ANSA-EAP uses, among others, the Concept Note and the Aide Memoire to improve project and activity management. Templates of these tools can be downloaded under Documents on the right side of this window.

ANSA-EAP uses the Concept Note format to describe in a concise, focused way specific initiatives and follow through on them. ANSA-EAP considers a Concept Note useful for different purposes:

– an emerging idea
– a proposed activity
– a proposed project prior to a fully written terms of reference [ToR] or Project Proposal
– report of a consultation or discussion
– summary of field work done.

The Concept Note is an activity brief that selectively provides key information. The generic template below does this through a series of questions.

ANSA-EAP CONCEPT NOTE TEMPLATE

Activity

Descriptive title of proposed activity. For example:

Audio/Video Conference to Discuss Preparations for the Mongolia SAc Scoping Study

 

 

Date

When is/are the target date(s), including prep and post activity ?

 

 

Background

What prompted this idea/proposed activity? What is the impetus for this proposal?

What is this activity going to build on? What is the rationale for this proposal?

How relevant is your proposed activity/initiative to specific [ANSA-EAP] agenda/plans? What needs, problems, gaps will this proposed activity address?

If appropriate – How are they contributing to the [ANSA-EAP] result framework?

For example:

IRIM, the contractor conducting the Mongolia Scoping Study, has submitted two outputs: a) the first draft of the study, and b) documentation of a validation workshop that was conducted during the first week of July. Both underwent review by the ANSA-EAP team on Aug 9. In addition to the comments and recommendations already embedded in the draft document, the following recommendations were put forward:

a)     To pull together the data into one cohesive write-up;

b)     To conduct a series of “handholding sessions” with IRIM to guide the researchers in “squeezing out” relevant information from the raw data; and,

c)     To conduct a validation session with the members of the Mongolia Conveners Group (MCG) and other stakeholders (e.g. WB, UNDP), together with the ANSA-EAP team.

Also, it was observed that the mapping study is a critical input to future social accountability initiatives in Mongolia. In a more proximate way, the mapping study will help inform the overall design of WB and ANSA-EAP’s Social Accountability Learning in Action Program (SACLAP), which is due for implementation in the last quarter of 2010.

 

 

Objectives

What are the objectives (general and specific)?

Any concrete outputs?

For example:

Given the above, the objectives of the audio/videocon activity are the following:

a)     To provide a venue for the MCG, WB, and UNDP, on the one hand, and the ANSA-EAP team, on the other hand, to review and input their recommendations for the purpose of enriching the study output; and,

b)    To help inform and provide initial input to the design of SACLAP.

 

 

Activities

What are the main steps or activities?

 

 

Expertise

What is the experience of ANSA-EAP or the partner organization involved in the activity in managing such an initiative?  If none do you have an external resource person/expert we can contract?

If applicable— What is the experience of the partner organization and our implementing partner(s) of the issues to be addressed?

 

 

Requirements

What are the key activities?

What are needed (inputs) to make this proposal happen?

From ANSA-EAP

–          Which component/suggested team members? And what will be their main tasks

–          Facilities

–          Funds

–          Others (endorsements, ground work, etc.)

From partners/external resource groups or persons.

For example:

Key Activity: VideoCon

Following are the requirements:

a)     Communication facility. WB-Mongolia (through Sun Jii?) to request for the use of the video conferencing facility of WB-Manila office

b)     Documentor

c)     Common timetable (not later than Aug 20?)

d)    Prepared discussion/talking points (c/o Research)

 

 

Participants

Who will be directly involved? Names (if any) of organizations?

Or if more appropriate, Who will be your main implementing partners?

Why these participants?

What is the length of your relationship with them and how will they be involved in the initiative/activity?

What will be the participant’s take home value?

For example:

The following will participate in the activity:

Mongolia

  • IRIM researchers (lead: Ariunaa)
  • Members of the MCG (lead: Undral)
  • WB representative (Sunji?)
  • UNDP representative

Philippines

  • ANSA-EAP team members (lead: Research)

 

 

Risks & Areas for Concern

What are the risks that need to be taken into account in this initiative? 

What are the specific risks to ANSA-EAP, and risks to the partners or parties involved?

Any administrative risks involved?

 

 

Target Dates

Major milestones, if applicable

 

 

Budget (Needed Resources)

Is this activity or initiative in the budget?

If “Yes”, will the budget cover the expected costs adequately?

If “No”, how do you propose to leverage needed funds?

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