Protestant Development Service Partnership Project Cycle Bread for the World – Protestant Development Service Partnership Project Cycle New Regulations Novemer 2014

Monitoring & Reporting Project Cycle Strategic Planning, Identification, Programming 1. Project Proposal 2. Negotiation and Approval 3. Implementation, Monitoring & Reporting 4. Evaluation, Project closure What do you want to change? How do you inform about these changes? How do you observe changes? How do you want to achieve it?

1. Project Proposal Budget must be submitted in a seperate excel file Start planning early - send application at least 6 months before project start date Project Application Form Budget must be submitted in a seperate excel file Point 6 – activities: should be at least 2 pages (not only refer to annexe) Organisational Profile: Basic data of the organization for our internal partner assessment (Organizational assessment is an obligation by our backdonor) Legal status, registration, audit, financial performance, monitoring system(s), annual report etc. (incl. annexes to OP form) Project Application Form: Project => change: What? How? Realistic Objective(s) for the project period (only one, if possible) Up to 3 useful Indicators to monitor the achievement of each objective (=> to measure change) Budget: Planned Expenses and (realistic!) Income Recommendations from third parties / Church organizations

1. Project Proposal Organizational Profile Institutional audit of previous year is mandatory Check that figures of annual budget match to the institutional audit Check that salary scheme in profile match the salaries in projet budget – if not explain If you have other main sources of income - BftW cannot pay 100% of management costs

2. Negotiation and Approval Dialogue (sharing word document) BftW and Partner agree on final binding version of Project Application Form (with a date) Approval process (internal and external review committee – 2 months) Dialogue: To understand the project rationale and details To discuss and agree on objectives, indicators and the budget Approval process: Approval process takes about 4-6 months Information to the partner after application is submitted Cooperation Agreement (binding document attached with signatures)

2. Contractual basis of cooperation (1) Cooperation Agreement plus: “Components” = Annexes see next slides Project Application Form: Includes agreed upon objectives, indicators and the budget (expenses and income) Reflects the actual BftW max. grant in EURO and max. funding ratio Includes a set of standard formats for implementation phase

2. Contractual basis of cooperation (2) 2.1 2.2 2.3 Photo: Christof Krackhardt (Project: Comeback of a terrific Tuber, Peru)

2. Contractual basis of cooperation (3) 2.4 Those people shall sign who are allowed to sign fund requests (according to your financial rules and regulations). Photo: Christof Krackhardt (Project: Comeback of a terrific Tuber, Peru)

2. Contractual basis of cooperation (1) Most important contractual changes for former EED partners: According to new German Development Ministry (BMZ)-requirements, main budget items may only be exceeded or underspent by up to 20% (3.6). 2.2 IG: According to the new BMZ-requirements the Financial Partner’s contributions can only be released in instalments for a period of up to three months in advance. Project Application Form: Includes agreed upon objectives, indicators and the budget (expenses and income) Reflects the actual BftW max. grant in EURO and max. funding ratio Includes a set of standard formats for implementation phase More information on the USB-stick: “Overview previous EED and new BftW cooperation agreement”

2. Contractual basis of cooperation (2) Most important contractual changes for former BftW partners: Approved budget in Euro not in IDR Project audits and progress reports every 6 months (to be submitted at least 3 months after reporting period ended) Payment usually up to three months in advance Ration of funding has to be adhered to 5% of the funding amount might be withheld until the final audit and the final narrative report have been received and accepted. Project Application Form: Includes agreed upon objectives, indicators and the budget (expenses and income) Reflects the actual BftW max. grant in EURO and max. funding ratio Includes a set of standard formats for implementation phase More information on the USB-stick: “Overview previous BftW and new BftW cooperation agreement”

3. Implementation, Monitoring and Reporting Payment Request Payment Request: Based on a Cash Flow planning and considering the Funding ratio Request Format to be used Every three months (4 quarterly payments a year), max 3 m in advance EURO-amount received: exchange directly and completely at once Payment Info from BftW to Partner: After the payment is processed by BftW, we send a letter to inform you about… the amount of the transfer and the banking details used Acknowledgement of Receipt: Acknowledgement of Receipt format to be used Three annexes required: 1. Bank statement of receipt, 2. Bank statement of currency exchange (fx rate) and 3. Voucher of transaction entry in your book-keeping system (EURO and reporting currency) Every 3 months / max. 3 months in advance!

process takes several weeks     Partner Organisations Request Regional Desk Internal Audit Desk process takes several weeks Accounting Desk €    

3. Implementation, Monitoring and Reporting Payment Info BftW to partner Payment Request: Based on a Cash Flow planning and considering the Funding ratio Request Format to be used Every three months (4 quarterly payments a year), max 3 m in advance EURO-amount received: exchange directly and completely at once Payment Info from BftW to Partner: After the payment is processed by BftW, we send a letter to inform you about… the amount of the transfer and the banking details used Acknowledgement of Receipt: Acknowledgement of Receipt format to be used Three annexes required: 1. Bank statement of receipt, 2. Bank statement of currency exchange (fx rate) and 3. Voucher of transaction entry in your book-keeping system (EURO and reporting currency)

3. Implementation, Monitoring and Reporting Acknowledgement of Receipt and bank slip Acknowledgement of Receipt and bank slip Payment Request: Based on a Cash Flow planning and considering the Funding ratio Request Format to be used Every three months (4 quarterly payments a year), max 3 m in advance EURO-amount received: exchange directly and completely at once Payment Info from BftW to Partner: After the payment is processed by BftW, we send a letter to inform you about… the amount of the transfer and the banking details used Acknowledgement of Receipt: Acknowledgement of Receipt format to be used Three annexes required: 1. Bank statement of receipt, 2. Bank statement of currency exchange (fx rate) and 3. Voucher of transaction entry in your book-keeping system (EURO and reporting currency) Please send a scan directly to our colleague Annette Künzel: annette.kuenzel@brot-fuer-die-welt.de

3. Implementation, Monitoring and Reporting Audit Report Financial Reporting Format audited report every 6 Months Please consult us regarding BfdW auditor list Financial Reporting Format: Consists of (min.) 4 parts: auditor’s statement, income, expenses and project balance NEW (for all new projects): 6-monthly audit is obligatory Reporting according to the budget structure (expenses and income) presented in the Letter of Approval (agreed upon between BftW and partner) Please inform us immediately when the implementation deviates from the planning (as to react accordingly)

3. Implementation, Monitoring and Reporting Progress Report Reporting Format Project progress/narrative Reporting Form Partner Closure of project (file) report every 6 Months Reporting Format Project progress (narrative report): Monitoring and reporting with focus on changes Reporting according to objective(s) and agreed upon indicators Changes in the context of the project Changes in your organization Please inform us earliest when the implementation deviates from the planning (as to react accordingly) Reporting Form Partner – Closure of project (file) At the end of the project, the partner needs to provide BftW with a special final narrative report according to the BftW standard form Special focus on outcome by using the indicators on the whole project period (three years) only for projects with start date 2013 and later

4. Monitoring and Evaluation

4. Monitoring and Evaluation

4. Evaluation, Project closure (1) A project should be evaluated every 3 to 5 years The Terms of Reference follow the DAC guidelines They shall be discussed with and confirmed by BftW Please send the CV of the evaluator(s) to BftW and inform us on the cost of the evaluation before the evaluation starts The evaluation report should be send to BfdW directly by the partner organistion cc evaluator

Monitoring & Reporting 5. Project closure Project closure BftW keeps 5% of its share at the project’s end; it will be released upon receipt of the final narrative and audited financial report After the BftW-internal closing procedures the partner gets a closure letter and potentially a final payment Strategic Planning, Identification, Programming 1. Project Proposal 2. Negotiation and Approval 3. Implementation, Monitoring & Reporting 4. Evaluation, Project closure In case of a following phase with BftW, the project cycle starts again at the beginning of the third year of the project 

Important information for November of 2014 As every year, no fund requests are processed between early December and early January Please share with us the fund requests for Januar – March 2015 as soon as possible Latest by Monday 24th November

Strategic Partnership - „Fair Play“ Partnership on equal level and terms Knowing and acknowledging the rules after which to play – compliance Ensuring that everyone has same chances and conditions Former German President said: „… those who follow the rules of fair play, do not follow the letters, they act on the spirit of it and have fair play in their heart.“ We fight together for Fair play for the marginalised people And act fair amongst each other Fair Play (oder „Fairplay“) ist ein Begriff, der ein bestimmtes sportliches Verhalten kennzeichnet, das über die bloße Einhaltung von Regeln hinausgeht. Es beschreibt eine Haltung des Sportlers, und zwar die Achtung des bzw. den Respekt vor dem sportlichen Gegner sowie die Wahrung seiner physischen und psychischen Unversehrtheit. Der sportliche Gegner wird als Partner gesehen oder zumindest als Gegner, dessen Würde es zu achten gilt, selbst im härtesten Kampf. Fairplay (Fairness) gebietet also: die Anerkennung und Einhaltung der Wettkampfregeln den partnerschaftlichen Umgang mit dem Gegner auf gleiche Chancen und Bedingungen zu achten das Gewinnmotiv zu „begrenzen“ (kein Sieg um jeden Preis) Fair Play ist also auch eine Art zu denken, nicht nur eine Art des Verhaltens. Es zielt auf die Beseitigung von Tricks, Gewalt und Betrug ab. Der ehemalige deutsche Bundespräsident Richard von Weizsäcker formulierte es wie folgt: „Verlangt ist nicht nur die formelle Beachtung von Regeln. Nie werden geschriebene Regeln die menschliche Haltung des ‚Fair Play‘ ersetzen können. Der Sportler, der das Fair Play beachtet, handelt nicht nach dem Buchstaben, er handelt nach dem Geist der Regeln“.

Thanks for your attention! Any questions?