1. DIPECHO South Asia
2011 – 2012
Information Session for Potential
Partners
Partners’ Meeting
September 2010

2. DG ECHO Programming Cycle:
Consultative Process based on:
Regular exchange of information between
ECHO and partners
Consultative Meetings / Information sessions
with partners and relevant stakeholders
Body of knowledge gained from field
monitoring of projects, external evaluations,
best practices and lessons learned over time

3. Estimated Timings
September / December 2010:
Partners’ Meetings in South Asia and Consolidation of Priorities (field)
15 November 2010:
Partners’ meeting in Brussels
Mid February 2011:
Funding Decision Approval
Mid December (indicative deadline)
Submission of Proposals
December/ February 2011:
Evaluation of proposals
Mid March 2011:
Start of first projects
Partners’ Meeting in Brussels will update on all
information contained in this presentation

4. Funding Decision (legal document)
Objective:
“To support strategies and complement existing strategies
that enable local communities and institutions to better
prepare for, mitigate and respond adequately to natural
disasters by enhancing their capacities to cope and
respond, thereby increasing resilience and reducing
vulnerability in South Asia”
Duration of the decision: 24 months (if no suspension)
Start of Eligibility Date: 1 January 2011
Projects: possibly 18 months duration.
Co-financing

5. FUNDING DECISION - Steps
Disaster Preparedness Budget Line Estimated Timings
Drafting decision text Mid September 2010
Adoption of the Decision by the
Commission (ECHO + inter-service
consultations)
End of October 2010
Consultation with EU Member States
Humanitarian Aid Committee (HAC)
Mid November 2010
Parliament’s feedback to the Decision
(right of scrutiny)
February 2011
Adoption of Decision by the Commission Mid February
2011

6. Preparation of Projects
Inform us of intent to apply by keeping in close
contact with ECHO (field & HQ)
Start working on your plans right now !
Use information available on the web from
ECHO’s Strategy and previous work on
DIPECHO
Quality proposal = Early start! Avoid too many
reviews of the initial proposal. Be clear on needs,
vulnerabilities, process of implementation, and
expected outcomes

7. Applicants
EU-based NGOs:
FPA
A /P mechanisms
UN:
Financial and Admin Framework Agreement (FAFA)
International Organizations:
General Conditions and Contribution Agreement
EU MS agencies
Specific rules both for ECHO and MS agencies

8. Applicants
Local organizations: cannot be grant holders; but
partnerships with local actors are highly encouraged
and will be a “plus” in criteria selection,
Priority for agencies with experience in-country
Priority for agencies with experience in DRR
Several applications per applicant may be submitted
(but be realistic)

9. Budget…
Total DIPECHO South Asia for 2011-2012:
12 million EUR
Trend since DIPECHO was established in SA:
Progressive increase in funds
Growing number of partners/projects
Average grant during the 5th
AP: 370,000 EUR
Becoming unmanageable…
Different Modalities must be encouraged

10. Modalities
 National Project
 1 operation = 1 proposal. Not ideal…
 Multi-National Projects
 Same organization = several countries targeted = 1 proposal
 Regional Projects
 Different approach that goes beyond the ‘mere’ sum of national projects
 Consortia
 Several organizations = same countries targeted = 1 proposal
 Takes time to set-up… Start planning now!
 Budgetary Ceiling
depending on the modality but the average size of DIPECHO projects should
increase Quality of the project, cost-efficiency ratio, partner’s experience and
capacity is key
 First DIPECHO project: be realistic!

11. Prior to the Submission of Proposals
Partners to Coordinate:
Joint activities and events, including Advocacy initiatives and
celebration of DRR days
Complementarities such as IEC materials, manuals, public
awareness campaigns, training plans, cross-visits
Definition and measurement of indicators
Evaluations / Impact assessment
Vulnerability and risk assessments
Locations and definition of target groups
Approaches vis-à-vis local DM committees
eNewsletters – added value?
Dedicated websites – added value?
Targeting the Media and Media training

12. Submission of Proposals
 Include in budget
Budget should account for all activities including the joint initiatives
In any case proposals should account for:
Coordination mechanisms
Partners’ Meeting
Co-organisation of meeting towards the end of the action plan
DIPECHO Lessons Learned Workshop
Participation of 2 persons for 2 days in a south Asian country
Re-printing of good materials (if relevant)
Final report (if not part of the joint activities)
Study reports (if any)

13. Do NOT
Reinvent the wheel
Retain knowledge for yourself but rather build
capacities
Create again and again IECs, unless they are
innovative and needed.

14. Mitigation works – approach
Affordable in terms of maintenance, replication, and
appropriateness to local context
Scope: depends on design of project (average 30-
50% of total budget including stock building)
Amount: to be justified in design of project (numerous
small activities vs. few large; in all locations vs. in
some selected locations)
Types of projects: based on HVCA (no wish list);
agency should ensure the appropriate level of
knowledge and supervision is available
 Can we expand into scope and volume of
mitigation works? To be discussed in detail in the
Speaking Points

15. Managing Expectations…
Community level
When starting up in the community, be clear on nature of
DIPECHO interventions, for how long you intend to be involved
and with which strategy
Only possible if field staff working directly with the communities and
local authorities is also very clear on DIPECHO approach…
Institutional Learning and Implementing Partners
DIPECHO projects are not be regarded in ‘isolation’. Strategy,
Models, Tools, Materials, etc. must feed into the overall DRM
strategies of the partners
Integration into overall development programs, into local
authorities’ planning tools, into other programs (donors,
government)
Pilot has been demonstrated - promote replication

16. Human Resources
DIPECHO projects require implementation of
large number of ‘software’ activities
innovative approaches
all at a very fast pace
Project Manager plays vital role in keeping the focus at all times on the
what/where/how/why of the implementation. Therefore,
Must have international experience in DRR/DRM, and specifically on disaster
preparedness tools and methodologies Must have good knowledge of ECHO
contract management (FPA/FAFA)
Be able to provide technical support to implementing partners. (Ultimately, to
ECHO responsibility lies with ECHO partner)
Good staff mentoring skills (staff rotation always a challenge)
Previous experience shows correlation between
poor project results and weak project management…

17. Sustainability
Implementation Strategy will determine level of
sustainability…
Community ownership
Think beyond the lifespan of the project
“one time off” projects without linkages to other
projects / development programs lead nowhere