PROJECT PROPOSAL Capacity Development for Rural Communities in Trinidad for Climate Change Adaptation, Phase 1: Effective Proposal Writing in 12 Community Based Organizations Owner: Caribbean Natural Resources Institute (CANARI) Date: January 15, 2010 Authors: Client: Operational Phase: GEF/SGP Focal Area: GEF/SGP Operational Programme: Grant Type: Total Project Budget: UNDP/GEF/SGP Grant requested: Leida Buglass Senior Technical Officer (Project Leader) Nicole Leotaud Programme Director Neila Bobb-Prescott Senior Technical Officer Global Environment Facility s Small Grants Programme (GEF/SGP), UNDP, Trinidad and Tobago 4th Operational Phase Multi-focal (Capacity Building) 12. Integrated ecosystem management Full Project Grant US$ 50,000.00 (A proposal for an extended Climate Change Adaptation Capacity Development Project is in GEF SGP pipeline see Project Summary on page 2 for more details. US$20,000 Document Ref: Release: CANARI - CBO Training Project General Circulation Version No: 1 0
1. Purpose of Document The purpose of this document is to define the project and to form the basis for its management and assessment of overall success. 2. Project Summary Community-based organisations (CBOs) make a significant contribution to environmental conservation and poverty reduction in Trinidad and Tobago. However, their efforts are often hampered by their limited ability to access funds needed to support their projects and their own internal development. This is caused by limited capacity to write effective project proposals that clearly express how they plan to address their real and basic needs. Most funding forms are not designed to take into account the limited capacity of CBOs in proposal writing, and are unnecessarily complex, unclear and/or confusing. Application processes are often bureaucratic and do not offer CBOs the support they need in completing the process. This project aims to build the capacity of 12 CBOs in rural Trinidad in project development, design and proposal writing. The CBOs selected to participate in the workshop will be those working in the area of biodiversity conservation and sustainable livelihoods based on the use of natural resources. The project will consist of a three-day participatory training workshop for the 12 targeted CBOs, with a team of two persons participating from each CBO. The workshop will focus on sharing of and building on the experiences of participants. It will walk the participants through the steps involved in designing a project with the aim of each CBO developing a project proposal using the existing UNDP GEF SGP application form and process as a model. The project will have a number of benefits, including enhanced capacity of the participating CBOs in project design and proposal writing, and ultimately an increased ability to access funding to implement projects to resolve the needs in their communities. Specific recommendations for effective design and possible revision of the UNDP GEF SGP application form and process to better meet the needs of CBOs will also be provided as another project outcome. This particular project proposal is part of a wider project consisting of a two-pronged approach to CBO capacity building: 1) capacity building for CBOs in project design and proposal writing; 2) a pilot project in capacity building for CBOs in developing climate change adaptation projects (within one selected rural community). The first project component forms the basis for this particular proposal whilst the second project component will go before the GEF SGP National Steering Committee (NSC) for approval on 20 th January, 2010. 1
For more information on CANARI s recent work and experience in civil society capacity building and climate change adaptation programmes, please see www.canari.org. 3. Background Currently, there are relatively few successful project proposals submitted by CBOs, despite the multiplicity of funding opportunities from national and international agencies/donors. There are several internal and external reasons for this, including weak governance structures and systems within CBOs, low awareness of CBOs of the opportunities for support that exists, and failure of some development agencies to effectively encourage and support applications from CBOs. Members of CBOs express their very strong need and interest in gaining know-how and skills for developing projects and writing project proposals. In CANARI s experience, CBOs state that an important constraint against writing project proposals is difficulty in understanding complex donor/agency application forms, which do not facilitate the CBOs in clearly expressing their needs and requirements. In execution of its mission to promote equitable participation and effective collaboration in managing the natural resources critical to development, CANARI over the past 20 years has worked extensively with CBOs across the Caribbean, including in Trinidad and Tobago. CANARI s work with CBOs has included implementing small grants programmes, training workshops and other capacity building interventions, participatory research initiatives, action learning projects and mentoring. This need for capacity building for CBOs in proposal writing has been repeatedly highlighted. 3.1 Project Baseline Further to the difficulties that CBOs face in writing project proposals is the challenge that is met with interpreting the GEF Focal Areas (biodiversity conservation, climate change abatement and adaptation, land degradation, international waters and persistent organic pollutants) and in making the linkages between the larger GEF Focal Area and actions communities can take at the local level to have global environmental impacts. During Stage 1 of the project, CANARI proposes to conduct an initial needs assessment in order to establish a baseline of the specific capacity gaps of the 12 CBOs targeted in the project. 4. Project Definition 4.1 Target group/beneficiaries and project location The project will target CBOs in rural Trinidad that are working in the area of biodiversity conservation and building sustainable livelihoods based on the use of natural resources. 2
The 12 CBOs that will be invited to participate in the workshop will include groups that CANARI has begun forming relationships with and who have demonstrated a genuine interest in protecting their local environment and building their group s capacity to do so. 4.2 Project Objectives Main objective: To build capacity in effective project design and proposal writing through a 3-day participatory training workshop targeting 12 CBOs in rural Trinidad that are working in the area of biodiversity conservation and building sustainable livelihoods based on the use of natural resources. Secondary objectives: 1. To build the capacity of 12 CBOs to be able to identify opportunities to improve their livelihoods based on the sustainable use of natural resources. 2. To facilitate greater sharing of experiences and collaboration between the 12 CBOs. 3. To provide recommendations for the redesign of the application forms and the process for the UNDP/GEF/SGP. 4.3 GEF/SGP Focal area and Operational Programme The project activities address Multi-Focal GEF Areas and Operational Programme of Integrated ecosystem management. 4.4 Defined Method of Approach In line with CANARI's philosophy the project will focus on a participatory training workshop. Participatory training is participatory because learning occurs through active involvement of the participants and it is they who develop the answers. It is training because learning opportunities are created by presenting new information together with analytical methodologies for the participants to discuss and consider in light of their own experiences. The workshop will focus on sharing of and building on the experiences of participants. Two participants will be invited to participate from each CBO so that the team will be able to work on developing an actual project proposal, and will be able to work together after the workshop to finalise this for submission to a funder (likely the UNDP GEF SGP). Please see Table 1 under section 4.5 below for an outline of the implementation stages and activities, with budget totals for each specified in Table 2 under section 4.6.3 below. 3
4.5 Implementation Schedule Proposed start date: February 1 st 2010 Proposed project duration: 6 months Anticipated completion date: July 31 st, 2010 Table 1: Implementation schedule (2010) Activity 2010 Month 1 2 3 4 5 6 Stage 1: Preparation Selection of CBO participants, needs assessment, invitations, confirmation and mobilization Design workshop Plan logistical arrangements Stage 2: Implementation Execute logistical arrangements Facilitation of workshop Stage 3: Reporting Drafting of final workshop report, including recommendations Editing of video clips Dissemination of report and videos Drafting and submission of final project report 4.6 Project Inputs 4.6.1 Human Resources The organisation / individuals identified to participate in the project are: Full-time staff of CANARI: Leida Buglass Senior Technical Officer (Project Manager) Sarah McIntosh Executive Director Nicole Leotaud Programme Director Neila Bobb-Prescott Senior Technical Officer Kwesi Dennis Technical Officer Venash Ramberan Financial Officer Patricia Franco Administrative Officer Two (2) representatives from twelve (12) rural CBOs based in Trinidad. 4
4.6.2 Material Resources The equipment and materials required to implement the project are: overhead projector (already owned by CANARI); lap top (already owned by CANARI); flip chart paper and markers; coloured paper and handouts; wool and strings; miscellaneous stationery e.g. stickers, tape etc. 4.6.3 Budget Following is a summary of the project budget. (For a detailed budget breakdown please see Appendix I) Table 2: Summary budget Description Budget (US$) % of Total Stage 1: Preparation Selection of CBO participants, needs assessment, invitations, mobilisation and 1 000 5 confirmation Design workshop 4 018 20 Plan logistical arrangements 1 500 8 Sub-Total (not to exceed 35% of total grant) 6 518 32.59 Stage 2: Implementation Execute logistic arrangements Workshop hard costs (venue, meals, stipends to participants, transport for field visit) 1 500 4 560 Facilitate workshop 3 140 16 Sub-Total 9 200 46 Stage 3: Reporting Reporting inclusive of video production and recommendations on an effective application process and forms 8 23 4 282 21 Sub-Total 4 282 21.41 TOTAL 20 000 100 5
4.7 Project Deliverables and/or Desired Outcomes The expected outcomes are as follows: Project outputs: Workshop report Recommendations for improving the proposal application form and process for the UNDP/GEF/SGP Video clips of interviews with CBO participants on lessons learnt for wider sensitisation of CBOs in Trinidad and Tobago 12 draft project proposals from the participating CBOs for further development for submission, likely to the UNDP/GEF Small Grant Programme Short-term outcomes: Built capacity of 12 CBOs in rural Trinidad that are working in the area of biodiversity conservation and building sustainable livelihoods based on the use of natural resources in effective proposal writing Sharing of experiences and lessons among participating CBOs Enhanced relationships among participating CBOs Medium to long-term outcomes: Participating CBOs submit more effective project proposals and successfully access increased funding. This in turn will help donor organisations (such as the UNDP/GEF/ SGP) to better monitor and evaluate projects as proposals will be better formulated and planned. Increased collaboration among participating CBOs Increased environmental and socio-economic sustainability amongst local community groups in Trinidad 4.8 Project Monitoring, Evaluation and Reporting CANARI will implement participatory monitoring and evaluation of the project through: soliciting verbal feedback from workshop participants in all of the sessions and at the end of each day to assess learning and areas needing reinforcement; having participants complete a written evaluation at the end of the workshop, which will be collated and included in the final workshop report; video recording of participants experiences and lessons learnt during the workshop process, focusing on assessing capacity built. The initial needs assessment will be used to identify specific capacity gaps and serve as a baseline. The workshop objectives and design will be refined to address the specific capacity gaps. Capacity built will be assessed throughout and at the end of the workshop. In the longer term, the UNDP and GEF SGP can track if the CBOs participating in the training workshop were able to submit effective project proposals and to secure funds. 6
4.9 Project communications Final workshop report, which will include: overview of workshop objectives, agenda, sessions; draft project proposals prepared by participants; summary of workshop evaluations from participants; recommendations for redesign of the UNDP GEF SGP application form and process. Video clips of participants sharing experiences and lessons learnt from the workshop and capacity built These communication products will be disseminated: directly to the participating CBOs; to the UNDP GEF SGP; via CANARI s website. Additionally, the video clips will be used at: a regional one-day workshop for CBOs working in the area of forests and livelihoods to be held in Trinidad on May 3 rd 2010 (funded by the Food and Agricultural Organisation); a regional conference Forests for People, People for Forests: Forest-based livelihoods in the Caribbean to be held in Trinidad May 4 th 6 th 2010 (funded by the Food and Agricultural Organisation and the European Commission); workshops facilitated by CANARI in Trinidad and Tobago and in other Caribbean islands. 4.10 Sustainability CANARI is currently working with CBOs in Trinidad and Tobago under its Forests and Livelihoods programme to support the development of sustainable livelihoods based on the use of natural resources and is also about to engage in a project targeting six CBOs in rural Trinidad and Tobago to support the development of community small enterprises. Participants in the training workshop proposed in this project will be selected from these groups so that CANARI can continue to work with them and provide additional support and capacity building and so contribute to sustainability and enhanced outcomes of this project. 7
5. Risk Log Risk Probability Impact Measures to reduce/avoid risk Medium High Needs assessment, follow up adequate advance notice, appropriate scheduling of workshop to be convenient to CBOs, provision of stipend to compensate for lost earnings Low attendance of CBOs because of unavailability due to demands to earn a livelihood Inability of participating CBOs to complete a draft project proposal because of lack of consensus within the group Medium Medium During the needs assessment, CANARI will attempt to assess whether there is consensus on what should be the focus of each organisation so that there is a strong foundation for developing a project 6. Project Management Structure The project will be managed by Leida Buglass, a Senior Technical Officer in CANARI and supported by a senior facilitation and management team. The project will be executed utilising CANARI s administrative and technical support team. 8. Appendices Appendix I Detailed Budget Breakdown 8
Appendix 1: Detailed budget breakdown Table 3: Detailed budget breakdown Description Time cost (US$) Hard cost (US$) Stage 1: Preparation Selection of CBO participants Conduct needs assessment of 12 CBOs 1 000 Issue invitations, mobilise and confirm Design workshop 4 018 Plan logistical arrangements 1 500 Sub-Total 6 518 Stage 2: Implementation Execute logistic arrangements (venue, transportation and meals; organize stipends; administrative support) Venue Meals Stipends to participants Transport for field visit 1 500 100 2,340 1,710 410 Facilitate workshop (2 senior facilitators) 3 140 Sub-Total 4 640 4 560 Stage 3: Reporting Reporting inclusive of video production and recommendations on an effective application process and forms 4 282 Sub-Total 4 282 TOTAL 20 000 9