ATPMM – a Guide to
Project Proposal Development
Workshop on ASEAN TELSOM Project Implementation &
Funding Management Manual (ATPMM)
Phnom Penh, 30 May 2014
Outlines
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Project proposal
Project proposal concept
Review of AIM2015 strategic thrusts
Full project document structure
Project budget
AICTF-eligible budget items
Project work plan
Amendments
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Project Proposal
• To propose a TELSOM/ATRC project, a project
proponent shall prepare:
– A Project Proposal Concept for consideration at
TELSOM/ATRC JWG & WGs meetings (Template 2)
– A Full Project Document for consideration and approval by
TELSOM/ATRC (PG2)
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Project Proposal Concept
• The project proposal concept should, at least, contain the
following information about the project:
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Title (project name)
AIM2015 Strategic Thrust/Initiative that the project supports
Purpose (high level goal or mission)
Background information (project context)
Objectives (project deliverables)
Proponent agency
Beneficiaries of the deliverables
Indicative work plan (list of activities)
Implementation method (main approach)
Funding source
Success indicators
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AIM2015: Vision and Strategic Thrusts
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AIM2015: Strategic Thrust 1
Economic Transformation
Initiative 1.1: Create a conducive environment where businesses can grow leveraging ICT
Action
1.1.1
1.1.2
Facilitate sharing and
exchanging of business
information amongst ASEAN
countries
Develop a framework to
facilitate transparent and
harmonised ICT regulations
Description

Engage the business community to identify their ICT needs and requirements

Leverage existing initiatives and nurture the development of content and
applications to facilitate information exchange and accessibility to data

Develop a conducive ICT environment for businesses

Harmonise regulatory practices and ICT standards
Initiative 1.2: Develop Public-Private Partnership (PPP) initiatives for the ICT industry
1.2.1
Action
Description
Share various PPP models
and practices amongst
ASEAN countries to formulate
PPP models for the
implementation of ICT
projects
Determine best practice models most suitable for ICT partnerships between the
government and the private sector across ASEAN
Adopt best practice PPP models for ICT projects to promote clarity and
transparency between governments and the private sector in ASEAN
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AIM2015: Strategic Thrust 2
People Engagement and Empowerment
Initiative 2.1: Ensure affordable broadband access to every community
Action
Study to lower intra2.1.1
ASEAN roaming charges
Description

Analyse how intra-ASEAN roaming charges are derived and can
be made cheaper to promote the use of mobile broadband across
the region
Initiative 2.2: Ensure affordable ICT products
Action
Enhance implementation
2.2.1 of mutual recognition
arrangements (MRAs)
Description

Ensure that all technical standards are in the ASEAN working
language (English)

Adopt common standards to reduce time-to-market for ICT
products
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AIM2015: Strategic Thrust 2
People Engagement and Empowerment
Initiative 2.3: Ensure affordable and seamless e-services, content and applications
Action
2.3.1
2.3.2
Survey and study to
identify gaps and
determine e-services to
be developed
Provide incentives or
grants to promote eservices and content
development
Description

Identify relevant e-services to be developed, considering in particular the cost of
such e-services and location of content

Nurture an environment to facilitate the development of affordable e-services

Promote e-services that can be adapted for local usage

Develop criteria to provide incentives to develop ASEAN-wide e-services and
content

Provide incentives to individuals and businesses to engage in e-services and
content development
Initiative 2.4: Build trust
Action
2.4.1
2.4.2
Promote secure
transactions within
ASEAN
Outreach campaign to
promote awareness of
cyber-security
Description

Develop mutual recognition arrangements for cross-certification of digital
certificates within ASEAN


Promote the use of two-factor authentication
Create public awareness through education about online security

Forge joint collaboration with industry and other stakeholders

Ensure personal data protection
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AIM2015: Strategic Thrust 3 - Innovation
Initiative 3.1: Create Innovation Centres of Excellence (COE) for Research and Development (R&D) of ICT services
Action
Description

Establish COEs across ASEAN to promote R&D, innovation and transfer of technology
3.1.1
Establish networks of COEs

Connect COEs to facilitate the exchange of ideas and promote greater collaboration
amongst ASEAN ICT experts
3.1.2
Develop ASEAN digital content
exchange

Develop platform to facilitate and promote the exchange of content

Promote IPR enforcement through sharing of best practices, guidelines and frameworks
across ASEAN to safeguard innovation
3.1.3
Promote Intellectual Property
Rights (IPR) at ASEAN level to
safeguard innovation

Provide incentives for R&D efforts as well as to acknowledge, recognise and reward ICT
experts
Initiative 3.2: Promote innovation and collaboration amongst government, businesses, citizens and other institutions
Action
Description

Develop ASEAN ICT awards to promote creativity and encourage innovation
3.2.1
Recognize and reward ICT
innovators

3.2.2
Launch the ASEAN CIO forum

Provide incentives for R&D efforts to acknowledge, recognise and reward ICT
innovators
Develop platform to promote sharing of best practices and collaboration amongst CIOs
Initiative 3.3: Nurture innovation and creativity at schools
3.3.1
Action
Description
Ensure every child has access to
broadband internet

Promote access to broadband internet so that every child can remain engaged,
connected and informed
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AIM2015: Strategic Thrust 4
Infrastructure Development
Initiative 4.1: Improve broadband Connectivity
4.1.1
4.1.2
Action
Description

Identify and develop locations in each ASEAN Member State which offer quality
broadband connectivity
Establish an ASEAN Broadband
Corridor

Enable seamless usage of broadband services and applications across ASEAN to
further connect and enhance the development of ICT and other sectors


Promote the diversity of international connectivity among ASEAN Member States
Establish a regulator-operator forum to develop a platform to facilitate intra-ASEAN
internet traffic

Facilitate peering amongst ASEAN internet access providers to improve latency and
speeds as well as lower costs
Establish an ASEAN Internet
Exchange Network
Initiative 4.2: Promote network integrity and information security, data protection and CERT cooperation
Action
4.2.1
4.2.2
Develop common framework for
network security
Develop common framework for
information security
Description

Establish common minimum standards for network security to ensure a level of
preparedness and integrity of networks across ASEAN

Develop a network security “health screening” programme for ASEAN to be
implemented at regular intervals

Develop best practice models for business continuity and disaster recovery for all
sectors

Establish the ASEAN Network Security Action Council (multi-stakeholder) to promote
CERT cooperation and sharing of expertise, amongst others

Share best practices on the protection of data and information infrastructure across
ASEAN
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AIM2015: Strategic Thrust 5
Human Capital Development
Initiative 5.1: Build Capacity
Action
5.1.1
Develop a registry of
experts and innovators
5.1.2
Create ASEAN ICT
Scholarship Programme
Description

Establish database of ICT experts and innovators within ASEAN


Forecast ICT manpower demand
Develop scholarship criteria and identify funding sources

Encourage and attract ASEAN talents to make ICT their career of
choice

Support individuals with strong aptitude for ICT
Initiative 5.2: Develop skills upgrading and certification
Action
5.2.1
5.2.2
Establish MRA for skills
certification
Develop ICT certification
and skills upgrading
programme
Description

Develop ICT skill standards for ASEAN to ensure quality of ICT
talents


Promote movement of ICT human capital within ASEAN
Adopt certification of ICT skill sets (e.g. certification of cyber-security
experts and trainers)

Promote marketability of certified ICT experts

Develop a competitive ICT workforce through skills upgrading to meet
the demand for ICT resources
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AIM2015: Strategic Thrust 6
Bridging the Digital Divide
Initiative 6.1: Review of Universal Service Obligation (USO) or similar policies
Action
6.1.1
Review of USO or similar
policies
Description

Review USO or similar policies with a view to include IT components and
training as part of USO funding

Ensure that infrastructure covered under USO or similar programmes should
be broadband internet capable
Initiative 6.2: Connect schools and advocate early ICT education
Action
6.2.1
6.2.2
6.2.3
Prioritise roll-out to schools
Collaborate between ICT
and education sectors
within ASEAN
Promote ASEAN
integration through
exposure to different
cultures within ASEAN at
an early age
Description

Establish collaboration between ICT and education sectors to provide
broadband internet access to schools within ASEAN


Include ICT as part of ASEAN school curricula to promote early ICT
education
Provide comprehensive ICT training to teachers to encourage the use
of ICT in education

Establish ICT exchange programmes for teachers and students


Promote joint collaboration activities to raise awareness of ICT
Replicate the ASEAN Cyberkids Camp across ASEAN

Educate children to use ICT creatively and effectively beyond the
school environment in an interactive manner

Encourage the positive use of internet

Create similar camps for teachers
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AIM2015: Strategic Thrust 6
Bridging the Digital Divide
Initiative 6.3: Improve access and relevance of information
6.3.1
Action
Description
 Develop platform within the ASEAN institutional
framework to identify relevant content for different
communities and sectors within ASEAN
Collaborate with
relevant ministries

Facilitate access and relevance of information to promote
ICT adoption

Promote public education on ICT for community
development
Initiative 6.4: Bridge the digital divide within ASEAN
Action
6.4.1
Bridge the digital
divide within ASEAN
Description
 Integrate and review current efforts to promote ICT
access and adoption to bridge the digital divide

Leverage on USO or similar policies

Facilitate access to ICT devices such as laptops, smart
phones and computers

Provide sustainable measures (e.g. training) where
appropriate

Harness and maximise resources to leverage on best
practice models to promote ICT adoption
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Source of Funding
• Possible project’s source of funding:
1. ASEAN ICT Fund or ASEAN-Japan ICT Fund,
2. ASEAN Cooperation Fund with Dialogue Partners,
including ASEAN-China Cooperation (ACC) Fund, ASEANROK Special Cooperation Fund (SCF), ASEAN-India
Cooperation Fund, ASEAN-Russian Federation Dialogue
Partnership Financial Fund, ASEAN-Pakistan Cooperation
Fund, ASEAN Plus Three Cooperation Fund, and under
one of the components of Japan-ASEAN Integration Fund
(JAIF),
3. Self-funding by ASEAN Member States, and
4. Direct support from International Organisations,
industry, or other entities.
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Full Project Document - Summary
• The full project document should contain the
following information about the project:
– General Summary:
• Title
• Short description
• Approving Sectoral Body (TELSOM/ATRC) and the approval’s
meeting name & date
• Approving Working Group and the approval’s meeting name
& date (if applicable)
• Proponent agency’s name and address
• Date of preparation (or revision)
• Proposed funding source
• Proposed total budget
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Full Project Document – Detail (1/2)
– Detailed information:
• Project description (300 words maximum)
• Background and justification
– Problem analysis (underlying causes of the problem or
present situation, including relevant ASEAN policies or Plan of
Actions)
– Regionality (applicability to ASEAN as a whole)
– Beneficiaries of the project’s outputs or deliverables
– Project history (related projects/activities previously or
currently carried out)
• Objectives (project goals)
• Output, Indicators and Activities
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Full Project Document – Detail (2/2)
– Detailed information:
• Management and Implementation Arrangements
– Designation of managing agency and implementing agency.
• Monitoring and Evaluation Arrangements
– Description of monitoring, evaluation and follow-up plan as well
as the designation of responsible parties.
• Cross cutting issues that the project will address.
• Potential risks and the mitigation plan.
– Appendices
1. Detailed budget proposal
2. Indicative work plan (activities time frame)
3. Notation on additional supporting documents
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Annexes 1 & 2
BUDGET PROPOSAL
• Please see the
templates
Budget
Description
Line
I. PROGRAMME/ACTIVITY COST
A. Airfare
A.1 International Airfare - Participants
Unit 2
3,000.00
18
Person
1
time
54,000.00
54,000.00
B. Per diem
B.1
Per diem
Total Budget for Per diem
200.00
25
person
6
Day
30,000.00
30,000.00
C. Meeting Package / Workshop / Seminar
C.1
Meeting Packages, Lunch / Dinner / Meal / Receptions
C.2
Secretaries supplies
Total Budget for Meeting Package / Workshop / Seminar
35.00
25.00
30
30
person
person
12
1
Time
Time
12,600.00
750.00
13,350.00
571.00
381.00
1
1
person
person
4
5
Day
Day
2,284.00
1,905.00
4,189.00
45.00
1,000.00
50
1
XXX
Lumpsum
1
1
time
time
2,250.00
1,000.00
3,250.00
1,000.00
1
Lumpsum
3
Year
3,000.00
F. XXXX
F.1
Objective 1
Output 1
4
1
XXXX
Total Budget for XXXX
Month 2
2
3
4
1
Month 3
2
3
4
1
Month 4
2
3
II. OPERATIONAL COST
G. Administrative
Budget
G.1 Office
Room(USD)
Rental
4G.2 Office Supplies
Total Budget for Administrative
H. Personnel
H.1 Salary Assistant Programme Manager
H.2 Project Administrative Assistant
Total Budget for Personnel
Output 2
107,789.00
500.00
100.00
1
1
Unit
Lumpsum
12
12
Month
Month
6,000.00
1,200.00
7,200.00
2,000.00
700.00
1
3
Person
Person
12
12
Month
Month
24,000.00
25,200.00
49,200.00
SUB TOTAL OF OPERATIONAL COST (II)
56,400.00
SUB TOTAL (I + II)
164,189.00
Contingency 10% (III)
Output 3
Output 4
TOTAL (I + II + III)
Total amount of sub-item is calculated
from :
{unit cost x Qty of Unit 1 x Qty of Unit 2}
For example: Per diem per person is USD
200/day for 25 person to stay for 6
days. The Per diem is provided to cover
accomodation, meals, local transport.
Per diem is calculated based on DSA
rates for year 2012 published by UN ICSC
The names & coding of item Category and
its sub-items in the budget have to be the
same as those in the Financial Report
Item A - F are example of some activities
from "Programme/Activity Cost" Category
Total budget cost per
item category
3,000.00
SUB TOTAL OF PROGRAMME COST (I)
Time-frame
Month 1
2
3
Total Cost
(USD)
Quantity 2
Total Budget for Airfare
INDICATIVE WORKPLAN
[project name]
[proponent]
[implementation period]
1
Unit Cost
(USD)
Unit 1
E. XXXX
E.1
XXXX
E.2
XXXX
Total Budget for XXXX
Planned Activities
The amount should be in the US Dollars
Quantity 1
D. Consultant/Expert
D.1 International Consultant/Expert
D.2 Regional Consultant/Expert
Total Budget for Consultant / Expert
Objective/Output
These specifics
must be mentioned
Project Title :
Implementing Agency :
Duration/Period :
16,418.90
180,607.90
TOTAL = Sub Total of Programme
Cost + Sub Total of Operational Cost
+ Contingency Cost)
The sum of total budget from each
of item category ( A - F) under
"Programme/Activity Cost"
Item G - H are example
of some activities from
"Operational Cost "
Category
The sum of total budget
from each of item category (
G - H) under "Operational
Cost"
Contingency amount is
calculated from 10% of SUB
TOTAL (I + II).
The Contingency can only be
utilised for the expenditure
occured due to unexpected
events. The use of contingency
should be consulted in advance
and the explanation and
justification should be provided
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AICTF Eligible Budget Items
• Categories of budget items eligible for AICTF
support:
– Direct labor
– Traveling expenses
– Hosting expenses
– Publication & distribution costs
• Other expenses should be born by the
proponent on a self-funding basis.
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Eligible Labor Costs
• Consultant fee and expert or speaker honorarium
– The range of consultant fee’s rate is USD 200 – 300 per
day or USD 8,000 per month per person (nett)
– One-time honorarium for experts, speakers, or
trainers for professional services at an ASEAN event.
The standard honorarium per person is USD 250 – 500
(nett)
• Translation fees and clerical work or researcher
cost are not eligible for the ASEAN ICT Fund
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Traveling Expenses (1/2)
• Airfare
– Travel of ASEAN Experts (e.g. trainers, speakers, and
consultants) and sponsored participants to an ASEAN
event within ASEAN region will receive funding of USD 700
each to cover airfares.
– If the travel is to and from other regions, the budget is
within USD 1,000–1,200 range.
– The travel claim is based on the actual expenditure or the
set amount (whichever is lower)
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Traveling Expenses (2/2)
• Daily Sustenance Allowance (DSA)
– The ASEAN ICT Fund’s traveler is eligible for daily
subsistence allowance (DSA) to covers accommodation,
meals and all other incidental expenses.
– The rate per day is set at USD 250, if in Singapore; USD
200, if in Brunei Darussalam or Malaysia; or USD 150, in
other ASEAN countries.
• Other expenditures, such as transportation to/from
airports, travel insurance, separate airport tax, visa
fee, transaction cost, etc. are not allowed under the
ASEAN ICT Fund
22
Hosting Costs
• The Hosting Country for a physical meeting is eligible
for a lump sum of USD 5,000 per year to cover
hosting expenses (e.g., conference and Secretariat
room rental, conference support and organising,
stationery).
• A hosting cost contribution is subject to the
requirement of physical meeting and be disbursed
once a year per AMS.
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Publication & Distribution Costs
• Publication and distribution costs, referring to any
cost to disseminate information of the project
activities, are allowable on reimbursement basis up
to maximum of USD 5,000.
• Consideration should also be given to electronic
publishing or black and white hardcopies.
• At least four (4) hard copies and a softcopy of any
proceedings, publications or materials (e.g. CD-ROM,
videos) produced should be sent to the ASEAN
Secretariat via the PC. Ten (10) hardcopies shall be
sent to other AMSs and ASEAN ICT Centre.
24
Other Expenses
• ASEAN ICT Fund cannot be used for other expenses
such as photocopying costs, fax, telephone,
equipment rental, mail and courier costs related to
an event.
• Equipment purchase is not allowable.
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Amendments
• Project proposal should be kept up-to-date,
especially, the work plan (Annex 2).
• Newly revised proposal should be submitted to
AICTC via ASEAN Secretariat for monitoring and
evaluation purposes, at least, before submitting a
request for fund disbursement.
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Questions?