More Q and A's

The following questions and answers are from the Understanding the Application Process workshop facilitated by Play Wales at the Taking the Application Process Forward Seminar on 21 January 2009

1. What supporting evidence is needed?  Is there an option to send additional material?
BIG expects to receive applications that can demonstrate that they are informed and evidenced by the local audits currently being undertaken within the ten infrastructure project areas.  These audits should identify the areas of priority need and inform the project proposal and application submitted.  Applications should also compliment existing strategies and the Children and Young Peoples Plans (CYPP) of the local authorities that the project covers. The Project Plan evidence sheet (Section 3 of the Play Project Planning toolkit) will support you to reference supporting evidence.

2. Is there a conflict of interest if a project provider is part of partnership/steering group?
BIG expects organisations concerned with the development of childrens play in an area to work together to identify gaps in provision.  BIG expects those organisations to agree priorities of investment and bring forward projects to meet them.  Due to the membership of partnerships currently undertaking this, it is highly likely that a project provider may be part of a partnership/steering group.  The Play Project Planning toolkit supports partnership to make collaborative decisions and resolve any potential or perceived conflicts of interest.

3. Could the group facilitate a commission process?
Yes, if the application can demonstrate that this is a strategic response.  The lead applicant must be able to demonstrate that it is able to enter into contracts with other organisations for delivery aspects of the project.

4. How will budgets be managed across larger projects? Who will be accountable for monitoring?
Ensure appropriate financial systems are in place to manage the process. BIG expects lead applicants to have adequate structures in place to manage the project. It is important that you have procedures in place for handling and managing the project budget. This includes a proper bookkeeping system, regular financial checks and properly prepared accounts. BIG expects voluntary organisations to comply with the Statement of Recommended Practice (SORP).

5. If the infrastructure project spans a few counties would the bid have to come from a partnership?  Can individuals/authorities apply?
BIG expects to receive applications that can demonstrate that they are informed and evidenced by the local audits currently being undertaken within the ten infrastructure project areas.

Wherever possible partnership working and collaboration should be encouraged. Projects are advised that BIG anticipates that this will be a competitive programme.  Applicants addressing the audit and having demonstrated partnership working are likely to score higher on their assessment.  Partnership working will maximise their chances of successful funding applications.

BIG will monitor successful projects throughout their duration and so will continuously need to demonstrate they are working in partnership.

Due to limited money and competition, BIG have indicated that they expect only one application per infrastructure area. These applications can address need across all local authorities but should be linked to the audit results.  Those councils working with infrastructure projects will have significantly greater chance of being approved.  Projects should therefore look to deliver applications for projects that address priority needs within the combined areas of partnership.

6. How will local partnerships make decisions?
Play Wales is working with regional partnerships to identify gaps in priorities and agree priorities for investment.  Play Wales have produced a Play Project Planning toolkit which will support local partnerships to develop projects that meet priorities and fit national strategies. The toolkit will help partnerships to make decisions regarding all aspects of project development.

7. How necessary is the support of the CYPP?
Applications should complement existing strategies and the Children and Young Peoples Plans (CYPP) of the local authorities that the project covers.  However, whilst support from respective Children and Young Peoples Boards is useful, it is not mandatory.

8. What happens if there is an under spend for the 9.5million?
There will not be a third funding round under this programme.  Any funds not allocated through Round Two will be retained by BIG and used towards other programmes.

9. Will BIG fund specific projects for specific children?
Applicants will need to demonstrate how the project and organisation demonstrates a commitment to equality and meets BIGs equality principles, as listed in the programme guidance notes.  Applicants will need to demonstrate commitment to equal opportunities throughout the project.  BIG will not fund projects purely associated with increasing disability access; however, the application must demonstrate how the project will meet the needs of disabled children and Welsh speakers who may wish to use play facilities.

10. What criteria will bids be scored against?
BIG will develop scoring criteria, which is weighted, based on the programme guidance notes and application form.

11. If an application is made for £1.1 million for total bid will there be a cap?
The programme guidance notes indicate that the maximum bid is £ 1 million.  Although the estimated project cost may be more, Play Wales advises that applications to the fund should not exceed that maximum amount of £ 1m, otherwise they will be rejected.

12. What if BIG likes one bit but not the whole?  How will that affect the project?  Is there a process to get less than you asked for if the programme is over subscribed?
BIG expects applications that demonstrate that partners have worked together to agree priorities for investment and bring forward projects to meet them.  BIG expects the prioritisation to be done by partnerships as part of the application process and it will not form part of the assessment process.  BIG will not scale down projects to meet the amount of funding available.

13. What if you miss the reading day deadlines?
Play Wales have set aside February 23 and 24 to read through draft applications.  This provides us with an opportunity to carefully scrutinise the bids.  We will make comments on all aspects of the form and ensure that the application meets the requirements as set out in the programme guidance notes.  We will provide feedback by 25 February.  This will provide you with ample time to make amendments. 

If you miss the reading days, we will still offer support, but we cannot guarantee the same level of scrutiny that the reading days provide.

14. How much evidence of managing large sums of money do lead organisations need to show?
The lead applicant will need to explain any experience it has of managing similar projects or running projects of a strategic nature.  You will need to tell BIG (in Section 3.3 Project Management section of the application form) about:

" your management structure
" experience of managing projects, how you will employ and manage staff
" what financial systems you have in place to manage the project budget
" how you will ensure you have the right mix of skills, knowledge and experience

15. If funding is awarded, what is the reporting procedure?
If you are awarded a grant, you will have to accept BIGs terms and conditions.  A draft standard conditions of grant is included in the Childs Play programme guidance notes (Appendix one). The lead applicant is expected to monitor the progress of the project and complete regular reports (at 6 month intervals) on forms provided by BIG.  The grant is finished only after you have competed a final report to BIGs satisfaction and you have provided  annual accounts for the full period.