E3 - Te Tarai Vaka Cook Islands

Activity Design Document (ADD): Activity Name

Contents
Contents ............................................................................................................................... 1
Executive Summary ............................................................................................................. 2
Analysis and Strategic Context ........................................................................................... 2
Sector Issues ....................................................................................................................... 2
Stakeholder Analysis ........................................................................................................... 2
Problem Analysis ................................................................................................................. 2
Lessons Learned .................................................................................................................. 2
Consistency with Existing Policy/Strategy .......................................................................... 3
Rationale for Cook Islands Government Involvement ......................................................... 3
Activity Description ............................................................................................................. 4
Results Diagram ................................................................................................................... 4
Activity and Inputs ............................................................................................................... 4
Form(s) of Funding and Development Modalities Proposed ............................................... 4
Estimated Programme Budget and Timing .......................................................................... 4
Implementation Arrangements............................................................................................. 5
Management and Governance Arrangements and Structure ............................................... 5
Implementation Plan ............................................................................................................ 5
Results Measurement and Monitoring and Evaluation ........................................................ 5
Sustainability Issues............................................................................................................ 5
Procurement Arrangements ................................................................................................. 5
Overarching Policy Issues including Gender, Human Rights, Climate Change and
Disasters, Environment and Social Safeguards .................................................................. 5
Critical Risks and Risk Management Strategies .................................................................. 6
Environmental and Social Safeguards ................................................................................ 6
Appendices .......................................................................................................................... 7
Appendix A: Results Framework ......................................................................................... 8
Results Diagram ................................................................................................................... 8
Results Measurement Table ............................................................................................... 11
Monitoring and Evaluation Work Plan ............................................................................... 12
Appendix B: Risk Matrix .................................................................................................... 13
Appendix C: Detailed Outputs-Based Budget / Cost Estimates ........................................ 16
Appendix D: Description of Program or Activities ............................................................ 17
Appendix E: Management and Implementation Arrangements ......................................... 18
Appendix F: Relevant Analyses ......................................................................................... 19

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 1

Executive Summary
Maximum 4 pages – (fewer for smaller scale activity).
Please provide a succinct summary of the design in a form that can be treated as a stand-alone
document. It should:
 describe the development challenge and proposed response
 include a results diagram (planned outputs, and intended short, medium and/or long-term
outcomes which contribute to the goal)
 summarise tasks/activities
 outline key risks and mitigation
 recommend the delivery modality
 outline the expected whole of life costs and the contribution by the Cook Islands and others,
noting explicitly any contingency that has been included in the total estimate.
[???]

Analysis and Strategic Context

Sections 2-4: Maximum 20 pages in total. Less detail is needed if the Activity is low cost and low
risk. Not all of the suggested headings are required for lower risk Activities.
Section 2 should provide a strategic analysis of the situation related to this development activity.
This includes providing relevant background information and sufficient information so that someone
not familiar with the context can understand the issues.
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Sector Issues
Concisely set out the relevant sector context/challenges.
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Stakeholder Analysis
Provide a summary stakeholder analysis (additional detail can be annexed).
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Problem Analysis
Explain the specific problem being addressed including gender analysis, relevant safeguards and
cross-cutting issues. The text should allow readers to understand what success would look like for
this activity.
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Lessons Learned
Highlight any existing or previous similar Activities undertaken by the Cook Islands Government
and/or partners, including private sector, NGOs and donors if relevant. Also include principal
lessons learned through these and other similar activities.
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E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 2

Consistency with Existing Policy/Strategy
Clearly state how the activity links to the Cook Islands National Sustainable Development plan,
relevant national, sector or departmental policies and strategies. It should outline links to and any
implications for, existing government plans, programs and departmental business plans. If jointly
funded it should also review the activities of partners operating in-country and explain how the
proposed activity takes these into account.
[???]

Rationale for Cook Islands Government Involvement

Explain why this activity is being proposed and what key development objectives (economic growth,
service delivery improvement, etc.) will be achieved.
[???]

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 3

Activity Description
This section answers the question “what will this activity do, with what resources and over what
timeframe?”. It should include a results diagram. It should explain and justify the forms of funding
proposed, detail the individual activity components, provide budget estimates and information on the
suggested timing of the activity.
[???]

Results Diagram
This section includes a results diagram (refer to Appendix A) which describes the Activity’s goal and
identifies the desired change to occur over time, by logically linking the Activity’s outputs, desired
short, medium and/or long-term outcomes. Explanatory notes are to be included.
[???]

Activity and Inputs

Describe the tasks and inputs required to achieve the outputs.
[???]

Form(s) of Funding and Development Modalities Proposed

Briefly outline the forms and sources of funding considered, describe and justify the forms of funding
and development modalities proposed (if relevant), explain specific arrangements for defining the
Cook Islands role if other partners are involved in funding. Explain how the activity will work within
government. If the activity will not work within government, explain why.
[???]

Estimated Programme Budget and Timing

Set out the activity budget, provide a breakdown of expenditure between components over time and
list the procurement arrangements that will apply. A detailed budget should be provided in an Annex.
[???]

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 4

Implementation Arrangements
This section sets out the main issues and factors affecting how the proposed activity will be delivered
on the ground.

Management and Governance Arrangements and Structure

Explain how the activity will be governed and managed. Detail the envisaged relationship between the
Cook Islands government, partners and contractors (if relevant). The roles and responsibilities of the
partners in the activity should be outlined.
[???]

Implementation Plan
Outline an implementation plan and timeline and/or provide Gantt chart showing critical milestones in
the Annex.
[???]

Results Measurement and Monitoring and Evaluation

Provide a brief overview of the results framework and how results will be reported. A Results
Measurement Table and a Monitoring and Evaluation Work Plan are to be appended to the ADD.
[???]

Sustainability Issues
At the end of the activity, outline if the Cook Islands government/department will exit or transition to a
new, follow-up Activity. If transition, include a brief description of what is intended for the new, follow-
up Activity, anticipated approach or modality and partner(s) if known.
Outline the issues that affect the sustainability of outcomes beyond the Activity (e.g. absence of
support, ongoing requirements for TA, budget issues, asset management, institutional arrangements,
political instability, etc.). Describe steps you will undertake to address these issues.
[???]

Procurement Arrangements
Describe in detail how the Cook Islands agency will ensure the use of Cook Islands procurement
processes and responsibilities and how this will be monitored.
Outline findings of any procurement and/or financial management capacity assessment relevant to
the design.
Procurement must comply with the Cook Islands Government Financial Policies and Procedures
Manual.
[???]

Overarching Policy Issues including Gender, Human Rights, Climate

Change and Disasters, Environment and Social Safeguards
Explain concisely how overarching policy issues such as gender, human rights, climate change and
disasters, environment and social safeguards have been addressed through the design. The text
should provide an explanation of the approach adopted in each case. This should not substitute for
consideration and discussion of these issues in Sections A & B of the Design Document if the issues
are central to the design (gender in particular should be a central consideration in any activity).

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 5

[???]

Critical Risks and Risk Management Strategies

Outline the most critical risks and explain how these risks will be addressed and managed. A risk
matrix should be annexed.
[???]

Environmental and Social Safeguards

Where the Activity has previously been assigned a provisional category A or B, note:
 The agreed category assigned to the Activity, the scope of any impact assessment and
impact management plan and whether a reassignment from a provisional category assigned
at the identification stage is being recommended
 A summary of any adverse impacts or risks, and measures designed to avoid or mitigate
these
 Confirmation of the complaints and conflict resolution procedure
 Any major risks posed by climate variability, climate change and natural hazards, and
measures to address these and improve resilience
 The degree of compliance with relevant environmental and social laws and regulations, and
measures to strengthen capacity for their implementation.

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 6

Appendices
The following appendices are required.

This section includes the following appendices:

 Appendix A: Results Framework (Results Diagram, Results Measurement Table, Monitoring
and Evaluation Work Plan)
 Appendix B: Risk Matrix
 Appendix C: Detailed Outputs-Based Budget/Cost Estimates (including costing methodology)
 Appendix D: Detailed Description of Programme activities (if appropriate)
 Appendix E: Management & Implementation Arrangements – Organization Chart and other
details as appropriate including Roles/Responsibilities of Parties/Stakeholders
 Appendix F: Relevant analyses (Social, Economic, Environment, Gender, Poverty,
Stakeholder, institutional/fiduciary capacity, etc.).

The following appendices are optional and should be included if relevant. Delete reference to those
not required:
 Implementation Schedule
 Transition or Exit Planning
 Position Descriptions/Terms of Reference (if design includes TA)
 Scope of Services and Basis of Payment (mandatory if being tendered)
 Other relevant reports and assessments as appropriate.

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 7

Appendix A: Results Framework
The results framework below includes a results diagram, results measurement table and a monitoring and evaluation Work Plan.

Results Diagram
Either modify this layout and text to create your results diagram, or replace the layout below with a results diagram created in Visio.

Goal of the Activity:

Long-term Outcome Long-term Outcome Long-term Outcome

Long-term
Outcome(s)

Medium-term Outcome Medium-term Outcome Medium-term Outcome Medium-term Outcome Medium-term Outcome
Medium-term
Outcomes

Short-term Outcome Short-term Outcome Short-term Outcome Short-term Outcome Short-term Outcome
Short-term
Outcomes

Output Output Output Output Output

Outputs

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 8

Sample Layout
Refer to the guide Developing, Appraising and Approving an Activity Design, for the format to use and the standards that apply when developing a results diagram.

:
Goal of the Activity

Long- Term Long- Term

Outcome Outcome

- Ter
Medium
Outcome
m

Short- Term - Term

Short
Outcome Outcome

Output Output Output

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 9

Outputs/Inputs Table
Refer to the guide Developing, Appraising and Approving an Activity Design, for the format to use and the standards that apply. Add additional rows to the table as required.

Outputs from the Results Activities to Delivery Outputs Inputs to Resource Activities
Diagram
Output 1

Output 2

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 10

Results Measurement Table
Refer to the guide Developing, Appraising and Approving an Activity Design, for the format to use and the standards that apply. Add or delete rows as needed.

Results Indicator(s) Baseline Information and Targets Methodology/Data Sources

Long-Term Outcomes

Medium Term Outcomes

Short-Term Outcomes

Outputs

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 11

Monitoring and Evaluation Work Plan
Refer to the guide Developing, Appraising and Approving an Activity Design, for the format to use and the standards that apply.
Note when completing the table below:
Approach: Includes the methods and processes we will use in undertaking monitoring and evaluation activities
Reporting & Deliverables: What and how the information will be reported, to whom and by when, how the findings will be shared and used.

Monitoring & Evaluation Approach Timeline Roles and Deliverables and Reporting Indicative Costs
Tasks Responsibilities
Monitoring

Evaluation

Total Indicative Costs $

Overall Monitoring and Evaluation Budget
Funding source $
Funding source $
Total Budgeted $

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 12

Appendix B: Risk Matrix
[Insert your Risk Matrix here]

Refer to the example below for a layout of a risk matrix. Additional rows can be added to the table as needed.
Risk Category and Description Potential Impact Likelihood Consequence Risk Proposed Risk Responsibility
Profile Management

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 13

 Key to Risks
1. Risk Category and Description
Risk categories include:
 External
e.g. Economic, Political, Natural Event, Security
 Organisational
e.g. Personnel, Capacity, Policies
 Financial
e.g. financial management weaknesses, corruption, fraud, cost/exchange rate escalation, lack
of funding.

2. Potential Impact
Describe the impact

3. Likelihood
Identify the likelihood of the risk occurring:
Likelihood Description
Almost certain Expected to occur in most circumstances
Likely Will probably occur in most circumstances
Possible 50/50 that it might occur at some time
Unlikely Could occur at some time
Rare May occur only in exceptional
circumstances

4. Consequence
Identify the level of consequence if the risk occurs:
Descriptor Description (Indicative Examples)
Severe Causes serious harm to Activity beneficiaries, (individual; community, organisation, or
country).
Serious reputational damage to contributing partners.

Major Some harm to Activity beneficiaries, (individual; community, organisation, or country).

Achievement of Activity objectives significantly compromised.
Reputational damage to contributing partners.
Significant financial loss to contributing partners, organisations, communities, individuals.
Moderate Achievement of Activity objectives compromised.
Costs escalate more than 30%.
Significant implementation delays.

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 14

 5. Risk Profile
Determine the risk profile from the level of likelihood and consequence.

Likelihood

Almost certain Extreme

risk

Likely

Possible

Unlikely

Rare
Low risk

Consequence Moderate Major Severe

Colour Risk level Measures required

Green Low Normal control and monitoring measures will be sufficient.

This requires measures to manage the likelihood or

Orange Medium
consequence of a risk and active monitoring.

Extreme risks are likely to occur and would prevent

achievement of outcomes, cause unacceptable cost
Red High
overruns and/or schedule slippage. Significant
reputational damage will occur.

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 15

Appendix C: Detailed Outputs-Based Budget / Cost
Estimates
Activity manager to attach the sequenced costed Work Plan template (Excel file) that is appropriate
for the likely implementing agency, either the:
 Summary by Output Work Plan
 Detailed by Output Work Plan
 Detailed by Input Work Plan.
The Work Plan is to cover the period of Activity implementation.
If the partner is not yet known, use the summary Work Plan template.
[???]

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 16

Appendix D: Description of Program or Activities
(Include if appropriate)
This appendix provides a detailed description of program or Activities
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E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 17

Appendix E: Management and Implementation
Arrangements
Include organization chart and other details as appropriate including roles and responsibilities of
parties/stakeholders.
[???]

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 18

Appendix F: Relevant Analyses
(Include relevant analyses: Social, economic, environment, gender, poverty, institutional/fiduciary
capacity, etc.)
[???]

E3 - Te Tarai Vaka Cook Islands Activity Design Document Template 19