Project Feasibility Studies

When the AIC Project Review Committee assesses a project proposal, they are assessing the feasibility of the project. Are the project goals realistic? Do the project goals fit with the stated purposes of the overall program? Do the partners come from organizations the program can support? Do the partners have the capacity to effectively manage the project? Are the in-kind contribution requirements attainable? And so on, through the criteria for project selection. When the partners are able to provide this detailed information, it is possible to reach a reliable decision on the feasibility of the project.

When is a Feasibility Study Done?

In many cases, project proposals come to AIC through existing connections between professional or scientific organizations. There is an established relationship, the partners are known to each other, they already have some experience in advancing a common project concept, and have sufficient shared knowledge to prepare a joint proposal. In these cases, an initial feasibility study is not required for the partners to develop a project proposal.

In other cases, AIC may be approached directly by an overseas organization with a project concept. The concept is first presented to the appropriate AIC Member Organization or Association to determine if they would be interested in exploring the partnership further. Alternatively, an AIC Member body may approach AIC with a project concept they would like to explore for partnership potential. In these instances, a feasibility study may be supported to determine whether a viable joint project proposal could be developed.

Steps for a Feasibility Study

1. Initial communication and assessment

   Both the Canadian and the overseas associations explore the potential for working as partners:

   • Facilitate discussions within each association about a partnership project.
   • Communicate by long distance to initiate a working relationship.
   • Do preliminary research about both associations, the project country and locale.
   • Clarify the interests of each organization in developing a partnership.
   • Assess whether these interests fit with the AIC international program purposes and capacity.

   Considerations for both organizations:

   • Barriers to communication - technology, language
   • Timeliness of communication
   • Organizational support vs. individual interests
   • Quality of information exchanged
   • Congruence with AIC international program interests

   If both associations are satisfied with the results of the initial communication and assessment:

   • Jointly plan a feasibility study site visit
   • Submit a feasibility study proposal to the executive of both organizations for comments and approval, and then to the IADP for consideration.
2. The feasibility study plan and proposal for site visit

   Select the feasibility study team:

   • The study team should be composed of at least two members each from Canada and the overseas country.
   • One of the team members should be familiar with the potential Canadian partner organization and one with the potential overseas partner organization.
   • At least two team members should be experienced with the scientific area of the proposed project, and at least one of the Canadian members should have experience in working with international development projects.
   • At least two of the team members should have a non-vested interest in the outcome of the study, e.g. not be a potential coordinator for a longer-term project.

   Prepare the feasibility study proposal. The proposal provides a summary of the initial communications and assessment, along with the following information:

   • Profile of the two partners:
   • Contact person and contact information for both associations.
   • Brief description of the expectations of both partners in establishing the project.
   • If known, international development and technical skills and experience that both groups can contribute to the project (if unknown, this information could be included with results for the study).
   • Examples of current or past activities of the partners in strengthening institutional capacity and (if applicable) in household food security endeavours, and a review of results accomplished and restraints encountered.
   • A checklist of information known/needed on organizational structure, financial management and control, governance and operation for both partners.

   Identify the main objectives for the feasibility study. Following are examples:

   • Establish an effective communication network between partners.
   • Determine the priority needs to be addressed in the joint project.
   • Define potential outputs and outcomes for a longer-term project.
   • Determine the requirements to manage the joint project.
   • Assess the capacity of both partners and identify existing resources.
   • Determine what baseline information is necessary for a longer-term project, how it will be collected and analysed.
   • Identify indicators to measure change and monitor output and outcome results.
   • Identify timelines for project implementation
   • Determine how the project proposal will be planned and written in a collaborative way, and identify timelines for proposal preparation.
   • Identify the methodology that will be used to achieve the feasibility study objectives:
   • Select research method(s) - group meetings, focus group interviews, interviews with key leaders and potential collaborators, participant observation, potential project site visits, use of checklists and surveys, resources and documents collection.
   • How will project participants, direct and indirect beneficiaries, and strategic collaborators be identified?
   • How will opportunities or barriers for gender equity, and youth participation be revealed?
   • How will existing resources (money, materials, knowledge, skills, time) be inventoried and assessed?

   Develop a budget for the feasibility study:

   • Cost all steps, including preliminary discussions/communications, feasibility study preparation, conducting the study, follow-up analysis, and proposal preparation. List costs for transportation, food and accommodation (costs must be in accord with prevailing Treasury Board of Canada Guidelines)
   • List in-kind contributions of time and other resources.
3. After the feasibility study site visit

   The feasibility study team prepares a report on the study with a recommendation to proceed or not to proceed. A copy of the report is provided to the executive of each partner organization and to the AIC International Program Coordinator.

   If the team recommendation is not to proceed, the International Program Coordinator will follow-up with the executive of the partner organizations, and may suggest other agencies that could be better placed to support the interests.

   If the recommendation is to proceed, and this recommendation is accepted by both partner organizations and AIC, the next step is to prepare a full project proposal.