First Call for Proposals
Improving services in the informal areas,
enhancing employability and promoting
income generation
Training Session (First day)
13 November 2013
Ministry of Planning
European Union
Page 1
Concept Note
2
Page 2
AGENDA
3
•
How to develop a Concept Note
•
How to Apply
Page 3
General Comments
4
Page 4
Does not exceed 5 full pages (A4 size) of Arial 10
characters with 2 cm margins, single line spacing;
Typed and written in ENGLISH
Only the CN will be evaluated so it is of UTMOST
IMPORTANCE that all the important elements
regarding the action are contained therein
Please follow the template in PART A of the
Application Form
Page 5
Concept Note
• provides the information requested under the headings
below, in the order in which it is requested, and in
proportion to its relative importance (see the relevant
scores set out in the evaluation grid and in the
Guidelines);
• provides full information (as the evaluation grid will be
applied solely on the information in the concept note);
• is drafted as clearly as possible to enable it to be
evaluated.
6
Page 6
sections Concept Note
7
Page 7
1. SUMMARY OF THE ACTION (Max 1 page)
8
Page 8
Title of the action:
[Lot:
- Please tick the box corresponding
to the specific lot for which you are
applying::
X
Y
Location(s) of the action: — specify
country(ies), region(s) that will benefit
from the action
Total duration of the action (months):
EU financing requested (amount)
EU financing requested as a
percentage of total budget of the
Action (indicative)
Objectives of the action
<EUR / currency of the Contracting Authority
>
%
<Overall objective(s)>
<Specific objective(s)>
Target group(s)
Final beneficiaries
Estimated results
Main
9 activities
Page 9
1. SUMMARY OF THE ACTION (MAX 1 PAGE)
•
•
•
•
•
•
•
•
•
•
10
Title of the action and Lot Number
Location
Total duration of the action
EU financing requested
EU financing requested as a percentage of total
budget of the Action (indicative)
Objectives of the action
Target group(s)
Final beneficiaries
Estimated results
Main activities
Page 10
Title of the Project
• This is not an important section; nevertheless, your title should be brief, clear and interesting
and unambiguous (Do not make it "cute").
• Think of your title as a mini-abstract. A good title should paint a quick picture for the reader
of the key idea(s) of your project.
• The words you use in your title should clearly reflect the focus of your proposal.
• The most important words should come first, then the less important words.
Notice that both of the following titles use basically the same words, except in a different
order.
The project with Title Number 1 appears to be focused on women. The project with Title
Number 2 appears to be focused on the promotion of self-employment. However, both projects
are the same! Make sure your words are in the correct order and clearly reflect what your project
is about.
Title 1 Women and the Promotion of Self-Employment
Title 2 Promoting Self-Employment among women
11
Page 11
Location of the action
In this section you describe the region in which the
project will be implemented and which will benefit from
the project. It is important to be realistic when deciding
the number and /or size of the region(s).
Duration of the action
In months and make sure your stated duration is in
conformity with that stated in the Guidelines for
Applicants.
12
Page 12
EU Financing requested (amount)
Make sure that the amount requested for the particular lot is within
the limits given in the Guidelines for Applicants and that it matches
the figure given in the first column of the summary table at the front
of the application form. Be absolutely sure that this does not exceed
the maximum or minimum amounts or the maximum percentage
(80%) specified in the Guidelines for Applicants. All the figures
you insert in this table should correspond exactly to those you
present in the Budget for the project and, in fact, these figures
should only be inserted after you have completed the budget.
13
Page 13
Objectives of the Action
The overall objective describes your project’s
broad and long term objective in the wider policy
context. It gives the answer to the question “Why
is the project important? The overall objective
states the overall development aim towards which
your more specific project purpose should
contribute. Overall objectives commonly begin
with the following wording: “To make a
contribution to….”
14
Page 14
Objectives of the Action
Important things to remember about the overall objective are:
•You cannot achieve the general objective or goal on your own as a project
organisation. Your project will make a contribution towards achieving it.
•The general objective or goal provides a benchmark against which the success of
your project and that of others with a similar purpose can be measured.
•The overall objective or goal should be compatible with your organisation’s mission
statement and with the overall objective of call for proposals (Section 1.2 of the
Guidelines for Applicants).
15
Page 15
The specific objective
The specific objective is usually something that your project should
be able to achieve through its work.
It is an outcome that should be possible in the time specified, and it
is the strategy the organization and the project believe will address a
particular problem in a particular area, making a contribution to
achieving the overall objective or goal.
Remember a good specific objective usually states:
•What you want to achieve (your ends)
•How you want to achieve it (your means)
•Who the final beneficiaries will be.
16
Page 16
Avoid these mistakes
 The overall objective of the project is not in line with the objective of the
Grant Programme;
 The Project’s specific objective is unclear which makes it impossible for
the evaluator to check for compliance between the objectives of the
proposed project and those of the Grant Scheme Programme;
 Lack of coherence between the project objectives and the identified needs
and problems;
 The project’s specific objective is unrealistic and not achievable during the
lifetime of the project.
 The project’s specific objectives are formulated as activities (a very
common mistake in the formulation of specific objectives).
17
Page 17
“Target groups” are
the groups/entities
who will be directly
benefit from the
action at the action
purpose level.
18
“Final beneficiaries” are
those who will benefit
from the action in the
long term at the level of
the society or sector at
large
Page 18
Estimated results
You need to be brief here but include all of the expected
results you specified in the next section (Description of
the Action, line 6).
Main Activities
List the main activities using the activities that you have
listed at in the next section (Description of the Action,
line 6). The activities you describe here should also
correspond to those listed in the Action Plan at Section
2.1.3.
19
Page 19
The best time to prepare
the Project Summary is
after you have completed
the entire project design
and development (and you
understand all aspects of
your project very well).
20
Try to keep in mind that
someone will be
reviewing your proposal
and you would like to
have this person be very
positive about what you
have written.
Page 20
The Project Summary will probably form a strong
impression in the mind of the evaluator.
Work on your Project Summary so
that you can avoid giving this
person the opportunity to say
things like:
•
Not an original idea
• Problem is not important
• Rationale is weak
•Results are vague and uncertain
• Does not have relevant
experience
•Proposal is unfocused.
21
Page 21
2- DESCRIPTION OF THE ACTION (Max 1 page)
22
Page 22
1. DESCRIPTION OF THE ACTION (max 1 page)
• Give the background to the preparation of the action.
• Explain the objectives of the action
• Describe the key stakeholder groups, their attitudes
towards the action and any consultations held with them.
• Briefly state the type of activities proposed and specify
related outputs and results, including a description of
linkages/relationships between activity clusters.
• State the broad timeframe for the action and describe any
specific factor that has been taken into account.
23
Page 23
•Give the background to the preparation of the Action
•Explain here how you went about preparing the project.
• Was the project developed by an individual or by a by a
committee or panel with one person doing the writing of the
proposal.
•Detail other organisations involved in the development
process and describe the number of meetings held to discuss
project design, etc.
• Projects should not be developed without consultation with
key stakeholders and representatives of the target group(s).
24
Page 24
Explain the objectives of the action given in the table
in Section 1.1.
Elaborate here on the objectives referred to in the
table in section 1.1 above taking into account the
advice given on formulating and writing objectives in
section 1.1.
25
Page 25
Describe the key stakeholder groups, their attitudes
towards the action and any consultations held with
them.
Good practice requires the project to be based on
consultations with the target groups – surveys, interviews,
focus groups, etc. Therefore, in this section explain in
what ways you have already had contact with the target
group, in what ways have members of the target group
been involved in the preparation of the proposal and show
that you have the support of the target group to move
ahead with the project. If, in the project preparation stage
you conducted a special needs assessment survey or have
tested the project methods, do not forget to attach a short
report on the survey in your proposal
26
Page 26
Briefly states the types of activities proposed and specify
related outputs and results, including a description of
linkages/relationships between activity clusters.
In this section you need to describe what the project will
do (the activities) in order to deliver its intended
objectives. Only describe those activities that lead to
concrete results. Provide a title and brief description of
each activity to be undertaken to produce the results you
specified in the table in 1.1, specifying, in particular, the
role of co-applicant(s) (or associates and/or affiliates) in
the implementation of activities and related results /
outputs.
27
Page 27
State the broad timeframe for the action and describe any
specific factor that has been taken into account.
Your description of activities should be sufficiently detailed to
allow evaluators and monitoring officers to understand exactly
what you are intending to do and also to allow them to make an
assessment of the costs you have allocated to each activity.
The description of each activity should be detailed and specific
and should give an answer to the following questions: What?
How? How many? Where? Who? How long? When?
28
Page 28
Major mistakes in describing Activities
•No compliance between activities, results, objectives;
•Too many activities;
•Including activities which do not lead to achievement of
project purpose;
•Some of the activities overlap with responsibilities and
activities of central/local administration;
•Activities are not clearly described and in sufficient
details.
29
Page 29
3. RELEVANCE OF THE ACTION
(Max 3 page) 30 POINTS
30
Page 30
RELEVANCE OF THE ACTION
1.1.1 Relevance to
the
objectives/sectors/th
emes/specific
priorities of the call
for proposals
31
1.1.3. Describe and
define the target
groups and final
beneficiaries, their
needs and
constraints and how
the action will
address these
needs
1.1.2 Relevance to the particular
needs and constraints of the
target country/countries, region
(s) and/or relevant sectors
(including synergy with other
EU initiatives and avoidance of
duplication)
1.1.4. Particular addedvalue elements
Page 31
1.1.1 Relevance to the
objectives/sectors/themes
/specific priorities of the
call for proposals
Describe the relevance of the action to the objective(s) and priority
(ies) of the call for proposals.
It is absolutely imperative that the overall and specific objectives of
your project are very close and in compliance with the overall and
specific objectives and priorities of the current call for proposals and
you should clearly identify these from the guidelines for Applicants in
respect of the call for proposals.
32
Page 32
1.1.1 Relevance to the
objectives/sectors/theme
s/specific priorities of the
call for proposals
Describe the relevance of the action to any specific subthemes/sectors/areas and
any other specific requirements stated in the Guidelines for the call, e.g., local
ownership etc.
This will not be the case for all calls and if the call you are addressing does not
then do not write anything under this question. However, certain calls for
proposals there will be a reference to sub-themes/sectors/areas. If that is the
case, make it clear how your proposed project addresses these requirements.
33
Page 33
1.1.1 Relevance to the
objectives/sectors/them
es/specific priorities of
the call for proposals
Describe which particular expected results referred to in the Guidelines for the call
will be addressed.
Calls for proposals will also specify that the programme under which the call is
funded is designed to achieve certain results. If this is the case, then try and
demonstrate how your project will make a contribution to that result. This will
not be the case for all calls and if the call you are addressing does not then do not
write anything under this question.
34
Page 34
1.1.1 Relevance to the
objectives/sectors/themes/specif
ic priorities of the call for
proposals
Describe/highlight eventual changes of the information provided in the
concept note (this only applies in the case of a restricted call for
proposals)
It is important that you clearly identify anything that has changed in the
concept note in relation to your project design or budget
35
Page 35
1.1.2 Relevance to the particular needs and
constraints of the target country/countries,
region (s) and/or relevant sectors (including
synergy with other EU initiatives and avoidance
of duplication)
State clearly the specific pre-project situation in the target
country/countries, region(s) and/or sectors (include quantified data
analysis where possible).
In order to complete this section you will need access to basic statistics on
the situation at both local and, if possible municipal/district and national
level. However, in the context of your project, the situation at the level
which your project plans to address is the most important
36
Page 36
1.1.2 Relevance to the particular needs and
constraints of the target country/countries,
region (s) and/or relevant sectors (including
synergy with other EU initiatives and avoidance
of duplication)
Provide a detailed analysis of the problems to be addressed by the action
and how they are interrelated at all levels.
In this sub-section provide a clear statement of the problem to show that
your proposed project is definitely needed and should be funded. You
should give an analysis of the target region / target groups answering the
following questions: What are the main problems affecting the target group
or target region? What are the causes of the problems? What are the effects
of the problems? What are the possible solutions?
37
Page 37
1.1.2 Relevance to the particular needs and
constraints of the target country/countries, region (s)
and/or relevant sectors (including synergy with other
EU initiatives and avoidance of duplication)
In addressing the point above, refer to any significant plans undertaken at
national, regional and/or local level relevant for the action and describe
how the action will relate to such plans.
Here you should concentrate on the pre-project situation in your
region/district/municipality and check if there are existing strategies which
relate to the issue being addressed by your project and / or the call for
proposals. If such strategies exist then explain how your project will
contribute to the implementation of that strategy. If no such strategies
exist, make this clear in your answer.
38
Page 38
1.1.2 Relevance to the particular needs and
constraints of the target country/countries, region (s)
and/or relevant sectors (including synergy with other
EU initiatives and avoidance of duplication)
Where the action is the continuation of a previous action clearly indicate
how the proposed action is intended to build on the activities/ results of
this previous action; refer to main conclusions and recommendations of
evaluations that might have been carried out.
39
Page 39
1.1.3. Describe and define the target
groups and final beneficiaries, their
needs and constraints and how the
action will address these needs
Identify the needs
and constraints of
each of the target
groups and final
beneficiaries.
Explain any participatory
process ensuring
participation by the target
groups and final
beneficiaries.
40
Give a description of
each of the target
groups and final
beneficiaries
(quantified where
possible), including
selection criteria.
Demonstrate the
relevance of the
proposal to the needs
and constraints of the
target groups and
final beneficiaries.
Page 40
Major Mistakes in Writing Section 1.1.3
 Analysis of the problems and needs of the target region and group (s)
is inadequate – superficial, not based on reliable data sources, etc.
 Project does not address the most pressing needs of the target groups;
 Target groups not clearly identified or too broad;
 Target groups are ineligible.
 No proof that the target groups and beneficiaries are aware of the
project idea and have expressed expectations / perceptions, i.e. no
evidence of activities conducted to ensure participation.
41
Page 41
1.1.4. Particular addedvalue elements
In this section you are asked to indicate any added value elements value
elements, in particular any specific added-value elements, e.g. the promotion or
consolidation of public-private partnerships, innovation and best practice, or
other cross-cutting issues such as environmental issues, promotion of gender
equality and equal opportunities, the needs of disabled people, the rights of
minorities and the rights of indigenous peoples. These could be:
Implementation of new effective approaches to a certain problem;
 Application of good practice models from other regions or countries;
Promotion of gender equality;
Promotion of equal opportunities for people with disabilities
42
Page 42
Scores
Concept Note – Evaluation Grid
1. Relevance of the action
(6)
1.1 How relevant is the proposal to the objectives and priorities of the Call for Proposals?*
Sub-score
5x2*
1.2 How relevant to the particular needs and constraints of the target region(s) is the proposal
(including synergy with other EU initiatives and avoidance of duplication)?
5x2
1.3 How clearly defined and strategically chosen are those involved (final beneficiaries, target
groups)? Have their needs been clearly defined and does the proposal address them appropriately?
5
1.4 Does the proposal contain specific added-value elements, such as environmental issues
(climate change), promotion of gender equality and equal opportunities (particularly women and
youth), needs of disabled people, rights of minorities and rights of indigenous peoples, or
innovation and best practices
5
2. Design of the action
Sub-score
2.1 How coherent is the overall design of the action?
In particular, does it reflect the analysis of the problems involved take into account external factors
and relevant stakeholders?
5x2*
2.2 Is the action feasible and consistent in relation to the objectives and expected results?
5x2*
TOTAL SCORE
43
30
20
50
Page 43
How to apply
Applicants prepare an envelope including:
• Concept Note - one original + 2 copies +
electronic version on CD-Rom
• Checklist – one original completed
• Applicant declaration – one original completed
and signed
44
Page 44
How to apply
The outer envelope must show:
 the reference number and the title of the call for proposals
 the full name and address of the applicant
 the words "Not to be opened before the opening session" and " ‫ال‬
‫”تفتح قبل جلسة فتح المظاريف‬
Concept Notes must be submitted in a sealed envelope by:
 registered mail
 private courier service
 hand-delivery
• Address:
GIZ
Participatory Development Programme
12 Saleh Ayoub Str., 5th floor, app. 12
11211 Zamalek, Cairo
45
Page 45
Questions
•
Questions about the Calls may be sent by e-mail to:
grant.queries@gizeg.com
•
Deadline to submit questions: 15 December 2013
•
GIZ has no obligation to provide further clarifications after this
date.
•
Replies to Frequently Asked Questions (FAQ) will be published
on:
https://webgate.ec.europa.eu/europeaid/onlineservices/index.cfm?do=publi.welcome
46
Page 46
Final Tips
•
Read the Guidelines very carefully: ALL THE INFORMATION PRESENTED TODAY IS
THERE!!!
•
Read the Application Form (Annex A) very carefully
•
Read the General Conditions of the draft contract very carefully
•
Check the EuropeAid and GIZ websites regularly for updates on Frequently Asked
Questions, corrigenda, or modifications to the calendar
•
Ensure that your contact details are up to date to facilitate correspondence
•
Use the checklist for Concept Note to ensure that you meet all the administrative
requirements
•
GIZ cannot advise on the eligibility of applicants, partners or actions
47
Page 47