Small Project Assistance Peace Corps Burkina Faso

Dan Rooney, Mariama Barry, Margot Lompo IST 2011

Overview:
What is SPA? How do I apply for funding? What is the administrative process / Points of contact What are time frames? How can I help by submitting complete documentation?

Objectives:
Understand the administrative process/time frames for SPA Activities Understand the application requirements Understand the post funding documentation requirements and close out deadlines

What are SPA Grants?

Grants to local community groups for implementing small-scale, self-help activities; Through the SPA program, the technical knowledge and skills of PCVs are combined with financial resources of USAID to help communities help themselves; Purpose: To assist communities, acting in collaboration with PCVs, to identify common local community concerns, and to develop strategies and activities to address those concerns.

BF SPA Funding Categories:

Maternal and Child Health/Family Planning Water & Sanitation HIV/AIDS

Allowable Activities:
You have access to the full 100 pages of USAID guidance and it would be a worthwhile read for anyone interested in NGO work. But when reviewing it, recall that just because an activity is allowable, doesnt mean it falls under Peace Corps parameters. (For example: research, developing new techniques, etc.)

MCH/FP Examples (1)

Training of health workers Providing education for pregnant women Providing reproductive health information for adolescent girls Life skills training for adolescent girls Activities directed to men

Water & Sanitation Examples

Fixing and/or upgrading village wells Constructing community pump wells Small scale water filtration systems (e.g. spring boxes) Training and capacity building targeting improved water conservation, productivity and access to support domestic and agricultural uses Latrine construction and maintenance Post flood water and sanitation assistance and training on best practices for water and sanitation in refugee camps (Burkina Faso) School-based and home-based hand washing system installation Household water usage and hygiene Trash collection in cities and big villages

WAT SAN Note:

Please note that although in FY10 lowcost irrigation systems for community and school gardens and digging wells for community and school gardens were permitted activities, USAID has concluded that they fall outside the permitted activities of WASH,

HIV/AIDS Examples
Any activity* related to the dissemination of information on HIV AIDS transmission or activities that target persons living with HIV AIDS. *consistent with other SPA guidance

The Administrative Process:

1. Application submitted to appropriate PCV Committee (details follow)
PCV Committee review and replies to PCV with questions or approves and submits to Programming & Training Committee (P&T) the APCDs, PTAs, and VSO. PCV Committee informs PCV if project submitted to P&T

The Administrative Process:

2. Within two weeks, the P&T point of contact will review and approve or reply to PCV with questions.
During this period, PCVs may contact the VSO for update on status.

3. P&T will submit to VSO, who will work with admin to fiscally code and submit to Washington.
This will take two weeks

The Administrative Process:

4. Admin will request that the funds are deposited directly into the PCVs account.
PCV point of contact for questions is the VSO. This can take up to four weeks.

Time Frame:
You should expect two months from the time that the PCV Committee reviews your proposals until funding. This assumes all of your paperwork is in order. (details to follow.)

MCH/FP due dates, Point of Contact

Projects should be emailed to: burkinafasogad@yahoo.com Due dates are:
Feb 3 (tentative) April 7 July 7 Dr. Claude and Zallia are available as technical resources

WAT/SAN due dates, Point of Contact

Projects should be emailed to FSCBurkina@gmail.com Due dates are:
Feb 11 May 20 August 1

Dan and Andre are available to provide access to technical resources

HIV/AIDS due dates, Point of Contact

Projects should be emailed to: atfburkina@gmail.com Due dates are:
Jan 21 April 8 July 8

Dr. Claude is available as a technical resource

The Application
All parts of the application must be filled out. Do not forget your program element! Your timeframe must include a project completion date and a final report submission date. Your project will not be considered if the Appendix 3 is not concurrently submitted.

The Application (2)

Do not forget the estimated number of participants. Do not add the currency abbreviation (ie CFA) to the budget or the formulas will be inaccurate. Note: the exchange rate will be as of the day that funds are disbursed. You can find current rates via www.xe.com or the cashier in the office.

The Application (3)

Each committee maintains a unique application. You cant use the WAT/SAN application for a HIV/AIDS project. Applications are available via sharepoint, www.pcburkina.org, your committee point of contact, and your APCD. The SPA handbook is also saved here.

Application (4)

Lets go through an application together!

General Application Guidance

A. B. C. D. E. F. G. Description of Need/Problem Background Info Goals & Objectives Project Design & Action Plan Cost breakdown / Budget Monitoring & Evaluation Addenda (pro-forma invoices, quotations, letters of support, etc.)

Proposal Development (1)

They should be Low cost Grassroots Sustainable Community training (not outside local community) Self-help

Proposal Development (2)

They should be

Community development
Capacity building Local group conception and implemented Requires sizable cash and/or in-kind contribution Self-reliant project

One year length from obligation

Proposal Development (3)

the activity must fall within the broad area of community development; the activity must be conceived by PCV and the community group; local group must devote some of its own resources (varies by committee); activity completed within one year (3 month after swearing-in and 3 months before COS); SPA Grant contribution CANNOT exceed $3,500; Labor not to exceed $10000; Travel/Per Diem not to exceed $1000. Project must NOT encourage continued reliance on U.S.

Limitations on SPA grants

SPA funds may not be used for:

Admin costs associated with placement & assignment of PCV (ex.: PCV housing, per diem, or transport);
Overhead or other administrative costs associated with a SPA activity (utility bills, office rentals, telephone bills, faxing, Internet service, etc); Assistance in the promotion or conduct of religious activities or to construct religious facilities not allowed; Financing police, military or prison activities and programs not allowed;

Close Out Reporting

Save your receipts! Every CFA must be accounted for You have 30 days from the end of your project to submit your report. Reports should be submitted to Mariama Barry, the VSO

When possible, draft a success story with photos in addition to the narrative report

Close Out Report

Lets go through a Close Out Report Together!

Practice:
Break into for groups: One will review a proposal, One will draft an application, Two will close out a proposal.