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

2. 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?

3. 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

4. 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

5. 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)

6. 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

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

8. 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)

9. 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”

10. 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”

11. 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: Bank statement of receipt, Bank statement of currency exchange (fx rate) and Voucher of transaction entry in your book-keeping system (EURO and reporting currency)
Every 3 months / max. 3 months in advance!

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

13. 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: Bank statement of receipt, Bank statement of currency exchange (fx rate) and Voucher of transaction entry in your book-keeping system (EURO and reporting currency)

14. 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: Bank statement of receipt, Bank statement of currency exchange (fx rate) and Voucher of transaction entry in your book-keeping system (EURO and reporting currency)
Please send a scan directly to our colleague Annette Künzel:

15. 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)

16. 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 and later

17. 4. Monitoring and Evaluation

18. 4. Monitoring and Evaluation

19. 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

21. 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 

22. 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

23. 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“.

24. Thanks for
your attention!
Any questions?