PROJECTS

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 > HOW TO PRESENT A PROJECT

Projects must always be presented in an electronic format, based on the following outline:

  • Form 1: a concise summary that contains all the information needed to understand the project, it must be filled out by everyone, and everyone must present all the annexes called for. DOC FORMAT
  • Form 2: more detailed, takes a closer look at the operations and activities to be carried out. It must be filled for all the projects of significant complexity that have a total cost (and not a request for a contribution) of more than 40,000 euro. Prosolidar always reserves the right to request that this report be complied, should it deem this necessary, even in the case of projects with a cost of less than 40,000 euro. DOC FORMAT
  • Budget: the form provided may be modified to meet the needs of each project, by inserting more lines, for example, but the initial outline should be maintained. Care should be taken with formulas to be included on lines that are added. The file has a number of sections, all of which must be completed. EXCEL FORMAT
  • Declaration: this document must be filled out and stamped with the seal of the legal representative. A copy scanned in the PDF FORMAT must be sent together with the project reports. A paper copy is to be sent to the Foundation’s address.
  • Project Report: a summary chart that should be filled out on the basis of form 1. DOC FORMAT
  • Annexes and photos: specified on form 1, they must be set in a separate folder entitled ANNEXES, controlling their size in advance. The photos must be in the JPG format and of limited size.

It is absolutely compulsory that the files be renamed in the following manner (not in any other way from what is specified): yyyy_mm_dd – Form I – ASSOCIATION NAME.doc date in the format yyyy mm dd, with the name of the association as the title of the form, EXAMPLE 2011_03_12 –Form I - Emergency . doc

Documentation that constitutes a full and integral part of the operating agreement that the association shall be called upon to sign, together with Prosolidar. The associations are urged to examine it before presenting a project, so as to be fully aware of what the Foundation requires.

  • Guidelines for reporting and the documentation to enclose. A document that illustrates the procedures for reporting on and managing the project. Reporting not done in accordance with what is specified shall render the related spending inadmissible.
  • Guidelines for communication and visibility. The recommendations on visibility were drawn up to ensure that projects financed by the Prosolidar Foundation indicate in a visible manner the support provided.
  • A compressed folder containing the documentation for reporting on and managing the project (to be examined before presenting the project to the Foundation).

Once the project has been approved, all the pages of the Guidelines must be initialled and the ORIGINALS must be sent to the Foundation. The various controls that the Foundation reserves the right to carry out, and with which the associations must cooperate, include on-site monitoring, which can consist of both controls of technical–accounting content and assessments of the consistency of the approved project with its actual performance. This control may also be carried out at a subsequent point in time, following completion of the project, in order to determine whether, even with the passing of time, efforts have remained consistent with the original objectives.  

  • At the request of associations that wish to present a project, meetings or telephone conversations may be held to provide information and clarification
  • Projects are examined by the structure primarily to determine if the presentation forms have been filled out correctly and completely. There may be interaction with the associations during this phase, in order to clarify any doubts that may arise
  • Once it has been determined that the documents are formally correct, they are all given a temporary serial code, ordered progressively, so that they can be identified and then sent altogether to the Board.
  • The structure will subsequently draft, for the Chairman’s office, a succinct analysis of each project, complete with the relevant annotations
  • During the second phase, the projects are presented for examination by the Chairman’s office, which draws up a list, assigning to each project an assessment of its eligibility for financing and, if necessary, reservations regarding further more in-depth evaluation
  • All the projects are examined by the Chairman’s office, which expresses an opinion based on its evaluation of: 
    • need, urgency, seriousness, as well as the unique or exceptional nature of the problem to be addressed
    • capacity to achieve the proposed objectives
    • sustainability of the project over time
    • incidence on sectors that receive little assistance, viewed from an economic and territorial perspective as well
    • innovation, social and environmental impact, effectiveness
  • The decision is also based on the social impact of the initiative in and of itself.
  • Each project is assigned a final number, ordered progressively, followed by the year to which the project pertains (for example: 01/2013)
  • n the last phase, the projects are proposed by the Chairman’s office to the Board of Directors, which, under the by-laws, makes the eventual decision on the financing
  • The list of approved projects shall be posted on the website
  • The financing approved shall be disbursed once an operating agreement has been signed by the parties to specify their reciprocal obligations, along with the timing and procedures for the payment of the sums, plus whatever else proves necessary for the management of the relationship