ANNEX 8 UPDATED COMMUNICATION AND VISIBILITY PLAN (CDFB) May
1. OVERALL COMMUNICATION OBJECTIVES The success of the CDFB Project requires the involvement and active participation of a significant number of the stakeholders. This is possible only if relevant awareness initiatives are conducted, aimed at spreading the understanding of the Programme s rationale, objectives and activities to the main stakeholders and the target groups. This will be particularly relevant in the implementation of the capacity building component and the actions related to increasing effectiveness of coordination and implementation of EU technical assistance by Belarus authorities. Good communications through the project web site, awareness and visibility activities will underpin the success of these components and the CDFB project in general and not only by disseminating the activities and results but also leveraging the project beneficiaries and partners. Implementation of the proposed plan will help to inform project partners at the central and regional level on the project, its development and its planned activities, as well as project results and outputs, will give them a possibility to become involved in different stages of preparation and implementation of project activities and influence the project development. This two-way process of information exchange will ensure achievement of project results, which most fully meet the needs of project stakeholders and reflect realities of Belarus. 2. TARGET GROUPS Project stakeholders and information target groups fall into three groups: 1 Main Project Partner Ministry of Economy of the Republic of Belarus; 2 National Project Partners: Ministry of Economy, National Coordinating Unit, Ministry of Foreign Affairs, other relevant governmental institutions linked to implementation of EU technical assistance programmes and coordination of such assistance; 3 Regional Project Partners: Oblasts and district administrations, associations and NGOs, acting on regional level. 3. PROPOSED INFORMATION AND DISSEMINATION TOOLS AND METHODS The goal of project dissemination is to raise awareness about the results of the project and to ensure involvement of key stakeholders through a participatory approach and ultimately to enhance capacity of Belarus institutions to implement the EU technical assistance programmes. All project visibility and communication actions, particularly implemented in the framework of the Components I and II supporting increasing effectiveness of coordination and implementation of EU external assistance, will build on the communication and dissemination activities undertaken by the NCU and will thus seek to continue/complement the NCU visibility and communication actions rather than replacing them. 1
To achieve this we propose to use a mix of information communication and dissemination and activities: PROJECT (NCU) WEB SITE: The Internet is one of the most effective and interactive dissemination channels. At the beginning of the project, we intend to establish a project web site as an integral part of the upgraded / modernised NCU s web site. According to project approach, the website will have following characteristics: - Institutional style but user friendly; - Simple and direct ways to find essential information; - Structured in such way as to allow updating of current information by non-specialist staff; - To be updated on a regular basis and; - include features for inter-active communication and with adaptive tools allowing navigating by using the mobile gadgets as well. The Web site content must include at least: - General information about the Project; - News, announcements; - Status and plans regarding the project capacity building and other activities initiatives; - General information about effectiveness of coordination and implementation of EC external assistance issues; - Database of regulations and documents relevant to approach and work of the EU and the EC; - Photo gallery to illustrate the Project and its partners activities; - Project Newsletters; - Brochures, leaflets; - Library with Project presentations and Guidelines produced by the Project and other sources; - Upon agreement of the EU Delegation and the Project Partner, all relevant project documents (reports, analytical notes, recommendations, training programs etc.); - Contact details; - Links to other relevant websites. EVENTS: The project (together with the Partners) will conduct a number of events for different audiences; official meetings; training seminars and round tables in order to disseminate external assistance and EU related information, information about the project activities and to exchange views on the project results and plans. These will include a Project presentation workshop and official Project launch as well as a Final Conference with presentation of project results and achievements. Some events will include relevant press components: releases and press information/briefing events as possible and required and other mechanisms. PUBLICATIONS: The CDFB project will use both electronic and printed media to disseminate information: - Brochures, flyers and leaflets in Russian and English; 2
- Documents, materials, recommendations produced by the Project for dissemination within stakeholders and audience; - Publications for media: press releases, articles; - Translations of important documents and guidelines related new EU programming instruments, EC project procedures and other relevant EU/EC documents for dissemination within stakeholders and audience. A tentative list of publications is included in this Plan. NEWSLETTER: The Newsletter will be published in electronic and printed form. It should inform the target audiences on major project results, activities, initiatives and events. In this respect, the themes addressed in the Newsletter should be of immediate interest to state institutions, regional project partners and other donors. The Newsletter should also include pictures, which illustrate the outcomes of the CDFB project components. INTERPERSONAL COMMUNICATION: The CDFB project will by all available means support and facilitate a dialogue both between the Project and its stakeholders and audience and within the stakeholders themselves. Hence, many cross-platform organisational solutions will be used and events organised. Horizontal communication between stakeholders is crucial for achievement of the planned results. The following basic channels of interpersonal communication are planned to be used: - Workshops - Trainings - Working Groups - Meetings - Study Tours - Visibility events MEDIA RELATIONS: We will submit targeted information to the press and invite the press to participate in selected project events. PROMOTIONAL MATERIALS: A limited amount of promotional materials, e.g. pens, folders and notebooks will be distributed primarily during the events. TO ISSUE A MEMORY STICK (CD-ROM) Summarizing the studies, analyses and proposals of the project. SUPPLEMENTARY ACTIVITIES: In addition to the above-mentioned tools, we also propose to focus on the following activities: - Meetings and exchange of information with the representatives of the regions, involved in the EA assistance / Project activities; - Meetings and exchange of information with the donor including possible relevant ongoing donor projects on a regular basis 3
- Participation in relevant donor events (seminars, workshops, round table discussions etc.) relevant to implementation of technical assistance programmes and coordination of such assistance - Invitations to representatives of relevant donor organizations and projects to participate in our project events The major proposed activities and events will be agreed with the EU Delegation and with the Project Partner, Ministry of Economy, prior to their implementation. 4. OVERALL PLAN Project Title EU Contract Project partner Capacity Development Facility to support the implementation of sector programmes under the ENPI Annual Action Programmes for Belarus EuropeAid/133092/C/SER/BY Ministry of Economy Time frame 31.10.2013 30.10.2015 Budget allocated for comm. / visibility CV1. CV2. CV3. Utilisation of 50,000 (IE) is planned for dissemination and visibility purposes. N Activities & Events Schedule Main Events: - Project presentation, workshop and project launch Indicative budget (EUR) Final Visibility event Round tables and May - October 2015 4,740 seminars on specific topics, component 5,000 related activities) Publications: Brochures / leaflets / manuals, guides Newsletter As in WP 16,260 Once a quarter, first time end of April Target groups 5,000 State institutions Regional project 3,500 partners International donor Media General audience State institutions Regional project partners International donor Media General audience State institutions Regional project partners International donor Media 4
General audience CV4. CV5. CV6. Website: - Re-design / upgrade - Content provision, - Permanent maintenance / update Media: Press releases Media campaigns with articles / interviews on major topics and outcomes of component activities. EU Branding: EU logo on letterhead; EU logo on presentations; EU logo on Programme outputs; EU logo on brochures; EU logo on stationary; EU logo on banners at Programme events; EU logo on press releases May Continuous 10,000 Continuous 3,500 Continuous 2,000 State institutions Regional project partners International donor Media General audience State institutions Regional project partners International donor Media General audience State institutions Regional project partners International donor Media General audience TOTAL 50,000 5. IMPLEMENTATION RESPONSIBILITIES The dissemination / communication / visibility activities received rightly - quite a big emphasis in the ToR and TP. However, neither in expert staffing of the Project, nor in the original plan regarding support staff, resources were allocated to implement these types of plans. Hence we plan to implement these tasks through: - Using the Incidental Expenditures budget to cover a significant part of the related tasks; - Assigning communication / visibility related tasks to certain project support staff members, and - Utilising services of STE-s from the project STE resources. The project KE-s will both be responsible for the activities in their related fields, but the TL will have the overall responsibility. 5
6. DETAILED PLAN OF PUBLICATIONS, INFORMATION/COMMUNICATION/VISIBILITY MATERIALS Title Context Target group Timing Pages (copies, items) Foreseen cost ( ) 6.1 FLYERS, BROCHURES 3,200 The National Coordination System of EU Programmes in Belarus The NCU is a reliable guide to EU assistance December - February 2015 Instruments of EU External Assistance in -2020 List of Instruments, brief description, procedures May - June European Neighbourhood Instrument in -2020 for Belarus List of Instruments, brief description, procedures July - September 6
Title Context Target group Timing Pages (copies, items) Foreseen cost ( ) ENI Thematic programmes Review of horizontal instruments for EU External Assistance and thematic programmes November - December European Community programmes available for Belarus Review of European Community programmes, stating clearly eligibility criteria for people/organizations in Belarus January - February 2015 Brief guide on procurement of services, equipment and supplies Brief description of procurement procedures programmes September -November Legal framework for EU TA in Belarus Review of legal framework for EU TA in Belarus September- November 100 100 300 CDFB Project visibility leaflet Support to preparation and implementation of EU TA Programmes in Belarus 7
Title Context Target group Timing Pages (copies, items) Foreseen cost ( ) NCU / CDFB Newsletter Information on major project activities and concrete results of the CDFB project components donors quarterly 2 500 500 Communication with the EU programming missions How to work with the EU programming missions. Brief Guideline for Belarus officials and potential beneficiaries. beneficiaries May - June 6.2 GUIDELINES PRACTICAL ADVICE 8,500 Guidelines on PRAG for Belarusian counterparts Explanation of the contracting procedures applying to all EU external aid contracts financed from the European Union general budget programmes January - March 2015 150-200 500 1,200 EU assistance management and assessment guidelines. Generic document handbook covering all aspects of the EU assistance relevant to Belarus programmes December - January 2015 150-200 500 1,200 8
Title Context Target group Timing Pages Guidelines on the new EU financial framework for -2020 Handbook on defining of Multi-Annual Financial Framework sector priorities and corresponding Multi- Annual Indicative Programme on -2020 programmes September- November (copies, items) Foreseen cost ( ) 100 500 1,200 Methodological Paris Declaration Indicators Monitoring Handbook Methodology of evaluation of Paris Declaration Indicators including Illustrative Examples programmes February - March 2015 50 100 800 Structure and Possibilities of the EU External Aid Instruments in -2020 Description of European Neighbourhood Instrument as a basic instrument of EU assistance for Belarus in -2020 programmes 50 700 1,400 International technical assistance donors in Belarus in -2020. Information about international technical assistance donors, their activities and programmes in Belarus June-July 2015 100 800 1,300 9
Title Context Target group Timing Pages (copies, items) Foreseen cost ( ) Project Cycle Management Guidelines, including a Chapter on the logical framework approach and framework analysis Basics of PCM and Logical Framework Approach programmes Oct. - Febr. 2015 up to 250 500 1,400 6.3 OTHER 1,000 Cooperation EU-BY in ITA area 2007-2013. Interim results Preliminary results on the EU external assistance instruments in Belarus. 50 100 500 External Assistance Report 2007- (ENPI in Belarus: Main Results) Impact analysis of EU assistance in 2007- September 2015 50 100 500 10
Title Context Target group Timing Pages (copies, items) Foreseen cost ( ) 6.4 VISIBILITY / PROMOTIONAL ITEMS 3,560 Pens with EU / project logo Promotion of Project visibility N/A 500 items 350 Writing pads with EU / project logo Promotion of Project visibility N/A 500 items 410 Calendar with EU/project logo Promotion of Project visibility N/A 200 items 500 4 GB memory sticks with EU/project logo Promotion of Project visibility N/A 500 items 2,000 11
Title Context Target group Timing Pages (copies, items) Foreseen cost ( ) Folders with EU/project logo Promotion of Project visibility N/A 500 items 300 TOTAL 16,260 12
7. INDICATORS OF ACHIEVEMENT No Category Activity Indicator of Achievement 1 Events Conference (Launch, final) 2 Publications Leaflets, brochures, handbook, guidelines etc. 3 Newsletter Development and dissemination of participants, general feedback of copies distributed, number of copies requested, general feedback of subscribers, general feedback 4 Website Launch and updates of clicks, visits, duration of visits, general feedback on the structure of the web-page and its quality, number of new partners registered, friends on social sites, etc. 5 Media Press-releases, press conferences, articles of press-kits sent, number of articles published 6 EU Branding Placement of EU logo etc. of participants, satisfaction surveys, etc. 13