TFM Social Community Fund Instructions for Grant Application The completion of the Grant Application is the basic requirement for the submission of an application to the TFM Social Community Fund for consideration. Applicants should complete all fields on the application according to the instructions below. All fields must be fully and accurately completed unless otherwise stated. In filling out the application, applicants should seek to be concise but specific in their responses. Applications with incomplete information will not be considered and will be returned to the applicant for resubmission. Applicants are welcome to attach additional documents to support their application; however, additional documents do not substitute this application. Applicants must still fully complete this application. All additional documents submitted along with the application will be reviewed by the Secretariat. Field Instruction Section I: General Information 1. Project Title Provide your project with a title that informs readers of the project s objective, e.g. Construction of 12 classrooms in Village A, Improving Livelihoods in Village B through Mechanized Farming. 2. Name of Organization If this application is filled in by a group, association or organization, fill in the name of the organization, e.g. Village C Community Development Committee, Health Area X CODESA, XYZ Women s Empowerment Group. If this application is filled in by an individual, write Individual. 3. Point of Contact Fill in the name and the title of the point of contact for this application, e.g. Name: John Kamungu; Title: President of Village A CDC 4. Contact Fill in all the applicable fields regarding how the Fund Secretariat may reach the point of contact for this application, including first and second phone number, e-mail and physical address. Note that this field must be filled in as the Secretariat will use this information to contact the applicant regarding the status of the application. Applications with no means of contact will not be considered. 5. Budget This part may be left blank should the applicant decide not to submit a budget along with the application. In this case, the application must be submitted at least one week before the application deadline. The Secretariat will be responsible for developing the budget in consultation with the applicant, and will subsequently fill in this field. Amount requested from the Fund: Specify the total amount in US dollars requested from the Fund to finance this project. Amount from other sources: Specify the total amount in US dollars from sources other than the Fund that would support this project. Total: Specify the summation of the amount requested from the Fund and amount from other sources, that is, the total budget of this project. 6. Sector Specify the sector of intervention of the proposed project. Check all boxes that apply, according to the following definitions: TFM Social Community Fund Project Idea Application Instructions Page 1 of 7
Agriculture: Project activities that support the food security and agricultural activities of the population, including but not limited to the cultivation of crops, livestock rearing, fish breeding. Economic Development: Project activities that support economic development of communities, particularly in the form of income-generating activities. This excludes agricultural activities, which would rather fall in the above category. Activities in this category should emphasize profitability, sustainability, and eventual ability to self-finance. Education: Project activities that improve education opportunities for the population whether through formal schooling or through technical training. Environment: Project activities that addresses environmental concerns of the communities, particularly issues related to mine activities. Health: Project activities that contribute to improving the health of the local population through improved healthcare access, hygiene and sanitation. Infrastructure: Project activities that improve local infrastructure benefiting local population, such as road rehabilitation. Other: All other activities that fall within the criteria of the Fund. 7. Geographical Indicate in which health area the project will be implemented. Check all Coverage (by Health boxes that apply. Note that the applicant should indicate the health area of Area) the project. For example, for a project in the village of Pumpi Gare, the applicant should check the box of Tenke as Pumpi Gare falls within the jurisdiction of the Health Area of Tenke. 8. Number of Applicants should estimate the total number of individuals who will benefit Beneficiaries from the project. To the extent possible, applicants should disaggregate this number into number of women, men, girls and boys. 9. Project Duration Applicants should provide an estimated duration of the project, along with an 10. Professional References envisioned start date and end date for implementation. Applicants must provide three professional references on their applications. These references must not be family members or relatives. These references should be able to identify the applicant, attest to their eligibility to submit an application, and attest to their capacity. Full name, current position and telephone number of each of the three references should be provided. Section II: Identified Needs/Justification of Project The proposed project should clearly respond to an identified need in the community. Applicants should state clearly and precisely the problem or need to be addressed by this project. The justification for this project should illuminate why the identified need or problem requires support from the Fund. E.g. The 6 classrooms located in Village A was destructed by a major rainstorm in October 2010. Up to 300 students continue to study in the school daily albeit the poor conditions. The classrooms are poorly lit, there are no desks and chairs for students, and 3 of the blackboards have been destructed. The walls are also in danger of collapsing if the buildings continue to be left in a state of disrepair. Village A is unable to mobilize sufficient funds to repair the school. Education has been identified as a priority for the Fund. Section III: Objective(s) Objectives describe the noticeable or significant benefits that are actually achieved and enjoyed by targeted groups by the end of the project. Applicants should provide a concise and precise objective statement for the project. TFM Social Community Fund Project Idea Application Instructions Page 2 of 7
E.g. 300 students study in improved learning environments. E.g. 300 farming households increase their production through an agriculture credit program Section IV: Project Design 1. Strategy, Approach Explain briefly the design of the project and how its strategy responds to the or Action Plan identified needs. Applicants should also briefly describe how the project will be implemented. While being brief, the applicant should be as specific as possible (e.g. providing numbers where applicable). E.g. The proposed project has budgeted for the construction or rehabilitation of 2 health structures (health centers/posts). In many villages, various health structures (maternity ward, pharmacy, clinic, etc.) are housed in separate structures, often in a state of disrepair. The project plans to regroup these structures in one single building at a site chosen by the local population. The technical supervisor will work with the community to design the architecture of the health center in compliance with national standards. Labor will be hired from the villages concerned. 2. Proposed Activities Applicants should breakdown their project strategy into specific step-by-step activities to be carried out in order to attain the project objective. Activities are the functions or tasks to be undertaken and managed in order to deliver the project s outputs to the targeted beneficiaries and participants. The form provides space for applicants to specify 10 activities. If necessary, applicants may continue on additional pages submitted as annexes (see Section VIII) to the application. While being brief, the applicant should be as specific as possible (e.g. providing numbers where applicable). E.g. (i) 10 local day workers are recruited to participate in the construction. (ii) A construction plan is developed by the technical advisor in consultation with the community. (iii) A team of local labors with the supervision of a technical advisor carries out the construction of a seed/grain depot in Village A. 3. Outputs of Proposed Activities For each activity stated above, applicants should specify the expected output of the activity. Outputs are the goods, services, knowledge, skills, attitudes and enabling environment that are delivered by the project (as a result of the activities undertaken). Importantly, Outputs should also be demonstrably and effectively received by the intended beneficiaries and participants. Outputs arise from the successful completion of Activities. E.g. (i) 12 mason assistants who will receive $X per day are recruited from Village A to participate in the construction. (ii) A construction plan to guide the construction of the seed/grain depot is finalized and delivered to the construction team. (iii) A seed/grain depot in Village A is constructed before the harvest season in July 2012. TFM Social Community Fund Project Idea Application Instructions Page 3 of 7
4. Beneficiary Profile Provide details on the profile of target beneficiaries, who they are and how they are selected. 5. How has gender and vulnerability analysis been incorporated in the project? 6. Are there other organizations/agenci es who are/will be implementing the proposed activities? 7. How have you verified this information? E.g. 50 women would be selected based on vulnerability criteria to be defined by the community (e.g. widows, women caring for 3 or more children, women caring for sick family members) to participate in this market gardening project. Describe briefly how the project design (particularly regarding selection of beneficiaries and project impact) considers gender roles and vulnerability of the population. Gender analysis: Gender analysis describes how the project strategy takes into account the gender role differences and how it addresses gender equality. Projects should seek to address the needs of both genders. Vulnerability analysis: This refers to an analysis of factors that renders a population vulnerable, which is the degree to which a population is at risk to the loss of life, property, livelihoods and economic activity. Project activities should seek to address these factors in order to reduce vulnerability of a population. In addition, analysis should also profile the beneficiary population and ensure that the most vulnerable segments of the population are considered. E.g. Gender: A food security project should consider the different roles of men and women in agriculture. Different stages of cultivation involves different people, and project strategy should consider these nuances. E.g. Vulnerability: In selecting beneficiaries in a micro-credit project for women, it should consider the most vulnerable segments of the population such as widows, women caring for large families, etc. E.g. Vulnerability: Maize farmers are particularly vulnerable if climatic perturbations in a certain season is unfavorable to maize harvest. Project strategy should consider incorporating crop diversification or other sources of income to these farmers to provide insurance. State whether other organizations or agencies (e.g. non-governmental organizations whether local or international, United Nations agencies, government agencies) are currently, will be, or should be responsible for implementing the proposed activities. For example, if it is a project relating to the provision of electricity, SNEL should be the government agency responsible for implementing the proposed activity. This is not to rule out such activities, but rather, to decide what actors to implicate during the project conception and implementation should the Fund decide to finance such project. Explain briefly have the applicant has verified the response to question 6 above. E.g. The Community Development Committee discussed the proposed project with the Chief Doctor of the Health Zone to verify that it falls within the strategy of the Health Zone and that the Health Zone does not yet have plans to execute the proposed project. TFM Social Community Fund Project Idea Application Instructions Page 4 of 7
Section V: Resources 1. Is a budget included? 2. Are there other sources of funding? 3. What is the community contribution to this project? Indicate whether a budget has been attached to this application during submission. The Secretariat encourages all applicants to submit their applications along with a budget when possible. However, it also understands that certain applicants may not have the capacity to develop a detailed budget. In this case, applicants must submit their applications at least one week before the application deadline. The Secretariat will develop a budget for the application in consultation with the applicant. Indicate whether the proposed project will be supported by other sources of funding, whether it be funding from other donors, non-governmental organizations, government agencies, United Nations agencies, private entities or community contribution. Specify what these sources will be. E.g. Community will contribute to the project. E.g. Donor X has agreed to contribute $30,000 to this project in addition to the funding requested from the Social Community Fund. In order to ensure sustainability and ownership of the project, the communities implicated in this project and benefiting from the activities must contribute to the project. This contribution can be monetary, in-kind or through manpower. Section VI: Sustainability 1. How will the project activities continue after funding ends? If it does not, explain. E.g. Community members will be responsible for brick making. They will also collect contributions from the population to purchase sand and wiring for the construction. Applicants should include a transition strategy describing the expected endstate of the project, in terms of what conditions will ensure the sustainability of program achievements, or what measurable progress will be made toward future sustainability. Understandably so, certain one-time activities do not continue after funding ends, for example, the construction of a health center. However, even for this type of activities, applicants should consider sustainability in terms of the management and ownership of the project output. E.g. After providing initial capital for the purchase of essential materials and for training members of Women s Association X, we anticipate that within one year, the revenues that we will make from the sale of palm oil production will allow us to recover the cost and begin to self-finance. Activities will therefore continue with the revenues we earn each year. E.g. The local community development committee and the parents association will be fully implicated in the construction of the school. The Catholic Network, who is responsible for managing the existing school will also be consulted throughout. In this way, we will ensure that the new structure will continue to be managed by the Catholic Network, with collaboration with the local community. 2. In what ways does All projects should seek to increase capacity of targeted beneficiaries in some TFM Social Community Fund Project Idea Application Instructions Page 5 of 7
the project increase the capacity of the targeted beneficiaries? Section VII: Capacity 1. Does the applicant organization intend to manage and execute the project? 2. If yes, briefly describe the organization s management capacity in three aspects: ways. This may be through direct training to reinforce capacity in a specific domain, through improved living standard of living (e.g. better access to education or healthcare services), through increased income. E.g. During the 6 months of implementation, the project will provide business management training to its target beneficiaries. Applicant organizations that intend to directly manage and execute the project must first be legally recognized and registered entity (e.g. ASBL). They will also be subject to a capacity assessment to determine their capacity in financial management, resource and personnel management, and experience in proposed activities. Should the applicant decide not to manage the project, the Secretariat will be responsible for managing the budget in consultation from the applicant and the target beneficiaries. Applicant organizations that intend to directly manage and execute the project must briefly describe their organizational capacity in three aspects: (a) Financial capacity: Briefly explain the organization s past experience in managing grants. Explain the time and the monetary value of the grants previously managed. Describe also the personnel and the systems for financial management. (b) Human resources capacity: Briefly explain the number of staff members and the staffing structure at the organization and the relevant experience of staff in proposed activity. Explain specifically who in the organization would be directly involved in managing the project. (c) Experience in proposed activities: Briefly explain the organization s past experience in similar activities as the proposed project. State the length of the project, number of beneficiaries targeted, geographic coverage and the impact of the project. Section VIII: Attachments Annex I: Budget & Applicants are encouraged to submit along with their application a detailed Budget Notes budget (see format in Annex I) along with budget notes explaining each line item. However, recognizing the difficulty of developing budgets, applicants may submit their applications without a budget. In this case, applicants must submit their applications at least one week before the application deadline. The Secretariat will be responsible for developing the budget in consultation with the applicant. Annex II: List of individuals involved While individuals are eligible to submit applications, all project ideas should be consulted broadly with the community and target beneficiaries. In order to ensure that a broad consultation was carried out when this application was developed, applicants should prepare a list of individuals involved during the consultation. These individuals should print their name and sign to attest that they were consulted and agree with the project application to be submitted. Others please specify: Applicants are encouraged and welcome to attach any other documents that they think may strengthen their application or assist the Secretariat in reviewing their application. However, additional documents are not a substitute for this application. This application must be fully completed. TFM Social Community Fund Project Idea Application Instructions Page 6 of 7
Applicants will not be disadvantaged if they do not attach additional documents to the application; however, additional information will always assist the Secretariat in better understanding the proposed activities. Should applicants decide to attach additional information, they should specify in this field the title of the documents they have included in their submission. Signature of representative Date The point of contact stated in Part I (3) should sign in this field to attest that all information is accurate and complete. Fill in with the date of completion of the application. TFM Social Community Fund Project Idea Application Instructions Page 7 of 7