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Example template for a Project Application 1(5)

PREPARED BY DATE DOCUMENT REFERENCE VERSION
International department 15/04/2013


Example template for a Project Application
This project application template builds on our concept note template. Therefore, if your
organisation has used the Church of Sweden International works concept note template, it
will facilitate completion of the project application. The Church of Sweden works on project
applications from May to September planning and budgeting for the next year. Deadline for
project applications are June 30. The Church of Sweden will make a decision on December
31 for the next year, and in the meantime we may communicate any questions or concerns.
Applications may cover several years.

Overview of the sections composing the template
Section A Basic information ............................................................................................... 1
Section B Organisation and context .................................................................................... 1
Section C Problem statement .............................................................................................. 2
Section D Project overview and comparative strengths of the organisation ....................... 3
Section E Project planning and monitoring process ........................................................... 4
Section F Financial summary of the project ....................................................................... 4
Annexes ................................................................................................................................. 4
Tools available from the Church of Sweden .......................................................................... 5

Section A Basic information
1. Name of the project
2. Name of the organisation requesting funding
Specify any other partners involved
3. The name, role, office address, telephone, fax and email of the contact person
4. The name, role, office address, telephone, fax and email of relevant manager
5. Planned starting date and duration of project
Explain the time boundaries of this project in relation to your strategy (any
envisaged further project phases)
Explain the exit strategy of this project (time line and indicators at
community, staff and programme levels)
6. Location of the project area (Name of district/city/town/region as appropriate: annex
a map showing the location)
7. Date the concept note was submitted to the Church of Sweden
Section B Organisation and context
8. Description of applicant organisation
Describe how the project is managed (supervisory lines and relation to
advisory positions)


DOCUMENT PAGE
Example template for a Project Application 2(5)
PREPARED BY DATE DOCUMENT REFERENCE VERSION
International department 15/04/2013


Describe linkage of Management and Boards or other internal stakeholders at
different levels within your organisation. Include your organisations
organogram as an annex to this application
Describe staffing requirements for this project
Do you have a code of conduct that includes prevention of sexual
exploitation and abuse corruption and abuse of power? How is the code of
conduct implemented in your organisation?
Describe the infrastructural need for the staffing of the project (Offices,
utilities, transport, maintenance etc)
Explain the budget and resourcing plan and include the full budget of the
project as an annex to this application. What is your organisations plan for
procurements?
What is your organisations plan for handling the risk of corruption?
Is your auditor registered at IFAC (International Federation of Accountants)
Explain the major internal assumptions that depend on the risk factor
(funding available, staff capacity etc) and how you will manage them.
9. Briefly describe the environment in which the planned project will be implemented
Explain the main external assumptions that depend on the risk factor
(political stability, security, major natural disasters, expected cooperation of
partners and focus groups etc) and how you will manage them.
Section C Problem statement
10. What specific problem will the project address? Why have you chosen this problem
to address? Who has your organisation consulted in identifying this problem?
Outline specific situations and problems to which the project attempts to
respond. Focus on the local context and specific project location in the
district, municipality or province I the different aspects that apply to your
context analysis:
o Political (population, government structure, region, district,
chiefdom, tribes, minorities, community organisation, right-situation,
security situation, post-war situation, political stability, infrastructure
(transport, communication) etc)
o Economic (livelihood, agriculture, small scale enterprises etc)
o Socio-cultural (education situation, illiteracy rates, health situation,
main problems, HIV/AIDS etc)
o Environmental (environmental features ( soil, air etc), vulnerability,
on-going unsustainable use, degradation etc)
o Gender equality and equity (men, women, boys and girls
participation)
11. What are the causes of the problem that the project will address?


DOCUMENT PAGE
Example template for a Project Application 3(5)
PREPARED BY DATE DOCUMENT REFERENCE VERSION
International department 15/04/2013


Section D Project overview and comparative strengths of the
organisation
12. Briefly describe your proposed approach and explain why it is the most effective way
of addressing the specific problem(s) described above.
Relate to the problem statement above and your own strategies, priority areas
and overall objectives
Explain your Organisations comparative strengths in comparison to other
organisations working in the area (history, key strengths of organisation,
selection of project place etc)
Briefly describe what added value the Church of Sweden would bring to the
project (Support development process (Capacity Building, empowerment),
Provide technical support (agriculture, health, micro-finance, education),
Provide financial support.
In what way could the project be a cause of conflict? If the project is
undertaken in a conflict setting: how do you make sure not to do harm in the
conflict? Refer to Conflict impact assessment tool Do no harm, that can be
accessed by the Church of Sweden
In what way could the project harm the environment? Guiding questions for
environmental consequence analysis are available for the Church of Sweden.
13. What are the rights holders/beneficiaries of the project? What is the total anticipated
number of the people reached by the project?
Explain why you have chosen to work with these groups.
Who will directly benefit from the project? (targeted CBOs, individual
vulnerable households etc)
Who will indirectly benefit from this project (whole communities or broader)
14. Who are the stakeholders in the project?
15. What is the purpose (specific objective) of the project and what are some of the main
targeted results (refer to the problem statement above)?
Explain how you will measure that you are working towards the goal. What
indicators and means of verifications will be used and why are they relevant
to this project goal? How are the goals at different levels interrelated? (What
is the intervention logic?) You may attach your log-frame.
How will positive results from the project continue after the intervention
ends?
o Organisational (who will take over your activities?)
o Financial (who will finance local community activities after phasing
out?)
o Socio-cultural (How will socio-cultural aspects that were built in the
project continue after phase-out?)
o Technical (How will technologies and knowledge be maintained after
phase-out?)


DOCUMENT PAGE
Example template for a Project Application 4(5)
PREPARED BY DATE DOCUMENT REFERENCE VERSION
International department 15/04/2013


o Environmental (How will the local community take care of
environmental conservation after phasing out?)
16. What are the most important risks that could adversely affect the achievement of the
projects objectives? What measures will you take to minimize or eliminate these
risks?
17. How will the project ensure accountability to the focus groups and other stakeholders
of the project?
Section E Project planning and monitoring process
18. Describe how the project was initiated.
19. Who has been involved in the planning process?
20. Have you conducted participatory background analyses of the project? If so, briefly
explain here the main findings and provide report(s) as an annex. If not, you may
provide a separate participatory background analysis plan and budget (indicating
possible funding needs) attached to this document.
Explain how the monitoring intemplateion will be used (What intemplateion
will be sent to whom and when will it be done?) You may illustrate your
monitoring system in any way, for example in a flow chart or annual wheel.
How will focus groups and other stakeholders participate in planning and
monitoring the project?
Describe your reporting systems that will comply with the requirements
stated in the project agreement with the Church of Sweden. What
assessments will be done with the communities, the staff, other stakeholders
etc and when?
How and when will the project be evaluated?
Section F Financial summary of the project
21. What is the estimated budget for the project for each year?
What costs will the project generate?
22. List of other current and / or expected donors and contribution amounts
Explain the resourcing plan
Provide, as an annex, an overall project budget including the budget coverage
expected from the Church of Sweden
Annexes
Overall Project Budget,
Map(s) showing project location,
Background analysis report(s)/ Background analysis plan & budget
Organogram
Log-frame (or equivalent description of expected results)
Staff Code of conduct


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Example template for a Project Application 5(5)
PREPARED BY DATE DOCUMENT REFERENCE VERSION
International department 15/04/2013


Tools available from the Church of Sweden
Guiding questions for Conflict consequence analysis Do No Harm
Guiding questions for environment consequence analysis
Budget and resourcing plan template