Professional Documents
Culture Documents
Activity Design Document (ADD) : Activity Name
Activity Design Document (ADD) : Activity Name
Contents
5: Appendices ......................................................................... 8
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2: Analysis and Strategic Context
Sections 2-4: Maximum 20 pages in total. Less detail is needed if
the Activity is low risk than for an Activity that is high risk. For some
lower risk Activities you may choose not to use all of the suggested
headings.
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Stakeholder analysis
Provide a summary stakeholder analysis (additional detail can be
annexed)
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Problem analysis
Explain the specific problem being addressed including gender
analysis and other relevant cross-cutting issues. The text should
allow readers to comprehend what success would look like for this
activity.
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Lessons learned
Highlight any existing or previous similar Activities undertaken by
MFAT, other relevant activities are being undertaken by the partner
government or other donors, and the principal lessons learned
through these and similar thematic activities elsewhere.
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Consistency with existing New Zealand and other donor/
multilateral programmes and policy/strategy
Clearly set out how the activity links to New Zealand’s foreign and aid
policy and strategy. It should outline links to and any implications
for, existing country or regional programmes. It should also review
the activities of other development partners operating in-country and
explain how the proposed programme takes these other activities into
account.
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3: Activity Description
This section should answer the question “what will this activity do,
with what resources and over what timeframe?” It should include a
results diagram It should explain and justify the forms of aid
proposed; detail the individual programme components and provide
budget estimates and information of the suggested timing of the aid
activity.
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Results diagram
This section should include a results diagram (refer to Appendix A)
which describes the Activity’s goal and identifies the desired change
occurring over time by logically showing the links between the
Activity’s outputs, desired short, medium and/or long-term outcomes.
Explanatory notes should be included.
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4: Implementation Arrangements
This section should set out the main issues and factors affecting how
the proposed activity would be delivered on the ground.
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Implementation plan
Outline an implementation plan and timeline and/or provide Gantt
chart showing critical milestones in the Annex.
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Sustainability issues
At the end of the funding period, outline whether MFAT will exit or
transition to a new, follow-up Activity. If transition, include a brief
description of what is intended for the new, follow-up Activity,
anticipated approach or modality, and partner(s) if known.
Outline the issues that are likely to affect the sustainability of Activity
outcomes beyond the funding period (e.g. absence of direct donor /
programme support, ongoing requirements for TA, budget issues,
asset management, institutional arrangements, political instability,
social unrest, etc). Describe key steps you will undertake to address
these issues.
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Procurement arrangements
If partner systems are proposed as the delivery mechanism for
procurement, describe in detail their procurement processes and
responsibilities and how this will be monitored.
Outline findings of any procurement and/or financial management
capacity assessment relevant to the design.
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Implementation Schedule
Transition or Exit Planning
Position Descriptions / Terms of Reference (if design includes TA)
Scope of Services and Basis of Payment (mandatory if being
tendered).
Other relevant reports and assessments as appropriate
Appendix A: Results Framework
The results framework below includes a results diagram, results measurement table and a monitoring and evaluation workplan.
Results Diagram
Either modify this layout and text to create your results diagram, or replace the layout below with a results diagram created in Visio.
Goal of the Activity:
Medium-term outcome Medium-term outcome Medium-term outcome Medium-term outcome Medium-term outcome
Medium-term
outcomes
Short-term outcome Short-term outcome Short-term outcome Short-term outcome Short-term outcome
Short-term
outcomes
Outputs
Sample layout
Long-term Long-term
outcome outcome
Medium-term
outcome
Short-term Short-term
outcome outcome
Refer to the guideline Developing an Activity Design for the format to use and the standards that apply when developing a results
diagram.
Outputs/Inputs Table
Refer to the guideline Developing an Activity Design for the format to use and the standards that apply. Add additional rows to the table
as required.
Output 1
Output 2
Results Measurement Table
Refer to the guideline Developing an Activity Design for the format to use and the standards that apply. Add or delete rows as needed.
Long-Term Outcomes
Short-Term Outcomes
Outputs
Monitoring and Evaluation Workplan
Refer to the guideline Developing an Activity Design for the format to use and the standards that apply.
Approach: Includes the methods and processes we will use in undertaking the monitoring and evaluation activities
Reporting & Deliverables: What and how the information be reported; to whom and by when; How the findings will be shared and
used.
Monitoring Tasks Approach Timeline Roles and responsibilities Deliverables and Reporting Indicative Costs
iii. On-going data collection tasks (including methods used for data collection), monitoring, formal visits and reporting
iv. On-going results discussions (include annual review of Activity Results Framework involving MFAT and partners)
12 month assessment of Activity Assess RD, RMT and M&E Work Plan Within 12 months of Assessment by implementing Confirmation that Activity None
Results Framework for intended purposes. Refine and implementation partners / MFAT. Results Framework is fit for
update where needed, especially commencing purpose.
monitoring and evaluation tasks.
Evaluation Tasks Approach Timeline Roles and responsibilities Deliverables and Reporting Indicative Costs
Formal evaluation (based on New Zealand Aid Programme Policy- include rationale, timing, information needs and objectives)
NA
NA
Total Indicative Costs $
Funding source $
TOTAL BUDGETED $
Appendix B: Risk Management
[Insert your Risk Management Table here]
Refer to the example below for a sample layout of a risk management table. Additional rows can be added to the table as needed.
Risk Description Potential Impact Likelihood Consequence Risk Proposed Risk Responsibility
Rating Management
1. Risk Description
Describe potential uncertain events or conditions that, if they occur, may have a negative effect on the Activity’s outputs and outcomes.
Risks are described in terms of ‘if X happens, it will result in Y’. Consider risks arising from organisational, political, legal, financial,
environmental and social impact, disaster, and security sources. Health and safety risks must be considered specifically (risks relating to
the location where the work is to be performed; key risk to workers and other relating to the work undertaken).
2. Potential Impact
Use the following risk matrix to assess the likelihood and consequence of each identified risk and the resulting risk rating:
Almost Certain Medium High High Extreme Extreme
• Expected to occur in most circumstances
• Occurs every 6 months or more frequently
• >90% chance of event occurring 11 16 20 23 25
Likely Medium Medium High High Extreme
• Will probably occur in most circumstances
• Occurs every 6-12 months
7 12 17 21 24
LIKELIHOOD
• No significant impact • Minimal impact on the • Achievement of Activity • Some harm to Activity • Causes serious harm to
on the timing, cost or timing, cost or quality of objectives compromised beneficiaries, (individual; Activity beneficiaries,
• Costs escalate more community, organisation, (individual; community,
quality of outputs outputs
than 30% or country) organisation, or country)
• No significant adverse • Minimal adverse impact • Significant • Achievement of Activity • Serious reputational
impact on the on the environment or implementation delays. objectives significantly damage to contributing
Activity Consequences environment or stakeholder relations. compromised partners.
stakeholder relations. • Reputational damage
to contributing partners
• Significant financial
loss to contributing
partners, organisations,
communities, individuals.
Outline key measures planned to manage the risk and lessen either likelihood or consequences and where responsibility sits for these
measures. Important measures to manage high or extreme risk should also be captured elsewhere in the ADD including in the
description of activities, outputs/inputs table and budget.
Appendix C: Detailed Outputs-Based Budget / Cost
Estimates
Activity manager to attach the sequenced costed workplan template
(Excel file) that is appropriate for the likely implementing partner:
either the:
- Summary by Output Workplan
- Detailed by Output Workplan
- Detailed by Input Workplan
If the partner is not yet known, use the summary workplan template.
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