2nd TERM CALL FOR PROPOSAL GUIDELINE

CaRED Programme
(COMMUNITY RESILIENCE AND ECONOMIC DEVELOPMENT)
A Joint-Programme between UGM and MFAT New Zealand
2nd TERM CALL FOR PROPOSAL
GUIDELINE
DEADLINE FOR SUBMISSION
January 8, 2015
CARED Programme is funding facility to support projects or activities implemented by UGM institutions in
collaboration with NZ and Indonesia institutions focusing on sustainable economic development, improving
local government and community capacity in managing and addressing adverse events and human crises
such as disaster risk management and reduction, the energy crises, and human rights with Eastern
Indonesian regions as the targeted areas.
1
Table of content
A. BACKGROUND
B. OBJECTIVE, THEMES AND TARGET GROUP
1. Objective
2. Theme
3. Target Group
C. FINANCIAL ALLOCATION
1. Size of grants
2. Terms of Agreement and Payment
D. ELIGIBILITY CRITERIA FOR THIS CALL FOR PROPOSAL
1.
2.
3.
4.
5.
6.
7.
Eligibility of the contents of the project proposal
Eligibility of the duration of the implementation of the project
Eligibility of project location
Eligibility of Project Leader and Team
Partnership
Eligible/non eligible costs
Conflict of Interest
E. PROCEDURE FOR THE SUBMISSION OF THE PROPOSALS
1. Application: general instructions
2. Deadline for project proposal submission
3
3
3
3
3
4
4
4
4
4
5
5
5
5
5
6
6
6
7
F. EVALUATION PROCESS
7
G. MONITORING and EVALUATION OF THE PROJECT
8
H. ENQUIRIES
APPENDIX 1: CaRED Result Framework Diagram
APPENDIX 2: Suggested content, expected output, template
APPENDIX 3: Work Plan Template
APENNDIX 4: Letter of Intent and Sample
APPENDIX 5: Letter of Intent as Collaborating Institution
APPENDIX 6: Budget Template
APPENDIX 7: Proposal Annexes
APPENDIX 8: Weekly Logbook
APPENDIX 9: Report Templates
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9
10
12
16
17
18
19
20
21
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A. BACKGROUND
Community Resilience and Economic Development (CaRED) programme has been developed
under the auspices of the Partnership Arrangement (PA) between New Zealand’s Ministry of
Foreign Affairs and Trade (MFAT) and Universitas Gadjah Mada (UGM) to contribute to
sustainable development in Indonesia, including its human resources and capacity.
The CaRED Programme supports research and projects implemented by UGM institutions in
collaboration with NZ and Indonesia organisations, universities, local governments, and private
sectors/ industries. It’s inspired by long history of collaboration and partnership between NZ
and UGM to address Indonesia’s development challenges.
CaRED Programme finances community development research-based activities, training,
workshops and technical assistance that will lead to increased private sector performance and
business development, improved renewable energy, human resources capability and increased
local government and community capacity to manage natural disasters and conflict events.
B. OBJECTIVE, THEMES AND TARGET GROUP
1. Objective
The goal of the CaRED programme is to contribute to sustainable development in Indonesia,
including its human resources and capacity to address significant development challenges,
through deeper engagement and cooperation between NZ and UGM. In working towards the
goal, the CaRED Programme aims to:
a. Promote local ownership and use of, and alignment to, appropriate local systems, knowledge
and expertise;
b. Promote and facilitate communities to:
i. Access increased sustainable livelihood opportunities derived from natural resources and
economic development initiatives.
ii. Use and manage available government and community resources at sub-national level in a
sustainable way.
iii. Participate in the planning and sustainable development of their local areas.
c. Strengthen local government capacity and community cohesion in planning, managing, and
responding to adverse events or human crises; and
d. Advance the research and education priorities of UGM.
2. Theme
The CaRED Programme promotes projects that improve sustainable development particularly in
Eastern Indonesia regions. The CaRED 2nd call for proposals will focus on the following specific
areas:
a. Sustainable Economic and Livelihood Opportunity (SELO);
b. Human Crises and Conflict Prevention (HCCP);
c. Disaster Risk Management (DRM); and
d. Renewable Energy (RE).
3.Target Group
Applications are open to UGM institutions; faculties, study centres, vocational schools, graduate
schools, UGM’s researchers and/ or lecturers. The applicant could also be a group consisting of
people from different work (units) and/ or study disciplines.
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C. FINANCIAL ALLOCATION
1. Size of Grants
The overall indicative amount allocated for funding under CaRED is around IDR
27.525.000.000. The CaRED programme reserves the right not to award all available funds1.
2. Terms of agreement and payment

Agreement will be made annually, and continuity of the next year funding will be subject
to approval based on the performance and achievement of the previous year. Grant
payments will be made in accordance to the following schedule unless otherwise agreed:
a.
b.

First tranche (60%) after signing the Terms of Agreement (ToA).
The remaining payment (40%) will be paid after approval of the Progress Report
and Interim Financial Report.
Term of Agreement or project contract will be signed by grantee represented by PI and
grantor represented by Deputy Head of Research (Institute for Research and Community
Services) and witnessed by Director of Partnership, Alumni and Global Intiatives.
D. ELIGIBILITY CRITERIA FOR THIS CALL FOR PROPOSAL
All submitted applications must fulfil these following criteria in order to be considered eligible
and to be reviewed by the Evaluation Committee. Evaluation Committee will likely consist of
independent expertise from relevant CaRED output, representative from UGM and CaRED
management. CaRED management will select and determine the member of the Evaluation
Committee.
1.
Eligibility of the contents of the project proposal
All project proposals must align with the CaRED Result Framework (RF) Diagram shown in
Appendix 1 or can be accessed in www.oia.ugm.ac.id. Projects should be divided into, but may
not include all, the following components:
a. Research and/or Community Development
This involves a series of activities based on research involving community and local partner
(government, university, private sector/industry, and/or professional association)
engagement as initiators, implementers and target beneficiaries in project planning and
implementation.
This component should not exceed 60% of the total proposed budget.
b. Training & Workshop
This component involves mainly capacity building for government, community and/ or
community organisations, youth groups etc. Training and Workshops are regular activities
conducted by many institutions within UGM as part of their development projects. The
Training and Workshops usually do not involve such complex activities such as those
envisaged within the ‘Community Development’ type. This component should not exceed
30% of the total proposed budget.
c. Technical Assistance
This component is designed for providing financial supports for references, books and
modules development, including local transportation and accommodation for expert dispatch
1 Indicative grants for CaRED 2nd round for proposal will be awarded and divided into the following schemes:
1) Sustainable Economic and Livelihood Opportunity (SELO); up to 650.000,00/proposal
2) Human crises and Conflict Prevention(HCCP);up to IDR 550.000.000,00/proposal
3) Disaster Risk Management (DRM); up to IDR 850.000.000,00/proposal
4) Renewable Energy (RE); up to IDR850.000.000,00/proposal
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from New Zealand during research assistance, training, workshop, or other development
activities. This component should not exceed 30% of the total proposed budget.
The project components are interrelated and require interdisciplinary approaches. CaRED will
also support research on crosscutting issues, policy linkages, capacity building, advocacy,
education, disaster mitigation, natural materials, entrepreneurship, and Small Medium
Enterprises (SMEs) empowerment.
2.
Eligibility of the duration of the implementation of the project
The project supported by CaRED must fall within the period of April 2015 to August 2018.
3.
Eligibility of project location
 The CaRED Programme contributes to the reduction of poverty in Eastern Indonesia and
projects must be implemented in Eastern Indonesia defined as Papua, West Papua, Nusa
Tenggara, Maluku and Sulawesi.
4.
5.
Eligibility of Project Leader and Team

Project Leader (lecturer/researcher) is a UGM faculty member; and considered as the PI
(Principle Investigator) of the proposal;

The PI leads a group consisting of at least 3 scholars from different fields of study as
members, and at least 1 graduate student as research assistant. Research topic of the
involving graduate student relates to the proposed project; and

Proposal applications must be approved by the dean.
Partnership
 Proposals submitted to the CaRED secretariat must involve bilateral cooperation
between NZ and Indonesia. Cooperation may involve NZ institutions, government
agencies, civil society organizations, private institutions, and universities. Proposals will
not be processed if they fail to comply with this requirement;
 Proposals submitted to the CaRED secretariat must involve cooperation with local
(Indonesian) partners from targeted areas, such as local government, civil society
organizations, private institutions, and universities.
6.
Eligible/non eligible costs
 Only "eligible costs" can be taken into account for a grant. These are detailed below. The
budget is therefore both a cost estimate and a ceiling for "eligible costs".
 Eligible costs must be based on real costs, not lump sums.
 Costs incurred before the starting date agreed in the grant contract are considered
ineligible.
a. Eligible direct costs
An eligible direct cost consists of salary, commissioned work, travel & accommodation
cost, research equipment & spare part, consumables, and other expenses related to the
project.
b. Eligible indirect costs (administrative costs/overheads)
An amount not exceeding more than 5% of the total cost of the action may be claimed as
indirect costs to cover the administrative overheads incurred by the Leader and/or
Partners for the action. Indirect costs are eligible, provided that they do not include costs
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assigned to another heading of the budget. Overheads can be cost of stationery,
telephone, fax, internet, courier expenses as well as financial service costs (in particular
the cost of bank transfers and financial charges). Overheads have to be justified with
supporting documents and must be based on real costs, not lump sums.
c. Funding from other sources or contributions
The CaRED Programme encourages in-kind and/or cash contributions from the
applicants’ institution and/or partners. Proof of this contribution is required.
d. Ineligible costs
CaRED will not support the following expenditure:
 institutional bench fee;
 salaries of consultants;
 gifts;
 alcoholic beverages; and
 expenses that would be considered personal and not related to the grant activity e.g.
hotel charges for items such as television, video hire, laundry, gym use, etc.
More detailed regulations in grant spending are provided separately in UGM CaRED
Programme Financial Regulation for Applicant and Surat Keputusan Rektor UGM No.
9/P/SK/Hukor/2013 tentang Pedoman Standar Biaya Umum Kegiatan-Kegiatan yang
dilaksanakan di Lingkungan UGM Tahun Anggaran 2013. Files are available in
www.oia.ugm.ac.id.
7.
Conflict of Interest



One researcher/ scholar can only be involved in one proposal either as PI or member.
First term grantees of the CaRED Programme are not eligible to join this 2nd term call
for proposal.
Members of the CaRED Management are not eligible to participate in this 2nd term call
for proposal.
E. PROCEDURE FOR THE SUBMISSION OF THE PROPOSALS
1.
Application: general instructions
 CaRED requires each Project Proposal to submit all of the following documents:
 Application form and Proposal template (Requirements, suggested content and
templates are available in Appendices or can be accessed in www.oia.ugm.ac.id)
 Suggested content, expected output and template are available in Appendix 2
 Work Plan (template available in Appendix 3)
 Letter of Intent (sample and template available in Appendix 4 and 5)
 Budget (template available in Appendix 6)
 Proposal annexes (template available in Appendix 7)
 English is the language of the proposal.
 Applicant must submit the research proposal (in MS-Word Format), proposed budget (in
MS-Excel Format) and all other required supporting documentations, electronically the
CaRED secretariat email address using following email subject:
Email: ugm-cared@ugm.ac.id
Email subject: [Theme chosen]_[Name of applicant institution]_Last name of Project
Leader. (example: DRM_Faculty of Engineering_Awaludin).
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 Applicants are required to name their files as below:
 Proposal_Name of applicant institution]_Last name of PI
 Proposed Budget_[Name of applicant institution]_Last name of PI
 Proposals must include per year budget estimation and per year expected outcomes at
each stage of the project. For multi-years funding, the approved proposal will be subject
to rigorous annual review to consider whether the project will be funded for the
following years or terminated.
2.
Deadline for project proposal submission
All project proposals should be submitted with all the annexes no later than January 8, 2015
by 24.00 WIB. Applications received after the deadline will not be accepted. The following
table summarizes the timeline of the CaRED 2ndCall for proposals:
No
1.
2.
3.
4.
5.
6.
Action
Date
Proposal submission
Desk evaluation process
Oral presentation
Notification
ToA/ contract signing
Funding disbursement
Deadline January 8, 2015
January 8, 2015 – 2nd week of February 2015
3rd week of February 2015
4th week of March, 2015
April, 2015
April, 2015
F. EVALUATION PROCESS
Submitted proposals are subject to administrative screening before being peer-reviewed.
Each applicant will be notified of the results of both screeningand peer- reviews. Nominated
applicants will be invited to present their proposals.
The evaluation grid highlights the key elements assessed during the selection and review of
projects submitted to CaRED. Proposals will be approved by the Rector of UGM and the New
Zealand Ambassador.
Points of Assessment
1. Relevance (5%)
2. Cross Cutting Issues;
Gender, Human Right and
Environment (10%)
3. Effectiveness (10%)
4. Efficiency (20%)
Description
 Be consistent with the goal, objectives and the outcomes of
UGM/MFAT Partnership Arrangement and CaRED
Programme
 Promote local ownership and use and alignment to
appropriate local systems, knowledge and expertise
 Takes into account the extent to which the relevant crosscutting issue of gender, human right and environment has
been considered
 Effectiveness to which the desired outcomes are achieved
or expected to be achieved
 Be results focused, and include a clear results framework
and outputs based budget
 Efficiency is measured by how economically resources
(including funds, expertise and time) are converted to
results.
 Value for money; achieving best possible development
outcomes over the life of an activity relative to the total cost
of managing and resourcing that activity and resources are
used effectively and economically and without waste
 Budget is fair and rational according to UGM General
Standard Cost (Standar Biaya Umum. SBU).
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5. Improvement of UGM
capacities in Research and
Education (15%)
6. Impact (20%)
7. Sustainability (20%)
 Co-funded by other source of funding such us other donors,
local government, etc.
 The projects have components to improve UGM Capacity in
research and educational matters; teaching and learning
quality
 Involvement of New Zealand universities/institutions.
 Have positive and intended effects
 Promoting long term connectivity/taking into account the
chance of success and sustainability such as alignment with
government projects, initiation by community, having clear
objectives, being supported by communities, and being
innovative
 The probability of continued long-term benefits after the
activity has been completed
 Involvement of local government institutions and local
universities Or Projects are designed, prepared,
implemented, monitored and evaluated with local
government, institutions and the participation of local
universities
 Use and manage available government and community
resources at sub national level in a sustainable way
 Participate in the planning and sustainable development in
their local areas
G. MONITORING and EVALUATION OF THE PROJECT
Monitoring and evaluation of the project is conducted by CaRED Programme Management
through project reports evaluation and field visit. The successful proposal is required to submit
weekly log book (see Appendix 8), progress and final reports (see Appendix 9) which will be
specified in detail in the Term of Agreement (ToA) between grantee and CaRED Programme
Management.
H. ENQUIRIES
Further information about the 2nd Call for Proposals is also available from the CaRED
Secretariat which can be contacted at:
UGM CaRED Programme Secretariat
Gedung Pusat UGM, South Wing, 3rd Floor, Bulaksumur, Yogyakarta, 55281
Telephone& Fax
: +62-274-6491832
Email
: ugm-cared@ugm.ac.id
Website
: www.oia.ugm.ac.id
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Appendix 1: CaRED Result Framework Diagram
Goal: To contribute to sustainable development in Indonesia, including human resources and capacities to address significant
development challenges, through deeper engagement and cooperation between NZ and UGM
Increased economic returns and social development
Increased community
access to clean and
affordable energy in
eastern Indonesia
Improved enabling environment
for economic growth and Private
sector development in eastern
Indonesia
Increased SME
/Private sector
performance in
Eastern
Indonesia
Developed integrated
local strategic plan for
sustainable economic
development
Improved renewable
energy human
resource and
capability
These long and
medium term
outcomes
contributed to the
objectives of MFATUGM partnership
arrangement.
Reduced losses from natural disaster and
adverse events through more resilient
communities
Disaster risk
reduced
Increased government
and community
capacity in disaster
risk management
Economic and livelihood
activities implemented
(including research based
activities)
Renewable energy
activities implemented
(including research based
activities)
Disaster Risk Management
activities implemented
(including research based
activities)
Grant provided for economic
and activities livelihood
activities
Grant provided for renewable
energy activities
Grant provided for DRM
activities
Increased community
resilience to cope with and
recover from conflict and
violence
Improved quality
researches and
education in UGM
Increased government and
community knowledge and skill
in managing, preventing and
resolving conflict in eastern
Indonesia
Researches (on the
four selected sectors)
are informing
education and
practice
Conflict prevention
activities implemented
(including research
based activities)
Grant provided for conflict
prevention activities
Activities selected by
UGM and NZ for
funding under the
RDSP Funding
Facility will
contribute to
achievement of the
Immediate outcomes
progressed.
Facility will measure
the achievement to
short term outcomes.
Activities selected for
funding under the
RDSP Funding
Facility will be
assessed according to
some criteria (Points
of Assessments).
APPENDIX 2: Suggested content, expected output, template
1.
Format and Contents of Proposal
Page Size : A4 (21.5 cm x 29.7 cm)
Font
: Arial 11 with 1.5 line spacing
Margin
: left 4 cm; right 3 cm; top 3 cm; bottom 3cm
The content of the proposal is as follow:
a. Cover Page (see point 4 below for detailed format)
Color of page for Sustainable Economic and Livelihood Opportunity (SELO) theme is red.
Color of page for Human Crises and Conflict Prevention theme is yellow.
Color of page for Disaster Risk Management theme is green.
Color of page for Renewable Energy theme is blue.
b. Application Form containing Proposed Project Contents (See below for detail)
c. Letter of Intent as Participant of CaRED Programme (See appendix 4 for detailed format)
d. Letter of Intent from New Zealand institution(s) and Indonesian institution(s) involved
in the proposed project (See appendix 5 for sample format)
e. Budget Proposed (See appendix 6 for sample format)
f.
2.
CV of the applicant/project leader and members (See appendix 7 for sample format)
Proposed Project Contents
a. Abstract
Summarise the proposed project briefly in a form that can be treated as a stand-alone
document. Two pages in total with single space
b. Introduction/Rationale
Provide information on country, region and sector issues, stake holder analysis and
problem analysis and how it is integrated into your proposed activities. Provide
justification on how your proposed project is relevant to the objective of the CaRED
Programme.
c. Expected outcomes
List outcomes (long term, medium term, and short term) expected from the proposed
project. All the expected outcomes must contribute to the CaRED Programme outcomes.
d. Prior on-going project activities and roadmap
A fully detailed background literature review is required to verify that the proposed
project is relevant. If available, provide details of existing project and/or experience on
similar project that has been carried out on the proposed theme. Description of the road
map of the project, based on the on going activities, is also necessary in this part.
List the references used in standard bibliographical format in this section.
e. Plan for collaboration
Provide collaboration scheme with New Zealand institutions and Indonesian local
partners. Describe contribution of each collaborator (either/both NZ and/ or local
partner) in each proposed project.
f.
Project Plan and Methodology
Provide details approach and methodology to be implemented in the proposed activities,
including the milestone of the project. Explain detailed activities, facilities, equipment,
materials, plan to publish the project result, etc. Provide management arrangement
structures including role and responsibility of each project member. Also provide how
project evaluation will be performed to ensure project objectives are achieved.
10
g. Timeline
Provide a full month-by-month timeline for each year completed with outcomes.
h. Proposed Budget
Provide detailed estimated budget and year-by-year breakdown of the cost and a clear
indication of any co-funding, in-kind, and other contributions.
See appendix 6 for template of proposed budget to guide applicant in formulating
budget.
Applicant should refer to UGM RDSP-FF Financial Regulation for Applicant and Surat
Keputusan Rektor UGM No. 9/P/SK/Hukor/2013 tentang Pedoman Standar Biaya Umum
Kegiatan-Kegiatan yang dilaksanakan di Lingkungan UGM Tahun Anggaran 2013 for
detailed regulation in grant spending.
3. Expected Outputs
a. Manuscript ready to be submitted to peer-reviewed scientific journal, or
b. Development (trainings/ workshop) modules,
c. Road map of sustainable long term planned activities completed by letter of intent from
involved partners at the end of the first year, and
d. Report which includes description on good practices of the project.
4. Proposal cover
UGM CaRED Programme
(COMMUNITY RESILIENCE AND ECONOMIC DEVELOPMENT)
2nd TERM CALL FOR PROPOSAL
PROJECT TITLE:
PROJECT PERIOD:
Name of Principle Investigator
Name of members
NAME OF FACULTY
UNIVERSITAS GADJAH MADA
2014
11
APPENDIX 3: Work Plan Template
APPLICATION FORM
2 CALL FOR PROPOSAL
ND
COMMUNITY RESILIENCE AND ECONOMIC DEVELOPMENT PROGRAMME
(CaRED Programme)
Program Guidelines
Applicants should read Guideline for Proposal Application of UGM CaRED. It is advisable to provide detailed
information and description for each item below, and attach supporting documents.
1
Project Leader/Applicant’s Personal Information
Please also attach CV (Appendix 5)
1.1
Last Name
Given Name(s)
1.2
Gender (Please mark √)
1.3
Current Status/Position
1.4
Institution
1.5
Contact Address
Male
Female
*Faculty/Study Center/Graduate School/ Vocational School
(Office Address)
Tel/ Fax
Mobile
E-mail Address
2
Project proposal: Title, Theme, & Estimated Period
2.1
Project Title
2.2
Theme
(Please check √ the one
corresponding to your
project)
Themes:
Sustainable Economic and Livelihood Opportunities (SELO)
Human Crises and Conflict Prevention (HCCP)
Disaster Risk Management (DRM)
Renewable Energy (RE)
2.3
Total Period of Project
Months
From
3
To
Information on Person(s) Involved
(please duplicate the table as necessary and attach CV of each person involved) (Appendix 5)
3.1
Member 1
3.1.1
Last Name
12
Given Name(s)
3.1.2
Gender (Please mark √)
3.1.3
Current Status/ Position
3.1.4
Institution
3.1.5
Contact Address
(Office Address)
Male
Female
*Faculty/Study Center/Graduate School/Vocational School
Tel/ Fax
Mobile
E-mail Address
3.1.7
Work allocation
3.2
Member 2
3.2.1
Last Name
hours/week
Given Name(s)
3.2.2
Gender (Please mark √)
3.2.3
Current Status/Position
3.2.4
Institution
3.2.5
Contact Address
(Office Address)
Male
Female
*Faculty/Study Center/Graduate School/Vocational School
Tel/ Fax
Mobile
E-mail Address
3.2.6
4
Work allocation
hours/week
Information on New Zealand institution(s) and Indonesian local institution(s) Involved
(please duplicate the table as necessary and attach the supporting documents)
4.1
4.1.1
Contact Person of the Collaborating Institution
Last Name
Given Name(s)
4.1.2
Gender (Please mark √)
Male
Female
4.1.3
Institution
*NZ institution/Indonesian local institution
4.1.4
Current Status/ Position
4.1.5
Contact Address
(Current Address)
Tel/ Fax
Mobile
E-mail Address
5
Proposed Project Content
Please elaborate the following topics as clearly as possible
5.1 Abstract
Elaborate the proposed project briefly and thoroughly in the form that can be treated as a stand-alone
document. Two pages in total with single space
13
5.2 Introduction/Rationale
Provide information on country, region and sector issues, stake holder analysis and problem analysis and how it
is integrated into your proposed activities. Provide justification on how your proposed project is relevant to the
objective of CaRED Programme.
5.3 Expected Outcomes
List outcomes (long term, medium term, and short term) expected from your proposed project:
All the expected outcomes must be inherent with the RDSP-FF outcomes.
5.4 Prior on-going Project Activities and Roadmap
A fully detailed background literature review is required to verify that the proposed project is relevant. If
available, provide details of existing project and/ or experience on similar project that has been carried out on
the proposed theme. Description of the road map of the project, based on the on-going activities, is also
necessary in this part.
List the references used in standard bibliographical format in this section.
5.5 Plan for collaboration with New Zealand institutions and Indonesian local partners
Provide explanation on the contribution of each collaborator (either/ both NZ and/ or local partners) in each
proposed activities.
5.6 Project Plan and Methodology
Provide details approach and methodology to be implemented in the proposed activities, including the
milestone of the project. Explain detailed activities, facilities, equipment, materials, plan to publish the project
result, etc. Provide management arrangement structures including role and responsibility of each project
member. Also provide how project evaluation will be performed to ensure project objectives are achieved.
5.7 Timeline
Provide a full month-by-month time for each year completed with outcomes
6
Proposed Budget
Please fill in the budget figure for the whole proposed project period
No
0
1
2
3
Category
Contribution to be
requested from CaRED
Contribution from
other sources (if any)
Non-output specific costs/Management costs (In-Direct
Project Support Costs by Type)
Activity I: Research and/ or Community Develoment
Activity II: Training and Workshop
Activity III: Technical Assisstance
Total
14
7
Document Checklist
Please check (√) and note that UGM RDSP-FF will NOT consider any application with incomplete documents.
Documents should also be arranged according to the list below. You may also attach other supporting document
that can reinforce your application e.g. Partnership Agreement with collaborating institutions (if any)
7.1
Cover Page (Appendix 2)
7.2
This application form, completed with endorsement and applicant’s signature
7.3
Letter of Intent as Participant of UGM RDSP-FF (Appendix 4)
7.4
Letter of Intent as Collaborating Institution of UGM RDSP-FF from New Zealand and Indonesian
Institution(s) involved (Appendix 5)
7.4
Proposed Budget (Appendix 6)
7.5
CV of the applicant/project leader and members (Appendix 7)
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Declaration
I declare that all information written in this application as well as the attached documents are true and correct
to the best of my knowledge.
Applicant/Project Leader
Endorsement by Dean
Name:
Name:
Signature:
Signature:
Date:
Date:
15
APENNDIX 4: Letter of Intent as Participant
Applicants should include the following important points on their Letter of Intent:
1.
2.
3.
4.
5.
Name of the collaborating institution and its address
Name of the contact person from the collaborating institution and his/her position
Name of the Project Leader who is currently applying support from UGM CaRED
Duration, type of support and source provided by the collaborating institution
Signature of the contact person from the collaborating institution
Letter of Intent as Participant of UGM CaRED
I, the undersigned below,
1.
2.
3.
4.
5.
6.
Name
Place, Date of Birth
Institution
Contact Address
Telephone and Mobile
Role in Activity
:
:
:*Faculty/Study Center/Graduate School/Vocational School
:
:
: Principle Investigator (PI)/ Member
declare my willingness to perform my role as stated in the proposal with the title:
......................................................................................................................................................................
submitted to UGM CaRED Programme.
Signed in
On the date of
Dean of ... Faculty
Signed
Declarant,
Signed
Full Name
FullName
: Yogyakarta
:
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APENNDIX 5: Letter of Intent as Collaborating Institution
SAMPLE
Letter of Intent as Collaborating Institution of CaRED Programme
This Letter of Intent is made this Thursday day of February 21, 2013
Mr. Ahmad Safrizal, the head of Research and Development Department appointed as
representative of Pemerintah Daerah Propinsi Maluku whose principal institution is at
Pemerintah Daerah Maluku Jalan Sehat 3 Maluku has agreed to support and develop a
project within the scope of UGM Community Resilience and Economic Development
Programme (CaRED) with the tittle Economic and Livelihood Development of which the
Project Leader is Ms. Raisha Firzi, whose principal institution is at Faculty of Economics and
Business, Universitas Gadjah Mada, Bulaksumur, Yogyakarta 55281
As per initial evidence of our willingness, this Letter of Intent agrees as the followings:
1. To support the project for the duration of 8 months, from May 1 – December 31, 2013.
2. To support the project in terms of funding and office facility with the amount of funding
as much as Rp50.000.000,00.
3. To provide an office room in office of Pemerintah Daerah Propinsi Maluku.
4. To provide ... (please specify)
Further arrangement of the support provided is available separately in a specific Partnership
Agreement between Pemerintah Daerah Provinsi Maluku and Faculty of Economic and
Business UGM.
SIGNED
Ahmad Safrizal
Head of Research and Development Department
Pemerintah Daerah Propinsi Maluku
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APPENDIX 6: Budget Template
Category
Quantity
per Unit
Type of
unit (e.g
month,
years etc)
Unit
Cost
Total IDR
Cost of
Activity
Other in-kind
Contribution
(optional)
NZ
contribution
Non-output
specific
costs/Management
costs (In-Direct
Project Support
Costs by Type)
-
-
-
-
-
-
-
-
Activity I:
Research and/ or
Community
Develoment
-
-
-
-
-
-
-
-
Activity II:
Training and
Workshop
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
No
0
1
2
3
-
Output (i.e.
explanation of
what will be
produced)
Activity III:
Technical
Assisstance
-
*proposer must also provide detail budget in soft file form that will be uploaded separately
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APPENDIX 7: Proposal Annexes
Curriculum Vitae
A. PERSONAL DETAILS
1.
2.
3.
4.
5.
Full Name (with Academic Degree)
Place, Date of Birth
Office Address
Institution
Contact Details (telephone, facsimile and email)
B. EDUCATION
1. Doctorate Level
Name of University and Place
Start year – End year
Dissertation topic
2. Master Level
Name of University and Place
Start year – End year
Thesis topic
3. Bachelor Level
Name of University and Place
Start year – End year
Undergraduate thesis topic
C. RESEARCH AND/ OR COMMUNITY DEVELOPMENT, TRAINING AND WORKSHOP, AND
TECHNICAL ASSISTANCE EXPERIENCES
(in the last five years)
[Project Title], [Project Type], [Year]
[Project Title], [Project Type], [Year]
D. Recent Peer-reviewed Publications/Invited Papers/Presentations in the last 5 years
Peer-reviewed
[Author name and publication], [Publication], [Year]
[Author name and publication], [Publication], [Year]
E. INTERNATIONAL COLLABORATION EXPERIENCES
Project Name
Start date – End date and Place
Name of partner(s)
Source of Funding(s)
Project output(s)
Place, and date
Signature
Full Name
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APPENDIX 8: WEEKLY LOGBOOK TEMPLATE
Community Resilience and Economic Development
(CaRED) Programme
WEEKLY LOGBOOK
Project's Title
Period (Month)
Week
Activity Performed
Details
:
:
Persons
Involved
Problems and
Solutions
Next Steps
I
II
III
IV
V
<mm/dd/yy>
Principle
Investigator,
<Full name>
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APPENDIX 9: REPORT TEMPLATE: PROGRESS REPORT AND FINAL REPORT
Projects Progress/Final Report Form
Community Resilience and Economic Development
(CaRED) Programme
Project Progress Report:
Summary
Activity information
Activity Title
Goal
Intended outcomes
Contract or grant information
Start and end dates
Total cost
Reporting period
Progress report preparation
Prepared by
Others involved or
consulted
Date of report
Key Conclusions and Necessary Actions
Include an update on previous recommendations or decisions made and how these have been
progressed/remedied over the reporting period.
Review of Progress to Date
21
Progress against Results Measurement Table
Provide a summary of results against the Results Measurement Table here. Attach an annotated version of
the original Results Measurement Table (or equivalent) which provides data against planned indicators and
targets (an example is attached at Appendix B).
Changes to Activity Context in the Reporting Period
Briefly describe changes to the operating environment or context, and include discussion of the implications,
including for Activity effectiveness or for any necessary changes to scope or approach.
Relationship between Partners, Beneficiaries and Other Stakeholders
Comment on any changes, problems or important features of (a) relationships with key stakeholders, and (b)
contributions by partners and sub-contractors.
Updates to Key Activity Management Documents
Activity Results Framework
Briefly summarise any proposed changes to the Activity Results Framework. Attach an updated version of the
Results Framework as proposed, if necessary.
Costed workplan
Where relevant, attach a costed workplan for the subsequent period. Describe any implications for, or
changes to, the Activity’s overall costed workplan and/or budget.
Risk management matrix
Describe any key risks that have emerged during the reporting period and how they have been mitigated.
Attach an updated version of the risk management matrix where necessary.
Governance and management arrangements
Describe any necessary changes to the governance and management arrangements between NZ, partners,
contractors and other donors.
Transition or Exit Planning
Describe any issues that are likely to affect the sustainability of Activity outcomes beyond the funding period
and key steps / preparations to address these.
22
Authorisation
I declare that the information contained in this report is true and correct and confirm:
Declaration
I declare that all information written in this report as well as the attached documents are true and correct
and confirm:
UGM Funds were re received and used only for the agreed purpose(s); and
All conditions attached to UGM’s Funding have been met; and
There are unspent Funds and I understand that UGM may deduct this amount from the next tranche
payment of Funds OR a cheque is attached returning these Funds to UGM.
Project Leader
Endorsement by Dean
Name:
Name:
Signature:
Signature:
Date:
Date:
Appendices
(Delete those not relevant)
This report includes the following appendices:
Appendix A: Progress Against Agreed Workplan and Budget (table)
Appendix B: Progress against Results Framework (table)
Revised Activity Results Framework
Costed workplan for subsequent period
Updated risk management matrix
23