Peace-building Partnership Regional Call for Proposals – South Asia Information Session for pre-selected Applicants New Delhi, 21 May 2013 Peace-Building Partnership Call for Proposals South Asia 2013

GENERAL INFORMATION APPLICATION FORM LOGFRAME BUDGET APPLICATION PROCEDURE

GENERAL INFORMATION TOTAL ALLOCATION: € 2,000,000 Lot Indicative Amount per grant No of grants Shortlisted Concept Notes 1: India € 400,000 € 200,000 – 1-2 6 2: Nepal 5 3: Bangladesh 3 4: Multiple countries € 800,000 € 300,000 – 4

FULL APPLICATION

Terminology Ref. Guidelines 2.1.1, 2.1.2, 2.1.3 The Applicant (Coordinator) alone shall be accountable to the Contracting Authority for the Implementation of the Action If awarded a grant contract, the Applicant becomes the Coordinator and acts on behalf of all co-applicants Co-applicants participate in designing & implementing action; Costs they incur are eligible in the same way as those incurred by the Applicant Associates are involved in the Action BUT may not receive funding from the Grant (except per-diem/travel) Sub-grantees may receive sub-grants from Coordinator Sub-contractors are service providers to the Coordinator for parts of activities (not major part)

Full Application - format Submit Part B of Grant Application Form: Description of the action Logical Framework Budget for the action, Justification & Expected sources of funding Experience of similar actions Description of the Applicant (3.1) Description of the Co-Applicant(s) Signed Mandate by Co-Applicant(s) Description of the Associates Signed Declaration by the Applicant Checklist

DESCRIPTION OF THE ACTION Guidelines 2.1.4 Keep it brief, simple and clear Explain how your project complements or builds on other ongoing initiatives Be realistic! Especially regarding: Commitment of key stakeholders Expected results within timeframe Ability to influence conflict dynamics The influence and capacity of the applicant, co-applicant(s) and target group(s) Often less information is better than more! Don’t add more text just to fill out the pages, just stick to the essentials. We fund other activities in similar areas, know of other donors who do, or have seen examples of related activities in the field. If your activity really is the only one in this thematic field and geographical area (unlikely!), explain it. Otherwise, please explain how your project will relate to other ongoing initiatives and what synergies could be built. We don’t expect a 3-year project implemented by an NGO to completely transform a long-standing conflict! Think about what you realistically can hope to achieve, given the constraints of the situation.

DESCRIPTION OF THE ACTION Guidelines 2.1.4 Focus on impact : Explain concrete benefits and expected impact of the project, not just activities Consider including some actions with direct benefits for conflict-affected people “Activities should be designed to meet the specific needs of the target group” “The proposed actions should be designed to produce specific, measurable results in response to identified problems” First identify your target group – policy makers, civil society activists, conflict-affected communities etc. Then find out what their needs are. If you ask them, they will rarely say “we need a training on X” or “we need a policy brief on Y” but something more concrete. Your activities should be designed to try to meet the needs in the most effective way, which may be though training X or policy brief Y. If possible and relevant, consider including some activities that will result in concrete, tangible benefits to the target group. This could be in the form of a pilot project with links to the other components of your project, or could be a way of motivating people to participate in other less tangible activities.

DESCRIPTION OF THE ACTION Guidelines 2.1.4 Base your action on conflict analysis: Causes of conflict Drivers/triggers of conflict Conflict actors Opportunities for peace Conflict analysis will help you identify your objectives, target group, geographical location, activities… Keep in mind conflict sensitivity, Do No Harm There are many different ways of doing a conflict analysis. You do not need to describe the process in detail to us, but it should be clear from your Description of Action that for example you have chosen to work with Target Group X because they are a key conflict actor or someone who has the ability to influence conflict actors, you have chosen to work in geographical location Y because this area is particularly vulnerable to conflict, etc. Conflict sensitivity and having a Do No Harm perspective is especially important to keep in mind when selecting your target group.

Theory of change How and why do you believe your action will contribute to peacebuilding or conflict prevention? ‘We believe that if we do X (action), then it will achieve Y (type of progress towards peace) because Z.” http://www.careinternational.org.uk/research-centre/conflict-and-peacebuilding/227-guidance-for-designing-monitoring-and-evaluating-peacebuilding-projects-using-theories-of-change Spelling out your theory of change may help you express more clearly why you would like to implement certain activities and how you expect them to contribute to the objective of your project and the overall objective of peacebuilding and conflict prevention. No need to use particular language or terminology in the application, we just want to be able to see that you have thought through and can explain in a clear and simple way how you expect your project to contribute to peacebuilding. Thinking through and spelling out your theory of change will help you fill in the logframe.

LOGICAL FRAMEWORK

Results-oriented Logframe   Intervention logic Objectively verifiable indicators of achievement Sources and means of verification Assumptions Overall objective What is the overall broader objective to which the action will contribute? What are the key indicators related to the overall objective? What are the sources of information for these indicators? Specific objective What specific objective is the action intended to achieve to contribute to the overall objective? Which indicators clearly show that the specific objective of the action has been achieved? What data sources exist or can be collected? What methods are required to get this data? Which factors and conditions outside the Beneficiary's responsibility are necessary to achieve that objective? Expected results What are the results or outputs envisaged to achieve the specific objective. What are the indicators to measure whether and to what extent the action achieves the expected results? What external conditions must be met to obtain the expected results on schedule?

Levels of results / impact Overall Objective (Goal) The project’s contribution to policy or programme objectives (impact) Contribution to the Objectives of the Call Think in terms of influencing the conflict context or other issues or systems you expect the project to have an impact on. Specific Objective (Purpose) The peacebuilding outcome at the end of the project directly attributable to the project Choose at least one indicator which clearly reflects how your target group (e.g. conflict-affected people in area X) are going to benefit from the intervention during the project life. Expected Results (Output) Direct/Tangible products or services delivered by the project The direct/tangible results (goods and services) that the project delivers, and which are largely under project management’s control. 3 to 5 results, e.g direct benefits to conflict-affected people; capacities of peacebuilding stakeholders developed and acquired (how to measure/prove?); enhanced synergies (better functioning systems). There are different ways of approaching logframes and the different levels may be slightly different for a specific project. Therefore, this is just to explain how you can think about a logframe, but it is not set in stone. Just make sure you have a logical hierarchy of results and that the logframe explains how one feeds into the other.

Logframe tips A summary of the project objectives and key expected results (KISS - Keep It Short and Simple) The direction of your project (what you want to achieve, not what you want to do) 3 to 5 expected results, maximum 1 to 3 indicators per result, maximum Think about how to measure achievements in a practical way, especially for capacity building, networking etc. The entire logframe ideally on 1-2 pages Quantitative measurements, e.g. number of people participating in trainings or number of policy documents published, are important to verify activities against cost. But they tell us nothing about the impact of those trainings or publications, you need to find other ways of monitoring measuring that.

Submission of Full Applications Full Application Form (Part B) + annexes Logframe Budget One original and one copy, bound CD-ROM with exact same documents Use the checklist to verify Deadline 24 June 2013, 17.00 hrs

Potential Applicant Data Online Registration (PADOR) Section 2.2 and 2.4 of Guidelines Full Proposal Stage: Obligatory for Applicant, Co-applicant(s), Affiliated Entity(ies) Quote EuropeAid ID in application Send questions to PADOR HelpDesk: europeaid-pador@ec.europa.eu

Evaluation and Selection Step 1: Administrative Check Compliance with deadline Compliance with criteria listed in Checklist Step 2: Scoring in Evaluation Grid Step 3: Verification of eligibility Only those applications that pass the Administrative Check will be read!

Step 2 – Evaluation Full Application Section Yes/No 1. Financial and operational capacity 1.1 Do the applicants and, if applicable, affiliated entity(ies) have sufficient experience of project management? 1.2 Do the applicant and, if applicable affiliated entity(ies) have sufficient technical expertise? (notably knowledge of the issues to be addressed.) 1.3 Do the applicant and, if applicable, partners have sufficient management capacity? (including staff, equipment and ability to handle the budget for the action)? 1.4 Does the applicant have stable and sufficient sources of finance? 2. Relevance of the action 30 Score transferred from the Concept Note evaluation

Step 2 – Evaluation Full Application Section Max Score 3. Effectiveness and feasibility of the action 20 3.1 Are the activities proposed appropriate, practical, and consistent with the objectives and expected results? 5 3.2 Is the action plan clear and feasible? 3.3 Does the proposal contain objectively verifiable indicators for the outcome of the action? Is any evaluation foreseen? 3.4 Is the co-applicant(s)' level of involvement and participation in the action satisfactory?

Step 2 – Evaluation Full Application Section Max Score 4. Sustainability of the action 15 4.1 Is the action likely to have a tangible impact on its target groups? 5 4.2 Is the proposal likely to have multiplier effects? (Including scope for replication, extension of the outcome of the action and information sharing.) 4.3 Are the expected results of the proposed action sustainable: - financially (how will the activities be financed after the funding ends?) - institutionally (will structures allowing the activities to continue be in place at the end of the action? Will there be local “ownership” of the results of the action?) at policy level (where applicable) (what will be the structural impact of the action — e.g. will it lead to improved legislation, codes of conduct, methods, etc?) environmentally (if applicable) (will the action have a negative/positive environmental impact?)

Step 3 – Evaluation Full Application Section Max Score 5. Budget and cost-effectiveness of the action 15 5.1 Are the activities appropriately reflected in the budget? 5x2* 5.2 Is the ratio between the estimated costs and the expected results satisfactory? 5 Maximum total score 100

Step 3 – Verification of Eligibility Refer to Guidelines 2.4, list of supporting documents Applicants that have been provisionally selected for funding will be asked to provide: Statues or articles of association External audit report if grant >€750,000 Copy of latest accounts Legal Entity Sheet Financial Identification Form Most recent activity report Copy of relevant registration document (e.g. FCRA in India) USE PADOR !

FAQ Questions to be submitted by e-mail by 3 June to: delegation-india-PBP@eeas.europa.eu Replies will be given by 13 June Questions together with the answers will be published on web site https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome No individual replies will be given Highly recommended to regularly consult this website

Time schedule – deadlines Ref. Guidelines 2.5 08/05/13 Invitation for full applications 03/06/13 Submission of questions by email 13/06/13 Publication of FAQ on website 24/06/13 Submission of full applications 23/08/13* Information to applicants on the evaluation of full applications (Step 2) 13/09/13* Notification of award (Step 3) Before Contract signature 31/12/13 * indicative dates

THANK YOU ANY QUESTIONS?