Because works on assessment of applications submitted to Lot III – Equal opportunities and social integration are
advanced, we would like to share with you notes and comments from the
assessors. We hope they will help you to “transfer” good project ideas into our
Comments are written in connection to specific sub-points of the
1.1 Project title
Project title is not technically assessed. It should be remembered
however to make it short and corresponding to activities planned in the
project. It can be helpful in project completion process while the title will
be presented on posters, leaflets and other materials connected with project
2.5.3 Currently run projects
This point should include precise information about projects in
completion, which were indicated in point 2.5.2 of the table. It will allow
easier assessment of the applicant’s experience. It is important to indicate
whether the projects in question were completed in a partnership and if the
applicant were a partnership’s leader. While indicating the project’s value it
is advisable to unify the currency and to present the projects’ value in PLNs.
3.1 Detailed project
This place in the Application often lacks coherent and organised descriptions
Things to remember:
1. In case of a social project recruitment
is a very important part of activities and should be correctly described,
that is: include information on the ways of informing the end-recipients about
participation in the projects, a way to apply for the project, basic criteria
assessment and criteria of additional recruitment (e.g. an interview,
information about the participant’s motivation).
2. It is good to organise the project description chronologically
3. While describing an activity, for example a training, the applicant
should present such elements as: the training’s subject, headcount of training
groups, training days, used methods, information about the trainer and the
training place. If such information is presented in a different place of the
Application form (e.g. point 3.4.3), the detailed description in this point can
4. Project description can also include information on additional
activities – care of dependent people, return of travel costs of the
5. One should note the complementary activities. For example if the
applicant organises many types of activities, a connection between them should
6. The description should be coherent with other parts of the
Application form, e.g. point 3.4 of the form – Activities, completion schedule,
7. Description should include information about project completion
monitoring and its evaluation after the project is completed.
3.2 Project justification
Project justification is an element of
the Application form which is presented without necessary attention; therefore
we would like to draw your attention for some elements which should be considered
while writing the Project justification.
1. Please describe situation in the planned project completion area.
2. Target group description is an important element of the project.
Omitting the description indicates a lack of preparations for project’s completion.
Target group/groups analysis should include at least such elements as problems
analysis, obstacles and needs and requirements of the target group.
3. Target group’s characteristics should include a division considering
important group features, such as age or gender and indication of particular
needs and requirements in this context.
4. Each target group should be briefly characterised. For example if the
project supports voluntary workers and the disabled, both of these groups
should be characterised basing on commonly available data (work offices,
reports and analyses, MSO data) and own data (elaboration on own
questionnaires, experience in project realisation, own reports, research).
Presenting such information in the Application form shows the knowledge of the
target group and possibility for support of the group by planned activities.
5. In this part, please conceder the calculation and justify the
3.3.2 Description and
justification for completion of investment activities
This part of the Application form should include a justification of
expenses for investment activities. It is an often mistake to justify the need
to take investment expenses as they are important for reinforcement of the
Applicant’s infrastructure. It should however be shown as important to
efficient completion of the project. The justification should be very precise.
In this place it should be underlined that the NGO Fund is mainly
focused on supporting the social activities. If the planned activities are
infrastructural, they have to be necessary for efficient project completion. A
different approach, where infrastructural activities have to be completed with
an addition of „soft” activities will cause a decrease of points in technical
assessment or complete project rejection. For example a project based on
building modernisation and running a training for the Applicant’s employees,
can be considered by the assessors as not reaching 50% of the possible points
and therefore making it as ineligible for granting.
3.4.2 Activities cost and balance
The Applicants often make a mistake of presenting imprecise description
of planned activities in the table of Activities
cost and balance. The table should not name activities with costs
categories. For example, instead of “Costs of leaflets and posters printing”
one should write „Participants recruitment” along with a description of sub-activities
which make the activity, that is “printing of leaflets and posters, telephone
calls costs, advertisement materials distribution”. It is worth to include
planned total of costs of presented activities in the table Name and scope of the activity. For
example “Conducting trainings: organization of the training for the unemployed
(costs of lodging, food, training rooms): 3 levels of training x 3 days x 16
persons x 250.00 PLN per person.” and insert correct data in corresponding
3.5.1 Compliance of project
aims with Financial Mechanisms' and NGO Fund's aims
In this point of the Application form the Applicant can directly
indicate that the aims which the project will complete are compliant with the
aims of Financial Mechanisms and the aims of the NGO Fund. Information about
the Financial Mechanisms’ and NGO Fund’s aims is presented in the NGO Fund
Procedures Handbook Lot II Environmental
Protection and sustainable development and Lot III Equal opportunities and social integration.
It is an often mistake made by the beneficiaries while filling in
point 3.5.1 is to indicate proposals for activities in reference to subject
areas instead of referencing of project
aims to Lot aims and next NGO Fund’s aims with indication to Financial Mechanisms’ aims which the
project will complete.
3.5.2 Indicators of project
This part of the Application form gives some problems to the Applicants.
At this point it is important for the Applicant to be able and indicate
measurable and immeasurable effects of these activities.
effects is for example the number of recruited participants, number of trained
participants, number of publications printed and distributed and other
connected with completed project peculiarity.
Quality measurable results of the project
is for example buying or increasing knowledge – measured by
tests conducted after the planned activity, motivation increase – is defined basing on psychologist’s, therapist’s
The applicants often omit an indicator which is for example finding employment by a given ratio of the project’s participants.
3.6 Project management
This is a place in the Application form where a structure of management
planned for the project should be presented. If the salary costs are a
significant part of the project it is good to justify them in this part of the
Description of the management structure should take into consideration
the partner’s role in the project. In this place posts and duties connected
with them should be presented. Lack of information about subcontractors
management in the project is an often mistake made by the Applicants.
3.7.2 Partner’s role in the
The NGO Fund promotes activities undertaken in cooperation with the partners;
therefore it is good for the project planned for a wide range of end-recipients
e.g. whole society of a given gmina was completed in a local partnership. The
applicants do not fully use the possibilities given by the partnership and it
happens that the partner is a cooperating institution – supports promotion,
exchange of good practice instead of for example completing the project together.
It is good to make a partnership with diverse institutions which are able to
significantly contribute to increase the project’s influence and to support the
Applicant in project completion.
3.8 Project’s durability
Project’s durability is one of the main elements of Applications
assessment; therefore it is worth to indicate following elements which show the
possibility to continue activities started by the project:
1. Information on sources of further activities co-financing – what
funds or institutions the Applicant plans to use in order to continue the
2. Information on the influence on the target group – measurable change
of their situation as a result of project completion.
3.9 Horizontal policies
the NGO Fund requires from the applicants to contribute to completion of
horizontal policies of the Financial Mechanisms by completing their projects.
For example, horizontal policy Equal
opportunities for men and women can by completed by activities which
support for women and/or
in the analysis of the target group a consideration has been taken for
an analysis of the gender or/and
project has supporting activities of representatives of a given gender or/and
a selection of activities has been made with consideration to the gender
criterion (and it is not a stereotypical selection).
Other policy, good management,
can be expressed in the project by including the target group into
identification process, formulating and implementing the project, creating
structures in partnership project (partnership council) or by providing
transparency of activities.
We hope that the above comments and indications for the Application form
will help you to prepare projects for the NGO Fund.
NGO Fund’s team