Your stakeholders ARE NOT just the people who use your project – they could include any organisations working in your area, or doing similar work or working with similar people or organisations funding similar projects such as the local authority or Primary Care Trust
Funders do not want to see projects working in isolation
What is going to be done to bring about the intended outcomes?
SMART Outcomes Project activities
SMART Outcomes The outcomes triangle The overall aim of your project The difference you intend to make or the change you plan to bring about for your beneficiaries The main services and activities you plan to carry out – what those working on your project will actually do week by week Overall aim Intended outcomes Activities
SMART Outcomes The outcomes triangle Families on the estate are recycling more Greater accessibility of recycling Increased awareness of recycling More active community participation More positive attitudes towards recycling Activities in local schools Talks at the community centre Set up accessible collection points Community events focused on awareness-raising Overall aim Intended outcomes Activities
What do you hope to achieve, for how many people and by when
Target setting – be realistic when estimating numbers
SMART MILESTONES example
Project co-ordinator in post Jan ‘09
work started with beneficiaries Apr ‘09
250 young people attend summer community events Aug ’09
15 volunteers complete training Sep ’09
Youth club opened Jan 2010
SMART Outcomes Milestones
SMART Outcomes BIG Lottery Fund Outcomes Community learning and creating opportunity Promoting community cohesion and safety Promoting wellbeing Outcome People having better chances in life with better access to training & development to improve their life skills Outcome Stronger communities with more active citizens working together to tackle problems Outcome Improved rural and urban environments which communities are better able to access and enjoy Outcome Healthier and more active people and communities
Don’t forget to allow for inflation if your project runs for more than one year – use a realistic current figure for inflation
Use the latest annual accounts, budgets and forecasts
Remember – some overheads may increase as a result of your project and some will not
Remember that overheads can go up each year in the same way as project costs
Full Cost Recovery Sharing overheads In full cost recovery each project run by the organisation is allocated a fair share of the overheads. You can use various methods for allocating overheads including
Number of staff
Direct project expenditure
Number of users or beneficiaries
Whatever method you use must be meaningful and consistent You cannot use notional figures – for example estimated number of users
Full Cost Recovery Sharing overheads Here’s an example based on staff time. Let’s say there are 3 projects Project A Staff hours per week 55 Project B Staff hours per week 111 Project C Staff hours per week 74 Total hours per week 240 Total overheads per year = 13868 Share of overheads Project A 13868/240 x 55 = 3178.08 Project B 13868/240 x 111 = 6413.95 Project C 13868/240 x 74 = 4275.97 Total overheads = 13868
The Assessment Process Big Lottery |Fund Criteria The Big Lottery Fund has two criteria – the first is about your project the second is about your organisation Criterion One – The proposed project outcomes meet an identified need and help to achieve the programme outcomes Criterion Two – The organisation can deliver the project well and achieve the intended project outcomes Note: Programme outcomes refer to the BLF outcomes Project outcomes relate to your proposed project
The Assessment Process Criterion One - Outcomes Judgement Point 1a – There is a need for the project and this has been clearly identified Is there a clearly defined need (or needs) that the project will address? Has the applicant carried out or referenced open and inclusive research and consultation that is recent and relevant to the project and demonstrates a clear need? Has the consultation been extensive and detailed and included potential beneficiaries and all relevant stakeholders?
The Assessment Process Criterion One - Outcomes Judgement Point 1a – There is a need for the project and this has been clearly identified Does the consultation clearly show that the project will fill identified gaps or add value to existing provision? Has the applicant shown that they have a clear understanding of local, regional and/or national strategies and how their project will complement these?
The Assessment Process Criterion One - Outcomes Judgement Point 1b – The intended project outcomes will meet the needs of the beneficiaries Are the project outcomes SMART? Are the project outcomes clear, well researched and ambitious? Are the chosen project delivery methods appropriate to meet the needs of the project’s beneficiaries?
The Assessment Process Criterion One - Outcomes Judgement Point 1b – The intended project outcomes will meet the needs of the beneficiaries Is the project delivery method realistic, achievable and responds to an identified need? Is there a clearly defined group of target beneficiaries that is relevant to the project and the programme? Do the project outcomes directly and effectively meet the needs of the target beneficiaries?
The Assessment Process Criterion One - Outcomes Judgement Point 1c – The identified need(s) are relevant to the programme aims and the intended project outcomes will help achieve the programme outcomes Is there a clearly identified need? Is it clear how the identified need the project aims to address meets the programme aims? Is it clear how the identified need the project aims to address meets the programme outcomes?
The Assessment Process Criterion One - Outcomes Judgement Point 1c – The identified need(s) are relevant to the programme aims and the intended project outcomes will help achieve the programme outcomes Will the intended project outcomes clearly and directly address the programme outcomes? Is there strong evidence that the project will have a long term impact?
The Assessment Process Criterion Two - Organisation Judgement Point 2a – The project is likely to achieve the intended outcomes Are there clear milestones identified? Does the applicant have extensive plans to monitor progress in achieving project outcomes? Are there comprehensive resource plans in place? Are there appropriate levels of support for staff in place? Are there comprehensive procedures in place to manage external relationships and partnerships? Does the organisation have a good record of working with other organisations?
The Assessment Process Criterion Two - Organisation Judgement Point 2b – The project is likely to be delivered well Does the applicant show a high level of commitment to equalities? Does the applicant provide details on how the project will be made accessible to all potential beneficiaries? Are appropriate plans in place to fully engage the target beneficiaries in the monitoring, planning and delivery of the project? Has the applicant identified the main risks involved in delivery the project? What plans are in place for effective risk management?
The Assessment Process Criterion Two - Organisation Judgement Point 2b – The project is likely to be delivered well Does the applicant have realistic and detailed plans in place for either continuing or closing down the project when the grant ends? Are there comprehensive, appropriate and inclusive plans in place for measuring and evaluating the success of the project? Does the applicant have a track record for monitoring and evaluation the success and achievements of activities? (Does not apply to new organisations) Is the organisation reflective of the beneficiaries the project will target?
The Assessment Process Criteria Grading Applications will be graded at one of these levels at each judgement point Excellent Good Satisfactory Weak Unsatisfactory Unless your project scores either Excellent or Good on all judgement points your application will be thrown out at this point
The Assessment Process Timeline Contact with the applicant Outcomes Staff details – you can amend the budget at this stage Exit Strategy – please note: - Hope is not a strategy Feedback – BLF provides much more detailed feedback on failed applications now
The Assessment Process Most common reasons that applications fail
Amount requested is not within the programme limits
Project does not meet the programme outcomes
Project is outside the programme policy
No SMART outcomes
Need not established
Please Note: Reasons 1 to 6 are completely under your control
Evaluation and Dissemination What is Evaluation? Monitoring An on-going process involving continuous and regular collection of key information about a project as it happens Evaluation A systematic assessment of whether the stated aims and of objectives of the project have been achieved, lessons learned and any other relevant information after the project has ended
Evaluation and Dissemination Evaluation Organisations need to consider Timing and resources - capacity Scope – focus on specific elements and benefits Methodology Analysis – can you get enough information to analyse properly Reporting – use accessible language for your target audience Draws out both positives and negatives Please Note : You can include the costs of evaluation in your project budget
Evaluation and Dissemination How does monitoring & evaluation help?
Develops better planned and more responsive projects
Getting feedback as you go along can help you stay on track
You can change things that aren’t working before it’s too late
Proves your project is working well
You have up-to-date, good quality data available for interested stakeholders
The information can support future funding applications