Activity Design Document (ADD): Activity Name

Contents

1: Executive Summary ............................................................ 2

2: Analysis and Strategic Context ........................................... 3

Country, region and Investment Priority issues .......... 3
Stakeholder analysis ............................................... 3
Problem analysis .................................................... 3
Lessons learned ..................................................... 3
Consistency with existing New Zealand and other
donor/ multilateral programmes and policy/strategy ... 4
Rationale for New Zealand involvement..................... 4

3: Activity Description ............................................................. 5

Results diagram ..................................................... 5
Activity and inputs.................................................. 5
Form(s) of aid proposed .......................................... 5
Estimated programme budget and timing .................. 5

4: Implementation Arrangements ........................................... 6

Management and governance arrangements and
structure ............................................................... 6
Implementation plan .............................................. 6
Results measurement & monitoring and evaluation..... 6
Sustainability issues ............................................... 6
Procurement arrangements ..................................... 6
Overarching policy issues including gender, human
rights and environment ........................................... 7
Critical risks and risk management strategies ............ 7
Environmental and social impacts ............................. 7

5: Appendices ......................................................................... 8

Appendix A: Results Framework ............................................. 9

Results Diagram ..................................................... 9
Results Measurement Table .................................... 12
Monitoring and Evaluation Workplan ........................ 13

Appendix B: Risk Management .............................................. 15

Appendix C: Detailed Outputs-Based Budget / Cost Estimates17

Appendix D: Description of Programme Activities ................. 18

Appendix E: Programme Management and Implementation

Arrangements ................................................... 19

Appendix F: Relevant Analyses ............................................. 20

1: Executive Summary
Maximum 4 pages.

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 total whole of life costs and the contribution
by New Zealand and others, noting explicitly any contingency that
has been included in the total estimate.

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2: Analysis and Strategic Context
Sections 2-4: Maximum 20 pages in total. Less detail is needed if
the Activity is low risk than for an Activity that is high risk. For some
lower risk Activities you may choose not to use all of the suggested
headings.

Section 2 should provide a strategic analysis of the situation related

to this aid activity providing relevant background information and
provide sufficient information so that someone not familiar with the
context can understand the issues.

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Country, region and Investment Priority issues

Concisely set out the country, region and relevant contextual
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 and other relevant cross-cutting issues. The text should
allow readers to comprehend what success would look like for this
activity.

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Lessons learned
Highlight any existing or previous similar Activities undertaken by
MFAT, other relevant activities are being undertaken by the partner
government or other donors, and the principal lessons learned
through these and similar thematic activities elsewhere.

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Consistency with existing New Zealand and other donor/
multilateral programmes and policy/strategy
Clearly set out how the activity links to New Zealand’s foreign and aid
policy and strategy. It should outline links to and any implications
for, existing country or regional programmes. It should also review
the activities of other development partners operating in-country and
explain how the proposed programme takes these other activities into
account.

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Rationale for New Zealand involvement

Explain the reasons why this activity is being proposed and what key
development objectives (poverty reduction, service delivery
improvement, improved governance framework, etc) will be achieved.
It should outline New Zealand’s comparative advantage.

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3: Activity Description
This section should answer 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 aid
proposed; detail the individual programme components and provide
budget estimates and information of the suggested timing of the aid
activity.

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Results diagram
This section should include a results diagram (refer to Appendix A)
which describes the Activity’s goal and identifies the desired change
occurring over time by logically showing the links between the
Activity’s outputs, desired short, medium and/or long-term outcomes.
Explanatory notes should be included.

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Activity and inputs

Describe the activities and inputs required to achieve the outputs.

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Form(s) of aid proposed

Briefly outline the forms of aid considered and describe and justify
the forms of aid / modalities of assistance proposed, explaining
specific arrangements for defining New Zealand’s role in working with
other partners. Explain how the activity will work within partner
government systems. If the activity will not work within partner
government systems, explain why.

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Estimated programme budget and timing

Set out the activity budget, providing a breakdown of expenditure
between components and over time and what procurement
arrangements will apply to them. A detailed budget should be
provided in an Annex.

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4: Implementation Arrangements
This section should set out the main issues and factors affecting how
the proposed activity would be delivered on the ground.

Management and governance arrangements and structure

Explain how the activity is intended to be governed and managed. It
should set out in detail the envisaged relationship between NZ,
partners, contractors (if relevant), other donors and the partner
government. The roles and responsibilities of the active partners in
the activity should be outlined.

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

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Results measurement & 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 Workplan should be appended to the ADD.

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Sustainability issues
At the end of the funding period, outline whether MFAT 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 are likely to affect the sustainability of Activity
outcomes beyond the funding period (e.g. absence of direct donor /
programme support, ongoing requirements for TA, budget issues,
asset management, institutional arrangements, political instability,
social unrest, etc). Describe key steps you will undertake to address
these issues.

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Procurement arrangements
If partner systems are proposed as the delivery mechanism for
procurement, describe in detail their 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 New Zealand Government

Mandatory Rules for Procurement and New Zealand Aid Programme
Contracting Policy.

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Overarching policy issues including gender, human rights and

environment
Explain concisely how overarching policy issues such as gender,
human rights and environment, have been addressed through the
design. The text should provide an explanation of the approach
adopted in each case; however, it should not substitute for
consideration and discussion of these issues in Sections A & B of the
Design Document where the issue is central to the design (gender in
particular should be a central consideration in any activity). If the
design involves a building or structure, explain how accessibility for
people with disabilities will be considered.

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Critical risks and risk management strategies

Outline the most critical risks (including health and safety risks) and
explain how these risks will be addressed and managed. A risk
management table should be annexed.

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Environmental and social impacts

Where the Activity has previously been assigned a provisional
category A, B, P(A), or P(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 Partner Government
environmental and social laws and regulations, and measures to
strengthen in-country capacity for their implementation
5: Appendices
The following appendices are required:

This section includes the following appendices:

 Appendix A: Results Framework (Results Diagram, Results
Measurement Table, Monitoring and Evaluation Workplan)
 Appendix B: Risk Management
 Appendix C: Detailed Outputs-Based Budget / Cost Estimates
(including costing methodology)
 Appendix D: Detailed Description of Programme activities (if
appropriate)
 Appendix E: Programme 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,
health and safety risks, etc)

The following appendices are optional and included if relevant.

Delete reference to those that are 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
 Appendix A: Results Framework
The results framework below includes a results diagram, results measurement table and a monitoring and evaluation workplan.

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
Sample layout

Goal of the Activity:

Long-term Long-term
outcome outcome

Medium-term
outcome

Short-term Short-term
outcome outcome

Output Output Output

Refer to the guideline Developing an Activity Design for the format to use and the standards that apply when developing a results
diagram.
Outputs/Inputs Table
Refer to the guideline Developing an Activity Design for the format to use and the standards that apply. Add additional rows to the table
as required.

Outputs from the Activities to Delivery Outputs Inputs to Resource Activities

Results Diagram

Output 1

Output 2
Results Measurement Table

Refer to the guideline Developing an Activity Design for the format to use and the standards that apply. Add or delete rows as needed.

Results Indicator(s) Baseline Target Methodology/Data Sources

Information

Long-Term Outcomes

Medium Term Outcomes

Short-Term Outcomes

Outputs


Monitoring and Evaluation Workplan

Refer to the guideline Developing an Activity Design for the format to use and the standards that apply.

Notes when completing the table below:

Approach: Includes the methods and processes we will use in undertaking the monitoring and evaluation activities

Reporting & Deliverables: What and how the information be reported; to whom and by when; How the findings will be shared and
used.

Monitoring Tasks Approach Timeline Roles and responsibilities Deliverables and Reporting Indicative Costs

i. Initial data collection (including baselines)

ii. Create/ strengthen systems, processes and capacity

iii. On-going data collection tasks (including methods used for data collection), monitoring, formal visits and reporting

iv. On-going results discussions (include annual review of Activity Results Framework involving MFAT and partners)

12 month assessment of Activity Assess RD, RMT and M&E Work Plan Within 12 months of Assessment by implementing Confirmation that Activity None
Results Framework for intended purposes. Refine and implementation partners / MFAT. Results Framework is fit for
update where needed, especially commencing purpose.
monitoring and evaluation tasks.

Evaluation Tasks Approach Timeline Roles and responsibilities Deliverables and Reporting Indicative Costs
Formal evaluation (based on New Zealand Aid Programme Policy- include rationale, timing, information needs and objectives)

NA

NA
Total Indicative Costs $

Overall Monitoring and Evaluation Budget

Funding source $

Funding source $

TOTAL BUDGETED $
Appendix B: Risk Management
[Insert your Risk Management Table here]

Refer to the example below for a sample layout of a risk management table. Additional rows can be added to the table as needed.

Risk Description Potential Impact Likelihood Consequence Risk Proposed Risk Responsibility
Rating Management

Key to Risk Management Table

1. Risk Description

Describe potential uncertain events or conditions that, if they occur, may have a negative effect on the Activity’s outputs and outcomes.
Risks are described in terms of ‘if X happens, it will result in Y’. Consider risks arising from organisational, political, legal, financial,
environmental and social impact, disaster, and security sources. Health and safety risks must be considered specifically (risks relating to
the location where the work is to be performed; key risk to workers and other relating to the work undertaken).

2. Potential Impact

Describe the impact of the risks.

3. Likelihood, Consequence & Risk Rating

Use the following risk matrix to assess the likelihood and consequence of each identified risk and the resulting risk rating:
Almost Certain Medium High High Extreme Extreme
• Expected to occur in most circumstances
• Occurs every 6 months or more frequently
• >90% chance of event occurring 11 16 20 23 25
Likely Medium Medium High High Extreme
• Will probably occur in most circumstances
• Occurs every 6-12 months
7 12 17 21 24
LIKELIHOOD

• 75%-90% chance of event occurring

Possible Low Medium Medium High Extreme
• Could occur at some stage
• Occurs every 12-24 months
• 50%-75% chance of event occurring 4 8 13 18 22
Unlikely Low Low Medium High High
• Will occur in exceptional circumstances
• Occurs every 24-48 months
• 10%-50% chance of event occurring
2 5 9 14 19
Rare Low Low Medium Medium High
• May occur in exceptional circumstances
• Occurs every 4 or more years
• <10% chance of event occurring 1 3 6 10 15
CONSEQUENCE: Negligible Minor Moderate Major Severe
• Insignificant injury, no • First aid injury, minimal • Off-site medical • Considerable • One or more fatalities,
Health & Safety Consequences lost time, no long term lost time, no long term attention required, some hospitalisation required, Unable to return to work,
effects effects lost time, Reversible significant time lost, Significant irreversible
disability or injuries Irreversible disability to disability to more than
one person one person

• No significant impact • Minimal impact on the • Achievement of Activity • Some harm to Activity • Causes serious harm to
on the timing, cost or timing, cost or quality of objectives compromised beneficiaries, (individual; Activity beneficiaries,
• Costs escalate more community, organisation, (individual; community,
quality of outputs outputs
than 30% or country) organisation, or country)
• No significant adverse • Minimal adverse impact • Significant • Achievement of Activity • Serious reputational
impact on the on the environment or implementation delays. objectives significantly damage to contributing
Activity Consequences environment or stakeholder relations. compromised partners.
stakeholder relations. • Reputational damage
to contributing partners
• Significant financial
loss to contributing
partners, organisations,
communities, individuals.

4. Proposed Risk Management and Responsibility

Outline key measures planned to manage the risk and lessen either likelihood or consequences and where responsibility sits for these
measures. Important measures to manage high or extreme risk should also be captured elsewhere in the ADD including in the
description of activities, outputs/inputs table and budget.
Appendix C: Detailed Outputs-Based Budget / Cost
Estimates
Activity manager to attach the sequenced costed workplan template
(Excel file) that is appropriate for the likely implementing partner:
either the:
- Summary by Output Workplan
- Detailed by Output Workplan
- Detailed by Input Workplan

The workplan is to cover the period of Activity implementation.

If the partner is not yet known, use the summary workplan template.

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Appendix D: Description of Programme Activities
(Include if appropriate)

This appendix provide a detailed description of programme Activities

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

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Appendix F: Relevant Analyses
(Include relevant analyses: Social, economic, environment, gender,
poverty, institutional/fiduciary capacity, health and safety risks, etc)

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