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Consumers, Health, Agriculture and Food Executive Agency
Third EU Health Program – preparation of a project proposal
Jurgita Kaminskaite, project officer
Consumers, health, agriculture and food executive agency (Chafea),
European Commission
29 June 2015
Consumers, Health, Agriculture and Food Executive Agency
Proposals received 2008-2013. 2HP
Instruments 2008 2009 2010 2011 2012 2013 Total
Projects 154 183 115 38 87 67 644
Conferences 43 45 27 35 42 47 239
Operating Grants 26 26 25 35 46 45 203
Joint Actions 2 4 10 5 5 5 31
Total 225 258 177 113 180 164 1117
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Consumers, Health, Agriculture and Food Executive Agency
Irish participation in 2HP – type of actions co-funded
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Consumers, Health, Agriculture and Food Executive Agency
Irish participation in 2HP –organisations and partner co-funded
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Consumers, Health, Agriculture and Food Executive Agency
Country participation during 2HP
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Consumers, Health, Agriculture and Food Executive Agency
Country participation during CFP 2014. 3HP
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Consumers, Health, Agriculture and Food Executive Agency
Call for Project Proposals 2014. Participation by MSs- Coordinators & partners after submission
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Consumers, Health, Agriculture and Food Executive Agency
General principles EC funding
1. Co-funding rule: external co-financing from a source other than EC funds is required (own resources or financial contributions from third parties)
2. Non-profit rule: the grant may not have the purpose or effect of producing a profit for the beneficiary
(total Expenses = total incomes)3. Non-retroactivity rule: only costs incurred after the
starting date defined in the grant agreement can be co-funded
4. Non-cumulative rule: only one grant can be awarded for a specific action carried out by a given beneficiary
Applicable to all financing mechanisms
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Consumers, Health, Agriculture and Food Executive Agency
Eligibility criteria applying for a grant
• Applicants must be legally established.• Only applicants from the 28 EU Member States plus
Norway and Iceland can apply.• A project proposal must be submitted by at least 3
different legal entities from 3 different eligible countries.
• The only eligible activities are those listed in section 2.1 "Grants for projects" in the work programme 2015.
• The co-funding is meant for a future project. Running projects cannot be supported.
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Consumers, Health, Agriculture and Food Executive Agency
Exclusion criteria
• Exclusion from participation:• being bankrupt,• convicted of an offence concerning
professional conduct,• guilty of grave professional misconduct• not in compliance with their obligations
relating to the payment of taxes
• Exclusion from granting procedure:• conflict of interest • guilty of misrepresenting the information
required by the Agency
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Consumers, Health, Agriculture and Food Executive Agency
Selection criteriaFinancial viability
• Not if < 100 000€ EU co-funding or if public• If > 750 000€ -> attach audit report• Self-check must be performed
If the self-check result is "weak" do not be discouraged from applying!
•Operational capacity• Self-declaration• Provide information on capacity
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Consumers, Health, Agriculture and Food Executive Agency
Award criteria - I
Maximum points Threshold Threshold in % of max. points
1 – policy relevance 10 8 80%
2 – technical quality 10 6 60%
3 – management quality
10 6 60%
4 – budget adequacy
10 6 60%
TOTAL 40 26
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Consumers, Health, Agriculture and Food Executive Agency
Award criterion 1 - Policy and contextual relevance
• Sub-criteria:• Relevance of the contribution to meeting the
objectives and priorities defined in the annual work plan of the 3rd Health Programme, under which the call for proposals is published,
• Added value at EU level in the field of public health,
• Pertinence of the geographical coverage of the proposals is high,
• Consideration of the social, cultural and political context.
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Consumers, Health, Agriculture and Food Executive Agency
Award criterion 2 - Technical quality
• Sub-criteria:• Quality of the evidence base,• Quality of the content,• Innovative nature, technical complementarity
and avoidance of duplication of other existing actions at EU level,
• Quality of the evaluation strategy,• Quality of the dissemination strategy and plan.
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Consumers, Health, Agriculture and Food Executive Agency
Award criterion 3 - Management quality
• Sub-criteria:• Quality of the planning and appropriate task
distribution to implement the project,• Relevance of the organisational arrangements,
including financial management,• Quality of the partnership.
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Consumers, Health, Agriculture and Food Executive Agency
Award criterion 4 – Overall and detailed budget
• Sub-criteria:• Relevance and appropriateness of the
budget, • Consistency of the estimated cost per
applicant and the corresponding activities,• Realistic estimation of person months per
work package• The budget allocated for evaluation and
dissemination is reasonable.
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Consumers, Health, Agriculture and Food Executive Agency
Types of participants• Project coordinator • Other beneficiaries
• Affiliated entities Several entities form one for the purpose of the action Legal and/or financial link to another beneficiary Must comply with eligibility criteria
• Subcontractors• Do not sign grant agreement• Get 100% of the cost reimbursed
• Collaborating stakeholders• Do not sign the grant agreement• Cost not eligible
applicants
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Consumers, Health, Agriculture and Food Executive Agency
CONTENT PREPARATION
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Consumers, Health, Agriculture and Food Executive Agency
NEW – electronic submission system
Part A • administrative "form": title, keywords,
abstract, partners, overview budget (60/80% ?), checklist with criteria
Part B • free-flow text, according to template
(PDF)• You need to write your own proposals• Template gives the mandatory structure
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Consumers, Health, Agriculture and Food Executive Agency
Evidence base and problem analysis
• Analysis of the health problem and its impact on society/quality of life- incidence, prevalence, distribution, development over time
• Analysis of the factors underlying the problem (determinants)
• Effectiveness of proposed measures, applicability in the proposed context
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Consumers, Health, Agriculture and Food Executive Agency
Defining the objectives
General objective – relate to purpose and vision and is set as the main single aim.
Specific objectives are the concrete activities you carry out to achieve your general objective. Often active verbs e.g. assess needs, revise, assemble, compare, investigate or develop.
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Consumers, Health, Agriculture and Food Executive Agency
Make the objectives S.M.A.R.T
• Specific - Specify the target group and the factors that need to be changed
• Measurable - Formulate objectives in a measurable format e.g. numbers to be reached, increased awareness by 25 %...
• Appropriate - Make sure objectives are achievable and attainable, acceptable for the target group?
• Realistic - Ensure that you can realistically achieve the objectives given the project’s resources: time, money, staff?Time-bound - Connect objectives to a time line. State when you will achieve the objective e.g. within 3 months, by February 2016?
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Consumers, Health, Agriculture and Food Executive Agency
Indicators
Are the base for the evaluation - need to measure the performance of the project Should be directly linked to the specific objectives, for each specific objective, one or more indicators can be defined
Should be separated into:•Process indicators•Outcome/output indicators for effect evaluation the level to which the objective is reached -> per specific objective
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Consumers, Health, Agriculture and Food Executive Agency
Formulation of an indicator
Step Example (Horstman, 2002)
Basic indicator
Peer educators trained
Quantity Number of peer educators trained
Quality Number of peer educators trained in counselling that passed the test
Time Number of peer educators trained in counselling that passed the test in 2016
Target Increase from x to y in the number of peer educators trained in counselling that passed the test in 2016
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Consumers, Health, Agriculture and Food Executive Agency
Types of indicators
Process indicators• Are related to the outputs of the project
(deliverables, structures created, materials produced/published)
• e.g. 120 condom distribution points have been created in night life venues in the city before the end of 2016
Impact/outcome indicators• Measure broader results achieved by
project activities and outputs• e.g. Contraceptive use by the target
group has increased from 30 to 40% over the last twelve months
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Consumers, Health, Agriculture and Food Executive Agency
Methods and means
- The activities of the project needs to be described
- Every specific objective should be achieved by aplying a method/ using means
- Methods need to be scientifically validated & match the staff expertise
- Answer the question: Why are these the most effective methods to achieve your objectives?
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Consumers, Health, Agriculture and Food Executive Agency
Target group
• Identify the groups who will be involved in and benefit from the project.
• Be specific, try to find a segment of people who are as homogenous as possible e.g. girls / aged 11-15 /in school settings
• Ensure that the planned methods for the interventions are relevant for this particular group
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Consumers, Health, Agriculture and Food Executive Agency
Policy and contextual relevance
• Contribution to the third health programme and the annual work plan, other EU policies e.g. Communication on HIV/AIDS
• Strategic relevance, EU added value and innovation
• Pertinence of the geographical coverage • Adequacy of the project with social, cultural,
policy context
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Consumers, Health, Agriculture and Food Executive Agency
7 ways to create EU-added value
• 1. Implementing EU legislation• Objective: ensuring that legislation is implemented
correctly• Example: JA on Facilitating collaboration on organ
donation between national authorities in the EU
• 2. Economies of scale• demonstrate ‘return on investment’ for MS &
ensure sustainability • Objective: To save money, and to provide better
service to citizens• Target: No duplication of efforts• Example: JA on Forecasting health workforce
needs for effective planning in the EU
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Consumers, Health, Agriculture and Food Executive Agency
7 ways to create EU-added value
3. Promotion of best practice• Objective: Citizens benefit from state of the art best
practice, capacity building where necessary• Target: ‘best practice’ applied in all participating MS• Example: JA on Mental Health and well-being
4. Benchmarking for decision making• Focus on indicators with real impact on decision
making.• Objective: To facilitate evidence based decision
making• Target: Real time data comparison available • Example: JA on Improvement of HIV prevention in
Europe30
Consumers, Health, Agriculture and Food Executive Agency
7 ways to create EU-added value
• 5. Cross border threats• Objective: To reduce risks and mitigate
consequences of health threats• Target: Depending on individual threats• Example: JA on the impact on maritime
transport of health threats
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Consumers, Health, Agriculture and Food Executive Agency
7 ways to create EU-added value
• 6. Movement of persons• Patients crossing borders, migration issues and
brain drain - movement of workers across Europe
• High ‘EU legitimacy’. Ensure high quality Public Health across EU MS. Added value depends on the scale of the problem
• Example: JA on Forecasting health workforce needs for effective planning in the EU
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Consumers, Health, Agriculture and Food Executive Agency
7 ways to create EU-added value
• 7. Networking• Very difficult to put into objectives, targets,
and indicators.• Is a ‘side effect’ of other actions• Is the rationale of the funding of ‘networks’• Is very important for dissemination of the
results to all MS including non-participants
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Consumers, Health, Agriculture and Food Executive Agency
Managing the project implementation
• An evidence based problem analysis that takes into account
• Policy and contextual relevance leads to defining the general objective of the project.
• This is translated into several specific, s.m.a.r.t objectives.
• Link target groups, methods and means to each objective and expected outcomes and indicators of these.
Group activities in work packages with defined deliverables.
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Consumers, Health, Agriculture and Food Executive Agency
WP 1 – coordination of the project:Specifications, Description of work, List of deliverables, Milestones
WP 2 – dissemination of results
WP 3 – evaluation of the project
Core WP:s
WP 5
HorizontalWP:s
WP 4
• Description of work • deliverables• Milestones
WP 6 WP 7
Timetablespecification 36 months
Work packages - horizontal tasks: coordination, dissemination and evaluation (mandatory) - vertical tasks: actions fulfilling the objectives (max 6)
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Consumers, Health, Agriculture and Food Executive Agency
Project example
Steering Committee
WP 1: Coordination
WP 2: Dissemination
WP 3: Evaluation
WP 4
Improve-ment
of existing Instruments
WP 5:
Urban Environment,
Transport related physical activity
WP 6:
Health-related fitness
4.1Q Core Development
4.2 Q Workplace Module
4.3 Accelerometry
4.4 Assessment of PA in Children
5.1 Environmental Determinants
5.2 Active Transportation
5.3 GIS Data Analysis
6.1 Fitness Test for adults
6.2 Fitness Test for children
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Consumers, Health, Agriculture and Food Executive Agency
Timetable• Applicants can use format they prefer• Suggestion: GANTT chart
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Consumers, Health, Agriculture and Food Executive Agency
BUDGET
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Consumers, Health, Agriculture and Food Executive Agency
Eligible costs
Connected to the subject of the GA and included in the
Technical annex and in the budget description
Necessary for the performance of the action
Reasonable and justified “good housekeeping”
Generated during the lifetime of the action
Actually incurred by the beneficiaries (including affiliated
entities), using applicable accounting principles
Identifiable and verifiable, in particular being recorded in
the accounting records of beneficiary
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Consumers, Health, Agriculture and Food Executive Agency
Cost categories
Direct costs:•Personnel cost•Subcontracting costs•Travel Costs and subsistence allowances•Equipment•Other goods and services
Indirect costs:
•Overheads – flat rate of 7% of total direct costs40
Consumers, Health, Agriculture and Food Executive Agency
Non-Eligible costs
Return on capital
Debt and debt services charges
Provision for losses or potential future liabilities
Interest owed, doubtful debts
Exchange losses
VAT – depends – watch new grant agreement!
Cost declared by a beneficiary and covered by
another action funded by a EC grant
Contribution in kind41
Consumers, Health, Agriculture and Food Executive Agency
Sources of income
• Co-funding request from the EU budget• Applicant financial contribution• Income generated by the action• Other External resources
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Consumers, Health, Agriculture and Food Executive Agency
Tips/suggestions• Plan for each Work Package separately• Identify:
• Activities necessary to achieve objectives• Cost elements (and cost category) of each
activity• Partners participating in a given activity
• For simplicity use EC rules • EUR 500 per roundtrip flight + EC rules on
subsistence• Depreciation rules for equipment (straight
line, 36 months for software / computers and 60 months for other items)
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Consumers, Health, Agriculture and Food Executive Agency
Tips/suggestions (continuation)
• Confusion of Staff & Subcontracting • Consult HR department
• Partnership / Consortium Agreement• Signed by each partner • Internal project management• Roles and responsibilities of partners
• “Project management” minded staff at main partner and WP leaders, Financial manager at main partner
• Read the grant agreement
• Send documents in time! Delay of 1 partner delays the whole action
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Consumers, Health, Agriculture and Food Executive Agency
Thank you
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