EUROPEAN COMMISSION
CONSUMERS, HEALTH, AGRICULTURE AND FOOD EXECUTIVE AGENCY

Health and Food Safety Unit

Proposal template

Project Grants (HP-PJ-2020)

3rd EU Health Programme 

Administrative forms (Part A)
Project Technical Description (Part B)

Version 1.0
28 February 2020

This template is aligned with the Open PM² Methodology of the European Commission
Find out more about Open PM² here

Proposal template

3rd EU Health Programme 

Project Technical Description (Part B)

General instructions and Guidelines
<Please follow the structure of this template when preparing your proposal. It has been designed to ensure that the important aspects of your planned work are presented in a way that will enable the evaluators to make an effective assessment against the evaluation criteria. 
Please be aware that proposals will be evaluated as they were submitted, rather than on their potential if certain changes were to be made. This means that only proposals that successfully address all the required aspects will have a chance of being funded. There will be no possibility for significant changes to content, budget and consortium composition during grant preparation.

 Page limit: All sections should not be longer than 80 pages. All tables in these sections must be included within this limit (including a table of contents). The minimum font size allowed is 11 points. The page size is A4, and all margins (top, bottom, left, right) should be at least 15 mm (not including any footers or headers).
If you attempt to upload a proposal longer than the specified limit, before the deadline you will receive an automatic warning, and will be advised to shorten and re-upload the proposal. After the deadline, any excess pages will be overprinted with a ‘watermark’, indicating to evaluators that these pages must be disregarded.
Please do not regard the page limit as a target! Keep your text as concise and as concrete as possible, since experts rarely view unnecessarily long proposals in a positive light.

Please read and follow carefully the instructions given in the Guide for applicants.>

HISTORY OF CHANGES	
Version	Publication date	Changes	
1.0	28.02.2020	•	Initial version	

<The blue guidelines in this template should be deleted from the final version :>

Notes for Templates:
•	Fill in the template with text in back font colour.
•	Text in <blue> are guidelines and how to use the Template and should be deleted from the final proposal.

TABLE OF CONTENTS

General instructions and Guidelines	2
Cover Page	5
Title of Proposal	5
List of Applicants	5
1	Problem Analysis Including Evidence Base	6
2	Goals and Objectives of the Project	6
2.1	General Objectives of the Project	6
2.2	Specific Objective(s) of the Project	6
3	Stakeholder - Target Groups	7
4	Political Relevance	7
4.1	Contribution to the Annual Work Plan	7
4.2	Added Value	8
4.3	Pertinence of Geographic Coverage	8
4.4	Context of the project work	8
5	Methods and Means	9
6	Expected Outcomes	9
7	Work Packages	10
7.1	Overview of Work Packages (WPs)	11
7.2	Work Packages (WP) Description	12
7.3	Timetable and Milestones	15
8	Deliverables	16
9	Project management	18
9.1	Methods	18
9.2	Governance, Roles, Responsibilities	18
9.3	Processes & Artefacts	18
9.4	Quality & Capacity of the Partnership	19
9.5	Capacity of the staff to carry out the project	19
9.6	Risk Analysis and Treatment	20
9.7	Financial management	20
10	Budget	21
10.1	Content description and justification	21
10.2	Summary of Effort	21
10.3	Third-Party Contributions	21
10.4	Detailed Budget	22
11	Previous and current grants relevant to the programme	23
12	Current applications relevant to the programme	23
13	Exceptional Utility	23
14	Collaborating stakeholders	23

Cover Page
Title of Proposal
<Provide the title of your project proposal.>
List of Applicants 
<Use the table below to list the applicants of this proposal. Add as many table rows as applicants, listing the coordinator organisation first. 
Please add to this table as well any affiliated entity or linked third party that you would include into the grant. Please use a second level numbering (eg. 1.1, 1.2, … 3.1, 3.2) following the main organisation to which the third party is linked. >
Applicant No*	Applicant Organisation Name	Country	
1 (Coordinator)			
2			
3			
<*Please use the same applicant numbering as the one used in the administrative proposal forms.>

1	Problem Analysis Including Evidence Base
<This section shall include an adequate description of the problem. Make sure that you present your analysis of 
•	the current state of the art, the current situation
•	identified causes and their evidence as well as 
•	the evidence of the proposed measure(s) and methods to be carried out in your project.
Applicants must include a problem analysis and clearly describe the factors, the impact, the effectiveness and applicability of the proposed measures and present the relevant evidence on which the project is based. 
It shall describe 
•	the analysis of the health problem and its impact on quality of life and on society (incidence, prevalence, distribution in the population, evolution over time, seriousness…);
•	the analysis of the factors underlying the problem (factors regarding human biology, quality of health care, lifestyle, physical and social environment, risk factors, protective factors) ;
•	the effectiveness of the proposed measures and its evidence;
•	the applicability in the proposed context;
•	the elements in the environment, which may facilitate or hinder the project implementation process. 
Please outline, how the proposed work is building upon earlier projects, research, activities. >
Your text…

2	Goals and Objectives of the Project
2.1	General Objectives of the Project
<This section shall describe the general objective of the project at societal level. Please describe the project's contribution to society in terms of its longer-term benefits (e.g., contribute to the reduction of cancer mortality; reduce social inequality in population's health). Please elaborate beyond the level of objectives described in the call. The general objective must correlate with the different specific objectives.>
Your text…

2.2	Specific Objective(s) of the Project
<Please describe your specific objectives following the SMART approach. Please define the indicators (clear, precise, and measureable) as well as the methods you use to verify that you’ve reached the project’s objectives.
Specific objectives describe how the project reaches its general objective. They must be based on the problem analysis and must be measurable so that they can be evaluated at the end of the project. 
Specific objectives must be formulated "SMART": Specific, Measurable, Acceptable for the target group, Realistic, and Time-bound (containing an indication of the time within which it must be reached). Objectives can be hierarchically and temporally structured, so that the achievement of some objectives is a precondition for another. 
For each specific objective, please formulate indicators – process, output and outcome/impact. Indicators are variables measuring the performance of an action and the level to which the objectives are reached. The indicators must be directly linked to the specific objectives. For each specific objective, at least one indicator must be given. 
Indicators must also specify target values (eg. number of interviews carried out in 27 regions by month 6, target value = 1000). 
Use the table below to describe each specific project objective.>
Specific Objective ID	Specific Objective Title and Description	
		
Process Indicator(s)	Target value	
<Repeat line as needed> 		
Output Indicator(s)	Target value	
<Repeat line as needed> 		
Outcome/Impact Indicator(s)	Target value	
<Repeat line as needed>		

3	Stakeholder - Target Groups
<Identify and describe the stakeholders and target groups, which are impacted (positive and negative) by this project, eg. Citizen Groups, Patients, Patient Organisations, Health Professional Organisations, Media, Regional or National Governments, Industry Groups etc.
 Target groups are persons, population groups or entities that will be positively affected by the action. A proper target group specification provides a clear definition including information about the demographic characteristics, the needs and social norms with regard to the health problem(s) of interest, the size (i.e., the numbers that will be reached by the action), and the method to reach these people. For certain types of interventions, it is also useful to segment the target group into subgroups based on relevant characteristics and adapt the communication strategy to reach them.>
Your text…

4	Political Relevance
<This section refers to the first award criteria and shall help the external evaluators to understand, how well your project is addressing the respective topic of the Annual Work Programme.>
4.1	Contribution to the Annual Work Plan
<Indicate how this project will contribute to reach the objectives and priorities defined in the Annual Work Programme.
Address the topic to which your proposal corresponds and explain how the proposal addresses the specific challenge and scope of it. Proposals which do not clearly address a topic will be scored low. 
In addition, the applicants must describe the way the project brings EU added value to the existing public health knowledge allowing the practical use of that knowledge on the field. Please also describe the added value to existing or future EU policies. 
 The proposal must be innovative and must build on existing actions. In this context, participation in networks and coordination meetings between different actions co-funded under the EU Health Programmes is important.>
Your text…

4.2	Added Value 
<Indicate what is the added value of this project at the EU level in the field of public health.
Demonstrate in the proposal that the expected impact of carrying out the work at European level is greater than the sum of the impacts of national activities. Moreover, the proposal must include planning for reproducing and transferring the actions, so to cover the wider population in the future. 
As the Third Health Programme is not expected to fund recurrent actions, the proposal shall also address its sustainability. 

Areas – where to achieve EU added value	Ways - how to achieve EU-added value	
-	Impact on target groups	-	Implementing EU legislation	
-	Long-term effect and potential multiplier effect, such as replicable, transferable and sustainable activities, 	-	Achieving economies of scale	
-	Contribution to complementarity, synergy and compatibility with relevant EU and EU Member States policies and programmes, including compatibility with the European Platform on RD registration and the European Platform on Best Practice Exchange; 	-	Promoting best practice	
	-	Benchmarking for decision making,	
	-	Reducing cross border threats	
	-	Strengthening free movement of persons	
	-	Strengthening networking activities	
>
Your text…

4.3	Pertinence of Geographic Coverage
<Indicate the pertinence of geographic coverage of this project.
Ensure that the geographical coverage of the project is adequate to its objectives, and explain the role of the eligible countries as partners and the relevance of project resources or the target populations they represent. 
As public health practices and policies differ between EU Member States, actions funded within the EU Third Health Programme should take account of this geographical, cultural, legal and social diversity.
A sufficient number of organisations from different EU Member States and other eligible countries should be involved in the Project depending on the scope, objectives and target group of the project.>
Your text…

4.4	Context of the project work
<Indicate the social, cultural and political context of this project. Explain how the project addresses the differing situations of the countries or specific regions and how the projects ensures the compatibility of actions with the culture and views of the target groups. 
The project should demonstrate its compatibility with the culture, knowledge, views, customs and roles of the target group, and with the local policy context in which it will be implemented. This compatibility must take account of the trends, opportunities and threats in the broader social and policy context.
Furthermore, discuss ethical aspects, confidentiality and protection of personal data if the proposal includes studies involving human beings.>
Your text…

5	Methods and Means 
<Describe the methods and means that will be used to implement the project. These should be specific, concrete and explicitly linked to the objectives.
The methods and means must describe how the specific objectives will be reached, what are the essential tasks to be carried out, e.g., study protocol, survey methods, panel of experts, training development, etc. 
 The proposal must outline the evidence, based on which you choose your methods and means.
Note that the methods and means presented in this section should describe the scientific methods used to implement the outputs of the project, and not the management of the project. The methods used for the management of the project will be described further down in Section 9 – Project Management.>
Your text…

6	Expected Outcomes And Benefits of the Project
< Project outcomes are the changes that are expected to occur as a result of the project when the objectives are reached. Project outcomes are different from project outputs - the project deliverables are presented further down in this proposal.
 The proposal must describe the concrete short and long term benefits of this project for the target population. In which terms will be the situation be different at the end of the project, compared to the situation before the project. 
Although project teams tend to focus their efforts on producing deliverables, remember that project deliverables are a means to an end. The real purpose of a project is to achieve given outcomes that will yield measurable benefits. Therefore, it is important for everyone involved in managing and executing a project (managers and team members) to understand the relationship between project outputs, outcomes and benefits. Thus:
•	Project outputs (deliverables) are products/services, which introduce something new (a change).
•	The change results in an outcome.
•	The benefits are the measurable improvements resulting from this outcome.>
Your text…

7	Work Packages
< Organize the project in work packages (WP). A WP is a major subdivision of the proposed action and contains a set of coherent tasks grouped together in order to facilitate the project management. There are two types of WP: horizontal and core. 
Each project must have the following 3 horizontal work packages:
Work package 1 — management of the project and coordination activities 
Work package 2 — dissemination and communication activities
Work package 3 – evaluation of the project's output and impact. 
Each project must have at least 1 core work package (technical work package). Each core WP is linked with one or several specific objectives of the project and produces one or several deliverables. 
Give full details. Base your account on the logical structure of the project and the stages in which it is to be carried out. Include details of the resources, person/days and financial means, to be allocated to each WP. The number of core WP should be proportionate to the scale and complexity of the project. You should give details in each WP to justify the proposed resources to be allocated and also quantified information so that progress can be monitored. 
For work package 1, enter all activities related to the general management and coordination of the project (and any activities that do not relate to any of the work packages leading to a specific result, but which are directly linked to the project as a whole). Applicants must clearly describe the actions undertaken to manage the project and to make sure that it is implemented as planned. >

 You are strongly advised to limit the costs of management and coordination to the minimum necessary.
Most of your project spending should be on the activities needed to achieve the project results. 

Project management requires the systematic monitoring of the activities to check whether they are implemented according to the plan, whether results and deliverables are attained at the milestones, if there are obstacles or difficulties, which may prevent the project from delivering, and to assure the overall quality of the project implementation. Many of these tasks are typically performed by the project manager with input from other participants (e.g., via a management and/or steering committee).
Also describe how information will be exchanged among participants, how potential conflicts between participants will be coped with and the planned meetings among the participants (note: the kick-off meeting must be held in Luxemburg), etc. 

 You are strongly encouraged to use the project management methodology OpenPM² (https://ec.europa.eu/isa2/solutions/open-pm2_en) and to adapt it to your needs. 
OpenPM² is a project management methodology designed by the European Commission. Its purpose is to enable project teams to manage their projects effectively, and to deliver solutions and benefits to their organisations and stakeholders. While OpenPM² is suitable for any type of project, it is ideal for projects related to the public sector, or EU programmes and grants.
The methodology includes a manual with project management concepts, and templates and artefacts which you can adapt for your project management needs. 

For work package 2, enter all dissemination and communication activities. Dissemination refers to the process of making the results and deliverables of the project available to the stakeholders and a wider audience to foster uptake of results. 
Applicants must describe all actions planned to ensure that the results and deliverables will be made available to the stakeholders and can be used by them. Hence, a stakeholder analysis must be performed before developing the dissemination strategy. 
Applicants must describe the dissemination strategy in terms of tools and target groups, channels used, visibility of European Union co-funding, objectives, expected results, etc. 
Although a project is by definition limited in time, the purpose is to make the results and outcomes sustainable. The dissemination strategy should therefore pay attention to the transfer of knowledge and to the processes needed for embedding and future take-up. The sustainability of the dissemination actions must also be addressed.
A dissemination plan must be elaborated, explaining how the project plans to share outcomes with stakeholders, including public authorities. This dissemination plan should include:
- what will be disseminated (key message and expected results),
- to whom (audience), 
- why (purpose and objectives),
- how (method , toold and channels),
- when (timing). >
For work package 3, enter all activities related to the evaluation of the project's output and impact. Applicants must evaluate the project activities. This includes all actions undertaken to verify if the project is being implemented as planned and reaches the objectives. Applicants must develop an evaluation strategy that includes a clear description of the methods for the evaluation, indicators and measures of verification. This must take-up the indicators listed before with the specific objectives and explain how they will be measured. 
Applicants must explain the project's own internal evaluation, i.e., a systematic appraisal of the quality of the action (e.g., whether the project outcomes are useful and meet the user needs), and its effects (e.g., whether the project achieved its objectives and had an impact on the target group). The evaluation methodology should be adequate (formulation of specific evaluation questions and for each evaluation question, methods to collect data), inferred from an evaluation plan, specifying purpose, questions, study design, method, measurement instruments, and the task, responsibilities and timing of the evaluation. External evaluation can be opted for. >

7.1	Overview of Work Packages (WPs)
<Include a work package overview table as well as one detailed table per work package (work package description). The WP must be presented in a table format, following the template below.>
WP No.	WP Title	WP Description 
<short description>	
WP.1	Coordination of the project	Actions undertaken to manage the project and to make sure that it is implemented as planned	
WP.2	Dissemination of the project	Actions undertaken to ensure that the results and deliverables of the project will be made available to the target groups	
WP.3	Evaluation of the project	Actions undertaken to verify if the project is being implemented as planned and reaches the objectives	
4			
5			
6			
….			
n			

7.2	Work Packages (WP) Description 
<Use the table below (create a copy) to describe each proposed work package. The first 3 tables describe the 3 mandatory work packages for Management, Dissemination and Evaluation.>
WP No.	WP.1	
WP Title	Management of the Project 	
Starting month		Ending month		
Leading Applicant		
Applicants No.													
Applicants Acronym													
Person Months 
<per applicant>													
Objectives
<Project management requires the systematic monitoring of the activities to check whether they are implemented according to the plan, whether results and deliverables are attained at the milestones, if there are obstacles or difficulties which may prevent the project from delivering, and to assure the overall quality of the project implementation. Many of these tasks are typically performed by the project manager with input from other participants (e.g. via a management and/or steering committee).> 
<Please note that the project management methods will be described in Section 9 – Project Management.>
	
Description of work
<Clearly describe the actions undertaken to manage the project and to make sure that it is implemented as planned.  Also describe how information will be exchanged among participants, how potential conflicts between participants will be coped with and the planned meetings among the participants (note: the kick-off meeting should be held in Luxemburg) etc.>
<where appropriate, broken down into tasks), lead partner and role of applicants.>

Deliverables linked to this WP
<provide a brief description, month of delivery, reference to the list of deliverables.>

Milestones to be reached by this WP

WP No.	WP.2	
WP Title	Dissemination	
Starting month		Ending month		
Leading Applicant		
Applicants No.													
Applicants Acronym													
Person Months 
<per applicant>													
Objectives
<Dissemination refers to the process of making the results and deliverables of the project available to the stakeholders and a wider audience.>
<Although a project is by definition limited in time, the purpose is to make the results and outcomes sustainable. The dissemination strategy should therefore pay attention to the transfer of knowledge and to the processes needed for embedding and future take-up. The sustainability of the dissemination actions must also be addressed.> 
<A dissemination plan should be elaborated, explaining how the project plans to share outcomes with stakeholders, including public authorities. A dissemination plan should be included, which illustrates the following: - what will be disseminated (key message), - to whom (audience),  - why (purpose),  - how (method), and  - when (timing).>
	
Description of work
<Describe all actions planned to ensure that the results and deliverables will be made available to the stakeholders and can be used by them. Hence, a stakeholder analysis could be performed before developing the dissemination strategy. Applicants must describe the dissemination strategy in terms of planning, target groups, adequacy of channels used, and visibility of European Union co-funding.>
<where appropriate, broken down into tasks), lead partner and role of applicants.>

Deliverables linked to this WP
<provide a brief description, month of delivery, reference to the list of deliverables.>

Milestones to be reached by this WP

WP No.	WP.3	
WP Title	Evaluation	
Starting month		Ending month		
Leading Applicant		
Applicants No.													
Applicants Acronym													
Person Months 
<per applicant>													
Objectives
<Applicants must evaluate the project activities. This includes all actions undertaken to verify if the project is being implemented as planned and reaches the objectives. Applicants should develop an evaluation strategy that includes a clear description of the methods for the evaluation, indicators and measures of verification. This must take-up the indicators listed before with the specific objectives and explain how they will be measured.>
	
Description of work
<Explain the project's own internal evaluation, i.e. a systematic appraisal of the quality of the action (e.g., whether the project outcomes are useful and meet the user needs), and its effects (e.g., whether the project achieved its objectives and had an impact on the target group). The evaluation methodology should be adequate (formulation of specific evaluation questions and for each evaluation question, methods to collect data), inferred from an evaluation plan, specifying purpose, questions, study design, method, measurement instruments, and the task, responsibilities and timing of the evaluation. External evaluation can be opted for.>

Deliverables linked to this WP
<provide a brief description, month of delivery, reference to the list of deliverables.>

Milestones to be reached by this WP

WP No.		
WP Title		
Starting month		Ending month		
Leading Applicant		
Applicants No.													
Applicants Acronym													
Person Months 
<per applicant>													
Objectives
<After above mandatory WPs, the applicant should add as many WPs as needed to carry out the project. Please do not split the tasks in too small units. A suggested number of additional WP is 4 … X. Each WP must be led by one of the applicants. Please assign the WP to the partners according to their knowledge and skills.>  

Description of work
<provide a brief description, month of delivery, reference to the list of deliverables.>
	
Deliverables linked to this WP
<provide a brief description, month of delivery, reference to the list of deliverables.>

Milestones to be reached by this WP

7.3	Timetable and Milestones
<A timetable must be included. It must comprise the work packages, milestones and delivery month of deliverables, including the name/acronym of the responsible participant. The time to reach objectives of the project and thus the activities comprised in each of the WP must be realistic, taking into account the available resources (person days) and capacities.
You can choose to use a graphical form, such as a Gantt chart. In addition, you can also opt for a graphical presentation of the components showing how they inter-relate (Pert chart or similar).
Milestones represent important events in the life of the project. Milestones may correspond to the completion of a key deliverable (see below), allowing the next stage of the work to begin. They may also be needed at intermediary points so that, if problems have arisen, corrective measures can be taken. 
A milestone may be a critical decision point in the project where, for example, the consortium must decide which of several technologies to adopt for further development. They can be used as control points in the project that help to monitor progress.
Please also verify, which of your proposed deliverables should be milestones instead.> 

8	Deliverables
<  Your proposal must clearly identify and describe all deliverables, their scope, their target groups and their benefit towards reaching the objectives of your project. 
A deliverable is a physical output related to a specific objective of the action, e.g. a report, publication, newsletter, tool, software, handbook, training guide, website, or conference. In your proposal, please create a table, guided by the model below, to list all the deliverables. 
Deliverables should …
•	be specifically designed for each target group (a deliverable/report might have different versions, depending on its target groups);
•	be properly distributed during the project, avoid to place all deliverables at the end of project;
•	build upon each other and feed subsequent parts of the project work; 
•	be planned as standalone documents (with reference to and background of the project);
•	be planned realistic in amount, and focus on high quality (approx. 10 to 15 deliverables for a three year project); 
•	have clear and verifiable acceptance criteria in relation to quality and quantity (eg. European Guidelines with consensus approval of XYZ Member States authorities);
•	be proof read, language editing, language check by mother tongue editors
•	be translated, as necessary to reach the target population.
•	Contain the funding reference and the disclaimer. 
 Deliverables must be conform with applicable personal data protection laws (avoid personal names, personal pictures, emails) and intellectual property rights (IPR). The applicant must describe pre-existing IPRs and must explain how the applicant is ensuring the public use of the final deliverable. 
Deliverable numbers in order of delivery dates. Please use the numbering convention <WP No.> <Dlvrbl No.> within that WP. For example, deliverable 4.2 would be the second deliverable from work package 4.
Dissemination level - use one of the following codes:
PU = Public, fully open, e.g. web
CO = Confidential, restricted under conditions set out in Model Grant Agreement
The dissemination level shall be of public scope. If a deliverable is marked confidential, it shall be duly justified, and a public summary should be included as well.
Delivery month: Measured in months from the project start date (month 1). If a deliverable consists of several parts (e.g. a newsletter to be delivered in M6, M12 and M18) please list it as 1 deliverable and state the different delivery month in the last column. 
Mandatroy deliverables: The following deliverables are mandatory and are already included in the table below and must be kept. They should be linked to the dissemination and evaluation work-package: 
•	Dissemination plan/strategy and report(s)
•	Evaluation plan and report
•	End of project booklet for the public (This is a short <e.g. 10 pages> summary of the outcomes, Main results, achievements, benefits, written for the interested public as a target group.)
•	Website (each project must have a dedicated website, summarising the project’s objectives and progress. There can be a public part and one accessible only to the participants.)
•	Initial Leaflet (A leaflet to promote the project must be produced at the beginning.)
Content Specification: For each deliverable, please specify the concrete content in quantitative and qualitative terms. Please also specific acceptance criteria (eg. Consensus among health care providers or Member States, successful Stakeholder or Scientific reviews, etc. > 

Dlvrbl
No.	Deliverable
Name	WP
No.	Leading Applicant<acronym> 	Content Specification and acceptance criteria	Dissemination
Level	Delivery Month	
<WP No.> <Dlvrbl No.>				<Please specify concrete content and acceptance criteria>  			

							

Mandatory Deliverables (MDs)	
	Dissemination plan/strategy and report(s)	WP2		<plan for the dissemination activities, including target groups and stakeholder analysis, report on the implementation of the dissemination activities>	P	M3	
	End of project booklet for the public	WP2		< This is a short <e.g. 10 pages> summary of the outcomes, Main results, achievements, benefits, written for the interested public as a target group >	P	End of Project	
	Website	WP2		< each project must have a dedicated website, summarising the project’s objectives and progress. There can be a public part and one accessible only to the participants.>  	P (and C)	M3	
	Initial Leaflet 	WP2		<A leaflet to promote the project must be produced at the beginning.>			
	Evaluation plan and report	WP3		<plan for the evaluation activities, including indicators, data sources, methods and stakeholder analysis, report on the results of the evaluation >			

 Note:
Please do not include the periodic and final technical and financial reports in the table of deliverables as far as they are part of the Periodic Reporting section in the Participant Portal. 
All other deliverables are part of the continuous Reporting section in the Participant Portal (PP) and should appear in the table of deliverables.
Chafea will make a payment to the beneficiaries at about half-way through the project. This payment must be based on deliverables which have been produced in the first half of the project (besides the interim report). Thus it is important that some deliverables are available at the point of the payment (usually month 18 for a 36 months long project). Chafea cannot make an interim payment without receiving deliverables at that point in time (e.g., drafts of reports to be finalized at the end of the project). Please take this into account.

9	Project management 
9.1	Methods
<Present an overview of the Project Management approach to be used to plan and coordinate activities within the project and across partner organisations.

 You are encouraged to use the free project management methodology OpenPM² (https://ec.europa.eu/isa2/solutions/open-pm2_en) and to adapt it to your needs. 
OpenPM² is a project management methodology designed by the European Commission. Its purpose is to enable project teams to manage their projects effectively, and to deliver solutions and benefits to their organisations and stakeholders. While OpenPM² is suitable for any type of project, it is ideal for projects related to the public sector, or EU programmes and grants.
The methodology includes a manual with project management concepts, and templates and artefacts which you can adapt for your project management needs. 

>
Your text…

9.2	Governance, Roles, Responsibilities
<Present the organisational structure of the project. It should provide a graphical representation of the Governance Structure and define the responsibilities of the various roles (e.g. the Project Steering Committee (PSC), Project Owner (PO), Business Manager (BM), Solution Provider (SP), Project Manager (PM), etc.).
You are encouraged to use the PM2 Methodology of the European Commission and tailor the standard assignment of responsibilities to the PM2 roles. Use the RASCI model for the assignment of responsibilities
Please include Scientific and Advisory boards. 
 Be realistic in estimating the work load for coordinating a project, such as division in Business Manager (BM) vs. a Project Manager (PM). The Business Manager (BM) represents the Project Owner on a daily basis within the project, helps in defining the project’s objectives and helps ensuring that the project’s deliverables fulfil the scientific and user needs. The Project Manager (PM) oversees the project on a daily basis and is responsible for delivering high-quality results within the identified objectives and constraints, ensuring the effective use of the allocated resources. More widely, the Project Manager’s (PM) responsibility also includes risk and issue management, project communication and stakeholder management.>
Your text…

9.3	Processes & Artefacts
<Describe the processes and artefacts that will be used for the management of the project. Highlight some core management processes such as change management, risk management, issues management, etc. Also present some key project management artefacts such as the Project Handbook, Project Logs, Deliverables Acceptance Plan, Outsourcing Plan, etc.
Please refer to the PM2 Methodology of the European Commission for a list of standard processes description and artefact templates.>
 Your text…

9.4	Quality & Capacity of the Partnership
<Please provide information that describe the consortium. The description will provide answers to these questions:   
•	How will the participants' expertise match the project’s objectives and tasks?  
•	How do the participants complement one another? 
•	In what way does each of them contribute to the project?
•	How will they be able to work effectively together? 
Highlight previous working experiences and existing collaboration. All proposals must be built on a sound partnership. The quality of the partnership rests on: 
•	Its extensiveness (stakeholders' identification), 
•	Sharing common goals and objectives, 
•	The synergy (added value), 
•	Commitment (interest of the various participants to be involved in the project), 
•	and a solid network structure. 
Refer to the internal network logic, which explains why certain participants are involved and not others. For example, the network's rationale could be based on previous links, or built after a search of adequate participants in the geographical area of interest.
Describe the roles (and the assigned responsibilities) of the different participants. Public–private partnerships may be relevant in some cases. Here, the different roles should be made clear as well as the overall rationale.>
Your text…

9.5	Capacity of the staff to carry out the project
< Describe clearly and concisely the competence of staff related to the scientific, technical and managerial implementation of the project. 
Coordinator institution: Demonstrate the capacity of the coordinator to realise the work in relation to the project. The leadership and authority refers both to the organisational and personal aspects of leadership. On the organisational level, there should be a clear division of responsibilities and tasks between the project manager and other decision makers. On the personal level, the project manager must have the necessary skills, expertise and authority to lead a team and to achieve the action objectives. He or she should also be capable of using the resources in a flexible way.
Key staff of the coordinator – description of competence (leadership and authority) and experience in the action area. Present the profile of the key staff members (recommendation: a half page for all staff together) illustrating their (academic) qualifications, professional experience, competence, expertise, leadership quality and authority required by the action tasks.
Participants' institutions, description of competence, experience, leadership and authority in the action area. Demonstrate the capacity of the participants to realise the work in relation to the specific objectives.
Key staff of the participants – description of competence (leadership and authority) and experience in the action area. Present profiles (please see above, do not add CVs, specify names etc) of the key staff members (recommendation: a half page for all staff together), illustrating their (academic) qualifications, professional experience competence and expertise required by the action tasks.>
Your text…

9.6	Risk Analysis and Treatment
<Even in the best-planned actions there are uncertainties, and unexpected events can occur. Therefore applicants must provide a risk analysis. This will help to predict the risks that could prevent the action from delivering on time or even failing. 
A risk is an uncertainty of outcome of an action or event. A risk analysis addresses the questions what could possibly go wrong, what is the likelihood of it happening, how it may affect the project, and what can be done about it. 
The risk analysis should identify internal risks, like a low performance of one of the participants, a withdrawal of one of the participants, and external ones, e.g., target group is harder to reach then foreseen, response rate to a survey is lower than expected, translation of documents is delayed due to sickness of translator, collaboration with external stakeholders is not as smooth as anticipated. 
Identify realistic AND relevant external and internal risks and propose a Risk Treatment.
Use a numerical value denoting your estimate of the probability that the risk will occur and the severity of the risk’s impact (should it occur). The possible values are: 5=Very high, 4=High, 3=Medium, 2=Low, 1=Very low> 
The possible strategies for Risk Treatment are:
Avoid: risk avoidance, modifying the project or project plan to eliminate the conditions or activities that introduce the risk.
Reduce: risk mitigation or reduction through the proactive implementation of risk reduction activities.
Accept: acceptance of the risk. In this case, contingency plans should be defined in case the risk occurs (active acceptance).
Transfer/Share: transfer or share the risk with other entities, e.g. through insurance, subcontracting etc.

It is important to indicate the specific Risk Treatment actions (e.g. contingency plan) and not just the strategy.>
ID	Risk Title/Description	Likelihood	Impact	Proposed Risk Treatment and contingency plan	
R1					
R2					
R3					
R4					
….					
n					

9.7	Financial management
< The coordinator will receive payments that will need to be distributed to the consortium partners. Therefore, applicants must describe the financial management of the project. They must be able to build and monitor the project budget. The important amount of money involved and its distribution among participants, in function of the work achieved, demands a strong financial management capacity. 
This capacity has to be demonstrated with all relevant elements such as the competency of financial officers, tools used to monitor the action, including reporting (e.g., collection of financial documents from the participants), procedures (e.g., preparation of financial reports, distribution of co-funding) and quality controls. >
Your text…

10	Budget
10.1	Content description and justification
<Please describe how you have built the budget and the rational for cost estimation. Please remark: 
•	Travel outside the EU or eligible countries shall be avoided, and shall be well justified if included.
•	The use of subcontractors shall be exceptional and well justified. In principle, the consortium shall be built in such a way that it has all necessary competences to carry out the action. 
•	Subcontractors or Experts outside the EU or eligible countries shall be avoided, and shall be well justified if included.>
Your text…

10.2	Summary of Effort
<Please indicate the number of person/months over the whole duration of the planned work, for each work package, for each applicant.
 Identify the work-package leader for each WP by showing the relevant person-month figure in bold. The amount of "Total person/month per applicant" must be equal to the sum of total person/month given in the table of "Detailed budget" for the applicant and its affiliated entities.>

	WP n	WP n+1	WP n+2	Total Person Months
<per Applicant>	
Applicant No. and
Short Name 					
Applicant No. and
Short Name					
Applicant No. and
Short Name					
Total Person Months					

10.3	Third-Party Contributions
<Please indicate any potential conflict of interest in case of third-party contributions towards your project.> 
Your text…

10.4	Detailed Budget
<Please complete the table below for each applicant/ affiliated entity. If a particular applicant is an affiliated entity, please state to which partner it is affiliated (second line).
Please provide a detailed justification and explanation in the textboxes. The justification, among other parts of your application, will be used for the evaluation of the award criteria on budget.
Please read the guidelines for completing this table found in the Guide for Applicants.> 
Applicant No. & Short Name		
(If affiliated entity: Affiliated to which Applicant number/Short name)		
(A) Direct personnel costs				
Staff function	Monthly Cost	Estimated
Person-month	Sum Cost (€)	
<Please repeat line for each staff function category. You do not need to fill staff names here. >				

		Total person month	Total Costs (€) for (A)	
				
	Justification	
	<Please describe, which staff function is involved in which tasks.>

(B) Direct costs of sub-contracting	Costs (€)	Task(s)/Justification	
<please repeat line for each subcontract foreseen. >		<Please detail the price estimate. Please give an explanation, why this task cannot be carried out by the project partners and why it needs to be subcontracted.>	
Total Costs (€) of (B)			
(C) Other direct costs		
(C.1) Travel 	Costs (€)	Justification	
		<Please describe your cost estimation, eg. Number of meetings, persons involved, days travelling etc. Please see the guide for applicants. >	
(C.2) Equipment	Costs (€)	Justification	
		<Please describe your cost estimation, eg. Equipment necessary and depreciation rules etc. Please see the guide for applicants. >	
(C.3) Other goods and services	Costs (€)	Justification	
		<Please describe your cost estimation etc. Please see the guide for applicants. >	
Total Costs (€) of (C)			
(D) Indirect Costs 	Total Costs (€)		
(Max. 7% on A, B and C)			
Total estimated eligible costs			

11	Previous and current grants relevant to the programme 
<Provide a list of previous and current grants relevant to the Third EU Health Programme (limited to the last 3 years) his/her organization is receiving/has received, if any.>
Your text…

12	Current applications relevant to the programme
<Provide a list of the current applications relevant to the Third EU Health Programme he/she is involved in, if any.>
13	Exceptional Utility
<Please describe, if and how your proposal would fulfil the criteria for exceptional utility, as outlined in call for proposals. Please focus on how the proposal fulfils each criterion for exceptional utility>
Your text…

14	Collaborating stakeholders
<Collaborating stakeholders and/or external experts are organisations or individual persons, which:
•	May significantly increase the technical and scientific content of the project, as well as its relevance for different users in the Union.
•	have no contractual relationship with the Agency
•	nor do receive any EU funding from this particular grant;
Please provide a list of up to 20 most important collaborating stakeholders and/or external experts participating in your project. Note that it is not mandatory to involve collaborating stakeholders and/or external experts.>

Institution	Contract Person (full name)	Country & City