European Union

Examples of Completed VE Project Logframes, Budgets and Workplans

****Organisations can use these as a guide to assist in understanding how to complete the grants
application form. Please do not use the exact examples below in your proposal

PROJECT OBJECTIVE, OUTCOMES AND OUTPUTS

First Example:

Guests are hungry and

thirsty Problem
Analysis

To provide adequate
food and drink to Overall, General
guests Objective (Solution
of Problem)

Outcome #1: Outcome #2:

5 guests have 5 guests have Specific
been fed at been served Outcomes
lunch-time (with drinks at lunch- (concrete
at least one full time (with at results
plate of meat, least one cup of necessary for
porridge and tea, and/or one producing
dumplings) on can of soft drink) solution)
30 August 2008, on 30 August
at a cost not 2008 , for a total
exceeding ZAR cost of ZAR 50.-
20.- per plate
Outputs
(action
1.) 2.) 3.) 1.) Soft 2.) results that
Meat has Porridge Dumplings drinks have Tea has have been
been has been have been been been achieved)
prepared, prepared, prepared, purchased, purchased,
cooked cooked cooked and cooled and heated up
and and served served and served.
served served

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 European Union

Second Example:

Housemothers in one-stop
shelters of XYZ Province do Problem
not have capacity to deal with
suicidal clients

To better enable housemothers of one-stop

shelters in XYZ Province to deal with Objective
suicidal clients (Solution of the
Problem)

Outcome #1: Outcome #2: Outcome #3:

60 housemother 60 housemother 60 housemother
volunteers of X volunteers of X volunteers of X
one-stop shelter Outcome #2:
one-stop shelters one-stop shelters in
in XYZ Province 5inguests have
XYZ Province XYZ Province
have received been
have served
been have visited one
two 5-day drinks at lunch-
supervised and Model One-Stop Outcomes (results
workshops (one time (withtwice
coached at Shelter in XXX necessary for
in June 2008 and least one cup
per week for of
45 Province to producing
one in November tea, and/or one
minutes exchange solution)
2008) through can of softJuly
(between experiences with
Expert Dr. ABC drink).
2008 and professional
on how to October 2008) housemothers prior
monitor and on how to to September
interact with interact with 2008, for a cost not
suicidal clients suicidal clients, exceeding ZAR Outputs
24 hours/day, at a at a cost not 40000.- (action
cost not exceeding ZAR results that
exceeding ZAR 100000.- have been
250000.- achieved)

Training Consensus Training Date Logistical Training

Consultant reached on and Venue training impacts
recruited Training selected support evaluated
Curriculum provided

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 European Union

LOGFRAME EXAMPLES

First Example:

Outcome 1: 5 guests have been fed at lunch-time (with at least one full plate of meet,
porridge and dumplings) on 30 August 2008, for a cost not exceeding ZAR 20.- per plate
Outputs Activities Indicators Means of Verification
1.) Meat has been Prepare, cook and serve Guests eat all the Left-over bones, empty
prepared, cooked meat meat served to them plate
and served
2.) Porridge has Prepare, cook and serve Guests eat all the Empty plate; eye-witness
been prepared, porridge porridge served to reports of compliments
cooked and served them made to the host
regarding excellent
porridge
3.) Dumplings have Prepare, cook and serve Guests eat all the Empty plate; eye-witness
been prepared, dumplings dumplings served to reports of compliments
cooked and served them made to the host
regarding excellent
dumplings

Second Example:

Outcome 1: 60 housemother volunteers of X one-stop shelter in XYZ Province have received two
5-day workshops (one in June 2009 and one in November 2009) through recognized expert on how
to monitor and interact with suicidal clients 24 hours/day, at a cost not exceeding ZAR 250000.-
Outputs Activities Indicators Means of
Verification
1. Expert Advertise consultancy Training consultant has Copy of contract
consultant Sunday Newspaper; signed contract document
recruited interview candidates,
and select preferred
candidate
2. Curriculum Consultant develops Training curriculum Copy of training
outline curriculum and obtains curriculum
approved approval of project
coordinator
3. First five-day Select training date and Participants have Participation list; Copy
training venue; implement attended training at of contract with
implemented training Conference Centre Conference Centre

4. Second five- Select training date and Participants have Participation list; Copy
day training venue; implement attended training at of contract with
implemented training Conference Centre Conference Centre
5. Training Request feedback from Participants have Summary of evaluation
impacts trainees regarding first expressed satisfaction results; copy of
assessed and second 5-day and confirmed adequacy individual evaluation
trainings. of training curriculum sheets

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 European Union

EXAMPLES OF LOGFRAMES FOR OBLIGATORY M&E,

CAPACITY BUILDING & GOVERNMENT INFORMATION
EXCHANGE OUTCOMES

Obligatory Outcome 1: Effective monitoring and evaluation of project activities, for a

cost not exceeding ZAR XXX.-
Outputs Activities Indicator Means of
Verification
M&E plan with clear targets Develop project Assessment Instrument Assessment Report;
for housemother training M&E plan Tested Copy of Gantt Chart
and coaching developed.
Reporting mechanisms for Communicate No. Project staff trained Training reports;
housemother trainer, monthly in M&E. Monthly reports samples of monthly
coaches and capacity reporting received in good quality reports
development assistants requirements to
established and operational trainer / staff
M&E mainstreamed into Train No. of housemother Copy of housemother
housemother work plans housemothers reports received in good reports
and work schedule. how to report quality
on client
progress and
service delivery

Obligatory Outcome 2: Enhanced staff capacity to manage and implement project

activities, for a cost not exceeding ZAR XXX.-
Outputs Activities Indicators Means of
Verification
6. Job ToRs presented to 8 Draft ToRs ToR document available Copy of ToR
Staff Members as part of project
document
7. Signed Learning Discuss and Staff member has Copy of Learning
Contract draft learning defined learning goals Contract
goals for next 6 months
8. 12 bi-monthly on-the-job Observe staff Oral and written Copy of feedback
performance M&E, and member while feedback provided, report
feedback provided carrying out agreed and understood
responsibilities by staff member
9. Staff performance Meet with staff Staff performance Copy of performance
evaluated to assess assessed assessment containing
learning signatures of both
achievements supervisor and staff

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Obligatory Outcome 3: Effective exchange of information / communication on project

achievements / results with government, for a cost not exceeding ZAR XXX.-
Outputs Activities Indicators Means of
Verification
1. Project opening Invite Conference held Photos, list of
conference held with representatives participants attending
representatives of , organize conference
provincial government location, send
departments attending out invitations
2. Midterm project Visit Meeting took place Photos, minutes of
progress report visit government between CSO and meeting
counterparts to government
share mid-term representatives
project
achievements
3. Project closing Invite Closing ceremony held Photo, press articles,
ceremony held community and invitation letters,
government agenda of ceremony
stakeholders

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EXAMPLE OF A VEP BUDGET
BUDGET (Please add rows and details as necessary. Please be as detailed and precise as possible. Please breakdown the total
budget into proposed expenditure per quarter). This is a sample budget is for a 6 month training project.
Cost TOTAL
Total % of Total EXPENDITURE 2009 EXPENDITURE 2010
Unit No of No of per AMOUNT
Cost Cost to be
EXPENDITURES Descrip- Units Units Unit REQUEST Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
(in charged to
tion (A) (B) (in ED IN ZAR Jan- Apr- Jul- Oct- Jan- Apr- Jul- Oct-
ZAR) project
ZAR) Mar Jun Sept Dec Mar Jun Sept Dec
ADMINISTRATIVE FOR
COSTS ADMIN
COSTS
ONLY
1. Operational
Staff
(administrator
s, finance,
logistics)
1.1. Project Person/
1 6 28000 168000 50% 84000 42000 42000
Coordinator month
1.2. Training Person/
1 5 11000 55000 100% 55000 25000 30000
Coordinator month
Person/
1.3. Office Assistant 1 6 2000 12000 50% 6000 3000 3000
month
Person/
1.4. Office Cleaner 1 6 1600 9600 50% 4800 2400 2400
month
SUBTOTAL
149800 72400 77400
Operational Staff
2. Transport (car
rent, kilometer
claim)
# of
trips/nu
2.1. Kilometer claim 100 100 3 30000 100% 30000 15000 15000
mber of
km
2.2.
SUBTOTAL 30000 15000 15000

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Transport

Cost TOTAL
Total % of Total EXPENDITURE 2009 EXPENDITURE 2010
Unit No of No of per AMOUNT
Cost Cost to be
EXPENDITURES Descrip- Units Units Unit REQUEST Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
(in charged to
tion (A) (B) (in ED IN ZAR Jan- Apr- Jul- Oct- Jan- Apr- Jul- Oct-
ZAR) project
ZAR) Mar Jun Sept Dec Mar Jun Sept Dec
ADMINISTRATIVE FOR
COSTS ADMIN
COSTS
ONLY
3. Public Transport
(taxi, plane or bus
tickets etc)
3.1. Taxi fees to Taxi/
1 52 100 5200 100% 5200 3000 2200
project sites # Trips
3.2
3.3
SUBTOTAL Public
5200 3000 2200
Transport
4. Office Rent per
expenditures (rent, month,
electricity, water electrici
etc) ty etc.
#
4.1. Office rent offices / 1 6 4500 27000 50% 13500 6750 6750
month
#
4.2 Electricity offices / 1 6 1500 9000 50% 4500 2250 2250
month
#
4.3 Water offices / 1 6 500 3000 50% 1500 750 750
month
4.4
SUBTOTAL Office
22650 9750 9750
Expenditures

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 Cost TOTAL
Total % of Total EXPENDITURE 2009 EXPENDITURE 2010
Unit No of No of per AMOUNT
Cost Cost to be
EXPENDITURES Descrip- Units Units Unit REQUEST Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
(in charged to
tion (A) (B) (in ED IN ZAR Jan- Apr- Jul- Oct- Jan- Apr- Jul- Oct-
ZAR) project
ZAR) Mar Jun Sept Dec Mar Jun Sept Dec
ADMINISTRATIVE FOR
COSTS ADMIN
COSTS
ONLY
5. Office furniture
and technical piece
equipment
5.1. Desk and Chair
for Training piece 1 1 3000 3000 100% 3000 3000
Coordinator
5.2. Laptop for
piece 1 1 8000 8000 100% 8000 8000
Training Coordinator
5.3. Book shelf for
piece 1 1 1000 1000 100% 1000 1000
training coordinator
SUBTOTAL Office
furniture and
12000 12000
technical
equipment

6. Communications

recharge
6.1. Cell Phone
person/ 2 6 360 4320 100% 4320 2160 2160
Units
month
Fee /
6.2. Land Line Fees 1 6 500 3000 50% 1500 750 750
month
6.3.

SUBTOTAL
5820 2910 2910
Communications

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 Cost TOTAL
Total % of Total EXPENDITURE 2009 EXPENDITURE 2010
Unit No of No of per AMOUNT
Cost Cost to be
EXPENDITURES Descrip- Units Units Unit REQUEST Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
(in charged to
tion (A) (B) (in ED IN ZAR Jan- Apr- Jul- Oct- Jan- Apr- Jul- Oct-
ZAR) project
ZAR) Mar Jun Sept Dec Mar Jun Sept Dec
ADMINISTRATIVE FOR
COSTS ADMIN
COSTS
ONLY

7. Other Costs

Toner/
7.1 Toner for Printer 1 6 1000 6000 50% 3000 1500 1500
month
Number
of
7.2 Photocopy 2500 6 1 15000 100% 15000 7500 7500
copies/
month
Packet
7.3 Paper @ 500/ 1 6 180 1080 100% 1080 1080 0
month
7.4 Misc. Stationary Cost/
1 6 500 3000 100% 3000 1500 1500
costs month
SUBTOTAL Other
22080 11580 10500
Costs
SUBTOTAL 244000
ADMINISTRATIVE 126640 117760
COSTS

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 Cost
Total % of Total TOTAL EXPENDITURE 2009 EXPENDITURE 2010
Unit No of No of per
Cost Cost to be AMOUNT
EXPENDITURES Descrip- Units Units Unit Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
(in charged to REQUEST
tion (A) (B) (in Jan- Apr- Jul- Oct- Jan- Apr- Jul- Oct-
ZAR) project ED IN ZAR
ZAR) Mar Jun Sept Dec Mar Jun Sept Dec
PROGRAMMATIC
COSTS 100%
OUTCOME 1: 60 Housemother Volunteers of 4 One-Stop-Shelters in Gauteng
Province have received two five-day workshops through recognized expert on
how to monitor and interact with suicidal clients 24 hours daily
Output 1.1. Expert
Training
Consultant
Recruited
a.) Advertise Announce
Vacancy in Sunday ment / 1 1 9600 9600 100% 9600 9600 0
Newspaper # Sundays
Output 1.2.
Curriculum
Outline Approved
a) Consultant fee
for curriculum and Consultant
1 4 1500 6000 100% 6000 6000 0
materials / day
development
b) Consultant travel
(plane two-way
ticket + taxi pick-
up) to meet with
Ticket /
project coordinator 1 1 3700 3700 100% 3700 3700 0
person
to share and
discuss curriculum
and pedagogical
materials.

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 Cost
Total % of Total TOTAL EXPENDITURE 2009 EXPENDITURE 2010
Unit No of No of per
Cost Cost to be AMOUNT
EXPENDITURES Descrip- Units Units Unit Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
(in charged to REQUESTE
tion (A) (B) (in Jan- Apr- Jul- Oct- Jan- Apr- Jul- Oct-
ZAR) project D IN ZAR
ZAR) Mar Jun Sept Dec Mar Jun Sept Dec
PROGRAMMATIC
COSTS 100%
Output 1.3. First
5-day training
implemented
a) Consultant fee
(including Consultant
1 5 2000 10000 100% 10000 10000 0
accommodation / day
cost)
c) Consultant
travel (plane two- Ticket /
1 1 3000 3000 100% 3000 3000 0
way ticket + taxi person
pick-up)
d) Rental of two Venue /
2 5 950 9500 100% 9500 9500 0
training venue day
Person/
e) Lunch / snacks 60 5 350 105000 100% 105000 10500 0
day
Person/
f) Stationary 60 1 100 6000 100% 6000 6000 0
workshop
g) Pedagogical Person / #
60 50 1 3000 100% 3000 3000 0
materials of copies
# Blocks
h) Flipchart, etc.
@40
and Masking 1 3 130 390 100% 390 390 0
sheets
Tape
/workshop
#
i) Whiteboard
markers 1 25 20 500 100% 500 500 0
markers
/workshop

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 Cost
Total % of Total TOTAL EXPENDITURE 2009 EXPENDITURE 2010
Unit No of No of per
Cost Cost to be AMOUNT
EXPENDITURES Descrip- Units Units Unit Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
(in charged to REQUESTE
tion (A) (B) (in Jan- Apr- Jul- Oct- Jan- Apr- Jul- Oct-
ZAR) project D IN ZAR
ZAR) Mar Jun Sept Dec Mar Jun Sept Dec
PROGRAMMATIC
COSTS 100%
Output 1.4.
Second 5-day
training
implemented
a) Consultant fee
(including Consultant
1 5 2000 10000 100% 10000 10000 0
accommodation / day
cost)
c) Consultant travel
(plane two-way Ticket /
1 1 3000 3000 100% 3000 3000 0
ticket + taxi pick- person
up)
d) Rental of two Venue /
2 5 950 9500 100% 9500 9500 0
training venue day
Person/
e) Lunch / snacks 60 5 350 105000 100% 105000 10500 0
day
Person/
f) Stationary 60 1 100 6000 100% 6000 6000 0
workshop
g) Pedagogical Person / #
60 50 1 3000 100% 3000 3000 0
materials of copies
# Blocks
h) Flipchart, etc.
@40
and Masking 1 3 130 390 100% 390 390 0
sheets
Tape
/workshop
#
i) Whiteboard
markers / 1 25 20 500 100% 500 500 0
markers
workshop

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 Cost
Total % of Total TOTAL EXPENDITURE 2009 EXPENDITURE 2010
Unit No of No of per
Cost Cost to be AMOUNT
EXPENDITURES Descrip- Units Units Unit Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
(in charged to REQUESTE
tion (A) (B) (in Jan- Apr- Jul- Oct- Jan- Apr- Jul- Oct-
ZAR) project D IN ZAR
ZAR) Mar Jun Sept Dec Mar Jun Sept Dec
PROGRAMMATIC
COSTS 100%
Output 1.5.
Training Impacts
assessed
a) Consultant fee
for preparing Consultant
1 1 1500 1500 100% 1500 1500 0
impact / evaluation / day
report (1st training)
b) Consultant fee
for preparing
Consultant
impact / evaluation 1 1 1500 1500 100% 1500 0 1500
/ day
report (2nd
training)
SUBTOTAL
297080 295580 1500
Outcome 1
OUTCOME 2:
Output 2.1.
a)
b)
Output 2.2.
a)
b)
SUBTOTAL
100%
Outcome 2

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 Cost
Total % of Total TOTAL EXPENDITURE 2009 EXPENDITURE 2010
Unit No of No of per
Cost Cost to be AMOUNT
EXPENDITURES Descrip- Units Units Unit Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
(in charged to REQUESTE
tion (A) (B) (in Jan- Apr- Jul- Oct- Jan- Apr- Jul- Oct-
ZAR) project D IN ZAR
ZAR) Mar Jun Sept Dec Mar Jun Sept Dec
PROGRAMMATIC
COSTS 100%
OUTCOME 3:
Output 3.1.
a)
b)
Output 3.2.
a)
b)
SUBTOTAL
100%
Outcome 3
OBLIGATORY OUTCOME 1: Effective monitoring and evaluation of project
activities, for a cost not exceeding ZAR XXX.-
Output 4.1.
a)
b)
Output 4.2.
a)
b)
SUBTOTAL
100%
Outcome 4

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 Cost
Total % of Total TOTAL EXPENDITURE 2009 EXPENDITURE 2010
Unit No of No of per
Cost Cost to be AMOUNT
EXPENDITURES Descrip- Units Units Unit Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
(in charged to REQUEST
tion (A) (B) (in Jan- Apr- Jul- Oct- Jan- Apr- Jul- Oct-
ZAR) project ED IN ZAR
ZAR) Mar Jun Sept Dec Mar Jun Sept Dec
PROGRAMMATIC
COSTS 100%
OBLIGATORY OUTCOME 2: Enhanced staff capacity to manage and implement
project activities, for a cost not exceeding ZAR XXX.-
Output 5.1.
a)
Output 5.2.
a)
SUBTOTAL
100%
Outcome 5
OBLIGATORY OUTCOME 3: Effective exchange of information / communication
on project achievements / results with government, for a cost not exceeding
ZAR XXX.-
Output 6.1.
a)
Output 6.2.
a)
SUBTOTAL
100%
Outcome 6
PROGRAMMATIC
COSTS 100%
SUBTOTAL
PROGRAMMATIC 100% 297080
COSTS
TOTAL PROJECT
COST (A+O) 541480

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 EXAMPLE OF A VEP WORKPLAN

I. WORK PLAN (Shade applicable areas and include target numbers for each quarter to measure achievements against performance indicators per quarter per line item.
Please add more rows as necessary. Include all Outcomes.)

PROPOSED PERFORMANCE TARGETS 2009 2010

EXAMPLE Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4
OUTCOME 1: 60 housemother volunteers of
4one-stop shelter in Gauteng Province have
received two 5-day workshops (one in June
2008 and one in November 2008) through 60 60
recognized expert on how to monitor and
interact with suicidal clients 24 hours/day, at a
cost not exceeding ZAR 250000.-
Output 1.1 Expert Training Consultant Recruited X
Output 1.2 Curriculum Outline Approved X
Output 1.3 First Five-Day Training Implemented X
Output 1.3 Second Five-Day Training
X
Implemented
Output 1.5. Training Impacts Evaluated X X
OUTCOME 2:
Output 2.1
Output 2.2
OUTCOME 3:
Output 3.1
Output 3.2

o be continued, next page

Work plan, continued

PROPOSED PERFORMANCE TARGETS 2009 2010
EXAMPLE Qtr 1 Qtr 2 Qtr 3 Qtr 4 Qtr 1 Qtr 2 Qtr 3 Qtr 4
OBLIGATORY OUTCOME 1: Effective
monitoring and evaluation of project activities,
for a cost not exceeding ZAR XXX.-

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Output 1.1 Recruit expert consultant
Output 1.2 Agree on curriculum
OBLIGATORY OUTCOME 2: Enhanced staff
capacity to manage and implement project
activities, for a cost not exceeding ZAR XXX.-
Output 2.1
Output 2.2
OBLIGATORY OUTCOME 3: Effective
exchange of information / communication on
project achievements / results with
government, for a cost not exceeding ZAR
XXX.-
Output 3.1

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