DIPECHO South Asia2011 – 2012

Information Session for Potential Partners

Partners’ MeetingSeptember 2010

DG ECHO Programming Cycle:

Consultative Process based on:

Regular exchange of information between ECHO and partners

Consultative Meetings / Information sessions with partners and relevant stakeholders

Body of knowledge gained from field monitoring of projects, external evaluations, best practices and lessons learned over time

Estimated Timings September / December 2010:

Partners’ Meetings in South Asia and Consolidation of Priorities (field)

15 November 2010:Partners’ meeting in Brussels

Mid February 2011:

Funding Decision Approval

Mid December (indicative deadline)

Submission of Proposals

December/ February 2011:

Evaluation of proposals

Mid March 2011:

Start of first projects

Partners’ Meeting in Brussels will update on all information contained in this presentation

Funding Decision (legal document)

Objective:

“To support strategies and complement existing strategies that enable local communities and institutions to better prepare for, mitigate and respond adequately to natural disasters by enhancing their capacities to cope and respond, thereby increasing resilience and reducing vulnerability in South Asia”

Duration of the decision: 24 months (if no suspension)

Start of Eligibility Date: 1 January 2011

Projects: possibly 18 months duration.

Co-financing

FUNDING DECISION - StepsDisaster Preparedness Budget Line

Estimated Timings

Drafting decision text Mid September 2010

Adoption of the Decision by the Commission (ECHO + inter-service consultations)

End of October 2010

Consultation with EU Member States Humanitarian Aid Committee (HAC)

Mid November 2010

Parliament’s feedback to the Decision (right of scrutiny)

February 2011

Adoption of Decision by the Commission

Mid February 2011

Preparation of Projects

Inform us of intent to apply by keeping in close contact with ECHO (field & HQ)

Start working on your plans right now !

Use information available on the web from ECHO’s Strategy and previous work on DIPECHO

Quality proposal = Early start! Avoid too many reviews of the initial proposal. Be clear on needs, vulnerabilities, process of implementation, and expected outcomes

Applicants

EU-based NGOs:

FPA

A /P mechanisms

UN:

Financial and Admin Framework Agreement (FAFA)

International Organizations:

General Conditions and Contribution Agreement

EU MS agencies

Specific rules both for ECHO and MS agencies

Applicants

Local organizations: cannot be grant holders; but partnerships with local actors are highly encouraged and will be a “plus” in criteria selection,

Priority for agencies with experience in-country

Priority for agencies with experience in DRR

Several applications per applicant may be submitted (but be realistic)

Budget…

Total DIPECHO South Asia for 2011-2012:

12 million EUR

Trend since DIPECHO was established in SA:

Progressive increase in funds

Growing number of partners/projects

Average grant during the 5th AP: 370,000 EUR

Becoming unmanageable…

Different Modalities must be encouraged

Modalities National Project

1 operation = 1 proposal. Not ideal…

Multi-National Projects

Same organization = several countries targeted = 1 proposal

Regional Projects

Different approach that goes beyond the ‘mere’ sum of national projects

Consortia

Several organizations = same countries targeted = 1 proposal

Takes time to set-up… Start planning now!

Budgetary Ceiling

depending on the modality but the average size of DIPECHO projects should increase Quality of the project, cost-efficiency ratio, partner’s experience and capacity is key

First DIPECHO project: be realistic!

Prior to the Submission of ProposalsPartners to Coordinate:

Joint activities and events, including Advocacy initiatives and celebration of DRR days

Complementarities such as IEC materials, manuals, public awareness campaigns, training plans, cross-visits

Definition and measurement of indicators

Evaluations / Impact assessment

Vulnerability and risk assessments

Locations and definition of target groups

Approaches vis-à-vis local DM committees

eNewsletters – added value?

Dedicated websites – added value?

Targeting the Media and Media training

Submission of Proposals Include in budget

Budget should account for all activities including the joint initiatives

In any case proposals should account for:

Coordination mechanisms

Partners’ Meeting

Co-organisation of meeting towards the end of the action plan

DIPECHO Lessons Learned Workshop

Participation of 2 persons for 2 days in a south Asian country

Re-printing of good materials (if relevant)

Final report (if not part of the joint activities)

Study reports (if any)

Do NOT

Reinvent the wheel

Retain knowledge for yourself but rather build capacities

Create again and again IECs, unless they are innovative and needed.

Mitigation works – approach

Affordable in terms of maintenance, replication, and appropriateness to local context

Scope: depends on design of project (average 30-50% of total budget including stock building)

Amount: to be justified in design of project (numerous small activities vs. few large; in all locations vs. in some selected locations)

Types of projects: based on HVCA (no wish list); agency should ensure the appropriate level of knowledge and supervision is available

Can we expand into scope and volume of mitigation works? To be discussed in detail in the Speaking Points

Managing Expectations…Community level

When starting up in the community, be clear on nature of DIPECHO interventions, for how long you intend to be involved and with which strategy

Only possible if field staff working directly with the communities and local authorities is also very clear on DIPECHO approach…

Institutional Learning and Implementing Partners

DIPECHO projects are not be regarded in ‘isolation’. Strategy, Models, Tools, Materials, etc. must feed into the overall DRM strategies of the partners

Integration into overall development programs, into local authorities’ planning tools, into other programs (donors, government)

Pilot has been demonstrated - promote replication

Human ResourcesDIPECHO projects require implementation of

large number of ‘software’ activities

innovative approaches

all at a very fast pace

Project Manager plays vital role in keeping the focus at all times on the what/where/how/why of the implementation. Therefore,

Must have international experience in DRR/DRM, and specifically on disaster preparedness tools and methodologies Must have good knowledge of ECHO contract management (FPA/FAFA)

Be able to provide technical support to implementing partners. (Ultimately, to ECHO responsibility lies with ECHO partner)

Good staff mentoring skills (staff rotation always a challenge)

Previous experience shows correlation between

poor project results and weak project management…

Sustainability

Implementation Strategy will determine level of sustainability…

Community ownership

Think beyond the lifespan of the project

“one time off” projects without linkages to other projects / development programs lead nowhere