Competitive Research

Grants Manual (CRGM)

Department of Agriculture
Bureau of Agricultural Research
 Contents
Page
PREFACE iv
RATIONALE OF THE MANUAL v
ACRONYMS vii
LIST OF FIGURES ix
LIST OF TABLES x
Section 1. Introduction 1
The Bureau of Agricultural Research 2
Section 2. Research, Development and Extension Agenda 5
Definition of Terms 6
Formulation of RDE Agenda 8
Section 3. BAR RDE Grant System and Its Implementing Guidelines 10
BAR RDE Grant System 11
Types of Research Grants 13
Eligibility 15
Criteria for Funding 16
Project Proposal Format 18
Application and Approval Process 20
A. Screening and Approval of Proposals 23
BAR In-House R&D Proposal Screening and Review 24
Committee
Experts Pool 25
B. Project Monitoring and Evaluation 27
Monitoring and Evaluation Team 28
Pre-Implementation Meeting 30
Procedure for Project Monitoring and Evaluation 32
Budget Realignment and Project 36
Termination/Extension

ii
Appendices
A. Capsule Proposal Format
B. Guidelines for the Preparation of Capsule Proposal
C. Detailed Proposal Format
D. Guidelines for the Preparation of Detailed Proposal
E. Acknowledgement Receipt
F. Pre-Implementation Meeting Evaluation Sheet
G. Monitoring and Evaluation Team (MET)
Confirmation Sheet
H. On-Site/Field Monitoring Form
I. Suggested Guidelines for Field Monitoring
J. Semi-Annual Report Format
K. Guidelines for the Preparation of Semi-Annual
Report
L. Annual Report Format
M. Guidelines for the Preparation of Annual Report
N. Certificate of Acceptability
O. Terminal Report Format
P. Guidelines for the Preparation of Terminal Report

iii
 Preface

This manual should be used as a facilitating tool and a guide for proponents and
evaluators of RDE projects. It contains descriptions of particular technical and
administrative considerations that are sought in quality output.

The manual consists of five sections: The first section aims to provide a brief
overview on the Bureau of Agricultural Research, the institution which is mandated
to ensure that agricultural research are coordinated and undertaken for maximum
utility to agriculture.

Section Two describes the formulation of RDE agenda as well as the common
terms usually encountered by proponents when submitting proposals to DA-BAR.

Section Three presents the BAR RDE Grant System. It enumerates the different types
of research grants including the formats and guidelines for preparing capsule and
detailed proposals. It also discusses the screening and approval of proposals
including monitoring and evaluation of on-going RDE projects.

This manual shall be used for guidance and compliance of all stakeholders
involved under the grant system. However, since review is conducted periodically
to ensure that it will be revised according to the lessons learned during
implementation, we invite the concerned parties to submit their comments and
recommendations for our evaluation and possible consideration in the revision
process.

Forms and formats are approved and authorized by the Bureau and are
continuously used throughout the implementation of the system including revisions
thereon.

iv
 Rationale of the Manual

Agricultural output per capita declined in the 1980’s compared to the 1970’s and
has remained relatively low in the past decades. The relatively low agricultural
productivity tremendously affects the country’s ability to produce and sustain
adequate food supply for its burgeoning population. Over the last two decades,
production of the country's staple grains, palay and corn, have not been able to
keep up with consumption.

To address the present situation of Philippine agriculture, the government enacted

Republic Act 8435, otherwise known as the Agriculture and Fisheries Modernization
Act (AFMA) which prescribes measures for the modernization of the agriculture and
fishery sectors through greater participation of small-holders, increased private
sector participation, and people empowerment.

The Bureau of Agricultural Research (BAR) of the Department of Agriculture (DA)

was created in 1987 to ensure that all agricultural research is coordinated and
undertaken for maximum utility to agriculture. BAR coordinates and funds
agricultural research and development activities of farmers, farmers’ organizations,
and research institutions for the use of DA and its clientele. It is charged with
developing national agricultural research plans and priorities in accordance with
the national development goals and objectives. It also manages knowledge and
advocate policies towards improved governance and progressive agricultural and
fishery sector.

The Bureau, in pursuit of its mandate under the AFMA to stimulate rural growth and
employment, thereby increase farmers’ income, has established and implemented
a competitive research grant (CRG) which aims to promote market-oriented
research designed to help improve the competitiveness of Philippine crops,
livestock and poultry, and fisheries. The CRG funds and supports high quality and
collaborative research projects designed to provide solutions to specific problems
on competitiveness of the agriculture and fisheries sector. This creates better
conditions for agribusiness diversification and productivity-enhancing investment by
the private sector. The CRG encompasses both the national and regional concerns
of food security, global competitiveness and market development of agro-
industries.

The research grants of DA are continuously being made competitive to obtain high-
quality proposals that focus on priority areas and address the needs of the industry
and farmers/fisherfolk thus maximize use of scarce research funds. The CRG is a
way to ensure proposals take into account: a) consultation with farmers/fisherfolk
and stakeholders in research proposal preparation; b) partnerships and
collaborations with government and non-government research institutions; c)
generation and dissemination of information/technology that has impact on the
target beneficiaries and other stakeholders; d) enhancement of competitiveness of
the sector or industry in both domestic and foreign markets.

v
BAR undertakes the important role in the management of CRG to attain a
sustainable diversification of the agricultural and fishery sectors. Hence, this manual
is conceptualized to address the need for effective and efficient monitoring and
evaluation system for BAR. More specifically, this manual aims to:

• provide guidance in the preparation (content, format, budget, etc.),

submission, review, and processing of RDE proposals
• facilitate and standardize the preparation of performance reports (progress,
annual, and final reports) for CRG projects
• describe and explain the policies regarding the award and administration of
grant

vi
 Acronyms

AFMA Agriculture and Fisheries Modernization Act

AFPRU Agriculture and Fisheries Policy Research Unit
AFR Advise for Fund Release
ALOBS Allotment and Obligation Slip
BAR Bureau of Agricultural Research
BARBD Bureau of Agrarian Reform Beneficiaries Development
BFAR Bureau of Fisheries and Aquatic Resources
CERDAF Council for Extension, Research and Development in Agriculture and
Fisheries
COA Commission on Audit
CPAR Community-based Participatory Action Research
CPT Core Planning Team
CRG Competitive Research Grant
DA Department of Agriculture
DAR-PSRS Department of Agrarian Reform – Policy Studies and Research
Services
DBM Department of Budget and Management
DENR Department of Environment and Natural Resources
DOST Department of Science and Technology
DV Disbursement Voucher
EO Equipment Outlay
FIAC Farmer/Fisherfolk Industry Advisory Committee
GOs Government Organizations
ICU Internal Control Unit
IPRO Intellectual Property Rights Office
LGUs Local Government Units
M&E Monitoring and Evaluation
MET Monitoring and Evaluation Team
MISD Management Information Systems Division
MOA Memorandum of Agreement
MOOE Maintenance and Other Operating Expenses
NaRDSAF National Research and Development System in Agriculture and
Fisheries
NAREA National Research and Extension Agenda
NARRDS National Aquatic Resources Research and Development System
NESAF National Extension System in Agriculture and Fisheries
NGOs Non-Government Organizations
NIN National Information Network
NRDEN National Research, Development and Extension Network
NRIs National Research Institutes

vii
NTL National Team Leader
NTP Notice to Proceed
OD Office of the Director
PDD Program Development Division
PS Personnel Services
PTIAFs Provincial Technical Institutes in Agriculture and Fisheries
R&D Research and Development
RAMRO Revised Accounting Manual for Research Operation
RCD Research Coordination Division
RDE Research, Development and Extension
RRDEN Regional Research, Development and Extension Network
RRIs Regional Research Institutes
RSCUs Regional State Colleges and Universities
SCUs State Colleges and Universities
SSAC Senior Scientists Advisory Committee

viii
 List of Figures
Page

Figure 1. Organizational structure of the Bureau of Agricultural 4

Research.
Figure 2. Flowchart for the formulation of RDE agenda 9

Figure 3. BAR RDE Grant System 12

Figure 4. Application and approval process for agriculture and 20

fisheries RDE proposals

Figure 5. Monitoring and evaluation process flow 33

ix
 List of Tables
Page

Table 1. Requirements by type of research grant 18

x
 1
Section

Introduction
 The Bureau of Agricultural Research

VISION

A stable and progressive future for the Filipinos through excellence on research and development
in agriculture and fisheries

MANDATE

Our business is agriculture and fisheries research and development. We coordinate, fund and
catalyze research, develop partnerships and institutional capabilities, manage knowledge and
advocate policies towards improved governance and progressive agriculture and fisheries.

RESEARCH AND DEVELOPMENT THRUSTS

• Expanding the Production Base and Enhancing Productivity and

Profitability in Agriculture and Fisheries

The Bureau is committed to the enhancement and profitability in small-hold agriculture

and fisheries, and small and medium agribusiness through application of research findings
on genetic improvements of crops, livestock, and fisheries as well as better production and
management practices; market accessibility; and marketing efficiency.

• Protecting the Environment

The Bureau supports innovative agriculture and fisheries researches, tapping the full
potential of the natural resources while promoting sustainability from these environmental
gains.

• Conserving and Protecting the Natural Resources in Agriculture and Fisheries

The Bureau works for the conservation and protection of the country’s plant and animal
germplasm, biodiversity and other natural resources in agriculture and fisheries.

• People Empowerment

The Bureau nurtures knowledge and information system as a strategy to promote people
empowerment through accelerating the use of productivity-enhancing and sustainable
technologies in agriculture and fisheries and providing easy access to technology and
information on agribusiness at the same time encouraging equal gender participation in
the organization.

Competitive Research Grants Manual 2

ROLES AND RESPONSIBILITIES

For purposes of the Council for Extension, Research and Development in Agriculture and Fisheries
(CERDAF) and the National Research and Development System in Agriculture and Fisheries
(NaRDSAF), BAR shall:

• serve as the Secretariat for R&D of the CERDAF.

• manage the R&D fund of the Department of Agriculture based on the guidelines
approved by CERDAF.
• provide leadership in the formulation of the NAREA.
• orchestrate the development and implementation of a manpower development program
for researchers, technical, and non-technical staff of the R&D system.
• develop and implement a program for the acquisition, upgrading, and maintenance of
R&D facilities and equipment.
• develop and maintain agriculture and fisheries R&D information system linked to the
National Information Network (NIN).

ORGANIZATION AND MANAGEMENT

A director heads the Bureau with the support of an assistant director. It is functionally structured
with three divisions and nine units. Figure 1 shows the organizational structure of the Bureau of
Agricultural Research (BAR).

Competitive Research Grants Manual 3

 Office of the Director

Office of the Assistant

Director

Administrative Unit Planning Unit

Agriculture & Fisheries

Finance Unit Policy Research Unit
(AFPRU)

Legal Unit Internal Control Unit

(ICU)

International Relations Intellectual Property

Unit (IRU) Rights Office (IPRO)

Technology
Commercialization Unit
(TCU)

Program Development Research Coordination Management Information

Division (PDD) Division (RCD) Systems Division (MISD)

Project Packaging Crops Section Information &

Section Communication
Technology Section
Livestock & Poultry
Project Evaluation
Section Section
Applied Communication
Section
Fisheries & Aquatic
Resources Section
Institutional Library Services Section
Development Section
Products, Resources &
Systems Section

Figure 1. Organizational structure of the Bureau of Agricultural Research.

Competitive Research Grants Manual 4

 2
Section

Research, Development,
and Extension Agenda
The Bureau of Agricultural Research (BAR), being the CERDAF secretariat for Research and
Development, is mandated to provide leadership in the formulation of Research, Development
and Extension (RDE) Agenda for agriculture and fisheries. In this connection, national and
regional RDE networks are created to lead in the formulation of RDE agenda and their
implementation.

The RDE Agenda enhance the consultation process among R&D implementing agencies by
assigning national and regional responsibilities. In so doing, research duplication is avoided and
use of scarce resources is maximized.

DEFINITION OF TERMS

• Council for Extension, Research and Development in Agriculture and Fisheries (CERDAF)
Mechanism to integrate the agriculture and fisheries RDE; enhance, support and
consolidate the NaRDSAF; ensure linkage with NESAF.

• Core Planning Team (CPT)

Composed of members from the RDE network who possess the technical expertise and
specialization. It provides leadership in the development of the national RDE agenda for a
particular program area.

• Farmer/Fisherfolk Industry Advisory Committee (FIAC)

Created to ensure active participation of farmers/fisherfolk and the industry in determining
RDE programs for agriculture and fisheries.

• National Research and Development System in Agriculture and Fisheries (NaRDSAF)

Refers to the consolidated and strengthened national agricultural and fisheries system and
complements the NESAF. It is composed of the R&D centers and institutes under DA,
DOST, DENR, SCUs, BARBD, DAR-PSRS, NARRDS, and private R&D organizations and
specialized agencies.

• National Research, Development and Extension Agenda

Embodies the thrusts and priorities for RDE in agriculture and fisheries at the national level.

• National Research, Development and Extension Network (NRDEN)

Composed of national research institutes, state colleges and universities (SCUs), DA staff
bureaus, and attached agencies. It leads in the planning and orchestration of the
implementation, monitoring and evaluation of the major programs in agriculture and
fisheries.

• Regional Research, Development and Extension and Agenda

Embodies the thrusts and priorities for RDE in agriculture and fisheries that answers specific
RDE needs of the priority development zones in the region.

Competitive Research Grants Manual 6

 • Regional Research, Development and Extension Network (RRDEN)
Composed of DA RIARCs, DA-BFAR RFRDCs, Regional R&D Consortia, regional state
colleges and universities (SCUs), training and extension centers, private R&D institutions, DA
attached agencies based in the regions, provincial technical institutes in agriculture and
fisheries (PTIAFs), industry, local government units (LGUs) and non-government
organizations. It leads in the planning and implementation of the major programs in
agriculture and fisheries in the region.

• Senior Scientists Advisory Committee (SSAC)

Group of senior technical experts and accomplished scientists who have technical
expertise and the vision necessary to assist the CERDAF in charting the direction and
programs of RDE.

Competitive Research Grants Manual 7

 Formulation of RDE Agenda

The RDE Network headed by the CPT conducts consultation meetings with farmers, fisherfolk and
other stakeholders to determine their problems and needs. The RDE network then formulates the
RDE agenda which respond to the real needs and aspirations of the industry and
farmers/fisherfolk. In the formulation of the RDE agenda, the Commodity Industry Strategic Plan is
taken into account.

The formulated RDE agenda is submitted to the FIAC for review and confirmation. The FIAC
evaluates and determines the appropriateness of the RDE agenda vis-à-vis the needs of
farmers/fisherfolk and industry. Upon finalization, the RDE agenda is endorsed and presented by
the RDE network to the SSAC which evaluates all the RDE agenda prior to submission to the
CERDAF.

If the RDE agenda passed the SSAC evaluation, it is forwarded to the CERDAF for final approval;
otherwise, it is returned to the RDE network for revision and then presented again to the SSAC.
After the RDE agenda is approved by the CERDAF, it is adopted as the medium-term RDE agenda
for agriculture and fisheries. The implementation is coordinated by BAR. Annually, BAR conducts
meetings and consultations with private sector, farmers, fisherfolk and stakeholders to update the
identified major problems affecting priority commodities (Figure 2).

Competitive Research Grants Manual 8

 Conduct consultation meetings
with farmers, fisherfolk and
stakeholders

Formulate RDE Agenda

Submit RDE Agenda to FIAC for

review and confirmation

Endorse and present RDE Agenda to SSAC for

review and approval

Notify network
Approved No to revise

Yes

Endorse RDE Agenda to CERDAF for

approval

Updating
Implement RDE Agenda for five (5)
years

Figure 2. Flowchart for the formulation of RDE agenda.

Competitive Research Grants Manual 9

 3
Section

BAR RDE Grant System

and Its Implementing
Guidelines
 BAR RDE Grant System

The Bureau of Agricultural Research supports projects that are in line with the National and
Regional RDE Agenda. These embody the thrusts and priorities of RDE in agriculture and fisheries
at the national and regional levels.

The BAR RDE Grants are classified into four, namely:

1. Grants addressing the national and sectoral/commodity concerns in accordance with the
problems and needs of the clientele, industry, farmers and fisherfolk.

2. Grants addressing specific R&D needs of the regions and designed to transform agriculture
from a resource-based to a technology-based industry with focus on agribusiness
development to increase the productivity and profitability of the farming and fishing
communities.

3. Grants addressing urgent problems and/or special RDE activities not lined up under the
various medium-term R&D programs developed by the National RDE Networks to ensure
continuity of efforts and rational allocation of funds for RDE in agriculture and fisheries.

4. Grants focused on developing and transferring agricultural technologies which are market-
oriented and user-driven to support agri-business and agri-industry development.

The Bureau welcomes proposals on basic and applied researches. These include R&D that
address national concerns as well as location-specific researches such as CPAR and commodities
specific to certain regions (i.e., pili, durian, etc.). It also considers special projects such as
commissioned researches (e.g. Policy Research), quick response researches, and supplementary
research (Figure 3).

Awarding of grants is always based on the merits of the approved proposals. There is no limit as to
the number of proposals a particular proponent may submit. Each proposal is treated separately
and independently, in strict accordance with the established guidelines.

Competitive Research Grants Manual 11

 Agriculture & Fisheries
RDE Agenda
• Medium-Term Agenda

THE NATIONAL RDE THE REGIONAL RDE

PROGRAM PROGRAM
• National or multi-regional • Regional in scope
in scope • Conducted by RRIs and
• Usually conducted by NRIs RSCUs
and SCUs • Applied researches only
• Basic and applied • Classified as location-
researches specific or special
• Requirements commodity
- Capsule proposal • Requires detailed proposal
- Detailed proposal only

PRIVATE SECTOR/NGO-
SPECIAL PROJECTS LED RESEARCH
• Co-implemented by
GO/NGOs
• Cost-sharing required

Commissioned Research Quick Response Research Supplementary Research

• To undertake specific work • Addresses problems • Addresses implementation of
within a specific time frame requiring urgent solutions additional complement of
• Should not exceed one- • Should not exceed one- soon-to-be completed/
year implementation year implementation terminated projects
• Requires detailed proposal • Requires recommendation • Should not exceed six -month
and detailed proposal implementation
• Requires detailed proposal

Figure 3. BAR RDE Grant System

Competitive Research Grants Manual 12

 Types of Research Grants

RESEARCH CONDUCTED BY NATIONAL RESEARCH INSTITUTIONS & STATE COLLEGES AND UNIVERSITIES

• Basic Research

The basic or upstream research is directed towards increase in knowledge or

understanding of the fundamental aspects of phenomena and of observable facts without
specific application toward processes. It is an original investigation for the advancement
of scientific knowledge and does not have specific commercial objectives.

Most basic researches are conducted by national research institutes (NRIs) and state
colleges and universities (SCUs).

• Applied Research

The applied research is either midstream or downstream research. Midstream research

deals with technology generation and is done in research stations (controlled
environment). Technology generation refers to the process of developing technologies
that are for verification and are not yet ready for dissemination. Downstream research
deals with technology verification and dissemination and is done on farms, sites or
locations. Downstream research may be conducted by the national networks if this is
done in a national scale or in multi-locations throughout the country. In such case, the
national network collaborates with regional networks and coordinates the implementation
in all areas.

RESEARCH CONDUCTED BY REGIONAL R&D INSTITUTIONS AND/OR STATIONS

• Location-Specific Research

The location-specific research deals with recommended technology for specific micro,
agro-climatic condition within a province/municipality. It can either be midstream or
downstream. An example of this kind of research is the community-based participatory
action research (CPAR).

• Special Commodity Research

The special commodity research addresses problems concerning commodities/disciplines

that are not specified as major program areas in the new modality in agenda setting,
planning and formulation for RDE in agriculture and fisheries, but may have significant
impact to a particular area/region. This may include commodities which are endemic to
an area but have great potential for development.

Competitive Research Grants Manual 13

SPECIAL PROJECTS

• Commissioned Research

The commissioned research is contracted out by the Bureau with a research institution to
undertake specific work within a specific time frame. It is based on the current issues and
concerns affecting the agriculture and fisheries sector.

• Quick Response Research

The quick response research addresses existing problems requiring urgent solutions such as
control of pest infestation, surveillance of unknown diseases, etc.

• Supplementary Research

The Supplementary Research is a short-term fund granted by the Bureau to soon-to-be

completed/terminated BAR-funded projects, which garnered favorable response from
would be beneficiaries as well as project evaluators. It is provided for the implementation
of a project component not identified in the original work of plan or project objective such
as:

− Test pilot a developed technology

− Test quality and acceptability of a developed machinery, tool, product, etc.
− Dissemination of promising technology
− Completion of field testing

PRIVATE SECTOR/NGO-LED RESEARCH

The private sector/NGO-led research aims to enhance the participation of the private sector and
non-government organizations (NGOs) in agriculture and fisheries R&D. This research focuses on
developing and transferring agricultural technologies which are market-oriented and user-driven
to support agri-business and agri-industry development. It must also provide solutions to specific
problems on competitiveness of the agriculture and fisheries sector thereby creating better
conditions for agribusiness diversification and productivity-enhancing investment by the private
sector.

Competitive Research Grants Manual 14

 Eligibility

Any individual or R&D institution under the National Research Development System for Agriculture
and Fisheries (NaRDSAF) is eligible and encouraged to submit proposals.

Specifically, only those individuals or R&D institutions under the Regional RDE Network (RRDEN) are
eligible and encouraged to submit proposals for location-specific and special commodity
researches.

Proposals for commissioned research may be solicited by the Bureau from state colleges and
universities (SCUs), other government institutions as well as non-government organizations (NGOs).

R&D units of privately owned companies are eligible to apply for a research grant under the
private sector/NGO-led research.

The researcher(s) must possess the academic qualifications and track record to successfully
implement a research project. He should be able to carry out the project with due diligence and
efficiency, and in accordance with appropriate administrative, financial, technical, managerial
and agricultural practices that conform to sound environmental and social standards.

Competitive Research Grants Manual 15

 Criteria for Funding

Proposals on basic and applied researches must be in line with the National RDE Agenda while
the proposals on location-specific and special commodity researches must be aligned with the
Regional RDE Agenda and must be based on the approved and prioritized list of
programs/projects under each regional priority commodities.

Specifically, the proposal can be considered for funding if it meets the following conditions:

Special Commodity Research

• The project must address the R&D need for an important but limited-distribution or endemic
commodity (e.g. pili, etc.)
• Project implementation should not exceed two years.
• The proposed budgetary requirement should not exceed two million pesos (Php 2,000,000).

Commissioned Research

• The project/activity must produce outputs useful to the Department of Agriculture, in terms
of improving governance. These include but not limited to policy advocacy, systems
development, and impact assessment.
• Project implementation should not exceed one year.

Quick Response Research

• The project must provide fast or quick information to solve an emerging concern or
problem (e.g. pest infestation, epidemic, etc.)
• The problem must be a felt need and as much as possible be documented by recent
reports
• The participating individual/institution is expected to provide counterpart fund
• Project implementation should not exceed one year.
• The proposed budgetary requirement should not exceed two million pesos (Php 2,000,000).

Supplementary Research

• This enables successful projects to be expanded to other areas or newly developed

technologies to be disseminated immediately.
• The additional component/s should be based on recommendations of the experts group.
• The project should be at the completion stage or near its termination date.
• Project implementation should not exceed six months.
• The supplemental fund should not exceed three hundred thousand pesos (Php 300,000).

Competitive Research Grants Manual 16

Private Sector/NGO-Led Research

• This facility aims to enhance private sector participation in R&D implementation.

• The participating individual/institution is expected to provide at least 60% of the total
project cost (in cash or in kind) for the proposed research project.
• Project implementation should not exceed three years.
• BAR’s counterpart fund should not exceed two million pesos (PhP 2,000,000.00) per project
and can only be used for maintenance and other operating expenses (MOOE).

Competitive Research Grants Manual 17

 Project Proposal Format

Capsule proposal (BAR/QSF-A.01.01) [Appendix A] provides the basic information of a particular

project that the proponent would like to implement while detailed proposal (BAR/QSF-A.01.02)
[Appendix C] contains the detailed information of a particular project.

Table 1 shows the requirement for each type of grant. Only basic and applied researches require
capsule proposal. Detailed proposal may only be prepared and submitted once the capsule
proposal is selected for further review.

The Bureau requires that proposals (capsule and detailed) be submitted in six hard copies and
one electronic copy together with the endorsement letter from the agency head.

Table 1. Requirements by type of research grant.

REQUIREMENT
TYPE OF RESEARCH GRANT
Capsule Proposal Detailed Proposal

NATIONAL RDE PROGRAM

• Basic


• Applied


REGIONAL RDE PROGRAM
• Location-Specific 

• Special Commodity 

SPECIAL PROJECTS
• Commissioned 

• Quick Response 

• Supplementary Research 

PRIVATE SECTOR/NGO-LED 

Aside from the requirements mentioned above, additional documents must be submitted:

Quick Response Research

a) recommendation/endorsement by an agency head (e.g. LGU, NGO, etc.) indicating the

urgency of the problem/s to be addressed

Supplementary Research

a) recommendation/endorsement from the evaluators

b) letter of request
c) terminal report
d) audited financial report

Competitive Research Grants Manual 18

The prescribed formats and guidelines are in Appendices A-D. These can also be downloaded
from the Bureau’s website at http://www.bar.gov.ph. For those unable to download, they may
request one via email at: [email protected].

Proposals together with the necessary attachments must be submitted by regular mail or courier
at the following address:

Program Development Division

Bureau of Agricultural Research
2/F RDMIC Bldg.
Elliptical Road Corner Visayas Avenue
Diliman, Quezon City
Telefax: +632 920-0219

Note: Electronic copy of proposals may be sent via email at: [email protected].

Please take note that only those proposals with complete attachments and which conform to the
prescribed format will be screened.

Competitive Research Grants Manual 19

 Application and Approval Process

Figure 4. Application and approval process for agriculture and fisheries RDE proposals.

Person/Office-
Duration Process Flow Procedure
In-Charge

1 Week • PDD 1. Call for proposals through

Call for Proposals memos to NaRDSAF member-
institutions and announcements
through the web.

1 Week • PDD 2. Capsule proposals are received

Receive and acknowledge capsule and acknowledged.
proposals

4 Weeks • PDD 3. The BAR In-house Review

• BAR In- Initially screen capsule proposals Committee pre-screens capsule
House proposals.
Review
Committee
Passed? No Notify
proponent

Yes

1 Week • PDD 4. Proponents of qualified

Notify proponent to prepare and proposals are notified to submit
submit detailed proposal detailed proposal.

2 Weeks • PDD 5. Detailed proposals are received

• OD Receive, acknowledge, and validate by PDD through the Office of the
detailed proposals Director.

Competitive Research Grants Manual 20

 Person/Office-
Duration Process Flow Procedure
In-Charge

A
4 Weeks • Experts 6. Detailed proposals are reviewed
Team Endorse to experts for review of by the Experts Team for
(selected detailed proposals
technical, administrative and
from the financial soundness.
Experts Pool)
Passed? No Notify
proponent

Yes

4 Weeks • PDD 7. After detailed proposals are

• Proponent Prepare and sign MOA approved and revisions/
• Legal Unit corrections made/incorporated
• Director (when necessary), MOA is
prepared and signed by
concerned parties.

2 Weeks • PDD 8. ALOBS and DVs are prepared by

• Finance Unit PDD for the processing of
• Proponent Process Payment payment (See Section 3B.
• Director Project Monitoring & Evaluation).

Competitive Research Grants Manual 21

The basic and applied researches follow strictly the application and approval process of
proposals while that of other types of research/project have some modifications.

Detailed proposals only are submitted for review for all other types of research/project.

The location-specific research follows the schedule in the application and approval process while
proposals for special commodity research, quick response research, supplemental fund project
and private sector/NGO-led research can be submitted anytime of the year and notification sent
30 days after.

For commissioned research, instead of a call for proposal, BAR shall identify experts who can help
address the major problems affecting the priority commodities and notify them to submit detailed
proposals anytime of the year.

For private sector/NGO-led research, instead of a call for proposal, private sector identifies its R&D
requirement and submits proposals to BAR.

Competitive Research Grants Manual 22

Screening and Approval
of Proposals
 BAR In-House R&D Proposal Screening and Review Committee

The BAR In-House R&D Proposal Screening and Review Committee is created to ensure proper
screening, review and consolidation of all R&D proposals. The Director shall issue a Special Order
creating the Committee including its powers and functions.

FUNCTIONS

The Committee shall perform the following functions:

• Public announcement of invitations for research proposals.

• Receive, record, and acknowledge receipt of applications to proponent.
• Conduct initial screening and review of R&D proposals based on approved criteria and
guidelines.
• Identify proposals, which shall be referred to the Experts Pool for in-depth technical
evaluation.
• Conduct final review of project proposals endorsed/approved by the Experts Pool and
evaluate these as to financial, administrative and management aspects.
• Summarize recommendations of experts.
• Recommend project proposals for approval of the Director.

The Committee shall conduct an en banc evaluation based on the Bureau’s R&D grant cycle.
The Chairperson may call on other BAR technical staff to serve as special members based on the
proposals received. The BAR technical staff shall assist the Committee to ensure that the research
proposals are:

• Within the national agricultural research and development goals, objectives and priorities.
• Scientifically credible.
• Consistent with the established criteria and guidelines.

COMPOSITION

Chairperson: Head, Program Development Division (PDD)

Members: Head, Project Packaging Section

Head, Project Evaluation Section
Representative, Technology Commercialization Unit
Head, Agriculture and Fisheries Policy Research Unit

Secretariat: Technical Staff, PDD

Technical Staff, PDD

Competitive Research Grants Manual 24

 Experts Pool

The Experts Pool is composed of specialists who are actively involved in R&D which consists of the
following: a) National RDE Network Team Leaders and members of Core Technical Team (CTT); b)
experts from DA bureaus and attached agencies and SCUs; and c) private and industry experts.
Experts who will evaluate a specific project shall be selected from the Experts Pool depending on
their area of specialization.

FUNCTIONS

The Experts Pool shall perform the following responsibilities:

• Assist BAR in the formulation of R&D agenda/program for various sectors.

• Assist BAR in conducting regional consultations to identify major problems affecting
regional priority commodities.
• Conduct in-depth technical evaluation of proposals including the appropriateness of the
methodology used, consistency of the work plan with the proposed budget and capability
of the proponent to conduct research.

The expert who evaluated the proposal can be recommended by the PDD and RCD Heads to be
a member of the Monitoring and Evaluation Team (MET).

QUALIFICATIONS

Members of the Experts Pool should have the following qualifications:

• Must come from the academe, institutions/agencies, industry or other international/

national and regional centers (public or private) actively involved in R&D relevant to the
subject matter.
• Must have at least five years of experience in the field related to the area/subject matter.
Professionals and scientists who are still actively involved in consultancy work or research
project implementation can be considered members of the Experts Pool.
• Shall have at least MS degree (or BS degree with sufficient experience on the field/subject
matter being evaluated).
• Have excellent written and verbal communication skills.
• Must not be a member of the project implementation team.
• Have no vested/conflicting interest on the area of R&D being evaluated.

Competitive Research Grants Manual 25

SELECTION PROCESS

The National RDE Network Team Leaders (NTL) and members of Core Technical Team (CTT) shall
automatically be members of the Experts Pool. Experts from DA bureaus and attached agencies
and SCUs involved in R&D shall be recommended by their heads while private and industry
experts shall be selected by BAR based on the qualifications stated above. The Experts who will
assist BAR in the conduct of regional consultation, review of R&D proposals and evaluation of on-
going projects shall be selected from the Experts Pool depending on their area of specialization.

The members of the Experts Pool will be notified by BAR thru a letter. The experts shall sign the
Conforme Letter to certify they conform to their stated functions and responsibilities. The BAR
Director shall endorse and formalize the appointment of the experts through a Special Order.

INCENTIVES

The honoraria of the members of the Experts Pool who assist BAR in the conduct of regional
consultation, review of R&D proposals and evaluation of on-going projects shall be based on
existing approved rates of DBM/COA and based on the expert’s actual involvement and
participation in meetings, reviews, and other activities.

Traveling expenses, gasoline and oil, other incidental expenses and government incentives
incurred by the members of the experts pool shall be charged to or sourced out by BAR, subject
to the usual accounting and auditing procedures.

Competitive Research Grants Manual 26

Project Monitoring
and Evaluation
 Monitoring and Evaluation Team

The Monitoring and Evaluation Team (MET) is created to implement the monitoring and
evaluation of the on-going R&D projects of BAR.

FUNCTIONS

The MET is entrusted and shall perform the following responsibilities:

• Make final recommendations to fine-tune project implementation during the pre-

implementation meeting.
• Participate in the pre-implementation, semi-annual, annual and terminal reviews of R&D
projects funded by BAR.
• Review the semi-annual, annual and terminal reports submitted by the project leaders and
recommend/certify their acceptability.
• Conduct on-site/field monitoring and evaluation of the research project to validate if the
accomplishments written on the report are consistent with the actual output in the field.
• Determine if the project achieved the objectives and accomplished the activities in
accordance with the approved workplan of activities.
• Recommend the continuation/termination of the project.
• Submit evaluation reports on on-going and completed RDE projects.

COMPOSITION AND SELECTION

The MET is composed of representatives from the following:

1. Research Coordination Division

The RCD representative is the commodity coordinator for national RDE projects and the
regional coordinator for regional RDE projects. The RCD representative for special projects
and private sector/NGO-led is recommended by the RCD Division Chief.

2. Experts Pool

The representative from the Experts Pool is recommended by the PDD and RCD Chief. The
Experts Pool representative must have technical knowledge and expertise in the specific
area of agriculture and fisheries the RDE project is based on. The representative must come
from the original team of experts who evaluated the proposal before approval.

3. RDE Network

The representative from the RDE Network is a member of the National RDE Network for
national RDE projects and from Regional RDE Network for regional RDE projects.

Competitive Research Grants Manual 28

The selected members of the Experts Pool and RDE Network are notified by BAR thru a letter. The
MET shall sign the Confirmation Slip (BAR/QSF-A.01.08) to certify their conformity to the stated
functions and responsibilities. The BAR Director shall endorse and formalize the appointment of
the experts through the issuance of a Special Order.

ANCILLARY DUTIES

The Program Development Division (PDD) representative organizes and acts as moderator of the
review. The PDD representative sends the consolidated evaluation results of the MET to the
project leader. Also, the PDD representative implements the feedback mechanism necessary for
the continuous improvement of the RDE project.

The RDE Network representative acts as secretariat during the review and submits consolidated
evaluation results of the MET to BAR.

INCENTIVES

The honoraria of the MET (RDE Network and Experts Pool representative) who assists BAR in the
conduct of the monitoring and evaluation of on-going projects shall be based on the existing
approved rates of DBM/COA and based on the expert’s actual involvement and participation in
meetings, reviews, and other activities.

Traveling expenses, gasoline and oil, other incidental expenses and government incentives
incurred by the members of the team shall be charged to or sourced out by BAR subject to the
usual accounting and auditing procedures.

Competitive Research Grants Manual 29

 Pre-Implementation Meeting

OVERVIEW

The pre-implementation meeting is an inception meeting which is conducted prior to the start of
implementation of newly-approved projects funded by BAR. The meeting aims to fine-tune the
methodology, logical framework, work plan, and budget requirements of the project. The
parameters for monitoring the project shall also be identified during the meeting.

SUGGESTED GUIDELINES FOR PRE-IMPLEMENTATION MEETING

A. Schedule and Venue

The Bureau sets the schedule of the meeting after the proponent has complied with all the
requirements necessary to facilitate the processing of the project funds (e.g. Memorandum of
Agreement (MOA), Detailed Proposal, Logical Framework, Budget Summary and Project
Summary,). BAR shall issue an official Notice to Proceed (NTP) in which the effectivity date of
the implementation of project’s activities is indicated, and Advice of Fund Release (AFR) to
the head of the institution and to the proponent. The venue of the meeting is then arranged
and is usually at the institute/agency of the project leader.

B. Frequency

The pre-implementation meeting is usually conducted once, however, if there are issues or
recommendations not threshed out during the first meeting, a follow-up inception meeting
may be agreed upon.

C. Monitoring and Evaluation Team (MET)

The members of the Monitoring and Evaluation Team (MET) shall be officially appointed
through a Special Order signed by BAR Director. BAR shall send an invitation letter to the
members of MET informing them of the schedule and venue of the inception meeting. One
staff from RCD is an automatic member of MET. (For details, refer to page 28).

D. During the Meeting

The mechanics of the review shall be presented by the BAR Coordinator, who also shall serve
as the moderator.

Competitive Research Grants Manual 30

 Mechanics of the Meeting

The background of the project evaluation and approval is discussed. The members of the MET
are introduced and their responsibilities are reviewed. The proponent presents the general
framework of the project and the strategies for implementation, including the proposed work
plan and resource plan and budget. During the open forum, the Team’s comments and
recommendations for the fine-tuning of project implementation are noted down (BAR/QSF-
A.01.07). The details of parameters for monitoring and evaluating project are also discussed
during the meeting.

Terms of Reference of MET

The members of the MET shall sign a confirmation slip (BAR/QSF-A.01.08) to affirm their
membership to the team and accept their corresponding responsibilities.

Documentation

The BAR Coordinator shall document and integrate/consolidate the comments and
recommendations of MET.

E. After the Meeting

BAR shall furnish the proponent through the agency head a copy of the consolidated
comments and recommendations of MET for information and guidance.

The proponent shall submit the revised detailed proposal endorsed by the agency head.

Competitive Research Grants Manual 31

 Procedure for Project Monitoring & Evaluation

Monitoring and evaluation of BAR RDE projects is crucial to ensure their smooth and effective
implementation. Progress reports such as semi-annual and annual reports are submitted by the
proponent to BAR and are reviewed by the MET to determine if the project achieved its
objectives and accomplished the activities in accordance with the approved work plan of
activities. In addition, on-site/field monitoring is also conducted to validate if the
accomplishments written on the report are consistent with the actual output in the field.
Monitoring of projects is also necessary to determine if the project is to be continued or
terminated based on the recommendations of MET.

ON-SITE/FIELD MONITORING

To ensure efficient and effective project implementation, on-site/field monitoring is done by MET
in accordance with BAR procedures. [Refer to Appendix H. Field Monitoring Form (BAR/QSF-
B.01.01)].

One of MET’s responsibilities is to find out if the project has been implemented based on the
approved Logical Framework, Workplan Schedule, and Budget Summary. This can be more
effectively done through field monitoring.

PROGRESS REPORTS

All project proponents are required to submit six hard copies and one electronic copy of the semi-
annual and annual reports duly endorsed by the agency head.

• Semi-Annual Report

The Semi-Annual Report (BAR/QSF-B.01.02) should be in accordance with the work plan
and target or expected output of the project and utilization of funds for each of the
planned activities.

The report, complete with attachments, is submitted to BAR during the end of the first
semester. The modified Logical Framework and Workplan Schedule must be attached to
the first semi-annual report to be submitted.

• Annual Report

The Annual Report (BAR/QSF-B.01.03) covers one year of project implementation and is
submitted to BAR complete with attachments towards the end of each year of
implementation.

Competitive Research Grants Manual 32

Figure 5. Monitoring and evaluation process flow
Person/Office-
Process Flow Procedure
In-Charge
• PDD
1. Pre-implementation meeting is conducted to
• RCD Conduct pre- fine-tune/finalize project implementation,
• Project implementation meeting and M&E arrangements. Funds and notice to
Leader proceed are released.
• MET
• Project 2. Proponent implements the project and
Leader submits progress reports to RCD. MET reviews
• RCD Implement project and submit reports progress reports. If reports are found
• MET acceptable, Certificate of Acceptability
(BAR/QSF-B.01.04) is issued to the proponent.

• MET 3. MET and RCD conduct periodic reviews and

• RCD Monitor and evaluate project on-site visits. The continuance/termination of
the project depends on their
recommendation.
Passed? No Terminate
project

Yes
(For one-year projects)

• RCD Process payment and 4. For multi-year projects, RCD coordinates the
• Finance Unit release fund processing of succeeding payment once
• Proponent (for multi-year projects) the projects have been approved for
continuation.

• Proponent 5. Upon completion of the project, the

Submit terminal report proponent submits terminal report.
Proponents of terminated projects also
submit terminal report.

• MET 6. MET conducts terminal review.

Conduct terminal review

• MET 7. MET classifies technology (if it is for

• IPRO dissemination, IP registration, verification or
• PDD Classify technology and commercialization); MISD packages and
• MISD disseminate disseminates information/technology; and
• RCD information/technology PDD identifies future research areas.

Competitive Research Grants Manual 33

ANNUAL REVIEW

The annual review is conducted to determine the continuance or termination of the RDE project.
The MET reviews the progress report of the previous year, the proposed work and financial plan for
the following year and makes necessary recommendations on the project. BAR shall issue
Certificate of Acceptability (BAR/QSF-B.01.04) once the reports have passed the reviews. For
projects with duration of more than one year, the proponent must wait for the issuance of notice
of renewal before proceeding with the project implementation.

A. Schedule and Venue

The Bureau schedules the review on the 11th – 14th month after project implementation. The
review may be held at BAR or at the implementing agency headquarters.

B. Frequency

The annual review is conducted once every end of year for projects with more than one year
duration.

C. Monitoring and Evaluation Team (MET)

The members of the MET are officially appointed through the issuance of Special Order signed
by BAR Director. BAR sends the annual report with an invitation letter to the members of MET
informing them of the schedule and venue of the annual review and letting them review the
report in advance.

D. During the Review

The mechanics of the review is presented by the BAR Coordinator, who shall also serve as the
moderator.

Mechanics of the Review

The purpose and mechanics of the review shall be stated by the MET. The project leader will
present the progress and plans for the continuation of implementation of the RDE project in a
30-minute PowerPoint presentation. This presentation will specify the:

• Previous comments of the evaluators vis-à-vis actions taken

• Brief background of the project
• Accomplishments vis-à-vis approved objectives. This must be quantified in %
accomplishment
• Brief discussion of important results
• Disbursements (financial statement signed by the accountant)
• Work and financial plan for the next year of implementation

Competitive Research Grants Manual 34

 At least 30 minutes is allotted for an open forum. The BAR representative acts as moderator in
this open forum. The MET shall voice out its comments/suggestions/ recommendations and at
the same time write them down on the evaluation form. The MET shall base their
comments/suggestions/recommendations on the written report and the presentation.

Documentation

The RDE Network representative documents, integrates/consolidates and submits to BAR the
comments and recommendations of MET.

E. After the Review

BAR furnish a copy of the annual review results to the project leader through the agency
head, for information and guidance.

When applicable, the project leader submits the revised detailed proposal and annual report
endorsed by the agency head.

Competitive Research Grants Manual 35

 Budget Realignment and Project Termination/Extension

REQUESTS FOR BUDGET REALIGNMENT

Requests for budget augmentation (within items of expenditures, e.g. within MOOE from supplies
to communications) involving less than 30% of the original allocation may be approved by the
implementing agency through the unit in charge of R&D coordination of the implementing
institution/agency. However, copy of the changes in the project’s budget shall be submitted to
BAR for reference and notation.

Requests for budget realignment involving 30% or more of approved budget and/or all requests
for realignment (transfer or funds from one major budget item to another, e.g. PS to MOOE;
MOOE to Equipment Outlay) must be submitted to BAR

Requests for budget augmentation/realignment shall only be entertained/considered by BAR if

the project is being implemented for at least six months. The Bureau shall allow only one request
for budget augmentation/realignment per project per year. BAR does not consider separate
request for augmentation/realignment for project/studies within a program/project.

The official request for budget realignment indicating reasons/justification shall be prepared by
the project leader and properly endorsed by the head of the implementing agency/institution.
Aside from the latest financial status report, a copy of the approved original Line Item Budget (LIB)
must also be attached.

• Changes in line item budget such as salary cannot be effected after annual budget has
already been finalized and approved. Therefore, savings on PS cannot be used to augment
the salary increment of the regular project personnel or increase in the additional benefits. The
mandatory increase in basic salaries and other adjustments in benefits maybe effected and
incorporated in the detailed financial plan for the subsequent year of the project
implementation.

• Retroactive payment of salary increases for the regular project staff is not allowed throughout
the period of project implementation.

• Any change in the kind/type of equipment to be purchased for the project (other than what is
specified and approved in the original Budget Summary) is subject to approval of BAR, the
request of which shall also be explained/justified.

• Realignment of allocation from the sundries and contingencies is required. These shall be
specified into definite objects of expenditure (office/laboratory supplies and materials,
contract of services, communications, etc.).

• The rates for technical services/contract of services/labor fee shall be governed by the existing
rates approved by the DBM and/or in accordance with the Revised Accounting Manual for
Research Operation (RAMRO).

Competitive Research Grants Manual 36

• Realignment of budget for payment of honoraria of project staff during the project extension
period shall be disallowed except when the project extension involves the accomplishment of
additional objectives, not allowed in the original proposal. This shall be reviewed by BAR vis-à-
vis proposed program of work activities.

• Savings from equipment purchase may be transferred to MOOE to support subsequent year
project operation.

TERMINAL REPORT

Six hard copies and one electronic copy of the Terminal Report (BAR/QSF-B.01.05) together with
an endorsement from the agency head shall be submitted 60 days after the project has been
completed or terminated.

All undisbursed funds shall be returned to BAR and an official receipt shall be properly issued.

TERMINAL REVIEW

The terminal review is conducted to identify intellectual property and potential technology of the
RDE project. The MET reviews the terminal report of the RDE project.

A. Schedule and Venue

The Bureau organizes the review after the completion of the RDE project. The review may be
held at BAR or at the implementing agency headquarters.

B. Frequency

The terminal review is conducted once after the completion of the project.

C. Participants

The MET reviews the terminal report. Representatives from the Management Information
Systems Division (MISD), Intellectual Property Rights Office (IPRO) and the Program
Development Division (PDD) also attend the meeting to assist the MET in the identification of
intellectual property and potential technology of the RDE project.

BAR send the terminal report with an invitation letter to the members of MET informing them of
the schedule and venue of the terminal review and letting them review the report in advance.

D. During the Review

The mechanics of the review shall be presented by the BAR Coordinator, who also serves as
the moderator.

Competitive Research Grants Manual 37

 Mechanics of the Review

The purpose and mechanics of the review is stated by the MET. The project leader presents the
progress and plans for the continuation of implementation of the RDE project in a 30-minute
PowerPoint presentation. This presentation specifically includes:

• Previous comments of the evaluators vis-à-vis actions taken

• Brief background of the project
• Accomplishments vis-à-vis approved objectives. This is quantified in % accomplishment
• Brief discussion of important results
• Disbursements (financial statement signed by the accountant)

At least 30 minutes is allotted for an open forum. The BAR representative acts as moderator in
this open forum. The MET shall voice out its comments/suggestions/ recommendations and at
the same time write them down on the evaluation form. The MET shall base their
comments/suggestions/recommendations on the written report and the presentation.

Identification of Technology

The MISD, IPRO and PDD shall assist the MET in the identification of intellectual property and
potential technologies based on the following criteria:

Classification of Unit-in-
Characteristic Action needed
Project Output charge
Output for Publish results in various MISD
Dissemination media
Organize seminars
Intellectual New, novel, inventive Assist the project leader in IPRO
Property techniques the preparation of
documents
Technology for Best technique (among 5- Formulate follow-through PDD
Verification 6) that went through proposal that will be tested
laboratory testing in farmer’s field
Technology for Technology tested and Formulate follow-through PDD
Commercialization screened through testing proposal

Documentation

The RDE Network representative documents, integrates/consolidates and submits to BAR the
comments and recommendations of MET.

E. After the Review

The BAR shall furnish a copy of the terminal review results to the project leader through the
agency head, for information and guidance.

When applicable, the project leader shall submit the revised terminal report (if applicable)
endorsed by the agency head.

Competitive Research Grants Manual 38

REQUEST FOR PROJECT EXTENSION

Project extension requiring no additional cost may be granted only for a maximum period of six
months. Honoraria are not allowed within the extension period. Request for extension requiring
additional cost or grant renewals shall be submitted as a new proposal and shall be evaluated
accordingly.

Competitive Research Grants Manual 39

Appendices
 Appendix A

Capsule Proposal Format

 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

CAPSULE PROPOSAL FORMAT

A. BASIC INFORMATION
1. Project Title

2. Proponent (s)
Name and Signature Agency and Address

Designation Email Address

Telephone Number (s) Fax Number

3. Implementing Agency
Lead Agency

Collaborating Agency (s)

DOCUMENT NO.: BAR/QSF-A.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
CAPSULE PROPOSAL FORMAT
Page 2 of 8

4. Project Duration

5. Project Location

6. Total Budget Requested (In Philippine Peso)

B. TECHNICAL DESCRIPTION
1. Rationale

DOCUMENT NO.: BAR/QSF-A.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
CAPSULE PROPOSAL FORMAT
Page 3 of 8

Rationale (Continuation)

DOCUMENT NO.: BAR/QSF-A.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
CAPSULE PROPOSAL FORMAT
Page 4 of 8

2. Objectives

3. Expected Output

DOCUMENT NO.: BAR/QSF-A.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
CAPSULE PROPOSAL FORMAT
Page 5 of 8

4. Potential Impact

5. Milestone

6. Users

DOCUMENT NO.: BAR/QSF-A.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
CAPSULE PROPOSAL FORMAT
Page 6 of 8

7. Budget Requirement (In Philippine Peso)

DOCUMENT NO.: BAR/QSF-A.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
CAPSULE PROPOSAL FORMAT
Page 7 of 8

C. BRIEF PROFILE OF PROPONENT (S)

1. Education
Degree(s) Obtained and Area(s) of Month/Year
Name and Addresses of Educational Establishment
Specialization From To

2. Other Studies
Subject/Place/Date

3. Publications and Research Experience

DOCUMENT NO.: BAR/QSF-A.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
CAPSULE PROPOSAL FORMAT
Page 8 of 8

SUBMITTED BY:

Proponent’s Name and Signature Date

Agency Designation

(To be filled-up by the Agency Head)

SUBMITTED BY:
Agency

Name and Signature Date

Designation

(To be filled-up by BAR’s Authorized Person)

REFERRED TO:

Name and Signature Date

Designation

DOCUMENT NO.: BAR/QSF-A.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Appendix B

Guidelines for the Preparation

of Capsule Proposal
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Capsule Proposal

The Capsule Proposal provides the basic information of a particular project that the proponent
would like to implement in his/her/their agency. (See format in Appendix A)

Six hard copies and one electronic copy of the capsule proposal together with the endorsement
letter from the agency head must be submitted by the proponent to the Program Development
Division (PDD) of the Bureau of Agricultural Research (BAR). (The Capsule Proposal Form
(BAR/QSF-A.01.01) may be photocopied)

Upon submission of the capsule proposal to BAR, the latter will acknowledge the receipt of the
proponent’s proposal by filling-up the acknowledgment receipt form (BAR/QSF-A.01.03).

The capsule proposal must be prepared in typed form in accordance with the following
guidelines. If the space provided is not enough, use additional sheets with the same format. If
there is more than one proponent, Part C of the capsule proposal (Brief Profile of Proponent/s),
may be reproduced.

A. BASIC INFORMATION

1. Project Title Brief but clear official and distinctive name of the project that
describes the main theme of the proposed study

2. Proponent (s) Complete name of the project leader and designation including
the agency where he belongs, office address, contact numbers
and email address

3. Implementing Lead agency (Research Center / Institution / Bureau / College or

Agency University where the proponent belongs) and collaborating
agency (s) (Persons/Researchers and/or their Agencies who will
cooperate with the lead agency) that implements project

4. Project Duration Period that indicates proposed date of start and completion of the
project

5. Project Location Place/area covered by the project or where it will be conducted

6. Total Budget Financial requirement of the project in Philippine peso

Requested

DOCUMENT NO.: BAR/DOC-A.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Capsule Proposal

B. TECHNICAL DESCRIPTION

1. Rationale Definition of research problem, scope and coverage, significance

of the research project as well as the justification for its conduct

2. Objectives General and/or specific aim of the project which should be

consistent with the title

3. Expected Output Specific product/information/technology that the project is

expected to produce

4. Potential Impact Broad and long-term effects of the results of the project

5. Milestone Yearly expected outputs of the project

6. Users Intended beneficiaries of the project results

7. Budgetary Financial requirement that shall be incurred for the entire duration
Requirement of the project broken down into:
(including 1. Personal Services (PS)
counterpart funds or 2. Maintenance and Other Operating Expenses (MOOE)
other sources) 3. Equipment Outlay (EO)
4. Administrative Cost (AC)

C. BRIEF PROFILE OF PROPONENT (S)

1. Education Information about the proponent’s most recent scientific education

including the names and addresses of the institutions attended,
dates courses and academic degrees were achieved and his area
of specialization

2. Other Studies Other courses or training programs attended by the proponent

relevant to the proposed research project

3. Publications and List of major publications, thesis/theses and researches done by the
Research proponent relevant to the proposed research project
Experience

DOCUMENT NO.: BAR/DOC-A.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Appendix C

Detailed Proposal Format

 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

DETAILED PROPOSAL FORMAT

A. BASIC INFORMATION

1. Title of the Project

2. Proponent (s)
2.1. Name and Signature
2.2. Designation
2.3. Institution
2.4. Address
2.5. Telephone Number (s)
2.6. Fax Number
2.7. Email Address

3. Implementing Agency
3.1. Lead Agency
3.2. Collaborating Agency (s)

4. Project Duration
5. Project Location
6. Total Budget Requirement
6.1. Budget Requested
6.2. Agency Counterpart
6.3. Other Sources

B. TECHNICAL DESCRIPTION

1. Rationale
2. Objectives
3. Review of Literature
4. Methodology
5. Workplan Schedule (BAR/QSF-A.01.02a)
6. Budget Summary (BAR/QSF-A.01.02b)
7. Logical Framework (BAR/QSF-A.01.02c)
8. Project Summary (BAR/QSF-A.01.02d)
9. Potential Intellectual Property

DOCUMENT NO.: BAR/QSF-A.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

WORKPLAN SCHEDULE

Starting Date: (yy-mm-dd) Completion Date: (yy-mm-dd) Duration: (in months)

Schedule of Activities
Activity Anticipated Responsible Resources
Major/Sub-Activity Year 1 Year 2 Remarks
No. Results Person(s) Required
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

DOCUMENT NO.: BAR/QSF-A.01.02a REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

BUDGET SUMMARY

Source of Fund: Implementing Agency:

Year 1
Item Year 2 Year 3 Total
Q1 Q2 Q3 Q4 Total
I. Personnel Services (PS)
A. Salaries and Wages
B. Honoraria
C. Others (GSIS, Bonus, Cash Gift,
Medicare, etc.)
Sub-Total for PS
II. Maintenance and Other Operating
Expenses (MOOE)
A. Travel
B. Communications
C. Supplies
D. Others
Sub-Total for MOOE
III. Equipment Outlay (EO)
Sub-Total for EO
TOTAL

DOCUMENT NO.: BAR/QSF-A.01.02b REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

WORKSHEET DETAILS FOR PERSONNEL SERVICES (PS)

Personnel Services (PS)

Salary Per Month No. of No. of Mo. % Year 1 Grand
List of Personnel Year 2
Wages/Day Persons (Days) Time Q1 Q2 Q3 Q4 Total Total
A. Salaries and Wages

B. Honoraria

C. Others

DOCUMENT NO.: BAR/QSF-A.01.02b1 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

WORKSHEET DETAILS FOR MAINTENANCE AND OTHER OPERATING EXPENSES (MOOE)

Maintenance and Other Operating Expenses (MOOE)

Year 1
Item Year 2 Year 3 Total
Q1 Q2 Q3 Q4 Total
Code 02 – Travel
Local
Foreign
Code 03 – Communications
Mailing
Telephone Bills
Internet Facilities
Code 07 – Supplies and Materials
a.
b.
c.
Code 29 – Other Services
Emergency Labor
Job Orders

DOCUMENT NO.: BAR/QSF-A.01.02b2 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

WORKSHEET DETAILS FOR EQUIPMENT OUTLAY (EO)

Equipment Outlay (EO) – Minor Equipment Only

Details of Equipment No. of Price/ Total
Justification Year 2 Total Outlay
(Minor Equipment Only) Units Unit Year 1

DOCUMENT NO.: BAR/QSF-A.01.02b3 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

LOGICAL FRAMEWORK

Project Title: Agency:

Proponent (s): Budget Requested:

Project Targets – Objectively

Narrative Summary Means of Verification Assumptions
Verifiable Indicators
Goal:

Purpose:

Project Outputs:

Activities: Inputs:

DOCUMENT NO.: BAR/QSF-A.01.02c REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

PROJECT SUMMARY

Name of Project:
Institution:
Project Leader:

Target Date of
Objectives Activities Outputs Budget
Accomplishment

DOCUMENT NO.: BAR/QSF-A.01.02d REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Appendix D

Guidelines for the Preparation

of Detailed Proposal
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Detailed Proposal

The Detailed Proposal contains the detailed information of a particular project to be

implemented by the Research Center/Agency.

Six hard copies and one electronic copy of the detailed proposal (BAR/QSF-A.01.02) with
complete attachments shall be submitted by the proponent to the Program Development
Division (PDD) of the Bureau of Agricultural Research.

Detailed proposal must be prepared using the format given and in accordance with the following
guidelines:

A. BASIC INFORMATION

1. Project Title Brief but clear official and distinctive name of the project that
describes the main theme of the proposed study.

2. Proponent (s) Complete name of the project leader and designation including
the agency where he belongs, office address, contact numbers
and email address.

3. Implementing Agency Lead agency (Research Center/Institution/Bureau/College or

University where the proponent belongs) and collaborating
agency (s) (Persons/Researchers and/or their agencies that will
be cooperating with the lead agency) implementing the project.

4. Project Duration Period that indicates proposed date of start and completion of
the project.

5. Project Location Place or area covered by the project or where project will be
conducted.

6. Total Budget Financial requirement of the project in Philippine peso.

Requested

B. TECHNICAL DESCRIPTION

1. Rationale Definition of research problem, scope and coverage, significance

of the research project and the justification for its conduct.

Note:

For Quick Response Research, the proponent must add (in the
rationale) the justification for the need of the project and its
urgency. It must be supported by statistics and/or reports about
the problem.

DOCUMENT NO.: BAR/DOC-A.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Detailed Proposal

2. Objectives General and/or specific aim of the project which must be

consistent with the title.

3. Review of Literature Concepts and approaches gathered from recent literature which
indicate gap in existing knowledge to help determine direction
and focus of the proposed project and avoid possible duplication.

4. Methodology Indicates the project components (if applicable), and contains

the details and procedure to be followed in conducting the
research. This includes:
1. Factors (variables) on the experiment or study.
2. Treatments and lay-out.
3. Experimental design, replications, characteristics of
experimental units (sites, number, area, etc.)
4. Statistical analysis
5. Specific management of the experiment (this includes specific
features about the management of the experiment that are
not included in the treatments)
6. Cultural practices (i.e. land preparation, pest control, weed
control, fertilization, etc.)

5. Workplan Schedule Itemizes the detailed activities to be undertaken for the whole
duration of the project (See ‘How to Prepare a Workplan
Schedule’ for details.)

6. Budget Summary Describes the personnel/staff and material resources needed by

the project; provides information on human and non-human
resource requirement of the project expressed in budgetary terms.
It consists of four forms: Main Budget Summary, Worksheet Details
for Personnel Services (PS), Maintenance and Other Operating
Expenses (MOOE) and Equipment Outlay (EO). (See ‘How to
Prepare a Budget Summary’ for details.)

7. Logical Framework Presents the main elements of the project, expressed in terms of
objectives for each element and inputs required to achieve them.
(See ‘How to Prepare a Logical Framework’ for details.)

8. Project Summary Presents the activities, outputs, target date of accomplishment

and budget to attain the objectives (See ‘How to Prepare a
Project Summary’ for details).

9. Potential Intellectual Specifies the expected results from the project that are
Property patentable such as: new, inventive steps, that have commercial
application.

DOCUMENT NO.: BAR/DOC-A.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Detailed Proposal

How to Prepare a Workplan Schedule

The Workplan Schedule is synonymous with the Activity Plan. It contains the details of the project
activities as well as a detailed listing of sub-activities. One activity usually has two or more sub-
activities.

The Workplan Schedule shall be accomplished by the project leader, detailing the following:

Activity Number This is the number of the activity assigned to the major and sub-
activities. The sub-activities get their numbers from the major activity.

Major Activity/ Describes the major activity and sub-activities. Action words are used to
Sub-Activity start the statements (e.g. Conduct training needs survey).

Expected Indicates the projected achievements/milestones at particular points of

Results time.

Responsible Person (s) Refers to the project staff (e.g. project leader, lab technician)
responsible for the specific activity.

Resources Required Refers to the expertise, equipment, materials and other resources
needed to do the various activities listed.

Schedule of Activities These are the schedules sub-divided into months in a quarter, weeks in a
month and so on, depending on the choice of time segments as
affected by the project life span and duration of the activities. Use a
straight bold line to run through the specific time segments covering the
planned and end of a particular activity.

Remarks Reserved space for any notation like sequential or pooled

interdependence of more than two activities or sub-activities in the
whole project.

Source: Talatala, G. 1997. R&DM-D: Research Project Planning and Implementation Control. UP Open University, Los
Baños, pp.143-148.

How to Prepare a Budget Summary

To have a uniform rate in the detailed R&D budget, it is necessary to set the guidelines for the
project proponent to follow and for the reviewer to determine the appropriateness of the
financial plan.

DOCUMENT NO.: BAR/DOC-A.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Detailed Proposal

There are three general budget categories to be considered: Personnel Services (PS),
Maintenance and Other Operating Expenses (MOOE), and Equipment Outlay (EO). The following
are the broad rules to observe for each category.

Personnel Services (PS)

The Personnel Services budget should constitute no more than 30 to 40% of the total amount of PS
+ MOOE.

Maintenance and Other Operating Expenses (MOOE)

The different items under MOOE include the following:

1. Traveling Expenses (02) – The allowed expenses include fares for the use of public utility
transport, plane and boat; daily allowance and actual lodging/hotel bills. Indicate the
number of travels to be made, number of persons involved, places to visit and kind of
transport required.

2. Communication (03) – The budget for communication is limited to Php 24,000.00 per year.
Indicate the items of expenditure such as mailing, telephone/fax/cellphone bills, etc.

3. Supplies and Materials (07) – Indicate the items such as office supplies, like paper, computer
ink, etc., laboratory or experimental supplies/materials, gasoline and oil, and other related
items.

4. Other Services (29) – This includes the following:

• Short-term service contracts
• Resource person/Technical consultant fee
• Wages for farm labor/Utility services
• Printing services
• Food catering/Rentals for facilities and venues for meetings, workshops and trainings (in
relation to the project)

These services are understood to be for the implementation of the research project.

Equipment Outlay (EO)

The equipment to be purchased are only those which are essential for the operation of the
project.

DOCUMENT NO.: BAR/DOC-A.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Detailed Proposal

How to Prepare a Logical Framework

The logical framework is a project management tool for the preparation, monitoring and
evaluation of projects. It is also used in analyzing the components of the project and the logical
linkages between the means and ends.

Narrative Summary

Brief statements of the project’s goal, purpose, outputs, activities and inputs.

Goal • This is the ultimate objective of the program to which the project contributes.
• This is the last cell to be filled up in the Narrative Summary column.

Purpose • The first cell to work on in the Narrative Summary column.

• Refers to the new conditions or qualities achieved when the target groups
adopt or utilize the project outputs or what the project hopes the target
groups will do with the project outputs.
• The core objective usually becomes the project purpose or sometimes, it is
reformulated to make it more suitable as a project purpose. However, if it is
stated too broadly that it cannot focus on a particular target group(s), the
core objective is elevated and used as a project goal.

Outputs • The results of the activities of the project after it is finished.

• Guide question: “What is the minimum set of results or goods and services the
project has to produce and offer to the target group (s) for the project to
achieve its goal?”
• Each output is numbered for quick and easy reference in relation to its
respective sets of activities. A short-term project usually has three to five
outputs but not less than three.

Activities • Measures or tasks carried out by the project to obtain the outputs.
• Numbered with reference to the outputs.

Assumptions

Risks and uncertainties beyond the control or direct influence of the project and should be
formulated as positive statements like Objectives (Goal, Purpose or Outputs). These are specific
statements to achieve specific conditions, which in turn will help the next higher objective.

• Not all cells in the Assumptions Column are filled up, some are left blank especially when a
particular candidate assumption has been transferred to or made an integral part of the
whole project strategy.
• Not all external factors, which are apparently connected to the project, are put in the
Assumptions Column. Frame conditions such as season and climate, soil physical attributes or
national policies are not considered as sources of risks to the project.

DOCUMENT NO.: BAR/DOC-A.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Detailed Proposal

Objectively Verifiable Indicators (OVI)

Signs or data to be used in determining whether a particular objective has been achieved
through the performance of a certain set of tasks and activities. It gives the level of successor
performance at different points in time.

• Must measure what is relevant in an objective.

• Must be related closely enough with what needs to be measured, that one can be confident
that the project was a decisive factor in obtaining the observable results.
• Must be specified in terms of quantity, quality, and time (QQT).
• Must be independent.

Means of Verification (MOV)

Indicate how to acquire evidence to measure whether or not the indicators have been met. This
also pinpoints where to find the proof that will provide data or information required for each
indicator.

• If the MOV for a particular OVI cannot be found or established, the OVI has to be changed
because it loses its usefulness as a proof of success.
• In some cases, one document used as MOV for a particular OVI can also be used to verify
another indicator.
• MOVs are project documents, reports. Documents and reports of other related agencies and
organizations can also be used.

Inputs

Inputs are the resources needed to fuel the activities.

• It is usually expressed in terms of financial, human, and non-human resources (e.g. equipment).

How to Prepare a Project Summary

The Project Summary from the name itself, summarizes the objectives, activities, outputs, target
date of accomplishment, and the budget required.

The summary shall be prepared by the project leader.

Objectives General and/or specific aim of the project.

Activities List of activities to be done in order to meet the objectives.

Outputs Specific product or services that an activity will produce.

DOCUMENT NO.: BAR/DOC-A.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Detailed Proposal

Target Date of Accomplishment Schedule when you expect to attain the activity.

Budget Total expenditure incurred by the activity.

Source: Bojanic, Alan et al. 1995. Monitoring in Agricultural Research Management. (Cali, Columbia: ISNAR), pp. 11-31.

DOCUMENT NO.: BAR/DOC-A.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Appendix E

Acknowledgment Receipt
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

ACKNOWLEDGMENT RECEIPT

Date: __________________

Project Title:

Proponent:

Lead
Agency:

Items Received: Capsule Proposal

Detailed Proposal
Signed MOA
Attachment B (Workplan)
Attachment C (Budget Summary)
Attachment D (Logical Framework)
Attachment E (Project Summary)
Others (Please Specify): __________________________

Remarks: ______________________________________________________________________________

RECEIVED BY:

Head, Project Evaluation Section

NOTED BY:

Head, Program Development Division

DOCUMENT NO.: BAR/QSF-A.01.03 REVISION DATE: 15 November 2006

REVISION NO.: 02 EFFECTIVITY DATE: 30 November 2006
 Appendix F

Pre-Implementation Meeting
Evaluation Sheet
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

PRE-IMPLEMENTATION MEETING EVALUATION SHEET

Project Title:
Proponent:
Lead Agency:

ITEMS COMMENTS
1. Objectives

2. Review of
Literature

3. Methodology

4. Logical
Framework

5. Workplan

6. Resource Plan
and Budget

7. Project
Summary

8. Others

EVALUATED BY:

Name & Signature Date

(Evaluator)

DOCUMENT NO.: BAR/QSF-A.01.07 REVISION DATE: 15 November 2006

REVISION NO.: 01 EFFECTIVITY DATE: 30 November 2006
 Appendix G

Monitoring and Evaluation Team

(MET) Confirmation Sheet
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

MONITORING AND EVALUATION TEAM (MET) CONFIRMATION SHEET

Project Title:
Proponent:
Lead Agency:
Duration:

MONITORING AND EVALUATION TEAM SIGNATURE

1.
2.
3.
4.
5.

RESPONSIBILITIES

1. Make final recommendation and fine-tuning of project implementation.

2. Monitor the progress of the project.
3. Conduct site visitation when necessary.
4. Evaluate progress reports and certify their acceptability.
5. Submit to BAR assessment reports and recommendations concerning the implementation of the project.

CONFORME:

Name & Signature Date

(Project Leader)

APPROVED:

Name & Signature Date

(Director, BAR)

DOCUMENT NO.: BAR/QSF-A.01.08 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 09 September 2005
 Appendix H

On-Site/Field Monitoring Form

 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

ON-SITE/FIELD MONITORING FORM

Project Title:
Proponent:
Lead Agency:
Proposed Date of Project Implementation:
Actual Date of Implementation:

CRITERIA YES NO REMARKS

1. Since the project has been approved/

implemented, are there new scientific
developments that require this project to
be revised?

2. Are the data gathered systematically?

3. Are the data filed systematically?

Are the data filed permanently?


Are the data easily retrievable?



4. Is the proposed experimental design
followed?
• Sampling design


• Number of replications


• Statistical analysis


5. Is the project/experiment implemented


in the recommended/proposed
location(s)?

6. Are the project outputs such as kits,

machines, etc. made/assembled?

7. Are the equipment/supplies purchased in

accordance with the approved work
and resource plan and budget?

8. Are funds released and utilized as

scheduled?
Are personnel paid on time?
Are suppliers paid on time?

DOCUMENT NO.: BAR/QSF-B.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
ON-STE/FIELD MONITORING FORM
Page 2 of 2

CRITERIA YES NO REMARKS

9. Are documents processed within


reasonable periods? If not, identify
bottlenecks.

10. Suggestions to solve bottlenecks.

RECOMMENDED ACTION

The project is doing very well and should continue its implementation as planned.

Technically, the project is doing well but administrative procedures can be improved as follows:
Please specify

As indicated above, changes in project implementation have been made and the proponent
should justify the changes.

In light of the following new scientific developments, project implementation should be revised
(state scientific development and specific project revision):

OTHER COMMENTS

RECOMMENDED BY MET:

Chairperson, MET Date

DOCUMENT NO.: BAR/QSF-B.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Appendix I

Suggested Guidelines
for Field Monitoring
 Department of Agriculture Suggested Guidelines
Bureau of Agricultural Research for Field Monitoring

A. Technical Aspect

• Status of the project in relation to other studies being implemented/reported.

• Status of data being gathered.

1. Does the project follow the proposed experimental design (sampling design, number of
replications, statistical analysis)?
2. Are the work activities done on schedule?
3. Is the project/experiment located as recommended or proposed?
4. Are the projected project outputs (such as kits, machines, etc.) made/assembled?

B. Management and Financial Aspects

1. Are the equipment/supplies purchased in accordance with the approved work plan and
resource plan and budget?
2. Are funds released and utilized as scheduled?
3. Are personnel paid on time?
4. Are documents processed within reasonable periods? If not, please identify bottlenecks
and give suggestions to declog bottlenecks.

The MET shall use the recommended forms but modifications on the form (i.e., inclusion of
additional criteria) specific to the project may be done.

DOCUMENT NO.: BAR/DOC-B.01.01 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Appendix J

Semi-Annual Report Format

 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

SEMI-ANNUAL REPORT FORMAT

A. BASIC INFORMATION

1. Title of the Project

2. Proponent (s)
2.1. Name and Signature
2.2. Designation
2.3. Institution
2.4. Address
2.5. Telephone Number (s)
2.6. Fax Number
2.7. Email Address

3. Implementing Agency
3.1. Lead Agency
3.2. Collaborating Agency (s)

4. Project Duration
5. Project Covered by This Report
6. Project Location
7. Project Funding
7.1. Amount Approved for the Year
7.2. Actual Released Budget
7.3. Balance for the Year
7.4. Actual Expenses

B. TECHNICAL DESCRIPTION

2. Objectives
3. Methodology
4. Highlights of the Results

C. PROJECT MANAGEMENT

1. Monitoring/Accomplishment Report (BAR/QSF-B.01.02a)

2. Financial Status Report (BAR/QSF-B.01.02b)
3. Approval of the following: (if applicable)
• Project Extension
• Budget Realignment

DOCUMENT NO.: BAR/QSF-B.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

MONITORING/ACCOMPLISHMENT REPORT
For the __________ SEM, CY __________

Project Title:
Proponent:
Lead Agency:

Accomplishments % Completion Problem/s Action/s Remarks/

ACTIVITIES
Target Actual (Cumulative) Encountered Taken Recommendations

PREPARED BY: NOTED BY:

Project Leader Agency Head

Date Date

DOCUMENT NO.: BAR/QSF-B.01.02a REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

FINANCIAL STATUS REPORT

For the __________ SEM, CY __________

Project Title:
Proponent:
Lead Agency:

Approved Budget
Whole Expenditures Balance Balance Remarks/
Expense Year Amount Cumulative Problem/s Action/s
duration This To This Recommenda-
Code under Released Expenditures Encountered Taken
of the Semester Date Semester tions
review
Project

TOTAL

PREPARED BY: CERTIFIED CORRECT:

Project Leader Chief Accountant

Date Date

DOCUMENT NO.: BAR/QSF-B.01.02b REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Appendix K

Guidelines for the Preparation

of Semi-Annual Report
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Semi-Annual Report

A. BASIC INFORMATION

1. Project Title Official and distinctive name of the project that describes the main
theme of the proposed study. It should be brief but clear.

2. Proponent(s) Complete name of the project leader and designation including the
agency where he belongs, office address, contact numbers and e-
mail address.

3. Implementing Lead agency (Research Center/Institution/Bureau/ College or

Agency University where the proponent belongs) and collaborating agency
(s) (Persons/Researchers and/or their agencies cooperating with the
lead agency) that will implement the project.

4. Project Duration Period indicating proposed date of start and completion of the
project.

5. Period Covered by Semester under review, e.g. Second Semester (July to December,
this Report 2000).

6. Project Location Place or area covered by the project.

7. Project Funding Amount of budget approved for the year, actual budget released,
remaining balance for the year, and actual expenses for the
mentioned semester.

B. TECHNICAL DESCRIPTION

1. Objectives General and/or specific aim of the project (please indicate the
percentage of the objective achieved during the semester under
review).

2. Methodology Procedure of project component/phase covered within the period

under review (please also indicate changes in the procedure if there
is any and cite reasons for change).

3. Highlights of the Results obtained during the period under review.

Results

DOCUMENT NO.: BAR/DOC-B.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Semi-Annual Report

C. PROJECT MANAGEMENT

1. Monitoring/ Provides information on the status and implementation of the project

Accomplishment in a semestral basis (See ‘How to Prepare a
Report Monitoring/Accomplishment Report’ below for details).

2. Financial Status Provides information on the financial status of the project on a

Report semestral basis (See ‘How to Prepare a Financial Status Report’ for
details).

3. Approval of (only if applicable, i.e. for extended projects, new budgetary

Project Extension & requirement, etc.)
Budget
Realignment

How to Prepare a Monitoring/Accomplishment Report

Monitoring/Accomplishment Report emphasizes the activities undertaken, percent of target and

accomplishment for each activity, problems encountered, actions taken as well as
recommendations.

Activities Major and sub-activities listed in the Work Plan and other activities for
the semester indicated.

Target Work schedule to be accomplished for the semester under review.

Actual Actual work accomplished for the semester.

% Completion Percentage of the actual work done or completed in relation to the

whole duration of the project.

Problem (s) Encountered All the problems encountered in the implementation of the project
during the period under review.

Action (s) Taken Action taken to solve the problems encountered during the period
covered.

Remarks/ Recommendations that can be done for the smooth

Recommendations implementation of the project.

DOCUMENT NO.: BAR/DOC-B.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Semi-Annual Report

How to Prepare a Financial Status Report

The financial status report must be checked and signed by the Agency Accountant.

Approved Total budget approved for the whole duration of the project and for
Budget the year under review.

Amount Released Actual amount received by the proponent for the semester
covered.

Cumulative Expenditures Amount of expenditures incurred from the start of the project up to
the present date (please indicate cut off date).

Expenditures this Total expenditures incurred by the project during the period
Semester covered.

Balance to Remaining balance after deducting the Cumulative Expenditures

Date from the Approved Budget for the whole duration of the project.

Balance this Semester Remaining balance after deducting the Expenditures this Semester
from the Approved Budget for the year under review.

Problem (s) Encountered Financial problems encountered in the implementation of the

project during the period under review.

Action (s) Taken Activities and coping mechanisms taken to solve the problems
encountered during the period covered.

Remarks/ Recommendations that can be done for the smooth

Recommendations implementation of the project.

DOCUMENT NO.: BAR/DOC-B.01.02 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Appendix L

Annual Report Format

 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

ANNUAL REPORT FORMAT

A. BASIC INFORMATION

1. Title of the Project

2. Proponent (s)
2.1. Name and Signature
2.2. Designation
2.3. Institution
2.4. Address
2.5. Telephone Number (s)
2.6. Fax Number
2.7. Email Address
3. Implementing Agency
3.1. Lead Agency
3.2. Collaborating Agency (s)
4. Project Duration
5. Project Covered by This Report
6. Project Location
7. Project Funding
7.1. Total Approved Budget
7.5. Amount Approved for the Year
7.6. Actual Released Budget
7.7. Balance for the Year
7.8. Actual Expenses
7.9. Budget Requirement for the Following Year

B. TECHNICAL DESCRIPTION

1. Rationale
2. Objectives
3. Methodology
4. Activities Undertaken
5. Accomplishments and Major Findings
5.1. Previous years
5.2. Year under review
6. Problems Encountered, Action Undertaken and Recommendations
7. Action Plan for the Coming Year (BAR/QSF-B.01.03a)

C. PROJECT MANAGEMENT

1. Justification for Continued Implementation

2. Annual Financial Status Report (BAR/QSF-B.01.03b)

DOCUMENT NO.: BAR/QSF-B.01.03 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

ACTION PLAN

Project Title:
Proponent:
Lead Agency:

Issues/ Activities/ Key Measurable

Objectives Remarks
Constraints Strategies Targets

PREPARED BY: NOTED BY:

Project Leader Agency Head

Date Date

DOCUMENT NO.: BAR/QSF-B.01.03a REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

ANNUAL FINANCIAL STATUS REPORT

CY __________

Project Title:
Proponent:
Lead Agency:

Approved Budget
Expense Whole Year Cumulative Expenditures this
Amount Released Balance to Date Balance This Year
Code duration of under Expenditures Year
the Project review

TOTAL

PREPARED BY: CERTIFIED CORRECT: VERIFIED BY:

Project Leader Chief Accountant Auditor

Date Date Date

DOCUMENT NO.: BAR/QSF-B.01.03b REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Appendix M

Guidelines for the Preparation

of Annual Report
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Annual Report

A. BASIC INFORMATION

1. Project Title Brief but clear official and distinctive name of the project that
describes the main theme of the proposed study.

2. Proponent (s) Complete name of the project leader and designation including
the agency where he belongs, office address, contact numbers
and e-mail address.

3. Implementing Agency Lead agency (Research Center/Institution/Bureau/ College or

University where the proponent belongs) and collaborating
agency (s) (Persons/Researchers and/or their Agencies
cooperating with the lead agency) implementing the project.

4. Project Duration Period indicating proposed date of start and completion of the
project.

5. Period Covered by Year under review.

this Report

6. Project Location Place or area covered by the project.

7. Project Funding Total approved budget for the duration of the whole project,
amount of budget approved for the year, actual budget
released, remaining balance, and actual expenses for the year
under review.

B. TECHNICAL DESCRIPTION

1. Rationale (As indicated in the Detailed Proposal submitted)

2. Objectives General and/or specific aim of the project (please indicate the
percentage of the objective achieved during the semester
under review)

3. Methodology Procedure of project component/phase covered within the

period under review (please also indicate changes in the
procedure if any and cite reasons for the change).

4. Activities Undertaken Major and sub-activities listed in the Work Plan and other
activities for the semester indicated.

5. Accomplishments and Work accomplished during the previous years and year under
Major Findings review (please include relevant tables and figures).

DOCUMENT NO.: BAR/DOC-B.01.03 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Annual Report

6. Problems All the problems encountered in the implementation of the

Encountered, Action project and actions taken to solve the said problems during the
Undertaken & year under review and other recommendations for smooth
Recommendations implementation of the project.

7. Action Plan for the Issues or constraints to be addressed for the next year, objectives
Coming Year to be attained, activities to be done and key measurable targets.

C. PROJECT MANAGEMENT

1. Justification for Reasons to continue the implementation of the project; summary

Continued of accomplishments based on the Project Summary
Implementation

2. Annual Financial Provides information on the financial status of the project on

Status Report annual basis (See “How to Prepare an Annual Financial Status
Report” for details).

How to Prepare an Annual Financial Status Report

The financial report must be checked and signed by the Agency Accountant and must be
verified by the COA representative.

Approved Total budget approved for the whole duration of the project and for
Budget the year under review.

Amount Released Actual amount received by the proponent for the year covered.

Cumulative Amount of expenditures incurred from the start of the project up to

Expenditures the present date (please indicate cut off date).

Expenditures this Year Total expenditures incurred by the project during the period covered.

Balance to Remaining balance after deducting the Cumulative Expenditures from

Date the Approved Budget for the whole duration of the project.

Balance this Year Remaining balance after deducting the Expenditures this year from
the Approved Budget for the year under review.

DOCUMENT NO.: BAR/DOC-B.01.03 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Appendix N

Certificate of Acceptability
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

CERTIFICATE OF ACCEPTABILITY

This is to certify the acceptability of the progress report and proposed activities and budget for the
continuation of the project entitled:

(Project Title)

implemented by: ___________________________________________________________________________________

(Lead Agency)

under the leadership of: ____________________________________________________________________________

(Project Leader)

This also serves as the MET’s and RCD’s endorsement for the continuation /renewal of the above project.

SIGNED:

Name & Signature Date

Name & Signature Date

Name & Signature Date

Name & Signature Date

DOCUMENT NO.: BAR/QSF-B.01.04 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Appendix O

Terminal Report Format

 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

TERMINAL REPORT FORMAT

A. BASIC INFORMATION

1. Project Title
2. Proponent (s)
3. Implementing Agency
3.1. Lead Agency
3.2. Collaborating Agency
4. Project Duration
5. Project Location
6. Project Funding
6.1. Total Approved Budget
6.2. Total Amount Released
6.3. Actual Expenses

B. TECHNICAL DESCRIPTION

1. Preliminaries
1.1. Title Page
1.2. Summary Sheet
1.3. Acknowledgment
1.4. Table of Contents
1.5. List of Tables, Figures, etc.
1.6. Abstract
2. Text
2.1. Introduction
2.2. Review of Literature
2.3. Methodology
2.4. Results and Discussion
2.5. Summary and Conclusion
2.6. Bibliography
2.7. Appendices

C. PROJECT MANAGEMENT

1. Summary of Yearly Comments of Evaluators and Actions Taken by Researcher

2. Problems Encountered and Recommendations
2.1. Technical
2.2. Administrative
3. Summary of the Project
4. Audited Financial Report (BAR/QSF-B.01.05a)

DOCUMENT NO.: BAR/QSF-B.01.05 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Department of Agriculture
Bureau of Agricultural Research
RDMIC Bldg., Elliptical Rd. Cor. Visayas Ave., Diliman, Q.C. 1104
Phone Nos.: (632) 928-8624 & 928-8505 • Fax: (632) 927-5691
Email: [email protected] • Website: http//www.bar.gov.ph

AUDITED FINANCIAL REPORT

CY __________

Project Title:
Proponent:
Lead Agency:

Approved Budget
Balance To
Expense Code (Whole duration of the Amount Released Cumulative Expenditures
Date
Project)

TOTAL

PREPARED BY: CERTIFIED CORRECT: VERIFIED BY:

Project Leader Chief Accountant Auditor

Date Date Date

DOCUMENT NO.: BAR/QSF-B.01.05a REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Appendix P

Guidelines for the Preparation

of Terminal Report
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Terminal Report

A. BASIC INFORMATION

1. Project Title Brief but clear official and distinctive name of the project that
describes the main theme of the proposed study.

2. Proponent (s) Complete name of the project leader and designation including
the agency where he belongs, office address, contact numbers
and email address.

3. Implementing Agency Lead agency (Research Center/Institution/Bureau/ College or

University where the proponent belongs) and collaborating
agency (s) (Persons/Researchers and/or their Agencies
cooperating with the lead agency) implementing the project.

4. Project Duration Period indicating proposed date of start and completion of the
project.

5. Project Location Refers to the place or area covered by the project.

6. Project Funding Indicates the total approved budget, total amount released and
actual expenses for the whole duration of the project.

B. TECHNICAL DESCRIPTION

1. Preliminaries
1.1. Title Page Contains the project title, proponent (s), implementing (lead and
collaborating agencies) and funding agencies, and year of
Terminal Report completion.

1.2. Summary Indicates the project title, implementing (lead and collaborating
Sheet agencies) and funding agencies, duration of the project, and
total budget.

1.3. Acknowledgment Indicates key persons, agencies/institutions which contributed to

the completion of the project.

1.4. Table of Contents Outlines the major topics covered with the corresponding pages.

1.5. List of Tables, etc. Contains the tables, figures, pictures, graphs, and
abbreviations/acronyms if there is any.

1.6. Abstract Summarizes the highlights of the project; a maximum of 450-word

single paragraph which includes brief statements on background
of the study, methodology, results and significance.

DOCUMENT NO.: BAR/DOC-B.01.05 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Terminal Report

2. Text

2.1. Introduction Presents an overview of the state of the art regarding the
research undertaken and includes the objectives and
significance of the project.

2.2. Review of Explains concepts and approaches relevant to the proposal

Literature which indicate gap(s) in existing knowledge; helps determine
direction and focus of the proposed project, and avoid possibility
of duplication.

2.3. Methodology Describes the details and procedure in conducting the research.
This includes the factors/variables in experiment; treatments used
and lay-out procedures: experimental design replications and
characteristics of experimental units (sites, number, area, etc.);
statistical analysis; specific management of the experiment (i.e.,
specific features on the management of the experiment that are
not included in the treatments); and cultural practices (i.e. land
preparation, pest control, weed control, fertilization, etc.).

2.4. Results and Presents gathered data, analysis and interpretation of the results
Discussion supported by graphs, figures, tables, etc.

2.5. Summary and Restates briefly the main points of the project’s results and
Conclusion provides inferences and conclusion from these results.

2.6. Bibliography Lists all the references reviewed and consulted.

2.7. Appendices Contains raw data, statistical formula and analysis, sample
questionnaire, Terminal Audited Financial Report, list of personnel
involved, list of equipment, and report of income generated (if
any, photos).

C. PROJECT MANAGEMENT

1. Summary of Yearly Comments of Evaluators and Actions Taken by Researcher

Refers to the comments of the evaluators during the implementation of the project and
action done by the researcher.

2. Problems Encountered and Recommendations

Includes problems encountered in implementing the project, whether technical or

administrative/financial and recommended solutions.

DOCUMENT NO.: BAR/DOC-B.01.05 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005
 Department of Agriculture Guidelines for the Preparation
Bureau of Agricultural Research of Terminal Report

3. Summary of the Project

Translates the project technical write up into laymen’s term, for public dissemination and
publication.

4. Audited Financial Report

Provides information on the financial status of the total amount released to the project.
(See ‘How to Prepare an Audited Financial Report’ for details.)

How to Prepare an Audited Financial Report

The financial report must be checked and signed by the agency accountant and must be
verified by the COA representative.

Approved Total budget approved for the whole duration of the project.
Budget

Amount Released Actual amount received by the proponent for the whole duration of
the project.

Cumulative Amount of expenditures incurred from the start of the project up to

Expenditures the present date (please indicate cut off date).

Balance to Remaining balance after deducting the Cumulative Expenditures from

Date the Approved Budget for the whole duration of the project.

DOCUMENT NO.: BAR/DOC-B.01.05 REVISION DATE:

REVISION NO.: 00 EFFECTIVITY DATE: 13 September 2005