Tool TipFilter
TitleUse SHIFT+ENTER to open the menu (new window).
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Test Should clearly indicate the topic of the project
OnBehalfOfUse SHIFT+ENTER to open the menu (new window).
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If you are doing this action for another user, type in or select the name of the user.
PDSignOffUse SHIFT+ENTER to open the menu (new window).
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PDs enter initials
RelevanceUse SHIFT+ENTER to open the menu (new window).
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This answer should convince the reviewer that your project is vital to the interests of APEC economies.
In your description of the problem or opportunity the needs to be addressed, you may include:
  • How the problem/opportunity affects APEC economies and/or certain sectors
  • An overivew of how your outcomes will improve conditions for these economies/sectors
  • Current status of work on the issue in APEC or in the broader international community
ObjectivesUse SHIFT+ENTER to open the menu (new window).
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Objectives explain what you propose to do to solve a problem or meet an opportunity that you have already researched and defined.
Objectives should be SMART:
  • Specific: Objectives must be clear and unambiguous; what is expected, when, and how much?
  • Measurable: Having objectives with measurable outputs and outcomes helps you determine if your project is successful. Milestones to indicate progress are important for monitoring the project.
  • Attainable: Objectives must be realistic and attainable.
  • Results-oriented: Objectives must help reach APEC’s goals and fit well with your forum’s priorities and workplan.
  • Timely: Objectives should have timelines with starting points and deadlines. It must be possible to fully achieve objectives before the end of the project.

SMART objectives for APEC projects describe what you aim to achieve, and may start with phrases such as the following:

  • To develop recommendations...
  • To create a framework...
  • To ensure workshop participants will be able to...
  • To share experiences...
  • To build interest...
  • To measure progress…
  • To revise strategies…

Avoid objectives that are not within the limits and timeframe of the project, such as, “to bring about structural reform and the improvement of people’s living environment”. Such objectives are probably highly dependent on actions taken outside of the scope of this project. Objectives need to be directly achievable by running the project, not possible only if additional projects and initiatives take place. An objective may be to scope and consider actions taken in the future, but this can still be measured for success during the life of the project.

TILF/ASF JustificationUse SHIFT+ENTER to open the menu (new window).
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For TILF Applications: Answers must focus on the Osaka Action Agenda Part 1, Section C and, where appropriate, Part 2. The TILF fund Coordinator will specifically assess this question during review by the Secretariat.
For ASF Applications: An explicit linkage must be made to the needs of developing economy members. This could be achieved through:
  • developing member involvement in planning and executing the project,
  • specific references to the need for policies and approaches that are suitable in developing economies; or
  • through articulated demand from developing economies
BeneficiariesAndOutputsUse SHIFT+ENTER to open the menu (new window).
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Focus on benefits that are direct and occur during your project.
Focus on the direct beneficiaries – the people who will experience the event and use the outputs (workshop, report, research results etc.) in an immediate way. Do not focus on indirect beneficiaries who will benefit only after the project is over and only if next steps are followed. For example, only mention the general public or end consumers as beneficiaries if there are project steps involved to implement actions that will reduce prices, raise product quality etc.
Be as specific as possible. Where applicable, mention the beneficiaries’ occupations, economies, industries, government departments etc. Detail the specific benefits and how the beneficiaries will actually use the project’s outputs.
DisseminationUse SHIFT+ENTER to open the menu (new window).
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The target audiences are those who will be directly using the disseminated results or outputs. Where applicable, mention their occupations, economies, industries, government departments etc.
Publications may include reports, curricula, statistical studies or anything else that is reproduced on/as a website, CD, electronic document, hard-copy report, etc. All APEC publications must meet the relevant guidelines.
As per the Guidebook on APEC Projects, APEC does not support the ongoing maintenance and upkeep of websites or databases. If you are producing a website or database, clearly explain how it will be sustained, maintained and kept up-to-date after APEC funding ends.
GenderUse SHIFT+ENTER to open the menu (new window).
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Women’s full participation in economic activity is critical to the achievement of sustainable economic development in the region. Steps to support gender equity might include: using gender analysis to design project methodologies and inputs (e.g. surveys); including women in the planning, management, allocation of resources and implementation of a project; taking steps to ensure equitable participation by men and women; making special efforts to disseminate project results to women; and using sex-disaggregated data for project assessment.
Benefits might include: increasing the involvement of women in the economy and economic institutions; integrating women into the global economy; strengthening small and medium sized enterprises; and reducing gender inequalities, including through education and training.
See Appendix H of the Guidebook on APEC Projects for further information
MethodologyUse SHIFT+ENTER to open the menu (new window).
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In the order that the actions will be performed, describe each step of the project. For each action, include:
  • Details on how it will be carried out (what, who, when, where, how)
  • Details on involvement in the planning and implementation by:
    • Various APEC economies
    • Other APEC fora
    • Other fora outside APEC: multilateral and regional institutions; sector specific institutions
    • Business and industry
  • Related outputs for that particular step. Most steps have an output of some sort, for example: a contract, a communications plan, a symposium agenda, the participant list, a workshop, a report, a piece of research etc.
  • Possible steps (which might have sub-actions) may include:
    • Project planning
    • Organising project logistics 
    • Selecting participants
    • Hiring contractors, booking venues etc.
    • Engaging fora, businesses etc.
    • Monitoring/evaluation (to be described in detail in Q7)
RisksUse SHIFT+ENTER to open the menu (new window).
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Risks and risk management strategies need to be described for the project as a whole, and sometimes for specific actions or stages. Common risks (and possible management strategies) include:
  • Low interest in participation or in using results
    • Possible risk management strategies: ongoing consultation     with economies on speakers, strategies and agendas etc; clear communication and “marketing” strategy
  • Duplication of work of other APEC fora or fora outside APEC
    • Possible risk management strategies: close consultation with relevant fora; comprehensive research into similar projects; consultation with overseers of precursor projects
  • Delays or untimely preparation 
    • Possible risk management strategies: ongoing consultation, adequate visa application time; early engagement of stakeholders or contractors, early adoption of agenda; strict internal deadlines
MonitoringAndEvaluationUse SHIFT+ENTER to open the menu (new window).
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A monitoring and evaluation plan should include:
  • Performance indicators: measurable goals based on  information collected, for example: participant statistics (number, gender, economies, level), stakeholder feedback (comments or grades on how well the project met its objectives), number of recommendations adopted, number of website hits, number of documents distributed, etc.
  • Evaluation methods: how will you collect information to show if the project has been a success? Possible methods could include meetings, surveys, interviews, focus group discussions, observation, peer review, records or data review.

In developing your plan, remember that APEC requires six-monthly monitoring reports for all active projects (due 1 February and 1 August each year). APEC also requires a completion report for all APEC funded projects.

LinkagesUse SHIFT+ENTER to open the menu (new window).
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You need to describe the involvement of other APEC fora, particularly:
  • Engagement: Who will you engage and how will you engage them? Are they involved in the planning? Will they be invited to events or will they share in project results?                                                                              
  • Previous work: Refer to specific projects or initiatives, where possible. This will take some research, possibly through your APEC committee delegates, consulting other APEC fora, or using the APEC Project Database. Your forum PD may also be able to assist.
Examples of external stakeholders that might be engaged include WTO, WHO, OECD, ASEAN, ADB, trade associations, sectoral bodies, UN agencies, etc. You need to show that you are building off of this work, not duplicating. This will take some research. How can you bring these organisations into your project?
Describe APEC’s comparative advantage: why this project is best undertaken by APEC, rather than by another institution or organisation. How much demonstrated interest is there from APEC economies in this project? Describe how you gauged this interest. You need to demonstrate that the project is of interest to a wide number and variety of APEC economies.
CostEfficiencyUse SHIFT+ENTER to open the menu (new window).
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Indications of efficiency may include (but are definitely not limited to):
  • Holding seminars, workshops or symposiums on the margins of other APEC meetings or events to reduce travel, per diem and/or hosting costs
  • A high level of self-financing from supporters contributing to labour, facilities, travel and other budget areas
  • Disseminating project outputs electronically, rather than publishing hard copies
  • Leveraging the results of previous APEC projects, work or findings, or those of other organizations
  • Making efficient use of consultant or clerical hours
  • Employing consultants with experience and a good reputation working on similar projects
  • Using workshop/symposium participants as presenters, enhancing participatory processes
  • Combining events into single visits to save travel costs
  • Providing capacity and resources for participants to return to their economies and organize similar events (e.g. training the trainers), or support for implementation of outputs (e.g. for best practices or recommendations) in APEC economies
  • Sustainability of outputs and their relevance – demonstrating that reports, websites, research etc. will be used and updated so it remains relevant in the medium to long term
  • A strategically chosen event location that leverages local expertise and cuts travel expenses for participants or experts
  • Obtaining quotes for contractors and services, even when not required to do so by APEC guidelines
  • Demonstrated value of outputs or outcomes to other APEC fora
Descriptions should be as explicit as possible, detailing specific organizations, economies, projects, dollar figures, locations etc., as relevant.
SustainabilityUse SHIFT+ENTER to open the menu (new window).
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After project completion, what are the possible next steps to build on its outputs and outcomes? What methods or actions will you build into your project to ensure these future actions will take place?
If you determine that post-implementation actions are critical to sustainability, outline these recommended next stages and describe what you will do within the span of this project proposal to help ensure these future actions are taken. It is difficult to rely only on future actions if you have not also described a clear path or a description of how to ensure they take place.
For any possible next steps mentioned, it is crucial to describe the initiatives or actions that will lead to these steps, and how your project will start, support and/or track these actions (i.e. HOW these actions will come about). Cost implications must also be stated. Possible next steps may include the following:
  • Future availability of any outputs such as reports, manuals, databases or resources (including how they will be kept up-to-date and maintained)
  •  Follow up workshop / symposium / meeting
  • Participants returning home to train colleagues or share information in their home economies
  • Creation of cooperative network or means of future exchange of ideas and discussion
  • Economies adopting best practices / recommendation
  • Use of results or outcomes in expected future projects from your fora or another APEC or non-APEC fora

Indications that sustainability is likely (and that the possible next steps described above will likely take place) may include:

  • Future funds and/or partnerships that will help carry project objectives forward after project completion
  • Future funds and/or partnerships to maintain and update project outputs such as websites, databases and resources after project completion
  • Engagement of stakeholders: relationships developed that can carry project objectives forward
  • Training modules and resources created and made available for wider use
  • A highly replicable model or event with resources developed for those who wish to replicate it
  • Participation of beneficiaries/stakeholders of appropriate levels, economies, fora, ministries, industries etc.
  • Ability to continue with little future financial input
  • Inclusion of a stage where participants develop an action plan for future post-project steps
  • Follow up with beneficiaries through tracer evaluations, progress updates or other post-implementation communication
  • Demonstrated effectiveness of previous phases of the project
ProjectOverseersUse SHIFT+ENTER to open the menu (new window).
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Biographies of the main points of contact should highlight their experience in the field, as well as demonstrate their interest in acting as “champion” for this project and its goals.
If you intend to directly award a contract to an organisation or individual, also provide information about your preferred contractor.
DrawdownTimetableUse SHIFT+ENTER to open the menu (new window).
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When drawing down funds, note that APEC project payments are made on a reimbursement basis. Flexibility is possible, but any request for an advance payment or payment in installments must be clearly justified here. See the Installment and Advance Payment (Chapter 9) in the Guidebook in APEC Projects (6 Ed.).
Advances are not allowed for the following items:
  • Honorarium
  • Direct Labor (except for contracts – restricted to 25% of contracted fee)
  • Publication costs
  • Photocopying
  • Communication

Advances may be granted with justifications for:

  • Equipment or materials
  • Hosting fee
  • Speakers’ airfare and per diem (developed and developing economies and international organizations)

DirectLabourUse SHIFT+ENTER to open the menu (new window).
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Provide any information possible to help the reviewers understand:
  • What any contracted labour will be doing
  • How many hours they will be contracted for and how they will use those hours
  • How they will be engaged (tender, direct contract, etc)
  • Who they are (if known) and how they are qualified to do this work
When contracting any consultants or staff, consult the Implementation section of the Guidebook on APEC Projects (Chapter 8 in Ed. 7). Note that it is not acceptable to contract staff from your own organisation or government employees or employees of international organisations.
WaiversUse SHIFT+ENTER to open the menu (new window).
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Requests for waivers need to correspond with the budget. Any exception from APEC funding guidelines needs to be explained and justified under this section. These include:
  • Exceptions from tendering requirements
  • Travel costs for government officials
  • Travel costs for employees of International Organizations
  • Simultaneous interpretation costs
  • Translation costs of publications

If you are seeking flexibility on APEC contracting procedures, such as direct awarding of a contract, you need to clearly describe why you want this waiver. Also address the value-add to the project of this request and how will you ensure conflict of interest will be avoided.

ProjectNumberUse SHIFT+ENTER to open the menu (new window).
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Must include the project number, if known
CoSponsoringEconomiesUse SHIFT+ENTER to open the menu (new window).
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Must have at least 2 co-sponsors. HRDWG must have atleast 6.
ExpectedCompletionDateUse SHIFT+ENTER to open the menu (new window).
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Must finish before the end of the next calender year (i.e. Dec 2013 if applying in 2012)

ProjectSummaryUse SHIFT+ENTER to open the menu (new window).
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Think of this as your project’s Executive Summary where you can get across only the main point of the project. Do not repeat or go into detail on aspects that are further clarified at a later point in the proposal.
Write it for someone who does not have a background in this field, Be sure to cover:
  • Topic and brief mention of why it’s important
  • Think: Who, What, When Where, Why and How.
  • Clear mention of location and timing
If your description is not succinct and complete, the reviewer may have trouble understanding the rest of the proposal. The Project Overview should "paint a picture" of your project in the mind of the reader. It should establish the context so that the rest of the proposal has a frame of reference.
OtherNonApecStakeholdersUse SHIFT+ENTER to open the menu (new window).
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Other Non-APEC Stakeholders Involved
DeclarationUse SHIFT+ENTER to open the menu (new window).
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Type your name here to acknowledge your agreement to the statement below.
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