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GLOBAL ENVIRONMENT FACILITY/

SMALL GRANTS PROGRAMME (GEF/SGP) SRI LANKA - OP VI

PROJECT PROPOSAL FORMAT

TABLE OF CONTENTS

I. PROPOSAL COVER SHEET

II. PROJECT DESCRIPTION

1. Project Rationale and Needs Analysis

2. Project Outcomes, Outputs and Activities

3. Implementation Plan and Timeline

4. Monitoring and Evaluation

5. Community Participation

6. Institutional Capacity Building

7. Sustainability

8. Clearance and Approval from Agencies

9. Partnerships

10. Innovation

III. RESULTS BASED BUDGET

IV. BANK DETAILS

V. ANNEXURES

1. Matrix to Present GEF Outcomes, Outputs, Indicators, Baselines, Targets, Assumptions, etc.

2. Proposed Budget in LKR

3. Implementation Plan and Timeline

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I. PROJECT PROPOSAL COVER SHEET

Project Title:

Name and Address of Organization:

Telephone: Fax: Email:

Principal Officer: (name and position)

Project Contact: (name and position)

Project Location & Directions (Give detailed directions and attach a simple map)

Proposed Project Duration:

Total Amount Requested: LKR

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II. PROJECT DESCRIPTION

1. PROJECT RATIONALE AND NEEDS ANALYSIS

Describe the problem or challenge the project is intended to address and describe the situation and

context in which the project is to take place.

The methodology adopted in identifying needs and the identified needs should be stated clearly.

2. PROJECT OUTCOMES, OUTPUTS AND ACTIVITIES

Complete the Matrix attached (below) to address the following topics:

i. The outcomes of the proposed project - the vision or societal/environmental change expected in the

long term should be stated here.

ii. The outputs that you intend the project to produce - Intended results are the measurable 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, capacities developed of 10 CBOs/CSOs to implement projects,

documented and shared 10 best practices and capacities developed of a minimum of 3 projects that has

potential to be up-scaled and replicated....”

iii. Activities are what you would actually do to produce the intended results and accomplish the project’s

objectives. There should be a direct linkage between the activities & the outcomes. The activities that the

project will undertake to achieve the expected results should be described in detail with specific

indicators for each activity. Project activities should also indicate as specifically as possible the

participation of - women (%), youth (%), disadvantaged groups (%), indigenous communities (%), forest

dependent communities (%)

iv. Indicators – should be SMART (Specific, Measurable, Assignable, Realistic, Time bound) relating

to project performance and impact which can form the basis for monitoring and evaluation. Specific

indicators for monitoring would provide reference to time-bound monitoring of project work plan

implementation.

v. The key assumptions on which the project plan is based, mostly related external factors (for example,

government environmental policy remaining stable) which are anticipated in project planning should be

stated. The major risk factors both internal (e.g. the technology involved fails to work as projected) and

external factors (eg. the currency exchange rate drops, changing the economics of the project) that could

result in the project not producing its intended results should be identified and listed.

vi. The means of verification specify the sources of information, which enables the evaluator to verify

the indicators.

3. IMPLEMENTATION PLAN AND TIMELINE

See matrix attached below

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4. MONITORING AND EVALUATION

Explain your plan for monitoring and evaluating the project, both during its implementation and at

completion, in this section. Pay special attention to the need to involve community members in the

monitoring and evaluation process and state how this will be achieved.

Among the key questions to be addressed 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 objectives?

How will you facilitate mid-course correction and adjustment of the project design and plans based on

feedback you receive?

5. COMMUNITY PARTICIPATION/ EMPOWERMENT

The extent of community involvement is the most critical indicator 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. Please describe here how stakeholders in the affected communities

will be/have been involved in: (i) project planning and design; (ii) project implementation; and (iii) in

monitoring and evaluating for project effectiveness and impact.

6. INSTITUTIONAL CAPACITY BUILDING

Please describe here the needs and requirements of your organization related to the proposed project.

7. SUSTAINABILITY

Explain how the project activities and benefits can be sustained beyond the funded period. Follow-up

activities covering at least a two-year period should be given.

8. CLEARANCE AND APPROVAL FROM AGENCIES

Name of Agency Yes No Comments

Forest Dept.

Dept. of Wildlife Conservation

Dept. of Coastal Conservation

Central Environment Authority

Divisional Secretariat

Dept. of Agrarian Development

Other

9. Partnerships with other organizations

10. Innovation adopted in the Project

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III. RESULTS BASED BUDGET

The Project Budget becomes part of the binding contract between UNDP GEF/SGP and the proposing

organization.

A few important principles in preparing the project budget: -

Be realistic in your budgeting. An unrealistically low budget is just as likely as an overly high

budget to result in failure of the proposal and the project.

The budget should include costs associated with managing and administering the project.

The figures contained in the Budget Information Section should agree with those on the Proposal

Cover Sheet and the text of the proposal itself.

N.B. All relevant financial records should be made available to the UNDP at any given time. These

maybe independently audited, and may become public information.

See Matrix to present the Proposed Budget attached below.

IV. BANK DETAILS

Information on bank account into which funds would be deposited:

(Preferably, the GEF/SGP project Account should be separately maintained)

Account Name/Title:

Account Number:

Bank Name/Address:

The Two Signatories of the Bank Account with their ID numbers and copy of ID attached

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V. ANNEXURES

1. MATRIX TO PRESENT PROJECT OUTCOMES, OUTPUTS, INDICATORS, BASELINE AND TARGET, etc.

Indicators

Baseline Target Means of

Verification

Assumptions &

Risks* Quantity Description

GEF SGP Outcome

Output 1

Activities

Output 2

Activities

Output 3

Activities

Output 4

Activities

Output 5

Activities

* Suggestions for mitigating the risks should be stated in separate paragraph. ** Please adjust table as required.

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2. PROPOSED BUDGET in LKR

DESCRIPTION REQUESTED

ASSISTANCE

FROM

GEF/SGP

SUB

TOTAL

COUNTERPART

(NGO)

CONTRIBUTION

SUB TOTAL COMMUNITY

CONTRIBUTION

SUB TOTAL OTHER

CONTRIBUTIONS

SUB TOTAL TOTAL

1. ACTIVITY

1.1. Sub Activity

1.2. Sub Activity

1.3. Sub Activity

SUB TOTAL XX,XXX.XX XX,XXX.XX XX,XXX.XX XX,XXX.XX XX,XXX.XX

2. ACTIVITY

2.1. Sub Activity

2.2. Sub Activity

SUB TOTAL XX,XXX.XX XX,XXX.XX XX,XXX.XX XX,XXX.XX XX,XXX.XX

3. ACTIVITY

3.1. Sub Activity

3.2. Sub Activity

3.3. Sub Activity

SUB TOTAL XX,XXX.XX XX,XXX.XX XX,XXX.XX XX,XXX.XX XX,XXX.XX

4. ACTIVITY

4.1. Sub Activity

4.2. Sub Activity

4.3. Sub Activity

SUB TOTAL XX,XXX.XX XX,XXX.XX XX,XXX.XX XX,XXX.XX

*5. Publicity for Project XX,XXX.XX XX,XXX.XX

*6. Erection of Board/s at

Project site

X,XXX.XX

XX,XXX.XX

SUB TOTAL XX,XXX.XX XX,XXX.XX XX,XXX.XX XX,XXX.XX XX,XXX.XX

7. ADMINISTRATION

5% -7%

Project Co-ordination

SUB TOTAL XX,XXX.XX XX,XXX.XX XX,XXX.XX XX,XXX.XX

GRAND TOTAL XXX,XXX.XX XXX,XXX.X XXX,XXX.X XXX,XXX.XX X,XXX,XXX.XX

* Please note that Items 5 & 6 are compulsory requirements. Costs of Item 5 is to be borne by the CSO/Grantee.

** Please adjust table as required.

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3. IMPLEMENTATION PLAN AND TIMELINE

Describe in separate paragraph the sequence of all-major activities and implementation milestones, including targeted beginning and ending dates for each step.

Descriptions should identify what will be done, when it will be done and who will do it. All required reports, project reviews and evaluation activities should also

be included.

Fill attached Matrix to present the timeframe.

DESCRIPTION

Timeline

RESPONSIBILITY

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16

1. ACTIVITY

1.1. Sub Activity

1.2. Sub Activity

1.3.Sub Activity

2.ACTIVITY

2.1. Sub Activity

2.2. Sub Activity

3.ACTIVITY

3.1. Sub Activity

3.2. Sub Activity

3.3. Sub Activity

4.ACTIVITY

4.1. Sub Activity

4.2. Sub Activity

4.3. Sub Activity

*5. Publicity for Project

*6. Erection of Board/s

at Project site

* Please adjust table as required.

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DESCRIPTION OF ORGANIZATION

1. Name of the Organization:

2. Address of the Organization (Please state District & D.S Division):

3. Contact Telephone Number/E-Mail Address:

4. No. of Members:

5. No. of Staff Members:

6. Names of Committee Members:

7. What is the principal purpose of the Organization:

8. Structure of the Organization:

9. Nature of Organization: (Community Based Organization/ Non-Governmental Organization/ Research

Organization/ Branch of an International Organization):

10. Registration date of Organization (submit a copy of the business registration):

11. Evolution of Organization to present status:

12. Is the Organization a member of any NGO association or umbrella grouping?

13. What are the key expert areas:

13.1 Women

13.2 Another specific population group

13.3 Environment

13.4 Human Rights

13.5 Others

14. What activities does the Organization conduct at present?

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15. Budget:

15.1 What is the Organization’s total budget?

15.2 Do you have annually audited budgets?

16. External funding received by the Organization (last 4 years):

(Please give the names of the recent donors, year, amount and project)

17. What previous experience does the Organization have that is specifically relevant to the proposed

project, including:

i. Implementation of projects that address problems of global warming and loss of

biodiversity? (Please give details)

ii. Implementation of projects that focus on the relationships between environmental

protection and building sustainable livelihoods at the community level?

iii. Experience in working with particular technologies that are being proposed for this project?

(If relevant)

iv. Working with specific communities, which will be participating and will be affected by the

proposed project.

18. Details of the person who will be responsible for the project:

(E.g. Name, Qualifications)

19. Audited accounts of the last 3 years

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Project Evaluation

Name of NSC Member:

No

Project Title/Name of NGO

Cri. 1

Y/N

Cri. 2

Y/N

Cri. 3

Y/N

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Criteria 1-3* Criteria 1 – 10

Please Mark Yes/No or / Scale 0 – 5

A. Conformity to GEF/ SP Criteria – Yes/No (bio Diversity/land Degradation/Climate Change)

B. District within the SP area (Mannar)- /

C. Conformity to Project outcomes – Yes/No

At least 500 hectares of degraded wetlands rehabilitation concentrating on wise utilization of water, tank rehabilitation systems or

mangrove restoration.

At least 100 hectares under reforestation or farmer managed natural regeneration

At least 100 hectares of land re habilitated through best practice soil conservation measures and agroforestry

At least 100 hectares of agricultural land under agro ecological practices and systems that increase sustainability and productivity and/or

conserve crop genetic resources

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Plate 1. Selected landscape and the seascape of Mannar Island to Jaffna coastal region