Activity Design Document (ADD): Activity Name
Contents
1: Executive Summary ............................................................ 2
2: Analysis and Strategic Context ........................................... 3
Country, region and sector 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
5: Appendices ......................................................................... 8
Appendix A: Results Framework ............................................. 9
Results Diagram ..................................................... 9
Results Measurement Table .................................... 12
Monitoring and Evaluation Workplan ........................ 13
Appendix B: Risk Matrix ........................................................ 14
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
Activity Design Document
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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:
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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.
[???]
Activity Design Document
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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.
[???]
Country, region and sector issues
Concisely set out the country, region and relevant sector context /
challenges.
[???]
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.
[???]
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.
[???]
Activity Design Document
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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.
[???]
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.
[???]
Activity and inputs
Describe the activities and inputs required to achieve the outputs.
[???]
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.
[???]
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.
[???]
Implementation plan
Outline an implementation plan and timeline and/or provide Gantt
chart showing critical milestones in the Annex.
[???]
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.
[???]
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.
[???]
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.
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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.
[???]
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).
[???]
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 impacts
Where the Activity has previously been assigned a provisional
category A, B, P(A), or P(B) note:
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-
-
Activity Design Document
Document ID:
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
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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 Matrix

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, 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).
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Other relevant reports and assessments as appropriate
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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
Medium-term outcome
Medium-term outcome
Medium-term outcome
Medium-term outcome
Medium-term outcome
Short-term outcome
Short-term outcome
Short-term outcome
Short-term outcome
Short-term outcome
Long-term
outcome(s)
Medium-term
outcomes
Short-term
outcomes
Output
Output
Output
Output
Output
Outputs
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Sample layout
Goal of the Activity:
Long-term
outcome
Long-term
outcome
Medium-term
outcome
Short-term
outcome
Short-term
outcome
Output
Output
Output
Refer to the guideline Developing, Appraising and Approving an Activity Design for the format to use and the standards that apply when
developing a results diagram.
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Outputs/Inputs Table
Refer to the guideline 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 Diagram
Activities to Delivery Outputs
Inputs to Resource Activities
Output 1
Output 2
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Results Measurement Table
Refer to the guideline 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
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Medium Term Outcomes
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Short-Term Outcomes
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Outputs
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Monitoring and Evaluation Workplan
Refer to the guideline Developing, Appraising and Approving 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 &
Evaluation Tasks
Approach
Timeline
Roles and
responsibilities
Deliverables and Reporting
Indicative
Costs
TOTAL INDICATIVE COSTS
$
Funding source
$
Funding source
$
TOTAL BUDGETED
$
Monitoring
Evaluation
Overall Monitoring and Evaluation Budget
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Appendix B: Risk Matrix
[Insert your Risk Matrix here]
Refer to the example below for a sample layout of a risk matrix. Additional rows can be added to the table as needed.
Risk Category and Description
Potential Impact
Likelihood
Consequence
Risk
Profile
Proposed Risk
Management
Responsibility
Key to Risk Matrix
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
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3.Likelihood
Identify the level of 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
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5. Risk Profile
Determine the risk profile from the level of likelihood and consequence.
Likelihood
Almost certain
Extreme
risk
Likely
Possible
Unlikely
Rare
Consequence
Colour
Low risk
Moderate
Risk level
Major
Severe
Measures required
Green
Low
Normal control and monitoring measures will be sufficient.
Orange
Medium
This requires measures to manage the likelihood or consequence of
a risk and active monitoring.
Red
High
Extreme risks are likely to occur and would prevent achievement of
outcomes, cause unacceptable cost overruns and/or schedule
slippage. Significant reputational damage will occur.
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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 etc)
[???]
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