Guidance

Supporting you through the UK Aid Direct fund management processes

The purpose of these resources is to ensure that grant holder reporting meets DFID’s requirements and clearly demonstrates the impact achieved as a result of UK Aid Direct funding. We recommend that you bookmark this web page to easily access these resources online, or alternatively download the material to read offline.

 

Grant holder guidance

1. Financial guidelines

  • a) Principles of reporting

    This document presents the basic guidelines for financial reporting covering DFID’s UK Aid Direct.

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  • b) Budget classification and budgeting

    This section of the guidance covers the classification system of UK Aid Direct budgets, and the methodologies used in calculating the expenditure of grants.

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  • c) Exchange rates

    This document presents operational guidelines on the treatment of foreign currency denominated transactions and appropriate methodologies for the budgeting, recording, and management of exchange rate fluctuations.

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2. Grant set-up documentation

  • a) Accountable grant arrangement - draft

    An Accountable Grant Arrangement is agreed for each project approved for funding from DFID. This is an example agreement for your reference.

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  • b) Memorandum of understanding - guidance

    A Memorandum of Understanding (MoU) is a document which sets out the agreement between the organisation that holds the grant, as well as any partner organisation administering DFID funds as part of this grant. A draft MoU for your project should be sent to your Performance and Risk Manager for agreement within 30 days of your project start date and this document gives you some guidance to follow.

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  • c) Memorandum of understanding - sample template

    This is a template UK Aid Direct grant holders can use and adapt for their draft MoU.

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3. Grant documentation

  • a) UK Aid Direct Theory of Change - visual overview

    This one-page document summarises UK Aid Direct’s Theory of Change.

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  • b) Writing your Theory of Change - guidance

    This document offers some advice on writing your project’s Theory of Change.

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  • c) Logframe - how to write one

    Results frameworks and logframes are essential throughout the project cycle, informing decision-making at each stage. This guidance looks at identifying risks and options, designing projects, as well as monitoring and evaluation.

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  • d) Results framework guidance

    This guidance is for Small Charities Challenge Fund grant holders only.

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  • e) Results framework - template

    This template is for Small Charities Challenge Fund grant holders only.

    It should be used to record:

    • outcome indicators
    • output activities
    • milestones
    • means of verificatio
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  • f) Budget and workplan tracker - template

    This budget and workplan tracker template is for Small Charities Challenge Fund grant holders only.

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  • g) Delivery chain mapping and delivery chain risk mapping - DFID Smart Guide

    This document from DFID presents guidance on delivery chain mapping, as well as delivery chain risk mapping.

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4. International Aid Transparency Initiative (IATI)

  • a) IATI - UK Aid Direct overview document

    DFID places great importance on transparency compliance, and because of this, project information must be published every quarter, in line with the IATI Standard. This document aims to provide you with all the information and contact details you will require to help you to do this.

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  • https://www.youtube.com/watch?v=rtpSequSXNw
    b) IATI Webinar - recording

    This is a recording of a webinar that took place in October 2016 featuring Fiona Waters, Effectiveness and Transparency Coordinator for Bond.

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  • c) Bond - IATI registry guide

    This guidance from Bond covers  the following: how to set up an account for your organisation, how to keep it updated, as well as how to add links to your XML data files.

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5. Organisational Capacity Assessment Tool (OCAT)

  • a) OCAT - guidance

    All grant holders of the UK Aid Direct Fund are expected to complete the OCA on a bi-annual basis. Read this detailed guidance to discover why it is important and how to do it.

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  • b) OCA - dashboard

    After completing your OCA, it will be necessary to input your scores into this spreadsheet (see the reference to this in the Guidance document above).

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6. System for Monitoring, Information, Learning and Evaluation (SMILE)

  • Grant setup and workbook

    This is a brief guide explaining how to access your grant setup form, as well as how to use the latest version of the Workbook tool to plan your activities and manage your budget.

    Please note: this is not applicable to Small Charities Challenge Fund grant holders. Please refer to the application guidance section of the website.

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7. Communications support

  • a) UK Aid Direct communications handbook 2018

    UK Aid Direct communications handbook for grant holders. Featuring rules on UK Aid branding, advice on sharing your news, templates and tips.

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  • b) Case study template 2018

    Here is a template which we hope you will find useful to structure your ideas for case studies relating to your project

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  • c) Learning template 2018

    Here is a template which we hope you will find useful to structure your ideas for sharing your learning from your project with the UK Aid Direct team.

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  • d) Beneficiary consent form template 2018

    To take and retain film footage or photographs it is important you have the beneficiary’s permission. Here is a template you could use if you don’t already have one for your organisation.

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  • e) Photographic consent form example template

    We recommend you complete this form (or something similar), before sharing any photographs with the UK Aid Direct team. Please try to remember to submit it with your files.

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  • f) Filming consent form

    We recommend you complete this form (or something similar), before sharing any film footage with the UK Aid Direct team.  Please try to remember to submit it with any footage you send.

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8. Fraud

  • What to do if you suspect fraudulent behaviour

    UK Aid Direct has a zero-tolerance approach to fraud and fraudulent behaviour that may lead to misuse of grant funds, and is committed to creating an environment in which you feel able to report fraud directly to your Fund Manager.

    MannionDaniels has engaged Expolink, a whistleblowing and fraud service provider to support you with this. It is an anonymous, free-to-call and confidential service. To report an incident concerning suspected misuse of funds, please click on this link (opens in a new window).

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9. Additional Resources

  • Creditor Reporting System Aid Activities Database 2017

    Creditor Reporting System (CRS) Aid Activities database 2017, reporting on 2016 flows.

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10. UK Aid Direct Presentations

  • Communications guidance - presentation

    This presentation was given to grant holders of the UK Aid Direct fund on Wednesday 21 March 2018.

    It includes information on:

    • demonstrating your impact
    • sharing your learning (and how we share your learning)
    • announcing your grant award
    • branding and logos
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  • OCA, partnerships, VfM and beneficiary feedback - presentation

    View the slides to a webinar from the UK Aid Direct technical team on OCA, partnerships, VfM and beneficiary feedback mechanisms here.

    Presented on 15 March, 2018.

    To receive an audio recording of the webinar, please contact your PRM.

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  • OCA, partnerships, VfM and beneficiary feedback - transcript of webinar

    Read the transcript of the OCA, partnerships, VfM and beneficiary feedback webinar, presented on 15 March 2018.

     

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  • https://youtu.be/9FINHYDwYeI
    Value for Money - webinar

    Listen to a webinar led by UK Aid Direct’s Deputy Fund Director, Karen Stephenson on VfM.

    Recorded on 9 October, 2017.

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  • Value for Money - presentation

    Download a copy of the presentation on value for money from webinar held on 09 October, 2017.

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