Project design, preparation and approval

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Project design, preparation and approval Basel
Convention Resource Mobilization
Workshop Nairobi, 3 7 December 2006 Andreas
ArltSecretariat of the Basel Convention
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Project Cycle

• Preparatory phase
• Project design
• Preparation of the document
• Internal approval
• Fund raising
• External approval
• Implementation
• Evaluation

Project development
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Preparatory phase

• Identification of needs
• Identification of priorities at the
• International level ? Conference of the Parties
  (COP)
• Regional level ? Business Plan of the BCRC in
  your region
• National level
• Development of a Strategic Plan / National Plan
  for (Sustainable) Development
• Identification of activities, goals and time frame

Awareness raising
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Project Identification
Project Identificationbased on identified
activities, goals and time frames
Environmental Assessment(technical, social,
economic)
Project Development
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Project design

• What do you want to achieve with your project
  (goals, outcomes)?
• What kind of background information is
  needed/available to quantify the need (data)?
• How much time is available and needed to achieve
  these goals (time frame, project implementation
  phase)?
• What activities have to be undertaken to achieve
  the goals?
• Which partners/stakeholders are needed or need to
  be involved?
• What financial resources are necessary?

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Project design (2)
Project Planning Flow
Objectives
Results
Outputs
Activities
Implementation Flow
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Project Preparation
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Project content

• Cover page Project summary
• Background (and needs) Might be two chapters!
• Proposal
• Objectives
• Results
• Outputs
• Activities
• Budget
• Timetable and workplan

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Project content Cover

• UNEP Subprogramme
• Title
• Legislative authority
• Geographical scope
• Co-operating agencies
• Duration
• Project coordinator
• Total budget
• ? See examples

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Project content Project summary

• Contains a summary of the projects
• Is comparable to an Abstract of a Scientific
  Paper
• Highlights the main
• Background information
• Needs
• Objectives
• Activities
• Results
• Outputs

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Project content Background

• Gives the basis, background, starting point for
  the project
• Focuses on information relevant to pointing out
  the needs and objectives
• Highlights the gaps of
• Information,
• Data
• Capacity, etc.
• Sets the political and policy framework
• International agreements
• Goals of National Strategic Plans/Development
  Plans
• Voluntary agreements/initiatives
• Provides a list of needs

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Project content Proposal (chapter)

• Needs to be short
• Explains in a few sentences the purpose of the
  project
• Describes the chosen methodology
• Provides criteria or justification for the
  countries/region selected
• Describes the division of responsibilities
  amongst the partners
• Lists the main activities, e.g. pilot projects,
  survey, pilot disposal activities, awareness
• Is the introduction to the description of the
  section on objectives, results, outputs
• Touches on the expected beneficiaries, expected
  impacts.

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Project content Objectives

• Objectives are high level aims which the
  projects results will not necessarily fully
  satisfy.
• Objectives should identify short, medium and
  long-term benefits.
• Have a concrete list of what you want to achieve
• Make a clear distinction between the objectives
  and the results

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Project content Results

• Results are desired outcomes involving tangible
  benefits to end-users expressed as a standard
  value or aspects ()
• Express results as qualitative, quantitative or
  value-added aspects
• Give results a concrete nature in relation to the
  objectives
• Make sure results have a clear cause-and-effect
  relationship with the objectives
• Results should identify the end-users or
  beneficiaries
• State a meaningful and detectable change
• Avoid long-term goals
• Never formulate results in an open-ended or
  on-going manner.

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Project content Outputs

• Outputs are the lowest level results in the
  logical intervention chain and the final and
  concrete products of the activities undertaken.
• An output is a specific product delivered by the
  activities that are needed to accomplish the
  projects objectives and results.
• Outputs should constitute the optimal combination
  necessary for achieving the results
• They should be deliverable, given the project
  timeframe and resources
• They should be described as concretely and
  precisely as possible, and in quantifiable terms.

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Project content Activities

• Activities describe the specific work or tasks to
  be performed within the project to transform
  resources into outputs
• Activities illustrate the link between inputs and
  outputs and produce the outputs.
• Activities should be formulated in a concrete
  manner.
• Activities should be selected based on a clear
  understanding of the problems and an analysis of
  the opportunities and risks of the situation.

Activities
INPUT
OUTPUT
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Project Budget and Work Plan

• Budget
• Needs to be prepared according to the formats of
  the donor agency, e.g. according to the UNEP
  Project Manual
• Work plan
• Provides the concrete implementation plan for the
  project
• Sets the deadlines to achieve milestones, to
  finish modules/phases of the projects
• Assigns to each activity a period and moment
  within the project implementation phase when the
  activity is supposed to be carried out.

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Project Approval Procedure
National Focal Point
National Stakeholders
National Stakeholders
Approval
Revision of proposal for approval by Int. Partner
Commitment on Co-Funding, Partnership, etc.
International Partner(UNEP, IE for GEF, etc.)
Revision of proposal for approval by Int. Donor
Agency
International Donor (Agency)(UNEP, IE for GEF,
etc.)
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Contact
Dr. Andreas Arlt United Nations Environment
Programme Secretariat of the Basel Convention
(SBC) 15, Chemin des Anémones CH-1219
Châtelaine Genève, Switzerland Tel. [phone]
8364 Fax [phone] email
Andreas.Arlt_at_unep.ch