Get Involved: Project Application Process

1. Heifer China Regional Offices (HCROs) receive any application (concept paper or letter, etc.,) for project from potential project partner of nongovernmental organizations (NGOs) and government organizations (GOs), etc. The application, whether in oral or written format, received by the Country Office in Chengdu will be forwarded to concerned HCROs for preliminary review. The HCROs will review the application in terms of its relevance to potential recipients’ needs, Heifer’s mission and the strategic plan of Heifer China.

2. The concerned HCROs examine the application; designated Regional Officers visit the potential project site and verify the information contained in the application.

3. The concerned HCROs send a concept paper to PMED within one week after the visit. If found appropriate, an application for participatory project appraisal survey and planning will also be sent to the PMED.

4. In terms of the real situation of the potential project site, strategic plan of Heifer China and funding available, the PMED decides whether or not to implement the participatory project appraisal survey and planning in consultation with CD.

5. Upon approval from PME, the appraisal survey and planning will be conducted by the concerned HCROs at the potential project site using project planning tools. Otherwise a denial letter will be mailed to the applicants.
6. If found appropriate, HCROs send a report of project appraisal survey and planning (also the project plan) to PMED; otherwise, a denial report will be sent to the PMED.

7. Together with potential project partners, HCROs prepare a formal PSS (Project Summary Sheet) to PMED within 2 weeks after the project appraisal survey and planning is conducted.

8. While developing the PSS, in the event the granting agency requires special content and format, Communication and Networking Department and Financial Department will be involved.

9. Electronic and hard copies of the PSS will be submitted to HCPRC* one week before HCPRC meeting for PSS review.

10. HCPRC members, chaired by the CD, meet as a team to review the proposal one week after the electronic and hard copies of the PSS are ready. At least 9 out of the total 12 HCPRC members must be present at the meeting. They clarify the details and improve the proposal with comments and suggestions. Changes on the proposal are discussed and negotiated at the meeting. The PSS can be taken as approved only after at least 7 of the attendees have approved the PSS.

11. If approved by HCPRC, the PSS will be sent to Heifer China PSS databank to be reviewed and funded by HQ or other funding agencies. The final version of each PSS will be approved for sending to A/SP or HQ by Heifer China CD.

12. Once a project is approved by the CP and funded by funding agencies other than HQ, notification will be sent to concerned program Finance/ Administration officers of A/SP-HQ by CD.

13. Heifer China Country Director, Finance Director, PMED, and RPD or RPM sign the LOA with HQ and Funding Agencies.

14. When a project is funded, the CD and PMED convene the concerned HCROs to deliberate on the final draft for disposition.

15. If approved, the concerned HCROs will prepare the Letter of Agreement between Heifer China and the potential project partners.

16. Heifer China Country Director, Finance Director, PMED, and RPD or RPM sign the LOA with project partners. Once both sides sign the LOA, funds will be remitted to a proprietary account in the name of the project partner organization upon completion of all requirements - bank accounts signatories, etc. Project implementation thus commences.