Australian Agency for International Development
Community Development Fund (CDF)
Overview The Community Development Fund (CDF) is part of the Australian Development Cooperation Program, administered by AusAID, Australian Embassy, Phnom Penh. The purpose of the fund is to support sustainable activities that develop the most vulnerable Cambodian communities.
Funding The total annual budget allocation is around $A500,000 ($US290,000 variable with exchange rates) Organisations are eligible to apply for funding as follows: NGOs and public institutions from $US3,000 to $US30,000* usually for up to 12 months Community organisations from $US3,000 to $US15,000 for up to 12 months In 2001/2002 approximately 17% of submissions received were funded at an average cost of $US14,268
*Limited funding availability will restrict the number of larger submissions that can be funded in any one year. In exceptional circumstances NGO's can apply for up to $50,000. In these cases NGO's would need to contact AusAID before submitting.
Scheme Goal To contribute to poverty reduction through direct, tangible and sustainable development in the most vulnerable communities.
Focus Community based agriculture, health, education, training, rural development and governance. Proposals that involve more than one of these sectors should indicate how results will be achieved within 12 months. Gender and environment should be addressed in each activity (if applicable).
Submissions For consideration, a CDF Submission Form must be completed and returned to AusAID, Australian Embassy, Phnom Penh by 4.00pm on the following dates:
11th April 2003 – 4th round 11th July 2003 – 1st round 10th October 2003 – 2nd round 9th January 2004 – 3rd round
E-mailed submissions will not be accepted Submissions may be in English and/or Khmer and six copies must be provided. CDF Committee responses are usually given within six weeks.
Further Information Current Guidelines, Submission Forms and Selection Criteria in English and Khmer are available from reception at the Australian Embassy. All enquiries should be directed to: CDF Program Officer, AusAID Australian Embassy, Phnom Penh Tel. 855 23 213470, Ext. 301 Fax. 855 23 213 466
1 CDF Guidelines
Community Based Submissions (CBS) Preference will be given to submissions from community based organisations that have a history of success in the activity of the concerned sector. CBS include:
I. Community organisations that are not registered as NGOs such as Village Development Committees, Commune Development Committees or Community Associations (a referee/partner MUST be included).
II. "Community based LNGO"; an LNGO based in the village, commune or vicinity of the activity.
III. Joint activity between an NGO or public institution and a community based organisation/LNGO, where it is demonstrated that there is a genuine partnership and community participation in submission design and decision making.
NGO's To be eligible, NGOs must be registered in Cambodia. Local NGOs (LNGOs) should be registered with the Ministry of Interior as per the NGO draft law. International NGOs (INGOs) must have a Memorandum of Understanding (MOU) with the Ministry of Foreign Affairs and International Cooperation (MOFAIC). It is strongly recommended that LNGOs include at least one referee/partner. INGO's new to Cambodia should provide a referee who can supply information on previous experience.
Community Organisations Must demonstrate that they have an existing structure and represent a specific community. At least one referee/partner MUST be included in the submission.
Role of referee/partner organisations is to: To assist with preparation of submission and meeting contract requirements To act as a mediator and verify the body is well organised and representative To monitor activities and expenditure are as per agreed submission and to help keep the project on target To provide written verification of all reports and acquittals
Referee/partner organisations should be well established and experienced in the sector or geographic area of the activity. It is preferable that they have knowledge of AusAID funding requirements. Referee/partners administrative costs of up to 10% can be considered. Any LNGO referee/partner must be MOI registered. Individuals are not acceptable as referee/partners unless they represent their organisation. Referee/partners should have a monitoring, not an implementing, role in the proposed activity.
Eligibility Submissions should:
clearly state, and have well-defined, quantifiable objectives and work plans for implementation that enable evaluation be financially sound, competitively costed and represent value for money with maximum beneficiaries be targeted on the basis of greatest need, disadvantage and vulnerability have well defined sustainability strategies facilitate capacity building, good governance and human rights through inclusive, active involvement in transparent decision making at every stage
2 have strategies to promote women and women's involvement in decision making at all levels encourage sound environmental practices and humane animal husbandry (if applicable) be consistent with the development plans of the Royal Government of Cambodia and demonstrate links with relevant organisations
Attachments Submissions will be assessed based on the completed CDF submission form up to a maximum of 11 pages (excluding cover sheets). Additional information may be included as an attachment, which may be viewed by the CDF Selection Committee. Quotations for materials over $500 MUST be attached.
CDF Committee The committee consists of four members selected from among external NGO representatives and AusAID officers (subject to gender and Khmer/Expatriate disaggregation).
When considering submissions independent experts may also be consulted. Potential conflicts of interest must be declared to the Committee. Recommendations are based on ratings, sectoral and geographic disaggregation and the availability of funds.
Rating Each submission within the Guidelines is rated and ranked by the CDF Committee and then submitted for AusAID approval, pending availability of funds.
Rating is based on four selection criteria: (a) contribution to the goals of the Fund (b) design quality (c) likelihood of success and (d) value for money. For further details refer to the selection criteria. The CDF Committee will provide one of three recommendations: recommended for funding not recommended for funding not recommended AusAID may suggest changes to submissions or offer part funding.
Not Recommended for Funding/Not Recommended Where a submission is Not Recommended for Funding, it is not necessarily an indication of the merit of the submission but of the highly competitive demand for funding. However, submissions that are Not Recommended are considered either to be below acceptable standard or not to contribute to the goal of the scheme as clearly as other proposals. An unsuccessful submission of either type does not preclude future submissions. Reasons for non-recommendation will be provided in writing and these should be addressed in any re-submissions. Feedback may be sought from the CDF Officer after receipt of written notification, however there is no appeal process.
Contract Final approval will be subject to the terms and conditions of a contract. Approved submissions should start within one month of the dated signed contract.
Payments/Bank accounts Payments will be made by direct deposit into a bank account or by cheque. Bank accounts MUST have a minimum of two authorised signatories and be in the name of the organisation or referee/partner organisation. Personal accounts are not acceptable. Account numbers will be requested for recommended submissions and all banking details are confidential.
3 CDF Checklist Please check proposed activities carefully against the lists below to ensure your proposed activity meets these guidelines and can be considered for funding.
Factors that are well received in submissions Community based Submissions; especially in rural areas (refer page 2 for definition) Basic education/training, health, agricultural productivity and profitability International NGOs acting as referee/partner for local organisations Focus on disadvantaged groups such as minorities, children and handicapped Promotion and participation of women at all levels Demonstration of skill, experience and history of success in the sector and geographic area Demonstration of links/coordination with relevant organisations, communities and Government Conservation and preservation that directly reduces poverty or promotes the environment Promotion of good governance through inclusive, transparent processes Contributions by organisation/beneficiaries i.e labour, materials, land, funds are part of the submission Activities demonstrate sustainable, value for money and income generation for the beneficiaries Demonstration of direct and indirect benefit to maximum possible beneficiaries Photographic evidence or support included as an attachment Functioning governance in implementing NGO (i.e Board of Directors (BOD))
Factors that make a submission unable to be considered under these guidelines Submission not in CDF format or key questions left unanswered (refer to checklist) Commercial activities and research Recurrent budget expenses/indirect salaries or significant expatriate-rate salaries; retrospective funding Activities with a high proportion of administrative support costs Activities related to abortion or involuntary or uninformed family planning Partisan political activities; religious recruitment; sporting events Emergency relief and welfare (welfare defined as maintenance not improvement of condition) Conferences, study tours or overseas travel focus (refer International Seminar Support Scheme) Duplicating existing bilateral/multilateral projects (complementary activities accepted) Human Rights focus (apply Embassy Human Rights Fund) Environmentally sensitive i.e MAJOR construction, water resources, fisheries, deforestation Funding for equipment/freight Purchase of vehicle/s (motorbikes considered if demonstrated need) Construction not part of comprehensive package to promote community development and/or without a maintenance and funding plan for ongoing costs Small components of activities that require a longer term commitment (e.g micro-credit) Lack of competitive costing/quotes; charging for submission preparation Extension for extra funding (new submission required) or previous CDF funds not acquitted Existing similar project/s in target community Submissions from individuals or commercial organisations Credit focused activity schemes ie loans, livestock banks (excludes livestock purchases) Major focus on NGO staff training
4 CDF Submission Cover Sheet
Name of Organisation: …………………………………………………………………
Community Organisation LNGO INGO Other
Submission Title: ………………….……………………………………………………… …………………………………………………………………………………………. ………………………………………………………………………………………….
CHECKLIST (Tick boxes )
CDF submission form used and complete
All questions answered
Submission signed by submitting organisation
Referee/partner organisation details provide n/a
Submission signed by referee/partner organisation n/a
Submitting organisation registered with MoI or MoFAIC
Submission not more than 11 pages (excluding cover sheets and attachments) Submission within funding limit (CBS $US3,000-15,000, NGO/other $US3,000-30,000)
6 copies of submission enclosed
Bank details included
5 3 quotes provided for any items over $US500 n/a
Submitting Organisation I declare that I have read the attached submission and it is true and correct. I undertake that if approved, all expenditure and activities will be as proposed (subject to agreed variation, if any). Authorised Signatory: ______Position: ______Organisation: ______
Signature: ______Date: / / Official Seal or Official seal or thumb print
Referee/Partner (Community organisations MUST include a referee/partner organisation and one is strongly recommended for LNGOs.) I understand the role of a referee/partner organisation is to: assist with preparation of submission and meeting contract requirements act as a mediator and verify the body is well organised and representative monitor activities and expenditure are as per agreed submission and to help keep the project on target provide written verification of all reports and acquittals.
I nominate my organisation as a referee/partner for the above submission. I declare that I have read the information supplied in this submission and it is true and correct. Authorised Signatory:______Position: ______Organisation:______Signature:______Date: / / Official Seal or thumb print
6 CDF Submission Form Complete in black ink and BLOCK letters minimum 12 point font
1. Submission Overview (please use spaces provided) Title:...... Location/s (Province, District, Commune and Village):...... Total Requested: $US...... Start: / / Finish: / / Duration: months 2. Organisation Name:...... Address:...... Authorised Contact:………………………………….Position…………………………………………….... Work telephone:...... Mobile:...... Fax:...... Email:...... Previous or current projects (Most recent or relevant including Australian Government funded. If any previous/current CDF/SAS funds are unacquitted, submission is ineligible.) Year/s Title Donor Amount ($US) ______
Registered in Cambodia: Yes No (LNGOs must be registered with Ministry of Interior (MOI).)
Registration: MOI Other:...... Date of Registration: / / Brief background of organisation (include experience/expertise with similar activities and/or in geographic area¹)
7 ...... ………………………………………………………………………………………………………………......
Footnote: 1. Selection Criteria -SC (c)
3. Brief background of organisation management structure include Board Of Directors (half page max) ......
4. Referee/Partner: Yes No (Community organisations MUST include a referee/partner and one is strongly recommended for LNGOs) Organisation:...... INGO LNGO Other:...... …………………… Address:...... Authorised Contact:...... Position:...... Work telephone:...... Mobile:...... Fax:...... Email...... Brief background of referee/partner (include experience/expertise with similar activities and/or in geographic area 2 ) ...... 5. Summary of situation requiring assistance 3 ...... 6. Brief description of proposed project 4 ......
8 ...... …………………………………………………………………………………………………......
Footnote: 1. SC (c), 2. SC (c), 3. SC (a), 4. SC(a) 7. Major objectives1 ...... 8. Major outputs and indicators (results2) ...... 9. Major inputs required to produce outputs (activities3) ...... 10. Numbers of direct and indirect beneficiaries4 ...... 11. Describe the main benefits from this activity and how they will be sustained in the long term ...... 12. Does the proposed activity include core NGO/institutional operating costs? If so, what strategies
9 will be used to meet these costs on completion of this activity? ......
Footnote: 1. SC (a), 2. SC (b), 3. SC (b & c), 4. SC (b), 5. SC (b), 6. SC (b) 13. How does the proposed activity promote of women's participation and/or involvement in decision making? ...... 14. How does the proposed activity promote good governance? ...... 15. Impacts1
Negative impact on health: No Yes (if yes outline)
Family planning activities: No Yes (if yes please describe)
Environmentally Sensitive: No Yes (if yes please describe)
...... 16. What are the main risks to success of the activities and what are the proposed strategies to address these risks2 ...... 17. Outline coordination arrangements/strategies with relevant activities and organisations
(Including Cambodian Government agencies in sector and/or geographic area4) ......
10 ...... 18. Summary of competitive costing (Attach three quotes for material line items over $US500.5) ...... Footnote: 1. SC (b), 2. SC (c), 3. SC (c), 4. SC (b), 5. SC (b & d), 6. (c) 19. End of project assets (Assets over $US500: maintenance, ownership, income generation, beneficiaries. Unless specified, assets will remain with the organisation and be used consistent with the submission objectives.6) ...... 20. Has Funding for the activity been sought from another donor: No Yes (i.e from who, for what, amount, approved or pending?) ...... 21. What contribution will be made by the Organisation/beneficiaries (i.e labour, materials, land, funds1) …......
22.What will be the strategy to promote Australian Government identity 2 e.g (signage, plaque, logo, banner) ………………………………………………………………………………………………………………………………………. ………………………………………………………………………………………………………………………………………. ………………………………………………………………………………………………………………………………………. 23. Banking details Bank:______Branch:______Names of signatories:1.………………………………………………………………………………………. 2………………………………………………………………………………………...
23. Work plan3 MAIN ACTIVITIES MONTHS 1 2 3 4 5 6 7 8 9 10 11 12
11 Footnote: 1. SC (d), 2. SC (b), 3. SC (b) 24. Budget1 Item/s, cost and number, especially line items over $500. Avoid separate line items under $100 (see suggested format in italics) Budget line items may include: direct materials, Other CDF direct salaries (position/rate/time dedicated to activity), contribution of beneficiaries and contributions (AusAID) organisation (ie costing of donated labour, materials, land, funds), referees %, activity $US $US dedicated administration, rental, travel and training etc. Item/s (ie only) Cost and number (ie only) AA $345 x 20 BB $12 x 150 CC $2400 x 0.5 ITEM/S COST & No. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. Total other contributions $US Total requested from CDF (AusAID) $US
25. Attachments (Excluding quotations for materials over $500, which MUST be attached, circle appropriate response.)
Yes No 1. Diagram 2. Photograph 3. Map 4. Other (briefly explain relevance)
......
Selection Criteria Community Development Fund (CDF)
RATINGS
5 Best Practice; exceptional, innovative, could be used as a model, this rating should not be given lightly.
12 4 Fully Satisfactory; satisfies relevant guidelines and there are NO weaknesses. 3 Satisfactory overall; some minor weaknesses but not severe enough to threaten strengths. 2 Marginally Satisfactory; serious weaknesses although some aspects may be satisfactory. 1 Weak; seriously deficient with respect to guidelines; problems widespread throughout the submission.
Submissions with a majority of scores less than two against any single criterion are ineligible.
SELECTION CRITERIA
CDF Committee will assess and score each submission within guidelines against the following criteria: a. extent to which objectives and focus contribute towards the scheme goal b. quality of design c. likelihood of delivery of benefits d. value for money
Criterion (a) - Extent objectives and focus contribute towards scheme goal
Activities should aim to alleviate poverty in a direct and tangible way by addressing clearly identified needs in a logical and systematic way. The major focus of community based implementation should be on one or more of the priority sectors of agriculture, health, education, training, rural development and governance. Further, submissions should target community based activities focusing on the most needy communities and disadvantaged groups such as women. Activities should have attainable, rather than overly complex or ambitious, goals.
The objectives of the activity should specify the beneficial changes in community conditions that the activity is expected to bring. Objectives must be realistic and achievable, and directly linked to activity outcomes or benefits. The objectives should be accompanied by performance indicators to measure the achievement of objectives/benefits. The benefits of the activity constitute its contribution to the goal of the scheme. Poverty reduction through direct, tangible and sustainable development in the most vulnerable communities.
Criterion (b) - Quality of Design
Activity design refers to the structure of the activity, and describes how the activity will achieve the intended outcomes. In particular:
Performance Information
13 How well are outputs, inputs and activities linked to objectives? Are outputs realistic, achievable, and measurable given the number of beneficiaries, timeframe for implementation, and inputs? Are efficiency and cost-effectiveness key considerations in the determination of inputs? Do performance indicators provide clearly defined units of measurement for the quantity, quality and timing of expected results? Are performance indicators clearly linked to outputs? Are the means of verification for performance indicators realistic and achievable? How will the project activities achieve the expected outputs? How will progress and performance be monitored Confirms benefits can be sustained
Activity Description and Analysis
Adequate analysis of needs and identification of strategies to address them. Direct and indirect target beneficiaries identified by gender. Promotes women in development at all levels. Have environmental considerations been made (positive or negative)? If the submission includes family planning activities a Guiding Principles Questionnaire must be completed and associated reporting completed. Strategies to promote Australian funding identity (sites and materials where practical should bear clear permanent signage stating "Funded by the Australian Government" in Khmer and English or in the case of joint or part funding "Supported by the Australian Government" (a kangaroo motif is optional). Identity should be in proportion to sites and materials. Costs should be factored into the submission, as no specific funding will be made available. Defines benefits to be sustained
Activity Implementation
Degree activity makes use of existing community based structures/organisations and encourages community self-reliance through local participation Extent to which organisation/s work to engender partnership and ownership among beneficiaries Level of cooperation with relevant organisations in the sector and/or geographic region
Budget
Budget clearly designed, with appropriate line items. Competitively costed and all expenditure is relevant to submission (not ongoing costs). Reasonable administrative and salary costs (no specific funding will be made available for banking charges).
Criterion (c) - Likelihood that benefits will be realised (risks and sustainability)
These factors can originate from many sources. They also include risks which submissions are required to identify and take action to minimise.
Factors affecting the likelihood of benefit being realised:
14 Overstatement of benefits in the activity proposal Objectives are over ambitious given the context of the activity and risks identified Insufficient experience and expertise in the sector and/or geographical region Poor relationship between referee/partner/s Poorly designed budget Ongoing (recurrent) costs cannot be maintained after funding ceases Other factors such as natural disasters, unstable security, political or economic situation Are strategies included to address these risks?
In scoring against this criterion, the highest scores will go to submissions with the greatest likelihood of success.
Criterion (d) - value for money
Scoring against this criterion essentially requires panel members to make an assessment of whether the likely outcomes justify the total cost (including community contributions) of the submission.
Committee members should base their assessment on the quality of the activity overall, and in particular, the quality of the budget within the submission. Committee members should ask: What are the beneficiaries/cost ratios? Is the budget appropriate for the objectives? Are the costs necessary and appropriate for the outcomes being delivered? Is the submission well budgeted within the context in which the submission will be implemented? Are there high scores against the other selection criteria?
If a submission is well designed and has a realistic budget, it has a high likelihood of benefits being delivered and is therefore value for money.
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