From the light to the full application form focus on work plan

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1 Lead Applicant Training, Prague, 20 October 2015 From the light to the full application form focus on work plan Monika Schönerklee-Grasser, Head of JS Evaluation and Monitoring Unit

2 Full application form (step 2) Which new information is to be provided in the full AF? Associated partners, if applicable (Section B) Additional information on project description (Section C) Relevance: cooperation criteria Context: contribution to macro-regional strategies, synergies, knowledge management Horizontal principles Work plan (Section D) Further elaboration of thematic work packages WP Preparation, Management, Communication, Investment specification (if applicable) Target groups (quantification) Activities outside the programme area Partner budget (Section E) - see separate presentation Annexes (Section G) Result indicator sheet Lead applicant and partner declarations For private lead applicants, simplified financial statement and further supporting documents Previously inserted information of the light AF can be edited/modified except for project objectives and expected results

3 Key principles for work plan development Work plan should be transparent, logic and consistent All outputs, activities and deliverables have to clearly contribute to the achievement of project specific objectives and the expected project results ( change ) Sequencing and timing of activities/deliverables have to be logic and consistent and describe a clear work flow Level of detail of activities/deliverables should allow a clear monitoring of the progress and provide the basis for claiming funds Target group and stakeholder involvement as a pre-condition for successful development/implementation of outputs Sustainability and transferability (roll-out of results) to be considered already during work plan development

4 Work plan Types of work packages Preparation (WP P) no description required (linked to lump sum request) Management (WP M) Thematic work packages (WP T) Max 4 WPs describing content-related activities (including pilot investments EUR total costs) Investment specification (WP I), if applicable for pilot investments EUR total costs Communication (WP C) - see next presentation

5 Work plan Management work package 4 pre-defined management activities to be used: Start-up activities Day to day project management, coordination and internal communication Steering and monitoring of the project implementation Financial management, preparation of necessary documentation in view of the verification of expenditure by national controllers and of other controls and audits Definition of deliverables for each of the pre-defined activities No outputs to be foreseen

6 Work plan - Thematic work packages Intervention logic Main elements (objectives and results) of project intervention logic already described in step 1 Step 2: Development of work plan (thematic work packages) including definition of project outputs Thematic work packages

7 Work plan - Thematic work packages What are project outputs? contribute directly to achievement of project objectives and results be the main outcome of a thematic work package follow the programme typology of outputs and being captured by a programme output indicator (for definitions see annex 3 of the Application manual) Strategy and action plan development and/or implementation Tool development and/or implementation Pilot actions Trainings Innovation networks (only applicable to SO 1.1)

8 Work plan Thematic work packages Main features: Definition of work package objective and summary Must produce at least one output Divided into activities (recommended up to 4-6 per work package) Each activity shall include one or more deliverables contributing to the achievement of the output(s) Activities and deliverables should describe a transparent work flow ensuring the necessary level of detail and an adequate time-wise sequence Clear roles of project partners Logical linkage with other work packages

9 Work plan Thematic work packages Outputs vs. deliverables Characteristics Number Documentation Output Main outcome of a thematic work package Contributing to achievement of the expected project result Following output typology and linkage to programme output indicator Min. 1 output per work package Output factsheet (according to programme template tailored to each output type) Deliverable Reflecting the product of single activities or their intermediary steps One or more deliverables per activity Tangible item to be delivered as part of progress reporting, e.g. study, report etc.

10 Work plan - Thematic work packages Target groups Selection of relevant target groups (pre-defined types) for the use of outputs at work package level Method for target group and stakeholder involvement Interests and expected benefits of target groups and stakeholders Quantification of target groups at project level Sustainability and transferability To be described for the work package outputs (within step 1 only at project level) Rationale for ensuring territorial impact and long-term benefits to reach project objectives Roll-out of outputs to a wider audience and mainstreaming of results Also linked to capitalisation activities as foreseen in the communication work package

11 Work plan Investment specification Only applicable in case of a pilot investment > EUR total costs Separate investment specification for each single pilot investment exceeding this amount To be linked to a pilot action (output) foreseen in a thematic work package Covering only cost items falling under thematic equipment (BL5) and infrastructure and works (BL6) - other cost items linked to accompanying activities have to be included under the thematic work package to which it is linked Each investment is to be defined as an output (additional output type investment ) Information required on technical characteristics, location, risks, investment preparation, ownership and durability, target groups

12 Work plan - Activities outside the programme area Only applicable in case of activities foreseen to be carried out outside the programme area (either EU and/or third countries) Clear description and justification of benefits for regions of the programme area Include also planned missions and/or events outside the programme area Indicative ERDF allocation If not specified in this section, during project implementation such activities will have to be previously authorised by MA/JS in order to be eligible

13 Result indicators sheet (Annex VIII of the application manual) 5 additional thematic result indicators Number of institutions adopting new and/or improved strategies and action plans Number of institutions applying new and/or improved tools and services Amount of funds leveraged based on project achievements Number of jobs created (FTE) based on project achievements Number of trained persons See also detailed indicator definitions in Annex III of the application manual! Selection of those indicators of relevance for the project scope and planned achievements Quantification of targets To be uploaded as annex to the application form

14 Practical hints Hints for filling in the full application form in ems Start preparing the work plan as soon as possible Define the project start and end date before structuring the work plan since a later modification might have an impact on the timing of outputs, activities and deliverables The work plan should be finalised before filling in the budget section Perform frequently the automatic check on the correctness and completeness of data entered in the ems to allow enough time for solving error messages before final submission Do not forget to upload all obligatory annexes Finally, remember to save frequently inserted information in order not to lose data. In case of problems, please address the helpdesk in time!

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