Planning for a successful project


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Andrea Clarke of the Big Lottery Fund

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  • We are an important player in the field of grants and awards Because we are the biggest funder outside of Government. We give over £100,000 a day in Wales. Which equates to around £40+ million a year. We know that some applicants say the process of applying is difficult.... but the success rates are high: 46% of applications on People and Places gets awarded. Average grant size of around £250-300K for a 3 year project. 60% of Awards for All Grants (up to £5,000) get awarded every year. That equates to around 800 awards each year. WHAT WE SAY THEREFORE COUNTS!
  • AIM: The aim is a brief statement of the overall purpose of your project. What your project is setting out to achieve KEY ELEMENTS: the project might also run a volunteer forum, or referrals service, email forum, training for peer advocacy etc ACTIVITIES/SERVICES: explain what you will actually do , the day to day activities, including monthly activities, think about the lifecycle of the beneficiary within the project. i.e. whether personal development plan will be written, objectives for beneficiaries through to how they will exit the project. HELPS DETERMINE THE BUDGET. HOURS : 52 weeks of the year? Summer months only? Weekends only? STAFF: Who will be employed, how many volunteers will you hope to attract? LINKS: how do you link with other agencies, how often do you meet, if through a forum or steering group- name it. If you receive referrals/pass referrals mention this. If your beneficiaries have already told you what they need you could include in the summary section a draft timetable of events/activities Draft timetable for the first 6 months
  • Projects that cannot evidence a need for the project to be extended or enhanced are likely to be rejected. Evidence/ Consultation therefore needs to be specific. For example, We surveyed our beneficiaries about our opening hours of 9am to 1pm and whether they were sufficient, 80% of respondents said that they were not and would like a full time service till 5pm. In addition we undertook a mapping exercise of other services in the area and found that there are no organisations providing a similar service. We currently have a waiting list of xxx We carried out consultation with the wider community through open forums and xxxx agencies and they also stated that a full time service was much needed.
  • NEEDS OF BENEFICIARIES: hearing impairments, geographically isolated, low self esteem, vulnerable, different language, socially isolated? BENEFICIARIES: where are they geographically based? HOW WILL THEY BE REACHED: i.e. through mid wives, referral agencies, social services, post offices, hospitals etc BENEFICIARY NUMBERS: how many you aim to work with, and explanation of how this figure has been calculated.
  • Need is very important to us, It tells us what the issues are, what beneficiaries want and how the project will meet a gap in services. It ensures projects don't duplicate those already available. What is the problem or issue you want to address with your project? What evidence is there that this need exists? What are the reasons for the need? Have you carried out any research? Why have you prioritised this need? Why is your project an appropriate response to the need? Have you consulted with the people your project will benefit and other relevant stakeholders? Do you know about relevant local strategies or initiatives, or other projects working in this field and how your project will fit in?
  • And important to ask the right questions to the right people: Would do you think are the priorities for young people in this area? What do you think the gaps are in services in this area? How could these gaps be filled? Keep questions open ended…. Don’t ask
  • Explain how your project has taken into account local priorities services or plans WIMD: this is useful for looking at areas of disadvantage but also access to services issues.
  • Use these questions to document organisations providing similar services to the project you wish to gain funding for.
  • They are the result of what you do , rather than the activities or services you provide. Further guidance can be downloaded from our website entitled ‘Explaining the difference’ and the Charities Evaluation Website
  • Some key questions to think around outcomes. These questions are around change and difference, not about what the project will be delivering or providing. It’s about what the impact will be. In order for the project to achieve the aim it set, how will this happen? What will change if it’s successful? Differences will often be for the individuals that use the project, but it could also be related to the environment or a change to services, maybe the way they’re delivered or set up. The before and after effect.
  • Do your outcomes link logically to the need you have identified? Do your outcomes describe clear, specific and realistic changes? When your planning your activities and thinking about the outcomes, make sure each activity has a direct link to one or more outcomes.
  • Now that you are clear about your aim and outcomes, you need to work out how you will show the change your project is achieving over time. understanding and identifying the signs of change (using indicators ) measuring the extent of change that is happening ( tracking progress ) Why is it important? Because it will help you to: know if your project is making the difference you intended understand what's working and what isn't and help you make changes to your project, if you need to track progress and provide information to your funder(s) learn from your project
  • Review monitoring & evaluation mechanisms- if they are not attracting feedback, look at the reasons why? Evaluation that is useful to other funders
  • Plan for beneficiary move on.... Identify other agencies.
  • We cannot increase your grant after award so your budget MUST be correct. Incorrect budgets show poor planning. Value for money, you should compare the costs of your projects to those that are similar. If costs are high think about how these costs will be sustained once our grant runs out? We had an application for 11 full time posts- who else is going to fund a project of that size? If costs are high think about whether your trying to do too much? Walk before you can run!
  • Planning for a successful project

    1. 1. Cronfa Loteri FawrBig Lottery FundAndrea ClarkeCommunications Officer
    2. 2. Pam dylwn wrando ar y Gronfa? Why listen to BIG? • Yr ariannwr mwyaf y tu hwnt i’r Llywodraeth Biggest funder outside of the Government • Dyfernir £100,000 bob dydd yng Nghymru £100,000 awarded every day in Wales • Mae 60% o geisiadau Arian i Bawb yn cael eu hariannu 60% Awards for All applications get funded • Mae 46% o geisiadau Pawb a’i Le’n cael eu hariannu (2il Gam) 46% of People and Places applications get funded (2 nd Stage)12/10/12 2
    3. 3. Crynodeb prosiectProject summaryNod y prosiect / Aim of the projectElfennau allweddol/key elementsEsbonio’r gweithgareddau / Explain activitiesOriau’r prosiect / Hours of the projectStaff/gwirfoddolwyr / Staff/volunteersCysylltiadau ag asiantaethau? / Links with agencies?Cyfranogiad buddiolwyr / Beneficiary involvement
    4. 4. Mae’n RHAID i brosiectau presennol ddangos elfen well neu wedi’i hehangu e.e. Existing projects MUST demonstrate an enhanced or expanded element e.g. Nifer y buddiolwyr/beneficiary numbers Newid grŵp y buddiolwyr/Change in beneficiary group Ardal ddaearyddol newydd/New geographical area Newid yn y gwasanaeth/Change in service Gwasanaethau ychwanegol/Additional services12/10/12 4
    5. 5. Buddiolwyr y Prosiect Project Beneficiaries Anghenion y buddiolwyr? The needs of the beneficiaries? Sut y gellir eu cyrraedd Nifer y buddiolwyr How will they be Beneficiary numbers reached12/10/12 5
    6. 6. Esbonio’r Angen am y Prosiect Explaining the Project Need Ein datganiad cenhadaeth: Mae’r Gronfa Loteri Fawr yn ymrwymedig i ddod â gwir welliannau i gymunedau a bywydau’r bobl fwyaf anghenus Our mission statement: The Big Lottery Fund is committed to bringing real improvements to communities, and to the lives of people most in need.12/10/12 6
    7. 7. Adnabod yr angen am y prosiectIdentifying the need for the project trwy holiaduron/ questionnairesCyfranogiad buddiolwyrBeneficiary involvement sesiynau paned a sgwrs tea & chat sessions fforymau ar-lein/ online forums fforymau buddiolwyr/ face 2 face forums12/10/12 7
    8. 8. Yr Angen am y Prosiect Project Need Archwilio blaenoriaethau, gwasanaethau neu gynlluniau lleol Mynegai Amddifadedd Look at local priorities Lluosog Cymru services or plans Welsh Index of Multiple Deprivation12/10/12 8
    9. 9. Yr Angen am y ProsiectProject Need Dyfynnwch o strategaethau perthnasol Do quote from relevant strategies Dylech gynnwys ystadegau perthnasol – effeithiol wrth ennyn diddordeb y darllenydd Do include relevant statistics- effective in engaging reader Peidiwch â chyflwyno strategaethau gyda cheisiadau neu symiau mawr o destun. Dont submit strategies with applications or large amounts of text
    10. 10. Tystiolaeth o ymgynghori Evidencing consultation Faint Y dull a Prif Dyddiad Gyda phwy gymerodd ddefnyddi ganfyddiad ran wyd au How many Method Main Date With whom took used findings part12/10/12 10
    11. 11. Mapio’r sefydliadOrganisation mapping12/10/12 11
    12. 12. Canlyniadau Prosiect Project Outcomes Y newidiadau neu’r gwahaniaeth a ddaw yn sgil eich prosiect dros amser The changes or difference that your project makes over time. Arweiniad ac adnoddau/Guidance & resources: Dod o hyd i ariannu a chynllunio prosiectau llwyddiannus: Canllaw y Gronfa Loteri Fawr i ganlyniadau Getting funding and planning successful projects: Big Lottery Fund guide to outcomes  12
    13. 13. Canlyniadau prosiectProject outcomes The difference toY gwahaniaeth i fuddiolwyr: beneficiaries:Llai o bryder  Reduced anxietyHunanhyder cynyddol Increased self confidenceMwy o gymhelliad More motivationGwell cyfranogiad mewn... Greater participation in ...
    14. 14. Enghraifft o ganlyniadExample of an outcome Mae mwy o bobl yn teimlo bod ganddynt y gefnogaeth i gynnal tenantiaeth a byw’n annibynnolMore homeless people feel supported to maintain a tenancy andlive independently Hyder a gallu cynyddol i gael mynediad i wasanaethau cefnogi priodolIncreased confidence and ability to access aprroporiate services
    15. 15. Gwerthuso / Evaluation Gwerthuso ar bwyntiau allweddol i ffurfio adolygiad Evaluate at key points to form ongoing review of project Data gwaelodlin / Baseline data Cyfeillion Beirniadol / Critical Friends Gwerthuswr allanol / External evaluator Fforymau Buddiolwyr / Beneficiary Forums12/10/12 15
    16. 16. Gwerthuso / Evaluation  Ystyried sut bydd canfyddiadau’r gwerthusiad yn cael eu defnyddio? Consider how the findings from the evaluation will be used? Offer i fesur canlyniadau meddal e.e. Seren Ganlyniadau, Graddfa Richter, Graddfeydd Gallu. Tools to measure soft outcomes e.g. Outcomes Star, Richter Scale, Scales of Ability.  Maint y gwerthusiad a maint y sampl Size of evaluation & sample size12/10/12 16
    17. 17. Rheoli / Management Pa brofiad sydd gan eich sefydliad? Tell us what experience your organisation has? Esboniwch eich rhwydweithiau Explain your networkOs ydynt yn bartneriaethau, beth yw rolau a chyfrifoldebaupob parti? If partnerships, what are the roles & responsibilities ofeach player? Dadansoddiad S.W.O.T / S.W.O.T analysis 12/10/12 17
    18. 18. Cyllideb/Budget Gwerth am arian Chwyddiant Value for money Inflation Costau cyffredinol Costau monitro a Overheads gwerthuso Monitoring & evaluating costs Eitemau cyfalaf Capital items YG a phensiwn cywir Accurate NI & pension12/10/12 18
    19. 19. Effaith Barhaus / Lasting Impact o Dylai cynlluniau cynaladwyedd ddechrau’n gynnar Sustainability plans should start early o Cynllunio symud buddiolwyr ymlaen, nodi asiantaethau eraill Plan for beneficiary move on, identification of other agencies o Gwerthuso sy’n ddefnyddiol i arianwyr eraill Evaluation that is useful to other funders o Hyfforddi a grymuso buddiolwyr Train & empower volunteers12/10/12 19
    20. 20. Mwy o wybodaeth... For more information... k 0300 123 0735 Running title, change12 October 2012 Slide 20