1. Scottish Government Small Grants Programme Information sessions July 2014

2. Agenda Introduction (10 min.) Eligibility criteria and types of grants (30 min.) Advice from a current grand holder (20 min.) Application Form – hints and tips- (40 min.) Assessment Process and support available (20 min.) Questions and Answers (25 min.)

3. Introduction

4. Why a Small Grants programme? 1.Small organisations can make a particular and valuable contribution to tackling poverty internationally: long term community-to- community relationships 2.Small organisations have not been successful on the whole in securing grants under the main programme 3.Valuable to provide capacity building support to strengthen smaller organisations’ contribution and capacity

5. Small Grants programme Proposal development Consulted small organisation members informally in 2011 - good engagement in discussions Submitted proposal in July 2011 – NIDOS & SMP discussion with Scottish Government – based on ideas from Comic Relief CGI Summer 2012 -Consulted SMP and NIDOS members again Agreed in principle in 2012 Round 1 launched in October 2013 First projects funded in April 2014

6. General Overview The Small Grants Programme will distribute approximately £500,000 per year over two financial years 2014-2015 and 2015-2016. With the option to extend to a third year 2016-2017. Administered on behalf of the Scottish Government by Lloyds TSB Foundation for Scotland.

7. NIDOS and SMP Support available throughout the application process NIDOS and SMP are not part of the decision making process

8. Eligibility criteria and types of grants

9. Overview The Programme aims to support small organisations to build their capacity to grow and further develop their relationships and partnerships with NGO’s or community agencies in the priority countries.

10. Eligibility Criteria What type of organisations can apply? Organisations established as not for profit. Must be constituted as a legal person Presence in Scotland Income/expenditure of £150,000 or less (upper limit in each of the last 2 years) In existence for more than 12 months ( and have audited/examined accounts for that year)

11. Millennium Development Goals MDG – Scottish Government is committed to working towards the achievement of MDG so it is vital that you are able to show how the project is doing this. Under represented groups The Scottish Government is particularly keen to see applications from Diaspora-led organisations Civic governance As well as from groups with a focus on civic governance. E.g. supporting women to be involved in decision making, sharing information and expertise etc.

12. What are the different opportunities? Project Grants - to deliver projects over 1 to 3 years (up to £60,000) Feasibility Grants – to carry out more detailed community consultation and scoping of project; more detailed proposal development with partner organisation(s) (up to £10,000 ) Capacity Building Grants – to help build the capacity and systems of applicant organisations and their partners (up to £10,000) Applicants may only apply for one type of grant in each annual funding call

13. Current Project grants (not a full list of current project grants, to view it click here )here

14. Feasibility Grant Aspects: research or enquiry- locally identified priorities/needs and identifying the gaps – focus on the target community, including disadvantaged groups what are others doing locally – local NGOs, local government/district priorities, others (e.g. business) learning from the past – what works and what doesn’t could also include piloting ideas/approaches to help with needs analysis and project planning / piloting

15. Current feasibility grants Capacity Building

16. Capacity Building grant Aspects: need to have identified key areas of weakness (can use NIDOS Effectiveness toolkit to do a review)NIDOS Effectiveness toolkit can pay for staff/vol./board training, mentoring, team building, systems development, consultancy, etc. can be in areas of governance, project management, financial management, monitoring and evaluation etc. will help in future with showing ability to manage project grants building up your organisation and your partner organisation

17. Current Capacity Building grant

18. Application Criteria (1) what does your application have to show to meet criteria? Operating in the priority countries/areas (Malawi, Rwanda, Tanzania, Zambia, Pakistan, Bangladesh and 3 Indian states- Bihar, Madhya Pradesh and Orissa). Be centred around the priority themes/areas : Education, Health, Sustainable Economic Development, Civic Governance and Society, Food Security, Renewable Energy, Climate Change and Water. Demonstrate that the proposal is based on learning from past initiatives and that it will develop the organisations abilities. New initiatives are also welcome.

19. Application Criteria (2) what does your application have to show to meet criteria? Established partnerships overseas (must already be working with the proposed partner) Clear project/work plan with SMART objectives showing what you will deliver to the identified need, and also when and how will be the activities carried out. Clear and realistic budgets ( that directly relate to the proposed activities) Evidence of plans for monitoring, evaluation and learning How if fits in the priority themes/areas and contribution to the MDGs and the alleviation of poverty Clear roles stated for partner(s) and applicant organisations.

20. Specific application criteria: Projects Clear roles for partner(s) and applicant organisations. Evidence of needs assessment (demand for the project) and how the partners, communities and excluded groups have been involved. Fit with local priorities and initiatives (e.g. mapping local activities by NGOs or authorities and showing a gap) Organisational capacity to deliver the project Breakdown and rationale for costs (including administration, monitoring and evaluation an any capital costs) (not a full list of criteria to view it click here )here

21. Specific application Criteria: Capacity Commitment from the organisation’s committee and senior staff (in Scotland and partner) Part can be to develop the capacity of the Scottish organisation to work with their partner. However, the majority should be for capacity building work overseas Need to have identified strengths and key areas of weakness (e.g. use NIDOS Effectiveness toolkit to do a review) and identify which aspects the capacity building work will focus on ( e.g. monitoring, evaluation and learning systems; participatory user involvement; user accountability and complaints systems; etc.)NIDOS Effectiveness toolkit (not a full list of criteria to view it click here )here

22. Application Criteria: Feasibility Evidence of outline scoping of needs and how the partners, communities and excluded groups have been involved (and will continue to be involved) Use of experienced researchers who have the appropriate experience to work with identified local agencies and user groups Clearly stated objectives for the needs assessment process and timeframes for work plan (not a full list of criteria to view it click here )here

23. What will not be supported Capital Appeals Core activity/ongoing work Transportation of goods Funding for other Governments or Government representatives Per diems Land purchase (Budget should show full costings even if capital/land purchase is being funded from elsewhere)

24. Advice from current grant holder

25. Application Form- hints and tips

26. What do you apply for? Community Needs Scottish Government Funding priorities Your Organisation’s Aims/Abilities Your application

27. The chicken or the egg? Funding led or community led?

28. Project v Organisation This project Your previous work in a country or area Your whole organisation

29. Some suggestions for process Start with partner organisations and communities Establishing need: consultation with communities and partners; learning from past and others working in the area; reviewing host strategies Deciding on clear outcomes and priorities THEN...do they fit the SG’s programme priorities? – if so, continue – if not, find another funder...

30. Three types of grant... Feasibility grant Capacity building grant Project grant Can only apply for one – which one?

31. We need to do more research and work with our partners to develop the project: Feasibility Grant We need to work with our partners to strengthen our systems for project and financial management, or M&E or governance: Capacity Building Grant We have been working with our partners, have already done some consultation with the community, have good systems and know what kind of project is needed: Project Grant or

32. Once you have decided which grant to go for… Every application will need: Completed form (each grant type has a different one) Annual accounts Letter of support from partner

33. Similar elements on all three forms Section A : Your organisation’s details Section B: Your partner organisation’s details Section C: First section on project countries and thematic areas Section C1, C2 etc is then very different on each form. Project grant also section D.

34. Section C1 and C2 – Feasibility Grant Key things to think about: C1: What consultation have you/your partners done so far with community and other local agencies – you need to have done some already – not just an idea from Scotland C2: Very clear plan for the research or piloting you are going to do – make sure this includes how you will involve disadvantaged groups

35. Section C1 and C2 – Capacity grant Key things to think about: C1: What review have you/your partners done about organisations’ strengths and weaknesses? C2: As a result of this review – what capacity building improvements have been prioritised? Need a clear plan for how these will be delivered and who is going to help you/your partner organisation to strengthen systems?

36. Section C1 and C2 – Project grant Key things to think about: C1: Why is this project needed – requires clear details of recent consultation with local people and agencies, and fit with local priorities and strategies – not good enough to give general statistics or say that you have had general experience in this type of project. Also – fit with Scottish Government priorities

37. Section C1 and C2 – Project grant Key things to think about: C2: What changes and improvements in people’s lives will the project achieve during its lifetime? (what outcomes?) Clear statement of change, and for whom This then sets the framework for the rest of the project plan.

38. Impact The Impact is the big picture change – it is not going to be achieved by the project alone or during the project timeframe. This is a higher-level change/improvement that the project will contribute towards achieving. e.g. 10% reduction in child mortality in India

39. Outcome The Outcome is the change or improvement that will happen for the identified group of people during the project period Outcomes should be largely within the control of the project e.g. 5% reduction in child mortality in four villages in Orissa district of India

40. Outputs Outputs are the specific, direct deliverables of the project. Achieving the Outputs should lead towards achieving the Outcome. The logic of the chain from Output to Outcome therefore needs to be clear. Outputs should be within the control of the project

41. Linking Needs, Outcomes and Workplan  Workplan  Identified NEEDS Plan down Implement up Impact = long term change project contributes to Outcome = the change that project will achieve. Why you’re going to do it? Outputs = What activities you will undertake to achieve your outcomes. What you’re going to do?

42. Example Impact = reduced rate of pregnant women dying in Bangladesh Outcome = 10% reduction in mortality of pregnant women in the 5 villages in Rangpur District Outputs/activities = 10 health clinics delivered each year, providing services to 400 people...  Workplan  NEED: Pregnant women are dying at a high rate in project area in Bangladesh

43. Activity: understanding Impact, Outcomes, Outputs Here is a particular situation: Within Punjab state in Pakistan, under-five mortality rates and reported incidences of other waterborne diseases are significantly higher than the national average. These problems are associated with poor access to potable water, high rates of open defecation, a lack of household sanitation facilities, and a low level of hygiene awareness within the community.

44. Which are Impact, Outcome, Outputs ? Improved water, hygiene and basic sanitation behaviours among 5 selected rural communities in Punjab state of Pakistan. Targeted households are provided with training and equipment to enable adoption of safer hygiene behaviours Reduced incidence of diseases, mortality and vulnerability associated with lack of potable water, safe sanitation & hygiene practices in all rural communities in this Punjab state of Pakistan. Sanitation facilities are improved in 5 selected rural communities in Punjab state of Pakistan.  OUTCOME  OUTPUT  IMPACT  OUTPUT

45. Project - C2 - a strong work plan (1) The work plan needs to directly relate to achieving the Outputs and Outcomes: What activities/outputs need to be done to deliver the Outcomes? When do they need to be done? Who will do them? What resources are needed? Try developing a calendar for when who will do what. Build on what others are already doing.

46. What might go wrong? Think about the risks... cultural or political risks? risks of change in personnel or relationships? environmental or climate risks? financial risks? Etc Make sure your workplan takes account of these and has plans for minimising these Project - C2 - a strong workplan (2)

47. Sustainability and exit strategy... When planning your project think about how the benefits and outcomes will be continued in the long term, after the project – build local capacity into the work plan – to help maintain the benefits (e.g. are local government, local business or local NGOs going to have a long term role; how will groups or services be paid for in the long run, equipment maintenance, etc) Project - C2 - a strong work plan (3)

48. Project - Section D – Monitoring, Evaluation and Learning (MEL) What will you measure to check (monitor): Outputs – e.g. Numbers of people on training Outcomes – e.g. Reduction in numbers of women dying in childbirth Who will be involved in reviewing the results and evaluating success? Community involved? Who will you share your project learning with?

49. Section E - Budgets: how much £s for this Work plan and MEL? The budget must relate directly to the costs of delivering the specific work plan (cost up activities) which will deliver the planned Outputs which will lead to the planned Outcome. Be detailed and specific – have a spreadsheet of the detailed costings that make up the totals on the form. Don’t forget to include costs of managing and MEL (including community involvement) in your budget.

50. Key budget elements Staff Costs (Scotland and in-country) Travel costs Direct Project Costs for implementation of workplan Capital Costs (with addition explanation questions) Monitoring, Evaluation and Learning/Dissemination In kind support (useful but not required) Check your figures – make sure they add up correctly

51. Key Points for budgets Work with partners to get accurate costs/quotes, and review them jointly. Develop a detailed budget showing workings Key financial issues for the SG: financial years: 1 April – 31 March; Costs in Scotland and costs in host country Costs covered by application and by matching funding Scottish Government must be main funder Capital cost issues Clear rationale for admin costs

52. Risk assessment Budget Outputs/ activities Outcome Impact Make sure it’s all joined up!

53. Summary - filling in the form Be specific about this project Make sure different bits fit together – be consistent: Needs analysis – should shape Outcomes Outcomes – which shape the Outputs/activities – which shapes the work plan and… Budget Getting further help and advice – Scottish Government FAQs; help from NIDOS and SMP

54. Lessons learned from round 1 (1) Relevance of applications. Clear information and evidence of how the project fits with local priorities and services. Project information. Clarity on what activities will be carried out, and the intended outputs and outcomes. Detail who would be carrying out tasks/activities, their roles, and connect activities with resources required Provide information on how the project would build capacity Fully explain project costs- indicate which would be in Scotland and which overseas. Design projects to your organisation’s and your partner’s capacity and the identified need, not to reach the maximum grant award!

55. Governance. Detail the structure of you organisation - policies and procedures in place - experience of trustees and/or partner. Financial viability. Provide printed and detailed up to date accounts and Trustee Annual Reports Strength of Partnerships: Clarify the role of your organisation and evidence what it brings to the proposal (showing that it’s more than a conduit for funds) Be fully aware of your partner’s work and how they have had determined the costs of the proposal. Monitoring and evaluation: Provide a weaver’s triangle or log frame as part of the application to clarify your impact and outcomes and the project logic, and also to demonstrate good planning and MEL processes. Lessons learned from round 1 (2)

56. Review the template for project reporting so your organisation is aware of what you are signing up to in terms of reporting. Click here to view themhere

57. Assessment process and Support from SMP and NIDOS What happens now?

58. Deadline for applications: 26th November 2014 Deadline for incorporation: 31st December 2014

59. Submission Signed application with attachments either by email or hard copy If submitting by email, follow up with hard copy- to arrive by Monday 1 December 2014 Must submit a signed hard copy for the application to be eligible

60. From now until submission Applicants can ask email questions for clarification international@ltsbfoundationforscotland.org.uk international@ltsbfoundationforscotland.org.uk LTSB Foundation can’t make comments on drafts Questions emailed before 29 th July will be added to the Q&A document published on Lloyds TSB Foundation for Scotland website Prospective applications can meet with NIDOS/SMP for advice

61. After submission (1) If outwith criteria – letter issued within 7 days of submission deadline Assessment – December and January Assessment desk-based with a telephone discussion Additional information, if requested, to be provided by applicant within 5 days

62. Recommendations and report to Scottish Government for approval by February 2015 Grant award letters issued and grants announced March 2015 Unsuccessful letters issued March 2015 After submission (2)

63. Next steps Check eligibility May need to begin incorporation (Deadline for incorporation: 31 st December 2014) Consult partners Draft application form or put ideas on 1 page (including answers to What is the need?, What are the planned outcomes? Who will benefit? Outline of key activities and Weavers Triangle)

64. Next steps Arrange surgery with SMP/NIDOS NIDOS: Glasgow Training Suite, 10 th Sept Edinburgh Thorn House, 19 th Sept SMP: Email david@scotland-malawipartnership.org to arrangedavid@scotland-malawipartnership.org Finalise application with partners Deadline for final applications 12 noon Wednesday 26 th November 2014

65. Useful resources Morton Fraser Incorporation documents Lloyds TSB Foundation website: Glossary of terms FAQs Applications forms and guidance notes Anything not covered above email international@ltsbfoundationforscotland.org.ukinternational@ltsbfoundationforscotland.org.uk by 29 th July (NB: Lloyds can’t look at drafts)

66. Contact Details NIDOS: 0131 243 2680 Andrea Baertl: andrea@nidos.org.uk andrea@nidos.org.uk Scotland Malawi Partnership: 0131 529 3164 David Hope-Jones: david@scotland-malawipartnership.org david@scotland-malawipartnership.org Lloyds TSB Foundation: international@ltsbfoundationforscotland.org.uk

67. Questions?