"Guidance for filling in the CSS Project Proposal"
BESAFE PROJECT PROPOSAL FORM GUIDANCE The project proposal form asks for information which is important to help make decisions on allocating funds to contribute to Be Safe priorities. All the information requested is necessary and will enable Be Safe to make informed decisions about where to allocate funding and ensure that robust means of evaluation are in place. This guidance should be read in conjunction with Project Monitoring and Evaluation Guidance, available at www.besafebolton.org.uk, which provides guidance to Theme Leads and project managers on how Be Safe conducts evaluation and the requirements on project managers in providing data. Below are some guidance notes to help you complete the Project Proposal Form. Please complete the form in detail. If you have any questions, please do not hesitate to contact Community Safety Services for assistance. SECTION A – GENERAL INFORMATION 1. Name of Project Please state what your proposed project will be called (a ‘working title’ will do) 2. Lead Officer/Organisation for the Project Please indicate who will manage the project, the organisation he/she works for and their contact details. NB, the named individual will be the accountable person and primary contact for Community Safety in all dealings with the project. 3. Project Length State how long your project will last for. NB. Be Safe funding is generally administered on a 12 month cycle. 4. Total funds required from Be Safe Please state how much funding you are requesting from Be Safe (there is a more detailed section on project costs towards the end of the proposal form). 5. Total Project Cost The full project cost should be stated here. So for example, if the project is to be part funded through sources other than Be Safe please include this here. besafebolton.org.uk 1 SECTION B – PROJECT DETAIL 6. Evidence of need i.e. what is the problem the project is addressing? A project should be implemented to address a specific problem and it is important to define the problem as clearly as possible in order to justify the project. In this section, you are asked to define the context of where the project will be applied and state the problem that your project will address. A clear and coherent case should be set out to justify allocating funds to this project and you should refer to statistical information, anecdotal evidence, any consultation carried out and any other evidence you think is relevant to support your proposal. You may wish to consult the Be Safe Analytical Team in compiling this section and/or refer to some of the following documents: Be Safe Strategic Threat Assessment; Neighbourhood Renewal Strategy; Citizen’s panel survey; General Resident’s survey Task Define the target area/group and context of the project Define the specific problem Present evidence to justify the need for funding Linked to Task 1 of Project Monitoring and Evaluation Guidance 7. Project Operation ie what will the project do and how will it do it? The key to this stage is to document how the project will bring about change to the problem defined in 6 above. Please explain how the project will tackle the specific problem. To have a detailed understanding of how the project will be delivered is important to ensure funds are spent appropriately and on time. The explanation should describe the main activities of the project and how these will be delivered. Direct reference should be made to the different components of the project for which funding is sought. Consideration should be given to the involvement of other agencies and partners including how the community has been engaged in relation to the proposed project. Task List the project objectives Describe the project activities Explain the delivery mechanism Explain what the funding will be used for Identify linkages to other delivery mechanisms Linked to Task 1 of Project Monitoring and Evaluation Guidance Be Safebolton.org.uk 2 8. Linking activity to LAA outcomes This section requires you to relate specific project activity to the strategic outcomes and targets which have been agreed in the LAA. The expected outcome of project activity should reflect the specific activities that the project will employ to meet its overall target. The key is to ask hard questions about what projects can, and should accomplish, and which outcomes can be realistically expected. Please also indicate how you intend to evaluate the impact of the project activity. Target/Outcome (NI How will the project contribute to this Expected outcome of project When will How will this be evaluated? set) target/outcome? (Key activities) activity this be achieved (date)? Further reduce crime The beat sweep project will remove visible signs Reduction in the fear of crime and March 2008 Surveys will be conducted before and fear of crime such as graffiti and fly tipping and provide a highly ASB in the specified area. and after with residents in the visible presence of partnership organisations for targeted area. A control area will the period of the operation. Increased community confidence also be used to make comparative that action is being taken to tackle analysis. environmental issues and crime Task Link activity to strategic outcomes and targets. Establish realistic and measurable outcomes for the project Linked to Task 2 of Project Monitoring and Evaluation Guidance besafebolton.org.uk 3 9. Evaluation: How will you evaluate the success of the project? Please read the Project Monitoring and Evaluation Guidance. This guidance sets out what data and processes Be Safe will require as a minimum to evaluate the success of the project. Much of the information that is required will have been captured in the above tasks. However, project managers should consider the capabilities and capacity within their own organisation to provide this data and any potential problems there might be in data collection. Be Safe requires that each project ‘lends’ itself to evaluation. If evaluation is not possible, it is unlikely funding will be allocated. Please consult the Be Safe analytical team for help on this matter. Task Explain how you have considered the following: Consider the time and resources needed to effectively collect data and whether it is feasible in the context of the project; Anticipate any data collection problems and think about ways to prevent them or limit their impact; The proposed data collection process (please consult Be Safe Analytical Team) Linked to Task 4, 5, 6, 7, 8 of Project Monitoring and Evaluation Guidance 10. The future: How will the benefits of the project be sustained? In this section you must say how the benefits of your project will be sustained once the Be Safe funding ceases. For example, you may propose to carry the work of the project on using alternative/mainstream funding. SECTION C – PROJECT COSTS 11. Will the project be match funded? If yes, please give details If part of your project will be funded from other sources please give details. For example, you may already have had funding secured from another source to fund part of the project. 12. Breakdown of project costs It is important that we know how the money will be spent and on what. In this section we would like you to break down the project costs into individual parts including those which will be funded by a different source. We would also like you to say how you have calculated the costs. besafebolton.org.uk 4 Fictitious example, Use Amount £ How calculated Which agency to fund (if not Be Safe) Staff salary 20,000 Position graded scale 4 (17,000) + on-costs @ 3,000 Office Computer 1,000 Quote from PCs ‘R’ with printer Us Training 500 Based on industry Primary Care Trust standard Total £21,500 13. Please indicate the proposed profile of spend for Be Safe monies by quarters. So that we can manage all the Be Safe funding effectively, we need to know how much you propose to spend in each quarter. Items such as salary costs generally tend to be split evenly between the quarters whereas if your project is looking at purchasing capital items such as a PC for a new staff member to use, please add this to the quarter you expect to purchase it. For example, the £6,000 forecast for quarter 1 in the fictitious example includes £5,000 salary costs and £1,000 for a new PC. NB The £500 for training does not require profiling as it is funded by a different agency. Fictitious example, Quarter 1 Quarter 2 Quarter 3 Quarter 4 Total Spend Spend Spend Spend Spend £ 6,000 £5,000 £5,000 £5,000 £21,000 14. Indicate when your project will commence and when it will finish. 15. Please date the form and email back to Community Safety Services. Contacts and Further Information If you have any questions regarding the completion of the proposal form, please contact Community Safety Services on 01204 331080 or email email@example.com,uk or firstname.lastname@example.org The Be Safe analytical team can be contacted on 01204 338378 or by emailing email@example.com Be Safebolton.org.uk 5 Important documents including this guidance, project proposal form, Project Monitoring and Evaluation Guidance and the Strategic Threat Assessment are available on the Be Safe website www.besafebolton.org.uk Be Safebolton.org.uk 6