Damascus, Syrian Arab Republic 25-29 June 2006

1. Project Design and Management – Day Three ANDREA DÉRI VERONICA VANN LEAD INTERNATIONAL Damascus, Syrian Arab Republic 25-29 June 2006

2. DAY 1 Introduction to Project Design & Management DAY 2 Understanding the Key Elements of Project Design DAY 3 Developing a Concept Note DAY 4 Developing a Full Proposal DAY 5 Improving Project Management / Delivery Skills Day 3

3. SESSION 11 Concept Note Coffee Break SESSION 12 Concept Note Case Studies SESSION 13 Drafting Your Concept Note Lunch SESSION 14 Drafting Your Concept Note (cont.) Coffee Break SESSION 15 Sharing your Concept Note SESSION 16 From Concept Note to Full Proposal Day 3 Schedule

4. By the end of Day 3 you will be able to discuss what a concept note is and why you need it for have drafted a concept note for your own project be able to explain the difference between a concept note and a full project proposal Day 3 Objectives

5. S E S S I O N 11 Concept Note Project Design and Management

6. Written outline of your project idea (2-3 pages) Many donors require a project concept for a first evaluation before inviting you to submit a full project application Various templates used e.g. DFIDhttp://www.dfid.gov.uk/funding/dafguidelines0507.asp#Substance or http://www.dfid.gov.uk/funding/daf-guidelines-0607.pdf Project Concept Note

7. (1) Section A: About the applicant (1 page) Section B: About the project (2 pages) (2) Supplements Organisational deed, rules about your organisation, the purpose, how it is governed and managed. Annual accounts of the last 12 month; signed by Treasurer, on behalf of Board of Directors. Concept Note Sections (DFID)

8. Section A: Information About The Applicant Name and address (including contact details: telephone, fax, e-mail) of applicant Name and position of main contact person What are the vision, mission and values of your organisation? When was your organisation established and how many people are employed by it? What are your main sources of funding? What prior contact, if any, including funding, have you had with DFID? If yes, which part of DFID? Please provide details of any previous application(s) to the Development Fund (DFID). Concept Note Section A (DFIF)

9. Section B: Information About The Project Project title Timescale of the project including start and completion dates. Brief summary of the main idea, including the main activities and what the project hopes to achieve. Background to why the proposed project is necessary. How the project relates to DFID development strategy. How the project fits with the aims of the fund. Monitoring and evaluation plans. How the project will achieve sustainability. Who else will contribute funds to the project. Concept Note Section B (DFIF)

10. Project proponents (name, brief description) Partners (name, brief description, contribution) Project context (rationale, problem statement) Main goal and objectives Scope and scale of the proposed project Outline of potential outcomes and impact Budget estimate Timeframe Concept Note should include – in general

11. 1. Name of project proponents… and description of how they have indicated their support 2. Brief description of partners Areas of expertise, reasons for their interest in and support of the project 3. Project context How did the project originate? Concept note should include – details: 1-3

12. 4. Main goal and objectives of the project Refer to objectives definition and logical framework Explain why project is the best option for addressing the situation 5. Description of the scope and scale of the project How many participants Who are the beneficiaries (refer to stakeholders) Potential impact of project on local populations Size of geographical area covered 6. Outline of potential outcomes and impact of the project Outline: How will project change the situation? Impact: Effect that will continue beyond timeframe of the project/region Concept note should include – details: 4-6

13. 7. Estimate of the cost of the project Cost range most appropriate to your project based on real costs assessment 8. Timeframe for the project Planned length and starting date Concept note should include – details: 7-8

14. Two lines 1st line: Short, snappy, easy to remember 2nd line: Longer, descriptive, more technical E.g. ‘Gone fishing!’ Restoration of fisheries in Lake Manzala, Egypt Good Title

15. Enhanced resources Complementary resources Networking Outreach Political reasons Strategy Co-finance Why Work in Partnership?

16. The objectives of collaboration must be clearly defined, written down, and communicated to all the participants (this is called the partnership agreement, operating principles or memorandum of understanding). The mission statement of the collaborative enterprise should contain both short-term and long-term objectives. How Keep in Mind… How to work in Partnership?

17. There has to be a clearly established benefit for every participating institution (or organisation). The smaller the initial group of participants, the greater the likelihood of success. There must be a champion of the enterprise in every participating institution – a senior person with the time, commitment, and authority to see the project through to completion.  The more senior in rank the better.  There must also be staff who have the expertise as well as a clearly defined authority to make the project work. These people must trust each other. Keep in mind ….

18. Each partner should be required to contribute some resource to the endeavour.  Ritual declarations of a desire to collaborate are not enough. Be prepared to invest extra time in obtaining support, building trust and getting the work done Keep in mind …

19. S E S S I O N 12 Concept Note Case Studies Project Design and Management

20. One was successful, the other was not For your assessment: (1) Use the key elements of concept notes (2) Check out the donor guidelines www.tripleline.com http://www.darwin.gov.uk Analysis of Two Concept Notes

21. S E S S I O N 13 - 14 Drafting Your Concept Note Project Design and Management

22. S E S S I O N 15 Sharing a Concept Note – Peer Feedback Project Design and Management

23. What we will do - Presentation, analysis and discussion of the draft concept notes to get ideas on how to improve your concept notes Sharing your Concept Note

24. Description of the project context Main goal and objectives Scope and scale of the proposed project Outline of potential outcomes and impacts Project proponents - brief description Partners - brief description Cost estimate Timeframe Outline of a Concept Note

25. S E S S I O N 16 From Concept Note to Full Proposal Project Design and Management

26. What we will do in this session Difference between a concept note and a full proposal Introduction to the information needed and steps to be taken to turn a concept note into a full proposal Review of real life proposals - Analysis of successful and unsuccessful proposals: case studies From concept note to full proposal

27. Description of the project concept context Summary of the main goal and objectives of the project Description of the scope and scale of the proposed project Outline of the potential outcomes and impact of the project Name and brief description of project proponents Brief description of partners Estimate of the cost of the project Timeframe for the project From concept note to full proposal –Review of concept note

28. Basic information – about the organisation and the proposed project Project overview or summary Functions of the proposal - context or background to the issue/problem, project rationale, goal/s and objective/s Staffing and organisational information - for proponents, partners, stakeholders Methodology - strategies; project activities and timeframe Project budget - expense budget; budget revenue; co-financing (matching funding) Project results – outputs, outcome, impact Conditions and risks Monitoring and evaluation Link to organisational and funding goals Project personnel From concept note to full proposal – Components of a full proposal

29. Comparison: Concept Note & Proposal

30. The results section of a project proposal answers the question: what will happen as a result of this project? It is sometimes broken down into project outputs, project outcomes and project impact. Some New Terms - Results

31. Project Outputs The outputs are the short-term, or immediate results of the project, and the easiest results to formulate. They indicate whether the partners successfully achieved each objective. Project Outcome The outcome of the project addresses how the outputs are expected to change the situation the project addresses. The outcome of the project is therefore reflected in the project goal. Results – Outcomes

32. Project Impact The impact of the project refers to the broader development, research or policy implications that result from the project. For example, how might the project influence policy formulation and implementation? How might it impact development processes at the local, national and regional levels? How might it affect the sustainability of the local economy over the longer term? Could the results be used in other settings? What contribution could they make to existing technical and scientific knowledge? Results - Impact

33. In the Lake Manzala case study, the output was the engineered wetland, the outcome was cleaner water in the lake and the impactwas the increased economic benefits for the people living around the lake. Results - Outputs, Outcomes and Impact

34. Both are external to the project team (that are not directly under the control of the project team) Conditions/assumptions - conditions that are necessary for the project activities to take place, and for them to achieve their intended goals. These conditions should be immediately relevant to the project and fall within the project's scope. Risks - Known factors that may have an impact on the project Conditions and risks

35. Can you tell us briefly what a concept note is and why you need it for? Have you drafted a concept note for your own project? Can you explain the difference between a concept note and a full project proposal? Reflection