FUNDING APPLICATIONTEMPLATE

INTERNATIONAL DEVELOPMENT PROGRAMS

Application to Edmund Rice Foundation Australia

for 2018 CALENDAR YEAR

INSTRUCTIONS

  • Throughout this document, ERFA refers to Edmund Rice Foundation Australia
  • Before completing this form, ensure that you are familiar with ERFA Funding Policy
  • All ERFA Policies are available on ERFA website at
  • Please complete all sections of this form and expand cells as needed
  • A separate budget must be submitted with this application utilising the 2018 International Budget Template available under the “Program Toolkit” menu at
  • A separate application must be completed for Capital Funding using the Capital Funding Application template available under the “Program Toolkit” menu at
  • Please email the completed application and attachments to prior to 31 August 2017

BACKGROUND INFORMATION FOR APPLICANTS

ERFA Appraisal of Funding Applications

ERFA Funding Application Review Committee undertakes appraisal of Funding Applications under two broad criteria:

  • Appraisal of Program Design
  • Appraisal of funding applicant’s Capacity to Implement

Hence, the information requested in this application form is organised under these two criteria.

What is Appraisal?

  • Appraisal is a critical and quality assessment (or evaluation) of a program funding application against pre-defined criteria
  • The term appraisal is used at the funding application phase to distinguish it from the evaluation which is conducted at the end of the funding cycle

CONTENTS - APPLICATION TEMPLATE

PART 1: PROGRAM DESIGN

AOrganisation Details

BAuthorisation of Funding Application

CProgram Budget

DProgram Identification & Design

  • Vision & Mission
  • Program Background
  • Development Needs
  • Development Objectives
  • Beneficiaries
  • Beneficiary Participation in Program Design
  • Program Plan
  • Program Approvals

ECross Cutting Issues

FRisk Management

GMonitoring & Evaluation

HWelfare

IComplaints Handling

PART 2: CAPACITY TO IMPLEMENT

JGovernance

KStrategy

LLeadership / Management

MFinancial Management

NSustainability

OPartnerships & Networking

PHuman Resources

QResources & Logistics

PART 3: SUPPLEMENTARY CRITERIA & INFORMATION

RBank Account Details

SReporting to ERFA

TRecognition of ERFA

Supporting Documentation Checklist

PART 1: PROGRAM DESIGN

A ORGANISATION DETAILS

A1 / Program Title
A2 / Program Location / Country
A3 / Governing Authority
A4 / Chair of Governing Authority
& Contact Details / Name:
Phone:
Email:
A5 / Program Leader – Name & Title
A6 / Program Leader Contact Details / Phone:
Email:
A7 / Program Website Address
(if applicable)
A8 / Program Social Media Addresses
(if applicable)

B AUTHORISATION OF FUNDING APPLICATION

B1 Authorisation of Funding Application
Please complete the details below for the person who has authorised this funding application
Name
Position
Phone
Email
Date of Authorisation

C PROGRAM BUDGET

C1 Program Budget Template
Please download, complete and attach the ERFA 2018 International Budget Template, available in the Program Toolkit on ERFA website. The Budget Template enables you to set out your budgeted expenditures for all categories relevant to your program. The Budget Template will also show how you intend to utilize your funding from all major funding sources and will enable ERFA to see specifically what elements of your program ERFA will be funding.
ERFA 2018 International Budget Template attached: YES NO
C2 Budget Summary
Please complete the table below – please specify currency
C2.1 / Total Program Budget for 2018
C2.2 / Total ERFA Funding requested for 2018
C2.3 / % of ERFA contribution of total budget for 2018
C3 Budget Forecast
Please complete the table below – please specify currency
Year / Forecast Total Budget / Forecast ERFA Funding Required / Explanation of any variation
2019
2020
2021
C4 Cumulative Funding
Please complete the table below if ERFA is not the sole funder - add more rows as needed
Please specify currency
Donor / Funding Amount
C5 Program Duration
Please respond to the items below
C5.1 Is funding being sought for an established / ongoing program? YES NO
C5.2 Is funding being sought for a new program? YES NO
C5.3 If funding is being sought for a new program, please complete the table below
Proposed Start Date New Program
Proposed End Date New Program
C5.4 In the box below, please explain your responses to items C5.1 & C5.2 above:

D PROGRAM IDENTIFICATION & DESIGN

D1 Vision & Mission
ERFA wishes to confirm consistency between its Vision and Mission and that of funding applicantsPlease respond to the items below regarding your organisation’s Vision and Mission Statements
Does your organisation have Vision and Mission Statements? YES NO
Our organisation’s Vision & Mission Statements are attached to this application YES NO
Our organisation’s Vision & Mission Statements have been provided to ERFA previously YES NO
D2 Program Background
Please outline any relevant background to the program
e.g. any relevant social, economic and/or cultural factors in the local context
D3 Statement of Development Needs
What is the development issue(s) you are planning to address?
D4 Statement of Development Objectives
In addressing the above development need(s), what is your main development objective?
State any secondary objectives that support the main objective
D5 Beneficiaries
Who will be the program beneficiaries?
D6 Beneficiaries Gender & Age Profiles
Please complete the chart below
Gender / Age / Estimated Totals
Women
Men
Girls
Boys
Women with a disability
Men with a disability
Girls with a disability
Boys with a disability
Estimated Total Beneficiaries
D7 Beneficiary Participation in Program Design
Definition: Program Design involves the identification of communal problems, their causes and consequences and the planning of interventions.
Expectation: ERFA expects programs to be designed in partnership with target communities and evolve from community engagement and participation.
Use the chart below to provide information about how program beneficiaries participated in the identification and assessment of their community’s needs and how they participated in program design – i.e. how was evidence gathered? - e.g. data collection, dialogue, research …
Beneficiaries / Type of Participation in Program Design
D8 Program Plan – Overall Strategy
What is your overall strategy to achieve your program objective(s)?
D9 Program Plan – Outputs, Outcomes & Implementation Timeline
Please complete the table below detailing your planned program outputs and describe the expected outcomes for the target beneficiaries.
Please include the implementation timeline for the planned outputs.
An example is provided here for a Healthy Communities Program in a developing country rural context:
Outputs / Implementation Timeline / Outcomes (expected)
Select & train 12 Community Water Workers to dig and cover wells and maintain and repair hand pumps / February - April / Improved access to & use of safe water & decreased incidence of waterborne diseases
Train existing Community Health Workers (CHWs) to increase their knowledge of waterborne diseases & good hygiene practices / February / CHWs upskilled & knowledge base increased enabling improved promotion & monitoring of community health
CHWs to conduct community workshops in good hygiene practices / March - May / Raised community awareness & use of good hygiene practices & improved community health
Outputs
(Planned activities through which outcomes will be achieved) / Implementation Timeline / Outcomes
(Predicted impacts for target beneficiaries)
D10 Program Approvals
Please list below any approvals required for undertaking this program and identify the relevant authority (e.g. civic, education, health, church, governing authority) and indicate if the approval has been obtained
Please attach copies of all approvals
Program Approvals
Approval / Approving Authority / Approval Obtained
YES NO
YES NO
YES NO
YES NO
YES NO
YES NO
YES NO
D11 ERFA Design, Monitoring & Evaluation Policy
Is your program leadership familiar with ERFA’s Design, Monitoring & Evaluation Policy?
YES NO

E CROSS CUTTING ISSUES

E Cross Cutting Issues
Cross Cutting Issues are integral to development and have strong impacts on development
For each of the 5 Cross Cutting Issues below:
  • name any relevant program site policy which addresses the cross cutting issue
  • outline any planned initiatives to integrate the cross cutting issue into your program

E1 Child Protection
Relevant Policy:
Please attach a copy of the most recent edition of your Child Protection Policy
Name of Program on-site Child Protection Officer:
Planned Integration Initiatives:
E2 Gender Equality & Female Empowerment
Relevant Policy:
Planned Integration Initiatives:
E3 Disability & Inclusiveness
Relevant Policy:
Planned Integration Initiatives:
E4 Protection of Human Rights
Relevant Policy:
Planned Integration Initiatives:
E5 Environmental Sustainability
(Areas to consider with potential for negative environmental impact: flora & fauna, waterways, waste disposal, energy use, noise, pedestrian & vehicular traffic flows)
Relevant Policy:
Planned Integration Initiatives:
E6 Cross Cutting Issues – Professional Development
In the table below, provide information on any planned staff professional development in cross cutting issues
Planned PD / Participants / Planned Date(s)
E7 ERFA Cross Cutting Policies
Is your program leadership familiar with ERFA’s Cross Cutting Policies?
Child Protection Policy & Procedure
Gender Equality & Female Empowerment Policy
Diversity & Inclusiveness Policy
Sustainable Development Policy / YES NO
YES NO
YES NO
YES NO

F RISK MANAGEMENT

F1 Risk Management Framework
Please attach a copy of your program’s Risk Management Framework
Program Risk Management Framework attached: YES NO
If your program does not have a Risk Management Framework, please complete the Risk Management Framework below. Add additional rows as needed.
A Risk Management Framework must be submitted for a program to be eligible for ERFA funding
Identifying Risk
It is recommended that not-for profit organisations identify risk in the following categories: governance, funding/financial, legal obligations, staff, volunteers, OH&S & IT
Risk treatment
Likelihood: Unlikely, Possible, Likely, Almost Certain
Impact: Insignificant, Minor, Moderate, Major, Extreme[Impact = consequences for projectif risk occurs]
Identification of potential risks should take into consideration the specific nature of the program
Risk categories offered for consideration
  • Unpredictable in-country environment: e.g. political, legal, civil unrest, variable exchange rate
  • Budget forecasts inaccurate
  • Corruption / fraud
/
  • Child protection breach
  • Human rights violation
  • Environmental degradation
  • Implementation schedule disrupted
  • Program outputs below quality
  • Stakeholder conflict and / or disengagement
/
  • Authority and / or communication issues – leadership / staff / stakeholders
  • Staff instability / turnover
  • Resource shortfall

Risk Management Framework
Risk Description / Likelihood / Impact / Mitigation Strategies
F2 ERFA Risk Mitigation Policies
Is your programleadership familiar with ERFA’s Risk Mitigation Policies?
Anti-Corruption & Anti-Fraud Policy
Counter Terrorism Policy
Safety & Security Policy / YES NO
YES NO
YES NO

G MONITORING & EVALUATION

G1 Program Site Monitoring Plan
Monitoring is planned checking to ensure that the implementation of your program in on track
Monitoringfocuses on Outputs (see D9 above) and progress with the implementation of your program
An example of a Program Monitoring Plan is provided below, to monitor the implementation of the Outputs in the example in D9 above
Outputs / Quantitative Indicators / Data Collection Methods / Frequency / Responsibility
Select & train 12 Community Water Workers to dig and cover wells and maintain and repair hand pumps / Number of new wells completed & functioning
Number & frequency of maintenance carried out on completed wells / Number of new wells certified byDistrict Water Authority
Wells Maintenance Log / Bi-monthly
End of every month / Wells Construction & Maintenance Co-ordinator
As above
Train existing Community Health Workers (CHWs) to increase their knowledge of waterborne diseases & good hygiene practices / Number of training sessions conducted
Number of attendees
Number of CHWs who successfully completed training
Training Program Content / Training Program Plan
Attendance Register
Training Certification Register
Review of Training Program Plan / End of training course
Bi-weekly
End of training course
End of training course / Community Health Co-ordinator (CHC)
As above
CHC & Program Leader
As above
CHWs conduct community workshops in good hygiene practices / Number of workshops conducted
Number of participants
Workshop content / Workshop Schedule
Attendance register
Review of Workshop Plan / Monthly
Monthly
Monthly / CHC & Program Leader
CHC
CHC & Program Leader
Program Site Monitoring Plan
Please complete the table below for each of the Outputs that you listed in D9 above
Outputs
(see D9 above) / Quantitative Indicators
(e.g. date of completion of Outputs or specific measures) / Data Collection Methods
(e.g. survey, records, statements) / Frequency
(How often will monitoring be undertaken?) / Responsibility
(Who will be responsible for the monitoring?)
G2 Program Site Evaluation Plan
Evaluation is to be undertaken at the end of the funding cycle to establish whether your program reached its objectives and delivered what was expected according to your original program plan
Evaluation focuses on Outcomes / Impacts and addresses the question - What differences (improvements) have your program Outputs made to the quality of the lives (individually & communally) of program participants?
An example of a Program Evaluation Plan is provided below, to evaluate the Outcomes in the example in D9 above
Outcomes / Qualitative Indicators / Data Collection Methods / Responsibility
Improved access to & use of safe water & decreased incidence of waterborne diseases / Improved access to safe water
Improved water quality
Reduced morbidity & mortality due to waterborne diseases / District Water Authority Certification Register of new wells & water quality testing records
Community Medical Clinic records / Wells Construction & Maintenance Co-ordinator
Community Health Co-ordinator (CHC)
Community Health Workers (CHWs) upskilled & knowledge base increased enabling improved promotion & monitoring of community health / Number of CHWs who have successfully completed training
CHC evaluations of CHW conducted community workshops in good hygiene practices / Program Training Certification Register
CHC & Program Leader observation of community workshops / CHC
CHC & Program Leader
Raised community awareness & use of good hygiene practices & improved community health / % increase in number of households using safe water supplies / Household Surveys / CHC
Program Site Evaluation Plan
Please complete the table below for each of the expected Outcomes that you listed in D9 above
Outcomes
(see D9 above) / Qualitative Indicators
(relevant statistics & observableimprovements in lives of program participants) / Data Collection Methods
(e.g. survey, participation rates, oral feedback) / Responsibility
(Who will undertake the evaluation?)

H WELFARE

H1 Welfare
Please respond to each of the questions in the chart below
Note: the inclusion of welfare activities in your program does not automatically disqualify your program from ERFA funding
Welfare Activities
Does your program include:
  • Provision of direct assistance to individuals?
  • Provision of food, clothing, materials such as scholarships, school fees, books etc.?
  • Institutionalised care such as orphanages or hospital care?
  • Giving funds directly to children or families?
/ YES NO
YES NO
YES NO
YES NO
Do you intend to utilize any ERFA funding for welfare activities? YES NO
If you answered YES to the previous question, describe how these activities are necessary for the achievement of your program’s development objectives (stated in Section D4 above)
H2 ERFA Non Development Activity Policy
Is your program leadership familiar with ERFA’s Non Development Activity Policy?
YES NO

I COMPLAINTS HANDLING

I1 Complaints Handling
Program site Complaints Handling Policy & Procedures
Does your Program have a Complaints Handling Policy in place? YES NO
Are your complaints handling procedures visible for all associated with the program in both English and the local language? YES NO
I2 ERFA Complaints Handling Policy
Is your program leadership familiar with ERFA’s Complaints Handling Policy YES NO

PART 2: CAPACITY TO IMPLEMENT

J GOVERNANCE

J1 Governance Structure
Please provide a description of your program’s governance structure. Include the following:
  • Identity & legal status of governing authority
  • Governance structure – e.g. board or equivalent
Please attach a copy of your governing authority’s governing instrument (e.g. constitution) unless provided to ERFA previously
J2 Governing Body
In the table below, please provide the names and positions of all members of your program’s governing body (i.e. board or equivalent)
Governing Body positions to include: Chair, Deputy Chair, Secretary, Treasurer, Board Member or Director
Name / Position

K STRATEGY

K1 Strategy
Please respond to the questions below regarding your organisation’s strategic planning
Please attach a copy of your organisation’s Strategic Plan or strategy document, unless the most recent edition has been provided to ERFA previously
Does the program for which you are requesting funding form part of an overall Strategic Plan or strategy document? / YES NO
Has the most recent edition of your organisation’s Strategic Plan or strategy document been provided to ERFA previously? / YES NO
If you answered NO to the previous question:
Is a copy of the most recent edition of your organisation’s Strategic Plan or strategy document attached to this application? / YES NO NA

L LEADERSHIP / MANAGEMENT

L1 Leadership / Management
Please describe the leadership and management structure and systems in place for the delivery of your program
Your leadership and management structures and systems should be appropriate for the size and scope of your program

M FINANCIAL MANAGEMENT

M Financial Management
Please respond to the questions below regarding the internal financial management system(s) in place for your program
The financial management system should be appropriate for the size and scope of your program
M1 Is your program utilizing the Edmund Rice Development – Edmund Rice Foundation Australia Mission Finance Manual’s systems and procedures for your program’s financial management?
YES NO
M2 If you answered NO to J1 above, please provide details of your program’s internal financial management systems and procedures. You should include:
  • Budget preparation system
  • Segregation of duties and authorisation and signature requirements for transaction approvals
  • Financial documentation and record keeping
  • Cashbook system
  • Banking arrangements
  • Monthly processes

M3 Please indicate the arrangements in place for annual, external, independent audit of your program’s accounts
M4 In the table below, please identify the person(s) responsible for your program’s financial management and their position(s) and responsibilities
Staff Member (full name) / Position & Responsibilities

N SUSTAINABILITY