1. ESF Funding Workshop Tuesday 7 th April 2015

2. ESF Funding Mary Irish – ESF Contract Manager

3. OBJECTIVES To gain an overview of requirements when applying for and delivering an ESF Funded programme. To gain an understanding of monitoring and reporting requirements of ESF Funded activity

4. CONTENT 1.Applying for ESF Funding 2.Managing delivery 3.ESF Requirements

5. 1.Applying for ESF Funding New Programme ESIF

6. 1.Applying for ESF Funding Pre- Qualification Questionnaire Invitation to Tender

7. 1.Applying for ESF Funding Pre- Qualification Questionnaire Exercise

8. 1.Applying for ESF Funding Pre Qualification Questionnaire Process Provide Organisation Details Compliance information Economic and Financial Standing Technical Capability

9. 1.Applying for ESF Funding Invitation to Tender Process Proven track record in delivery of services How will you meet the requirements of the service specification? How will you be able to deliver the service in terms of the payment model?

10. 1.Applying for ESF Funding Invitation to Tender Process Describe your processes from promotion and marketing How will you ensure the quality of provision? How will your service lead to the engagement of the priority groups? Be able to describe your quality assurance arrangements. How will you monitor programme activity? How will you undertake the management of records/data across any organisations involved in the project?

11. 1.Applying for ESF Funding Invitation to Tender Process Describe how the project will be managed, including staffing resource allocated to the project. How will you ensure you provide adequate resource? Describe the management arrangements of the service. Be able to prove there is no conflict of interest from staff involved in delivering the service.

12. 1.Applying for ESF Funding Preparation Read the application guidance Do your research – demand/need Evidence demand Attend workshops (If provided) Map existing provision Ensure your organisation is eligible Read every question twice before answering Ensure your project has clarity and is structured Ensure you have strong relationships with related organisations

13. 1.Applying for ESF Funding Common Application Errors Not fully completing the forms Missing sections Not meeting the funding criteria Not submitting associated evidence/documentation requested Unrealistic budget Not enough research/demand shown for the project Not value for money

14. 1.Applying for ESF Funding Tips Spell check and proof read before submission Ask a colleague to read and check application Request feedback from funder, even if your application has been successful.

15. 2.Managing delivery Premises Are they sufficient/fit for purpose Are they accessible to your target audience Staffing Do you have the right people with the right skills to deliver the project? Have you planned sufficient staff to run the project? Recruitment

16. 2.Managing delivery Budgeting exercise

17. 2.Managing delivery (continued) Budgeting Staffing Rent/Premises Utilities Technology (equipment) Telecommunications Beneficiary Costs Evaluation Archive Costs Accreditation Costs Marketing and Publicity

18. Detailed Budget Breakdown – Example Staffing budget Item description and breakdown of hours (i.e. per week, month or session) Total number of hours Hourly rate Total Cost Project Manager 100£15.36£1536.00 Tutor 1 150£12.47£1870.50 Tutor 2 75£12.47£935.25 Administrator 200£8.55£1710.00 External Tutor 50£25.00£1250.00 Total£7301.25

19. Other Costs Item description and breakdown of hours (i.e. per week, month or session) Number and type of unit Cost per unit Total Cost Rent4 Months£300.00£1200.00 Electricity4 Months£50.00£200.00 Water4 Months£30.00£120.00 Room Hire (external)8 sessions£70.00£560.00 Telephone4 Months£15.00£60.00 Mobiles4 Months£8.00£32.00 Accreditation20 learners£45.00£900.00 Insurances1£300.00 Evaluation1£250.00 Stationery1£600.00 Marketing and Publicity1£250.00 Archive Costs8 Years£50.00£400.00 Total£4,872.00

20. Capital Costs Item description and breakdown of hours (i.e. per week, month or session) Number and type of unit Cost per unit Total Cost Laptop 1£300.00 Computer 1£320.00 Printer 1£80.00 Total£700.00

23. 2.Managing delivery (continued) Timescales Ensure project dates include pre-programme planning and post programme wrapping up Planning actual delivery

24. 3.ESF Requirements Eligibility Unemployed/Economically Inactive Residency Age restrictions Priority Group restrictions Record Keeping Beneficiary Forms Signatures Bureaucracy Evidence

25. 3.ESF Requirements Financial Evidence Receipts Invoices (name of organisation) Eligible spend Capital and revenue – what is the difference? Defrayal

26. 3.ESF Requirements Monitoring and reporting Monthly/quarterly returns Data gathering Financial returns Audit Checks and measures Audit bodies Retention of documentation At least until 2022

27. 3.ESF Requirements (Continued) Publicity – Marketing and logos Publicity Toolkit - https://www.gov.uk/government/publications/euro pean-social-fund-publicity-toolkit/esf-publicity- toolkit https://www.gov.uk/government/publications/euro pean-social-fund-publicity-toolkit/esf-publicity- toolkit

28. 3.ESF Requirements (Continued) What you ‘must’ do Use the ESF logo Display project plaques Inform participants about ESF and EU support Spread the word – publicise project activity Promote the national message Meet your contractual requirements.

29. Case Study by Kelly Thompson Community Linx …………

30. Q & A