FIFTH FUNDING ROUND
PROJECT DOCUMENT GUIDELINES
CSO-Implemented Projects with Executing Agency (CSOP +EA)
These guidelines have been developed to assist civil society organizations that have decided to partner
with a United Nations Executing Agency and whose proposals have been “approved in principle” by the
United Nations Democracy Fund (UNDEF) to prepare a detailed project document
Only upon the successful negotiation of a project document will a grant be awarded to an applicant.
IMPORTANT:
 Please read these guidelines carefully and be as concise and precise as possible.
 Ensure that the information provided in the various project document sections is consistent. A
solid draft project document leads to the smooth negotiation of the project and rapid release of
funds.
 It is highly recommended that the Implementing and Executing Agencies develop the project
document in a collaborative and participatory manner and that the final product should be agreed
upon by both entities.
 The project document should be completed and sent to UNDEF within six weeks of notification
of the “approval in principle”. Failure of the applicant to comply with this deadline may result
in UNDEF not proceeding with the project.
 The project document should not exceed ten pages in length (excluding annexes) and should
follow strictly the structure (sections 1 to 10), format and font (Times New Roman 11) used in
these guidelines and the templates provided.
 The project document and all reports and correspondence must be in English or French, the
official working languages of the UN Secretariat.
For the purposes of this document a number of technical terms will apply. A glossary can be found
in Appendix of these guidelines.
Fifth Funding Round - 2010
1
CONTENTS
1. Cover Page
3
2. Executive Summary
3
3. Situation Analysis, Project Strategy and Sustainability
3
a. Situation Analysis
3
b. Project Strategy
3
c. Baseline Data
4
d. Sustainability
4
4. Gender and Marginalized or Vulnerable Groups
4
5. Results Framework: Activities, Outputs and Outcomes
5
6. Budget
6
7. Management Arrangements and Disbursement Schedule
7
a. Management Arrangements
7
b. Disbursement Schedule
7
8. Monitoring, Reporting and Evaluation
8
a. Monitoring
8
b. Narrative and Financial Reporting
8
c. Evaluation
9
9. Partnership and Donor Information
9
a. Funding Sponsors
9
b. Implementing Partners and Contributions
10
10. Legal Commitments
10
11. Checklist
10
ANNEXES
ANNEX I: PROJECT DOCUMENT COVER PAGE
11
ANNEX II: RESULTS FRAMEWORK (template with sample text)
12
ANNEX III: PROJECT BUDGET in US dollars (template with sample text)
17
ANNEX IV: CONTACT INFORMATION
18
ANNEX V: LEGAL COMMITMENTS FOR CSOPs + EA
19
APPENDIX: PROJECT DOCUMENT GLOSSARY
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1. COVER PAGE
(max length: one page)
Please use the Cover Page format provided in Annex I. Complete all sections. Kindly note the project
summary should be a brief paragraph of about 5 lines containing your project’s main objective(s).
The cover page should be signed by the authorized person in the Implementing Agency and Executing
Agency respectively, but left undated.
The project duration is 24 months by default. However, the project may be completed earlier.
2. EXECUTIVE SUMMARY
(max length: one-half page)
Please provide a clear and concise (3 paragraphs) Executive Summary of the project that can be used in
UNDEF publications and presentations. The Executive Summary should give a general overview of the
project and in particular should indicate the following:
- the problem(s) the project is attempting to address;
- the project objective(s), i.e. the aim of the project;
- the project strategy;
- the project partners and co-funders, where applicable.
3. SITUATION ANALYSIS, STRATEGY, BASELINE DATA AND SUSTAINABILITY
(max length: three pages)
a) Situation Analysis
This section should describe:
- the overall democratic context (including the institutional and legal framework, as applicable);
- the specific problem(s) the project is attempting to address (background facts, and statistics
can be included);
- the intended project beneficiaries;
- why this problem is particularly important and deserving of UNDEF support.
b) Project Strategy
This section should clearly describe what the project intends to do and how it intends to do it,
including:
- the project strategy designed to achieve the project objective(s).
- a clear presentation of the different steps involved in the proposed strategy, and an explanation
of how these steps will directly tackle the problem(s);
- a description of the key activities to be undertaken;
- the underlying assumptions necessary for the project outcomes to be reached;
- the risk factors that may cause the project to fail or fall short of its objectives, as well as
measures that will be undertaken to address or mitigate these factors.
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c) Baseline Data
The Implementing Agency is responsible for collecting baseline data. They are collected prior to the
commencement of the project to serve as the starting point for measuring performance. They provide a
measurable way of looking at the specific situation in place at the project’s inception and are used during
the end evaluation.
Baseline data must relate to project activities; for some projects this may require national statistical data,
for other projects it may require local data. Data may be in the form of statistics or, where these are not
readily available or not appropriate, in the form of an assessment of the specific situation the project is
dealing with.
In this section:
 Present the baseline data gathered for this project consistent with what is indicated in the
Results Framework (Annex II).
 If baseline data are not currently available, please indicate the type of data and how they will be
collected.
Additionally, in the results framework (Annex II), please indicate the baseline data available for each
intended output. If not available, provide a short description of the situation.
For example:
1) A project whose objective is to increase the participation of indigenous populations in elections
may show as baseline data that only 10% of the indigenous population in town X is registered to
vote. The project will enable indigenous voter registration and then at the end see if the increase in
voter registration has led to an increase in indigenous voter participation in elections.
2) A project whose objective is to empower women to take part in local politics may show as
baseline data how many women are involved in politics at the community level. After the project
has taken place, we need to see whether that figure has increased.
d). Sustainability
This section should:
- describe how the project outcomes will be sustained beyond the UNDEF funding period;
- describe the activities and/or steps planned for ensuring the sustainability of the project
and/or its results in the long-term;
- explain the impact that the project expects to attain.
4. GENDER AND MARGINALIZED OR VULNERABLE GROUPS
(max length: one-half page)
Please explain in concrete terms how the project will address the concerns of women and/or other
marginalized/vulnerable groups and how it will directly or indirectly benefit them.
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5. RESULTS FRAMEWORK: ACTIVITIES, OUTPUTS AND OUTCOMES
The results framework aims to provide a detailed, logical, chronological and organized picture of your
project design. It is the detailed roadmap of the project implementation.
The results framework approach uses specific concepts. To assist in the preparation of this document
please refer to the glossary in Appendix I and ensure that your project strategy is explained as follows:
Activities
→
Outputs
→
Outcomes
→
Impact/Objectives
The required results framework template is provided in Annex II. We have provided some generic
examples in order to illustrate the type of information that is required. Please fill in this template with the
relevant information as pertains to your project:
Project Objective: A short statement of the long-term overall desired achievement of the project
Outcomes: Include 2-4 outcome statements that describe the intended changes in conditions/capacity that
the project is seeking to support. The outcomes should be Specific, Measurable, Achievable, Relevant and
Time-bound (SMART). For example, ‘Electoral administrative policies and systems reformed to ensure
freer and fairer elections’.
Indicators: Each outcome should have at least one SMART indicator that provides a way of measuring
progress towards the outcome. For example, ‘Percentage of electoral centers using multiple forms of voter
identification measures’.
Baseline: Brief baseline data should be provided for each indicator. For example, ‘In 2009, 15% of
electoral centers used multiple forms of voter registration, according to the Electoral Agency database’.
Baseline data can be quantitative (number, percentage, ratio etc.) or qualitative (a short description of the
situation). If baseline data are not currently available, please indicate the type of data and how they will
be collected. Baseline data are essential in order to establish a foundation for measuring progress towards
outcomes. Without baseline data, the achievements of the project will be very hard to measure.
Target: Each indicator should have a target level of change, in keeping with the expected timeframe of
the project cycle (2 years). For example, ‘2014: 70% or more of electoral centers use multiple forms of
voter registration and civil society observers’.
Outputs: Specify the outputs that are planned to help achieve each outcome. For example, if the
outcome relates to electoral reform, some outputs planned might be ‘advocacy campaign on need for
electoral reform developed and implemented’, ‘training program on use of new electoral management
technology designed and implemented for staff of Electoral Agency’ etc.
Key Activities: List the main activities needed to produce each output. The activities should be presented
in sufficient detail to provide a clear blueprint of the project’s actions during the project cycle.
Milestone: Please leave this column blank as it does not apply to CSOP+EA projects.
Timeframe: Indicate when each activity is planned to take place to the nearest quarter in a 24-month
timeframe.
Responsible Party: Specify who will carry out the activity (Implementing Agency and/or Implementing
Partners)
Budget: Specify the costs needed to produce each output, rounded to the nearest US$1,000. These costs
should add up to the Total Project Cost. The Total Project Cost, UNDEF M&E, and Total UNDEF Grant
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should match the amounts in the Excel project budget (Annex III). The UNDEF M&E amount will be
retained by UNDEF.


The information contained in the results framework should correspond to the narrative
description of the project in section 3. Any discrepancy or inconsistency between the
narrative text and the results framework will delay the project negotiation.
The budget figures should be consistent with the budget provided in Annex III. The results
framework will assist UNDEF, the Executing and the Implementing Agencies, to determine the
funding required for each project tranche.
6. BUDGET
The project budget must be presented in two ways:
1) Budget per output in the Results Framework using the Excel template (Annex II)
Please refer to section 5 and Annex II of this document for additional information.
2) Project budget using the Excel template (Annex III)
Please prepare a project budget using the Excel budget template, available on the UNDEF website
(http://www.un.org/democracyfund/Grantees/grantees_R5.html).. The budget must be sent
electronically to UNDEF in Excel format along with the project document.
Please note that your grant amount is broken down as follows:
Total UNDEF Grant = Total Project Cost (TPC) + M&E component (10% of TPC)
M&E component = EA fee (7% of TPC) + UNDEF M&E (3% of TPC retained by UNDEF)
All amounts should be in US Dollars and should not exceed the total UNDEF grant amount. Fluctuations
in exchange rates (either up or down) will not result in a modification of the total grant amount.
UNDEF funds projects, not CSOs, and expects the bulk of the grant to be used for project delivery.
As far as budget allocations are concerned, UNDEF anticipates that salaries would be a very modest
component in relation to the other budget items. Other support costs such as rent for office space should
also be a very modest component of the budget.
An administrative overhead fee of up to seven (7) percent of the total project cost (TPC) may be charged
by the Executing Agency. All EA monitoring and evaluation costs will be covered by this fee. No
further overhead charges will be permitted for the EA or the IA. All other project costs must be itemized
and indicated under each budget category.
Three (3) percent of the total project cost (TPC) will be retained by UNDEF to cover additional
monitoring and evaluation costs beyond those covered by the 7% EA administrative overhead fee,
including third-party evaluations commissioned by UNDEF that may be needed for comparative or
thematic evaluations.
***Budgets that are incomplete, inconsistent or not in the right format will not be
accepted and will delay final approval of the project document***
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7. MANAGEMENT ARRANGEMENTS AND DISBURSEMENT SCHEDULE
(max length: one page)
a) Management Arrangements
This section should describe in detail the project management arrangements and responsibilities of
the Implementing Agency, the Executing Agency and any other project partners. Please indicate the
names of project management personnel if known and relevant responsibilities.


The Executing Agency will oversee and monitor the project and act as UNDEF’s agent for
project oversight and will be responsible for ensuring that all financial, monitoring, reporting
and evaluation requirements are met.
The Implementing Agency will bear substantive responsibility for delivering the outputs of the
project.
The Executing Agency may wish to enter into an agreement with the Implementing Agency in line with
its own procedures. A brief description of such arrangements should be included in this section. The
Executing Agency and the Implementing Agency will also need to determine which of them is
responsible for entering into contracts with any companies or individuals involved in the project. UNDEF
does not consider that it has any formal relationship with any such third parties. All such payment
arrangements need to be noted in the project document at the outset of the project. The Executing Agency
will also be responsible for obtaining a signature of each sub-grantee (if any) on the Legal Commitments
(Annex V).
b) Disbursement Schedule – Read carefully
In most cases, the Executing Agency will receive the grant in two tranches, one for each year of
implementation, and will manage any financial disbursements to the Implementing Agency or other
project partners as per implementation arrangements or payment schedules concluded with them. All such
payment arrangements and timelines of disbursement need to be noted in the project document at the
outset of the project.
The first tranche is disbursed upon the project document’s signature. The second tranche is disbursed
upon submission of the relevant narrative and financial reports and provided a significant amount of the
first tranche has been spent. It is strongly recommended that the project budget and the tranche amounts
coincide with the financial reporting cycle to UNDEF (see section 8), to minimize the need for additional
reports.
The Executing Agency will normally be entitled to charge 7% of the Total Project Cost (TPC) for its
overhead cost in overseeing the project, unless otherwise agreed to by UNDEF. This fee must cover all
financial, contractual, reporting, monitoring, evaluation and other agreed services to the project.
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8. MONITORING, REPORTING AND EVALUATION
(max length: one page)
a) Monitoring
Project monitoring is done in two ways:
1) The Implementing Agency must monitor its own activities. Please indicate how this will be
accomplished and who in the Implementing Agency will act as the focal point.
2) The Executing Agency is responsible for monitoring the implementation of the key activities and
the use of funds by the Implementing Agency and reporting back to UNDEF. Please indicate how
this will be done and who in the Executing Agency will act as the project focal point.
b) Narrative and Financial Reporting
The Executing Agency is responsible for submitting a number of reports to UNDEF in consultation with
the Implementing Agency.
Please indicate the point of contact responsible in the Executing Agency for submitting all project
reports.
Narrative reporting
The following narrative reports shall be submitted according to the set timeline and using the required
format available on the UNDEF website.
1. The Mid-term Progress Report: it must be submitted to UNDEF no later than 13 months from
the project start date (as listed on the cover page of the signed project document) OR when
requesting the second disbursement of funds, whichever comes first.
2. Final Narrative Report: The Final Narrative Report should be submitted three months after the
completion of the project
The reports must be in either English or French, the two official working languages of the United
Nations Secretariat.
Financial reporting
Throughout the project implementation, the Executing Agency shall provide financial reports to UNDEF.
The following financial reports shall be submitted according to the set timeline and using the required
format available on the UNDEF website. No other reports will be accepted:
 Annual Interim Financial Statement: to be submitted by 31st January of each project year,
showing cumulative income and expenditure to date. The statement must be signed by the
designated authorized representative at the UN Agency or Country Office (CO).
 Annual Certified Financial Statement: to be submitted by 31st May of each project year,
showing cumulative income and expenditure to date. The statement must be signed by the UN
Agency’s authorized representative at HQ.

For additional information on UNDEF monitoring and reporting requirements, please also read UNDEF’s 5th Round Monitoring and Reporting
Guidelines available on UNDEF’s website.
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

Final Interim Financial Statement: to be submitted three months after the project end date.
The statement should be signed by the designated authorized representative at the UN Agency
or Country Office (CO).
Final Certified Financial Statement: to be submitted no later than 30th June of the year
following the financial closing of the project. The statement must be signed by the UN
Agency’s authorized financial representative (e.g. Controller) at HQ.
Financial reporting should comply with the following requirements:
- Financial reports shall reflect the expenditures incurred against the amount received
from UNDEF.
- All financial reports shall be certified by an authorized official of the Executing
Agency
and
submitted
timely
and
simultaneously
to
UNDEF
(democracyfund@un.org) and to the Accounts Division of the United Nations
(trustfund@un.org).
- Expenditures will not be accepted beyond the agreed project completion date.
- Unless prohibited by the Executing Agency’s financial rules and regulations,
financial reports will include interest income accrued on the amount remitted from
UNDEF.
- At the completion of the project, any unexpended or uncommitted part of the
contribution will be returned to UNDEF, along with all interest income, jointly with
the final financial report.
- Final refunds of unspent funds, including all accrued interest, where applicable,
shall be deposited to the designated UN bank account by 30 June of the year
following the end of the implementation period. Such refunds shall be reflected in
the Executing Agency’s final certified financial reports.
c) Evaluation
The Executing Agency is responsible for conducting an evaluation at the end of the project. The cost of
the evaluation is covered by the Executing Agency fee. This evaluation should be carried out by an
independent and external entity. UNDEF will also liaise with the EA, as necessary, to determine the
best course for conducting evaluations.
Executing Agencies are also responsible for ensuring the collection of baseline data to be used for the
evaluation.
9. PARTNERSHIP AND DONOR INFORMATION
(max length: one page)
a) Funding Sponsors
Please provide:
1. Details of other funding sponsors in relation to this project, if applicable. Include:
- The sponsor’s name and funds contributed
- Whether the funds are parallel, matching, or follow-on.
- The activities to be funded by other funding sponsors.
2. Also mention any funding that is being sought but not yet secured at the time of the project document
negotiation.
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b) Implementing partners and contributions
Please provide details on the current Implementing Partners and their respective roles in the project
implementation. The intention to identify and work with additional Implementing Partners after the
project document negotiation has been completed should also be indicated. Details of these additional
Implementing Partners should be communicated to UNDEF at a later date.
In-kind contributions to the project by the Executing Agency, Implementing Agency or Implementing
Partners should also be indicated in this section.
Finally, in Annex IV, provide contact information for the Executing Agency, Implementing Agency,
and Implementing Partners.
10. LEGAL COMMITMENTS
(max length: one page)
All project documents must contain the set of legal commitments outlined in Annex V as a final
attachment. These commitments cannot be modified.
11. CHECKLIST
Once you have finalized your project document, please ensure the following:






Did you follow the correct guidelines i.e., CSOP + EA?
Did you ensure that you have included all the required information in line with these guidelines?
Did you include the correct cover page? (Annex I)
Is the cover page signed by both the Implementing and Executing Agency?
Did you include the results framework? (Annex II)
Did you include the budget in two different ways?
1. in the Results Framework? (Annex II)
2. as a separate Excel file? (Annex III)
 Do the budgets add up to the UNDEF grant amount and are they consistent with each other?
 Did you provide Contact Information? (Annex IV)
 Did you include the Legal Commitments? (Annex V)
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ANNEX I
PROJECT DOCUMENT COVER PAGE
UNDEF Project Number:
____________________
Project Title:
__________________________________________
Country/Region:
__________________________________________
Executing Agency:
__________________________________________
Implementing Agency:
__________________________________________
Implementing Partner(s):
1. ________________________________________
2. ________________________________________
Duration:
24 months
Project Start Date:
(to be inserted by UNDEF) ___________________
Project End Date:
(to be inserted by UNDEF) ____________________
Funding Round and Year of Grant:
Fifth Funding Round, 2010____________________
Amount of UNDEF Grant in USD:
__________________________________________
Project is Co-financed:
No □
Yes □ Co-financing Amount :
Total Project Budget :
Project Summary:
Summarize the overall objective of the project (5 lines maximum)
(Implementing Agency, Authorized Representative’s Name, Title & Organization)
(date)
(Executing Agency, Authorized Representative’s Name, Title & Organization)
(date)
Roland Rich
(Executive Head of UNDEF)
(date)
Fifth Funding Round - 2010
11
ANNEX II
RESULTS FRAMEWORK- SAMPLE
UNDEF Project Title:
Project objective: Increased awareness of civic rights among indigenous populations in country X, OR Increased involvement in governance and democratic processes
by women in country X, OR Increased participation in national and local elections by rural youth in country X.
Please include 2-4 outcomes, and as many indicators as necessary (at least 1 indicator for each outcome) along with the relevant baseline data and targets.
Baseline data can be quantitative (number, percentage, ratio etc.) or qualitative (a short description of the situation). If baseline data are not currently available,
please indicate the type of data and how they will be collected. The target timeframe should be in keeping with the expected timeframe of the project cycle (2
years).
Outcome 1: Increased awareness of civic rights among indigenous populations in the 5 project districts by 2015
Indicator 1.1: Percentage of indigenous populations aware of their rights under the new electoral administration laws
Baseline: 2009: 20% of indigenous people said they were aware of their rights (survey done by agency X).
Target: 2015: 70% of indigenous people aware of their rights in the 5 project districts.
Indicator 1.2: Percentage of indigenous populations with access to resources on government schemes and benefits
Baseline: 2009: 2% of indigenous populations had access to information on available government schemes and benefits (survey by agency X)
Target: 2016: 70% of indigenous populations have access to information on available government schemes and benefits in the 5 project districts
Outcome 2: Increased dialogue between women’s groups and local government in 5 project districts by 2015
Indicator 2.1: Percentage of local government representatives that have the necessary awareness and understanding on women’s issues
Baseline: 2009: 3% of government representatives in decentralized governance structures had the necessary awareness and understanding of issues related to women
(survey conducted in 5 project districts by agency X).
Target: 2015: 60% of government representatives in decentralized governance structures in the 5 project districts have the necessary awareness and understanding of
issues related to women.
Indicator 2.2: Proportional representation of women in local government structures and forums
Baseline: 2009: 4% of participants in local government structures and forums (public hearings, stakeholder forums etc.) were female (survey conducted in 5 project
districts by agency X).
Target: 2015: 35% of participants in local government forums (public hearings, stakeholder forums etc.) are female.
Outcome 3: Increased participation by rural youth in national and local electoral processes in the 5 project districts by 2015
Indicator 3.1: Percentage increase of rural youth registered to vote
Baseline: 2011: 19% of rural youth registered to vote (Electoral Office database)
Target: 2015: 20% annual increase in percentage of rural youth registered to vote in the 5 project districts
Indicator 3.2: Ratio of voter registration centers per population in rural areas
Baseline: 2009: 1 center to 11,000 people (Electoral Office database and National Planning Agency’s 2010 demographic survey)
Target: 2015: 1 center to 4,000 people in rural areas in the 5 project districts
Outcome 4: …
Indicator 4.1: …
Baseline: …
Target: …
(...)
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Baseline Data
Outputs
Key Activities
Milestone
Q
1
Timeframe
(2 years – 8 quarters)
Q Q Q Q Q Q
2
3
4
5
6
7
Responsible
Party
Q
8
Budget per
output
(rounded to
the nearest
US$1,000))
Outputs for Outcome 1
A comprehensive baseline
survey on civic awareness has
never been conducted in the
project districts. A basic survey
was conducted in 2009 by
agency X, in which only 20% of
indigenous people said they
were aware of their rights.
No TOT civic awareness
programs have ever been
conducted in these districts. 1
CSO out of 10 has the capacity
to implement civic education
programs (2010 Survey by
agency Z)
1. A comprehensive baseline
survey and needs assessment
produced on civic awareness
among indigenous
populations in the 5 project
districts
2. TOT civic awareness
program conducted in 5
districts for 2500
representatives from
indigenous groups and local
CSOs
1.1 Design format and content of
baseline survey/needs assessment
x
1. 2 Conduct the baseline
survey/needs assessment in 5 districts
x
1.3 Publish assessment findings as a
comprehensive report
x
1.4 Disseminate report to key
stakeholders, including CSOs and
government representatives
2.1 Identify key CSOs and indigenous
representatives in each project district
and invite them to take part in the
awareness program
x
x
2.2 Design training methodology,
content and materials
2.3 Conduct 30 TOT programs in 5
project districts
No such civic programs have
been conducted to date. Only
20% of indigenous were aware
of their rights (2009 survey by
agency X)
3. Cascade programs on civic
awareness conducted by these
trained representatives in 5
project districts for 25,000
indigenous people
x
x
2.4 Gather evaluation material and
feedback from participants
x
x
x
3.1 Adapt training methodology,
content and materials as needed from
output 2
x
Fifth Funding Round - 2010
5,000
Organization
A
15,000
Organization
B
20,000
x
x
3.2 Conduct 500 village-level civic
awareness programs
Organization
A
M2
x
x
x
x
13
3.3 Gather evaluation material and
feedback from participants
Only 2% of indigenous
populations had access to
information on available
government schemes and
benefits (survey by agency X in
2009). No comprehensive
database on government
resources exists.
No such resource centers exist
to date. Only 2% of
indigenous populations had
access to information on
available government schemes
and benefits (survey by agency
X in 2009).
(…)
No such sensitization
programs for government
representatives have been
conducted to date. Only 3% of
government representatives in
4. Comprehensive database
prepared on government
schemes and benefits available
to indigenous populations
5. Five Resource Centers
established and equipped in
each project district (25 centers
in total)
(…)
Outputs for Outcome 2
1. 3 sensitization programs on
critical needs and issues of
women conducted for local
government representatives in
each of the project districts (15
x
4.1 Collect information on all current
schemes and benefits
x
4.2 Design database and conduct user
testing
4.3 Launch comprehensive database
and disseminate to relevant
stakeholders, including local
government, and CSOs and CBOs in
project districts
4.4 Collect ongoing usage statistics
and feedback
5.1 Procure infrastructure for
resource centers and identify
organizations to house the centers
(CSOs, CBOs, local govt. offices)
x
5.2 Install the database and IEC
materials on civic rights and state
programs in each Resource Center
5.3 Select and train Resource Center
managers
5.4 Hold monthly orientation sessions
on IEC materials and database
5.5 Provide ongoing access and
services to local indigenous
populations
5.6 Conduct ongoing feedback and
evaluation of the service
(…)
1.1 Design the format, content and
materials for the sensitization
programs, in conjunction with
representatives of women’s groups
Fifth Funding Round - 2010
x
x
x
Organization
s A, B and C
5,000
Organization
s A, B and C
50,000
(…)
(…)
Organization
s A and B
12,000
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
14
decentralized governance
structures have the necessary
awareness and understanding
of issues related to women
(survey conducted in 5 project
districts by agency X in 2009)
No such sensitization
programs for government
representatives have been
conducted to date. Only 4% of
participants in local
government structures and
forums (public hearings,
stakeholder forums etc.) were
female (survey conducted in
2009 in 5 project districts by
agency X).
(…)
Only 19% of rural youth are
registered to vote (Electoral
Office database, 2011)
programs total)
2. 8 linkage workshops are
held in each project district (40
workshops total) to increase
dialogue between local
government and women’s
groups
(…)
Outputs for Outcome 3
1. Conduct regular voter
registration/education drives
during the project cycle
1.2 Liaise with key stakeholders from
local governments, CSOs and CBOs
to ensure participation in program
1.3 Conduct sensitization programs in
5 districts
1.4 Gather evaluation material and
feedback from participants
2.1 Design the format, content and
materials for the workshops, with
input from key stakeholders
2.2 Liaise with key stakeholders from
local governments, and women’s
CSOs/CBOs to ensure participation in
workshops
2.3 Conduct the linkage workshops in
5 districts
2.4 Gather evaluation material and
feedback from participants
2.5 Compile outputs of workshops as
a comprehensive report on program
and policy priorities for women’s
issues
2.6 Disseminate the report to key
stakeholders, including media and
national government
(…)
x
x
x
x
x
x
x
Organization
B
25,000
(…)
(…)
Organization
A
12,000
x
M3
x
x
x
x
x
x
x
x
x
x
x
x
1.1 Create linkages with Electoral
Office and National Planning Agency
x
1.2 Identify areas with lowest voter
x
Fifth Funding Round - 2010
x
15
registration and low ratios of voter
registration centers per population
1.3 Conduct 6 voter
education/registration drives in each
project district, and set up mobile
registration centers in selected areas
There is only 1 center to 11,000
people in rural areas(Electoral
Office database and National
Planning Agency’s 2010
demographic survey)
(…)
(…)
1.4 Conduct ongoing voter education
and registration at Resource Centers
in each district
(…)
Fifth Funding Round - 2010
x
x
x
x
x
x
x
x
x
x
x
x
(…)
TOTAL PROJECT COST
UNDEF Monitoring and Evaluation
TOTAL UNDEF GRANT
(…)
US$
US$
US$
16
ANNEX III
PROJECT BUDGET IN US DOLLARS (SAMPLE)
ANNEX IV
CONTACT INFORMATION
In this section, please provide the following contact details for all project partners:
Executing Agency
Name of Organization:
Address:
Telephone/Fax:
Web Site:
Point of Contact:
Title:
Telephone/Fax:
Web Site:
Email:
Alternate point of contact
Title:
Telephone/Fax:
Web Site:
Email
Implementing Agency
Name of Organization:
Address:
Telephone/Fax:
Web Site:
Point of Contact:
Title:
Telephone/Fax:
Web Site:
Email:
Alternate point of contact
Title:
Telephone/Fax:
Web Site:
Email
Implementing Partner(s)
Please provide for every Implementing Partner if applicable:
Name of Organization:
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Address:
Telephone/Fax:
Web Site:
Point of Contact:
Title:
Telephone/Fax:
Web Site:
Email:
Sponsors and Contributions to the project
Please indicate contributions made by every Implementing Partner in cash or in kind (if applicable)
Implementing Agency
Implementing Partners
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ANNEX V
LEGAL COMMITMENTS FOR CSOP+EA
“Signature of this project document commits all parties to abide by the following:
a.
As per ECOSOC Resolution 1996/31on consultative relationship, as well as the UNDPI criteria for associated
NGOs, the aims and purposes of all Executing and Implementing Agencies are in conformity with the spirit,
purposes and principles of the Charter of the UN.
b. The Executing and Implementing Agency agrees to undertake best efforts to ensure that none of the funds
received from UNDEF are used to provide support to individuals or entities associated with terrorism and that the
recipient of any amounts provided by UNDEF do not appear on the list maintained by the UN Security Council
Committee established pursuant to Security Council Resolution 1267 (1999) and that this undertaking form part of
any and all sub-contracts entered into by the grantee.
c. The Executing and Implementing Agency does not intend to provide any type of support for any member, affiliate
or representative of an organization that recommends or is apologetic of the use of violent means in political
action in general and of terrorism in all its forms and manifestations in particular, as stated in the 2005 World
Summit Outcome document (§81).
d. All CSO partners to this project are duly constituted nationally or internationally and where applicable, comply
with existing national legislation regarding formal registration and public accountability.
e. All CSO partners to this project have statutes or by-laws providing for a transparent process of decision-making,
election of officers and members of the Board, and the CSO has authority to speak for its members through its
authorized representatives identified in this project document.
f. All CSO partners agree to abide by the “UNDEF Branding and Visibility Guidelines” and any related requests
from UNDEF in all activities and products of the project in a manner fitting to the local political and cultural
context.
g. The Executing Agency agrees to be responsible for the overall management of the project and will bear all
financial and reporting responsibilities including the final evaluation report to UNDEF as per the UNDEF
Monitoring and Reporting Guidelines. The Executing Agency also agrees to be responsible for contracts and
implementation arrangements with any implementing partners or individuals involved in the project.
h. All parties agree to take all necessary measures to facilitate monitoring and evaluation as and when required by
UNDEF or a third party on its behalf.
i. All funds will be transferred from UNDEF to the designated Executing Agency in US Dollars. Any onward
payments made in currencies other than US Dollars will be determined by applying the rate of exchange in effect
on the date of payment. Should there be a change in the rate of exchange prior to the full realization of the project,
which may affect the ability to carry out project activities; the Executing and/or Implementing Agency will be
expected to adjust project design so as to stay within available resources.
j. All financial accounts and statements shall be expressed in US Dollars.
k. Any interest income accrued on the amount remitted from UNDEF will be reported in the financial statements,
unless prohibited by the Executing Agency’s financial rules and regulations, and returned to UNDEF after project
completion.
l. All parties agree to provide financial expenditure reports and certified financial statements as per the UNDEF
Monitoring and Reporting Guidelines available on the UNDEF website.
m. The Executing Agency agrees to return the remaining balance of funds to UNDEF upon completion of the project.
n. Receipts and justification documents for project expenditures must be kept and made readily available in case of
any audits.
o. UNDEF reserves the right to terminate this project should in UNDEF’s view, circumstances so require. Upon
termination, no further funds will be disbursed.
p. Assets approved and purchased under this project do not fall under the financial or managerial control of UNDEF
at any stage of the project. UNDEF is not involved in their acquisition, in decisions concerning access, or in the
assumption of risks associated with these assets. Consequently, the Implementing Agency, in consultation with
the Executing Agency if applicable, is responsible for all financial and managerial control and accountability of
these assets throughout the life cycle of the project and beyond, in accordance with its own rules.”
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APPENDIX
PROJECT DOCUMENT GLOSSARY
Activity
Assumption
Baseline data
CSOP
CSOP+EA
Evaluation
Executing Agency
Impact
Implementing Agency
(IA)
Implementing
Partner
Inputs
Monitoring
Objective
Outcome
A specific action or process undertaken by an organization to convert resources
(inputs) to products or services (outputs).
Hypothesis concerning external factors or conditions that need to be met for the
progress or success of a project. Assumptions highlight external factors, which
are important for the success of project, but are largely or completely beyond
the control of the management team. (See also Risk)
Data gathered before a project that describe the situation to be addressed by the
project and that serve as the starting point for measuring performance. Baseline
data are collected prior to the commencement of the project to serve as a basis
of comparison and progress. They are used to determine the
accomplishments/results and serves as an important reference for evaluation.
CSO-Implemented projects without Executing Agency (CSOP)
Projects where the CSO or other applicant does not partner with an Executing
Agency. The CSO is responsible for the overall management of the project and
bears all substantive, financial, monitoring and reporting responsibilities.
CSO-Implemented projects with Executing Agency (CSOP + EA)
Projects where the applicant partners with an Executing Agency who will
oversee and monitor the project and act as UNDEF’s agent for project
oversight. The CSO or other applicant will bear responsibility for achieving
results in the project. The Executing Agency will oversee the project and will
bear all financial, monitoring, reporting and evaluation responsibilities.
Process that seeks to determine as systematically and objectively as possible
the relevance, effectiveness and impact of a completed project light of its
objectives and accomplishments/outcomes. It encompasses the design,
implementation and results with the view to providing information that is
credible and useful, enabling the incorporation of lessons learned.
Generally a UN Agency with which the CSO has decided to partner for the
implementation of the project. The role of an Executing Agency is to support
and monitor the project and act as UNDEF’s agent for project oversight. The
Executing Agency bears all financial, monitoring, reporting and evaluation
responsibilities to UNDEF in consultation with the Implementing Agency.
Impact is the long-term effect of your project’s objectives. These effects may
be achieved directly or indirectly and they may be intended or unintended.
Civil Society Organization (CSO) that has received a grant from UNDEF. It is
responsible for the overall management of the project and for substantive
financial management, monitoring and reporting.
Civil Society Organizations (CSOs) with which the Implementing Agency has
decided to partner, to carry out specific project activities and for which the
Implementing Agency assumes full responsibility vis-à-vis UNDEF.
Resources used in a project (i.e. experts, equipment, funds)
Actions of ensuring that project activities are taking place in accordance with
project document.
Description of the overall desired achievement of a project involving a process
of change and aimed at meeting certain needs of identified beneficiaries. A
good objective meets the criteria of being impact oriented, measurable, specific
and practical.
Actual or intended changes in conditions that the project is seeking to support.
The basic unit of measurement of progress toward achieving an objective.
The measurable accomplishment/outcome of a project.
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Outcome indicator
Output
Risk
A measure, quantitative or qualitative, used to measure the extent to which
expected outcomes (change, performance) have been achieved.
Tangible products and services delivered by a project through project activities
to achieve project expected outcomes and objectives. Outputs relate to the
completion of activities. A measure of the quantity of a service or product
provided (may include a quality component)
Assessment of the external factors, conditions that may cause the project to fall
short of its objective(s)/outcome(s). (see also assumption)
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