GEF SMALL GRANTS PROGRAMME

Project Proposal Cover Sheet

Country: ________Project No. _____ (To be assigned by GEF/SGP)

Submission Date: ____________

Project Title: ________________________________________________

APPLICANT

Name of Organization:___________________________________________

Mailing Address: _______________________________________________

Street Address:_________________________________________________

Telephone:_____________________________________________________

Fax:__________________________________________________________

E-mail:________________________________________________________

Principal Officer: _______________________________(name and position)

Project Contact:________________________________(name and position)

PROJECT

GEF/SGP Focal Area: ___ Biodiversity

(Check one category) ___ Climate Change

___ International Waters

___ Persistent Organic Pollutants

___ Ozone Layer Depletion

___ Land Degradation

GEF/SGP Activity Category: ___ Demonstration or Hands-on Project

(Check one category) ___ Capacity Building Project

___ Applied Research & Policy Analysis

___ Information, Networking & Policy Dialogue

Proposed Starting Date: __________ Proposed Project Duration: _______

FINANCES

Total GEF/SGP Request: _________ (local currency) _________ (US$)

Total Project Cost: __________(local currency) ________ (US$)

PROJECT PROPOSAL CONTENT OUTLINE

1. EXECUTIVE SUMMARY (2 pages)

Write a brief summary of the key points contained in the proposal, including background on your organization, project objectives, activities and rationale, including relationship to the GEF/SGP Country Programme Strategy. You should also include in the Executive Summary a statement of the total cost of the project, the amount of funding requested from the GEF Small Grants Programme, how those funds are to be used, the amount, nature, and status of community contributions, and the status and sources of additional funding required.

2. ORGANIZATIONAL BACKGROUND AND CAPACITY (2 pages)

This section should clearly demonstrate that your organization has the experience, capacity and commitment to implement successfully the proposed activity. Among the questions you should address are:

What is the principal purpose of your organization?

How long has it been in existence?

What other activities does the organization conduct?

a community organization?
a national or subnational NGO with headquarters in the country?
a research or training institution?
What is its legal status, structure, membership, and governance?

§ Does the organization have paid staff members? If so, how many?

Is the organization a member of any NGO associations or umbrella groupings?
Is the organization registered with the appropriate national and local government authorities?

Is your organization particularly concerned with:

women?

grassroots communities?

another specific population group?

What is the organization's total annual budget?

o What previous experience does the organization have that is specifically relevant to the proposed project, including:

o implementing projects that address problems of global warming, loss of biodiversity and pollution of international waters?

o implementing projects that focus on the relationship of environmental protection to building sustainable livelihoods at he community level?

o fostering community participation and commitment to development and environmental protection initiatives on a sustainable basis?

o working with the particular techniques or technologies being proposed for this project

o working with the specific communities which will be participating in and affected by the proposed?

3. PROJECT OBJECTIVES AND INTENDED RESULTS (2 pages)

In this section you should state clearly and specifically what the proposed project will accomplish and why it is important. In doing so you should refer as directly as possible to the programming priorities set forth in the GEF/SGP Country Programme Strategy. Proposals which do not respond to the established criteria and priorities, regardless of their merit, will not be funded by the GEF Small Grants Programme. Among the key questions you should address are:

· What is the problem or challenge the project is intended to address? Describe the situation and context in which the project is to take place.

· What are the primary objective(s) of the proposed project? (An objective is a statement of intention describing the purpose of the proposed project, such as the following: "To support the Madiba Village women's cooperative in developing a viable enterprise in the production and marketing of solar fuels, reducing the burning of fossil fuel, thereby reducing greenhouse gas emissions leading to global warming while enhancing community quality of life").

o What is the rationale for the project? Why is this objective important to the GEF Small Grants Programme? What contribution will it make to the Programme's stated goals and priorities? What relationship does the project have to:

o local, district or national government activities or programmes?

o other GEF projects?

o other UNDP projects or other multilateral or bilateral aid agency projects?

o other community-based, NGO, or private sector activities?

What are the specific results that you intend the project to produce? (Intended results are the measurable and verifiable changes which will have occurred by the end of the project. There are ordinarily several related results, such as: "By the completion of the project: 50 women would have been trained in the use of photovoltaic wafer extrusion; domestic fossil fuel use in Madiba would have decreased by 35%; the members of the cooperative would have built a 400kw power plant; and the infant mortality rate in Madiba would have dropped to below 50"). Notice that because the measurable results should be verifiable, your proposal should include existing quantified baseline data or your proposed activities should collect such measurable data at the beginning and also at the end of your project. In other words, we should be able to measure and compare the state before and state after your project to determine any changes or impacts. This will allow you to make statements like: ".... decreased by 35%, " ...... dropped to below 50".

4. DESCRIPTION OF PROJECT ACTIVITIES (4 pages)

In this section, you should describe what you will actually do to produce the intended results and accomplish the project's objectives. There should be a clear and direct linkage between the activities and the outcomes. (Weakness in this area has been a major reason proposals have failed to receive funding in the past).

Activity descriptions should be as specific as possible, identifying what will be done, who will do it, when it will be done (beginning, duration, completion), and where it will be done. A project normally consists of a series of related activities, each of which depends upon the others.

In describing the activities be sure to also indicate organizations and individuals involved in or benefiting from the activity with specific reference to:

roles and responsibilities of the various collaborating organizations;
whether and how women will be involved;
whether and how the activity relates to grassroots communities and practices.
whether and how children and the youth will be involved;

Attach a one-page logical framework showing the project goals, objectives, results and activities.

5. IMPLEMENTATION PLANNED TIMELINE (2 pages)

This section may be presented in narrative or graphical form, and should indicate the sequence of all major activities and implementation milestones, including targeted beginning and ending dates for each step. You should provide as much detail as possible e.g. "By the end the Ist quarter, 30 women will be trained; 5000 stoves will be constructed. By the end of the 2nd quarter, 10 hand-dug wells will be constructed, etc".

The Implementation Plan should show a logical flow of steps, indicating that you have carefully thought through all things that need to happen to get from the current situation to the end of project situation. Do not forget to include in the Implementation Plan all required reports, project reviews and evaluation activities.

6. PLAN TO ENSURE COMMUNITY PARTICIPATION (1 page)

The extent of community involvement is one of the most critical indicators of project success. The quality of your involvement with the community, and your ability to articulate it clearly in the proposal will be a major factor in funding decisions.

You should describe how stakeholders in the affected communities will be (and have been) involved in: (i) project planning and design (including problem identification and identification of solutions); (ii) project implementation; and (iii) in monitoring and evaluating project effectiveness and impact.

Note that community participation means much more than how the community will benefit from the project. It refers to active involvement and ownership by an appropriate spectrum of people. You should describe steps that you are taking/planning to take to maximize this involvement.

Where applicable, also show how you will get individuals/families to replicate the same activities or develop spin offs that will benefit or improve their income level and well being. Remember that the degree to which individuals, families and/or new communities can replicate such projects is one of the best measures of success and sustainability.

As a rule of thumb, any project that is completely financed externally and at a cost higher than the community or individuals can afford, cannot be replicated without new external funds. Cost of activities and inputs should thus be kept low and locally inexpensive but technologically appropriate options should always be sort.

7. RISKS TO SUCCESSFUL IMPLEMENTATION (1 page)

Identify and list the major risk factors that could result in the project not producing its intended results. These should include both internal factors (for example, the technology involved fails to work as projected) and external factors (for example, the currency exchange rate drops, changing the economics of the project). Your analysis should be careful, and should demonstrate that you have thought through not only your own plans but the range of things that could interfere with them.

You may also include in this section the key assumptions on which the project plan is based. In this case, the assumptions are mostly related to external factors (for example, government environmental policy remaining stable) which are anticipated in project planning, and on which the feasibility of the project depends to a greater or lesser extent.

8. EVALUATION PLAN AND INDICATORS (1 page)

In this section you should explain your plan for monitoring and evaluating the project, both during its implementation and at completion. Among the key questions you should address are:

How will you track performance of the project in terms of achievement of the steps and milestones set forth in the implementation Plan?
How will you assess the impact of the project in terms of achieving the project's objective(s)?
How will you facilitate mid-course correction and adjustment of the project design and plans based on feedback you receive?

You should pay special attention to the need to involve members in the monitoring and evaluation process and how this will be achieved.

Finally, you should propose specific, measurable indicators relating to project performance and impact which can form the basis for monitoring and evaluation. (These indicators will be refined in consultation with the National Coordinator, and will form an important part of the contract between your organization and the GEF Small Grants Programme. In essence, you are agreeing to be judged on the basis of the indicators).

PROJECT BUDGET INFORMATION SHEET

The Project Budget Information Sheet is an integral part of every GEF/SGP project proposal, and must be completed prior to consideration of a proposed project for funding. Once a project has been approved for funding, the budget information becomes part of the binding contract between the GEF/SGP and the proposing organization.

The creation and management of a realistic budget is an important part of developing and implementing a successful GEF project. Careful attention to issues of financial management and integrity will enhance the effectiveness and impact of the project. In keeping with the role of the GEF/SGP as a support mechanism for community-level initiatives, every effort has been made to keep financial management requirements as straightforward and non-burdensome as possible.

A few important principles should be kept in mind in preparing a project budget:

o Include in the GEF/SGP budget only costs which directly relate to efficiently carrying out the activities and producing the objectives which are set forth in the proposal. Other associated costs should be funded from other sources.

o Be realistic in your budgeting. Find out what planned activities will actually cost, and do not assume that you will be able to make do for less. An unrealistically low budget is just as likely as an overly high budget to result in failure of the proposal and the project.

o The budge should include all costs associated with managing and administering the project. In particular, be sure to include the cost of monitoring and assessment.

o "Indirect costs" or administrative overhead are not funded ordinarily by the GEF/SGP, and such requests should be kept to the minimum. In exceptional cases, such requests will be treated as Institutional strengthening and will draw up to 10% of the total project budget.

o Remember that when you agree to accept GEF/SGP funds you are also agreeing to be accountable for how those funds are spent, and to make available all financial relevant records. These may be independently audited, and may become public information.

o The budget line items are general categories intended to assist in thinking through where money will be spent. If a planned expenditure does not appear to fit in any of the standard line item categories, list the item under Other Costs and state what the money is to be used for.

o Be sure that the figures contained in the budget Information Sheet agree with those on the Proposal Cover Sheet and the text of the proposal itself.

1. PROJECT FUNDING SUMMARY

FUNDING SOURCE	YEAR 1	YEAR 2	TOTAL US $
Amount requested from GEF/SGP
Community contributions*
Proposing organization contributions*
Other contributions
Total Project Cost

* All cost-sharing contributions, including cash and in-kind contributions, should be itemized below, including the source of the contribution (e.g., village women's association, the nature or type of the contribution (e.g. labor, land, cash), and an indication of whether the contribution is already committed.

Community contributions:

Source of Contribution	Type of Contribution	Committed or Projected?	Value of Contribution


Total Community Contributions

Proposing Organization Contributions:

Source of Contribution	Type of Contribution	Committed or Projected?	Value of Contribution


Total Organization Contributions

Other Contributions:

Source of Contribution	Type of Contribution	Committed or Projected?	Value of Contribution



Total Other Contributions

2. PROJECTED EXPENDITURES

EXPENDITURE CATEGORY	YEAR 1	YEAR 2	Total Amount
A. Personnel/Labour
B. Equipment/Materials
C. Training/Seminars/Workshops
D. Contacts
E. Other Costs (specify)
F. Incidentals
G. Contingency (10%)
Total Project Cost

Exchange Rate (Local currency/US$): _______________________________

Notes and Remarks:

Project Activity	Planned Input	COST
		Personnel/ Labour	Equipment/ Material	Training/ Seminar/ Workshop	Contacts	Others

3. OTHER SUPPORT REQUESTED FROM GEF/SGP (not included in project budget)

Constraints (specify):

Other technical assistance (specify):

Training (specify):

Approximate cost of other support requested:

4. BANK DETAILS

Provide information on bank account into which GEF/SGP funds would be deposited:

Account Name/Title: ______________________________

Account Number: ______________________________

Bank Name/Address: ______________________________ ______________________________

______________________________

GEF SMALL GRANTS PROGRAMME

PROJECT CONCEPT PAPER

OVERVIEW

Preparation and submission of a Concept Paper is the first step in the application process for GEF Small Grants Programme (GEF/SGP) support. A Concept Paper is a brief description of the idea for the project - not more than two pages long, - which is reviewed by the GEF/SGP National Coordinator. The National Coordinator can then discuss the idea with the proposing organization and others, and can advise you whether or not the idea can be considered for GEF/SGP support.

The Concept Paper is intended to begin a dialogue between potential project implementors and the GEF/SGP to clarify and refine project ideas, before the investment by the proposer of substantial time and resources into fully elaborated proposal development. In some cases, the GEF/SGP will be able to provide small amounts of financial support after a Concept Paper has been accepted. These Planning Grants are intended to help turn a concept into a full proposal, and can be used to fund community consultations and processes, consultants if needed, and other costs of project development.

If you have any questions about the eligibility of your idea for GEF Small Grants Programme support, or about the preparation of the Concept Paper or Project Proposal, do not hesitate to contact Mr. George Ortsin, National Coordinator, GEF Small Grants Programme, P. O. Box 1423, Accra (Tel: 227323; Fax: 779970; e-mail: gefsgp@hotmail.com).

INSTRUCTIONS

The proposal should be written in straightforward narrative form. It may be handwritten or typed, single or double spaced, on one side of not more than two A4 sheets, not including the standard cover sheet. Any charts or diagrams will be counted as part of the page limit.

Please be sure that the paper is easily readable. Each page should have the name of the project on it, along with a page number and date. Note that fancy presentations, papers, or the use of sophisticated or color graphics will not be considered to your advantage.

Submit one original of the Concept Paper to the GEF Small Grants Programme National Coordinator. Do not bind the document, as it will be photocopied. KEEP A COPY OF YOUR PAPER FOR YOUR OWN RECORDS, AS THE ONE YOU SUBMIT WILL NOT BE RETURNED.

In preparing the Concept Paper, you should follow the format provided below, briefly addressing the key factors impacting GEF/SGP eligibility: project purpose and intended environmental and sustainable livelihood impacts, relevance to country and global GEF/SGP strategies (including GEF focal area eligibility), community participation, proposer capacity.

GEF SMALL GRANTS PROGRAMME

Concept Paper Cover Sheet

Country: _______________Submission Date: _______________________

Project Title: __________________________________________________

APPLICANT

Name of Organization: __________________________________________

Mailing Address: _______________________________________________

Street Address: ________________________________________________

Telephone: ___________________________________________________

Fax: _____________________________________________________

E-mail: ______________________________________________________

Principal Officer: ______________________________ (name and position)

Project Contact: _______________________________ (name and position)

PROJECT

GEF/SGP Focal Area: ___ Biodiversity

(Check one category) ___ Climate Change

___ International Waters

___ Persistent Organic Pollutants

___ Ozone Layer Depletion

___ Land Degradation

GEF/SGP Activity Category: ___ Demonstration or Hands-on Project

(Check one category) ___ Capacity Building Project

___ Applied Research & Policy Analysis

___ Information, Networking & Policy Dialogue

Proposed Starting Date: __________ Proposed Project Duration: _______

FINANCES

Total GEF/SGP Request: _________ (local currency) _________ (US$)

Total Project Cost: __________(local currency) ________ (US$)

GEF SMALL GRANTS PROGRAMME

Concept Paper Content Outline

[Note: This outline contains many points which may be addressed in each section. These are provided as examples. Do not feel that you need to address every point in detail. You will have the opportunity to do so in the full proposal. For the Concept Paper, each section may consist of one or two concise paragraphs]

I. Briefly describe your organization and other organizations which would participate in implementing the project. Address questions such as:

What is the principal purpose of your organization?
How long has it been in existence?
What other activities does the organization conduct?
Is your organization?

a community organization?
a national or sub national NGO with headquarters in the country?
a research or training institution?

o Is the organization a member of any NGO associations or umbrella groupings?

o Is the organization registered with the government eg. Register General's Department, Ministry of Mobilization & Social Welfare, Environmental Protection Agency, etc.

o Is your organization particularly concerned with

women?
grassroots communities?
another specific population group?

o What is your organization’s total annual budget? What are the sources of funding for the organization?

o What previous experience does the organization have that is specifically relevant to the proposed project, including:

· experience in implementing projects that address problems of global warming, loss of biodiversity, and pollution of international waters?

· experience in implementing projects that focus on the relationship of environmental protection to building sustainable livelihoods at the community level?

· experience in fostering community participation and commitment to development and environmental protection initiatives on a sustainable basis?

· experience working with the particular techniques or technologies being proposed for this project?

· experience working with the specific communities which will be participating in and affected by the proposed project?

II. What is the goal of the project? What will the project accomplish? Why is this important?

Discuss the problem that the project will address, and the end result that the project is designed to achieve. In answering this question, you should refer as directly as possible to the programming priorities set forth in the GEF/SGP Country Programme Strategy. It is essential that you read and understand these priorities and ensure that your proposal is fully responsive. The GEF Small Grants Programme will not fund proposals, which do not respond to the established criteria and priorities, regardless of their merit.

Indicate if the project is related to other initiatives or communities, NGOs, government, the GEF (including the GEF/SGP), or other institutions.

III. What are the main activities that the project will involve? How will they be carried out?

Identify the main activities (for example, a series of training programmes or the demonstration of an appropriate technology) and show how these activities will lead to the achievement of the project's goals.

IV. How will you ensure that affected communities and other stakeholders participate fully in the project?

The extent of community involvement is one of the most critical indicators of project success. The quality of your involvement with the community and your ability to articulate it clearly in the proposal will be a major factor in funding decisions.

You should describe how stakeholders in the affected communities will be (and have been) involved with the project:

as part of its planning and design;
in its implementation;
in assessing, monitoring and evaluating its effectiveness and impact.

Note that community participation means much more than how the community will benefit from the project. It refers to active involvement and ownership by an appropriate spectrum of people, including -- in particular -- women and grassroots communities.

V. What is your best estimate of how much the project will cost? How much would you like the GEF/Small Grants Programme to contribute? What other potential or committed funding sources are there?

PLANNING GRANT APPLICATION

Country: _____________ Submission Date: _______________________

Project Title: __________________________________________________

APPLICANT

Name of Organization :__________________________________________

Mailing Address: _____________________________________________

Street Address: ________________________________________________

Telephone: ___________________________________________________

Fax: _____________________________________________________

E-mail: _____________________________________________________

Principal Officer: _____________________________ (name and position)

Project Contact: _______________________________ (name and position)

PLANNING GRANT

1. Funding Request: __________ (local currency) _________ (US$)

2. Proposed Planning Period Starting Date: __________________

3. Proposed Planning Period Completion Date __________________

On a separate page, briefly describe the purpose of the planning grant and how the planning grant funds will be used, in particular with respect to community participation in project development.

SMALL GRANTS PROGRAMME

SMALL GRANTS PROGRAMME

1. SAMPLE TABLE OF CONTENTS

I. GEF/SGP PROPOSAL COVER SHEET