Implementation Strategy and Budget
Outline:
This project will run for five and a half years and has a total budget of $10,500,000. If a decision is made to open new National Offices after the third year and establish a Network Service this would increase the budget by $4,220,000 to $14,720,000. All budget figures provided in the report reflect the total cost for that particular office or service for the life-of-project. The implementation strategy and budget proposed herein is based on a NREC being a Model Three, International Organization. If another option is adopted, this strategy and budget would need revising.
The budget does not provide for the cost of an international assistance organization to implement the project. We assume such an organization would be necessary, but the implementation costs could vary widely. For instance, if an organization such as REC-Budapest implements the project they would prove considerably less than if a commercial consulting firm undertook the implementation. If a government seconds personnel to the NREC this would also affect the budget.
The budget, after being adjusted for costs in the CIS, reflects what it costs REC-Budapest to deliver similar services. These costs could vary and depend upon the international assistance organization that implements the project. The expense of renting an office is calculated at the going commercial rates and staff salaries include taxes. However, we would expect the host country government to make an in-kind contribution of office space.
When laying out the time line for establishing the offices and delivering services we do not count the first six-month preliminary period. For instance, at the beginning of Year One, the project would already have been running for six months. We recognize that funding a five and a half year project represents a longer time span than many donors usually fund, but this period is essential to guarantee the financial and institutional sustainability of a NREC. Disbursement of funds for the last two years of the project, however, would be contingent on a positive programmatic and fiscal audit being conducted during the third year of the project.
Not all the tasks are indicated below. When the detailed work plan is prepared during the preliminary period of the project, additional tasks will be identified. The tasks indicated below focus on establishing a NREC and implementing the services. Every task that a NREC would conduct for the life-of-project is not indicated. For instance, after the tasks to implement a service are described once, this discussion is not repeated in the time line even though the service would continue for the life-of-project.
The international assistance organization that undertakes the implementation of this project should have extensive experience working with different sectors of society to foster public participation in environmental decision-making and promoting regional cooperation. In addition the assistance organization needs to have expertise working at the grassroots level with NGOs and local communities.
The NREC would start to deliver some services in its second year of operation, with additional services coming on line in the third year. Three additional National Offices could be opened in the third year, depending on the NREC's capacity, the demand and funding. An estimated lump sum figure for additional offices and expanded services is provided, but not a detailed itemization of the budget and implementation tasks.
The thirty staff positions proposed for the NREC are based on the assumption that all the proposed services would be delivered. If some services are dropped or additional services added, the staff requirements would need adjusting. We do not always specify the office which would deliver a particular service. A decision could be made to shift some personnel from the Coordination and Information Center (Head Office) to a National Office. Moreover, not every National Office may need all five staff people listed below, whereas some National Offices may require more than five. This is a lean staffing framework. When recruiting people, consideration should be given to hiring people who are flexible and can provide back-up to other staffers. Final decisions regarding these matters would be made during the preparation of the work plan.
7.2.1 Coordination and Information Center
- 1 Executive Director of International Organization
- 1 Financial Administrator
- 1 Fundraiser
- 1 Computer Expert
- 1 Office Networker to liaison with National Offices
- 2 Information Specialists: 1 librarian, 1 database operator
- 1 Publications staffer
- 2 Staff assistants
Budget:
- Staff $515,000
- Office $445,000
- Total $960,000
7.2.2 Staffing for Three National Offices
- 3 Directors
- 3 Financial Officers
- 3 Program staffers
- 3 Staff assistants
Budget:
- Staff $595,000
- 3 Offices $805,000
- Total $1,400,000
7.2.3 Service Staffers
Decisions will need to be made when the detailed work plan is prepared as to the office in which these staffers would work. Recommendations are provided in some instances. The cost for these service staffers is included in the budgets for the various services described below.
- 1 Staff person for services dealing with Capacity Building for Senior Environmental Experts and Training for Potential NGO Leaders
- 1 Staff person for NGO Internship Program
- 1 Staff person for Special Capacity Building Program
- 2 Earmarked Grants staffers, probably resident in the Head Office
- 3 Local Grants staffers, probably resident in each National Office
7.2.4 Timeline
Preliminary Period (up to six months)
- Recruit an international assistance organization to implement project and provide technical assistance (TA)
- Recruit implementation teams comprising experts from host countries and the assistance organization
- Prepare detailed work plan
- Organize an advisory body of potential constituents and donors
Year One
- Locate and rent office
- Equip the office
- Recruit a Board of Directors
- Recruit an Executive Director
- Formulate administrative processes and procedures
- Register organization
- Recruit and train staff
- Initiate ongoing needs analysis, which continues for life of project
Years Two and Three
- Commence services, which continue for the life of project
- Implementation team dissolved, but TA continues
- Recruit and train additional staff
- Finalize strategic and budget plans
- Fund raise, which continues for life of project
- Undergo programmatic and fiscal audit at end of year three
- Consider opening new offices
Years Four and Five
- TA discontinued unless donor governments second personnel
- Contingent on strategic plan and funding, new services initiated
A NREC will conduct an on-going needs analysis that builds on the needs analysis prepared as part of the Feasibility Study. The needs analysis would be used to prepare a master strategic plan.
Budget: $250,000
Year One
- Prepare training manual
- Train Head and National Offices' staff and local trainers
- Identify local suppliers that could provide either a direct Internet or dial-up connection to the National Offices and network participants
- Set up the basic e-mail services and file transfer capabilities in all the Offices
- Develop policy and procedures for updates, quality checks and merges, access, sublists and maintenance
- Prepare list of recommended publications
- Librarian visits National Offices to assess needs and provide TA to establish information resources
- Contact bilateral and multilateral donors and suppliers for donations
- Order books, reference books, periodical subscriptions and CD Rom subscriptions
- Monitor and cooperate with similar organizations to exchange relevant data
- Prepare questionnaires for Regional Contact Databases
- Prepare mailing list for questionnaires for Regional Contact Databases
- Mail out questionnaire for Regional Contact Databases
Year Two
- Enter responses to questionnaires in Contact Databases
- Deliver Information Exchange service to constituents
Year Three
- Update Regional Contact Databases and continue to do so every other year
Budget: $470,000
7.5.1 Newsletter
Year One
- Develop a mailing list
- set up a format for Newsletter
- identify printer
Year Two
Budget: $180,000
7.5.2 Environmental Directory
Year Two
- Retain consultants
- Start collecting data
- Verify data
Year Three
- Design and layout
- Print and distribute NGO, Government and Business directories in Russia, Ukraine and Moldova
- Make directories available in electronic form through the Internet
Budget: $100,000
7.5.3 On-going Publications
Year One
- Publish information leaflets, grant manuals, etc.
Year Two
- Plan publications contingent to NREC's mission and program activities
Year Three
- Print and distribute program publications
Budget: $100,000
7.6.1 Special Capacity Building Program
Year One
- Select topics and design the activity to address specific needs
- Recruit speakers, participants and in-country experts
- Prepare materials for conference
- Arrange for conference facilities and accommodations
- Prepare materials for Electronic Networks or Fund-raising workshops
- Recruit trainers for Electronic Networks or Fund-raising workshops
Year Two
- Hold conference
- In-country national experts prepare report
- Arrange for conference facilities and accommodations
- Follow-up conference held
- Hold in-country Electronic Networks or Fund-raising workshops
Year Three
- Prepare manual and/or white paper based on conference and experts reports
- Publish and distribute manuals and/or white papers
- Hold in-country workshops to implement recommendations
Budget: $490,000
7.6.2 Capacity Building for Senior Environmental Experts
Year One
- Identify profile areas for research and prepare announcements
- Announce program through NREC publications and various mass media
- Collect and evaluate applications and select experts
Year Two
- Work with each expert to design a specific program with a detailed schedule and budget and arrange meetings for expert
- Coordinate logistical arrangements
- Evaluate work product at the end of the program
- Follow-up evaluation one year later to determine if work product implemented
- Organize end of year meeting for all previous experts
Budget: $360,000
7.6.3 Training for Potential NGO Leaders
Year One
- Design curriculum
- Recruit instructors
- Arrange for housing accommodations for participants
- Announce the program in NREC publication and various mass media publications with a specified deadline for applications
- Review committee evaluates applications and makes selection
Year Two
- Commence training
- Evaluate program
- Program continues for life of project
Budget: $600,000
7.6.4 Intern Exchange Program
Year One
- Program announced in CIS region through network of contacts, NREC publications and various common media
- NREC selection committee selects twenty host organizations
- Host organizations and NREC project coordinator prepare intern position descriptions
- Position descriptions with deadlines announced through NREC publications and various mass media
- NREC selection committee in cooperation with host NGOs evaluates and selects interns
- Housing accommodations and other logistical arrangements finalized
Year Two
- Hold ten internship training sessions at five host organizations for ten interns
- Internships will run throughout the year
- Program evaluated by host organizations and the interns directly after the internship period and a final evaluation meeting will be held at the NREC office coordinating this program at the end of the year
Year Three
- Hold twenty internship training sessions at five host organizations for twenty interns
Budget: $560,000
7.7.1 Small Grants
Year One
- Prepare grant manuals that explain the eligibility requirements, the uses of small grants, the financial terms, the evaluation criteria, and other terms and conditions
- Prepare forms
- Establish National Advisory Boards
Year Two
- Post grant application notices
- Collect and evaluate grant applications and make selections
- Prepare and execute grant award agreements with the terms and conditions for each grant
- Transfer money to grantee
- National Office monitors regularly the grantee through progress and financial reports and on-going personal contacts
Budget: $3,340,000
7.7.2 Earmarked Grants
Year Two
- Prepare grant manuals that explain the eligibility requirements, the uses of small grants, the financial terms, the evaluation criteria, and other terms and conditions
- Prepare forms
- Conduct needs survey to determine specific environmental categories for grant awards
Year Three
- Post grant application notices
- Collect and evaluate grant applications and make selections
- Prepare and execute grant award agreements with the terms and conditions for each grant
- Transfer money to grantee
- National and Head Offices monitor regularly the grantee through progress and financial reports and ongoing personal contacts
Budget: $1,690,000
Year Two
Year Three
- Establish Network Service
- Plan for expansion
Year Four
- Open three National Offices and deliver services to this new region
Budget: $4,220,000
Download the tables of the budget summary in Acrobat(.PDF) format.
REC * PUBLICATIONS * NEW REGIONAL ENVIRONMENTAL CENTERS * IMPLEMENTATION STRATEGY
