PProolicy PLANNING PROPOSALS PROJECT AND COMMITMENTS Approved by Board

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					PProolicy PLANNING, PROPOSALS PROJECT AND COMMITMENTS
Approved by: Board of Directors Policy Owner: Director of Program Services

Dept Program
Initial Approval: Revision: Dec 91 - #E47 Dec 91 - #B20 Jun 02 - #B52

OBJECTIVE/BACKGROUND
The objective of these policies and procedures is to govern and direct the planning, review and approval process for project proposals received by Canadian Foodgrains Bank from its member agencies.

POLICY
1. Planning All Canadians Foodgrains Bank supported projects should be carefully planned to maximize project quality, and should involve local partners and communities in the planning process. Project Proposal/Request – All requests for project funding must be submitted in writing by a member agency. Complete information concerning proposed project plans shall accompany all requests for assistance. This information may be submitted on the standard Canadian Foodgrains Bank proposal form or in any other suitable format. Project proposals/requests should provide information on: • • • • • • • • 3. The food security situation and context, including coping strategies being employed The situation of intended beneficiaries (including nutritional status where appropriate), clear targeting criteria and corresponding rationale for targeting approach Meaningful gender analysis which is then incorporated into the project design Clearly defined objectives that are relevant and realistic Activities that are consistent with objectives Activities that are consistent with good environmental principles and the law An evaluation plan that is using credible evaluation indicators and methods Details on the inputs required, including a detailed and realistic budget.

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Project Commitment – Canadian Foodgrains Bank staff must review all project proposals and formally commit the required funding before any procurement action is taken or funds transferred. Subject to availability of resources, Foodgrains Bank staff will not unreasonably withhold their agreement to, and implementation of, any project request for which: 3.1. 3.2. 3.3. The member has supported the request with all requisite information, or has undertaken to do so; Conforms to relevant Foodgrains Bank policies as may be in effect; Conforms to the agreement between Canadian Foodgrains Bank and CIDA when CIDA matching funds are used.

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Authority for Advanced Action - Foodgrains Bank staff shall have the authority to begin procurement and shipment arrangements or make advances for project requests lacking complete information where the requesting member and local partner are actively working and have made commitments to complete necessary plans and arrangements. Such authority should be used with discretion. Reimbursement of Planning Costs - Foodgrains Bank may reimburse local partners’ field expenses directly related to the planning of Foodgrains Bank supported projects, provided the member request is made in advance of conducting the activities for which support is requested and this funding request has been approved. Costs related to the development of a project proposal will be funded from member equity. If the project being planned precedes to
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PProolicy PLANNING, PROPOSALS PROJECT AND COMMITMENTS

Dept Program

implementation with Foodgrains Bank support, then these planning costs will be financed on the same cost-sharing basis as the rest of the project. 6. Project Revisions – Should evolving circumstances require significant changes in the project design and budget, the new planning and budget should be sent to Foodgrains Bank for review and a revised commitment.

PROCEDURES
1. Planning – Project planning should be carried out by the organization that will eventually implement the project, and should involve the affected communities. In many cases, project planning is best done collaboratively between the field organization and the supporting Canadian member. In some circumstances, members and local partners may request planning assistance from Canadian Foodgrains Bank staff or consultants. Foodgrains Bank staff are available to assist with project planning. Project Concept Paper – At times, members and local partners may want to initiate a project proposal by first developing a project concept paper. This paper would outline the context, the food security situation, the proposed activities, objectives and results, and an indicative budget. The purpose of the concept paper is to initiate a discussion about possible funding before all the detailed planning work is done. Once feedback is received, local partners can complete the detailed planning. In the case of an emergency, a concept paper may be sufficient to initiate procurement and fund transfer action while the detailed planning is being completed. Project Plan & Proposal – It is the responsibility of the member agency, working in conjunction with their local partner or field office, to submit complete project proposals. Project concepts or proposals submitted by non-member organizations are either channeled to the relevant member, or the organization who submitted the proposal is informed that we can only respond to project proposals submitted by a member agency. Project Concept Review - Any project idea, the responsible Foodgrains Bank Program Officer review concept or proposal submitted by a member. For projects that are still at the idea, concept or early planning stage, the program officer provides feedback to the member agency to help determine whether the project can be supported by Foodgrains Bank, through what mechanisms, and offers information, suggestions and support for further developing a quality project. This initial concept review helps to filter out project ideas that do not warrant further development and it can lead to the development of better and fundable project proposals. Formal Proposal Review - Program Officer is responsible for conducting a full review of the project proposal for completeness, consistency with Foodgrains Bank policies, application of sound relief and development principles, cost-effectiveness, and implement ability. Program Analyst is responsible for conducting a review of the targeting and impact assessment component of each project, and providing advice to Program Officer regarding this assessment. Targeting and impact assessment planning information is entered into the TIA database at this point. There may be considerable discussion with the members and local partners during this review process to clarify issues and strengthen the planning. Program Officer finalizes the proposal details with the member agency. Project Review Committee – Project proposals are presented to the Project Review Committee by the Program Officer for review and discussion. Project Review Committee consists of the Program Officers, Program Analyst, Logistics Manager, Director of Program Services, and Executive Director. This committee provides feedback and advice. It is not a decision making body. Presentation to the Project Review Committee often occurs early in the project review process.
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Dept Program

Project Commitment – Program Officer prepares a project budget commitment form for approval. The completed project commitment form is circulated to the Director of Program Services, Director of Finances and Executive Director for approval and signature. Directors will only sign commitment forms that include budgets for all commodity and transportation related costs, and will strongly request, but not require, that budgets for other activities be included in the initial commitment form signed. The signing of the project commitment form constitutes the formal approval of the project. • • • • • Director of Program Services is responsible for ensuring the project is adequately planned, meets Foodgrains Bank policies, and is consistent with funding agreements and obligations. Director of Finances is responsible for ensuring the necessary funding is available, and all finance related policies have been complied with. Executive Director reviews the project from an overall institutional perspective. The signature of the Executive Director is not required for a project to proceed. Executive Director may sign on behalf of the Director of Program Services or Director of Finance should they not be available. When doing so, the Executive Director must assume their review responsibilities.

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Costs Estimates -- Program officers must obtain an estimate for any potential costs not included in the signed commitment form, and ensure this estimate is included as an additional budget required in the Projected Project Expenditures spreadsheet. Members will be required to provide at least preliminary cost estimates for project expenditures that they or their local partner will be responsible for before a project commitment is signed. Budgets should be established based on realistic cost estimates. Project Revisions – Revisions to project plans and budgets are processed by Program Officers. Should there be a significant change in the project design, activities and budget, these changes must be reviewed by the Program Officer to ensure the project continues to meet Foodgrains Bank policy and is implementable. Significant changes in project design and activities should also be reviewed by Program Analyst. Changes in the commitment form, including financing changes, must be signed by Director of Program Services and Director of Finances. Program officers will revise commitment forms as soon as possible when there is a material change in budget estimates. Logistics staff will inform program officers of material changes in procurement and transportation costs.

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