This document provides guidance on proposal and reporting formats for major grants from the Joffe Charitable Trust for maternal health projects. It outlines 6 key areas the Trust looks for in funding proposals: 1) objectives and activities rather than logframes, 2) a stakeholder analysis, 3) plans for remaining responsive to changing needs, 4) an inclusive planning process, 5) collecting annual feedback from stakeholders, and 6) other Trust policies around meetings, funding cycles, and reports. The Trust values learning and flexibility over perfection.

1. Joffe Charitable TrustProposal & Reporting Formats:Major Grants in Maternal Health Alex Jacobs 6thApril 2011

2. Contents Introducing myself Significant features: No logframe Stakeholder analysis Staying responsive Planning process Feedback Other policies Stay in touch 04/04/2011 2

3. Introducing myself 20 years work with NGOs, including field work with Oxfam. Founding Director of Mango. Joel Joffe was the founding Chair. Previously a trustee of the Joffe Charitable Trust. Now full time consultant for 6 months. Particular interest in feedback and performance in NGOs: www.ngoperformance.org 04/04/2011 3

4. 1. No logframes No table of activities, outputs, outcomes and related indicators. Clear objectives, activities and an initial activity plan. How will you monitor progress and quality? How will your work contribute to long term results, after this funding period? 04/04/2011 4

5. 2. Stakeholder analysis JCT asks you to describe: All major groups of stakeholders who will have to be involved to achieve your objectives. Their role (one line summary) Their commitment to the work. Their capacity to play their role. We expect you will identify 5 – 10 groups of people, e.g. local women & men, government officers, clinical staff, policy makers, partners etc. Link to financial analysis: how much funding will different stakeholders control? (Approximate figures) Evidence about their commitment & capacity will strengthen your case. 04/04/2011 5

6. 3. Staying responsive Success is likely to depend on external stakeholders, whose priorities and circumstances are likely to change.How will you remain responsive and update plans & activities? E.g. ActionAid’s ‘participatory review & reflection meetings’: regular meetings every 6 or 12 months, where all stakeholders review progress together and agree plans for the future. Depends on transparency, inclusion and openness. E.g. providing info on finances & feedback and discussing it together. Can bring conflicting views to the surface, needing skilled facilitation. Other approaches? E.g. regular meetings and updates. Closely linked to feedback, see point 5. How include the least powerful, e.g. rural women? 04/04/2011 6

7. 4. Planning process JCT asks for a short description of the process of developing the proposal. Who was involved in the key decisions around: Objectives Activities Budgets Indicators / monitoring systems Collaborative planning is likely to be a good basis for collaborative implementation. How were the least powerful people involved / represented – in particular rural women? 04/04/2011 7

8. 5. Feedback Annual summaries of feedback from major stakeholder groups. Normally quantified: e.g. 70% of people say X; 40% say Y. Pragmatic & cost-effective processes, not perfect. Providing credible data for discussion, not objective. Normally need a specifically designed tool. Defines desired outputs / outcomes and specific performance levels, from stakeholders’ point of view. Designed in consultation with stakeholders. Provides a structure for collecting stakeholders’ perceptions – and making comparisons between them. Data collection methods: At existing points of contact (e.g. after service provision or meetings). Annual surveys (e.g. in person, by phone, at meetings). Include the most marginalised, e.g. rural women. Examples: www.ngoperformance.org “Related initiatives” 04/04/2011 8

9. 6. Other policies CVs of key managers. Face-to-face meetings in London on 22/23 June. Funding in 6 month tranches in advance. Future funds will depend on satisfactory reports. Please plan reports & cashflow in advance. JCT aims to balance flexibility and oversight. JCT values learning, understands practicalities and does not expect perfection. 04/04/2011 9

10. Stay in touch JCT is keen to learn about your experience of our grant-making, including proposal and reporting formats. Please stay in touch while you develop proposals as well as afterwards. “No surprises” policy. 04/04/2011 10