quick impact projects

A handbook for the military

Quick Impact Projects

2 CONTeNTs LIsT OF ABBReVIATIONs 3

LIsT OF ABBReVIATIONs 3 ACCP AfricaConflictPreventionPool

CIMIC CivilMilitaryCooperationINTRODUCTION 4 DFID DepartmentforInternationalDevelopmentPurpose,layoutanduseofthishandbook 4 GCCP GlobalConflictPreventionPoolContext:theUK’sinternationaldevelopmentobjectives 5

HUMAD HumanitarianAdviserSharedObjectives:DFIDandthemilitaryworkingtogether 6QuickImpactProjectsWhenandwhymightthemilitaryimplementQIPs?

7 IDA InternationalDevelopmentAct

8 IDP InternallyDisplacedPerson

JWP JointWarfarePublicationIDeNTIFYING A QIP 10

LOAC LawofArmedConflict

DFID CRITeRIA FOR FUNDING QIPs 11 MOD MinistryofDefence

NGO Non-GovernmentalOrganisationIMPLeMeNTING A QIP 12 PCRU Post-ConflictReconstructionUnit

12 PRT ProvincialReconstructionTeamGeneralguidance 13Reconstructingessentialinfrastructureorfacilities 15

QIP QuickImpactProject

Guidingprinciples

Waterandsanitation 16Health 16Food 17Protection 17

APPLYING FOR DFID FUNDING 18

Theapplicationprocess 18FinancialarrangementsforDFID-fundedQIPs 19HowtousetheAnnexes 20

ANNex A: PROJeCT PROPOsAL FORMAT 21

ANNex B: INTeRIM RePORT FORMAT 33

ANNex C: FINAL RePORT FORMAT 36

ANNex D: PROJeCT ReIMBURseMeNT ReQUesT 40

NOTES ELECTRONIC FORMS

42

AnnexA.pdf

AnnexB.pdf

AnnexC.pdf

AnnexD.pdf

http://www.dfid.gov.uk/pubs/files/qip/qip_electronic.pdf

4 INTRODUCTION INTRODUCTION 5

ThisisapublicationoftheDepartmentforInternationalDevelopment(DFID),andassuchisnotpartofmilitarydoctrineorpolicy.Ithas,however,beenpreparedinconsultationwiththeMinistryofDefence.

Purpose, layout and use of this handbook TheintroductiontothishandbooksetsoutthecontextinwhichDFIDandMODworktogetheraspartofUKGovernment,aswellasbrieflydescribingDFIDanditsmandate.ItalsooffersadefinitionofQuickImpactProjects(QIPs)andlaysoutsomeprinciplesfortheimplementationofrelief,recoveryorreconstructiontasks,whichcanbedonethroughQIPsincertainpost-conflictenvironments.

sections 1-4provideguidanceonidentifyingandimplementingQIPsinconflictandpost-conflictsituationsacrosstheworld:

•section 1givesguidanceonidentifyingQIPs.

•section 2outlinesthecriteriayoumustmeettoobtainDFIDfundingforQIPs.

•section 3givesadviceonimplementingQIPs.

•section 4containsinstructionsforapplyingforDFIDfundsandmonitoringaproject’sprogress.

TheannexesincludetemplatesthatyoumustuseforaprojectforwhichyouwantDFIDfunding,andformonitoringtheproject’sprogress.YouwillbeabletotypedirectlyintothemifyouhavetheCD-ROMcarryingthedigitalversionofthishandbook.

QIPs Funding: AdecisiononthefundingforQIPswillbepartoftheplanningprocessfortheoperationasawhole;thiswillgovernwhetherabudgetforQIPsisforeseenascomingfromDFID,fromtheConflictPreventionPools,fromHMTreasuryorfromanyothersource.IfthereisaDFIDbudgetavailable,applicationsmadeforQIPsfundswillneverthelessbejudgedonacase-by-casebasis.

ThishandbookisnotjustaguideonhowtosecureDFIDfunds;italsoprovidesprofessionalguidanceonhowtoselect,manageandassesstheimpactofprojectswhereitisvitalto“donoharm”.Theguidancesetoutinthishandbookshouldberelevanthoweveryourprojectmightbefunded.

Whereverpossible,aHUMADwillbedeployedtoadviseandassistUKforcesinconflictsituationsandtherewillbepre-deploymenttrainingbyDFIDstaff.Ifyoudon’thavedirectaccesstoaHUMADorDFID/PCRUstaffmember,refer for advice to the officer responsible for CIMIC (J9) within your unit headquarters.ThisisDFID’sdefinitiveguidetoQIPsandshouldprovidesufficientinformationtohelpyousubmitanacceptableQIPproposaltoDFID.

Thehandbookhasbeendesignedtobeaspracticalaspossible,sothatitcanbereadfrombeginningtoendorreferredtoasandwhennecessary.Itishopedthatmilitarystaffwillfinditavaluableresourceintheatre,butitcanalsobeusedasapre-deploymenttrainingtool.CivilMilitaryCooperationstaffshouldalsobeacquaintedwithitscontentspriortodeployment.

The handbook is aimed at: •Civil Military Cooperation (CIMIC) staffwhomightadviseonapplicationfor

QIPsfundsfromDFID,theConflictPreventionPools(GCCPorACCP)orothersources;

•PRT or military unit commandersinthefield;

•Humanitarian or stabilisation AdviserswhoaredeployedtooffersupportandguidancetoUKforces;or

•DFID field staff or civilian Development Advisersmanagingpartnerships(egonQIPs)withthemilitary.

Context: the UK’s international development objectives TheDepartmentforInternationalDevelopment(DFID)isresponsibleforleadingtheBritishgovernment’sfightagainstworldpovertyandsupportslong-termprogrammestohelptackletheunderlyingcausesofpoverty.DFIDalsorespondstoemergencies,bothnaturalandman-made.DFID’sworkformspartofaglobalpromisetosupportprogresstowardstheUN’s‘MillenniumDevelopmentGoals’.

The UN Millennium Development Goals are: •Tohalvethenumberofpeoplelivinginextremepovertyandhunger

•Toensurethatallchildrenreceiveprimaryeducation

•Topromotesexualequalityandgivewomenastrongervoice

•Toreducechilddeathrates

•Toimprovethehealthofmothers

•TocombatHIV&AIDS,malariaandotherdiseases

•Tomakesuretheenvironmentisprotected

•Tobuildaglobalpartnershipforthoseworkingindevelopment.

6 INTRODUCTION INTRODUCTION 7

DFIDisresponsiblefortheUK’soverseasdevelopmentassistance(aid)budget,whichwas£4.6billionin2005/06.DFIDisrequiredbylawtoensurethatallitsexpenditurecomplieswiththeInternationalDevelopmentAct(2002),whichspecifiesthatnofundsmaybespentonmilitaryequipmentofanytype,andthatallexpendituremustbelikelytocontributetotheoverallgoalofreducingpoverty.TheAct(http://www.dfid.gov.uk/aboutdfid/devact2002overview.asp)specifies:

“The Secretary of State [forInternationalDevelopment]may provide any person or body with development assistance if he is satisfied that the provision of the assistance is likely to contribute to a reduction in poverty.”

InthisAct“development assistance means assistance provided for the purpose of furthering sustainable development … or improving the welfare of the population…”[IDA2002,Section1(1)–(2)].

TheActfurtherstatesthat:“The Secretary of State may provide any person or body with assistance for the purpose of alleviating the effects of a natural or man-made disaster or other emergency on the population….”[IDA2002,Section1(3)].

ExpenditureundertheConflictPreventionPoolsisnotgovernedbytheAct.

Shared Objectives: DFID and the military working together DFIDrecognisestheimportanceofworkingtogetherwithotherpartsoftheUKgovernment,includingtheMoDandtheArmedForces.Thegrowingawarenessofthelinkagesbetweenconflictpreventionandpovertyreduction,thepoliticalcontextinwhichhumanitariandisastersareaddressed,andtheimportanceattachedtohelpingrebuildcountriesemergingfromconflictallservetoemphasisetheneedforDFIDtoworkeffectivelywiththemilitary.Thisrequiresbettercommunicationbetweengovernmentdepartments,andsharedsystemsforanalysingconflict,planningoperationsandmeasuringsuccess.Anumberofstepshavealreadybeentakentoimprovejointworking,includingthecreationofanewCabinetOfficeSub-Committeeonconflictpreventionandreconstruction,theConflictPreventionPoolsandtheestablishmentofthePost-ConflictReconstructionUnit(PCRU).

CooperationbetweenDFIDandthemilitarymayinvolvejointworkingatstrategic,operationalandtacticallevels.Atthestrategiclevel,thismayinvolvejointassessmentsandsettingsharedobjectives.Attheoperationallevel,planningmaybedonejointly,andDFIDwillsupportpre-deploymenttrainingforthemilitary.Tactically,jointworkingcouldincludethesecondmentofDFIDHumanitarianAdvisers(HUMAD)tothemilitary,and/orQuickImpactProjects(QIPs)managedbythemilitarybutfundedbyDFID.

Quick Impact Projects QuickImpactProjects(QIPs)areusuallyshort-term,small-scaleinitiativesthataredesignedtohaveanimmediateimpactcontributingtopost-conflictstabilisationorrecovery.Theymayalsohaveanimpactonlonger-termdevelopment,andthisshouldbetakenintoaccountintheplanningstages.HumanitariananddevelopmentagenciesmayfundorimplementQIPsaspartoftheirprogrammesofassistance.Forthepurposesofthishandbook,thetermQIPsappliestoprojectswhichmightbeundertakenbytheUKmilitary(aloneoraspartofacoalitionormulti-nationalforce).

QIPsmaybefundedfromanumberofsources:themilitary’sownfunds,cross-WhitehallarrangementssuchastheConflictPreventionPools,orDFIDfunds.Thishandbookprovidesadviceon:

•Circumstances and types of project where QIPs are eligible for DFID support;

•How to go about applying for DFID funding in these cases;

•Guidance on project design and implementation for QIPs, whether or not DFID funding is sought.

DFID funds QIPs in order to: •meeturgentstabilisationandreconstructionneedsintheimmediatepost-conflictphase;

•supportorenhancethewiderDFIDgoalofreducingpoverty;

•contributetotheresumptionofnormallifeinpost-conflictsocieties;

•promoteemploymentandboostthelocaleconomy;and

•visiblydemonstratethebenefitsofstabilityandpeace.

ThemilitarymayalsoberequestedtoimplementQIPswhichaddressurgenthumanitarianneeds,butthiswillbeexceptionalandshouldonlybeattherequestofDFIDorahumanitarianagencymandatedtoleadtheemergencyresponse.

TobeeligibleforDFIDfundingundertheAct,QIPsmusthaveaprimarypurposeofreducingpoverty.Theymayinsomecircumstancesbeseenashelpingforceprotectionasasecondarybenefit.

WhenimplementingQIPswithfundingfromsourcesotherthanDFID,theseguidelinesshouldprovideavaluablesourceofadviceoneffectiveprojectdesignandimplementation.ThisshouldhelptoimprovetheoutcomesandsustainabilityofallQIPs,andensurethattheirobjectivesareconsistentwiththelonger-termdevelopmenteffort.

8 INTRODUCTION

When and why might the military implement QIPs?Militaryforceshavetheimportantjobofprovidingasafeandsecureenvironmentinwhichotherscanoperate.Ifsecurityistoobadforcivilianstobepresent,themilitarygettaskedwithactivitiesbeyondthiscorefunction,butthisshouldbekepttoaminimuminbothscopeandtime.

Therearesomestabilisationandreconstructiontasksforwhichthemilitaryhavespecificskills,assetsandcapabilities.Thesecanbedonebythemilitary:

•whenthereisagapwhichcannotbefilledbyanotheractor

•wherevalueisaddedfortherecipientcommunity

•whenitisacceptabletothelocalpopulationandculture

•whenitisplannedinsuchawaytosupportotherassistanceefforts

•wherethemilitaryhasaspecificcomparativeadvantage.

stabilisation, or Post-Conflict Peace support Operations QIPsareusuallyplannedinpost-conflictsituations,wherethemilitaryhaveapeacesupportroleandDFID(alsoPCRUandothers)isinvolvedinrecovery,reconstructionordevelopmentactivities.Militaryforcesmayhaveavitalroletoplayincreatingthesecureenvironmentneededbothbythelocalpopulationandhumanitariananddevelopmentactorstowork.Theymayalsobewellsuitedtoundertakecertainstabilisationtaskssuchasrepairstoinfrastructureorutilities(suchaspowersupplies,waterandsewage)andde-mining.Providinglogisticalsupporttootheractorsmayalsobevaluable.

Humanitarian Relief Assistance Duringcombatoperations,UKtroopsmustabidebytheLawofArmedConflict(LOAC),whichincludestheobligationtoensuretheprovisionofhumanitarianassistancetocivilianpopulationsundertheircontrol,aswellasprotection.Outsideofthisratherparticularcase,theuseoftroopsfortaskswithhumanitarianaimswillbecomplicatedandcontroversial:

Militaryforcesshouldnot,ifatallpossible,beinvolvedinbringingemergencyhumanitarianassistancetociviliansintheimmediateaftermathofaninterventionwheretheyhavebeenusedasaninstrumentofpoliticalpower.Todosoblurstheidentityofmilitaryandhumanitarianactors,andthreatenstheprinciplesofindependence,impartialityandneutrality.ItisnotrecommendedthatthistypeofactivityisconsideredwhendesigningQIPs.

INTRODUCTION 9

DFIDandtheMODwillworktogethertoensurethatmilitaryinvolvementisalwaysappropriate,takingintoaccountthehumanitarianprincipleswhichunderlieprovisionsoftheInternationalDevelopmentAct2002,andUKGovernmentinterestsandobjectivesasawhole.

Inexceptionalpost-conflictcircumstances,whenotherorganisationslackaccessorcapacity,themilitarymayhavearoleinprovidingcertainkindsofhumanitarianreliefsuchasmedicalservices,food,water/sanitationorshelter.Militaryinvolvementwiththeseactivities,otherthanobligationsundertheLOAC,shouldberequestedandsanctionedbythecivilianauthorities,andcoordinatedwithrepresentativesofDFIDwhereverpossible.

For detailed policy information on the links between civil and military activities (and the work of MOD and DFID), see for example:

JWP3-90 Civil-MilitaryCo-operationJWP3-50 MilitaryContributiontoPeaceSupportOperationsJWP3-52 Humanitarian/DisasterReliefOperations

www.dfid.gov.uk http://www.dfid.gov.uk/news/files/pressreleases/pr-safety-security.asp

Getting advice on your circumstances DFID’sdecisiontoprovidefundingfortheUKmilitarytodoprojectsforpeopleinwar-affectedareasisbasedonanassessmentofneedandlocalcircumstances.Theguidancecontainedinthishandbooklistscriteriathatyourproposalwillbeassessedagainst.However,whateveryoursourcesoffunding,DFIDiskeentoseethattheprojectsaredoneeffectively,andwillworkwithMODandotherstomakethishappen.

Inthefirstinstance,allthosewithideasforQIPsshouldseekadvicefrommilitaryCIMICstaff.TheyshouldknowifthereisaDFIDrepresentative(HUMADordevelopmentadviser)intheatreavailabletoassist.Ifthereisnot,asalastresortyoumayhavetocontacttherelevantregionaldeskortheConflictHumanitarianandSecurityDepartment(CHASE)atDFIDinLondon.Switchboard:+442070230000

10 IDeNTIFYING A QIP

When identifying a QIP, you should: • look at the broader post-conflict situationandaskwhattheexistinghumanitarian,

stabilisationandrecoveryprioritiesare.Coordinationwiththeinternationalcommunity,aswellascloseconsiderationoflocalandnationalgovernmentpriorities,ensuresthebestpossibleuseoflimitedfunds;

•avoid creating or exacerbating conflicts, jealousies or rivalriesbyyourselectionofbeneficiaries,evenifaprojectappearstohaveasignificantshort-termbenefit;

•focus on enabling the host community to take responsibility for its own welfarebyencouragingandrespectinglocalneeds,prioritiesandinputintochangeprocesses,andbysupportinglegitimatelocalauthorities;and

•pay as much attention to the process of rehabilitationastothedeliveryoftangibleprojects.Thereisnopoint,forexample,rehabilitatingaschooliftherearenoteachersorsalariesorthesituationissoinsecurethatchildrencan’tgettoschool.

WestronglyrecommendthatproposalsbeforQIPsingeographicandtechnicalareasinwhichthemilitaryhasacomparativeadvantage.Thiswillusuallybeinoneofthefollowingareas:

security sector •InfrastructureprojectsthatsupportthetransformationofaReform nation’ssecurityservices.Examplesincluderefurbishingpolice

stations,prisonsorcourthouses.ActivityshouldcontributetoprioritiesidentifiedbynationalorUN-ledsecuritysectorstrategies.

Restoring utilities •Water,sanitation,powerandtelecommunications.

Rehabilitation and •Transportinfrastructure(suchasroads,airportsandports)reconstruction thatfacilitatesthedeliveryofhumanitarianassistance,the

movementofpeopleorthepromotionoftrade. •Publicbuildings(suchasmunicipalbuildings,schoolsand

healthcentres),thathelpareturntonormallife.

Logistical support •(Onlyatagencies’request.)SupportforUNagenciesandto humanitarian NGOscarryingouthumanitarianinterventions.Typically,theagencies militaryprovidespersonnelandequipment,buttheremay

alsobeaneedforasmallQIPbudget.

DFID CRITeRIA FOR FUNDING QIPs 11

To be considered for DFID funding, your proposed QIP must: •meet a basic, priority need(suchasshelter,waterorinfrastructure)and/orvisibly

demonstrate the benefits of peace;

•help eliminate or reduce povertyinthecommunitiesyouproposetoworkwith;

•deliver immediate benefit to the local populationbutbesupportedbyotherprocesses(suchassalarypaymentsystemsorasecureenvironment)thatensuresustainability;

•involve beneficiaries in its design and implementationandincludevulnerableandmarginalisedgroups;

•facilitate local involvementindecisionmaking,planningandexecutionofQIPs;

•have objectives and an implementation strategy that are culturally and environmentally appropriate;

•not contribute to discrimination on the grounds of gender, ethnicity or religion.Ifpossible,yourQIPshouldpromoteunderstandingacrossethnic,religiousandsocialdivides;

•complement, not duplicate, other work in the sector;

•have an agreed date for financial completion and be cost-effective;

•be technically feasible and appropriate,intermsofavailableskills,technicalpersonnelandservices,equipmentandmaterialresources;and

•follow an assessment of the risk of failure.Thenegativeimpactoncampaignauthority(andthereforeforcesecurity)canbeverysevereifaQIPgoeswrong.

Remember It is important that QIPs take into account the cultural, political and

benefits.

•assistance environment. If in doubt, get advice before proceeding.

•Theyshouldnormallytakeplacewhereotherdeliveryagencies(e.g.civilian)arenotinplaceorabletodeliver.

•TheyonlyformapartofwiderCivilMilitaryCooperationactivity.

•Theprotectionofforcesorsupportfora‘heartsandminds’campaignshouldnotbetheprimaryobjectiveofaQIP–althoughthesemaybewelcomesecondary

•YoushouldinvolveDFIDinyourdecision-makingprocessasearlyaspossible.

•Militaryengagementaspartofahumanitarianresponsemustalwaysbeaslow-keyaspossible,toavoidconfusionbetweenthemilitaryandhumanitarianagencies(seeboxondirecthumanitarianassistanceonpage8).

12 IMPLeMeNTING A QIP IMPLeMeNTING A QIP 13

ThemilitarycanimplementQIPsdirectly(whenmilitaryresourcesrepairroads,forexample),orindirectly,bymanagingimplementationbyathirdparty(oftenalocalcontractor).Indirect QIPs are preferable,astheycreatejobopportunitiesforthelocalpopulation,helpingitgetbackonitsfeet.

However,DFIDwillconsiderfullimplementationbymilitaryforceswhereindirectinvolvementisnotpossible–suchaswhenpeopleareotherwiseengagedorincapacitated,ortheprojectrequirestechnicalexpertisethatisnotavailablelocally.

Guiding principles

authorities

Do not raise expectations that cannot be met consistently over time.

•Your project should primarily support the humanitarian and development community’s efforts.Befamiliarwithapproachesusedbythecivilianorganisations,seekconsultationandfullyconsideradviceinareaswherethemilitaryhaslessexpertise(refertoyourownCIMICstaffforguidance).

•QIPs should aim to bolster the responsibility or credibility of the local ,somakesuretoobtaintheirendorsementorparticipation.Failureto

dosocouldresultinunintendedconsequencessuchasdeteriorationinsecurityatalaterdateorcreatinganaid-dependencyculture.

•Interventionsmustnotexacerbateanyreligious,ethnicorculturaltensionsorcompromiseimpartiality.In respect of this it is important that any military-led QIPs are carried out in uniform.

•Be aware that local cultural sensitivities will be different to yours.Neverforcepeopletotalkaboutsubjectsthatmightmakethemuncomfortable.Ifnecessary,directthemtoaspecialisedagencyoraRedCross/RedCrescentrepresentative.Orgetintouchwiththoseorganisationsyourselfandsuggesttheyrespondtothelocalneed.

•Bear in mind that many civilians might have suffered traumatic experiences involving the military (national or international).Thisincludesbereavement,sexualabuseorrape,violenceandotherformsofabuse.Beprepared,asabove,toreferindividualcasestootheragencies.

•Always take advice on orphanage projects–theremaybeprotectionissuesofwhichyouareunaware.

•Peoplewhoaredestituteorvulnerablewillexpectresultsimmediately.Theymayquicklyloseconfidenceintheabsenceofvisiblebenefitsor,alternatively,becomedependentuponwhatisprovided.

•Include monitoring and accountability.Applyandinsistuponminimumstandardsofworkintheproject.

General guidance Take a collaborative approach •Youshouldconsultwithallrelevantparties,including:DFID,localauthorities,

internationalpolice,internationalmilitaryunitsandhumanitarian,stabilisationanddevelopmentorganisations.

•Liaisewithsectoralauthorities–suchasaMinistryofHealthorasanitationagency–andtakepartinsectoral(or“cluster”)meetings.

•Neverventureintoareaswhereyouhavenoexpertise.

•FocusonyourQIP’sobjectivesandworkwithotheragenciestomeetthem.

•Developademand-drivenapproach:letyourbeneficiariestellyouwhattheyneed.

•Engagewithandlistentothelocalpopulationsothatitfeelsabletocontribute.Womensometimesfinditmoredifficultthanmentocontribute.

•Don’tjustgolookingforprojectsthatmeetyourneed.Don’trehabilitateaschooljustbecauseitisnexttoyourcamp,forexample.

Promote complementarity with humanitarian actors Rememberthatyouarenotahumanitarianoperator,becausemilitaryforcesareaninstrumentofpoliticalpower;yourhumanitariancounterpartsmaykeepadistancebecausetheyaimtomaintainanapoliticalstance.Atthesametime,whateverthemilitarycandotopromotesecurityandencouragecivilianorganisationstoreturnwillbeveryvaluableandappreciated.


ensure maximum benefit •Addressallaspectsofanygivenprojectinoneproposal.Concentrateontacklingallthe

essentialneeds.

•Makeyourproject’sparameterscleartoallparties–includingbeneficiaries.Howlongwillittake?Howlongwillitlast?

•Thebestprojectsarethosewhereaminorinput,definedintimeandscope,continuestobenefitthetargetgroupoverthelongterm.Agoodexampleisaroadrepairorbuildingprojectthatcreateslocaljobopportunitiesbutalsofacilitatestheresumptionoftrade.

•Prioritiseanarea’sneeds,incollaborationwiththepopulation.Don’tjustselecttheeasiesttasks;theymightbetheleastrelevant.

•Askhumanitarianagenciesforalocalneedsassessmentandrespondaccordingly.Repairingawellorroadmaybemoreusefulthanaone-offdistributionoffoodormedicine.

•Becarefulnottosetupsystemsthatrelyonmilitaryinfrastructureorcreateadependencyonmilitarystaff,resourcesorspecialisedequipment.

•Avoidover-commitmentofmilitarypersonnel–whatwillhappenifmilitaryforcesarepulledouttofocusonoperationalpriorities?

•Ifyoudonateanitemrequiringfuelandmaintenance,thinkaboutwhowillprovidetheseafterthemilitaryhasleft.

Be aware of cultural sensitivities •Don’tjudgelocalpractices–suchasfoodpreparationorconstructionmethods–by

westernstandards,ifthereisnoevidenceofdetrimentalconsequences.Ifindoubt(forexample,youwanttocheckiflocalwateriscontaminated),getadvice,takeapracticalviewandofferalternativesonlywhenabsolutelynecessary.

•Findouthowconflicthasaffectedmenandwomendifferentlyanddealwithdifferencessensitivelywhenconsultingthelocalpopulation.Ifyourprojectisespeciallyrelevanttowomen,trytoincludeawomanandafemaleinterpreteronyourteam.Itmightbebettertoabandonplansifthisisn’tpossible.

•Ifyouareconsultingagroupofpeople,checkwhethermenandwomenarehappytobeconsultedtogether.Ensurethatnoonegroupdominatesthediscussionorspeaksforotherpartsofthecommunity.

•Ifyouarecreatingjobopportunitiesforwomen,askifitwillinvolveculturallyinappropriatebehaviourorclothing(thisdoesn’truleoutlabourintensiveprojectsforwomen).Or,lessobviously,doesitincreasetheburdenoflabourimposedonwomen?

Benefit the whole local community •Uselocalknowledgeanddisseminationmethodstoinformthepublicofyourplansand

implementyourQIP(additionaladvicecanbesoughtfrommilitaryInfoOpsstaff).

•Ifyouareconsideringusinglocalmosquesorchurchestodistributeinformation,getadvicefromaHUMAD,assuchactivitycaneasilybemisunderstood.

•Alwaysmakesurethatanyprojectyouarerehabilitatingbenefitsthecommunityasawhole.Avoidrebuildingprivateorindividualhouses.Makesureanyfacilityissituatedoncommunityorgovernment-ownedland.

•Askhowyourprojectcanbenefittheverymarginalised,suchaswidows,theelderly,familiesheadedbywomen,unaccompaniedminorsandpeoplewithdisabilities.

Reconstructing essential infrastructure or facilities •Prioritiseinfrastructureprojectsthatassistreliefoperations,stabilisationandregeneration

themost,suchasbridges,powersupplies,waterandsewerage.Thisisveryimportantwhenworkingtoimprovesecurity(prisons,courthousesandpolicestations).

•Carryoutanyde-miningactivitypriortoconstruction.

•Buildtolocaldesignsandstandards,exceptwheretherearesafetyissues.Choosebuildingsforrehabilitationontheadviceoftherelevantministryand/orleadhumanitarianagency(probablytheUnitedNations),aswellasinconsultationwiththelocalpopulation.

•Beascomprehensiveaspossibletoavoidlateradd-onphases.

•Thinkaboutlightingandheating.Electricalfittingsmightnotbeappropriateifpowerisnotavailable.

•Uselocallabourandlabour-intensiveapproachesratherthanheavymachinery.Uselocalmaterials,wherepossible,insteadofimports.

•Whereitisnotpossibletouselocalsuppliesandequipment,ensurethatbeneficiarieshaveasupplyofspareparts.

•Focusprojectssothattheycanbenefitmoremarginalisedmembersofthecommunity.Unskilledlabourdoesnotrequirewomentobeexcluded.

•Don’tforgettoprovidewastedisposal/sanitationfacilities–seefurtherguidancebelow.


Water and sanitation

Youshouldneveroverlookwatersupply,wastewaterandsolidwastedisposal–theyarekeyaspectsofanyproject,nomatterwhatkindofbuildingorserviceyouarerehabilitating.

•Expertopinionisneededwhendevelopingwatersources.Wellsmaybecomeasourceoftension.

•Seekgovernment,localauthorityandotherexpertadvice.Allworkshouldbesetwithinwidernationalpoliciesandstandards.

•YoushouldapplySPHEREMinimum(Humanitarian)Standardsasappropriate(visitwww.sphereproject.org.handbook).

•Prioritisepestcontrol(toprotectagainstdisease)andsurfaceandwastewaterdrainage(toreducestagnantwater).

•Followtraditionalsolidwastedisposalandlatrinesystemsandrehabilitate,wherepracticable,whatalreadyexistedratherthanbuildnewones.

•Water-flushtoiletsrequireareliablewatersupply.Ifoneisnotavailable,findanalternativesolutionthatisacceptablelocally.Basicfacilitiesmaybemoreappropriate.

•Askifthereisaneedforahygienepromotioncampaigninschools,publicbuildings,thecommunityormedicinalfacilities?

•Keepinmindtheneedsandpreferencesofdifferentsectionsofthecommunity.Provideseparatefacilitiesformenandwomenorfamilyunits,accordingtolocalneedsandcustoms.

•Beawareofsafetyandprotectionissuesaroundlatrinesandwashingfacilitiesforallusersincludingchildren.Consultwomenandalwaystrytohaveawomanandfemaleinterpreteronyourteam.Provisionoflightingmightbeanimportantissue.

Health •Youmusttacklehealthpolicycomprehensivelyandnotjustaddressoneneed.Consult

withcivilianhealthadvisers.

•Don’tduplicateservicesthatalreadyexist,andavoidmobileclinicsstaffedbymilitarymedics(exceptasalastresort)–theyaffectlocalprovisionandcreateexpectationsthatcan’talwaysbemet.

•Ifhealthservicesareadequatelystaffed,DFIDwillconsiderprojectscoveringgeneratorrepair(forwaterandpower),incineratorprovision(fordisposalofwaste),renovationtoabuildingorrefurbishmentofbasicitems.However,theQIPmustbeinlinewiththeprioritiesofthehealthministryand/orleadinghumanitarianorganisation.

•Ifthereisaneedformilitarymedicalinvolvement,itmusttakeplaceinpartnershipwithlocalhealthworkersandappropriateauthorities.

Medicalassistanceincampsforrefugeesandinternallydisplacedpersons(IDPs)shouldonlytakeplaceasalastresort,wherehealthandwellbeingisseverelyatriskandthereisinsufficientciviliancapacitytocope.Militarymedicsshouldcoordinatefullywithaidagenciesorlocaldoctors.

Food Thereareoccasions,usuallyasalastresortduetosecurityconstraints,thatthemilitarymayberequestedbyDFIDoraidagenciestoprovidelogisticsfortransportingfoodsuppliestocivilianpopulations(e.g.refugeesorIDPsincamps).ItwillnotnormallybethecasethataQIPwillinvolveafooddistributioncomponent.

Protection •Securityisatthecoreofthemilitarymandate,butitshouldnotbeconfusedwithwhat

thehumanitariananddevelopmentcommunityreferstoas‘protection’.

•TheInternationalCommitteeoftheRedCrossandUnitedNationsHighCommissionerforRefugeeshaveinternationallyrecognisedmandatesfortheprotectionandbasic human rightsofciviliansinconflictorpost-conflictsituations.TheyshouldbeaskedtoprovideadviceonhowthiswillaffectQIPdesignandimplementation.

•IDPsandrefugeesmighthavespecificissuesregardingtheirprotection.Thesemightincludeintimidation,traffickingindrugs,smallarmsandprostitution.

•IfyouarecalledupontoconstructcampsforIDPsorrefugees,takeadviceoncamplocation,negotiationoflandrightswiththehostpopulationandproximitytowaterandfuel(adviceisavailableatwww.shelterproject.org).Handoverthemanagementofthecamptothehumanitariancommunityassoonaspossible.

•Thepolicingofcampsisnotamilitarymatter,butsecurityaroundthecampsis.

18 APPLYING FOR DFID FUNDING APPLYING FOR DFID FUNDING 19

The application process 1

2

3

4

5

6

7

8

Proposalwritten

ProposalsubmittedtoHUMADorDFIDrepresentative

Onceproposalisapproved,fundingmaybeobtainedinaslittleas24hoursdependingonlocalarrangements

ProjectismonitoredbythemilitaryandpossiblyDFID

Interimreportwrittenandsubmittedforallprojectslongerthansixweeks

Finalreportwrittenandsubmittedforallprojects

Evaluation

RequestDFIDreimbursement

•Usestandardformatprovidedat Annex A.

•Includesimplebudgetandsummaryofkeyelements.

•TheprojectmustmeetallDFIDcriteriaandtheproposalmustfollowprocedure,oritwillbereturned,incurdelayorberejected.GuidancenotesareincludedintheAnnex.

•DFIDandthemilitaryshouldagreeonasinglepointofcontactfortheQIP.

•EitherthemilitarypersonresponsibleforQIPsortheDFIDliaisonofficershouldsubmittheproposal.

•Approvalandtimingdependsonqualityofapplication.

•Dependingonthesituation,MODmoneymightbeinitiallyavailabletobereimbursedlaterbyDFID.

•Themilitaryisexpectedtocarryoutregularmonitoringvisitstoprojectsite.

•DFIDmayalsomonitortheproject,dependingongeography,resourcesandthesecuritysituation.

•AsampleformatfortheinterimreportisincludedatAnnex B.

•Asignedhardcopyandelectroniccopy(e-mailorondisc/CD)shouldbesenttoDFIDnolaterthanonemonthaftertheprojectstartdate.

•AsampleformatforthefinalreportisincludedatAnnex C.

•AsignedhardcopyandelectroniccopyshouldbesenttoDFIDnolaterthanonemonthafterQIPcompletion.

•Attachanyphotographsyoumayhaveoftheprojectsitebeforeandaftertheintervention.

•ForwardallprojectrecordstoDFIDattheendoftourtoenableanevaluationtotakeplace,ifrequired.

•SeeFinancial arrangements,opposite.

•AsampleformatforreimbursmentrequestisincludedatAnnex D.

Financial arrangements for DFID-funded QIPs BymutualagreementwithMOD,time-boundfundingforQIPsinaconflictorpost-conflictsituationcanbearrangedviaaMemorandumofUnderstandingoranexchangeofletters.Theamountwillbesituation-specificandwillbedependentonreliefandrecoveryneedsandmilitarycapability.

AlthoughDFIDwillensurethatallQIPproposalsreceivedueconsideration,applicantsshouldbeawarethatthereisnoautomaticentitlementtothefunds.Allocationwillbedecidedonacase-by-casebasis,inlinewithDFIDQIPcriteriaandtheassessmentofDFID’srepresentativeontheground.AnyfundsunspentattheendoftheagreedimplementationperiodwillreverttoDFID,foruseatitsdiscretion.

Payment •DFIDwillreimbursethecostofprojectswhentheyhavebeencompletedsatisfactorily.

•Atprojectcompletion,youmustcompletearequestforreimbursementformandsubmititforapprovaltotheappointedDFIDrepresentative.

•YourtotalclaimmustnotexceedtheamountgrantedbyDFID.

•YoumustusetheformatincludedatAnnex D.

end of project accounting •Yourfinalreportshouldcontainafullfinancialreconciliation,presentedinpounds

sterling,detailingexpenditureagainstapprovedbudgetlines.

•Overspendsandunderspendsonindividualbudgetlinesmaybeacceptable,providedtheyarenotexcessiveandhavenotresultedinanychangetotheobjectivesandoutputsoftheprogramme.

•ThefinaltotalmustshowexpenditureagainstbudgetandthevaluethatistobeclaimedfromDFIDfortheproject.

•OverspendswillnotbeacceptedorfundedbyDFIDwithoutprioragreement.

20 APPLYING FOR DFID FUNDING

Auditing MilitaryprojectfilesmaybeexaminedandauditedbyMODJ8budgetsandfinancestaff.TheDFID-MODMemorandumofUnderstandingorexchangeoflettersshouldplaceresponsibilityontheMODtocarryoutaudits.Ifitdoesn’t,thenDFID’sAccountsDepartmentmayalsobeentitledtoexamineandauditfiles.Anauditmayexamine:

•theproceduresusedtoreviewandacceptorrejectprojects;

•methodsoffinancialcontrolandmonitoringofcommitmentsversusexpenditure;and

•financialmanagementproceduresandrecord-keepingofDFID’simplementingpartners.

You must demonstrate: •clearproceduresrelatingtotheorderingandpurchasingofgoods;

•theseparationoforderingandpaymentsroles;and

•valueformoneyintermsoftheoverallprogrammingandexecutionofaproject.

Maintainneatandcomprehensiveaccounts,inpoundssterlingandothercurrencieswhereappropriate.

Allreceiptsforexpenditureshouldbekept(andtranslatedintoEnglish),numberedandordered,inoriginalcopy,andbeeasilycross-referencedwithaccountingrecords.

Adequatestaffingmustbemadeavailableforthisprocess.

How to use the Annexes There are two ways to complete the forms:•Print out the forms below, complete and send to your DFID or other point of contact. •Complete the electronic pdf forms online and email to your DFID or other point of contact.

ANNex A 21

PROJeCT PROPOsAL FORMAT •YoumustusethisformattocreateyourQIPprojectproposal.

•Youshouldanswerthequestionsintheordertheyarepresented.

•Thereismoredetailedguidanceforindividualquestionsattheendofthisform.

•Proposalsthatarenotsubmittedinthisformatordonotfollowtherequestedorderofquestionswillnotbeprioritisedandmayberejected.

•DFIDreservestherighttoseekfurtherinformation.

Part one: administration 1 Name of organisation Stateinfullwhichunitisapplyingforfunding(thiswouldusuallybethecentrallymanagedcell(CIMICcellortheJ5desk).StatealsowhichunitwillbeimplementingtheQIP.

2 Proposal name and total value Projectname(forexampleofpublicadministrationbuildingforrepair)andfundsrequestedfromDFID.

3 Contact person in country Nameandpositionofprojectmanager(personresponsibleforprojectcompletionandreporting).Providedetailifadifferentpersonwillbe/hasbeentheauthorisedsignatoryonotherQIPproposals/agreements.Clarifywho(nameandunit)isresponsibleforsupplyinginterimandfinalreports.

4 In-country contact details Satellite,mobile,landline,e-mailaddressandofficeaddress.



22 ANNex A ANNex A 23

5 Contact person at Head Office Contactdetailsandposition.(ThisshouldbethenameoftheJ5/CIMICseniorofficeratheadquartersunderwhoseauthoritytheQIPissubmitted).

Part two: the proposed QIP 1 Project justification 1aHowdoestheprojectproposalmeetawell-definedneed?Howdoestheprojectassist

vulnerableormarginalisedgroups(providedetailsofthesectionofthepopulationbeingreached)orvisiblydemonstratethebenefitsofpeace?

1bWhohasdefinedtheneed,andwhatarethereasonsforprioritisingit?

2 Project aim and objectives Whatdoestheprojectaimtoachieve?Considerimmediateandlonger-termcontributionstopeace,stabilityorthedevelopmentofthecountry.Youshouldalsostatesecondaryobjectivesorderivedbenefits,shouldtherebeany.Forexample,willthisprojectalsocreatemuch-neededjobsformembersofthecommunity?

3 Project description 3aWhatistheproject?Stateyourplannedactivities(eg:diganewwell,repairaroof,build

anewtoiletblock).

3bWhereisittobecarriedout?Bespecificandprovidedetailsuchasnamesofinstitutions,typeofinstitution(eg:primaryhealthcareclinic,secondaryschool)andlocations(stateaddressasunderstoodlocallyandgridreference).

3cWhowillcarryouttheproject?Doyouplantousesoldiersorlocallabour,orwillyoumanagetheprojectindirectlythroughacontractor(givereasonsforyourchoiceineachcase)?

4 Target group 4a Describethetargetgroup.

4bHowwillitbenefit?Explainhowthisprojectwilladdresstheneedsorvulnerabilityofthetargetgroupnowandinthefuture.

4c Howcanyoudemonstratethattheproposedprojectwillnotcontributetodiscriminationonthegroundsofgender,ethnicityorreligion?

4dHowwilltheprojectpromoteunderstandingacrossethnicreligiousandsocialdivides?


5 Project selection 6 Project implementation 5aHowdoestheprojectcontributetotheagreedprioritiesoflocalauthoritiesorlead 6aIstheproposedworktechnicallyfeasible–describewhohasassessedthisandtheir

humanitarian/developmentagencies? qualificationsandexperience.Demonstratethattheprojectcanbecompletedontimeandtothelocallyacceptedandappropriatequalitystandard.

5bWhateffortshavebeenmadetoensurethattheproposalcomplementsanddoesnotduplicateotherworkbeingdone?Istheprojectsponsored,orexplicitlysupportedbya 6b Describetheskillsandtechnicalpersonnelandservicesrequiredtodeliveryourproject.UNagency?Whichagencyandwhoisthecontact? Describetheplant,equipment,andmaterialresourcesthatwillberequired,andexplain

howyourorganisationcanaccessthem.Provideinformationabouttheavailabilityofmaterials,potentialbottlenecks,andprocurementleadtimes.Provideinformationaboutanymaintenanceorservicing

5cDemonstratethattheprojectisculturallyappropriate.Havelocalbeneficiaries,includingagreements,shouldtheseberequired,andnoteanywarrantees,ifrelevant.

women,beenconsultedonproposedactivity?Howwasthisdoneandwhatweretheirsuggestions?Howwilltheyplayapartintheimplementationoftheproject?

6cArethelocalbeneficiariesabletotakeimmediateandfulladvantageofthematerialoutputsoftheproject?Iftheyarenotableto,describewhyandhowthelonger-term

5dDemonstratethattheprojectisenvironmentallyappropriate.Havematerialspurchasedbenefitsareappropriate.

locallybeenusedforrehabilitation?Isconstructionbasedonlocalsystemsandexpertiseandappropriateintermsofserviceabilityandsafety?

6dAresecurityprovisionsinplaceforthesafeworkingofimplementingpersonnelandbeneficiaries?

5e Aretheprojectbenefitsabletobemaintainedbythelocalcommunitywithoutlong-termexternalsupport?

6eIsitcertainthattheprojectwillhavenonegativesecurityimpactoneitherthebeneficiarypopulationortheimplementingpersonnel?

6fHowandhowoftenwilltheprojectbemonitored?Whowillmonitorit?


7 Risk assessment Aretherisksofprojectfailuredefinedandunderstood?Detailwhatwouldconstitutepartialortotalprojectfailure.Whatexternalfactorsbeyondyourreasonablecontrolorthecontrolofthebeneficiariescouldpreventtheintendedbenefitsbeingrealisedormaintainedasintended.Thisevaluationshouldbecommensuratetotherelativevalueoftheproject.

8 Timeframe Confirmthattheprojectcanbeprogrammedforcompletionbeforetheagreeddateforfinancialcompletion(insertdate)ifthereisone.

Part three: project details Includeinyourproposalatimelinechartingactivities.Thismaybehand-drawniftimeortechnicalresourcesdonotpermitamoresophisticatedpresentation.

Part four: budget Abudgetiscompulsory.Usetheformbelowasaguide,orcreateaspreadsheetforyourproject’sbudget.Indicate,ifrelevant,theexchangeratetowhichyouareworkingifactualexpenditurewillbeinlocal(orother,suchasUSD)currency.Youmayneedadditionalcolumnstoreflectthis,butafinalGBPtotalforeachlineitemisrequired.Notecurrencyexchangerateusedforcalculations.

sample budget format

Category Detail Unit price GBP

Quantity Unit Total GBP

staff / labour costs A1A2A3 Materials, equipmentB1B2B3 Transport C1C2C3 CommunicationsD1D2D3 Admin / establishment / set-upE1E2E3 Other F1F2 In-kind contributions from others G1G2


Part five: budget narrative 1 Budget explanation Eachbudgetshouldbefollowedbyanarrativeexplanationofthecosts.Commentsshouldbeincludedbelowthetable,referringtotherelevantbudgetline.All‘administrationcharges’orothersimilarfeesmustbeclearlyjustified.Fundsbudgetedtocoverbankchargesandexchangeratefluctuationsshouldbeshownonseparatelinesandjustified.Wherein-kindcontributionscan’teasilybepricedtheyshouldbedescribed(includinglabourandmaterials).

2 Budget justification 2a Aretheprojectcostscredibleandreasonable?Describehowyoujudgethisandhowthe

projectiscost-effective.

2b ForallitemsabovethevalueofGBP500(orlessthanthisvaluebutwithobviousvalue,suchasaphotocopierorcamera),givedetailsoftheproposeduseanddestinationofthoseassetsatthecompletionoftheprogramme.

COMPLeTING THe FUNDING APPLICATION Thisannexcontainsguidanceforcompletingtheprojectproposaltemplate(AnnexA).Itshouldbereadalongsidetheinstructionsthatareincludedwithintheprojectproposaltemplate.

Part one: administration Noadditionalcomments.

Part two: the proposed QIP 1Whatistheneedandwhatareyouproposingtodoaboutit?Whatcausedit?

Brieflyexplainwhyyouelectedtodothisproject,overotheroptions–howaninjectionoffundsnowcanprovidewide/long-termbenefits.

example Accessbyvehicletoaparticularvillageorareaiscutoffduetosignificantdamagetoaroad.Explainhowmanypeopleareaffected(women,menandchildren)andwhy.Summarisetheconsequencesofrestrictedaccess(thenoprojectscenario),whatthebenefitswillbeandwhobroughttheproblem/potentialprojecttoyourattention?

2Theaimistheoverallgoal,ofwhichthisprojectmayonlybeapart.Bydoingthisproject,whatareyoucontributingto?Refertothewiderpicturetodemonstratehowthisprojectfitsinwiththegreater(situational)priorities.Theaimcouldbe,forexample,tocontributetothenationalefforttopromoteprimaryeducationortocontributetotheoverallgoalofensuringprimaryhealthcareisavailabletoall.

Theobjectiveisspecifictotheprojectanddefinestheprojectactivities.

examples•Therepairoftheschool(activity)willenablechildreninthiscommunitytopursue

theireducationinaconduciveenvironment(projectobjective),andcontributetoaddressingthechroniclackofeducationandtheresumptionofnormality(aim).

•Byprovidingwatertothisclinic(activity),womeninvillagexcangivebirthinahygienicenvironment(projectobjective),which,inturn,willreducemortality(aim).

•Secondaryobjectivecouldincludetheuseoflocallabourinaconstructionprojectthusboostingtheeconomy.

30 ANNex A

3Thisisthecruxoftheproposal.Besuccinct.

Demonstratethatyourproposalisappropriateformeetingtheneedandispossibleusingavailablematerials,expertiseandlocallabour.

Ifthereisadivisionofwork(betweenthemilitaryandlocalcontractorsforexample,orbetweenmilitary-sponsoredlocalcontractorsandanNGO/IO),explainwhatitisandwhyyouhavechosentooperateinthisway,andspecifywhichactivitieswillbeundertakenbywhomandwhy.

Explainhowyourcontractor,NGOorinternationalorganisationwasselected(eg:comparativeadvantage,labourintensivepartoftheproject)andnotjustonthebasisofcost-basedtendering.Ifonarecommendation,forexample,whogavetherecommendation?Whatdoyouknowaboutpreviouscontractsandtrackrecord?Canyoujustifycostsagainstascheduleofprevailingunitcostrates?

4aDoestheprojectassistvulnerableormarginalisedgroups?Describehow.Informationfromquestion3maybeusedheretoreinforcehowtheprojectaddressesneeds.

•Thinkaboutdirectbeneficiariesandnamecategoriesandnumbers(patients/staff/students).

•Define(whererelevant)ethnicity,gender,ageandgeneraldescription(eg:refugees,certainjob,areaoforigin).

•Mentionothersecondaryorindirectbeneficiariesifthereareany(eg:labourers,thewidercommunity).

4cAssistanceshouldbedirectedtothemostvulnerable.Thiscouldbeonegroupinsociety(widows,minevictims).Onthisbasis,providingrelieforsupporttoanidentifiablegroupisnotconsidereddiscriminatory;itshould,however,beexplained.

Explainalsohowtheprojectwillsupportothermembersofthecommunityandnotcontributetoenvyorfurtherdiscrimination.

example Ifawholecommunityisverypoor,individualfamilyre-integrationassistancepackagesforinternallydisplacedpersonsorrefugeesmightcreatetensions.Itismoreusefultoassistthecommunityasawhole(withjobcreationschemesforexample),sothatallcanbenefitandreturneescanbeabsorbedbackintothecommunitypeacefully.

4dWhererelevant,listthemeasuresyouhavetakentoaddresssourcesofpotentialconflict.Howmightthisprojectaddresssomeofthese(eg:selectionofaschoolforreconstructionthatservestwoethniccommunities)?

ANNex A 31

5aDemonstrateyourunderstandingofagreedhumanitarianandrecoverypriorities(whohassetthese?).Forexample,howdoesclearingawellinaprimaryhealthcentrecontributetothekeysectoralpriorityofimprovinghygieneinhealthcare?

5bStatethatyouhavesoughtinformationaboutotheractivitiesinthearea.Whataretheseandhowdotheyimpactonwhatyouproposetodo?Howwillyourprojectimpactonotherlocalefforts?Provethatyouhavethoughtabouttheprojectinitscontextandthatthereisnoduplicationorwastefulness.

Statewhichleadagency(usuallytheUN)andwhichlocalauthority(thelineministryforexample)hasbeeninformedofyourplanswithregardtothisprojectandhasgivenitsconsent.Whichotheragencieshaveyouinformedaboutyourintentions?

5cMentioncommunity/beneficiaryconsentforthisprojecttogoahead–iftheyhaveidentifieditasapriority,thereisagreaterchancethatitwillbelookedafteroverthelongerterm.Havetheycontributedtoprojectdevelopmentorplanning?Weretheyaskedtoidentifyschoolprioritiesforexample?Weretheseadheredto?Ifnot,whynot?Istheprojectculturallyappropriate?Whyandhow?

5eCantheprojectcontinuetowork(orbemaintained)withoutrelyingoninputsfromothersources?

example Ifit’sawellrepair,istheresomeoneinthecommunitywhocanrepairitifitbreaksagain?Weresparesgiventothemunicipalityforthiseventuality?Ifinputsareneeded,haveyouinformedbeneficiariesaboutwherethesecanbesought?

Usetheopportunitytoexpandonwhetherthisisafullorpartsolutiontotheproblem.Maybeanotherinstitutionisdoing/hasdonesomeotherworkandyouareproposingtocompletethepicture?Explainthelogicinthedivisionintophasesandsustainabilitylongerterm.

6bDemonstratethatyouhavetheknow-howandtechnicalexpertisetomanagetheproject.

Whatassurancesdoyouhavethatthequalityofyourcontractor’sworkwillbeacceptable,andthatitwillcompleteontime?

6eIsthereadangerthattheprojectcouldattractunwelcomeattention(eg:fromanti-internationalmilitarygroups)?Forexample,hasthelocalcommunitybeenconsultedaboutthepreparationofarefugeesitenearitsvillage?Havealternativesbeenconsideredbeforedecidingthatthisisthesafestoption?

6f Willthemilitaryseekfeedbackfromthebeneficiaries(eg:headmaster,headofclinic,community)onsatisfactionwiththeworkcarriedoutandthewayinwhichitwasdone?Youshouldmakesurethistakesplace.

32 ANNex A ANNex B 33

7 Describetheactionyouwilltaketominimiseprojectfailure.Areyouholdingbackpart-paymenttothecontractoruntilcompletedtosatisfaction?Remembertoconsiderthatifthemilitaryisactiveintheexecutionoftheproject,theremaybeariskthatunforeseenoperationalnecessitieselsewhererequireittoabandonthework.Refertothispossibilityandassessitslikelihood.

Haveyoudevelopedacontingencyplan?Whatwillyoudoiftheprojectgoeswrong?Howwillyourespondtounexpectedfinancialdevelopments(eg:currencyfluctuations)?Whataretheimplicationsofdelays(eg:weatherordeteriorationofsecurity)?

Includeareferencetothedangersacontractormightface(eg:security,healthandsafety)andhowtheirorganisationplanstominimisethese.Inquireaboutthecontractor’ssafetyrecord.

8 Explainifyouhaveincludedanytimemargin(daysaccountedforproposalapproval,forexample),andwhatthecontractorwilldoiftheyfinditdifficulttomeetthedeadline(eg:extrashiftsathisowncost).

Part three: project details Noadditionalcomments.

Part four: budget Noadditionalcomments.

Part five: budget narrative Includeanexplanationofcostsbelowthetable,referringtotherelevantbudgetline.

For example: C2–BrickswillcomefromtownXbecauseofshortageofsupplyintownY.Transportof20MTwillrequire4trucks,costedatX/truckincludingfuel.

Demonstratethisisthemostcosteffectivewaytodotheproject,orifnot,whythismethodwaschosen.Explainwhysomecostsmaybehigh.Refertosupportingevidence(eg:plans,designs).Explainthatyoucalledinquotes(howmany–theminimumisusuallythree,butexceptionalcircumstancesmaydictateotherwise)andthatthesehavebeenevaluatedandcomparedtoascheduleofmarketcostsifavailable.Explainwhatfactorswereusedtojudgethechoiceofcontractor.

INTeRIM RePORT FORMAT Section 1 Projectpartner(andcontactdetails):

Projectnameandlocation:

Fieldprojectnumber(whereapplicable):

Projectvalue:

Personpreparingreport:

Dateofreport:

34 ANNex B ANNex B 35

Section 2 1Pleasesummarisetheworkandactivitiescompleted.

2Havetherebeenanyunanticipatedchangestotheprojectwithregardtotheaim,objectivesormethodology?Foranychanges,pleaseattacharequestforapprovalfromDFID.

3Stateasapercentagethetimepassedagainsttheprojectimplementationperiod.

4Estimateasapercentagetheprogressagainstoverallobjectives.

5Whatpercentageofmaterials/equipmenthasbeenprocuredagainsttotalrequirement?

6Stateasapercentagethedisbursementoffundsagainsttheapprovedbudget.

7Whatpercentageoffundswillbespentby(insert financial completion date)?

8Willtheagreedprogrammeofimplementationbemet?Addatimelineshowingproposedchangesandmilestones.

9Isspendinginlinewithbudgetforecasts?Ifnotpleaseexplainwhy.

10Whatproblemshaveyouencounteredandweretheseanticipated?

11Hassecurityorsafetybeenanissueandifsohow?

36 ANNex C ANNex C 37

FINAL RePORT FORMAT Section 1 Projectpartner(andcontactdetails):

Projectnameandlocation:

Fieldprojectnumber(whereapplicable):

Projectvalue(pleasedetailifchangestothevalueoftheprojecthavebeenapprovedthroughoutthedurationoftheproject):

Personpreparingreport:

Dateofreport:

Section 2 1Narrativesummaryreportoftheproject,detailingtheworkandactivitiescompleted.

2Havetherebeenchangestotheproject’saim,objectivesormethodology?

3Pleasedescribethequalityofthematerialsandworkmanship.Detailwhetheranycontractorsemployedmetstandardsappropriateforthelocalcontext.Describethequalityofthehuman,material,plantorequipmentresourcesyouusedtoimplementtheproject.

4Whendidtheprojectstartanddidtheprojectstartatthescheduledtime?Ifdelaysoccurred,pleasestatewhy.

5Hastheprojectbeencompletedwithintheagreedprogramme?Ifnot,whynot?

6Accounts,withreceipts,mustberetainedforDFIDinspectionshouldthisberequired.

7Estimateasapercentagetheamountofworkcompletedagainstoverallobjectives.

38 ANNex C ANNex C 39

8Stateasapercentagethedisbursementoffundsagainsttheoverallbudget.

9Wasspendinginlinewithindividualbudgetlineforecasts?Pleaseexplainvariations.

10Whathavebeenyourmonitoringandsupervisoryarrangementsfortheproject?

11Whatproblemshaveyouencountered?Weretheseanticipatedandhowdidyoudealwiththem?

12Describehowenvironmentaldamagehasbeenavoidedorsuitablydealtwith.

13Hassecurityorsafetybeenanissue?Ifso,how?

14Whatoperational(includingmanagement)lessonshaveyoulearned,andhowwillyoucarrytheseforwardinfutureprogramming?

15Asfollow-uptothisQIP,whatunmetneedscanyouidentifyinthesectorandintheregionwherethisprogrammeisbeingimplemented?

16DoyouhaveanycommentsyouwishtoshareaboutimplementationoftheQIP?

17Describehowyouhavecoordinatedimplementationactivitieswithotherstakeholders.Wereyouabletouseexistingcoordinationmechanisms?

18Describethefeedbackthatyouhavereceivedfromthelocalcommunity.

19Attachafinalfinancialreport.

IcertifythatallexpendituredetailedabovehasbeenactuallyandnecessarilyincurredforthepurposesoftheprojectandinaccordancewiththetermsandconditionssetoutintheAnnextotheDFIDGrantletterandthattheamountsshownasinterestreceived,andasunspentbalanceheld,istrueandaccurate.ThemilitaryholdsoriginalreceiptsshouldDFIDwishtocallforthem.

Signed

Printname

Position

Organisation

Date

40 ANNex D ANNex D 41

PROJeCT ReIMBURseMeNT ReQUesT Request for reimbursement for QIP Projectnameandlocation:

Fieldprojectnumber:

OfficerinchargeofprojectandDFIDcontact:

Contactdetails:

Projectvalueinpoundssterling:

Amount requested:

Amount in words:

I confirm that the amount now requested for reimbursement of MOD Funds disbursed, for the purpose of implementing the above has not been claimed before.

Date/Signature

Forandonbehalfof

Nameofsignatory

For DFID use

PRFNo: Certified: Date:

MIScode: Approved: Date:

Projectofficername: ActionbyDFIDLondon/orcountryoffice

Fundsmustbefullyaccountedforby(insertdate)

42 NOTes NOTes 43

UK

UK

Fax:

Department for International Development:leading the British government’s fight against world poverty.

Oneinfivepeopleintheworldtoday,over1billionpeople,liveinpovertyonlessthanonedollaraday.Inanincreasinglyinterdependentworld,manyproblems–likeconflict,crime,pollutionanddiseasessuchasHIVandAIDS–arecausedormadeworsebypoverty.

DFIDsupportslong-termprogrammestohelptackletheunderlyingcausesofpoverty.DFIDalsorespondstoemergencies,bothnaturalandman-made.

DFID’sworkformspartofaglobalpromiseto

•halvethenumberofpeoplelivinginextremepovertyandhunger•ensurethatallchildrenreceiveprimaryeducation•promotesexualequalityandgivewomenastrongervoice•reducechilddeathrates•improvethehealthofmothers•combatHIVandAIDS,malariaandotherdiseases•makesuretheenvironmentisprotected•buildaglobalpartnershipforthoseworkingindevelopment.

Together,theseformtheUnitedNations’eight‘MillenniumDevelopmentGoals’,witha2015deadline.EachoftheseGoalshasitsown,measurable,targets.

DFIDworksinpartnershipwithgovernments,civilsociety,theprivatesectorandothers.Italsoworkswithmultilateralinstitutions,includingtheWorldBank,UnitedNationsagenciesandtheEuropeanCommission.

DFIDworksdirectlyinover150countriesworldwide,withabudgetofsome£4.6billionin2005.DFID’s headquarters are located at the addresses below:

1PalaceStreetLondonSW1E5HE

AbercrombieHouseEagleshamRoadEastKilbrideGlasgowG758EA

Tel: +44(0)2070230000+44(0)2070230016

Website:www.dfid.gov.uke-mail: [email protected] enquiry Point:08453004100or+441355843132(ifyouarecallingfromabroad)

06/06200ProducedforDFIDbyCogDesignonrecycledmaterialcontaining80%post-consumerwasteand20%totallychlorinefreevirginfibre.

ISBN1861927991

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