CaRED Programme (COMMUNITY RESILIENCE AND ECONOMIC DEVELOPMENT) A Joint-Programme between UGM and MFAT New Zealand 2nd TERM CALL FOR PROPOSAL GUIDELINE DEADLINE FOR SUBMISSION January 8, 2015 CARED Programme is funding facility to support projects or activities implemented by UGM institutions in collaboration with NZ and Indonesia institutions focusing on sustainable economic development, improving local government and community capacity in managing and addressing adverse events and human crises such as disaster risk management and reduction, the energy crises, and human rights with Eastern Indonesian regions as the targeted areas. 1 Table of content A. BACKGROUND B. OBJECTIVE, THEMES AND TARGET GROUP 1. Objective 2. Theme 3. Target Group C. FINANCIAL ALLOCATION 1. Size of grants 2. Terms of Agreement and Payment D. ELIGIBILITY CRITERIA FOR THIS CALL FOR PROPOSAL 1. 2. 3. 4. 5. 6. 7. Eligibility of the contents of the project proposal Eligibility of the duration of the implementation of the project Eligibility of project location Eligibility of Project Leader and Team Partnership Eligible/non eligible costs Conflict of Interest E. PROCEDURE FOR THE SUBMISSION OF THE PROPOSALS 1. Application: general instructions 2. Deadline for project proposal submission 3 3 3 3 3 4 4 4 4 4 5 5 5 5 5 6 6 6 7 F. EVALUATION PROCESS 7 G. MONITORING and EVALUATION OF THE PROJECT 8 H. ENQUIRIES APPENDIX 1: CaRED Result Framework Diagram APPENDIX 2: Suggested content, expected output, template APPENDIX 3: Work Plan Template APENNDIX 4: Letter of Intent and Sample APPENDIX 5: Letter of Intent as Collaborating Institution APPENDIX 6: Budget Template APPENDIX 7: Proposal Annexes APPENDIX 8: Weekly Logbook APPENDIX 9: Report Templates 8 9 10 12 16 17 18 19 20 21 2 A. BACKGROUND Community Resilience and Economic Development (CaRED) programme has been developed under the auspices of the Partnership Arrangement (PA) between New Zealand’s Ministry of Foreign Affairs and Trade (MFAT) and Universitas Gadjah Mada (UGM) to contribute to sustainable development in Indonesia, including its human resources and capacity. The CaRED Programme supports research and projects implemented by UGM institutions in collaboration with NZ and Indonesia organisations, universities, local governments, and private sectors/ industries. It’s inspired by long history of collaboration and partnership between NZ and UGM to address Indonesia’s development challenges. CaRED Programme finances community development research-based activities, training, workshops and technical assistance that will lead to increased private sector performance and business development, improved renewable energy, human resources capability and increased local government and community capacity to manage natural disasters and conflict events. B. OBJECTIVE, THEMES AND TARGET GROUP 1. Objective The goal of the CaRED programme is to contribute to sustainable development in Indonesia, including its human resources and capacity to address significant development challenges, through deeper engagement and cooperation between NZ and UGM. In working towards the goal, the CaRED Programme aims to: a. Promote local ownership and use of, and alignment to, appropriate local systems, knowledge and expertise; b. Promote and facilitate communities to: i. Access increased sustainable livelihood opportunities derived from natural resources and economic development initiatives. ii. Use and manage available government and community resources at sub-national level in a sustainable way. iii. Participate in the planning and sustainable development of their local areas. c. Strengthen local government capacity and community cohesion in planning, managing, and responding to adverse events or human crises; and d. Advance the research and education priorities of UGM. 2. Theme The CaRED Programme promotes projects that improve sustainable development particularly in Eastern Indonesia regions. The CaRED 2nd call for proposals will focus on the following specific areas: a. Sustainable Economic and Livelihood Opportunity (SELO); b. Human Crises and Conflict Prevention (HCCP); c. Disaster Risk Management (DRM); and d. Renewable Energy (RE). 3.Target Group Applications are open to UGM institutions; faculties, study centres, vocational schools, graduate schools, UGM’s researchers and/ or lecturers. The applicant could also be a group consisting of people from different work (units) and/ or study disciplines. 3 C. FINANCIAL ALLOCATION 1. Size of Grants The overall indicative amount allocated for funding under CaRED is around IDR 27.525.000.000. The CaRED programme reserves the right not to award all available funds1. 2. Terms of agreement and payment Agreement will be made annually, and continuity of the next year funding will be subject to approval based on the performance and achievement of the previous year. Grant payments will be made in accordance to the following schedule unless otherwise agreed: a. b. First tranche (60%) after signing the Terms of Agreement (ToA). The remaining payment (40%) will be paid after approval of the Progress Report and Interim Financial Report. Term of Agreement or project contract will be signed by grantee represented by PI and grantor represented by Deputy Head of Research (Institute for Research and Community Services) and witnessed by Director of Partnership, Alumni and Global Intiatives. D. ELIGIBILITY CRITERIA FOR THIS CALL FOR PROPOSAL All submitted applications must fulfil these following criteria in order to be considered eligible and to be reviewed by the Evaluation Committee. Evaluation Committee will likely consist of independent expertise from relevant CaRED output, representative from UGM and CaRED management. CaRED management will select and determine the member of the Evaluation Committee. 1. Eligibility of the contents of the project proposal All project proposals must align with the CaRED Result Framework (RF) Diagram shown in Appendix 1 or can be accessed in www.oia.ugm.ac.id. Projects should be divided into, but may not include all, the following components: a. Research and/or Community Development This involves a series of activities based on research involving community and local partner (government, university, private sector/industry, and/or professional association) engagement as initiators, implementers and target beneficiaries in project planning and implementation. This component should not exceed 60% of the total proposed budget. b. Training & Workshop This component involves mainly capacity building for government, community and/ or community organisations, youth groups etc. Training and Workshops are regular activities conducted by many institutions within UGM as part of their development projects. The Training and Workshops usually do not involve such complex activities such as those envisaged within the ‘Community Development’ type. This component should not exceed 30% of the total proposed budget. c. Technical Assistance This component is designed for providing financial supports for references, books and modules development, including local transportation and accommodation for expert dispatch 1 Indicative grants for CaRED 2nd round for proposal will be awarded and divided into the following schemes: 1) Sustainable Economic and Livelihood Opportunity (SELO); up to 650.000,00/proposal 2) Human crises and Conflict Prevention(HCCP);up to IDR 550.000.000,00/proposal 3) Disaster Risk Management (DRM); up to IDR 850.000.000,00/proposal 4) Renewable Energy (RE); up to IDR850.000.000,00/proposal 4 from New Zealand during research assistance, training, workshop, or other development activities. This component should not exceed 30% of the total proposed budget. The project components are interrelated and require interdisciplinary approaches. CaRED will also support research on crosscutting issues, policy linkages, capacity building, advocacy, education, disaster mitigation, natural materials, entrepreneurship, and Small Medium Enterprises (SMEs) empowerment. 2. Eligibility of the duration of the implementation of the project The project supported by CaRED must fall within the period of April 2015 to August 2018. 3. Eligibility of project location The CaRED Programme contributes to the reduction of poverty in Eastern Indonesia and projects must be implemented in Eastern Indonesia defined as Papua, West Papua, Nusa Tenggara, Maluku and Sulawesi. 4. 5. Eligibility of Project Leader and Team Project Leader (lecturer/researcher) is a UGM faculty member; and considered as the PI (Principle Investigator) of the proposal; The PI leads a group consisting of at least 3 scholars from different fields of study as members, and at least 1 graduate student as research assistant. Research topic of the involving graduate student relates to the proposed project; and Proposal applications must be approved by the dean. Partnership Proposals submitted to the CaRED secretariat must involve bilateral cooperation between NZ and Indonesia. Cooperation may involve NZ institutions, government agencies, civil society organizations, private institutions, and universities. Proposals will not be processed if they fail to comply with this requirement; Proposals submitted to the CaRED secretariat must involve cooperation with local (Indonesian) partners from targeted areas, such as local government, civil society organizations, private institutions, and universities. 6. Eligible/non eligible costs Only "eligible costs" can be taken into account for a grant. These are detailed below. The budget is therefore both a cost estimate and a ceiling for "eligible costs". Eligible costs must be based on real costs, not lump sums. Costs incurred before the starting date agreed in the grant contract are considered ineligible. a. Eligible direct costs An eligible direct cost consists of salary, commissioned work, travel & accommodation cost, research equipment & spare part, consumables, and other expenses related to the project. b. Eligible indirect costs (administrative costs/overheads) An amount not exceeding more than 5% of the total cost of the action may be claimed as indirect costs to cover the administrative overheads incurred by the Leader and/or Partners for the action. Indirect costs are eligible, provided that they do not include costs 5 assigned to another heading of the budget. Overheads can be cost of stationery, telephone, fax, internet, courier expenses as well as financial service costs (in particular the cost of bank transfers and financial charges). Overheads have to be justified with supporting documents and must be based on real costs, not lump sums. c. Funding from other sources or contributions The CaRED Programme encourages in-kind and/or cash contributions from the applicants’ institution and/or partners. Proof of this contribution is required. d. Ineligible costs CaRED will not support the following expenditure: institutional bench fee; salaries of consultants; gifts; alcoholic beverages; and expenses that would be considered personal and not related to the grant activity e.g. hotel charges for items such as television, video hire, laundry, gym use, etc. More detailed regulations in grant spending are provided separately in UGM CaRED Programme Financial Regulation for Applicant and Surat Keputusan Rektor UGM No. 9/P/SK/Hukor/2013 tentang Pedoman Standar Biaya Umum Kegiatan-Kegiatan yang dilaksanakan di Lingkungan UGM Tahun Anggaran 2013. Files are available in www.oia.ugm.ac.id. 7. Conflict of Interest One researcher/ scholar can only be involved in one proposal either as PI or member. First term grantees of the CaRED Programme are not eligible to join this 2nd term call for proposal. Members of the CaRED Management are not eligible to participate in this 2nd term call for proposal. E. PROCEDURE FOR THE SUBMISSION OF THE PROPOSALS 1. Application: general instructions CaRED requires each Project Proposal to submit all of the following documents: Application form and Proposal template (Requirements, suggested content and templates are available in Appendices or can be accessed in www.oia.ugm.ac.id) Suggested content, expected output and template are available in Appendix 2 Work Plan (template available in Appendix 3) Letter of Intent (sample and template available in Appendix 4 and 5) Budget (template available in Appendix 6) Proposal annexes (template available in Appendix 7) English is the language of the proposal. Applicant must submit the research proposal (in MS-Word Format), proposed budget (in MS-Excel Format) and all other required supporting documentations, electronically the CaRED secretariat email address using following email subject: Email: [email protected] Email subject: [Theme chosen]_[Name of applicant institution]_Last name of Project Leader. (example: DRM_Faculty of Engineering_Awaludin). 6 Applicants are required to name their files as below: Proposal_Name of applicant institution]_Last name of PI Proposed Budget_[Name of applicant institution]_Last name of PI Proposals must include per year budget estimation and per year expected outcomes at each stage of the project. For multi-years funding, the approved proposal will be subject to rigorous annual review to consider whether the project will be funded for the following years or terminated. 2. Deadline for project proposal submission All project proposals should be submitted with all the annexes no later than January 8, 2015 by 24.00 WIB. Applications received after the deadline will not be accepted. The following table summarizes the timeline of the CaRED 2ndCall for proposals: No 1. 2. 3. 4. 5. 6. Action Date Proposal submission Desk evaluation process Oral presentation Notification ToA/ contract signing Funding disbursement Deadline January 8, 2015 January 8, 2015 – 2nd week of February 2015 3rd week of February 2015 4th week of March, 2015 April, 2015 April, 2015 F. EVALUATION PROCESS Submitted proposals are subject to administrative screening before being peer-reviewed. Each applicant will be notified of the results of both screeningand peer- reviews. Nominated applicants will be invited to present their proposals. The evaluation grid highlights the key elements assessed during the selection and review of projects submitted to CaRED. Proposals will be approved by the Rector of UGM and the New Zealand Ambassador. Points of Assessment 1. Relevance (5%) 2. Cross Cutting Issues; Gender, Human Right and Environment (10%) 3. Effectiveness (10%) 4. Efficiency (20%) Description Be consistent with the goal, objectives and the outcomes of UGM/MFAT Partnership Arrangement and CaRED Programme Promote local ownership and use and alignment to appropriate local systems, knowledge and expertise Takes into account the extent to which the relevant crosscutting issue of gender, human right and environment has been considered Effectiveness to which the desired outcomes are achieved or expected to be achieved Be results focused, and include a clear results framework and outputs based budget Efficiency is measured by how economically resources (including funds, expertise and time) are converted to results. Value for money; achieving best possible development outcomes over the life of an activity relative to the total cost of managing and resourcing that activity and resources are used effectively and economically and without waste Budget is fair and rational according to UGM General Standard Cost (Standar Biaya Umum. SBU). 7 5. Improvement of UGM capacities in Research and Education (15%) 6. Impact (20%) 7. Sustainability (20%) Co-funded by other source of funding such us other donors, local government, etc. The projects have components to improve UGM Capacity in research and educational matters; teaching and learning quality Involvement of New Zealand universities/institutions. Have positive and intended effects Promoting long term connectivity/taking into account the chance of success and sustainability such as alignment with government projects, initiation by community, having clear objectives, being supported by communities, and being innovative The probability of continued long-term benefits after the activity has been completed Involvement of local government institutions and local universities Or Projects are designed, prepared, implemented, monitored and evaluated with local government, institutions and the participation of local universities Use and manage available government and community resources at sub national level in a sustainable way Participate in the planning and sustainable development in their local areas G. MONITORING and EVALUATION OF THE PROJECT Monitoring and evaluation of the project is conducted by CaRED Programme Management through project reports evaluation and field visit. The successful proposal is required to submit weekly log book (see Appendix 8), progress and final reports (see Appendix 9) which will be specified in detail in the Term of Agreement (ToA) between grantee and CaRED Programme Management. H. ENQUIRIES Further information about the 2nd Call for Proposals is also available from the CaRED Secretariat which can be contacted at: UGM CaRED Programme Secretariat Gedung Pusat UGM, South Wing, 3rd Floor, Bulaksumur, Yogyakarta, 55281 Telephone& Fax : +62-274-6491832 Email : [email protected] Website : www.oia.ugm.ac.id 8 Appendix 1: CaRED Result Framework Diagram Goal: To contribute to sustainable development in Indonesia, including human resources and capacities to address significant development challenges, through deeper engagement and cooperation between NZ and UGM Increased economic returns and social development Increased community access to clean and affordable energy in eastern Indonesia Improved enabling environment for economic growth and Private sector development in eastern Indonesia Increased SME /Private sector performance in Eastern Indonesia Developed integrated local strategic plan for sustainable economic development Improved renewable energy human resource and capability These long and medium term outcomes contributed to the objectives of MFATUGM partnership arrangement. Reduced losses from natural disaster and adverse events through more resilient communities Disaster risk reduced Increased government and community capacity in disaster risk management Economic and livelihood activities implemented (including research based activities) Renewable energy activities implemented (including research based activities) Disaster Risk Management activities implemented (including research based activities) Grant provided for economic and activities livelihood activities Grant provided for renewable energy activities Grant provided for DRM activities Increased community resilience to cope with and recover from conflict and violence Improved quality researches and education in UGM Increased government and community knowledge and skill in managing, preventing and resolving conflict in eastern Indonesia Researches (on the four selected sectors) are informing education and practice Conflict prevention activities implemented (including research based activities) Grant provided for conflict prevention activities Activities selected by UGM and NZ for funding under the RDSP Funding Facility will contribute to achievement of the Immediate outcomes progressed. Facility will measure the achievement to short term outcomes. Activities selected for funding under the RDSP Funding Facility will be assessed according to some criteria (Points of Assessments). APPENDIX 2: Suggested content, expected output, template 1. Format and Contents of Proposal Page Size : A4 (21.5 cm x 29.7 cm) Font : Arial 11 with 1.5 line spacing Margin : left 4 cm; right 3 cm; top 3 cm; bottom 3cm The content of the proposal is as follow: a. Cover Page (see point 4 below for detailed format) Color of page for Sustainable Economic and Livelihood Opportunity (SELO) theme is red. Color of page for Human Crises and Conflict Prevention theme is yellow. Color of page for Disaster Risk Management theme is green. Color of page for Renewable Energy theme is blue. b. Application Form containing Proposed Project Contents (See below for detail) c. Letter of Intent as Participant of CaRED Programme (See appendix 4 for detailed format) d. Letter of Intent from New Zealand institution(s) and Indonesian institution(s) involved in the proposed project (See appendix 5 for sample format) e. Budget Proposed (See appendix 6 for sample format) f. 2. CV of the applicant/project leader and members (See appendix 7 for sample format) Proposed Project Contents a. Abstract Summarise the proposed project briefly in a form that can be treated as a stand-alone document. Two pages in total with single space b. Introduction/Rationale Provide information on country, region and sector issues, stake holder analysis and problem analysis and how it is integrated into your proposed activities. Provide justification on how your proposed project is relevant to the objective of the CaRED Programme. c. Expected outcomes List outcomes (long term, medium term, and short term) expected from the proposed project. All the expected outcomes must contribute to the CaRED Programme outcomes. d. Prior on-going project activities and roadmap A fully detailed background literature review is required to verify that the proposed project is relevant. If available, provide details of existing project and/or experience on similar project that has been carried out on the proposed theme. Description of the road map of the project, based on the on going activities, is also necessary in this part. List the references used in standard bibliographical format in this section. e. Plan for collaboration Provide collaboration scheme with New Zealand institutions and Indonesian local partners. Describe contribution of each collaborator (either/both NZ and/ or local partner) in each proposed project. f. Project Plan and Methodology Provide details approach and methodology to be implemented in the proposed activities, including the milestone of the project. Explain detailed activities, facilities, equipment, materials, plan to publish the project result, etc. Provide management arrangement structures including role and responsibility of each project member. Also provide how project evaluation will be performed to ensure project objectives are achieved. 10 g. Timeline Provide a full month-by-month timeline for each year completed with outcomes. h. Proposed Budget Provide detailed estimated budget and year-by-year breakdown of the cost and a clear indication of any co-funding, in-kind, and other contributions. See appendix 6 for template of proposed budget to guide applicant in formulating budget. Applicant should refer to UGM RDSP-FF Financial Regulation for Applicant and Surat Keputusan Rektor UGM No. 9/P/SK/Hukor/2013 tentang Pedoman Standar Biaya Umum Kegiatan-Kegiatan yang dilaksanakan di Lingkungan UGM Tahun Anggaran 2013 for detailed regulation in grant spending. 3. Expected Outputs a. Manuscript ready to be submitted to peer-reviewed scientific journal, or b. Development (trainings/ workshop) modules, c. Road map of sustainable long term planned activities completed by letter of intent from involved partners at the end of the first year, and d. Report which includes description on good practices of the project. 4. Proposal cover UGM CaRED Programme (COMMUNITY RESILIENCE AND ECONOMIC DEVELOPMENT) 2nd TERM CALL FOR PROPOSAL PROJECT TITLE: PROJECT PERIOD: Name of Principle Investigator Name of members NAME OF FACULTY UNIVERSITAS GADJAH MADA 2014 11 APPENDIX 3: Work Plan Template APPLICATION FORM 2 CALL FOR PROPOSAL ND COMMUNITY RESILIENCE AND ECONOMIC DEVELOPMENT PROGRAMME (CaRED Programme) Program Guidelines Applicants should read Guideline for Proposal Application of UGM CaRED. It is advisable to provide detailed information and description for each item below, and attach supporting documents. 1 Project Leader/Applicant’s Personal Information Please also attach CV (Appendix 5) 1.1 Last Name Given Name(s) 1.2 Gender (Please mark √) 1.3 Current Status/Position 1.4 Institution 1.5 Contact Address Male Female *Faculty/Study Center/Graduate School/ Vocational School (Office Address) Tel/ Fax Mobile E-mail Address 2 Project proposal: Title, Theme, & Estimated Period 2.1 Project Title 2.2 Theme (Please check √ the one corresponding to your project) Themes: Sustainable Economic and Livelihood Opportunities (SELO) Human Crises and Conflict Prevention (HCCP) Disaster Risk Management (DRM) Renewable Energy (RE) 2.3 Total Period of Project Months From 3 To Information on Person(s) Involved (please duplicate the table as necessary and attach CV of each person involved) (Appendix 5) 3.1 Member 1 3.1.1 Last Name 12 Given Name(s) 3.1.2 Gender (Please mark √) 3.1.3 Current Status/ Position 3.1.4 Institution 3.1.5 Contact Address (Office Address) Male Female *Faculty/Study Center/Graduate School/Vocational School Tel/ Fax Mobile E-mail Address 3.1.7 Work allocation 3.2 Member 2 3.2.1 Last Name hours/week Given Name(s) 3.2.2 Gender (Please mark √) 3.2.3 Current Status/Position 3.2.4 Institution 3.2.5 Contact Address (Office Address) Male Female *Faculty/Study Center/Graduate School/Vocational School Tel/ Fax Mobile E-mail Address 3.2.6 4 Work allocation hours/week Information on New Zealand institution(s) and Indonesian local institution(s) Involved (please duplicate the table as necessary and attach the supporting documents) 4.1 4.1.1 Contact Person of the Collaborating Institution Last Name Given Name(s) 4.1.2 Gender (Please mark √) Male Female 4.1.3 Institution *NZ institution/Indonesian local institution 4.1.4 Current Status/ Position 4.1.5 Contact Address (Current Address) Tel/ Fax Mobile E-mail Address 5 Proposed Project Content Please elaborate the following topics as clearly as possible 5.1 Abstract Elaborate the proposed project briefly and thoroughly in the form that can be treated as a stand-alone document. Two pages in total with single space 13 5.2 Introduction/Rationale Provide information on country, region and sector issues, stake holder analysis and problem analysis and how it is integrated into your proposed activities. Provide justification on how your proposed project is relevant to the objective of CaRED Programme. 5.3 Expected Outcomes List outcomes (long term, medium term, and short term) expected from your proposed project: All the expected outcomes must be inherent with the RDSP-FF outcomes. 5.4 Prior on-going Project Activities and Roadmap A fully detailed background literature review is required to verify that the proposed project is relevant. If available, provide details of existing project and/ or experience on similar project that has been carried out on the proposed theme. Description of the road map of the project, based on the on-going activities, is also necessary in this part. List the references used in standard bibliographical format in this section. 5.5 Plan for collaboration with New Zealand institutions and Indonesian local partners Provide explanation on the contribution of each collaborator (either/ both NZ and/ or local partners) in each proposed activities. 5.6 Project Plan and Methodology Provide details approach and methodology to be implemented in the proposed activities, including the milestone of the project. Explain detailed activities, facilities, equipment, materials, plan to publish the project result, etc. Provide management arrangement structures including role and responsibility of each project member. Also provide how project evaluation will be performed to ensure project objectives are achieved. 5.7 Timeline Provide a full month-by-month time for each year completed with outcomes 6 Proposed Budget Please fill in the budget figure for the whole proposed project period No 0 1 2 3 Category Contribution to be requested from CaRED Contribution from other sources (if any) Non-output specific costs/Management costs (In-Direct Project Support Costs by Type) Activity I: Research and/ or Community Develoment Activity II: Training and Workshop Activity III: Technical Assisstance Total 14 7 Document Checklist Please check (√) and note that UGM RDSP-FF will NOT consider any application with incomplete documents. Documents should also be arranged according to the list below. You may also attach other supporting document that can reinforce your application e.g. Partnership Agreement with collaborating institutions (if any) 7.1 Cover Page (Appendix 2) 7.2 This application form, completed with endorsement and applicant’s signature 7.3 Letter of Intent as Participant of UGM RDSP-FF (Appendix 4) 7.4 Letter of Intent as Collaborating Institution of UGM RDSP-FF from New Zealand and Indonesian Institution(s) involved (Appendix 5) 7.4 Proposed Budget (Appendix 6) 7.5 CV of the applicant/project leader and members (Appendix 7) 8 Declaration I declare that all information written in this application as well as the attached documents are true and correct to the best of my knowledge. Applicant/Project Leader Endorsement by Dean Name: Name: Signature: Signature: Date: Date: 15 APENNDIX 4: Letter of Intent as Participant Applicants should include the following important points on their Letter of Intent: 1. 2. 3. 4. 5. Name of the collaborating institution and its address Name of the contact person from the collaborating institution and his/her position Name of the Project Leader who is currently applying support from UGM CaRED Duration, type of support and source provided by the collaborating institution Signature of the contact person from the collaborating institution Letter of Intent as Participant of UGM CaRED I, the undersigned below, 1. 2. 3. 4. 5. 6. Name Place, Date of Birth Institution Contact Address Telephone and Mobile Role in Activity : : :*Faculty/Study Center/Graduate School/Vocational School : : : Principle Investigator (PI)/ Member declare my willingness to perform my role as stated in the proposal with the title: ...................................................................................................................................................................... submitted to UGM CaRED Programme. Signed in On the date of Dean of ... Faculty Signed Declarant, Signed Full Name FullName : Yogyakarta : 16 APENNDIX 5: Letter of Intent as Collaborating Institution SAMPLE Letter of Intent as Collaborating Institution of CaRED Programme This Letter of Intent is made this Thursday day of February 21, 2013 Mr. Ahmad Safrizal, the head of Research and Development Department appointed as representative of Pemerintah Daerah Propinsi Maluku whose principal institution is at Pemerintah Daerah Maluku Jalan Sehat 3 Maluku has agreed to support and develop a project within the scope of UGM Community Resilience and Economic Development Programme (CaRED) with the tittle Economic and Livelihood Development of which the Project Leader is Ms. Raisha Firzi, whose principal institution is at Faculty of Economics and Business, Universitas Gadjah Mada, Bulaksumur, Yogyakarta 55281 As per initial evidence of our willingness, this Letter of Intent agrees as the followings: 1. To support the project for the duration of 8 months, from May 1 – December 31, 2013. 2. To support the project in terms of funding and office facility with the amount of funding as much as Rp50.000.000,00. 3. To provide an office room in office of Pemerintah Daerah Propinsi Maluku. 4. To provide ... (please specify) Further arrangement of the support provided is available separately in a specific Partnership Agreement between Pemerintah Daerah Provinsi Maluku and Faculty of Economic and Business UGM. SIGNED Ahmad Safrizal Head of Research and Development Department Pemerintah Daerah Propinsi Maluku 17 APPENDIX 6: Budget Template Category Quantity per Unit Type of unit (e.g month, years etc) Unit Cost Total IDR Cost of Activity Other in-kind Contribution (optional) NZ contribution Non-output specific costs/Management costs (In-Direct Project Support Costs by Type) - - - - - - - - Activity I: Research and/ or Community Develoment - - - - - - - - Activity II: Training and Workshop - - - - - - - - - - - - - - - No 0 1 2 3 - Output (i.e. explanation of what will be produced) Activity III: Technical Assisstance - *proposer must also provide detail budget in soft file form that will be uploaded separately 18 APPENDIX 7: Proposal Annexes Curriculum Vitae A. PERSONAL DETAILS 1. 2. 3. 4. 5. Full Name (with Academic Degree) Place, Date of Birth Office Address Institution Contact Details (telephone, facsimile and email) B. EDUCATION 1. Doctorate Level Name of University and Place Start year – End year Dissertation topic 2. Master Level Name of University and Place Start year – End year Thesis topic 3. Bachelor Level Name of University and Place Start year – End year Undergraduate thesis topic C. RESEARCH AND/ OR COMMUNITY DEVELOPMENT, TRAINING AND WORKSHOP, AND TECHNICAL ASSISTANCE EXPERIENCES (in the last five years) [Project Title], [Project Type], [Year] [Project Title], [Project Type], [Year] D. Recent Peer-reviewed Publications/Invited Papers/Presentations in the last 5 years Peer-reviewed [Author name and publication], [Publication], [Year] [Author name and publication], [Publication], [Year] E. INTERNATIONAL COLLABORATION EXPERIENCES Project Name Start date – End date and Place Name of partner(s) Source of Funding(s) Project output(s) Place, and date Signature Full Name 19 APPENDIX 8: WEEKLY LOGBOOK TEMPLATE Community Resilience and Economic Development (CaRED) Programme WEEKLY LOGBOOK Project's Title Period (Month) Week Activity Performed Details : : Persons Involved Problems and Solutions Next Steps I II III IV V <mm/dd/yy> Principle Investigator, <Full name> 20 APPENDIX 9: REPORT TEMPLATE: PROGRESS REPORT AND FINAL REPORT Projects Progress/Final Report Form Community Resilience and Economic Development (CaRED) Programme Project Progress Report: Summary Activity information Activity Title Goal Intended outcomes Contract or grant information Start and end dates Total cost Reporting period Progress report preparation Prepared by Others involved or consulted Date of report Key Conclusions and Necessary Actions Include an update on previous recommendations or decisions made and how these have been progressed/remedied over the reporting period. Review of Progress to Date 21 Progress against Results Measurement Table Provide a summary of results against the Results Measurement Table here. Attach an annotated version of the original Results Measurement Table (or equivalent) which provides data against planned indicators and targets (an example is attached at Appendix B). Changes to Activity Context in the Reporting Period Briefly describe changes to the operating environment or context, and include discussion of the implications, including for Activity effectiveness or for any necessary changes to scope or approach. Relationship between Partners, Beneficiaries and Other Stakeholders Comment on any changes, problems or important features of (a) relationships with key stakeholders, and (b) contributions by partners and sub-contractors. Updates to Key Activity Management Documents Activity Results Framework Briefly summarise any proposed changes to the Activity Results Framework. Attach an updated version of the Results Framework as proposed, if necessary. Costed workplan Where relevant, attach a costed workplan for the subsequent period. Describe any implications for, or changes to, the Activity’s overall costed workplan and/or budget. Risk management matrix Describe any key risks that have emerged during the reporting period and how they have been mitigated. Attach an updated version of the risk management matrix where necessary. Governance and management arrangements Describe any necessary changes to the governance and management arrangements between NZ, partners, contractors and other donors. Transition or Exit Planning Describe any issues that are likely to affect the sustainability of Activity outcomes beyond the funding period and key steps / preparations to address these. 22 Authorisation I declare that the information contained in this report is true and correct and confirm: Declaration I declare that all information written in this report as well as the attached documents are true and correct and confirm: UGM Funds were re received and used only for the agreed purpose(s); and All conditions attached to UGM’s Funding have been met; and There are unspent Funds and I understand that UGM may deduct this amount from the next tranche payment of Funds OR a cheque is attached returning these Funds to UGM. Project Leader Endorsement by Dean Name: Name: Signature: Signature: Date: Date: Appendices (Delete those not relevant) This report includes the following appendices: Appendix A: Progress Against Agreed Workplan and Budget (table) Appendix B: Progress against Results Framework (table) Revised Activity Results Framework Costed workplan for subsequent period Updated risk management matrix 23
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