Format for Rolling Plans for Danish Arab Partnership Programme (DAPP)
Strategic Partners
This format is for rolling plans and should be used by the DAPP Strategic Partners in conjunction with
the preparation of documentation for the annual submission of the rolling plans to the DAPP-team.
This format includes instructions under each heading for consideration in the preparation of the
rolling plan. The instructions outlines what and how should be considered and reflected in the text.
The format is designed in accordance with Danida Programme Management Guidelines.
Strategic partners’ three years rolling plan should be updated annually and submitted to the Danish
MFA on September 1st each year. In case of updating the rolling plan, rewritings of the sections are
unnecessary, but it is important to indicate where there are updates, compared to the previous plan.
The rolling plan should be short and concise in scope (max 20 pages without annexes) and only
contain key information about the development engagement, for each country of intervention. If the
information is the same for several countries of the development engagement, there is no need to
specify country-specific information.
The purpose of the format is fourfold:
 To enable the Danish MFA/MENA/DAPP team to assess the relevance, effectiveness,
efficiency, sustainability and impact of the development engagement, and therefore
systematically analyse the coherence of the development engagement with the DAPP’s
Strategic Framework Document and the Implementation Document to make decision and
enter into a long-term partnership;
 To enable the Danish MFA/MENA/DAPP team to track progress and outcome level results;
 To integrate a Human Rights Based Approach (HBRA) into all parts of analysis and design to
strengthen the program logic and adapt it to the local context; and
 To provide an easy to use and consolidated format for partners upon submission of rolling
plans.
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TITLE OF DEVELOPMENT ENGAGEMENT
EXECUTIVE SUMMARY (½ page)
LESSONS LEARNED (1 page)
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To be updated each year.
Provide a brief description of how results and lessons learned from previous years will
influence and be reflected in the new Rolling Plan. Use the status report as reference.
CONTEXT ANALYSIS (2 pages)
In case of an updated Rolling Plan, please indicate whether and where there are updates in
comparison to the previous plan.
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Describe the national/regional context that your organization should take into account,
particularly from a conflict sensitivity perspective, when considering its development
engagement, priorities, and contributions in the region.
Describe the challenges and opportunities for rights holders and duty bearers generally, and
for the targeted rights holders and duty bearers specifically, in your chosen DAPP thematic
focus area(s) and for each country of the development engagement.
Describe why the development engagement is relevant in this context for each country.
Describe the target group(s) of your development engagement for each country.
STRATEGIC APPROACH (2 pages)
In case of an updated Rolling Plan, please indicate whether and where there are updates in
comparison to the previous plan.
Describe how your development engagement
 Is aligned with national and regional policies and/or to partner(s)’ policies and plans to
ensure complementarities and synergies.
 Works in harmonisation with other donors and international partners.
 Ensures accountability to your target group(s) and immediate stakeholders
 Ensures sustainability of results
 Reflects involvement of partners and other important stakeholders to promote Danish-Arab
dialogue, and reform and democratization.
OBJECTIVES AND THEORY OF CHANGE (1-2 page)
In case of an updated Rolling Plan, please indicate whether and where there are updates in
comparison to the previous plan.
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Describe the intervention logic (theory of change) of your development engagement for
each country of intervention. You don’t need a specific format for this. Describe briefly how
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the activities of your development engagement will contribute to your objectives. You can
make reference to a log frame or similar, but you should describe as well.
Describe the intervention logic (theory of change) of your development engagement in
relation to the DAPP’s Strategic Framework Document; how your objectives are relevant in
relation to the DAPP strategic and intermediate objectives that corresponds to your
development engagement.
MONITORING OF THE PROGRAMME (2-3 pages)
In case of an updated Rolling Plan, please indicate whether and where there are updates in
comparison to the previous plan.
For further guideline see Annex 1.
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Describe your M&E system for follow-up and managing for results of the development
engagement, including a description of methods for monitoring and evaluation and how
they are consistently applied.
Annexed to the Rolling Plan should be your own log frame (or similar), clearly explaining the
intervention logic (how activities, outputs and outcomes relate to objectives), and specifying
tools for monitoring of the objectives as well as where to find data/information for each
country of intervention.
Select key outcome indicators from your own log frame to be included in a log frame
according to the Development Engagement Document format (see below). Select 1 key
outcome indicator for each country of intervention, or thematic/regional programme. Note
to which of your objectives the indicator belongs. You choose which indicators to be
included. The requirement is that it must be an outcome indicator (see Annex 1). All
indicators must have corresponding means of verification, baselines and targets. Output
indicator(s), 1-3 per outcome indicator, are to be filled in for each key outcome indicator.
Objective
Key outcome
indicator
Baseline Year
Target
Year
Means of
verification
Country/region
Result
Output indicator
Baseline Year
Target
Year
Means of
verification
Country/region
Result
[Indicates a change in behaviour, relationships, actions, activities, policies or practices for a
rights holder, civil society or a duty bearer, to which the development engagement has
contributed]
[Situation prior to the development engagement]
[Intended situation by the end the development engagement period]
[Where and how to find information about the indicator]
[Mark which country the indicator relates to, or region when applicable]
[Update year 1 of the development engagement]
[Short-term result in the form of goods and services which result from an engagement
activity]
[Situation prior to the development engagement]
[Intended situation by the end of Rolling Plan]
[Where and how to find information about the indicator]
[Mark which country the indicator relates to, or region when applicable]
[Update year 1 of the development engagement]
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PARTNERS (3 pages)
In case of an updated Rolling Plan, please indicate whether and where there are updates in
comparison to the previous plan.
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Describe your key strategic partners to implement the development engagement and
achieve the desired results for each country of intervention.
Establish why these partners are key to the development engagement, and how they
contribute to the development engagement.
Annex a list of all your partners for each country of intervention.
CROSSCUTTING ISSUES (1 page)
In case of an updated Rolling Plan, please indicate whether and where there are updates in
comparison to the previous plan.
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Describe how gender perspective can contribute to facilitating the achievement of the
objectives of your development engagement for each country of intervention.
Describe how inclusion of youth can contribute to facilitating the achievement of the
objectives of your development engagement for each country of intervention.
Describe how outreach can contribute to facilitating the achievement of the objectives of
your development engagement for each country of intervention.
Describe how a HRBA perspective can contribute to facilitating the achievement of the
objectives of your development engagement for each country of intervention.
COMMUNICATION PLAN (1 page)
In case of an updated Rolling Plan, please indicate whether and where there are updates in
comparison to the previous plan.
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Communication activities in Denmark and in the MENA-region are to be described in detail
in a communication matrix (see format in Annex 2).
The communication plan should be updated and submitted to the DAPP-team every six
months.
RISKS AND RISK MANAGEMENT SYSTEM (1 page)
In case of an updated Rolling Plan, please indicate whether and where there are updates in
comparison to the previous plan.
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Describe your system for identifying, assessing and managing risks that are associated
directly and indirectly with the development engagement, and your conflict sensitivity
approach, for each country of intervention.
Establish a risk matrix with risk mitigation measures. The risk matrix should be annexed to
the Rolling Plan.
Danida has a format for risk matrices that can be used in the Rolling Plan (Annex 3).
For further guidance on risk analysis and management, see Danida guidelines:
http://amg.um.dk/en/technical-guidelines/guidelines-for-risk-management/
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ORGANISATION, ADMINISTRATION and COORDINATION (2 pages)
In case of an updated Rolling Plan, please indicate whether and where there are updates in
comparison to the previous plan.
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Describe the divisions of the various sections and division of responsibility of the DAPPpartnership organisation. A diagram that shows administrative responsibility could be part
of this section.
Describe and clarify the coordination and administration of fields of responsibility between
the different parties.
Describe how responsibilities of reporting are shared between the partners involved.
Describe accountability measures to promote equal, open and transparent partnerships.
Ensure adequate financial supervision of grants transferred to partners through subcontracting arrangements. This includes, but is not limited to, supervision of the
administration of grants with respect to accounting departments and project management,
as well as procedures and organisational structures for the partner(s) in question.
BUDGET AND FINANCING (1 page)
In case of an updated Rolling Plan, please indicate whether and where there are updates in
comparison to the previous plan.
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A detailed budget is to be annexed to the Rolling Plan from which it appears which main
categories and resources the financial support is spent on.
The so-called NGO Guidelines, or General Guidelines for grant administration through
Danish Civil Society Organisations, describe which specific expenses are covered by grants
provided by the Ministry of Foreign Affairs, including rules governing remuneration and the
receipt of administration fees.
http://amg.um.dk/en/~/media/amg/Documents/Technical%20Guidelines/Support%20to%2
0Civil%20Society/GeneralGuidelinesGrantAdministrationPrivateOrganisations.pdf
To the extent possible, expenses are to be budgeted in relation to activities/outputs, so that
expenses to achieve activities/outputs become directly visible. The breakdown by
activity/output should be set up so that it makes sense and provides a fair but not too
overwhelming level of detail. Where it is a matter of a cluster of minor activities/outputs,
they may be grouped in one item. Consequently, minor projects should be limited to three
to five activities/outputs. The planning of activities for the second and third year of the
Rolling Plan may depend on the processes and decisions that cannot be taken until later. In
this connection, it may prove inexpedient to attempt to define and detail activities in the
budget. Therefore, an overall frame may be indicated which is then implemented in detail.
To the extent possible, the budget should be country-based: the budget should illustrate the
approximate share of the budget in different countries and/or in regional development
engagements.
FINANCIAL MANAGEMENT AND REPORTING/AUDIT (1 page)
In case of an updated Rolling Plan, please indicate whether and where there are updates in
comparison to the previous plan.
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Please describe your financial management system: Procedures for financial management;
Systems for internal control; Procurement; Progress reports; Financial reports; Accounting;
Auditing
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Please also describe how you address the need of monitoring with a view to secure timely
and responsible adjustments both in terms of activities and finances, should the need arise
Reporting and auditing methods are to comply with Danida’s General Guidelines for Grant
Administration through NGOs.
ANNEXES
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One-page description of country-specific interventions in each DAPP focus country
(compulsory for all applications)
Cooperation agreement(s) with partner organisations (if relevant)
The organization’s own log frame (or similar) for your programme where your objectives and
indicators (or similar) are presented
The Development Engagement Document log frame with selected key outcome indicators
A list of partners
Communication matrix
Risk matrix
A detailed budget (three-year)
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Format for Status Reports for Danish Arab Partnership Programme (DAPP)
Strategic Partners
The annual status report is based on the rolling plan and includes updates and assessment of the
overall progress of the rolling plan.
STATUS OF THE PROGRAMME (1 page)
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Compared to the entire programme period of the development engagement, is the
programme on track? Describe the status in relation to your objectives and in relation to the
DAPP objectives, including a brief description of the development of the partnership from
start to date.
If the programme is not on track, please describe and reflect on the reasons why.
RESULTS (2-3 pages)
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What results have been achieved at the outcome level based on the original and revised
plan? Make references to your own log frame (or similar) if necessary. Your own log frame
(or similar) should be updated on progress and results and annexed to the status report. The
progress should be analysed in relation to the last report as well as in relation to the
beginning of the development engagement.
Describe the results in terms of outcomes according to the key outcome indicators in the
Development Engagement Document log frame. If the development engagement is new and
outcomes not yet visible, describe the outputs that are intended to lead to the outcome.
Outcomes are not expected to be realized until the end of the development engagement
period.
Describe results in terms of alternative outcome stories (if any); describe changes on
outcome level that you have contributed to, and how these changes contribute/relate to the
DAPP objectives.
PROPOSED AMENDMENTS/ADJUSTMENTS TO THE PROGRAMME/ROLLING PLAN (1 page)
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What needs to be adjusted in order to increase the likelihood to reach the objectives in the
future?
If relevant, include proposals for revised activity plan (to be approved by the MFA)
If relevant, include proposals for revised budget, including and overview of unforeseen costs
(to be approved by the MFA)
SPECIFIC REPORTING ON DIALOGUE ACTIVITIES (1 page)
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Please discuss/assess whether the dialogue has contributed to better mutual understanding.
Please describe and discuss the extent to which plans have been made to continue the
cooperation with Danish and Arab partners. Is it likely that the contacts/networks that have
been established between Danish and Arab partners will be continued after the expiration of
the project? If not, please describe/discuss whether this is due to insufficient interest/will or
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ability/opportunities and describe/discuss what, if necessary, would be required to ensure a
continuation of contacts and cooperation.
SPECIFIC REPORTING ON COMMUNICATION ACTIVITIES (1 page)
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If possible, please specify results from the communication activities.
Update the communication matrix.
FINANCIAL REPORTING
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Through the annexed financial reports, the following should be made clear:
Describe expenditure as compared to budgets.
Describe the linkage between output and expenditure.
General expenditure on a given activity/output is normally to be indicated by a budget line.
If this consists of several items of a different nature, it may be subdivided (meetings,
publications, air flights, etcetera).
Describe the expenditure per country/region.
DEVELOPMENT ON RISKS (1 page)
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Update the risk matrix
Has the risk situation changed in ways which could affect the programme?
Did you use planned mitigation actions and were they relevant?
ANNEXES
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The updated Development Engagement Document log frame with the key outcome
indicators
The updated log frame (or similar) of your programme
An updated risk matrix
An updated communication matrix
1-2 page report on country-specific development engagements in each DAPP focus country
The following annexes may also be attached: press cuttings, any reviews, revised budgets.
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