3.2 How to identify and select the sub-grantees?

The identification of reliable sub-grantees and effective sub-projects is the key for success of in projects involving sub-granting. Sub-granting would be justified if it is in line with the general objectives of the project and complements other activities of the project.

The main criteria of sub-granting component (who are eligible, what activities/purchases/works are eligible, approximate size and number of sub-grants, etc.) should be described already in the application and need to be detailed later during the implementation stage of the project.

This stage of the process is crucial and there are many ways in which sub-grants may be identified:

Listing of sub-projects and sub-grantees in the application. It is relevant to projects that need to implement several specific activities for which a range of qualified smaller NGOs exist. NGOs could be identified also in the implementation phase of the project.

Planning consecutive activities which lead to the identification of sub-projects and sub-granites. It is relevant to projects that have planned business training activities followed by drafting business plans. Competitions of the drafted business plans could lead to the identification of sub-grant projects and sub-grantees.

A small scale call for proposals could be included in the project. In this case , an important document is the guidelines for sub-applicants. In this document are outlined the eligibility criteria, other relevant information for potential applicants as well as the application form.

For the above option 3 where the sub-grantees would be selected through calls for proposals the following recommendations could be considered.

Guidelines for applicants usually define:

Eligibility of sub-projects

  • Types of the project / activity which is subject to the sub-granting process.
  • Size of sub-grants and duration of sub-projects
  • Types of the expenses or investment accepted within the sub-granting

Eligibility of the applicants

  • Type of company
  • Number of years of operation
  • Existing expertise with similar projects

Criteria for assessing quality of the business plans/sub-projects

  • Innovativeness of plans
  • How realistic and tangible are the results of the sub-project
  • Readiness and capacity to invest own resources

As response to the guidelines an Application form provides the following information:

  • Brief description of the results, activities and the approach for the implementation of the action (feasibility elements of business plan).
  • Information about the duration and value of planned activities
  • Guarantees for sustainability of the action (ownership, maintenance, management, etc. feasibility elements of business plan)

In order to have a good selection process, the application form should be accompanied with necessary support documents as appropriate: registration documents (for companies or NGO-s), ID documents (for persons), ownership documents, etc.

A few ways of making public the start of the sub-granting process could be:

  • Advertising the Guidelines in the local newspapers
  • Using partners or associates of the main grant beneficiary (municipalities, various networking organizations)
  • Using regional and local stakeholders
  • Using existing on line platforms
  • Using socializing networks (Facebook, Twitter, etc)

This publication has been produced with the assistance of the European Union. The contents of this publication are the sole responsibility of Regional Development Agency West and can in no way be taken to reflect the views of the European Union Office in Kosovo .

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