european statistics programme

European Statistics Programme

Proposal template

B2771–2018-EPSAS

Submission template (Part B) Detailed Budget (Annex)

Version 1.0 1 March 2018

1

EUROPEAN COMMISSION EUROSTAT

PART B – SUBMISSION TEMPLATE

<Title of the Call/Topic>

DESCRIPTION OF THE ACTION

Proposal number:

Proposal title / Acronym:

This part should clearly define which actions and objectives will be achieved within the

period of the action as this will be a subject of the assessment carried out by Eurostat.

The application should describe the following:

A comprehensive work plan with deliverables (expected results), a timetable and budget

estimation (if applicable, for each of the work packages) to produce the deliverables.

Organisation of quality assurance of the work and especially the deliverables.

Qualitative capacity to achieve the results described above.

If applicable, plan for dissemination/wider use of results in the ESS and for getting

involvement of members of the ESSnet.

Plan to monitor the progress of the action and the way risk management is organised.

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PART 1 – DESCRIPTION OF THE ACTION

1.1 - Description of the general and specific objectives that the action aims to achieve

Explain how the general and specific objectives of the action will contribute to the objectives of the Union

grant programme concerned. Where possible, specify related indicators to assess the action’s achievements

and expected impacts.

In case of an ESSnet action, describe why the proposed work addresses a specific need beneficial for the

entire ESS activity and how it answers to a European interest fitting in the european statistical programme.

The information provided will allow judging the eligibility of the action towards ESSnet criteria 2 and 3.

<Insert your text here>

1.2 - Description of the action on the basis of the main activities planned and where it

will be implemented

Present the overall strategy and description of the different tasks and deliverables to be achieved during the

whole duration of the action and, if applicable, the distribution of the partners in each task.

Show the soundness of the concept and of the methodological approach and, if necessary, software

developments proposed in the action.

In case of a multibeneficiary project, explain how the composition of the partnership is well-balanced in

relation to the objectives of the action. For each of the tasks proposed, provide details on the objectives, the

work to be achieved, indicators to measure progress for reaching the proposed objectives and the added

value of the work proposed in regards of the work already carried out by the partners (ESSnet criteria 4 for

ESSnet projects).


1.3 - Methodology to be followed/project implementation

Explain the methodology, both theoretical and practical, that will be followed in order to meet the general

and specific objectives of the action described above.

Explain which part of the action will be subcontracted (list of main activities to be carried out) as well as

which activities will be undertaken by linked third parties (affiliated entities) (if applicable).

Where subcontracting is envisaged please provide its justification and specify in particular, the tasks to be

subcontracted, the selection procedure used and, if known,the contractor's name (in particular if an existing

framework contract is used).

Subcontracting: If the applicant (and affiliate) has to conclude contracts in order to carry out part of the

action, the recourse to the award of contracts must be justified having regard to the nature of the action and

what is necessary for its implementation. The description of the action must include information on the role,

activity and responsibility of each subcontractor. Rules have already been foreseen in the financial

regulation and the standard grant agreement where implementation of an action requires the award of

procurement contracts. It is assumed that the beneficiary (and his affiliate) is competent for carrying out

and managing directly the major part of the action. Situations where a beneficiary simply acts as

intermediary must be avoided. In any case the beneficiary is sole responsible for the whole action and for

compliance with the provisions of the agreement. Note and take into account that Eurostat should not have

direct contact with the subcontractor(s) during the implementation of the action.

The justification of subcontracting part of the action is particularly sensitive and important within the

framework of grants restricted to the NSIs and other national authorities, due to their acknowledged

responsibilities for the development, production and dissemination of European statistics. The justification

must be substantiated in this respect.

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1.4 - Expected results and their use

Specify the benchmarks or deliverables which you intend to employ to achieve the expected results and

targets and how they will be used and disseminated.


1.5 - Arrangements for monitoring/supervision of the operation and any risks involved

in its implementation

Explain how the action will be supervised. Please refer to risks involved in its implementation, how they

might affect the objectives and outcomes of the action and how they could be mitigated.


1.6 - Sustainability of the project's achievements

Explain how the sustainability will be secured after the completion of the action. It can include

considerations about different dimensions of sustainability: financial, economics, institutional (structures

which would allow the results of the action to continue), environmental, policy, etc (if applicable,

depending upon the provisions of the basic act).


1.7 – ESS NET1 (applicable only for ESS net projets)

DISSEMINATION TOWARDS THE ESS

Describe the strategy to disseminate and exploit the results of the action in the ESS interest. Dissemination

and dialogue with a broader partnership may include users groups, workshops or web-based initiatives.

Training activities for the participants and the ESS should be planned directly related to the action.

The dissemination task should cover; i.e., presentation of the action results through different channels: web

site, publications (books and articles in journals, policy briefs), presentations, conferences, handbooks,

guidelines, training, wiki… A particular attention should be given to the use of the action results in the ESS

interest and to advance the debate and acceptance/implementation of the related topics within the ESS. The

information provided to allow judging the adequacy to ESSnet Criteria 1.

1 Please delete the explanation box if not applicable to your proposal.

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ADEQUACY TO SPECIFIC ESSNET CRITERIA 5, 6 AND 72

Explain how the proposed tasks and sub-tasks fulfil the specific eligibility criteria for an ESSnet action.

Contribution to knowledge sharing, innovation and harmonisation and plans for the use and dissemination

to the ESS

Explain how the results of the action will contribute to either extend the knowledge within the ESS, either

improve harmonisation of methods or procedures and how the community could take on board the proposed

results.

SUSTAINABILITY

Describe the strategy to make the action sustainable after its duration. Explain adequate measures that will

be implemented at national level allowing for implementation, acceptance and expansion of the proposed

methodology or procedures to the entire ESS.

It can include considerations about different dimensions of sustainability: financial, economics, institutional

(structures which would allow the results of the action to continue), environmental, policy, etc (if

applicable, depending upon the provisions of the basic act).

ESS PARTNERSHIP

Describe how the proposal allocates appropriate resources in terms of budget, personnel, equipment and

materials in line with the work plan and for the successful conduct of the action.


1.8 – Combined survey (applicable only for actions with surveys)

Is the EU survey combined with a national survey?

Yes ☐ No ☐

In case of combined surveys, only the costs generated by the EU part of the survey are

“eligible” for EU funding and have to be included in the budget.

In case of a combined survey, can costs of each part (EU and national) be clearly

identified?

Yes ☐ No ☐

If the costs of the EU part and the ones of the national parts cannot be clearly

separated, what is the estimated proportion between the two?

EU..….% / National..….%

Please explain here how you have estimated the proportion, in order to

allow the Commission to evaluate its appropriateness.


2 For ESSnet criteria see document CPS 2007/61/6 - 61st Statistical Programme Committee of 15 February

2007. The criteria are: 1. Involving several partners and results diffused to non participating NSIs; 2. Focus

on issues that answer to a European interest; 3. Compatible with the 5 year programme; 4. Cost effective;

5.Knowledge sharing, innovation and harmonisation; 6. Sustainable; 7. Actions must be carried out by ESS

organisations

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1.9 – Workpackages and activities3 (applicable for multi-beneficiary applications)

The action should be split into tasks or work packages. The number of tasks or work packages used must be

appropriate to the complexity of the work and the overall value of the proposed action. A task is an activity

that needs to be accomplished within a defined period of time. It contains a set of coherent sub-tasks

grouped together in order to facilitate the action management. Each task is linked with one or several

specific objectives and produce one or several deliverables. A task must be carried out by multiple partners.

For each task, the applicant must give the acronym of the leading and participating partners as well as the

starting / ending dates in month (M3, M6, …). The lead partner can be the co-ordinator or a co-partner.

Tasks might be presented using the following template:

Task/Work package

number

X Start Month:

End Month:

T+x

T+x

Title

Partner 1 (bold for

leader)

2 3 4 5 6 7 8 9 10 11 12 13

Objectives

Description of work

(Possibly broken down into sub-tasks).

Sub-Tasks:

Deliverables (brief description and month of delivery M1, M2, …)

Distribution of man power for the duration of the action

Please indicate in the table below the number of person-months over the duration of the planned work, for

each work package, for each participant. Identify the work-package leader for each WP by showing the

relevant person-month figure in bold.

Work package

Participants/

co-partners

WP1 WP2 WP3 WP… WP… WPX TOTAL

per

partner

1.

2.

3.

4.

TOTAL

PART 2 - PLANNED DURATION AND BUDGET

2.1 – Planned duration

LEGAL NOTICE

Applicants are informed that, under the Financial Regulation applicable to the general budget of the

European Union, no grant may be awarded retrospectively for actions already completed.

Even in the exceptional cases when the Commission accepts, on the basis of an explanation by the

applicant, that the action can start before the signature of the grant agreement, expenditure incurred

3 Please delete the explanation box if not applicable to your proposal.

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before the grant application was lodged is never eligible.

Planned duration of the action (in months):

Planned starting date:

Shall your action begin before the grant agreement is signed? Yes No

If yes, you have to provide below a justification which demonstrates the need to start the

action before the grant agreement is signed:


2.2 – Timetable

2.2.1 TIMETABLE TO CARRY OUT EACH STAGE OF THE ACTION SHOWING

MAIN DATES AND EXPECTED RESULTS FOR EACH STAGE

Milestones/ Tasks Timetable

Ex. Examination of the methodology, Tests

with time series of available data, …. T

4 + x

… T + x

2.2.2 LIST OF EXPECTED DELIVERABLES / RESULTS FOR EACH STAGE

Deliverables / Results5 Timetable

Ex. Data delivery, Quality report, Technical

report, Interim report, … T

6 + x

… T + x

2.2.3 PAYMENT OF THE BALANCE

Final reports and request for payment of the

balance

60 days following the closing date of the

action

2.3 – Budget

Please fill the estimated Detailed Budget in Annex.

4 T being the start of the action. Don't use fixed dates in order to avoid problems in case of changes in the

implementation of the action. 5 This table may be adapted according to the nature of the action. 6 T being the start of the action. Don't use fixed dates in order to avoid problems in case of changes in the

implementation of the action.

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Attention: Information on the profiles, the applicable unit cost grade and the estimated working

time (expressed in days) shall be indicated in the estimated budget for the action.

For more information on unit costs, see Guidelines for applicants.

Costs related to horizontal services (such as financial management, human resources, training,

legal advice, IT, etc.) are covered by the flat-rate fixed at 30% of the total eligible direct personnel

costs and can not be included under heading “Costs of staff assigned to the action”. Therefore,

costs related to administrative staff are eligible only if directly linked to the technical performance

of the action. This is equally true for the general involvement of high management staff.

In case you foresee administrative staff’s tasks, can you confirm that they are compliant

with the above rule?

Yes: Not applicable:

Do you foresee the involvement of high management staff?

Yes: (add an explanation below) Not applicable:


PART 3 – ADDITIONAL FUNDING

3.1 – Union funding

APPLICATIONS AND/OR ONGOING FUNDING OF THE UNION

Has the applicant or linked third party (affiliated entity) received or applied for any Union

funding for the same action or part of the action in the current year or in the 3 previous

years?

NO

YES – from Eurostat (no information to be provided)

YES – from other Union Institution or body/agency of the Union (Continue to the

following table )

APPLICATION, GRANT, OR ANY OTHER EU FUNDING

To be specified for each of the applications or obtained grants in the current or in 3

previous years (add columns if necessary)

Title of the action (or part of

the action)

Union Programme

concerned

Union Institution or

Body/Agency to which the

application was submitted or

which took the award

decision

Year of award or application

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and duration of the

operation

Value of the application,

grant or other Union funding

LEGAL NOTICE

The applicant must inform the Commission department to which this application is

submitted if any of the above mentioned applications for funding made to other European

Commission departments or Union Institutions or bodies/agencies has been approved by

them after the submission of this grant application.

3.2 – Other sources of external funding (non Union)

3.2.1 SUPPORT AWARDED

Has the applicant or the affiliated entity already received confirmation related to any

external funding for the action?

NO (go to point 3.2.2)

YES – Continue to the table below and fill in the estimated budget

DETAILS OF FUNDS AWARDED

The applicant should indicate the details following the model below – same listed in the budget (add rows if

necessary)

Official name in full

Official address

Estimated amount of funding to be provided

for the action

Conditions or reservations (if any)

3.2.2 REQUESTED SUPPORT

Has the applicant or the affiliated entity requested, applied or are awaiting confirmation

relating to external funding for the action?

NO

YES — Continue to the table below and fill in Annex III (Budget)

DETAILS OF FUNDS REQUESTED — The applicant should indicate the details of the

requested funds following the model below (add rows if necessary)

Organisation/Entity Concerned 1

Name of the organisation

Official address

Requested amount

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If processing your reply to the invitation to submit a proposal involves the recording and

processing of personal data (such as your name, address and CV), such data will be processed

pursuant to Regulation (EC) No 45/2001 on the protection of individuals with regard to the

processing of personal data by the Community institutions and bodies and on the free

movement of such data. Unless indicated otherwise, any personal data requested are required

to evaluate your application in accordance with the invitation to submit a proposal and will

be processed solely for that purpose by Head of Eurostat Unit A4 – Budget, financial

management and internal control. Details concerning the processing of your personal data are

available on the privacy statement at:

http://ec.europa.eu/dataprotectionofficer/privacystatement_publicprocurement_en.pdf.

Your personal data may be registered in the Early Detection and Exclusion System (EDES) if

you are in one of the situations mentioned in Article 106 of the Financial Regulation7. For

more information, see the Privacy Statement on http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm

7 Regulation (EU, Euratom) No 966/2012 of the European Parliament and of the Council of 25 October 2012

on the financial rules applicable to the general budget of the Union and repealing Council Regulation (EC,

Euratom) No 1605/2002 (OJ L 298 of 26.10.2012, p. 1) as amended.

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http://ec.europa.eu/dataprotectionofficer/privacystatement_publicprocurement_en.pdf

http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm

Name of the applicant

Title of the action

Nb of persons [A] Days [B] Unit cost [C]SubTotal

A*B*C

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

Quantity [A] Rate per Item [B] SubTotal A*B

0,00 €

0,00 €

0,00 €

0,00 €

Temporary staff

Sub-Total temporary staff

Other staff costs

Sub-Total other staff costs

Sub-Total a2:Staff paid on deliverables

Total direct personnel costs

B. Direct travel and subsistence costs

Activity paid on deliverables

a2: Staff paid on deliverables (interviews, questionnaires, etc). To be reimbursed on the basis of actual costs.

Sub-Total a1: costs of staff reimbursed on the basis of unit costs

Sub-Total temporary staff

Administrative staff

Permanent staff

Sub-Total permanent staff

Temporary staff

DETAILED BUDGET

COSTS OF THE ACTION

A. Direct personnel costs

Profile (i.e. statistician, IT ...) / Unit cost grade

Permanent staff

Sub-Total permanent staff

Operational Staff

a1: Staff reimbursed on the basis of unit costs

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Means of transport Origin Destination Nb of persons [A] Unit cost [B] SubTotal A*B

0,00 €

0,00 €

0,00 €

Number of persons [A] Days [B] Nights [C] Daily allowance [D] Hotel allowance [E]SubTotal

A*[(B*D)+(C*E)]

0,00 €

0,00 €

0,00 €

SubTotal

0,00 €

0

Description Duration

(Months used)

Depreciation

period

Percentage of

use

Real cost

[D]

SubTotal

[E]=(A/B)xCxD

0,00 €

0,00 €

0,00 €

Quantity [A] Unit cost [B]SubTotal

[C]=[A]*[B]

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €

0,00 €TOTAL ELIGIBLE COSTS

Total direct costs

Total indirect costs (30% of direct personnel costs)

Total other direct costs

Sub-Total other goods and services

Total direct costs of subcontracting

Description

E. Other direct costs

Depreciation costs of equipment

Sub-Total depreciation costs

Other goods and services (other equipment costs, consumables, postal charges, telephone costs, translation etc.)

% of subcontracting on the total eligible costs

C. Direct costs of subcontracting

Brief description of tasks subcontracted Name of subcontractor (if known)

Total subsistence costs

Travel costs

Total travel costs

Subsistence costs

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