Home > APEC Concept Note

APEC Concept Note

Appendix A������������� Concept Note Template

APEC Concept Note

Please submit through APEC Secretariat Program Director. Concept notes of more than 3 pages

(including title page) or incomplete submissions will not be considered.

Project Title:

Source of funds (Select one): Operational Account��� TILF Special Account���� APEC Support Fund

Committee /�

WG / Sub-fora / Task-force:

Proposing APEC economy:

Co-sponsoring economies:

Expected start date:�

Expected completion date:

Project summary:

Describe the project

in under 150 words.

Your summary should include the project topic, planned activities,

timing and location:

(Summary must be no longer than the box provided. Cover sheet must fit on one page)

Total cost of proposal: (APEC funding

+ self-funding)

USD

Total amount being sought from APEC (USD):�

By category:� Travel: ��������������� Labour costs:

��� Hosting: ���������� Publication & distribution:� ������ Other:�

Project Proponent Information and Declaration:

Name:�

Title:

Organization:

Postal address:�

Tel: ������������� Fax: ������������� E-mail:

I declare that this Concept Note has been prepared in line with the Guidebook on APEC Projects. If approved in-principle, I agree to develop the project in line with APEC project requirements.

������������� �������������

Name of Project Proponent

Date:


Project Synopsis

1. Relevance: Why should APEC undertake this project? What problem or opportunity will the project address and why is it important?

2. Objectives: Describe the 2-3 key objectives of the project. (e.g. to... create a framework...; ensure participants will be able to...; share experiences...; enhance understanding...; develop recommendations...; build interest...; revise strategies... etc.)����

3. Alignment:� Describe how the project will help achieve APEC’s key priorities and meet your forum’s work-plan or medium-term plan.���

4. Methodology: How do you plan to implement the project? In this section, address:

  • Timeline: Project timelines and dates for key activities and deliverables
  • Stakeholders: the beneficiaries and stakeholders (APEC & non-APEC) and how they will be engaged
  • Previous projects/activities: If and how this proposal builds on the findings or lessons learned from previous projects/activities, while avoiding duplication
  • Communication: How you plan to communicate the results or benefits of this project to others


Appendix B. ������������� Project Proposal Template
������������� Itemized Budget Template

APEC Project Proposal

Please submit through relevant APEC Secretariat Program Director.

Proposals must be no longer than 12 pages, including budget.

Project title and number:

Source of funds (Select one): Operational Account��� TILF Special Account���� APEC Support Fund

Committee /�

WG / Sub-fora / Task-force:

Proposing APEC economy:

Co-sponsoring economies:

Expected start date:�

Expected completion date:

Project summary:

Describe the project

in under 150 words.

Your summary should include the project topic, planned activities,

timing and location:

(Summary must be no longer than the box provided. Cover sheet must fit on one page)

Total cost of proposal: (APEC funding

+ self-funding)

USD

Total amount being sought from APEC (USD):�

By category:� Travel: ��������������� Labour costs:

��� Hosting: ���������� Publication & distribution:� ������ Other:�

Project Proponent Information and Declaration:

Name:�

Title:

Organization:

Postal address:�

Tel: ������������� Fax: ������������� E-mail:

I declare that this proposal has been prepared in line with the Guidebook on APEC Projects. If approved, I agree to develop the project in line with APEC project requirements.

������������� �������������

Name of Project Proponent

Date:


Project Details

Please answer each question succinctly. Suggested section lengths are provided as a guide.

SECTION A:� Relevance to APEC

[Answers to questions 1–3 may be taken or adapted from the Concept Note]

5. Relevance: Why should APEC undertake this project? What problem or opportunity will the project address and why is it important? [� page]

6. Objectives: Describe the 2-3 key objectives of the project. (e.g. to create a framework for…; help participants to...; share experiences in...; enhance understanding of...; etc.)���� [� to � page]

7. Alignment:� Describe how the project will help achieve APEC’s key priorities and meets your forum’s work-plan or medium-term plan.��� [less than � page]

8. For TILF Special Account applications: Briefly describe how the project will contribute to APEC trade and investment liberalization and facilitation with reference to specific parts of the Osaka Action Agenda (Part 1, Section C and, where appropriate, Part 2).

For APEC Support Fund applications: Briefly describe how the project will support the capacity building needs of APEC developing economies, and how they will be engaged.���� [� page]

�������������

SECTION B:� Project Effectiveness

9. Work plan: Provide a timeline of actions you will take to reach your objectives. For each, include:

    1. How it will be carried out and how member economies, beneficiaries and others will be involved
    2. Related outputs for that particular step (e.g. contract, agenda, participant list, workshop, report)

[1-2 pages. Answers may be taken or adapted from the Concept Note]

10. Risks: What risks may be involved in implementing the project and how will they be managed?��

[⅛ to 1 page, depending on project nature/complexity]

11. Monitoring and Evaluation: What indicators will you use to know if the project is on track (monitoring) and successful in meeting its objectives (evaluation)? What information will you collect (e.g. stakeholder feedback, website hits, participant stats etc.) and how will you collect it (e.g. meetings, surveys, interviews, peer review, records review)?��� [� page]

12. Linkages: Describe the involvement of other APEC fora, and relevant other organisations. Include:

  • Engagement: How are you engaging other relevant fora, within and outside of APEC?
  • Previous work: How does this project build on, yet avoid duplication of, previous or ongoing APEC initiatives, or those of other organisations?
  • APEC’s comparative advantage: Why is APEC the best sources of funds for this project?

[� to 1 page. Answers may be taken or adapted from the Concept Note]

SECTION C:� Project Efficiency

13. Budget: Complete the budget and budget notes for the project in the template in SECTION F of this form. The budget should include calculation assumptions (e.g., unit costs) and self-funding contributions. Please consult the Guidebook on APEC Projects for eligible expenses.

14. Cost Efficiency:� Highlight how the project offers APEC maximum value for money. In what ways will the project maximize the cost-efficient use of resources?��� [� to � page]

SECTION D:� Project Impact

15. Beneficiaries:� Explain who the direct project beneficiaries are and what the intended benefits will be. Include an explanation of how the project outputs (e.g. workshop, symposium, research paper, best practices etc.) will assist the project beneficiaries.� [less than � page]

16. Gender: What steps will the project take to ensure the participation and engagement of both men and women throughout the project? How do project objectives benefit women?�� [less than � page]

�������������

17. Dissemination: Describe plans to disseminate results and/or outputs of the project, including:

  • The number, form and content of any publications (Note: APEC will not fund website maintenance or publications that are collections of PowerPoint slides. APEC encourages electronic publication.)
  • The target audience
  • Any intention to sell outputs arising from this project.������� ������������� ������������� [less than � page]

SECTION E:� Project Sustainability

18. Sustainability: Describe how the project will continue to have impact after the APEC funding is finished.

    1. How will stakeholders and beneficiaries be supported to carry forward the results and lessons from the project?
    2. After project completion, what are the possible next steps to build on its outputs and outcomes? How will you try to ensure these future actions will take place?��� [less than 1 page]

19. Project Overseers: Who will oversee the project—including any hiring of contractors—and drive it to success?�� Please include the names and brief biographies of the PO and any other main point(s) of contact responsible for this project. [less than � page]


SECTION F:� APEC Project Itemized Budget

Please consult the descriptions of eligible expenses in the Guidebook on APEC Projects

All Figures in USD

# of Units

Unit Rate

APEC Funding

Self Funding

Notes�

Direct Labour

Speaker’s honorarium (government officials ineligible)

(# of speakers)

Translator’s fees

(# of pages)

Short-term clerical fees

(# of hours)

Contractor (including Researcher) fees

(# of hours)

Contractor’s secretary fees

(# of hours)

Travel (Speaker, Experts, Researchers)

Per Diem (incl. accommodation and “75% additional payment”)

(# of persons and days)

(location of event)

Airfare

(# of persons and trips)

Travel for Participants (from Travel-eligible economies only. Active participants only)

Per diem (incl. accommodations and “75% additional payment”)

(# of persons and days)

(location of event)

Airfare (restricted economy class)

(# of persons and trips)

Other items

Publication/distribution of report

(# of copies)

Specialized equipment or materials (please describe)

(type, #, and # of days)

Photocopying

(# of copies)

Communications (telephone, fax, mail, courrier)

Hosting (provide breakdown, e.g., room rental, stationery)

(units as appropriate)

Total


Appendix B. ������������� Project Proposal Template
������������� Itemized Budget Template

Budget Note 1: Drawdown timetable: Provide a timetable for the drawdown of APEC funding requested.

Budget Note 2: Direct labour: Provide information for APEC-funded positions including general duties, total hours and who will be contracted, if known. (It is not acceptable to contract staff from your own organisation or government employees.)

Budget Note 3: Waivers: Provide details of any requests for waivers from the normal APEC financial rules, with justifications (e.g. from tendering requirements, for advance payment, simultaneous interpretation payment) in the notes column of the budget table, or below if the waiver requires a detailed explanation.


Appendix C������������� Self-Funded Proposal Coversheet

APEC Self-Funded Project Proposal Coversheet

Project number:

(To be filled in by Secretariat: )

Date received by Secretariat:

Name of Committee/Working Group:

Title of Project:

Proposing APEC Economy:

Cosponsoring APEC Economy(ies):

Date Approved by Working Group:

Project Overseer: Name, Title and Organization (M/F)

Postal address:

Tel:

Fax:

Email:

Total cost of self-funding in US $

Type of Project:

Seminar/symposium Short-term training course Survey or analysis and research

Database/website ������������� Workshop������������� Other (pls specify)

Project start date:

Project end date:

Brief description of Project its purpose and the principal activities (including when and where) :

Signature of Project Overseer:

(Separate written confirmation acceptable for email submission) � Date:

Signature of Committee Chair/WG Lead Shepherd:������������� (Not applicable to Progress Report and Evaluation Report)

(Separate written confirmation acceptable for email submission)������������� � Date:


Appendix D������������� Quality Assessment Framework

APEC Project Quality Assessment Framework (QAF)
Forum Assessment of Project Quality at Application

Notes:

  • This quality assessment form (QAF) is to be used prior to submission as a way of improving the proposal. Assessors are requested to provide comments against each question. These can praise, suggest changes, or highlight areas of concern. Through constructive comments from stakeholders and members, improvements to the proposals can be made prior to the formal quality assessment undertaken by the Secretariat.
  • Assessors should not be from the proposing economy. Co-sponsoring economies may undertake the QAF.
  • The QAF must be submitted along with the project proposal. Project Proponents should incorporate all QAF comments into a single consolidated document before uploading it onto the PDB.
  • Please refer any questions you have to your Program Director.

Proposal name:

Assessor’s details:

(Name; Department Ministry/ Agency Institution; Economy)

Question

Comments

Is all project identification data provided?

Relevance: assessing the connection to APEC's policy agenda, priority themes and goals

Please tick: �������������  Satisfactory� �������������  Unsatisfactory

Can links to APEC priorities and key APEC themes be identified more clearly?

Can the definition of the problem (causes and constraints), and explanation of the options that are available to address it, be improved?

Will this have the active participation of a large number of APEC members? How could more members be engaged?

Effectiveness: assessing how well the project can achieve its objectives

Please tick: �������������  Satisfactory� �������������  Unsatisfactory

How can the objectives be more clear, achievable or measurable?

Based on the problem articulated, is this a sound way to address the problem? Could alternative approaches be considered?

Has APEC’s value add been clearly articulated, particularly why it is a important project for APEC to be carrying out?

Has this project integrated lessons learned from previous projects?

Efficiency: assessing the design process and implementation management

Please tick: �������������  Satisfactory� �������������  Unsatisfactory

Has the proposal shown how the planned outputs (goods and services) will contribute to the desired change? Could there be ways to improve their quality utility?

Should any further project risks be identified? How could they be managed?

Can arrangements for assessing the project’s results be improved?

Is the budget reasonable for the project’s objectives and outputs? Is there evidence of value for money?

Impact: assessing expected results for APEC and stakeholders

Please tick: �������������  Satisfactory� �������������  Unsatisfactory

Can the intended changes from this project, particularly the difference it will make to direct beneficiaries, be more clearly expressed?

Are there other beneficiaries and stakeholders that could benefit from this project that should be engaged in its development?

How could the proposal better ensure that both women and men are appropriately involved in the planning and implementation of this project?

Could there be better ways to communicate and promote the project’s outputs and results, particularly to external parties? Are there other quality assurance measures that should be taken over the products prior to distribution?

Sustainability: assessing if benefits and lessons learned are likely to continue after the project

Please tick:�  Satisfactory��  Unsatisfactory

Are the project’s long term intended impacts explained well, particularly in connection to the fora’s objectives and future work plan?

Could additional mechanisms in put in place to support the changes bought about by the project?

Can the project do more to get commitment for the project’s success from external APEC stakeholders?

Are there any further suggestions about how the lessons learned from this project can be disseminated within APEC, particularly in relation to whether the project can be replicated or expanded in the future?

Overall comment on proposal quality:

Overall quality assessment: ������������� ������������� Please tick: �������������  Satisfactory� �������������  Unsatisfactory


Appendix E. ������������� Quality Criteria for Assessing Projects

Quality Criteria for Assessing APEC Projects

APEC assesses project quality using the following five criteria:

  • Relevance
  • Effectiveness
  • Efficiency
  • Impact; and
  • Sustainability

Quality criteria are judged as either satisfactory, or unsatisfactory.

APEC members assess “Relevance” through the prioritization stage of the project cycle. Concept Notes that are asked to complete full proposals are considered to reach satisfactory relevance. The Secretariat assesses the remaining four criteria at the full proposal stage.

Proposals must reach a minimum score of 2 under each criterion to be considered for funding approval.

Further information about each of the criterion is as follows:

Relevance: This looks at WHY a project is proposed. Relevance considers the extent to which projects are needed and suited to achieving the priorities and objectives of the target group, the recipient member economies and APEC as a whole. APEC Committee work plans and sub-fora Working Group plans are an important reference point for what is relevant to a group’s priorities.

  • How valid are the objectives of the project?
  • Are the activities and outputs of the project consistent with the overall project goals?
  • Are the activities and outputs of the project consistent with the intended impact?

Effectiveness: This examines HOW a project will take place, particularly how well a project might reach its objectives.

  • To what extent are the objectives likely to be achieved are they realistic?
  • What is the APEC value-add? Why is this a good project for APEC?
  • Based on the particular issue being addressed, is the proposed approach a sound way to achieve the objectives, and have other alternative approaches been examined?
  • Does the project take into account and or build on previous APEC activities with similar objectives?

Efficiency: This also looks at HOW a project will take place, particularly measuring of the outputs (services, goods) in relation to the inputs (cost of resources). Efficiency considers if the project offers value for money and whether projects use the least costly resources allowed in order to achieve the desired results.

  • Do the activities appear to be cost-efficient?
  • Do the activities comply with APEC project budget guidelines?
  • Would alternative approaches deliver the same result for less cost?

Impact: This asks WHAT the project seeks to change. It includes possible impacts on key stakeholders and effectiveness in addressing APEC values such as gender equity. Impact will consider project risks and risk management, including the possible impact of external factors, such as changes in terms of trade or financial conditions.

  • What are the likely changes following from this project?
  • What difference will the activity make to the target beneficiaries?
  • Beyond the target group, who else is likely to benefit? Are there multiplier effects that can be gained from this project?
  • What support exists for the project across APEC, taking into account the potential for multiple fora support to reinforce the benefits across a range of sectors and areas of work?
  • What avenues will be used to communicate and promote the project results, not only to member economies but also stakeholders and desired partners?

Sustainability: This looks at whether the benefits of a project are likely to continue after the APEC project is completed. It has a longer term focus compared to other criterion.

  • What are the intended effects over the longer term?
  • Does the project provide for methods to ensure benefits of a project will continue after the APEC project ceases?
  • Is there evidence of engagement with key stakeholders?
  • How does this project fit in Fora’s priorities and are follow-on projects planned?

�������������


Appendix F������������� Monitoring Report

Appendix F. Monitoring Reporting

The Monitoring Report allows for the collection and analysis of relevant information as a project is being implemented. This can improve the efficiency and effectiveness of a project by keeping work on track and providing a warning if things are going wrong.

The report must be completed every six months by for active APEC funded projects. It is due on 1 August and 1 February of each year, regardless of how long the project has been underway.

Monitoring Reports will be presented to the relevant fora, with a summary prepared by the PMU presented to the BMC. The PMU will alert BMC to the following kinds of projects:

  • Projects likely to run for more than six-months
  • Projects performing well that may have positive lessons in them
  • Projects not performing to expectation that may have negative lessons
  • Projects likely to have a follow-up or an extension
  • Innovative or pilot projects, and
  • Controversial or difficult projects (publicly or internally)

Difficult projects are important for learning lessons from that can lift general project quality. They may have the following features:

  • Sensitive or risky topics or settings
  • Significant delays in starting up
  • History of significant problems or omissions
  • Significant policy or environmental questions
  • Questions of project management, and
  • Poor financial performance

Both the relevant fora and BMC may take actions to address projects that are not tracking adequately against timelines.

Any PO whose projects have an outstanding Monitoring report will be ineligible to submit new Concept Notes for prioritization, or have any full proposal approved until all overdue Monitoring Reports are submitted


Appendix F������������� Monitoring Report

Project Monitoring Report

Please submit through your APEC Secretariat Program Director by Aug. 1 and Feb. 1 of each year.

SECTION A:� Project profile

Project number & title :

Time period covered in report:

Date submitted:

Committee / WG / Fora:

Project Overseer Name: Organization / Economy

SECTION B:� Project update

Briefly answer each of the questions below to a maximum of 2-3 pages. If you have submitted previous Monitoring Reports, focus on progress since your most recent previous report.

  1. Current status of project:� ������������� ���

On schedule:� YES / NO

On budget:� YES / NO��

On target to meet project objectives:� YES / NO

If NO, provide details: How far off schedule, budget or objectives? What actions are being taken to resolve issues? What support is needed from your Committee or the Secretariat?

�������������

  1. Implementation:� Describe progress and any deviations against the project’s work plan.

  1. Challenges:� If not covered in Q1, describe any problems which have arisen and how you overcame them / aim to overcome them. How might these change the project schedule or budget? How might your fora Committee or the Secretariat help?

  1. Engagement:� Describe the engagement and roles of stakeholders so far, including other APEC fora, experts and beneficiaries.

  1. Objectives and outputs: How do results of the project so far (if any) compare with its expected results? Are outputs being delivered on time and of sufficient quality?

FOR APEC SECRETARIAT USE ONLY APEC comments: Is the project management effective? How could it be improved? Are APEC guidelines being followed?


APPENDIX G������������� Completion Report

Appendix G. Completion Reporting

All APEC projects must submit a completion report.

The Completion Reports allow POs to succinctly explain the key findings and recommendations of the project. It also offers a mechanism for budget accountability and gives PO and the Secretariat an opportunity to provide feedback on the management of the project. This report should draw on feedback from project participants and stakeholders, and may also draw upon the views of forum members.

Completion reports are due within 2 months after the completion of the project. A project is considered ‘completed’ after all activities have taken place and all invoices are submitted for a project.

Completion Reports will be presented to the relevant forum, with a summary prepared by the PMU for presentation to the BMC. The results of the completion reports may provide an indication of where future projects or analysis is needed, impediments to projects achieving their goals, or gains that APEC has made in particular areas.

Fora and the BMC will be alerted to projects that have failed to provide a completion report.

Any APEC forum whose projects have not met the Completion Report requirement will be ineligible to submit any new Concept Notes for prioritization, or have any full proposals approved until all overdue Completion Reports are submitted.


APPENDIX G������������� Completion Report

Project Completion Report

Please submit through your APEC Secretariat Program Director within 2 months of project completion.

SECTION A:� Project profile

Project number & title :

Time period covered in report:

Date submitted:

Committee / WG / Fora:

Project Overseer Name: Organization / Economy

SECTION B:� Project report and reflection

Briefly answer each of the questions below. Section B should be a maximum of 2-3 pages, inclusive of the questions and tables provided.

  1. Project description:� In 3-4 sentences, describe the project and its main objectives.

  1. Meeting your objectives:� Describe how the project went, with reference to the objectives laid out in your project proposal. Include any major changes to your project as proposed and any problems or obstacles that you encountered and how you overcame them.

  1. Project evaluation: Describe how you evaluated the project and provide some details on the results of the evaluation (e.g. participant evaluation, peer review of publication, measurement of indicators, statistics demonstrating use of outputs etc.).

  1. Key findings: Describe one or two examples of important findings arising from the project (e.g. results from surveys or case studies, insights provided by participants or experts, policy recommendations, roadblocks to progress on an issue etc.).

  1. Next steps: Describe any follow-up steps or projects that you recommend. Have you already planned or begun these? What role could APEC play in any follow-up?

  1. Feedback for the Secretariat: Do you have any suggestions for more effective management of projects in the future? Any assessment of consultants, experts or participants that you would like to share? (The Secretariat collates and examines feedback to identify trends for ongoing evaluation of our project management and/or communications systems.)

����


  1. Participant information: Please provide details, where applicable. Insert rows as needed.

Economy

# male

# female

Details

Other:

  1. Outputs: Please provide details, where applicable.

# planned

# actual

Details

# of workshops / events

# of publications distributed

# of CDs distributed

# of websites created

Other:

SECTION C:� Budget

Attach a detailed breakdown of the APEC- provided project budget, including:

  • Planned costs (using most recently approved budget figures)
  • Actual expenditures
  • Variance notes: An explanation of any budget line under- or over-spent by 20% or more.

SECTION D:� Appendices or additions

Please attach any of the following. This information will help us better understand your project, support overseers of similar projects and plan for future projects.

 List of experts or consultants utilised, with job titles and contact details

 List of participants, with job titles and contact details

 Event agendas

 Links to any relevant websites or online material (e.g. reports, resources created)

 Results of participant feedback or other project evaluation (raw and/or analysed)

 Any other relevant information or resources that would help us learn more about your project

FOR APEC SECRETARIAT USE ONLY APEC comments: Were APEC project guidelines followed? Could the project have been managed more effectively or easily by the PO?

Search more related documents:APEC Concept Note
Download Document:APEC Concept Note

Set Home | Add to Favorites

All Rights Reserved Powered by Free Document Search and Download

Copyright © 2011
This site does not host pdf,doc,ppt,xls,rtf,txt files all document are the property of their respective owners. complaint#downhi.com
TOP