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Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December 2006

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Page 1: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Demystifying EC Funding Opportunities

Joëlle NOIRFALISSE

EC Funding Coordinator - WWF European Policy Office

ENP Policy Seminar 2006, Brussels 1 December 2006

Page 2: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Overview of the Presentation

1) Who handles EC external funding opportunities?

2) Where to find the information?

3) The Cycle of the Calls for Proposals

4) What to remember when preparing a proposal?

Page 3: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Who handles “funding” ?

EuropeAid Cooperation Office was officially set up on 1 January 2001

Mission: to implement EC external aid instruments funded through the EC budget and the European Development Fund

Does NOT deal with pre-accession, humanitarian activities, macro-financial assistance, the Common Foreign and Security Policy or the Rapid Reaction Facility

Wider objectives of the programmes are established by DG External Relations and DG Development (approved by the Commission)

EuropeAid forms part of the portfolio of Ms B. Ferrero-Waldner (Commissioner for External Relations and ENP)

Page 4: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Who handles “funding”? (continued…)

Since 2001, significant transfer of responsibilities to Delegations (Deconcentration Process)

"Anything that can be better managed and decided on the spot, close to what is happening on the ground, should not be managed or decided in Brussels“

Delegations now responsible for key operational tasks: project identification and appraisal contracting and disbursement project monitoring and evaluation

Page 5: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Organigram of EuropeAid

Page 6: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Calls for ProposalsThe main funding instrument for NSAs

Calls for Proposals are most often used for financing activities aimed at NSAs

Can be launched by EuropeAid (not country specific) or by a Delegation or by designated authority within the country/region (country/region specific)

Yearly planning of calls and calls for proposals are (normally!) published on the EuropeAid Website before 31 March of each year:

http://ec.europa.eu/europeaid/tender/index_en.htm

Local calls can sometimes only be published on the website of the EC Delegation:

http://ec.europa.eu/comm/external_relations/delegations/intro/web.htm

Page 7: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Calls for ProposalsThe main funding instrument for NSAs (continued…)

In your country:

Find out from the delegation if and when calls will be launched.

Check the websites regularly!

Keep in touch with the Delegation!

Page 8: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Cycle of the Calls for Proposals is always the same

Templates for the documents are always the same

But content of the documents is always different! Eligibility, amounts, co-financing, partnership requirements (...)

Cycle of the Call for Proposals

Page 9: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Cycle of the Call for Proposals (continued)Publication of Call for Proposals

Receipt of Concept NoteLetter of acknowledgement to applicants

Technical Evaluation of Concept NoteLetter of rejection to unsuccessful applicantsLetter of notification to successful applicants

Receipt of Full Application

Deadline for submission of Full Application: Date of Publication + at least 90 days (or + at least 60 days if grant 100.000EUR)

Letter of rejection to unsuccessful applicants

Technical & Financial Evaluation of Selected full ApplicationLetter of rejection to unsuccessful applicants

Letter to applicants on the Reserve ListLetter requesting supporting documents to provisionally successful applicants

Administrative & Eligibility ComplianceLetter of rejection to unsuccessful applicants

Projects recommended for funding Notification to successful applicants

Preparation and signing of contracts

Page 10: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

When Applying

Make sure to respect the format! Including font type and size (!!!) Look for the list of FAQs and ask if in doubt (mailbox!) Don’t miss the support tools provided in the Guidelines...

Evaluation grid for the Concept Note: Maximum total score = 50 points

» Relevance (25 points)

» Methodology and Sustainability (15 points)

» Operational Capacity & Expertise (10 points)

Evaluation grid for the Application Form: Maximum total score = 100 points

» Financial & Operational Capacity (20 points)

» Relevance (25 points)

» Methodology (25 points)

» Sustainability (15 points)

» Budget & Cost Effectiveness (15 points)

Page 11: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Relevance of your Proposal

« RELEVANCE» is particularly important (25 points):

Make sure to align to at least one of the priorities of the Call

Use other relevant EC documents including Country/Regional Strategy Papers: http://ec.europa.eu/comm/external_relations/sp/index.htm

Illustrate a thorough understanding not only of the existing needs and constraints (providing facts and figures) but also of what is already being done by the government (central/local), the EC, other NGOs...

What will be the added value of what YOU PROPOSE TO DO compared to what is ALREADY BEING DONE?

Page 12: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Relevance of your proposal (continued...)

Differentiate between “Overall” and “Specific” Objectives: Overall objectives can be SEVERAL, specific objective is SINGLE!

Be as precise as possible in the definition of you specific objective!

Differentiate between the “target groups” and the “final beneficiaries” (qualify/quantify):

Target Groups: “directly targeted by the action. Their situation will improve as a direct result of the intervention

Final Beneficiaries: benefits will “trickle” down to them...

Don’t forget gender and equal opportunity. But don’t just through the words around!!!

Pre-feasibility study is always a definite plus!

Page 13: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Methodology of your proposalThe Activities

The Activities, a central element! What will concretely be done to meet the proposed specific objectives?

Step by step approach (tasks) eg. Activity 1, 2, 3 etc Include the title and a detailed description of each activity Provide narrative detail

• Who? What? Where? When?• Include means of each activity (materials, personnel)• Deliverables of each activity (outputs)

Correspond to Plan of Action Allow for cross-check with Budget

Page 14: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Methodology of your proposalThe Activities (continued...)

Strongly recommended to include:

A Kick- off meeting between partners Preparation of a partnership agreement Communication strategy (internal and external) –

website! Activities that offer the possibility for replicating/sharing

with others the outcome (participation in conferences, workshops)

Detailed monitoring and evaluation activities by managers, including update of Logical Framework...

Page 15: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

The Logical Framework

Preparation and signing of contracts

Project Implementation

Intervention Objectively verifiable Sources and means of Assumptionslogic indicators of achievement verification

Overall What is the overall broader What are the key indicators related What are the sources ofobjectives objective, to which the project to the overall objective? information for these indicators?

will contribute ?

Project What are the specific objectives, which the What are the quantitative or What are the sources of What are the factors and conditions notpurpose project shall achieve? qualitative indicators showing information that exist or can be under the direct control of the project

whether and to what extent the collected? What are the methods which are necessary to achieve theseproject’s specific objectives are required to get this information? objectives? What risks have to beachieved? considered?

Expected What are the concrete outputs envisaged to What are the indicators to measure What are the sources of What external factors and conditionsresults achieve the specific objectives? whether and to what extent the information for these indicators? must be realised to obtain the expected

What are the envisaged effects and benefits project achieves the envisaged outputs and results on schedule?of the project? results and effects?What improvements and changes will beproduced by the project?

Activities What are the key activities to be carried out Means: What are the sources of What pre- conditions are required beforeand in what sequence in order to produce What are the means required to information about project the project( s) start( s)?the expected results? implement these activities, e. g. progress? What conditions outside the project’s

personnel, equipment, training, direct control have to be present for thestudies, supplies, operational implementation of the plannedfacilities, etc. activities?

Page 16: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

The Logical Framework

Activities

Expected Results

Project Purpose

Overall Objectives

High overall objectives to which the project contributes

The project’s specific objective (there should be one only)

The products of theundertaken activities

Actions/tasks executed as part of the project to produce the results

Page 17: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

The Logical Framework (continued)

What is the specific objective which the project shall achieve? Example: By 2010, improved livelihood options and enabling conditions deliver at least a 50% increase in income for the three target communities of Wabi, Zabi and Xeba, leading to better access to social services (…)

What are the concrete outputs envisaged to achieve the specific objectives? What are the envisaged effects and benefits of the project? What improvements and changes will be produced by the project? Examples: (1) 30 sustainable development plans are developed and implemented by target communities with assistance from local authorities (2) Government Development Planning in the Zebra forest is integrated, participatory and supports the needs of resource reliant communities (including marginalized groups), civil society and the private sector through effective natural resource management

What are the key activities to be carried out and in what sequence in order to produce the expected results? Example: (1) Organisation of six monthly stakeholder steering committees for forest management in the Zebra Forest (2) Organisation of 1 training workshop for 20 government representatives

Activities

Expected Results

Project Purpose

Overall Objective

s

What are the overall broader objectives to which the project will contribute? Examples: By 2012, the natural resource base in the Zebra forest of Waziland is managed sustainably to improve the livelihoods of remote rural communities (…)

Page 18: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

The Logical Framework (continued)

OBJECTIVELY VERIFIABLE INDICATORS OF ACHIEVEMENT:

OVIs provide a measure of project progress

- Must be measurable

- Time period, target group and location may need to be specified

- Include more than one indicator for a particular aspect if a single one does not provide full picture of the expected change

What are the quantitative or qualitative indicators showing whether and to what extent the project’s specific objective is achieved? Example: By end of 3rd Yr, 50% of 30 selected communities apply improved community led natural resource livelihood strategies, leading to at least a 50% increase in household income

What are the indicators to measure whether and to what extent the project achieves the envisaged results and effects? Example: (1) 20 government personnel trained in good governance, participatory assessments and planning by Yr 2; (2) A representative forest management institution to monitor, regulate and enforce sustainable management of natural resources in the zebra forest area is funded, legally recognised and operating effectively by year 3 (…)

What are the means required to implement this activity (materiel, personnel, financial means etc.) Example: Community Facilitators will conduct staff training for resource planning. The WWF Forest Coordinator and team will identify current needs, resources and actions to assist the establishment of community development plans that will feed into the district planning process and district level.

What are the key indicators related to the overall objectives? Example: National level funding allocations and development plans reflect government recommendations for improved management of natural resources by 2012

Page 19: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

The Logical Framework (continued)

SOURCES AND MEANS OF VERIFICATION - What are the sources of information for these indicators?Official ReportsSatellite imagery and ground verificationBaseline, mid-term and final socio-economic surveys Baseline, mid-term and final surveys of forest cover and speciesCommunity attitude surveyQuestionnaires

Assumptions & Risks – Don’t overlook them! Present “remedies”…

Run a thorough check before sending!

Page 20: Demystifying EC Funding Opportunities Joëlle NOIRFALISSE EC Funding Coordinator - WWF European Policy Office ENP Policy Seminar 2006, Brussels 1 December

Thank You and Good Luck…