At the allocation configuration stage, the Humanitarian Financing Unit (HFU) defines the required format for funding requests. Depending on the allocation, partners may be asked to submit either a full Project Proposal, requiring comprehensive project details, or a Concept Note, requiring a simplified version.  

Implementing Partners (IPs) who have successfully completed the Due Diligence and Capacity Assessment processes and are eligible for funding, will be able to view the open call and create a Concept Note. 

Please note: IPs whose Due Diligence and Capacity Assessment may have been approved, but were reopened, will not be able to apply or view the submission timeframe. 

Accessing the Concept Note Submission 

Log in to OneGMS, and locate the section “Create New Project Proposal” on the homepage. 

• Details related to the allocation strategy and the call for submission are displayed here.
• Allocations labeled “Concept Note” indicate that a Concept Note is required by the Fund for initial submission, before moving to the full project proposal. 

Under the “Create New Project Proposal” section, select the Create New Project icon. 

Creating a New Concept Note 

On the “Create Project” page, enter all required details (mandatory fields are marked with a red asterisk *). 

Please note: All entered information can be modified later, except: 

• Requesting Organization
• Allocation Type 

After selecting the Allocation Type, a pop-up confirms that the project will be generated as a Concept Note. Select Create Project to generate the Concept Note. 

A small flag on the left, along with the page title, indicates that the project is being created as a Concept Note. This is also reflected in the project code, which begins with the prefix “CN-”. 

The Concept Note is an abridged version of the Project Proposal, for full guidance on each field require at the full proposal stage, click on the below tab titles: 

• Overview: Captures the essential project information, including title, summary, needs assessment and justification, and focal points. Details such as emergency types, HRP project linkage and total funds required or received are not included at this stage.

• Log Frame: Only activities are required. Outcomes, outputs, and indicators are completed later at the full proposal stage.

Please note: At the full proposal stage, those activities will need to be re-entered as part of the logical framework. The activities added at the Concept Note will be available to view and copy from if desired at the full project proposal stage.  

• People Targeted: Requires entry of the total number of people directly targeted, disaggregated by category, gender, and age. Sector-specific targeting and indirect beneficiaries details are provided at the full proposal stage.

• Budget: Requires only budget line items and their specifications. The percentage of each line charged to CBPF is not required at this stage.  

• Cash: Requires indication of whether the project involves Cash and Voucher Assistance (CVA), with a brief explanation if not. Further information related to the CVA modalities is not required at this stage. 

• Subgrants: Is optional, and when applicable, will require subgrantee details, overall amount, PSC and activities conducted. Does not require justification of subgrants over USD 10,000. 

Please note: During the full Project Proposal stage, the newly added activities at the log frame stage will need to be re-attached to sub-IPs. 

• Locations: Requires simplified information on targeted people and budget per sector, and location details are required only up to admin level 1.

Please note: During the full Project Proposal stage, the locations will need to be reconfirmed as it might be required to go beyond admin level 1, and additional breakdowns are mandatory. The Concept Note initial information remains available for view.

The Concept Note may also contain some customized questions in certain tabs configured by the HFU. The Implementation tab may be available in some cases, if the HFU has configured the concept note as such.  

In general, Workplan, Implementation, and Programming tabs do not have to be filled out at this stage.  

In exceptional cases, if the project returns from full Project Proposal stage back to the Concept Note stage, the original full Project Proposal data will be available to copy from as a version. 

Submitting the Concept Note 

Once all the tabs are validated, the Concept Note may be submitted by clicking on the “Continue” button, and then on the “Submit Project Proposal” button. 

Once the Concept Note is approved, the full project proposal will be activated for submission with additional details required to be filled out. At the full Project Proposal stage, users will be able to see a copy of the Concept Note as “View Concept Note” in the project header.