 – Applicant’s experience of similar actions


Full grant application

Full Grant Application

  • Form structure (cont’d).

    • Section 3 – The Applicant

      • 3.1.Identity (only required if different from Concept Note)

      • 3.2.Profile

        • 3.2.1.Category (tick boxes)

        • 3.2.2.Sector(s) (tick boxes)

        • 3.2.3.Target group(s) (tick boxes)

      • 3.3.Capacity to manage and implement actions.

        • 3.3.1.Experience by sector (tick boxes)

        • 3.3.2.Experience by geographical area

        • 3.3.3.Resources – Financial data/Financing sources/Number of staff (full time equivalent)


Full grant application1

Full Grant Application

  • Form structure (cont’d).

    • 3.4.List of the management board/committee of your organisation.

  • 4Partners of the Applicant participating in the action.

    • 4.1.Description of the partners – one for each partner.

  • 5Associates of the Applicant participation in the action – one for each associate. Your cluster MSMEs should complete one each.

  • 6Checklist for the full application form.

  • 7Declaration by the Applicant

  • 8Assessment grid of the full application.


Full grant application section 1

Full Grant Application – Section 1

  • Section 1. General information

  • Reference of the Call for Proposals EuropeAid/133-587/C/ACT/BD

  • Title of the Call for ProposalsSME Competitiveness Grant Scheme

  • Name of the applicantName of your organisation

  • No. of the proposalThe proposal number as allocated by the Contracting Authorityand notified to the applicant at the time of communicating the outcome of the evaluation of the Concept Note

  • Title of the actionTitle of your proposal

  • Location of the action-Specify country(ies) region(s) that will benefit from the action, e.g. Bangladesh and any other beneficiary countries and/or regions

  • [No. of the Lot]Lot 1A, 1B or Lot2

  • For restricted procedures only; the proposal number as allocated by the Contracting Authority and notified to the applicant at the time of communicating the outcome of the evaluation of the Concept Note.

    • Section 1 – General Information


Full grant application the action

Full Grant Application – The Action

  • Section 2 – The Action

    • 2.1 – Budget of the action, amount requested from the Contracting Authority and other expected sources of funding.

      Although the budget is No 1 in this Section, it is recommended to develop Logical Framework, Action Plan, Activity and Resource Schedules first and come back to the budget after structuring objectives, activities, outputs, resources, etc.


Actions supported by grant

Actions Supported by Grant

Reminder: Guidelines Section 2.1.3

Lot 1: Support to cluster development

  • Actions to support early-growth stage cluster and project development

    b) Actions to support intensive-growth and

    consolidation stage (mature) cluster

    Lot 2: Support to Skills Development of Business Intermediary Organisations

    Actions to support skills development and capacity building of BIOs


Full grant application description of the action

Full Grant Application – Description of the Action

  • Section 2.2 – Description of the Action.

    2.2.1. Description (max 14 pages)

  • Describe Overall objective, e.g. Agroprocessing cluster development and specific objective(s), e.g. Expansion of cluster to international markets; upgrading technical capacity of cluster members, outputs and results described in the concept note, elaborate on specific expected results indicating how the action will improve the situation of the target groups and final beneficiaries as well as the technical and management capacities of target groups and/or any local partners. Indicate in particular foreseen publications.

  • Identify and describe in detail each activity to be undertaken to produce results, justifying the choice of the activities (e.g. Research, surveys data) and specifying the role of each partner (and associates or contractors or sub-grantees where applicable) in the activities. The description of activities must not repeat the Action Plan.


Full grant application methodology

Full Grant Application – Methodology

2.2.2. Methodology (max 4 pages)

  • methods of implementation and reasons for the proposed methodology:

  • if the action is prolongation of a previous action, explain how the action is intended to build on the results of this previous action. Provide main conclusions and recommendations of evaluations that might have been carried out;

  • if the action is part of a larger programme, explain how it fits or is coordinated with this programme or any other possibly planned project. Please specify the potential synergies with other initiatives, in particular from the European Union;

  • the procedures for follow up and internal/external evaluation;

  • the role and participation in the action of the various actors and stakeholders (local partner(s), target groups, local authorities, etc.), and the reasons for participation;

  • the organisational structure and the team proposed for the implementation of the action (by function: there is no need to include the names of individuals);

  • the main means proposed for the implementation of the action (equipment, materials, and supplies to be acquired or rented);

  • the attitudes of all stakeholders towards the action and the activities;

  • the planned activities in order to ensure the visibility of the action and the EU funding (e.g. publications, promotion events, etc.).


Full grant application key tools

Full Grant Application – Key Tools

Important Management Considerations

  • Ensure that an educated and experienced management structure is in place. For example:

  • Manager

  • Accountant

  • A full time Grant Manager who can implement and monitor this program on a day to day basis to ensure quality results and sustainability.

  • Technical staff


Full grant application key tools1

Full Grant Application – Key Tools

  • Key Tools

    • Action Plan

    • Logical Framework

    • Budget

    • Resources/Budget


Full grant application action plan

Full Grant Application – Action Plan

2.2.3. Duration and indicative action plan for implementing the action (max 4 pages)

  • The duration of the action will be <X> months. Min 12 months and Max 30 months.

  • Do not indicate a specific start up date of the action, simply show "month 1", "month 2", etc.

  • Base the estimated duration for each activity and total period on the most probable duration and not on the shortest possible duration by taking into consideration all relevant factors that may affect the implementation timetable.

  • The activities stated in the Action Plan should correspond to the activities described in detail in Section 2.2.1. The implementing body shall be either the applicant or any of the partners, associates or subcontractors. Any months or interim periods without activities must be included in the action plan and count toward the calculation of the total estimated duration of the action.

  • The Action Plan for the first 12 months of implementation should be sufficiently detailed to give an overview of the preparation and implementation of each activity. The action plan for each of the subsequent years may be more general and should only list the main activities foreseen for those years. To this end, it shall be divided into six-month interim periods


Full grant application action plan1

Full Grant Application – Action Plan

  • The Action Plan is completed by linking data from the LogFrame to the corresponding data set on the Action Plan.

  • Each activity listed on the LogFrame must also appear on the Action Plan under the appropriate heading i.e. Activities from the LogFrame to appear under Activities on the Action Plan.

  •  Having matched the activities between the two documents you now have to indicate, on the Action Plan, the timescale allocated to each activity.

  • Where activities have been grouped together and identified under one target result on the LogFrame these should, where practical and/or sensible, be expressed as individual activities on the Action Plan. For example, if three activities are grouped together to produce one target result (on the LogFrame) each activity should be shown individually on the Action Plan.

  • It is important that you ensure that there is a clear link between the LogFrame target and the Action Plan activity.


Grant application form

Grant Application Form

  • Section 2.2.3. Action Plan

    • The action plan will be drawn up using the following format:


Full grant application action plan realism

Full Grant Application – Action Plan Realism

  • Make sure the Action Plan is realistic!

  • Is it realistic to carry out 3 baseline surveys, 5 market surveys, establish a fully operational processing plant, establish a Training Centre, conduct 15 training programmes, 5 Training of Trainers programmes, 5 Study Tours and 3 Trade Fairs plus 5 policy campaigns in 30 months?

  • Mind the milestones and logical sequencing of Activities

  • Make sure that you have realistic (budget) resources to implement all the Activities. Reiterate – cut all less important!


Full grant application sustainability

Full Grant Application – Sustainability

2.2.4. Sustainability of the action (max 3 pages)

  • Provide all information requested below:

    • Expected impact of the action with quantified data where possible, at technical, economic, social, and policy levels (will it lead to improved legislation, codes of conduct, methods, etc.?).

    • Dissemination plan and the possibilities for replication and extension of the Action outcomes (multiplier effects), clearly indicating any foreseen dissemination channel.

    • Detailed risk analysis and contingency plan, including a list of risks associated for each proposed action, with relevant mitigation measures. A good risk analysis will include a range of risk types including physical, environmental, political, economic and social risks.

    • Describe the main preconditions and assumptionsduring and after the implementation phase.


Full grant application sustainability cont d

Full Grant Application – Sustainability Cont’d

2.2.4. Sustainability of the Action (cont’d)

  • Explain how sustainability will be secured after completion of the action. This may include aspects of necessary follow-up activities, built-in strategies, ownership, communication plan, etc. In so doing so, make a distinction between the following 3 dimensions of sustainability:

    a.Financial sustainability: financing of follow-up activities, sources of revenue for covering all future operating and maintenance costs, etc;

    b.Institutional sustainability: including structures that would allow the results of the action to continue to be in place after the end of the action, capacity building, agreements and local "ownership" of action outcomes;

    c.Policy level sustainability: where applicable) including the structural impact of (improved legislation, consistency with existing framework/s, codes of conduct, methods, etc.).

    d.Environmental sustainability (what impact will the action have on the environment – have conditions put in place to avoid negative effects on natural resources on which the action depends and on the broader natural environment)


Full grant application sustainability examples

Full Grant Application – Sustainability Examples

  • Impact examples:

  • Introduced participatory strategic planning processes as part of management decisions make BIO more competitive

  • TOT programmes result in a pool of locally available trainers

  • Improved/lobbies customs administration will save 30 days of custom clearance for 5000 SMEs and BDT 100K

  • Educated BIO staff can provide on-the-job training on a regular basis

  • Strengthened cluster/VC links reinforce sustainable cluster growth

  • Quality BDS and training services provide sustainable income to BIO,SME members, and employees

  • Established awareness and information systems and BDS attract new members


Full grant application risks and mitigation

Full Grant Application – Risks and Mitigation


Full grant application logframe

Full Grant Application - Logframe

  • Section 2.2.5 Logframe (Annex 5)

    The logframe consists of a table or matrix, which has four columns and four rows. The vertical logic identifies what the project aims to do, clarifies cause and effect and specifies the important assumptions and uncertainties beyond the managements control.

    The horizontal logic relates to the measure of the effects, resources used by the project through the specification of key indicators and measurement and the means of which measurement will be verified.

    See also the full official version of the EU Project Cycle Management Manual available from the PCM Home page: particularly the Logical Framework Approach, Part 2, Section 5, page 57.

    • http://ec.europa.eu/europeaid/multimedia/publications/publications/manuals-tools/t101_en.htm


Grant application form logframe

Grant Application Form - Logframe


Full grant application logframe tips

Full Grant Application - Logframe Tips

  • Do not change the Logframe format (Annex C)!

  • Do not change the Headings (in bold)

  • Fill in ALL boxes and ALL rows

  • Delete template questions after completing the Logframe

  • Be specific but concise – do not provide detailed justification of each objective, result and activity, – you will do it in 25 pages of Description of Action (Section 2.2)

  • Measurable indicators – ensure that the Objectively Verifiable

  • Indicators (OVI) are both quantified and qualified.


Grant application form logframe1

Grant Application Form - LogFrame


Grant application form logframe example

Grant Application Form – LogFrame Example

  • Insert example logframe


Grant application form logframe example cont d

Grant Application Form – LogFrame Example Cont’d

  • Insert example logframe


Grant application form logframe example cont d1

Grant Application Form – LogFrame Example Cont’d

  • Insert example logframe


From logframe to activity and resource schedule

From LogFrame to Activity and Resource Schedule

Using the Logical Framework to Develop Activity and Resource Schedules


Activity resource schedules

Activity & Resource Schedules

After the logframe matrix has been completed operational detail

can be added to the plan. An Activity Schedule is a way of

presenting the activities of the project, which identifies their

logical sequence and any dependencies that exist between them

And provides a basis for allocating management responsibility

for completing each activity.

With the Activity Schedule complete the task of specifying inputs

and costs can be started.


Bangladesh inspired sme competitiveness grant scheme

Budget

Budget

Budget

Activity & Resource Schedules

Logframe

Results based work plan & budget


Preparing activity schedule

Preparing Activity Schedule

Once the logframe is complete it is possible to copy the activities

from the left hand column into the activity scheduling format.

The format can be adapted to fit with the duration of the

project.

Year one activities should be specified in detail. Showing start

and finish of activities.

Subsequent years activities should be more indicative. These

are preliminary estimates that will be revised in the light of

experience of implementation.


Step 1 list main activities

Step 1- List Main Activities

The main activities in the logframe are a summary of what

the project must do in order to meet its objectives.

These can be used as the basis for preparation of the

activity schedule that will specify activities in operational

detail.


Step 2 break activities down into tasks

Step 2 – Break Activities down into tasks

The purpose of breaking down activities into tasks or

sub-activities is to make them sufficiently simple to be organised

and managed easily. The technique is to break an activity into

its sub-activities and then component tasks. Each task is

assigned to an individual and that becomes their short-term

goal.

The skill is getting the detail right. The breakdown should stop

as soon as the planner has the detail to estimate time and

resources required and when the person responsible for doing

the task has sufficient instructions on what has to be done.


Step 3 sequence and dependencies

Step 3 – Sequence and Dependencies

Once activities are broken into sufficient detail, they must be

related to each other to determine their;

  • sequence – in what order they should be undertaken

  • dependencies – is the activity dependant on the start or finish of another activity.

    Example – building a house. You cannot put on a roof if

    the walls are not built !!!!


Step 4 estimate start up duration and completion of activities

Step 4 – Estimate Start-up, duration and completion of activities

This requires making realistic estimates of timing and duration of

tasks.

  • Inaccuracy is a common mistake, usually an underestimate of time required.

  • omission of essential activities and tasks

  • failure to allow for interdependence of activities

  • failure to allow for resource competition – i.e. scheduling the same person or equipment to do two or more things at once.

  • a desire to impress with rapid results

    BE REALISTIC !!!!!!


Step 5 summaries scheduling of main activities

Step 5 – Summaries Scheduling of Main Activities

Having specified the timing of the individual tasks that

make up the main activities, it is useful to provide an overall

summary of the start-up, duration and completion of the

main activity itself.


Step 6 define milestones

Step 6 – Define Milestones

Milestones provide the basis by which project implementation is

monitored and measured. They are key events that provide a

measure of progress and a target for the team to aim at.

The simplest milestones are dates for the completion of an

activity.

I.e. training needs assessment completed by January 2015


Step 7 define expertise

Step 7 – Define Expertise

When the tasks are known it is possible to specify the type

of expertise required. Often the expertise is known in

advance.

This provides a good opportunity to check whether the

action plan is feasible given the human resources

available.


Step 8 allocate tasks among team

Step 8 – Allocate Tasks Among Team

This is more than just saying who does what. With task

allocation comes responsibility for achieving milestones.

It is a means of defining each team members accountability – to

the project manager and each other.

Task allocation must therefore take into account the capability,

skills and experience of each team member.


Bangladesh inspired sme competitiveness grant scheme

Presenting Activity Schedule, Gantt Chart

Step 4 estimate start-up duration completion

Step 5 summarise scheduling activity

Step 7 define expertise required

Activities

Month 1

Month 2

Month 3

etc

PA

TA

etc

Step 1 list main activities from Logframe

Result 1 Quality of secondary healthcare improved

Activity 1.1 Design and implementation of staff training programme

1

2

3

Step 8 allocate team

L

1.1.1 Conduct staff TNA

1.1.2 Design training modules

1.1.3 Conduct training

L

L

Activity 1.2 Improve procedures for drug procurement, storage and control

4

5

L

1.2.1 Conduct management audit of systems

1.2.2

L

S

Step 2 break down activities into tasks

Step 3 clarify sequence & dependency

Key

PA – Planning advisor

TA – Training advisor

L – Lead role

S – Support role

Milestones

1.TNA completed month 1

2. Patient care training …

Step 6 Define milestones


Preparing resource schedules

Preparing Resource Schedules

Cost estimates must be based on careful and thorough

budgeting. They have a significant influence on the investment

decision at project appraisal level and subsequently on the

smooth implementation of the project.

Activities should be copied into an input and cost schedule pro

forma. Each activity should then be used as a check list to

ensure that all means under that activity are provided for.


Specifying means scheduling costs

Specifying Means & Scheduling Costs

Means should be allocated to establish cost categories.

Example; The activity of establishing a Planning Unit requires

Equipment, Salaries and Allowances. The Units, Quantity Per

Period and estimated Unit Cost should be specified. If entered

on a spreadsheet Cost Per Period and Total Project Costs can

Be easily calculated.

It is now possible to Schedule Costs using simple formula to

multiply annual quantity by unit cost.


Specifying means scheduling costs1

Specifying Means & Scheduling Costs

It is important to remember that your organisation will

need to meet any recurrent costs of maintaining service

provisions beyond the life of the project.

Recurrent costs may be covered (fully or partly) through

increased revenue that has been generated through project

activities. Even if this is not the case, recurrent costs need to be

specified as they have implications on the future budget of the

implementer.

There are two sources of funds: the European Union and the project itself.


Bangladesh inspired sme competitiveness grant scheme

Example of Resource Schedule

Step 1 Copy activities from activity Schedule

Step 4 Specify units

Step 6 Specify Unit cost

Step 8 Allocate cost codes

Step 9 Schedule costs

Step 11 Estimate recurrent costs

Step 7 Identify funding source

Step 10

Calculate total

Step 2 Specify resource required

Step 5 Specify Quantity

Quantity per period

Funding Source

Cost Codes

Cost per period

Cost per Unit

Project Total

Recurrent cost PA

Activity/resource

Unit

Q1

Q2

Q3

Q4

EU

Gov

Q1

Q2

Q3

Q4

1.1 Design & Implement staff training programme for patient care

Equipment

Computer

Photocopier

Printer

No.

2

1,000

EU

3.4

a.1

2,000

2,000

No.

1

5,000

EU

3.4

a.1

5,000

5,000

No.

2

500

EU

3.4

a.1

1,000

1,000

Salaries (local)

Counterpart staff

Office staff

MM

6

6

6

6

1,700

Gov

5.2

b.2

10,200

10,200

10,200

10,200

40,800

MM

3

3

3

3

900

Gov

5.2

b.2

2,700

2,700

2,700

2,700

10,800

Step 3 Put resources into categories


Full grant application budget

Full Grant Application – Budget

  • Section 2.1 Budget

  • The information and data collected and entered onto the Activity Schedule and Resource Schedules are transferred to the appropriate sections of each of the 3 budget templates: Budget, Justification and Sources of Funding. Please remember thatyou must use the standard MS Excel Budget templates -Annex B - Budget - in finalising the budget details.


Full grant funding thresholds

Full Grant Funding Thresholds


Full grant application financial issues

Full Grant Application – Financial Issues

  • Financial Issues.

    • Lot 1B - Requests over €500,000 – external audit report for the last financial year available.

    • Lot 2 – Total Eligible Costs. Grant requests must fall between:

      • Minimum % - 50% of total estimated eligible costs.

      • Maximum % - 100% of total estimated eligible costs.

    • Any grant requested must further be limited to 90% of the estimated total accepted costs.


Full applications budget calculation

Full Applications – BudgetCalculation

Example:

  • Max EU Grant = € 750,000

  • Total Action Budget = € 750,000/90% = € 833,333.33

  • Applicant’s contribution = € 83,333.33 = 10% of the Total Budget


Full applications budget

Full Applications - Budget

  • All expenditure must relate to the overall objectives of the Action

  • All expenditures must be justified in the text of the Action

  • All expenditure must relate to the activities/ equipment


Full application budget

Full Application - Budget

  • Except as specifically stated in the Guidelines all activities must take place in Bangladesh

  • No expenditure pre-grant contract signing is eligible.

  • Max 7% of eligible costs as indirect costs (overheads)

  • Max 5% for contingencies-only after approval


Full application budget clarification and justification

Full Application – Budget Clarification and Justification

  • Example:

  • Budget Line 2.3.3. Policy Expert

  • Clarification: Activity 4.1. Policy Advocacy in Action Plan

  • Justification: 3 person-months x Euro 500 per month = Euro 1,500


Budget sources of funding

Budget– Sources of Funding

  • Example:

  • EU/EDF contribution sought in this application (A) = Euro 200,000

  • Other contributions (Applicant, other EU Funds or EU Member States etc) Justification: = Euro 22,222.22

  • Revenue from the Action = Euro 0

  • In-kind contribution = 0

  • Estimate Total eligible costs (B) = Euro 222,222.22, EU contribution = 90%


Budget currency rates and per diems

Budget– Currency Rates and Per Diems

  • Budget currency is EURO. Euro conversion rates are available at:

  • http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm

  • Use the official EU per diems rate in the budget:

  • http://ec.europa.eu/europeaid/work/procedures/implementation/per_diems/index_en.htm


Completing the full application form

Completing the Full Application Form

  • 1. – General Information.

  • This should not differ from the information presented on the corresponding Concept Note. Use the standard template.

  • 2. – The Action.

  • NOTE: The evaluation committee will refer to information already provided in the Concept Note as regards objectives and relevance of the action.

  • 2.1 – Budget of the Action, Amount Requested from the Contracting Authority and other expected sources of funding.

  • You are required to complete Annex B to the Guidelines to provide the following information:

  • the budget of the action (worksheet 1), for the total duration of the action and for its first 12 months (annexed to Module 2 );

  • justification on the budget (worksheet 2), for the total duration of the action (annexed to Module 2) and,

  • amount requested from the Contracting Authority and other expected sources of funding for the action for the total duration (worksheet 3) (annexed to Module 2).

  • NOTE:The three worksheets mentioned above are all on the one spreadsheet (Sheet 1, 2 and 3); relevant file reference is www.euinspired.org.bd - Grant Scheme – Full Application Documents - Annex B - Budget.


Completing the full application form cont d

Completing the Full Application Form Cont’d

  • 2.2. – Description of the Action

  •  2.2.1. – Description (max 14 pages)

  •  The Application Form provides clear guidance on the type and nature of information to be supplied in this section.

  •  Review this section of the Application Form to understand the level of detailed and type of information to be provided.

  • 2.2.2. – Methodology (max 4 pages)

  •  In this section you are required to detail the methods of implementation and the reason for the approach you are proposing.

  •  As indicated previously, you are advised, strongly, to review this section of the Application Form to understand the level of detail and type of information requested.

  • NOTE: If the following conditions apply to your proposal please refer to Section 2.2.2. – Methodology of the Application Form for details of specific requirements.

  •  If the action is the prolongation of a previous plan explain how the action builds/enhances the results of the previous plan. If the previous plan has been evaluated give the conclusions and recommendations.

  •  If this action is part of an on-going project, identify clearly how this action will integrates with the on-going action. Where appropriate specify any synergies with other initiatives, particularly from the EU.


Completing the full application form cont d1

Completing the Full Application Form Cont’d

  • Section 2.2.3. – Duration and indicative action plan for implementing the action (max 4 pages)

  •  The action plan should be prepared using the action plan format given in Module 4.

  • The maximum duration of the project should not exceed 30 months.

  •  You should not indicate a specific start date for implementation, simply state ‘month 1’, ‘month 2’, etc.

  • Estimates for activity duration should be based on themost probable duration and not the shortest possible.

  • Every activity stated on the action plan must correspond to the activities detailed in Section 2.2.1 – Description.

  •  The Application Form provides specific instructions regarding Action Plan development. To ensure compliance in completing the Action Plan you must ensure that you are fully conversant with these instructions.

  • 2.2.4. – Sustainability of the action (max 3 pages)

  •  The Application Form requests specific information relating to ‘sustainability’ of the action is to be presented. To ensure compliance in completing the Application Form you must ensure that you are fully conversant with information requirements detailed on the form.

  • 2.2.5. – Logical Framework

  •  Refer to Module 3 – Developing the Logical Framework for the development and preparation of the LogFrame.

  •  Once completed, insert the final LogFrame into this section of the Application Form.


Completing the full application form cont d2

Completing the Full Application Form Cont’d

  • Section 2.2.3. – Duration and indicative action plan for implementing the action (max 4 pages)

  •  The action plan should be prepared using the action plan format given in Module 4.

  • The maximum duration of the project should not exceed 30 months.

  •  You should not indicate a specific start date for implementation, simply state ‘month 1’, ‘month 2’, etc.

  • Estimates for activity duration should be based on themost probable duration and not the shortest possible.

  • Every activity stated on the action plan must correspond to the activities detailed in Section 2.2.1 – Description.

  •  The Application Form provides specific instructions regarding Action Plan development. To ensure compliance in completing the Action Plan you must ensure that you are fully conversant with these instructions.

  • 2.2.4. – Sustainability of the action (max 3 pages)

  •  The Application Form requests specific information relating to ‘sustainability’ of the action is to be presented. To ensure compliance in completing the Application Form you must ensure that you are fully conversant with information requirements detailed on the form.

  • 2.2.5. – Logical Framework

  •  Refer to Module 3 – Developing the Logical Framework for the development and preparation of the LogFrame.

  •  Once completed, insert the final LogFrame into this section of the Application Form.


Completing the full application form cont d3

Completing the Full Application Form Cont’d

  • 2.3. – Applicant’s experience of similar actions

  •  Prepare, using the standard template shown below, a description of your experience of similar actions. You are required to use one page (template) per action.

  • If the donor is the European Union or an EU member state, please specify the EU budget line, EDF or EU Member State.

  •  Refer to the Application Form to access the standard template for this section.


Completing the full application form cont d4

Completing the Full Application Form Cont’d

  • 3. – The Applicant

  •  You must enter data applicable to your organisation.

  •  Has/is your organisation registered its data on PADOR? Refer to the Application Form for specific instructions regarding PADOR.

  • 3.1. – Identity

  •  This section (template) need only be completed if there have been any modifications or additions to the information provided by the Concept Note.

  •  Please note there are a number of criteria to be observed when completing this section. For clarification of these criteria, you must refer to the Application Form to ensure correct entries have been made.

  • 3.2. – Profile

  • Refer to the Application Form to access the standard template for this section. There are a number of criteria to be observed when completing this template; these are detailed on the Application Form.

  • 3.2.1. – Category

  • Refer to the Application Form to access the standard template for this section. There are a number of criteria to be observed when completing this template; these are detailed on the Application Form.

  • 3.2.2. – Sector(s)

  •  Refer to the Application Form to access the standard template for this section. Please note the requirement for number of years ‘active’ in the sectors selected as detailed on the Application Form.

  • 3.2.3. – Target group(s)

  • Refer to the Application Form to access the standard template and specific details to be considered when completing this section.


Completing the full application form cont d5

Completing the Full Application Form Cont’d

  • 3.3. – Capacity to manage and implement actions

  • 3.3.1. – Experience by sector

  •  You use this section to provide as much possible evidence to show you are sufficiently experienced and qualified to make a success of your project.

  •  Refer to the Application Form to access the standard template for this section together with instructions for completing this section.

  • 3.3.2. – Experience by geographical area

  •  You use this section to provide as much possible evidence to show you are sufficiently experienced and qualified to make a success of your project.

  •  Refer to the Application Form to access the standard template for this section.

  • 3.3.3. – Resources

  •  Financial data.

  •  Refer to the Application Form to access the standard template for this section and specific requirements.

  • Please note that currency must be expressed as Euros.

  •  Financing Source(s)

  •  Refer to the Application Form to access the standard template for this section and an explanation of specific requirements.

  • Please note the clarifications regarding requests over EUR 500,000 (EUR 100,000 for an operating grant).

  •  Number of staff (full-time equivalent)

  •  Refer to the Application Form to access the standard template for this section together with a definition of ‘staff’ as applicable to this specific grant aid programme.

  • 3.4. – List of the management board/committee of your organisation

  •  Refer to the Application Form to access the standard template for this section.


Completing the full application form cont d6

Completing the Full Application Form Cont’d

  • 4. – Partners of the Applicant Participating in the Action

  • 4.1. – Description of the partners

  • Refer to the Application Form to access the standard template for this section.

  • The application form must be accompanied by a signed and dated partnership statement form from EACH partner in accordance with the standard template provided (Section 4.2 – Partnership Statement).

  •  Ensure that each partner complies with the criteria specified within the meaning of Section 2.1.2 of the Guidelines for Applicants.

  •  You must complete one template for each partner participating and mentioned in the concept note. You cannot add any new partners; however you should advise if any partners have subsequently declined to participate since concept note submission.

  • 4.2. – Partnership Statement

  • Refer to the Application Form to access the standard template for this section.

  • Please note the requirement to enter the name of the Contracting Authority in the ‘gap’ provided in the narrative of the template.

  • 5. Associates of the Applicant participating in the Action

  •  Refer to the Application Form to access the standard template for this section.

  • Ensure that each associate complies with the criteria specified within the meaning of Section 2.1.2 of the Guidelines for Applicants (Grant Scheme – Full Application Documents – Guidelines for Applicants).

  • You must complete one template for each associate participating and mentioned in the concept note.


Full applications resources

Full Applications - Resources

  • Lot 1a&1b: Cluster Development Module

  • Lot 1a&1b: Value Chain Development Module

  • Lot 2: BIO Capacity Development Module

    Plus Resources to Technical Modules:

  • 4 Reading Materials on best global and EU best practices in Cluster, VC and BIO Capacity development

  • 9 Technical Reports and Feasibility Studies in Priority Sectors

90


Full applications training resources 2

Full Applications – Training Resources 2

  • Module 1 - Understanding the Application Form

  • Module 2 -  Suggested Methodology for Completing the Application Form

  • Module 3 - Developing the Logical Framework

  • Module 4 - Developing the Action Plan

  • Module 5 - Developing the Resource Schedule, Activity Schedule & Budget

  • Module 6 - Completing the Application Form

  • Module 7 - Administration of the Application Form

91


Full application resources

Full Application - Resources

  • 6. Checklist for the full application form

  • Refer to the Application Form to access the standard template for this section.

  • When you are satisfied you have completed the application form in its entirety, and no more changes or amendments are required, you should proceed and complete the second checklist shown under Section 6 (entitled – ‘Before sending your proposal, please check that each of the following points is complete and respects the following criteria:)

  • 7. Declaration by the Applicant

  • Refer to the Application Form to access the standard template for this section.

  • 8. Assessment grid of the full application form

  • You are not required to complete this form; it is for the sole use of the Contracting Authority. However, you must ensure that the blank template is included when the completed application is submitted to the Contracting Authority.


Full applications sector reports

Full Applications – Sector Reports

  • Local and international experts developed Value Chain Analysis and Feasibility Studies on:

    • Agroprocessing Reports: Jackfruit Report, Natural Fibersand Potato Flakes and Powder Report

    • Electronics and Electrical Sector Report

    • Plastics Sector Report

    • Furniture Sector Report 

    • Light Engineering Sector Report

    • Leather Sector Report

  • The studies are available on the www.euinspired.org.bd Grant Scheme/A Series of Sectoral Reports


Full grant application reference to eu procedures

Full Grant Application – Reference to EU Procedures

  • Practical Guide to contract procedures for EU external Actions (PRAG):

    http://ec.europa.eu/europeaid/work/procedures/implementation/practical_guide/

    Note: Please be reminded that for Calls for Tenders/Proposals launched in 2012, the PRAG 2012 templates apply.


Official eu procurement site for this call for proposals

Official EU Procurement Site for this Call for Proposals


Full grant application questions

Full Grant Application – Questions

  • Questions may be sent by e-mail or fax 21 days before the deadline:

    • E-mail address: [email protected] or

    • [email protected]

    • Fax: (+88-02) 9567542

  • Replies will be given no later than 11 days before the deadline for the submission


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