ATPMM – a Guide to Project Proposal Development

Workshop on ASEAN TELSOM Project Implementation & Funding Management Manual (ATPMM)

Phnom Penh, 30 May 2014

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Outlines

• Project proposal• Project proposal concept• Review of AIM2015 strategic thrusts• Full project document structure• Project budget• AICTF-eligible budget items• Project work plan• Amendments

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Project Proposal

• To propose a TELSOM/ATRC project, a project proponent shall prepare: – A Project Proposal Concept for consideration at

TELSOM/ATRC JWG & WGs meetings (Template 2)– A Full Project Document for consideration and approval by

TELSOM/ATRC (PG2)

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Project Proposal Concept

• The project proposal concept should, at least, contain the following information about the project:– Title (project name)– AIM2015 Strategic Thrust/Initiative that the project supports– Purpose (high level goal or mission)– Background information (project context)– Objectives (project deliverables)– Proponent agency– Beneficiaries of the deliverables– Indicative work plan (list of activities)– Implementation method (main approach)– Funding source– Success indicators

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AIM2015: Vision and Strategic Thrusts

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AIM2015: Strategic Thrust 1Economic Transformation

Initiative 1.1: Create a conducive environment where businesses can grow leveraging ICT

Action Description

1.1.1

Facilitate sharing and exchanging of business information amongst ASEAN countries

Engage the business community to identify their ICT needs and requirements

Leverage existing initiatives and nurture the development of content and applications to facilitate information exchange and accessibility to data

Develop a conducive ICT environment for businesses

1.1.2Develop a framework to facilitate transparent and harmonised ICT regulations

Harmonise regulatory practices and ICT standards

Initiative 1.2: Develop Public-Private Partnership (PPP) initiatives for the ICT industry

Action Description

1.2.1

Share various PPP models and practices amongst ASEAN countries to formulate PPP models for the implementation of ICT projects

Determine best practice models most suitable for ICT partnerships between the government and the private sector across ASEANAdopt best practice PPP models for ICT projects to promote clarity and transparency between governments and the private sector in ASEAN

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AIM2015: Strategic Thrust 2People Engagement and Empowerment

Initiative 2.1: Ensure affordable broadband access to every community

Action Description

2.1.1Study to lower intra-ASEAN roaming charges

Analyse how intra-ASEAN roaming charges are derived and can be made cheaper to promote the use of mobile broadband across the region

Initiative 2.2: Ensure affordable ICT products

Action Description

2.2.1Enhance implementation of mutual recognition arrangements (MRAs)

Ensure that all technical standards are in the ASEAN working language (English)

Adopt common standards to reduce time-to-market for ICT products

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AIM2015: Strategic Thrust 2People Engagement and Empowerment

Action Description

2.3.1

Survey and study to identify gaps and determine e-services to be developed

Identify relevant e-services to be developed, considering in particular the cost of such e-services and location of content

Nurture an environment to facilitate the development of affordable e-services

Promote e-services that can be adapted for local usage

2.3.2

Provide incentives or grants to promote e-services and content development

Develop criteria to provide incentives to develop ASEAN-wide e-services and content

Provide incentives to individuals and businesses to engage in e-services and content development

Initiative 2.3: Ensure affordable and seamless e-services, content and applications

Initiative 2.4: Build trust

Action Description

2.4.1Promote secure transactions within ASEAN

Develop mutual recognition arrangements for cross-certification of digital certificates within ASEAN

Promote the use of two-factor authentication

2.4.2Outreach campaign to promote awareness of cyber-security

Create public awareness through education about online security

Forge joint collaboration with industry and other stakeholders

Ensure personal data protection

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AIM2015: Strategic Thrust 3 - Innovation

Initiative 3.1: Create Innovation Centres of Excellence (COE) for Research and Development (R&D) of ICT services

Action Description

3.1.1 Establish networks of COEs

Establish COEs across ASEAN to promote R&D, innovation and transfer of technology

Connect COEs to facilitate the exchange of ideas and promote greater collaboration amongst ASEAN ICT experts

3.1.2Develop ASEAN digital content exchange

Develop platform to facilitate and promote the exchange of content

3.1.3Promote Intellectual Property Rights (IPR) at ASEAN level to safeguard innovation

Promote IPR enforcement through sharing of best practices, guidelines and frameworks across ASEAN to safeguard innovation

Provide incentives for R&D efforts as well as to acknowledge, recognise and reward ICT experts

Initiative 3.2: Promote innovation and collaboration amongst government, businesses, citizens and other institutions

Action Description

3.2.1Recognize and reward ICT innovators

Develop ASEAN ICT awards to promote creativity and encourage innovation

Provide incentives for R&D efforts to acknowledge, recognise and reward ICT innovators

3.2.2 Launch the ASEAN CIO forum Develop platform to promote sharing of best practices and collaboration amongst CIOs

Initiative 3.3: Nurture innovation and creativity at schools

Action Description

3.3.1Ensure every child has access to broadband internet

Promote access to broadband internet so that every child can remain engaged, connected and informed

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AIM2015: Strategic Thrust 4Infrastructure Development

Initiative 4.1: Improve broadband Connectivity

Action Description

4.1.1Establish an ASEAN Broadband Corridor

Identify and develop locations in each ASEAN Member State which offer quality broadband connectivity

Enable seamless usage of broadband services and applications across ASEAN to further connect and enhance the development of ICT and other sectors

Promote the diversity of international connectivity among ASEAN Member States

4.1.2Establish an ASEAN Internet Exchange Network

Establish a regulator-operator forum to develop a platform to facilitate intra-ASEAN internet traffic

Facilitate peering amongst ASEAN internet access providers to improve latency and speeds as well as lower costs

Initiative 4.2: Promote network integrity and information security, data protection and CERT cooperation

Action Description

4.2.1Develop common framework for network security

Establish common minimum standards for network security to ensure a level of preparedness and integrity of networks across ASEAN

Develop a network security “health screening” programme for ASEAN to be implemented at regular intervals

Develop best practice models for business continuity and disaster recovery for all sectors

Establish the ASEAN Network Security Action Council (multi-stakeholder) to promote CERT cooperation and sharing of expertise, amongst others

4.2.2Develop common framework for information security

Share best practices on the protection of data and information infrastructure across ASEAN

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AIM2015: Strategic Thrust 5Human Capital Development

Initiative 5.1: Build Capacity

Action Description

5.1.1Develop a registry of experts and innovators

Establish database of ICT experts and innovators within ASEAN

Forecast ICT manpower demand

5.1.2Create ASEAN ICT Scholarship Programme

Develop scholarship criteria and identify funding sources

Encourage and attract ASEAN talents to make ICT their career of choice

Support individuals with strong aptitude for ICT

Initiative 5.2: Develop skills upgrading and certification

Action Description

5.2.1Establish MRA for skills certification

Develop ICT skill standards for ASEAN to ensure quality of ICT talents

Promote movement of ICT human capital within ASEAN

5.2.2Develop ICT certification and skills upgrading programme

Adopt certification of ICT skill sets (e.g. certification of cyber-security experts and trainers)

Promote marketability of certified ICT experts

Develop a competitive ICT workforce through skills upgrading to meet the demand for ICT resources

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AIM2015: Strategic Thrust 6Bridging the Digital Divide

Initiative 6.1: Review of Universal Service Obligation (USO) or similar policies

Action Description

6.1.1 Review of USO or similar policies

Review USO or similar policies with a view to include IT components and training as part of USO funding

Ensure that infrastructure covered under USO or similar programmes should be broadband internet capable

Initiative 6.2: Connect schools and advocate early ICT education

Action Description

6.2.1 Prioritise roll-out to schools

Establish collaboration between ICT and education sectors to provide broadband internet access to schools within ASEAN

Include ICT as part of ASEAN school curricula to promote early ICT education

6.2.2Collaborate between ICT and education sectors within ASEAN

Provide comprehensive ICT training to teachers to encourage the use of ICT in education

Establish ICT exchange programmes for teachers and students

Promote joint collaboration activities to raise awareness of ICT

6.2.3

Promote ASEAN integration through exposure to different cultures within ASEAN at an early age

Replicate the ASEAN Cyberkids Camp across ASEAN

Educate children to use ICT creatively and effectively beyond the school environment in an interactive manner

Encourage the positive use of internet

Create similar camps for teachers

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AIM2015: Strategic Thrust 6Bridging the Digital Divide

Initiative 6.3: Improve access and relevance of information

Action Description

6.3.1Collaborate with relevant ministries

Develop platform within the ASEAN institutional framework to identify relevant content for different communities and sectors within ASEAN

Facilitate access and relevance of information to promote ICT adoption

Promote public education on ICT for community development

Initiative 6.4: Bridge the digital divide within ASEAN

Action Description

6.4.1Bridge the digital divide within ASEAN

Integrate and review current efforts to promote ICT access and adoption to bridge the digital divide

Leverage on USO or similar policies

Facilitate access to ICT devices such as laptops, smart phones and computers

Provide sustainable measures (e.g. training) where appropriate

Harness and maximise resources to leverage on best practice models to promote ICT adoption

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Source of Funding

• Possible project’s source of funding:1. ASEAN ICT Fund or ASEAN-Japan ICT Fund,2. ASEAN Cooperation Fund with Dialogue Partners, including

ASEAN-China Cooperation (ACC) Fund, ASEAN-ROK Special Cooperation Fund (SCF), ASEAN-India Cooperation Fund, ASEAN-Russian Federation Dialogue Partnership Financial Fund, ASEAN-Pakistan Cooperation Fund, ASEAN Plus Three Cooperation Fund, and under one of the components of Japan-ASEAN Integration Fund (JAIF),

3. Self-funding by ASEAN Member States, and 4. Direct support from International Organisations, industry,

or other entities.

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Full Project Document - Summary

• The full project document should contain the following information about the project:– General Summary:

• Title• Short description• Approving Sectoral Body (TELSOM/ATRC) and the approval’s meeting

name & date• Approving Working Group and the approval’s meeting name & date

(if applicable)• Proponent agency’s name and address• Date of preparation (or revision)• Proposed funding source• Proposed total budget

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Full Project Document – Detail (1/2)

– Detailed information:• Project description (300 words maximum)• Background and justification

– Problem analysis (underlying causes of the problem or present situation, including relevant ASEAN policies or Plan of Actions)

– Regionality (applicability to ASEAN as a whole)– Beneficiaries of the project’s outputs or deliverables– Project history (related projects/activities previously or

currently carried out)

• Objectives (project goals)• Output, Indicators and Activities

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Full Project Document – Detail (2/2)

– Detailed information:• Management and Implementation Arrangements

– Designation of managing agency and implementing agency.

• Monitoring and Evaluation Arrangements– Description of monitoring, evaluation and follow-up plan as well as

the designation of responsible parties.

• Cross cutting issues that the project will address.• Potential risks and the mitigation plan.

– Appendices1. Detailed budget proposal2. Indicative work plan (activities time frame)3. Notation on additional supporting documents

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Annexes 1 & 2

• Please see the templates

1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4Objective 1 Output 1

Output 2

Output 3

Output 4

Month 2 Month 3 Month 4

[project name][proponent]

Budget (USD)

INDICATIVE WORKPLAN

[implementation period]

Objective/Output Planned ActivitiesTime-frame

Month 1

BUDGET PROPOSAL

Project Title :Implementing Agency :Duration/Period :

Budget Line

Unit Cost (USD)

Quantity 1 Unit 1 Quantity 2 Unit 2 Total Cost (USD)

A. AirfareA.1 International Airfare - Participants 3,000.00 18 Person 1 time 54,000.00

- Total Budget for Airfare 54,000.00

B. Per diemB.1 Per diem 200.00 25 person 6 Day 30,000.00

Total Budget for Per diem 30,000.00

C. Meeting Package / Workshop / SeminarC.1 Meeting Packages, Lunch / Dinner / Meal / Receptions 35.00 30 person 12 Time 12,600.00 C.2 Secretaries supplies 25.00 30 person 1 Time 750.00

Total Budget for Meeting Package / Workshop / Seminar 13,350.00

D. Consultant/ExpertD.1 International Consultant/Expert 571.00 1 person 4 Day 2,284.00 D.2 Regional Consultant/Expert 381.00 1 person 5 Day 1,905.00

Total Budget for Consultant / Expert 4,189.00

E. XXXXE.1 XXXX 45.00 50 XXX 1 time 2,250.00 E.2 XXXX 1,000.00 1 Lumpsum 1 time 1,000.00

Total Budget for XXXX 3,250.00

F. XXXXF.1 XXXX 1,000.00 1 Lumpsum 3 Year 3,000.00

Total Budget for XXXX 3,000.00

SUB TOTAL OF PROGRAMME COST (I) 107,789.00

G. AdministrativeG.1 Offi ce Room Rental 500.00 1 Unit 12 Month 6,000.00 G.2 Offi ce Supplies 100.00 1 Lumpsum 12 Month 1,200.00

Total Budget for Administrative 7,200.00

H. PersonnelH.1 Salary Assistant Programme Manager 2,000.00 1 Person 12 Month 24,000.00 H.2 Project Administrative Assistant 700.00 3 Person 12 Month 25,200.00

Total Budget for Personnel 49,200.00

SUB TOTAL OF OPERATIONAL COST (II) 56,400.00

SUB TOTAL (I + II) 164,189.00

Contingency 10% (III) 16,418.90

TOTAL (I + II + III) 180,607.90

Description

I. PROGRAMME/ACTIVITY COST

II. OPERATIONAL COST

These specifics must be mentioned

The amount should be in the US Dollars

The names & coding of item Category and its sub- items in the budget have to be the same as those in the Financial Report

Item A - F are example of some activities from "Programme/ Activity Cost" Category

The sum of total budget from each of item category ( A - F) under "Programme/ Activity Cost"

Total budget cost per item category

Item G - H are example of some activities from "Operational Cost " Category

The sum of total budget from each of item category ( G - H) under "Operational Cost"

Contingency amount is calculated from 10% of SUB TOTAL (I + II).

The Contingency can only be utilised for the expenditure occured due to unexpected events. The use of contingency should be consulted in advance and the explanation and justification should be provided

Total amount of sub- item is calculated from :{unit cost x Qty of Unit 1 x Qty of Unit 2}

For example: Per diem per person is USD 200/ day for 25 person to stay for 6 days. The Per diem is provided to cover accomodation, meals, local transport.

Per diem is calculated based on DSA rates for year 2012 published by UN ICSC

TOTAL = Sub Total of Programme Cost + Sub Total of Operational Cost + Contingency Cost)

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AICTF Eligible Budget Items

• Categories of budget items eligible for AICTF support:– Direct labor– Traveling expenses– Hosting expenses– Publication & distribution costs

• Other expenses should be born by the proponent on a self-funding basis.

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Eligible Labor Costs

• Consultant fee and expert or speaker honorarium– The range of consultant fee’s rate is USD 200 – 300 per

day or USD 8,000 per month per person (nett)– One-time honorarium for experts, speakers, or trainers

for professional services at an ASEAN event. The standard honorarium per person is USD 250 – 500 (nett)

• Translation fees and clerical work or researcher cost are not eligible for the ASEAN ICT Fund

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Traveling Expenses (1/2)

• Airfare– Travel of ASEAN Experts (e.g. trainers, speakers, and

consultants) and sponsored participants to an ASEAN event within ASEAN region will receive funding of USD 700 each to cover airfares.

– If the travel is to and from other regions, the budget is within USD 1,000–1,200 range.

– The travel claim is based on the actual expenditure or the set amount (whichever is lower)

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Traveling Expenses (2/2)

• Daily Sustenance Allowance (DSA)– The ASEAN ICT Fund’s traveler is eligible for daily

subsistence allowance (DSA) to covers accommodation, meals and all other incidental expenses.

– The rate per day is set at USD 250, if in Singapore; USD 200, if in Brunei Darussalam or Malaysia; or USD 150, in other ASEAN countries.

• Other expenditures, such as transportation to/from airports, travel insurance, separate airport tax, visa fee, transaction cost, etc. are not allowed under the ASEAN ICT Fund

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Hosting Costs

• The Hosting Country for a physical meeting is eligible for a lump sum of USD 5,000 per year to cover hosting expenses (e.g., conference and Secretariat room rental, conference support and organising, stationery).

• A hosting cost contribution is subject to the requirement of physical meeting and be disbursed once a year per AMS.

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Publication & Distribution Costs

• Publication and distribution costs, referring to any cost to disseminate information of the project activities, are allowable on reimbursement basis up to maximum of USD 5,000.

• Consideration should also be given to electronic publishing or black and white hardcopies.

• At least four (4) hard copies and a softcopy of any proceedings, publications or materials (e.g. CD-ROM, videos) produced should be sent to the ASEAN Secretariat via the PC. Ten (10) hardcopies shall be sent to other AMSs and ASEAN ICT Centre.

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Other Expenses

• ASEAN ICT Fund cannot be used for other expenses such as photocopying costs, fax, telephone, equipment rental, mail and courier costs related to an event.

• Equipment purchase is not allowable.

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Amendments

• Project proposal should be kept up-to-date, especially, the work plan (Annex 2).

• Newly revised proposal should be submitted to AICTC via ASEAN Secretariat for monitoring and evaluation purposes, at least, before submitting a request for fund disbursement.

Questions?