Third Health Programme 2014 -2020 – preparing a project proposal

1. Third Health Programme 2014 -2020– preparing a projectproposal Ingrid Keller Coordinator – Health Programme European Commission, Consumer, Health and Food Executive Agency

2. Proposals received 2008-2013

3. Irish participation in 2HP – type of actions co-funded

4. Irish participation in 2HP –organisations and partnerco-funded

5. Irish participation in 2HP – averageevaluation grade Projects

6. Participation 2HP Projects MP

7. General principles EC funding Co-funding rule: external co-financing from a source other than EC funds is required (own resources or financial contributions from third parties) Non-profit rule: the grant may not have the purpose or effect of producing a profit for the beneficiary (total Expenses = total incomes) Non-retroactivity rule: only costs incurred after the starting date defined in the grant agreement can be co-funded Non-cumulative rule: only one grant can be awarded for a specific action carried out by a given beneficiary Applicable to all financing mechanisms Page 7

8. Eligibilitycriteria • 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 2014. • The co-funding is meant for a future project. Running projects cannot be supported.

9. 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 fromgrantingprocedure: • conflict of interest • guilty of misrepresenting the information required by the Agency

10. Selectioncriteria • Financial viability • Not if < 100 000€ EU co-funding or if public • If > 750 000€ -> attach audit report • Self-check must beperformed If the self-check resultis "weak" do not bediscouragedfromapplying! • Operationalcapacity • Self-declaration • Provide information on capacity

11. Awardcriteria - I

12. Awardcriterion 1 - Policyand 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.

13. Awardcriterion 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.

14. Awardcriterion 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.

15. Awardcriterion 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.

16. Types of participants applicants • Project coordinator • Otherbeneficiaries • Affilitedentities • Severalentitiesform one for the purpose of the action • Legal and/or financiallink to anotherbeneficiary • Must complywitheligibilitycriteria • Subcontractors • Do not signgrant agreement • Get 100% of the costreimbursed • Collaboratingstakeholders • Do not sign the grant agreement • Cost not eligible Page 16

17. Content preparation

18. NEW – electronicsubmission system • Part A • administrative "form": title, keywords, abstract, partners, overview budget (60/80% ?), checklist withcriteria • Part B • free-flow text, according to template (PDF) • You need to writeyourownproposals • Template gives the mandatory structure

19. 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

20. Definingtheobjectives • General objective – relate topurpose and vision and is set as themain 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.

21. Make the objectives S.M.A.R.T • Specific - Specifythe target group and thefactorsthatneedto be changed • Measurable - Formulateobjectives in a measurableformate.g. numbersto be reached, increasedawarenessby 25 %... • Appropriate - Makesureobjectives are achievable and attainable, acceptableforthe target group? • Realistic- Ensurethatyou can realisticallyachievetheobjectivesgiventheproject’sresources: time, money, staff?Time-bound- Connectobjectivesto a time line. Statewhenyouwillachievetheobjectivee.g. within 3 months, byFebruary 2015?

22. Indicators • Are the base for the evaluation - needtomeasure the performanceof the project • Should be directlylinkedto the specificobjectives, for eachspecificobjective, one or moreindicatorscan be defined • Should be separatedinto: • Process indicators • Outcome/output indicators for effectevaluation the leveltowhich the objective is reached • -> per specificobjective

23. Formulation of an indicator

24. 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 2015 • 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

25. Methods and means • - The activitiesof the projectneedsto be described • - Everyspecificobjectiveshould be achieved by aplying a method/ usingmeans • - Methodsneedto be scientificallyvalidated& match the staffexpertise • - Answer the question: Whyarethese the mosteffectivemethodstoachieveyourobjectives?

26. Target group • Identify the groupswhowill be involved in and benefit from the project. • Be specific, try tofind a segment ofpeoplewhoare as homogenous as possiblee.g. girls / aged 11-15 /in schoolsettings • Ensurethat the plannedmethods for the interventions are relevant for thisparticulargroup

27. 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

28. 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

29. 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 Europe

30. 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 theats

31. 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

32. 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

33. Managing the project implementation • An evidence basedproblem analysis that takes into account • Policy and contextualrelevance leads to defining the general objective of the project. • This is translated into several specific, s.m.a.r.t objectives. • Link targetgroups, methods and meanstoeachobjective and expectedoutcomes and indicators of these. Group activities in work packages with defined deliverables.

34. WP 5 WP 4 WP 6 WP 7 • Descriptionofwork • deliverables • Milestones • Work packages • - horizontal tasks:coordination, dissemination and evaluation (mandatory) - vertical tasks:actions fulfilling the objectives (max 6) WP 1 – coordination of the project: Specifications, Descriptionofwork, List ofdeliverables, Milestones WP 2 – dissemination of results Horizontal WP:s WP 3 – evaluation of the project Core WP:s Timetable specification 36 months

35. Project example SteeringCommittee WP 4 Improve- ment of existing Instruments WP 5: Urban Environment, Transport related physical activity WP 6: Health- related fitness WP 1: Coordination WP 2: Dissemination WP 3: Evaluation 4.1Q Core Development 4.2 Q Workplace Module 5.1 Environmental Determinants 4.3 Accelerometry 5.2 Active Transportation 6.1 Fitness Test for adults 4.4 Assessment of PA in Children 5.3 GIS Data Analysis 6.2 Fitness Test for children By D. Meusel 35

36. Timetable • Applicantscan use format theyprefer • Suggestion: GANTT chart

37. Any questions on content?

38. Budget

39. Eligible costs • Connected with 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

40. Cost Categories Direct Costs Personnel cost Subcontracting costs Travel Costs and subsistence allowances Equipment Other goods and services Indirect Costs 6. Overheads – flat rate of 7% of total direct costs

41. 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 kind

42. 5 Sources of income • Co-funding request from the EU budget • Applicantfinancial contribution • Incomegenerated by the action • OtherExternalresources Page 42

43. Any questions on the budget?

44. Tips • 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)

45. Tips cont. • 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 Page 45

46. External experts for evaluation http://ec.europa.eu/eahc/ami/

47. Thankyou! Ingrid Keller Dipl.oec.troph., MPH, MSc, CAPM Coordinator – Health ProgrammeEuropean CommissionConsumer, Health and Food Executive AgencyHealth Unitingrid.keller@ec.europa.eu http://ec.europa.eu/chafea/