Disclaimer This guide aims to facilitate potential applicants. It is provided for information purposes only and is not intended to replace consultation of any applicable legal sources. Neither the European Commission nor the Consumers, Health, Agriculture and Food Executive Agency - CHAFEA (or any person acting on their behalf) can be held responsible for the use made of this guidance document. 3rd Health Programme Standard Proposal Templates: Project proposal (Part B) Framework Partnership Agreement (FPA) for an Operating Grant (HP-FPA-2017) Version 1.0 17 March 2017
Transcript
Disclaimer This guide aims to facilitate potential applicants. It is provided for information purposes only and is not intended to replace consultation of any applicable legal sources. Neither the European Commission nor the Consumers, Health, Agriculture and Food Executive Agency - CHAFEA (or any person acting on their behalf) can be held responsible for the use made of this guidance document.
3rd Health Programme
Standard Proposal Templates: Project proposal (Part B)
Framework Partnership Agreement (FPA) for an Operating Grant (HP-FPA-2017)
Version 1.0 17 March 2017
- Page 2 / 12 Document Version 1.00 dated 01/06/2014
EUROPEAN COMMISSION CONSUMERS, HEALTH AND FOOD EXECUTIVE AGENCY Health Unit
Proposal template B:
4-year Work programme 2018-2021 for the
Framework Partnership Agreement (FPA)
for an Operating Grant (HP-FPA-2017)
3rd
EU Health Programme
Please follow the structure of this template when preparing your proposal. It is 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, and budget during grant preparation.
Page limit: Full proposals should not be longer than 30 pages. All tables or other graphs, flow
charts etc. in these sections must be included within this limit. 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). You may use charts and graphics within the page limit.
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! It is in your interest to keep your text as concise as
possible, since the evaluators rarely view unnecessarily long proposals in a positive light.
Please read and follow carefully the instructions given in the guide for applicants, which is
outlining in detail the requirements for the below sections of your proposal. Finally, please convert
Part B.1 into a PDF file and upload as Part B.1 into your application.
Please also note that the term "applicant organisation" will be used throughout this document to
refer equally to a non-governmental body or a network applying for funding.
Example
, not
to co
mplete
- Page 3 / 12 Document Version 1.00 dated 01/06/2014
COVER PAGE
TITLE OF APPLICANT (NON-GOVERNMENTAL BODY OR NETWORK)
Framework Partnership 2018-21 with < Applicant's organisation>
TABLE OF CONTENTS
Example
, not
to co
mplete
- Page 4 / 12 Document Version 1.00 dated 01/06/2014
1. APPLICANT ORGANISATION'S CONTRIBUTION TO PUBLIC HEALTH AT THE EU LEVEL
Your proposal must lay out the pertinence of the applicant organisation in the public health area
and argue for the effectiveness of its role: this should be done both in general terms, with regards to
the applicant organisation's contribution in civil dialogue processes at Union level, as well as more
specifically, with a view to argue how the applicant organisation contributes towards the
achievement of the objectives of the Third Health Programme.
1.1. Mission, vision statement and values guiding the applicant organisation's strategic
level definition of aims and objectives
Your proposal must describe the mission, vision and overall purpose of the applicant
organisation, as defined in key documents and communications towards the target groups it
aims to reach, as well as to the public at large.
Provide a section on the problem analysis and evidence base for the applicant organisation's
main activities.
Describe the target groups of the applicant organisations' main activities.
Describe the adequacy of the applicant organisation's activities with the social, cultural and
political context within which it operates.
1.2. Strategic relevance and contribution of the applicant organisation's activities to the
implementation of the objectives of the Third Health Programme and other relevant EU
policies
Your proposal must describe the applicant organisation's key strategic objectives for the
period 2018-2021 and their relevance for the Third Health Programme.
Describe the EU added value and expected impact of the applicant organisation's actions.
Describe the structure, membership and working methods of the applicant organisation with a
view to demonstrate its effective outreach across the EU.
2. APPLICANT ORGANISATION'S MULTIANNUAL WORK PROGRAMME 2018-2021
Your proposal must lay out in detail the applicant organisation's multiannual programme for the
next three years, 2018-2021, including: setting of objectives; definition of methods and means and
planning of activities; related timetable and deliverables; dissemination activities in support of the
applicant organisation's operational objectives; and evaluation process and relevant indicators.
Adequate links to the previous multiannual planning cycle of the applicant organisation (if it exists)
and latest available annual activity report should also be ensured.
2.1. Objectives, methods and expected outputs of the applicant organisation's
multiannual work programme 2018-2021
Your proposal must describe the general and specific objectives of the applicant organisation for
the three coming years, as well as of the methods which will be employed in order to achieve
these objectives.
Example
, not
to co
mplete
- Page 5 / 12 Document Version 1.00 dated 01/06/2014
Objectives should be S.M.A.R.T: Specific; Measurable; Acceptable for the target group;
Realistic; and Time-bound (containing an indication of the time within which it must be reached).
Please provide indicators of verification.
The methods and expected outputs should be explicitly linked to the objectives, in the sense that
for each objective at least one intervention method/ action area of the programme is specified.
2.2. Planning of the applicant organisation's activities for the four year period 2018-2021
Your proposal must describe the activities and include a detailed timetable with milestones, as
well as a list of deliverables.
Milestones refer to control points in the implementation of the applicant organisation's
programme that help to chart progress. Milestones may correspond to the completion of a key
deliverable, allowing the next phase of the work to begin. They may also be needed at
intermediary points so that, if problems have arisen, corrective measures can be taken.
The following timetable can be used to show the planning of the applicant organisation's
activities during the three year period and the link between activities and deliverables (S1 –
meaning Semester 1).
Activity Nr./ Activity Responsible
person/ team 2018 2019 2020 2021
Related
deliverable
S1 S2 S1 S2 S1 S2 S1 S2
Deliverables refer to a distinct and tangible output of the applicant organisation's work programme,
meaningful in terms of the overall objectives, generally related to a specific objective or a set of
activities and constituted by a report, publication, newsletter, tool, website etc.
Please note that in the FPA proposal we would like you to list only the key deliverables to be
completed during the entire three-year period (2018-2021).
The following table lists all planned key deliverables with a short description of the content,
including the link with the related activity area and expected delivery month. For each deliverable
a dissemination level should be added.
Deliverable numbers in order of delivery dates. Please use the numbering convention <Activity
Nr./ >.<number of deliverable within that Activity>. For example, deliverable 4.2 would be the
second deliverable from activity 4 (see above).
Dissemination level: Use one of the following codes:
PU = Public, fully open, e.g. web
Example
, not
to co
mplete
- Page 6 / 12 Document Version 1.00 dated 01/06/2014
ER = External restricted (eg. members, stakeholder groups or other particular target groups)
CO = Confidential, restricted under conditions set out in Model Grant Agreement
Delivery month: Measured in months from the project start date (month 1). If a deliverable
consists of several parts (eg. a newsletter to be delivered four times per year) please list it as 1
deliverable and state the different delivery months in the last column.
No Deliverable
name
Responsible person/
team
Content
specification
Delivery
month
Dissemination
level
Example
, not
to co
mplete
- Page 7 / 12 Document Version 1.00 dated 01/06/2014
2.3. Dissemination and evaluation of the applicant organisation's multi-annual work
programme
Your proposal must describe the applicant organisation's dissemination strategy and plan.
The dissemination should be based on the results of a stakeholder analysis, following which a
dissemination plan should be elaborated, explaining how the applicant organisation will
communicate on its activities as well as share the deliverables with stakeholders, relevant
institutions, applicant organisations, and individuals.
Describe the applicant organisation's evaluation strategy and plan.
In this section what is expected is a description of the internal and external evaluation of the
activities, including the indicators to be used in order to verify that the objectives of the work
programme have been achieved. Please link the indicators to the specific objectives defined
above. You can use a table like the one below.
Specific Objective
Nr./ Specific
Objective
Process Indicator(s) Target
(repeat line as needed)
Output Indicator(s) Target
(repeat line as needed)
Outcome/Impact Indicator(s) Target
(repeat line as needed)
Example
, not
to co
mplete
- Page 8 / 12 Document Version 1.00 dated 01/06/2014
3. MANAGEMENT AND IMPLEMENTATION OF THE APPLICANT ORGANISATION'S
MULTIANNUAL WORK PROGRAMME 2018-2021
3.1. The applicant organisation's overall structure and processes regarding the planning,
execution and monitoring of the multiannual work programme
Your proposal must describe the operational structure and the decision-making processes within
the applicant organisation.
It will be important to describe in detail the role of the Board of Directors or equivalent in setting
the strategy, and that of the executive director or equivalent, as well as the internal
communication processes in the applicant organisation to ensure information flow, transparent
decision making, coordination and conflict management.
Provide the applicant organisation's risk management plan: Even in the best-run applicant
organisations there are uncertainties, and unexpected events can occur. A risk analysis will help
to predict the events that could prevent the applicant organisation from implementing part(s) of
the multiannual work programme on time or even failing to do so. Please describe critical risks,
relating to the implementation of the multiannual work programme and provide adequate risk
mitigation measures. This can be done in table format following the example below.
3.2. The applicant organisation's operational capacity
Your proposal must describe the applicant organisation's capacity, in terms of the skills of the
staff members, concrete contribution(s) by the applicant organisation's members and recourse to
external expertise when necessary
The capacity of the applicant organisation to actually deliver the expected outputs included in its
multiannual programme has to be demonstrated. For this, please provide an organisational chart,
together with a description of the tasks and responsibilities of the different staff members. In
addition, provide a description of the skills and experience of the team entrusted with the
implementation of the multiannual programme.
If certain, necessary skills are not to be found within the applicant organisation itself, which can
happen for a variety of reasons, please argue alternative ways of accessing them – this could be
ensured, for example, through concrete contribution(s) of member or partner organisations. If this
is the case, please provide a clear description of how this is practically done.
Describe the general source of financing the applicant organisation, the budget required for the
implementation of the multi-annual work programme, as well as the financial management.
The ability to build and monitor a budget has to be clearly demonstrated as well as the tools used
for that purpose. Therefore, please provide all necessary references to the way the budget is
presented for approval, the terms of the discussion at the board or executive level, how it is
- Page 11 / 12 Document Version 1.00 dated 01/06/2014
(d) – the sum of (a), (b) and (c)
(f) - the "requested grant" i.e. 60% (or up to 80%) of (d)
(k) – the sum of (h) and (i)
IMPORTANT: (d) must equal (i)
* - 60% is the normal co-funding rate, this can go up to 80% if the applicant organization complies with the criteria for exceptional utility. Please see part 6 on
exceptional utility below.
Example
, not
to co
mplete
- Page 12 / 12 Document Version 1.00 dated 01/06/2014
5. CURRENT AND PAST APPLICATIONS RELEVANT TO THE PROGRAMME
Please provide a synopsis of current and past (covering the last three years) applications of
the applicant organisation relevant to the Third Health Programme.
6. EXCEPTIONAL UTILITY
Generally, non-governmental bodies co-funded under the Third Health Programme may
receive a co-funding of up to 80% of the total eligible cost for their functioning, if they are
deemed to be of exceptional utility towards achieving the objectives of the Programme. To
receive up to 80% of co-funding, the proposals must comply with the criteria set out below:
1. At least 25 % of the members or candidate members of the applicant organisation come from
Member States whose gross national income (GNI, as published by EUROSTAT) per inhabitant
is less than 90 % of the Union average.
2. The reduction of health inequalities at EU, national or regional level is manifested in the
mission as well as the annual work programme of the applicant organisation.
If you think that the applicant organization complies with these two criteria, please describe
how.
Also, ensure to encode the correct co-funding percentage in the budget overview table.
