A P P L I C A T I O N F O R M


GRANT ASSISTANCE FOR GRASSROOTS HUMAN SECURITY PROJECTS (GGP)
Embassy of Japan in the Philippines

The information requested below may be provided in report form and submitted in place of this document.

 

General Information

 

•  Proponent organization:

  1.   Name of organization
  2.   Address
  3.   Telephone number
  4.   Fax number
  5.   E-mail address
  6.   Cellular phone number
  7.   Person responsible for the project
  8.   Position
  9.   Names, positions and affiliations of the individuals who have contributed to this proposal

Note: The Embassy requires direct contact numbers and addresses of the requesting organization.

•  Project title (please be descriptive but concise)

•  Project type (e.g. potable water supply)

•  Summary of project (please outline your project, its purpose, and expected results in 40-70 words)

•  Total project budget (PhP)

  1.   Total cost (PhP)
  2.   GGP funds requested (PhP)
  3.   Identify the co-financing organizations and their contact persons
  4.   Please itemize your total project budget (create a chart similar to the one below with costs of items to be requested from GGP based on the lowest estimate of supplier and/or contractor, if not please justify)

 

No.

Expense item

GGP funds

In-house funds

Outside funds

Total

 

 

 

 

 

 

 

 

 

 

 

 

Total

 

 

 

 

 

•  Project duration (from the proposed date of implementation to the proposed date of completion).

Note: GGP could only support less than one (1) year although the whole project can be more than the said time frame.

•  Submission date and signature

Proponent-Organization Information

•  Year established and legal status;

•  Vision and mission (for NGOs and POs)

•  Brief history

•  Main activities/ongoing programs

•  Track record (briefly explain past activities, funding sources, performance, and impacts)

•  Management and administrative system (using an organization chart to illustrate the division of labor, list the number of your organization's paid and unpaid staff members and volunteers)

•  Auditing (none, internal, or external)

•  Affiliations (Membership)

•  If your organization has directly or indirectly applied for funding through other programs or donor institutions, please list the names of these programs and/or institutions and briefly explain what they were designed to accomplish.

 

Project Information

•  Project Title

•  Project Site and Location (specify the distance and time from major cities and necessity of the project and include names of barangay, municipality, province and region)

•  Budget

(a) Summary and breakdown: Please make a budget summary and breakdown of your request budget using the chart below. Possible canvasses from three different suppliers/contractors with their reference numbers should be attached:

 

Items

Budget for the Project

Supplier 1

(Reference 1)

Supplier 2

(Reference 2)

Supplier 3

(Reference 3)

1.

 

 

 

 

2.

 

 

 

 

TOTAL

 

 

 

 

(b) Purpose and use of each item/equipment

(c) If the amount of requested items/equipment is higher than the lowest estimates provided, please discuss the reasons.

•  Project design

  1. Background and rationale (justify the urgency of the project and its necessity to the target area. Include the situation of the project area. Is there same kind of facility/service in the area? What is the difference?)
  2. Past activities or performance at project site (if the proposed project is a continuation or expansion in the part of the Philippines and area).
  3. Implementation plan, method, and timetable (describe each in detail and include IEC or Training Plan if necessary as explained in page 4 of the guidelines)
  4. Explain the purpose of the project by describing the desired long-term impact and short-term outcome of its completion and continuing activities (show in a chart similar to the one below how these effects can be measured using quantitative and qualitative indicators)

 

Purpose/Objectives

Long-term impact (community/area)

Short-term outcome

(community/area)

Indicators

 

 

 

 

 

 

 

 

5.  Risk factors (list external threats, such as being located in an area prone to flooding, and please be specific)

6. Monitoring and evaluation system (describe in detail)

 

(5) Beneficiaries and stakeholders involvement/social preparation

  1. Beneficiaries/target groups (identify the potential/actual beneficiaries; include the number of beneficiaries, the types of people to benefit, in what ways they will benefit, their social backgrounds, households' average income, etc.)
  2. If the beneficiaries were involved in the planning of the project or the decision to seek funding, describe their participation. Describe how the beneficiaries will participate in the implementation of the project
  3. List the stakeholders (LGUs, key individuals, or other organizations involved in the project) and describe their involvement.

(6) Sustainability

  1. Explain your organization's plan for the operation, maintenance and repair of the facilities and equipment granted (include expected sources of funds)
  2. Explain how your project can become self-reliant and how its aims will continue to affect the community after its completion

(7) Other considerations (if any e.g. effect to some minority, members of certain social groups, the environment or influence to culture, values or prevailing habits in the target area, etc.)

Target-Area Information

  1. Describe the socio-economic conditions in the project area (include the area's classification, population, ethnic and religious composition, gender and age balance, inflow and outflow of people, major industries, main sources of employment, average number of children per household, etc.
  2. If there are any other NGOs, People's Organizations (POs) or donors working in the target area, please list these groups and describe your organization's relationship with each group listed

List of Required Attachments:

Please attach the following documents for the Embassy to evaluate the proposal better:

  • Estimates from three possible suppliers/contractors/auditors
    1. Maps:
  • Map of the area
  • Location map with guide route
    1. Photos showing the project site
    2. Auditing Reports for the last two years
    3. Legal Registration
    4. Organizational By-laws
    5. Annual Reports for the last two years

 

ANNEX

The Embassy of Japan prefers to have more-detailed plans submitted for some types of projects. All applicants are hereby asked to read each annex carefully to determine whether or not a particular annex pertains to their group or project. Should an annex relate to your group or project, please submit along with your application the information requested in that annex.

ANNEX I: Local Government Units
ANNEX II: Third-Party Organizations
ANNEX III: Purchase of Vehicles
ANNEX IV: Micro-Credit Projects
ANNEX V: Income-Generating Activities
ANNEX VI: Water System Project
ANNEX VII: Training/Education Facility
ANNEX VIII: Information, Education, and Communication

Annex I: Local Government Units (Province/ Municipality/ Barangay)

If your organization is a provincial, municipal, or a barangay LGU, please submit the following socio-economic profile of your jurisdiction. This profile can be submitted as a quantitative analysis or as a narrative report. If your LGU lacks access to all the data requested, please submit a profile containing the data available to your LGU.

  1. General (population, number of households, average income per household, provide your LGU's classification, its number of barangays or municipalities)
  2. Development programs (priority areas, significant programs implemented recently, and partner NGOs and organizations)
  3. Economy

•  Industry (main industries and manufacturing businesses, main sources of livelihood, labor composition, number of banks, etc.)
•  Agriculture (rice production, vegetable and fruit production, livestock and poultry production, number of farms, number of warehouses and rice mills, number of co-ops, etc.)
•  Fisheries (last year's total catch, number of fishing boats, number of co-ops, etc.)

　　　4. Social profile and social services

•  Education (literacy rate, number of primary, secondary, and tertiary schools, number of teachers and students, enrollment and dropout rates, etc.)
•  Medical and health-care services (average life expectancy, number of barangay health stations and/or rural health units, and referral hospitals, number of doctors, nurses, and mid-wives, main causes of diseases and death, etc.)
•  Water and sanitation (availability of potable water, number of toilets, etc.)
•  Energy supply (main source of energy, electricity supply rate, etc.)
•  Transportation and communication (road networks, transportation systems, access to radio and television broadcasts, newspapers, land-based telephone lines, cellular telephones, etc.)

　　　5.  Environment and natural resources (climate and vegetation, total land area, breakdown of land use, 　　　　　types of waste-management systems, eco-tourism, etc.)

Annex II : Third-Party Organizations

If the project will be implemented in collaboration with a third-party organization, please answer the following:

  1. Provide general information related to the third-party organization involved (name, legal status, address, name and title of contact person, etc.)
  2. Describe your organization's relationship with the third-party organization involved
  3. If the properties acquired through Japan 's GGP program are to be transferred to the third-party organization, please outline your plan for this transfer of properties and explain in detail any agreements that have been made to facilitate this action

Annex III : Purchase of Vehicles

The Embassy of Japan can fund the purchase of vehicles (such as motorbikes, tractors, automobiles, and motorboats) only when these vehicles are significantly necessary to the proposed project. The vehicles in question must be properly maintained and insured and must not be used for purposes other than those outlined in the project proposal. In addition, the recipient organization will be required to keep usage logs for all vehicles purchased with funds extended by the Embassy of Japan. If your organization can meet these conditions and would like to apply for funds to purchase one vehicle or more, please respond to the following:

 

  1.   Does your organization have a vehicle? If so, what are the present uses of your existing vehicle/s?
  2.   Explain why the need for the vehicle/s. If more than one is being requested, explain the need for 　each vehicle. What can be accomplished upon acquiring the vehicle/s?
  3.   List the duties that each vehicle will be used to carry out
  4.   Outline your organization's plan for the maintenance of each vehicle

a. Provide the name of the organization under which each vehicle will be registered and managed;
b. Provide the name of the organization that will extend the funds needed to purchase the gasoline and cover the insurance, registration and maintenance costs for each vehicle;
c. Provide the name of the organization responsible for actually purchasing the necessary gasoline;
d. Provide the name of the organization responsible for the repair and maintenance; and
e. If a vehicle will be turned over to a third party, please explain how this will be carried out and how the vehicle will be managed (i.e. repair, maintenance, uses, etc.).

　　　5. Explain the ways in which your organization will ensure that the vehicle/s will not be used for other purposes. Discuss who will be responsible for the safekeeping of the keys.

Annex IV : Micro-Credit Projects

The Embassy of Japan will accept applications for micro-credit projects only from those organizations with more than five years of relevant operating experience and with at least 95 percent repayment rate for the last three (3) years. The proponent organization is requested to undergo an audit at least once a year, to submit quarterly reports for the first two years, and to submit more than one progress report each year after the first two years. If your organization wants to apply for a grant for the initial capital for a micro-credit project, please provide the following information:

 

  1.   Date when the micro-credit project began
  2.   Identify the target beneficiaries and describe the other loans available to them
  3.   Describe the project's past performance (e.g. amounts of previous loans, repayment rates, number 　of beneficiaries per year, etc.)
  4.   Describe the process used to consider and approve loan applications and state the criteria upon 　which these decisions are based
  5.   State your present interest rate
  6.   State the exact amount of funds that are held in savings accounts, member-services and -education 　programs, etc.
  7.   Explain your repayment mechanism and the actions taken when a borrower fails to repay a loan
  8.   Describe the training and/or technical assistance, if any, provided to borrowers


Annex V : Income-Generating Activities

While the GGP program does not provide starting capital for income-generating activities, it does extend grants to groups wanting to purchase equipment to start or enhance these activities. When applying for grants of this type, proponent organizations are requested to explain in detail the purposes and mechanisms of their proposed projects. In addition, proponent organizations must show that their proposed projects will meet the socio-economic needs of the residents of the project areas. Moreover, it must be shown that the proposed projects are viable and sustainable and that they will have many beneficiaries. To apply for a grant of this type, please provide the following information:

1. Explain the way in which the project was established, identify the group that will benefit from the project, and state clearly why the proposed project is necessary

2.  Please describe the project

a.  Describe the techniques or technology that will be adopted for the project
b. Explain/describe the production process
c. State whether or not the raw materials used will be procured locally or abroad (state the source of this supply, whether or not your procurement of these materials will positively or negatively affect the environment, and whether or not this source will remain accessible)

3. Illustrate this project's profitability by providing information pertaining to its target market, market size, competition, selling prices, terms of sale, distribution strategy, market-survey source, loss-control mechanism, rate of return on investment, etc.

4. Name the person or group that will provide your organization with marketing advice and, if your organization does not already possess the necessary marketing skills, explain how you plan to improve your group's marketing capabilities

5. Please describe your main product/s and marketable by-products and estimate the length of your production cycle and the size of your monthly and yearly production

6. State your project's capital requirements and explain how your organization or the target group plans to meet these requirements.

Annex VI : Water System Project

Water supply project can be funded under the GGP. The proponents are requested to describe the situation in the target area and the proposed water system. GGP prioritizes the people in need of water supply, and supports level I and II water systems at the moment. GGP doesn't support level III. Since the management of the water supply is crucial for the sustainable delivery of safe drinking water to the people, please provide us the following information:

 

  1. Describe in detail the existing water system/s and its source/s in the area and its condition
  2. Describe the access of water for the target beneficiaries
  3. Describe if there is an existing Water District or water association and their service area/s
  4. Please describe the level of the proposed water system (level I: free flowing, artesian or deep wells; level II: communal faucets; etc.) and, who and how many will benefit from the project
  5. Explain how the beneficiaries are involved in the planning of the proposed project or the consultation done
  6. Explain the proposed management mechanism. (Who will manage the water system? Will you organize a water association, establish rules and guidelines, and collect water fees?)
  7. Provide the income and expenditure projection of the operation of the proposed water system. State the target cost of water fees to be collected from the intended beneficiaries.
  8. Please describe water quality of the proposed water system (e.g. copy of water test).

Annex VII : Training/Education Facility

GGP caters to establishing the necessary training or education facility to enhance the proponent's program. The proponent must explain the necessity and urgency of such facility and show its maximum use in line with the purpose of the project.

 

  1. Describe existing training/education program in detail
  2. Explain the purpose of the proposed training and expected impact to the community
  3. Provide the schedule of programs after the construction of the facility
  4. Describe the proposed facility: the purpose/use of each room, accommodation capacity, floor area, among others.
  5. Discuss how would the facility be managed and operated with what existing and/or future relevant resources to be established. Provide a detailed management or operation plan.

Annex VIII : Information, Education, and Communication (IEC) Project or Component

For projects involving IEC (as part of the subcomponents), please provide the following:

  1. IEC Plan and justify the necessity;
  2. Specify the objective, content, form, target audience, number of copies for print materials, breakdown of all items including equipment to be requested under GGP;
  3. Inventory of all equipment (specify functional and non-functional items); and
  4. Provide estimates from three possible printing agencies (for print materials) and suppliers for other items for purchase and/or installation

 

Annex IX : Memorandum of Undertaking (MOU) Format

 

April 13, 2004

 

To the Ambassador Ryuichiro Yamazaki
Embassy of Japan
2627 Roxas Blvd. , Pasay City

 

Dear Ambassador Yamazaki

:

 

Memorandum of Undertaking

(name of proponent) , in receiving the amount of (amount in words) ($_______) from the Embassy of Japan for The Project for ______________________________, do solemnly swear to fulfill the tasks set forth herewith as the proponent of the project. (name of proponent) shall perform its responsibilities as follows:

 

  1. To use the grant appropriately and exclusively for the proper execution of the project;
  2. To open a new account at any applicable bank exclusively for the grant;
  3. To provide annual status report for the project for at least five years even after the submission of midterm and final reports;
  4. To shoulder the additional costs in the event of sudden budget shortage during project implementation and do everything possible for the full completion of the project; and
  5. To ensure funds for the operation and maintenance of the project and sustain its positive results.

 

For and in behalf of our target beneficiaries, we therefore signify our commitment to this endeavor.

 

　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　Sincerely,

 

　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　(signature)
　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　 (name)
　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　　 (designation)