3rd Health Programme 2014-2020Joint Actions (AWP 2019)

The role of CHAFEA for the implementation of Joint

ActionsLuxembourg, 18 June 2019

Dirk Meusel, DrPH

Call Coordinator

Health and Food Safety UnitEuropean CommissionConsumers, Health, Agricuture and Food Executive Agency (Chafea)

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Role of CHAFEA for the implementation of the Joint Actions 2019

• Proposal process

• Grant Agreement Preparation

• Grant Agreement signature

• Monitoring

• Information meetings (eg. Infoworkshop, QualityAssurance workshop, Kickoff/Launch, Information workshops on reporting/payments, Disseminationconferences)

• Reporting and Payments

• Dissemination

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Policy implications of Joint Actions

• Joint Actions have direct policy implications

• Involvement of DG SANTE policy units

• Feedback of results & lessons learnt

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Nomination of the Coordinators/WP leaders

• Expressions of interest

• Identification of Coordinators and Work package leaders

• Communication to CHAFEA

• CHAFEA sends the invitation to the coordinator

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Attendance Satisfaction Survey

• Please give us your feedback to our meeting:

https://ec.europa.eu/eusurvey/runner/ChafeaMeetingFeedback

• Meeting code: "JA2019"

3rd Health Programme 2014-2020Joint Actions (AWP 2019)

Structure of Joint Actions, Project Management, Submission process

Luxembourg, 18 June 2019Dirk Meusel, DrPH

Call Coordinator

Health and Food Safety UnitEuropean CommissionConsumers, Health, Agricuture and Food Executive Agency (Chafea)

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STRUCTURE OF JOINT ACTIONS

Work Packages, Partners and roles, Governance

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Structure of Joint Action

Coordination (WP 1)

Dissemination (WP 2)

Evaluation (WP 3)

Sustainability (WP 4) Technic

alW

P (

WP 4

)

Technic

alW

P (

WP x

x)

Technic

alW

P (

WP 5

)

…

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WHO CAN PARTICIPATE?

Joint Actions: Country eligibility, Types of organisations, Additional criteria

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Who can participate? - Joint Actions

Authorities of Member States and of other countries participating in the programme will be invited to nominate one competent authority responsible for the implementation of the action on their behalf.

‘Competent authority’ means the authority of a Member State or a country participating in the programme responsible for health or for a specific health topic or any other authority to which that competence has been conferred.

The nomination should confirm that: • the nominated entity is a competent authority; and • the nominated entity and the entities affiliated to it are eligible to participate on

behalf of the respective country and under its responsibility in the relevant action.

The competent authorities should also identify and select the civil society organisations active at EU level that can make the most valuable contribution to the action. These organisations will then be invited to join the action as collaborating partners and/or participate in advisory structures.

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Who can participate?

Country eligibilityTo receive EU financial support for a project, i.e. to be a coordinator or other beneficiary, the organisation needs to be legally established in:

• EU Member States;• Iceland, Norway;• Serbia, Bosnia and Herzegovina, and Moldova.

Those countries which have a bilateral agreement with the European Union in accordance with Article 6 of Regulation (EU) No 282/2014 on the establishment of a third Health Programme.

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Who can participate?

Types of organisation

Grants can be awarded to legally established public, non-governmental or private bodies including public authorities, public sector bodies, in particular research and health institutions, universities and higher education establishments.

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Who can participate? - UK Applicants

Please note that until the United Kingdom leaves the EU, nothing changes with regard to the participation in EU programmes.

Please be aware however that the eligibility criteria must be complied with for the entire duration of the grants.

If the United Kingdom withdraws from the EU during that period (without an agreement ensuring eligibility for UK beneficiaries), you will cease to receive EU funding or be required to leave the project on the basis of the contractual provisions on termination.

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Nomination of affiliated entities

• Remains open until proposal submission

• Allows for inclusion of "Best practice developers"

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Exceptional Utility

Criteria for the exceptional utility of actions co-financed with Member State authorities:

1. At least 30 % of the budget of the proposed action must be allocated to Member States whose GNI per inhabitant is less than 90 % of the EU average. This criterion intends to promote the participation by Member States with a low GNI. and

2. Bodies from at least 14 countries participating in the Health Programme must participate in the action, out of which at least four must be countries whose GNI per inhabitant is less than 90 % of the EU average. This criterion promotes wide geographical coverage and the participation of Member State authorities from countries with a low GNI.

Please take into consideration.

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Award Criteria

Contribution to public health in Europe (10 points, threshold: 7 points) Sub-criteria taken into account in the assessment: quality of the Joint Action’s contribution to public health in Europe; consideration of social, cultural and political context. Technical quality (10 points, threshold: 6 points) Sub-criteria taken into account in the assessment:

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 and relevance of the actions with regard to promoting the dialogue with NGOs in the field; quality of the evaluation strategy and plan; quality of the dissemination strategy and plan. Management quality (10 points, threshold: 6 points) Sub-criteria taken into account in the assessment: quality of the planning and appropriate task distribution to implement the Joint Action, relevance of the organisational capacity, including financial management, quality of the partnership. Overall and detailed budget (10 points, threshold: 6 points)

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PROJECT MANAGEMENT

PM2

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PM2 – EC project management methodology

• Open source

• Set of Guidance, Templates and other toolshelping to better manage a project

• Ready to use, adaptable to your purposes

• Terminology also used in the Proposal Template part B

https://webgate.ec.europa.eu/fpfis/wikis/spaces/viewspace.action?key=openPM2

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PM2 Guide

https://publications.europa.eu/en/publication-detail/-/publication/ac3e118a-cb6e-11e8-9424-01aa75ed71a1

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PM2 – Project Roles

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Logic framework of a project

Global Objective (Impact)

Specific Objective (Outcome)

Outputs (Deliverables)

Activities

indica

tor

baseli

nevalue target

indica

tor

baseli

nevalue target

indica

tor

baseli

nevalue target

Source of

verification

Source of

verification

Source of

verification

Means and costs

Assumptions

Assumptions

Assumptions

Pre-

conditions

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Governance

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EU added value

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SUBMISSION PROCESS

Steps, Timeline

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Process of Joint Action

Nomination of Competent Authorities

Information workshop

Submission of proposal

Quality Assurance workshop

Grant Agreement Preparation

Signature, Accession of partners, Project Start

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Tentative Timeline - Joint Actions

Invitation to nominate May 2019

Information workshop Luxembourg 24 June 2019

Identification of Coordinators andWork package leaders

5 July 2019

Invitation to submit proposals July 2019

Deadline for applications: 17 October 2019

Evaluation and Quality Assurance workshop November 2019

Information on evaluation result: November/December 2019

Grant agreement signature: February-March 2020

Starting date: April 2020

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EC Funding and Tenders Portal:https://ec.europa.eu/info/funding-tenders/opportunities/portal/screen/home

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Whats new in the Funding and Tenders portal?

The new portal includes

• a new layout and graphic design,

• an improved keyword search function with new features and search behaviour,

• it reflects its multi-programme coverage and

• integrates the calls for tenders.

The new Portal provides all the functions available under the previous Participant Portal

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Structure of the Project Proposal

AdministrativePart A, Includ.

OverviewBudget

TechnicalNarrativePart B, Includ. DetailedBudget

Audit report

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Check data

DownloadPart B Template

Indicate your PIC

Create Proposal and include partners (STEP 4)

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Organisation Level(My organisation)

LEARAcc

Admin

Project level(My proposals/ My projects)

LSIGN

FSIGN FSIGN1 … X

LSIGN1 … X PLSIGN

PaCo

PFSIGN

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Helpful information:

• Roles and Access Rightshttps://ec.europa.eu/research/participants/docs/h2020-funding-guide/useraccount-and-roles/roles-and-access-rights_en.htm

• LEAR Appointmenthttps://ec.europa.eu/research/participants/docs/h2020-funding-guide/grants/applying-for-funding/register-an-organisation/lear-appointment_en.htm

• EU Loginhttps://ec.europa.eu/research/participants/docs/h2020-funding-guide/useraccount-and-roles/ecas-login_en.htm

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Part BTechnical Narrative

Part AAdministrative Form

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Documents for proposals preparation

Attached to the letter of invitation to submitproposals:

• Link to create the draft proposal

• Guide for applicants

• Criteria on the eligibility, selection and award

• Model Grant Agreement

• Proposal Submission Template withtechnical guidance

• Project Management methodology

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USEFUL INFORMATION

Brochures, guidance, example projects

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Webinar Joint Actions 2019

Streaming recording link: https://ecwacs.webex.com/ecwacs/ldr.php?RCID=e6ebf4d1e6e8133bc6af572ca10308e7

Download recording link: https://ecwacs.webex.com/ecwacs/lsr.php?RCID=8001a99148e75aedc6df038a3cc8a5c0

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Joint Actions 2003-2013

https://publications.europa.eu/en/publication-detail/-/publication/d3db2301-6546-11e8-ab9c-01aa75ed71a1

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Health threats 2009-2018

EU-funded actions for better preparedness and coordination in health crisis

https://publications.europa.eu/en/publication-detail/-/publication/13b6f22d-75e4-11e8-ac6a-01aa75ed71a1

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Project Database

• Grants since 2003

• 1st, 2nd, 3rd HealthProgramme

• Summary, Consortium, Public Deliverables

https://webgate.ec.europa.eu/chafea_pdb/health/

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Further information

CHAFEA Website:http://ec.europa.eu/chafea/health/funding/joint-actions/index_en.htm

Project Database (2003-2017):https://webgate.ec.europa.eu/chafea_pdb/health/

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Further information

Best Practice Portal (DG SANTE):https://webgate.ec.europa.eu/dyna/bp-portal/

Health Policy Platform (DG SANTE):https://webgate.ec.europa.eu/hpf/

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Further information

Health Promotion and Disease Prevention Knowledge Gateway (JRC):https://ec.europa.eu/jrc/en/health-knowledge-gateway

Steering Group SGPP(DG SANTE):https://ec.europa.eu/health/non_communicable_diseases/steeringgroup_promotionprevention_en

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National Focal Points

Please keep your National Focal Point updated:

• http://ec.europa.eu/chafea/health/national-focal-points/index_en.htm

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Further Information• Helpdesks:

• CHAFEA-HP-JA@ec.europa.eu

• Chafea website: • http://ec.europa.eu/chafea/health/funding/joint-actions/index_en.htm

• Nominations: • https://ec.europa.eu/eusurvey/runner/JA2019

(Nominations must be done by the respective ministry of health, seeinvitation letter)

• Access to proposal (once draft is created by the coordinator):• https://ec.europa.eu/info/funding-

tenders/opportunities/portal/screen/home

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Further information

CALL FOR APPLICATIONS FOR MEMBERSHIP OF THE EXPERT PANEL ON EFFECTIVE WAYS OF INVESTING IN HEALTH:

https://ec.europa.eu/health/expert_panel/2019_callmembership_en

Thank you!Your questions?

Dirk Meusel, DrPH, PM2 cert.

European CommissionConsumers, Health, Agriculture and Food Executive Agency (Chafea)Health and Food Safety Unit

+352 4301 33090dirk.meusel@ec.europa.euhttp://ec.europa.eu/chafea/

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Structure of the Project Proposal

AdministrativePart A, Includ.

OverviewBudget

TechnicalNarrativePart B, Includ. DetailedBudget

Audit report

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Check data

DownloadPart B Template

Indicate your PIC

Create Proposal and include partners (STEP 4)

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Part BTechnical Narrative

Part AAdministrative Form

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Part A – Administrative Form

• Fill online (not to be downloaded)

• Title, duration, abstract, keywords (page 2)

• Confirm declarations (page 3)

• Contact details of partners (section 2)

• Overview budget (section 3, verify againstdetailed budet)

• Save

• Validate and correct warning errors (red)

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Part B – Technical narrative

• Problem analysis, General and specific objectives, linked indicators (Process, Output, Outcome/Impact)

• Target Groups, Political relevance, Methods and means, Expected outcome (!!!)

• Work Packages (4 mandatory), Deliverables(mainly public scope), Risk analysis, Timeline

• Budget: Staff efforts by work package, contributions by third parties, Detailed budget table

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Part BDownloadTemplate

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Detailed budget(1 for each partner)

A) Staff

B) Subcontracting

C) Other Costs

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Respect Deadline

Fill and validateForm A

Validate, correct errors, submit

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QUALITY ASSURANCE

Quality Assurance, Feedback session

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Quality Assurance

• Each proposal will be evaluated by 3-5 externalexperts, giving opinion on Relevance, TechnicalQuality, Management Quality, Budget

• Experts meet for a consensus opinion

• Quality Assurance workshop in Luxembourg, coordinator meets external experts to discuss the opinions (November 2019)

• Final Evaluation Summary Report (ESR) send to coordinator, mandate for revision, invitation to prepare grant (November/December 2019)

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GRANT AGREEMENT

Revision, Transfer to Grant Management System, Signature, Accession of partners

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Electronic Grant preparation

• Grant preparation online (Participant Portal "My projects", deliverables, milestones and risks to be transfered)

• Each partner signs Declaration of Honour online (PLSIGN for partner required!)

• Electronic signature by PLSIGN of coordinator – no papercopies of grant agreement, but "notarised signed PDF version downloadable for all partners (December 2017)

• Partners join the agreement after signature (Accession form, PLSIGN of each partner) (30 days after signature)

• Consortium Agreement

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Structure of the Grant Agreement

Model Grant Agreement, filled withspecific grant's data

Annex 1 (Description of the action, Part A): Structured

part (deliverables, …)

Annex 1 (Description of the action, Part B): Narrative

part withdetailed budget

Annex 2: Overview budget

Furtherannexes…

PROJECT MONITORING, REPORTING, PAYMENTS

Participant Portal

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Project work

• Project start: with signature or specified date aftersignature (Januar 2018 – March 2018)

• Prefinancing payment done after signature

• Monitoring: New process in Participant Portal "ContineousReporting": Publishable Summary, Deliverables, Milestones, Risks, Questionnaire (coordinator)

• Reporting: New process in Participant Portal "PeriodicReporting": Technical part, Financial parts submitted and signed by each partner (PFSIGN)

• Interim (halftime) and final payment based on real costsincurred

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Further Support

Chafea Helpdesk for Joint Actions:

CHAFEA-HP-JA@ec.europa.eu

IT Helpdesk – contact the IT helpdesk (via webform) for questions such as forgotten passwords, access rights and roles, technical aspects of submission of proposals, etc.