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Project Life cycle and database_OPC training
Transcript of Project Life cycle and database_OPC training
can propose a project?
AID wide Projects Team (PT)
Communicate decision to your primary contact, i.e. the person who sent you the proposal
Remove your chapter from the project entry
We are trying to add another chapter status "Not Approved" in future
Project proposal and budget
Meeting minutes for vote
Projects database entry number (must have the site visit report)
Updated NGO entry (with all the documents required for pre-screening
NGO contact/bank details (if needed)
Project Life Cycle and
AID projects DB
(part of OPC orientation call)
Is the project
from a new NGO?
New NGOs need to be pre-screened and entered in projects db
Aligned with AID's principles?
Legal requirements fulfilled?
FCRA document (must!!)
NGO registration document (must!!)
Annual reports of last 3 years
Audited financial reports of last 3 years
List of Board of directors/ Trustees/ Executive Body member
Documents required for pre-screening
Send to email@example.com
Please send us the required documents
Project entry in the database
Can be created only after NGO entry is made
A chapter OPC or PT member can make the project entry and "
submit for approval
Once approved the project status is "
" and visible in the
To take up the project for review, OPC needs to fill the
sections in the entry using "
The project status now becomes "
Review or Partial Review
Review at the Chapter
Identify an interested volunteer to be the Project Coordinator (PC)
Add them as Project coordinator to the database entry, to give them edit access
PC presents the project in chapter CSH for review
Make sure a site visit is conducted in the last two years
After the CSH discussions, the project proposal is put up for vote
Format of the voting resolution
A quorum of volunteers needed to vote
Who can vote? - Refer to AID by laws (available on AID Ghar)
Yes, No, Abstain
Results: Not approved OR Approved for funding
Approved for funding
Update the project database entry
Chapter status to '
Ready for CRF
The budget amount approved
Upload CSH presentation, any Q&A with the NGO, CSH approval minutes, site visit report (if not there already)
PC and chapter treasurer file Check Request Form (CRF) in the
new AID Treasury Database!
Email to project team for approval
Communicate decision to the NGO
To make the project entry you will:
Write summary of the project scope, goals and past achievements (as applicable)
*This information is public, once the project is funded. Please be mindful of that.
Upload following documents
Site visit report (if available)
Report of last year (if it is a continuing project)
Make sure corresponding NGO entry is complete
Submit for approval
Point of contact between the volunteers and the NGO
Presents and facilitates discussion on the issue and the work proposed by the NGO
Takes care of the administrative work for the project (database entry, file CRF, receipt)
Keep in touch with NGO post approval for updates and reports
Who is that?
Why visit the site?
Gain in person understanding of the project
Understand the local socio-economic conditions and cultural fabric of the benefactors
Creates and sustains the precious connection that AID has with the communities where we work
Broadens our understanding of nature of the problems faced by our NGO partners working at the ground level
Personally enriches and is a transformational opportunity to learn from direct experience
Continuous engagement with the NGO partner
NGO-AID google groups
Mid year review of project work
Any changes in the issue addresses and/or methodology
Involve volunteers beyond monetary support
Prepare material to showcase the project work
PT member will create the NGO entry in the database
Once created by PT, OPCs can edit the NGO entry
Update the NGO documents every year as needed
Post NGO approval
Post CRF approval
Treasury team wires funds after approval of the CRF by Projects team
Accompanied with a cover letter
NGO sends a receipt to firstname.lastname@example.org, and the concerned PCs
After receiving the receipt from the NGO,
Update the chapter status to
in project database entry
The project status becomes "
Funded or Partial Funded
At this point, the db entry is public
Once the NGO entry is made, time to add the project to the database
** AID Chapter Full name Community Service Hour **
DATE of MONTH, YEAR
Comma separated list of attendee names
Enter physical location (or conference call/email)
1) Item 1 (Presenter, Time)
2) Item 2 (Presenter, Time)
and so on
Minutes of the Meeting
a. Should contain financial resolutions
Format for Project voting resolution:
AID "chapter full name" approves Rs. XX* towards "Full project name as given in the proposal" undertaken by "Full NGO name as in the FCRA" for the duration of “month/year to month/year” OR for the year “year”.
Votes: Yes, No and Abstain.**
*Approve funds in INR, unless the project proposal is in USD
**Do not have to include who voted what, sufficient to just include the numbers
CSH Minutes Format
AID Minutes Database