GUIDE FOR FILLING IN THE APPLICATION FORM. Central Baltic Programme Version 2.0 ( )

Transcription

1 GUIDE FOR FILLING IN THE APPLICATION FORM Central Baltic Programme Version 2.0 ( )

2 Contents INTRODUCTION... 2 Small and regular projects... 2 The emonitoring System... 2 Support when filling in the application... 3 Submitting the application... 3 Technical admissibility of projects... 4 SMALL PROJECTS... 5 Project summary... 5 Partner... 6 Project description... 8 Work plan Partner budget Project budget overview Attachments REGULAR PROJECTS, 1 ST STEP Project summary Partner Project description Attachments REGULAR PROJECTS, 2 ND STEP Project summary Partner Project description Work plan Partner budget Project budget overview Attachments Guide for filling in the AF Central Baltic Programme

3 INTRODUCTION Small and regular projects The programme has two types of projects: small and regular projects. The characteristics of the two types of projects have been presented in the Programme Manual. Based on the characteristics of our project, you will apply either as a Small project for which the full application is completed and submitted once; or Regular project for which a two-step application procedure applies. In the first step you will be asked questions related to the content of the project whereas the second step will focus on implementation questions. In the first step, only a part of the information of the full application form is to be filled in. The emonitoring System For the period the Central Baltic Programme is using the emonitoring System (ems) for receiving applications and for the implementation and monitoring of approved projects. Applications will be received through this system only. The ems is a programme monitoring system developed by INTERACT for INTERREG programmes. It is a web based application that is used with a web browser. The two newest versions of Internet Explorer, Chrome and Firefox are supported. The access and user rights for applicants are gained by registering through a link on the front page of ems. Other rights are granted to relevant users by CB Programme. Due to technical characteristics of web applications, care must be taken to save all changes by pressing the save button as the system will not give warnings on unsaved changes. You can access the ems on After signing in to the ems, choose Calls from the left hand side menu to view the open calls for applications. From this page you can choose whether you want to apply for a small or a regular project. Saving the project is always done in the menu on the left hand side of the web page. Information should be saved regularly, but at the latest before moving on to another section of the application. This must be done even in the cases where the website gives the option to return to a list or similar. Always save your information first and only then scroll down the page to return to a list. All fields of the application form should eventually be filled in. Different fields are required to be filled in at different steps of the application process or for small projects. For regular projects filling in the 1 st step application, many fields will not be open for modifications but will Guide for filling in the AF Central Baltic Programme

4 only open for the 2 nd step. In case some specific question is not relevant for your project, indicate this by filling in N/A, not relevant or similar. Text fields allow you to add a limited amount of characters, which is indicated in the text boxes. Please remember to be precise: there is no need to fill in for example all 2000 characters if you can give your answer using just 1000 characters. A good way to prepare an application is to use this guide to prepare a word file that you can more easily exchange and discuss with your partners. Content can then easily be copy-pasted into the application form in the ems. The Lead Applicant can give reading or modification rights to other partners. This is done in project view by clicking User Management on the menu on the left hand side. There you will type in the username of the person you are giving rights to. Please note that this person has to be registered to the ems and have a username before he/she can be added. Then click Add for reading or Add for modification according to your need. The application form can be saved as a.pdf file by clicking Save as Pdf file on the menu on the left hand side. Clicking the button puts the PDF creation into a work queue and it will be processed in the background. After a few minutes the PDF can be found in Generated files on the left hand side menu (you have to exit the project to see the full menu) where it can be downloaded or deleted. Support when filling in the application All questions related to the content of the application shall be directed to the project managers or coordinators of the programme. Questions related to the technical functioning of the ems shall be directed to ems@centralbaltic.eu Please note that the possibility to answer questions or to solve technical issues may be limited at times and especially towards the deadline of the call. Thus you should attempt to fill in and submit your application in due time and thus avoid any problems due to lack of time. Submitting the application The emonitoring System will be open for project applications during specifically designated calls for applications. The opening and closing dates can be found from the Central Baltic programme website. On the start and end dates specified, the ems will be opened at midnight and closed at 15:00 in the afternoon Finnish time. The database will be able to receive an application until 15:00 on the end date of the call. All project applications must be filled in completely and submitted during the period of time defined for the call. A project idea that is filled in but not submitted, will be considered as draft only and not as received application. Thus it will not be assessed. Guide for filling in the AF Central Baltic Programme

5 Once the project application has been completed, press Check saved project. The system will then perform a number of controls and will ask you to correct any errors found. Once the controls have been successfully completed, you should press Submit checked project. Both buttons can be found in the left-hand side menu. Please note that you will still have to check your project carefully, as the automatic checks cannot cover all aspects. For small projects and for regular projects submitting their second stage application, a Confirmation letter must be submitted on paper by the Lead Applicant. The Confirmation letter provides an official signature and confirms the validity of the application. The confirmation letter must be sent within the opening and closing dates of the call (confirmed by postal stamp). The Confirmation Letter shall be sent to: Joint Secretariat Central Baltic Programme PO BOX Turku FINLAND Projects are strongly advised to start filling in the project application in good time and also to submit it as early as possible. Technical admissibility of projects After submission the projects will be checked for their technical admissibility against the belowmentioned criteria. The project is strongly advised to go through the list before submitting the project application and make sure that all relevant conditions are met. Confirmation letter (small projects and second step regular projects) delivered to the right location by the set deadline. All obligatory annexes are submitted. The Confirmation Letter is signed by the authorised signatory. The application is delivered in the correct format. The application package is compiled in English. Application form is correctly filled in (all fields have been filled in) Guide for filling in the AF Central Baltic Programme

6 SMALL PROJECTS Project summary Information provided in this section relates to the strategic assessment criteria. This part gives a brief overview of the project. This information will be used by the programme on its website, where all approved projects will be introduced. Please make sure that the information provided in the Summary input field is coherent for an external reader and takes into account all the topics mentioned below. It is advisable to fill in the summary text after you have completed the project application. That way you have a good overview about the project and can best describe it in a compact manner. Project identification From the dropdown menu, pick the relevant sub-programme based on where the partners are from. Choose the programme priority to which you are targeting your application to. Only one priority may be chosen. After choosing the priority, continue by choosing one of the specific objectives. Insert the title of your project. The title should give an understandable description of the basic idea of the project and consist of real words in English. It is recommended that the length of the title would be max. 60 characters including spaces. Insert project acronym. An acronym is an abbreviation formed from the words or content of the project title. It will be used in communication and will help to identify the project more easily. It is recommended that the acronym will be kept quite short, at max. 18 characters. The acronym: should be pronounceable should have a connection to the full name of the project (e.g. first letters of words) or be a word related to the project theme, or both may include recognisable words, which are to be in English can include numbers should not be a confusing mix of capital and small letters should not be a web address Project number will be given automatically by the ems when the project is saved. Enter the name of the Lead Partner in national language and in English. Enter also the project start and end dates. First possible start date for the second call small projects is The duration of project in months will be calculated automatically once the project is saved. If you should have problems filling in the end or start dates, you are recommended to type the date into the input field rather than to use the calendar menu. Guide for filling in the AF Central Baltic Programme

7 Project summary Please give a short overview of the project and describe: the common challenge of the programme area you are jointly tackling in your project, and why you wish to tackle it in an international cooperation (why is cross-border approach needed and how does it give added value to the project) how does the project contribute to the chosen priority and specific objective how do the project results contribute to the result indicator of the chosen specific objective the overall objective of the project and the expected change your project will make to the current situation the main outputs you will produce and who will benefit from them what is new/original about your project Programme co-financing ERDF This will be calculated automatically by the ems and will appear only after you have provided the information in the partner budgets and partner details pages. Project main outputs The ems will insert these automatically after they have been defined in the project work packages. Partner Information provided in this section relates to the strategic assessment criteria. This section contains the basic information about the project partnership. Each project must have a Lead Partner and at least one Project Partner from different countries. There may also be associated partners. Carefully explain the role and relevance of each partner for the project. When a project wants to include an SME as a project partner, special attention should be paid to justification of its role: why it is a partner and not an external service provider acquired through public procurement? The ems will automatically create a partner list after information on the project partners has been provided and saved. Guide for filling in the AF Central Baltic Programme

8 Project partner A form is to be filled in for each of the project partners. Choose the partner role in the project (Lead Partner or Project Partner) and insert the name of the partner organisation in national language and in English as well as possible department. The abbreviation of organisation refers to a short name (official or unofficial) of the organisation (for example UNESCO is an abbreviation of United Nations Educational, Scientific and Cultural Organization ) Provide information on the address of the partner. Country and regions are chosen from dropdown menus using the NUTS classification system. Pay attention to that you choose the right region. Some exceptions (see chapter 2.4 in the Programme Manual) allow the inclusion of a partner from outside the programme area. In such case tick the box From all regions to choose a region outside the programme area. Street address should be the legal address of the organisation. Give also the address of the internet homepage of the partner. For legal and financial information, choose the type of partner from the dropdown menu. Several options may apply; in such a case choose the most appropriate or descriptive one. If choosing other, provide an explanation. The legal status is defined as either private or public, depending on the main source of financing of the partner organisation and/or whether the organisation is governed by public or private law. Both types of financing are eligible. The definition for which type you should choose can be found in the Programme Manual, chapter 2.6 section Eligibility of funding. The co-financing rate shall be filled in manually. Ensure that you do respect the maximum levels of co-financing, as these will be checked by the programme staff and the maximum levels can never be exceeded. The maximum is 75% for Finnish and Swedish partners and partners from Åland islands, and 85% for Estonian and Latvian partners. VAT is an eligible expenditure only if it is genuinely and definitely borne by the project partner and is shown in bookkeeping. It must be noted that if the VAT is recoverable by whatever means, it cannot be considered eligible, even if the beneficiary does not actually recover it. If your organisation has a VAT number, please provide that number. If you are using other identification number (registration number etc.), uncheck the box and provide the number and its definition to the text fields. VAT recovery: indicate by choosing yes if your organisation is entitled to recover VAT based on national legislation for the activities implemented in the project, or choose no if this is not the case. If VAT is partially recoverable, choose partly and provide information on the preconditions of recovery. Give the personal and contact information of project legal representative. The legal representative is the official representative of a partner organisation, with rights to sign documents. The contact person within the lead partner is the day-to-day contact between the project and the programme. Other partners will have contact persons for internal communication within the project consortium. Provide information on the organisation s experiences and competences when it comes to the thematic field of the project and cross-border cooperation: Guide for filling in the AF Central Baltic Programme

9 What is the organisation's relevant thematic competence and experience for the project? What is the role and specific contribution of the partner in the project? What is the benefit for the organisation from participating in the project, regarding both implementation and results? If investments are planned, describe the current situation and the result after the project. If applicable, describe the organisation's previous experience in participating in and/or managing relevant other international projects (EU co-financed or other projects). Remember to save your project. Scroll back to the bottom of the page and click Return To Partner List, from where you can add new partners. Repeat the process described above for each of the project partners. If the project will include associated partners (see chapter 2.4 in the Programme Manual), choose New associated partner from the Partner List page. Insert the name of the partner organisation in national language and in English. Indicate if the associated partner is especially associated to some other partner. Provide information on the associated partner: address, legal representative and contact person. Elaborate on its role in the project and the benefits it will be gaining from participating. Project description Information provided in this section relates to the strategic assessment criteria. This section provides information about the project content on a strategic level. Here you should explain why the project is needed, how it links with the programme and with other strategies and why it should be implemented in cross-border cooperation. All these topics are extremely important factors when prioritising projects that will be selected for funding. Please consider each question carefully and provide all relevant information in the input fields. Project relevance Cross-border challenge and opportunity Describe the cross-border challenges and opportunities that will be tackled by the project and why your project is relevant for the programme area in terms of common challenges and/or joint assets addressed. Project Approach Present the intervention logic of the project. Describe how the project will approach and address the common cross-border challenges and/or joint assets and what is new and innovative about the approach the project would be taking. Describe the new solutions Guide for filling in the AF Central Baltic Programme

10 that will be developed during the project and/or existing solutions that will be adopted and implemented during the project lifetime and in what way the approach goes beyond existing practice in the sector/programme area/participating countries. Cooperation Reason Provide information on why cross-border cooperation is needed to achieve the project s objectives and results. Explain the logic behind the partnership structure: why are the chosen countries and partners important for successful implementation of the project? Cooperation criteria Check the boxes and describe how you will fulfil the four cooperation criteria. More information on the different criteria and their definition is available in chapter 2.1 of the programme manual. Project focus Project s contribution to the specific objective of the programme Describe the overall objective of the project and how it links to the chosen programme specific objective. Try to be as specific as possible when defining your contribution. The programme will only fund projects that are in line with the programme objectives. Therefore it is vital that you show the added value your project can bring in contributing to the programme specific objective. Result indicator of the specific objective Choose the relevant result indicator of your chosen specific objective from the drop-down menu. Project main result Please specify one or more project results and demonstrate their contribution to the result indicator and its target value. Quantify the result if possible. The programme will only fund projects that are in line with the programme result indicators and help to realise them. Project specific objectives What are the project s own specific objectives that it aims to fulfil? The project overall objective can be split into a maximum of three more specifically described project specific objectives. Define these by clicking Add project specific objective. Give a title and a short description of each of them. Guide for filling in the AF Central Baltic Programme

11 Durability and transferability of main outputs The project needs to ensure that project outputs and results have a lasting effect beyond project duration. Describe concrete measures (including institutional structures, financial resources, etc.) taken during and after project implementation to ensure and/or strengthen the durability of the project outputs and results, possible continuation of activities etc. If relevant, explain who will be responsible and/or who will be the owner of results and outputs. Give a description of the transferability of the project results and outputs, i.e. how they can be used in a wider context, in other countries or circumstances. Project context Project context In what way will the project contribute to relevant wider strategies and policies? Consider the strategies and policies that concern the project theme or the programme area. Project Contribution to EUSBSR Explain how the project activities and results contribute to the EU Strategy for the Baltic Sea Region (EUSBSR). You should look into the EUSBSR and assess if your project supports any of the Priority Areas of the strategy. The Programme Manual chapter 2.3 section on the EUSBSR provides a good overview of the linkages between the programme and the strategy. For more information on the added value your project may bring to the strategy, please go to the strategy website It is your responsibility to identify and explain any added value you may bring. In case you feel that your project would fit as a Flagship project it is your responsibility to get in touch with the relevant organisations to establish this status. Synergies with other projects What are the synergies with other past or current EU and other -projects or EU-initiatives the project makes use of? Please explain what added value the current project would bring to any previously funded projects. Building on available knowledge Describe how the project builds on available knowledge, and how it utilises previous studies, experiences and lessons learned from the project theme? Explain also if and how you are going to make use of the outputs or results of previous projects and what added value this project would bring to already implemented projects or work. Guide for filling in the AF Central Baltic Programme

12 Horizontal principles In what way is the project going to contribute to the horizontal principles of the programme, namely sustainable development, equal opportunities and non-discrimination, gender equality, low-carbon economy and information and communication technologies? For more information on what is meant with these topics, look into the Programme Manual chapter 2.3. You are asked to define the impact of the project on each of these principles by choosing negative, neutral or positive from the dropdown menu. Justify the choice and elaborate on how this impact will happen. Be advised that not all projects are likely to have a positive impact on all these fields. Be realistic in your assessment and add here only the direct impact your project will have. Work plan Information provided in this section relates to the operational assessment criteria. This section gives a detailed account of how you will implement the project. There are some mandatory work packages (WP) that all projects must use. In addition you may divide your project in as many WPs as you find logical. The work plan should be realistic and should provide a roadmap for the coming years of project implementation. Along with the mandatory Preparation and Management work packages, small projects may choose to use only one WP Implementation and include all of their project activities (also communication activities) and all costs into it. This is recommended as it is a main tool to simplify the budget section of the application. However, management activities should still be described in WP Management. There is a separate WP for Preparation. Work packages are split into activities. Activities refer to dividing a project into a number of individual tasks which must be completed to reach the deliverables. Deliverable is a tangible or intangible object produced as a result of the activity that is intended to be delivered to a target group or a stakeholder. A deliverable could be a report, a document, a server upgrade or any other building block of a project. All project activities should be finalised three months before the project end. Only WP Management may have activities and costs during these three final months (see Chapter 2.5 in the Programme Manual). Make sure you include this three-month closing period, as it is mandatory for all projects to have. Work package list There are several types of work packages, namely Management this is mandatory for all projects Implementation small projects may choose to have only one Implementation WP in addition to the mandatory WPs Guide for filling in the AF Central Baltic Programme

13 Communication this is not mandatory for small projects, communication activities can be included in WP Implementation Investments this is mandatory for projects with infrastructure and works-related activities Preparation costs all projects will be given a lump sum ( ERDF) for preparation costs, for which this mandatory work package must be filled in In each Implementation and Investments Work Package you are asked to select an output indicator. You should for all Implementation and Investments WPs choose the indicator for your Priority and Specific Objective (see WPs in the ems). The quantity refers to the contribution this Work Package brings to the output indicator. If you cannot split the contributions between Work Packages, fill them in in one place only and leave the others as zero. If you indicate a contribution in several Work Packages, please ensure that the total number is split between the WP s and not repeated in all of them as the quantities are being summed up by the system. WP Management Project management is a mandatory work package for all projects and is automatically set as WP 1. Click on the work package to insert its contents. Define the responsible partner for the work package and indicate other partners involvement in it. Give a summary description the activities and partner contributions related to the work package. In the case of WP 1, first describe how the management on the strategic and operational level will be carried out in the project, specifically: structure, responsibilities and procedures for the day-to-day management and co-ordination communication within the partnership (not external dissemination activities) reporting and evaluation procedures risk and quality management indicate whether the management is foreseen to be externalized Describe activities and their start and end dates in this WP and the deliverables as well as their target values. Add activities according to project need. Please note that each activity must have a deliverable. It is however recommended not to have a large amount of deliverables under one activity, but rather to split the activity into separate activities with a smaller number of activities. WP Communication First define the responsible partner(s) for the work package. Provide an explanation on the partners involvement in it. Give a summary on the WP and its objectives. Click Add communication objective and choose the type of objective from the dropdown menu. Communication objectives will be connected to your project objectives. Describe Guide for filling in the AF Central Baltic Programme

14 shortly how you are going to approach this objective. Then move on to select and describe activities that will be done in order to reach the objective, and their start and end dates. Define the deliverable(s) and their target values. You can add activities and deliverables if relevant to the communication objective. Please note that each activity must have a deliverable. It is however recommended not to have a large amount of deliverables under one activity, but rather to split the activity into separate activities with a smaller number of activities. Move on to add more communication objectives and repeat the process for them as well. WP Implementation First define the title of the WP and the responsible partner(s) for it. Give a summary on the WP and its objectives, and also provide an explanation on partners involvement in it. Provide a summary of the WP. All output indicators are linked to the programme s specific objectives and their output indicators (see the list below). Describe what the main outputs of the work package are, and choose the indicator(s) that you will use to follow how the output is being achieved. Remember that you should only choose the output indicator(s) of your chosen specific objectives, not the indicators from other specific objectives. Choose the relevant output indicator(s) in the following way depending on which programme specific objective your project contributes to: Specific objective 1.1 Number of new enterprises supported AND Number of enterprises receiving support Specific objective 1.2. Number of participating young people Specific objective 1.3 Specific objective 2.1 Specific objective 2.2 Specific objective 2.3 Specific objective 2.4 Specific objective 3.1 Specific objective 3.2 Specific objective 4.1 Specific objective 4.2 Number of enterprises receiving support AND Number of enterprises receiving non-financial support AND Number of enterprises supported to introduce new to the market products Increase in expected number of visits to supported sites of cultural and natural heritage and attractions AND Number of targeted joint activities Number of jointly targeted planning and management activities Number of targeted integrated urban plans Number of targeted sources of nutrients, hazardous substances and toxins Number of developed and improved transport corridors and nodes Number of ports with improved services Number of participating people Number of vocational education schools The fields for Output (Title, Description, Output Indicator of Chosen Specific Objective) are automatically created for every Work Package. Fill in the output concerning each Work Package that contributes to the programme output indicators. If some Work Package does Guide for filling in the AF Central Baltic Programme

15 not directly contribute to the indicator, delete the output by using the button Remove Output. If two WPs are contributing to the same output indicator, indicate it only in one of the WPs as this indicator will be calculated automatically adding up all output indicators form all WPs. Define the target groups that will use the main outputs either by choosing the relevant one(s) from the dropdown menu or manually writing the name(s) of your target group(s). Break the WP down into activities and deliverables and describe them. Give also their start and end dates as well as target values. You can add activities and deliverables if relevant to the implementation activity. Please note that each activity must have a deliverable. It is however recommended not to have a large amount of deliverables under one activity, but rather to split the activity into separate activities with a smaller number of activities. WP Investment First define the name of the WP and the responsible partner(s) for it. Provide an explanation on partners involvement in it. Give a summary on the WP and its objectives. Justify why the investment is relevant and necessary for the project: what is the current situation on the site and what will change due to the investment. Explain what added value the investment will bring to the project and its results. Describe in what way the investment is a joint investment. Provide information on the location of investment. If it is not a permanent structure or will be moved from one region to another, tick From all regions, choose Other from the dropdown menu and provide a more detailed description on the nature of the investment in the text box. This option can also be used when a project wants to present two or more similar investments in different locations under a single WP. Elaborate on the possible risks associated with the investment: what are the steps that you need to take in order to complete the investment and what are the risks related to any of these. Be realistic in your assessment, as this provides the best outset for preparing the timeline of the project and later implementing the project Provide information on investment documentation, i.e. what documentation is needed for the investment to be successful (feasibility studies, Environmental Impact Assessments, possible permits etc.) Describe who will have ownership of the investment. Here you should make reference to ownership during the project, but also after the project, in case you foresee any changes in ownership. Describe what the main outputs of the work package are, choose the indicator that you will use to follow how the output is being achieved. (see list under WP implementation) Define the target groups that will use the main outputs either by choosing the relevant one(s) from the dropdown menu or manually writing the name(s) of your target group(s). Guide for filling in the AF Central Baltic Programme

16 Elaborate on the durability and transferability of the main outputs: how will they be used after the project has ended, what measures will be taken to ensure durability of the outputs and who will be responsible for the output after the project. Break the WP down into activities and deliverables and describe them. You can add more activities and deliverables if relevant to the implementation activity. WP Preparation Define the responsible partner(s) and other partners involvement in it. Give a summary on the WP and its activities, and also provide an overview on how the project has used these costs. Activities and related costs in this WP are those that have occurred before the submission of the project application, but not before The preparation cost lump sum of euros ERDF per project has been set by the programme, and it will be paid to all projects that are selected for funding. Projects are required to include this cost into the budget, where it should be presented under the budget line Travel and Accommodation for each relevant partner(s). Co-financing has to be added to the preparation cost according to the relevant partner co-financing rates. Please note that projects that have already received and used seed money funding from other sources for preparatory activities cannot cover the same preparation costs from the Central Baltic programme. Preparation costs will be counted on top of the budget and will not decrease the maximum ERDF budget of Target groups Target groups will be added automatically after they have been defined in work packages. Describe the target group and how large it will approximately be. Reporting periods The project reporting periods will be generated automatically. The first period is six months from the start of the project, the second period the next six months after that etc. until the project end date. Reporting periods need to be recreated by the Lead Applicant if project start or end dates are modified. If the system does not generate the periods automatically, it can be done manually by clicking the Recreate periods button. Activities outside the programme area If applicable, list project activities to be carried out outside the programme area. Describe why these activities are necessary and how they will benefit the project and the programme area. Add the total budget of these activities as well as their ERDF share after you have defined this information in the partner budgets. The percentage related to the project total ERDF will be calculated automatically. Guide for filling in the AF Central Baltic Programme

17 Partner budget Information provided in this section relates to the operational assessment criteria. When preparing the budget, read the Programme Manual closely. It contains detailed information about what costs are considered eligible under each budget line. Select a partner from the partner list and click Define budget. Fill in the budget for each partner. The budget will be shown from three different aspects: the budget lines, project periods and work packages. You may choose any of these aspects as your starting point for filling in the budget. When filling in the table, the ems will transfer the information to the other two tables as well. If you are not able to fill in the budget details, check under Reporting periods that the periods have been created. If not, create them manually by clicking Recreate periods. Once you have filled in the whole table, move on to the next partner on the partner list and repeat the process on every project partner. The budget should be filled in with enough detail for the Joint Secretariat to be able to assess if the budget is realistic and if it links to the activity plan. This means that for each cost item, a basic calculation method should be provided. You can create sub-budget lines according to your need. It is advisable to add sub-budget lines according to logical entities and then fill in the costs for the periods. For describing the cost items, use the sub-budgetline text row. For example in Travel and Accommodation you would put the information Two Steering Group meetings with 6 participants each to the sub-budget line and not to the separate Unit Type box. The budget lines Staff costs (gross salaries for persons who get paid from the project budget) Staff costs should be filled into relevant work packages (WP Management, WP Implementation, WP Communication, WP Investment). You can add project staff (subbudget lines) by clicking + and adding Staff function (for example Project Manager ) and Description. Add each staff member to a separate sub-budget line. In the Description part, provide information on monthly salary level, estimated workload (full or part time work) and additional costs (for example 3000 /100% + 1,3 coefficient ) If part-time work is done, indicate also the work load: number of days/hours or percentage of working time for each part-time worker. Describe also shortly the task of the worker in the project, for example: Project worker: carrying out the field work in WP4. Save and click the pencil figure on the relevant work package to enter salary information. Information on the salary is to be entered for each period: Unit type: choose full time, part time or hourly rate as well as period, month or hour if relevant Total: the total amount of funding used for the specific sub-budget line in the specific period. Guide for filling in the AF Central Baltic Programme

18 Add the information to all relevant periods. Add project staff as relevant to your project and repeat the process. Office and administration This cost will be automatically calculated as 15% flat rate on top of the salary costs after ticking the box Budget Flatrate Office. You cannot change the value of this budget line manually. If you make changes to Staff costs remember to click Recalculate budget in order to update the flat rate calculation. Travel and accommodation Click + to add a sub-budget line and name it (for example Steering group meetings ). Insert information to each work package and period: Unit type: put the information describing the cost item (For example Participation to conference x, 2 persons) primarily to the sub-budget line, not to the Unit type box Total: the estimated cost of Steering group meetings in the specific period Repeat the process for each period if relevant and move on to define other sub-budget lines for Travel and accommodation costs. Preparation costs are added into this budget line as a lump sum on a single sub-budget line. The total amount ERDF should be no more and no less than for each project. To this sum you should also add the co-financing of each partner that is receiving the money. An example of the calculation method when a single partner is receiving the preparation cost, or when it will be divided between partners, is shown below: External expertise and services Click + to add a sub-budget line and provide a description of its contents, for example Publications, 5 in 2 languages. Insert information to each work package and period where your project is planning to have these costs: Unit type: put the information describing the cost item (for example 2 reports on the natural values of site x or Lump sum: trainings for target group x ) primarily to the subbudget line, not to the Unit type box. Total: the cost of such reports in the specific period or the cost of the lump sum Guide for filling in the AF Central Baltic Programme

19 Repeat the process for each period if relevant and move on to define other sub-budget lines for External expertise and services. Note that a separate sub-budget line should be created for all external expertise or service cost items exceeding 5000 (total). Also note that the costs for the Finnish FLCs go under this budget line. Equipment Click + to add a sub-budget line and provide a description of its contents, for example Computers for project staff. Insert information to each work package and period where your project is planning to purchase equipment: Unit type: put the information describing the cost item (for example computer for project manager or bottles for water samples for activities in WP x ) primarily to the sub-budget line, not to the Unit type box. Leasing is recommended as a primary way to acquire equipment for project purposes. Total: the total cost of the equipment in the specific period Repeat the process for each period if relevant and move on to define other sub-budget lines for Equipment. Please note that the maximum cost for a regular laptop computer is 1000, and for a mobile phone 500. If more expensive equipment is needed, it should be justified. All items purchased under Equipment should be listed separately unless they are similar and of same value. Infrastructure and works Click + to add a sub-budget line and describe its contents, for example Installing electricity in a small port. Insert information to each work package and period where your project is planning to have investments: Unit type: put the information describing the cost item (for example 200 meters of cable installed to small port x or sewage system to tourist attraction x ) primarily to the subbudget line, not to the Unit type box. Total: the total amount of the investments in the specific period Repeat the process for each period if relevant and move on to define other sub-budget lines for Investments. Net revenue When talking about income, the programme refers to net revenues. Net revenue means cash inflows directly paid by users for the goods and services provided by the project, such as charges borne directly by the users of the project goods or services less any operating costs and replacement costs of short-life equipment incurred during the corresponding period. Thus, if a project receives income, the net revenue is what should be taken into account. Income is not typical for Central Baltic programme projects, but may occur in some cases. Guide for filling in the AF Central Baltic Programme

20 If your project will create net revenue (income), click + to add a sub-budget line and describe its content, for example Ticket sales. Insert information to each work package and period where your project is anticipated to have net revenue: Unit type: put the information describing the kind of net revenue you will have (for example 100 tickets sold, 20 each ) primarily to the sub-budget line, not to the Unit type box. Total: the estimated net revenue for the specific period Repeat the process for each period if relevant and move on to define other sub-budget lines for Net revenue. Define Contribution Select a partner from the partner list and click Define contribution. Indicate the amount and source(s) of own contribution of each project partner. Click + if there are several sources of contribution and enter the name and legal status of the additional contributor. Check that the own contribution target value is reached. Check also that the amount of own contribution is identical to the amount presented in the Co-financing statement. Please note that in the Source of Contribution only the partner s own contribution is shown, divided by public and private, not the programme contribution (ERDF). Applying for lump sums The programme allows for the use of so-called lump sums. Lump sums mean that the partner plans for an activity and calculates a budget for it. Indicators are set to show if the activity took place in the planned way. Once the activity has taken place it will be reported. If the indicators for the activity are fulfilled completely, the project will be compensated with the full amount that was budgeted. The project is advised to set the indicators very carefully, as no reimbursement of costs will be made in case any of the indicators would not be completely fulfilled. No supporting documents have to be provided for the actual costs during the reporting. Therefore emphasis is put on the calculation methods behind the lump sum. The calculations must be provided to the Joint Secretariat for assessment and they must be detailed enough for the Joint Secretariat to be able to assess that they are realistic and relevant. Lump sums are especially useful for bigger sets of costs where a lot of different individual costs are foreseen (for example a series of trainings with catering, premises, several lecturers, technical equipment, etc.). The maximum limit for one lump sum is euros. The project can, however, include several lump sums. Lump sums cannot be used for the budget line Staff costs or Equipment to cover the full unit cost of project staff or purchase/leasing of equipment (such as one person s full salary or the purchase of a laptop). Staff and equipment related costs can, however, form part of a lump sum if they refer to rent, leasing or other running costs of equipment or to covering staff costs as minor hourly rates related to the activity defined as the lump sum. Costs for one person s salary cannot be covered as both direct and indirect cost (lump sum). Guide for filling in the AF Central Baltic Programme

21 Lump sums should be filled in the budget in the following way: Choose the budget line most appropriate for your lump sum. If the lump sum includes costs from several budget lines, choose the one which is most representative of the costs. In most cases this would probably be the budget line for external expertise and services Present the cost as LUMP SUM: name of lump sum For example, LUMP SUM: training for SME s or LUMP SUM: Study visits For each lump sum, prepare an annex where you explain in detail what activities and costs will be included in the lump sum and the calculation method for how you defined the cost of the lump sum. This calculation method must be detailed and provide explanations, examples and justifications for each activity/cost item foreseen. Add information about the chosen indicator in the annex The preparation cost lump sum of euros ERDF per project has been set by the programme, and it will be paid to all projects that are selected for funding. The programme has set the calculation method and the indicator for this lump sum, so projects are not required to attach an annex regarding the preparation cost lump sum, but a description on how this money has been used is to be provided in the preparation WP description. Project budget overview This part will be calculated automatically by the ems. The project budget is broken down and presented here in different ways: per partner, work package, period, budget line etc. Please note that in-kind contributions are not eligible in the Central Baltic projects. Attachments Please be aware that the assessment of the project is done only based on the information provided in the actual application form (emonitoring System) and the mandatory annexes explained below. Information provided in an additional annex will not be used for the assessment. Therefore it is extremely important that you fill in the application carefully and provide all information requested. Attachments and uploads can be added by clicking Choose, which lets you browse through the files on your computer.. The Confirmation Letter is the only document to be delivered by regular mail. Choose the right file and upload it Repeat the process until all necessary attachment files have been uploaded. You have an option to add a comment to each attachment if you wish. The mandatory attachments are: Guide for filling in the AF Central Baltic Programme

22 Confirmation letter the Confirmation letter must be submitted with all applications and be signed by a person holding the right to sign documents on behalf of the organisation. With the Confirmation letter the Lead Applicant must submit documentation to show that the person/position signing the letter holds the right to sign the document (an extract of the organisation s statutes or similar) Indicate the total amount of co-financing that all the project partners are providing in the text box Amount of national funding. Co-financing statement must be submitted for all partners to cover all of their co-financing, whether it comes from the organisation itself or other sources. Please make sure that the amount of co-financing indicated in the co-financing statement is exactly the same as the amount given in Partner contribution in the application form. Letter of intent for small projects, a letter of intent is required from Associated Partners. The letter of intent must be signed by a head of department or the head of the whole organisation. The person does not need to have the official right to sign documents on behalf of the organisation. Declaration of financial capacity to undertake project activities must be submitted by NGOs and private partners For projects with lump sums An annex with the detailed explanation of the activities, the calculation methods and indicator of each lump sum De minimis declaration must be submitted if relevant, meaning if the project partners activity is foreseen to fall under state aid Verification of jurisdiction and role of partners located outside programme area must be submitted for all partners who by their legal address are located outside the programme area. The annex shall include the information required in Chapter 2.4. of the Programme Manual and may be provided in a free form Supporting documentation for investments permits and detailed documentation related to an investment must be submitted for all projects with investments before the investment can be finally approved. The annexes may be submitted as electronic (PDF) versions, except for the Confirmation letter which must be submitted as an original signed paper copy (for more information see information on the submission in the beginning of this document). Guide for filling in the AF Central Baltic Programme

23 REGULAR PROJECTS, 1 ST STEP For regular projects filling in the 1 st step application, the information described in this chapter is required. Fields that are closed for editing are meant to be filled in in the 2 nd step of the application process. Project summary Information provided in this section relates to the strategic assessment criteria. This part gives a brief overview of the project. This information will be used by the programme on its website, where all approved projects will be introduced. Please make sure that the information provided in the Summary input field is coherent for an external reader and takes into account all the topics mentioned below. It is advisable to fill in the summary text after you have completed the project application. That way you have a good overview about the project and can best describe it in a compact manner. Project identification From the dropdown menu, pick the relevant sub-programme based on where the partners are from. Choose the programme priority to which you are targeting your application to. Only one priority may be chosen. After choosing the priority, continue by choosing one of the specific objectives. Insert the title of your project. The title should give an understandable description of the basic idea of the project and consist of real words in English. The title can be modified in the second step application so it does not need to be in its final form in the first step. It is recommended that the length of the title would be max. 60 characters including spaces. Insert project acronym. An acronym is an abbreviation formed from the words or content of the project title. It will be used in communication and will help to identify the project more easily. It is recommended that the acronym will be kept quite short, at max. 18 characters. The acronym: should be pronounceable should have a connection to the full name of the project (e.g. first letters of words) or be a word related to the project theme, or both may include recognisable words, which are to be in English can include numbers should not be a confusing mix of capital and small letters should not be a web address Project number will be given automatically by the ems. Guide for filling in the AF Central Baltic Programme

24 Enter the name of the Lead Partner in national language and in English. Enter also the project start and end dates. First possible start date for the second call regular projects is The duration of project in months will be calculated automatically once the project is saved. If you should have problems filling in the end or start dates, you are recommended to type the date into the input field rather than use the calendar menu. Project summary Please give a short overview of the project and describe: the common challenge of the programme area you are jointly tackling in your project, and why you wish to tackle it in an international cooperation (why is cross-border approach needed and how does it give added value to the project) how does the project contribute to the chosen priority and specific objective how do the project results contribute to the result indicator of the chosen specific objective the overall objective of the project and the expected change your project will make to the current situation the main outputs you will produce and who will benefit from them what is new/original about your project Budget per partner Indicate the division of the project total budget between partners. Envisaged Budget Indicate the project total budget and total budget ERDF, as well as indicative total budgets for investments and project management. Partner Information provided in this section relates to the strategic assessment criteria. This section contains the basic information about the project partnership. Each project must have a Lead Partner and at least one Project Partner from different countries. There may also be associated partners. Carefully explain the role and relevance of each partner for the project. The ems will create a partner list after information on the project partners has been provided and saved. Guide for filling in the AF Central Baltic Programme

25 Project partner A form is to be filled in for each of the project partners. Choose the partner role in the project (Lead Partner or Project Partner) and insert the name of the partner organization in national language and in English as well as possible department. The abbreviation of organisation refers to a short name (official or unofficial) of the organisation (for example UNESCO is an abbreviation of United Nations Educational, Scientific and Cultural Organization ) Provide information on the address of the partner. Country and regions are chosen from dropdown menus using the NUTS classification system. Pay attention to that you choose the right region. Some exceptions (see chapter 2.4 in the Programme Manual) allow the inclusion of a partner from outside the programme area. In such case tick the box From all regions to choose a region outside the programme area. Street address should be the legal address of the organisation. Give also the address of the internet homepage of the partner. For legal and financial information, choose the type of partner from the dropdown menu. Several options may apply; in such a case choose the most appropriate or descriptive one. If choosing other, provide an explanation. The legal status is defined as either private or public, depending on the main source of financing of the partner organisation and/or whether the organisation is governed by public or private law. Both types of financing are eligible. The definition for which type you should choose can be found in the Programme Manual, chapter 2.6 section Eligibility of funding. The co-financing rate shall be filled in manually. Ensure that you do respect the maximum levels of co-financing, as these will be checked by the programme staff and the maximum levels can never be exceeded. The maximum is 75% for Finnish and Swedish partners and partners from Åland islands, and 85% for Estonian and Latvian partners. VAT is an eligible expenditure only if it is genuinely and definitely borne by the project partner and is shown in bookkeeping. It must be noted that if the VAT is recoverable by whatever means, it cannot be considered eligible, even if the beneficiary does not actually recover it. If your organisation has a VAT number, please provide that number. If you are using other identification number (registration number etc.) untick the box and provide the number and its definition to the text fields. VAT recovery: indicate by choosing yes if your organisation is entitled to recover VAT based on national legislation for the activities implemented in the project, or choose no if this is not the case. If VAT is partially recoverable, choose partly and provide information on the preconditions of recovery. Give the personal and contact information of project contact person. Contact person within the lead partner is the day-to-day contact between the project and the programme. Other partners will have contact persons for internal communication within the project consortium. Provide information on the organisation s experiences and competences when it comes to the thematic field of the project and cross-border cooperation: Which are the organisation's thematic competences and experiences relevant for the project? Elaborate also on the role and specific contribution of the partner in the project. Guide for filling in the AF Central Baltic Programme

26 Remember to save your project. Scroll back to the bottom of the page and click Return To Partner List, from where you can add new partners. Repeat the process described above for each of the project partners. If the project will include associated partners (see chapter 2.4 in the Programme Manual), choose New associated partner from the Partner List page. Insert the name of the partner organisation in national language and in English. Indicate if the associated partner is especially associated to some other partner. Provide information on the associated partner: address, legal representative and contact person. Elaborate on its role in the project and the benefits it will be gaining from participating. Project description Information provided in this section relates to the strategic assessment criteria. This section provides information about the project content on a strategic level. Here you should explain why the project is needed, how it links with the programme and with other strategies and why it should be implemented in cross-border cooperation. All these topics are extremely important factors when prioritising projects that will be selected for funding. Please consider each question carefully and provide all relevant information in the input fields. Project relevance Cross-border challenge and opportunity Describe the cross-border challenges and opportunities that will be tackled by the project and why your project is relevant for the programme area in terms of common challenges and/or joint assets addressed. Project Approach Present the intervention logic of the project. Describe how the project will approach and address the common cross-border challenges and/or joint assets and what is new and innovative about the approach the project would be taking. Describe the new solutions that will be developed during the project and/or existing solutions that will be adopted and implemented during the project lifetime and in what way the approach goes beyond existing practice in the sector/programme area/participating countries. Cooperation Reason Provide information on why cross-border cooperation is needed to achieve the project s objectives and results. Explain the logic behind the partnership structure: why are the chosen countries and partners important for successful implementation of the project? Guide for filling in the AF Central Baltic Programme

27 Cooperation criteria Check the boxes and describe how you will fulfil the four cooperation criteria. More information on the different criteria and their definition is available in chapter 2.1 of the programme manual. Project focus Project s contribution to the specific objective of the programme Describe the overall objective of the project and how it links to the chosen programme specific objective. Try to be as specific as possible when defining your contribution. The programme will only fund projects that are in line with the programme objectives. Therefore it is vital that you show the added value your project can bring in contributing to the programme specific objective. Result indicator of the specific objective Choose the relevant result indicator of your chosen specific objective from the drop-down menu. Project main result Please specify one or more project results and demonstrate their contribution to the result indicator and its target value. Quantify the result if possible. The programme will only fund projects that are in line with the programme result indicators and help to realise them. Overview information on the activity plan Give an overview (main phases of the project, sequence of activities) of your project activities describing how the project objectives will be reached. You will describe these things in more detail in work packages in step 2. Attachments Please be aware that the assessment of the project is done only based on the information provided in the actual application form (emonitoring System) and the mandatory annexes explained below. Information provided in an additional annex will not be used for the assessment. Therefore it is extremely important that you fill in the application carefully and provide all information requested. Attachments and uploads can be added by clicking Choose, which lets you browse through the files on your computer. The Confirmation Letter is the only document to be delivered by regular mail. Choose the right file and upload it. Repeat the process until all necessary attachment files have been uploaded. You have an option to add a comment to each attachment if you wish. The mandatory attachments are: Guide for filling in the AF Central Baltic Programme

28 First step Letter of intent A letter of intent is required from every partner listed in the application (including the Lead Partner and Associated Partners). The letter of intent must be signed by a head of department or the head of the whole organisation. The person does not need to have the official right to sign documents on behalf of the organisation. Guide for filling in the AF Central Baltic Programme

29 REGULAR PROJECTS, 2 ND STEP For regular projects that have been selected for the 2 nd step application phase, the information described in this chapter is required. Project summary Programme co-financing ERDF This will be calculated automatically by the ems and will appear only after you have provided the information in the partner budgets and partner details pages. Project main outputs The ems will insert these automatically after they have been defined in the project work packages. Partner Information provided in this section relates to the strategic assessment criteria. Give the personal and contact information of project legal representative. The legal representative is the official representative of a partner organisation, with rights to sign documents. Provide information on the organisation s experiences and competences when it comes to the thematic field of the project and cross-border cooperation: What is the benefit for the organisation from participating in the project, regarding both implementation and results? If applicable, describe the organisation's previous experience in participating in and/or managing relevant other international projects (EU co-financed or other projects). Guide for filling in the AF Central Baltic Programme

30 Project description Information provided in this section relates to the strategic assessment criteria. This section provides information about the project content on a strategic level. Here you should explain why the project is needed, how it links with the programme and with other strategies and why it should be implemented in cross-border cooperation. All these topics are extremely important factors when prioritising projects that will be selected for funding. Please consider each question carefully and provide all relevant information in the input fields. Project focus Project specific objectives What are the project s own specific objectives that it aims to fulfil? The project overall objective can be split into a maximum of three more specifically described project specific objectives. Define these by clicking Add project specific objective. Give a title and a short description of each of them. Durability and transferability of main outputs The project needs to ensure that project outputs and results have a lasting effect beyond project duration. Describe concrete measures (including institutional structures, financial resources, etc.) taken during and after project implementation to ensure and/or strengthen the durability of the project outputs and results, possible continuation of activities etc. If relevant, explain who will be responsible and/or who will be the owner of results and outputs. Give a description of the transferability of the project results and outputs, i.e. how they can be used in a wider context, in other countries or circumstances. Project context Project context In what way will the project contribute to relevant wider strategies and policies? Consider the strategies and policies that concern the project theme or the programme area. Project Contribution to EUSBSR Explain how the project activities and results contribute to the EU Strategy for the Baltic Sea Region (EUSBSR). You should look into the EUSBSR and assess if your project supports any of the Priority Areas of the strategy. The Programme Manual chapter 2.3 section on the EUSBSR provides a good overview of the linkages between the programme and the strategy. For more information on the added value your project may bring to the strategy, please go to the strategy website It is your responsibility to identify and explain any added value you may bring. In case you feel that Guide for filling in the AF Central Baltic Programme

31 your project would fit as a Flagship project it is your responsibility to get in touch with the relevant organisations to establish this status. Synergies with other projects What are the synergies with other past or current EU and other -projects or EU-initiatives the project makes use of? Please explain what added value the current project would bring to any previously funded projects. Building on available knowledge Describe how the project builds on available knowledge, and how it utilises previous studies, experiences and lessons learned from the project theme? Explain also if and how you are going to make use of the outputs or results of previous projects and what added value this project would bring to already implemented projects or work. Horizontal principles In what way is the project going to contribute to the horizontal principles of the programme, namely sustainable development, equal opportunities and non-discrimination, gender equality, low-carbon economy and information and communication technologies? For more information on what is meant with these topics, look in the Programme Manual chapter 2.3. You are asked to choose from the dropdown menu if the impact of the project on each of these principles is negative, neutral or positive. Justify the choice and elaborate on how this impact will happen. Be advised that not all projects are likely to have a positive impact on all these fields. Be realistic in your assessment and add here only the direct impact your project will have. Work plan Information provided in this section relates to the operational assessment criteria. This section gives a detailed account of how you will implement the project. There are some mandatory work packages that all projects must use. In addition you may divide your project in as many work packages as you find logical. The work plan should be realistic and should provide a roadmap for the coming years of project implementation. Work packages are split into activities. Activities refer to dividing a project into a number of individual tasks which must be completed to reach the deliverables. Deliverable is a tangible or intangible object produced as a result of the activity that is intended to be delivered to a target group or a stakeholder. A deliverable could be a report, a document, a server upgrade or any other building block of a project. All project activities should be finalised three months before the project end. Only WP Management may have activities and costs during these months (see Chapter 2.5 in the Guide for filling in the AF Central Baltic Programme

32 Programme Manual). Make sure you include this three-month closing period, as it is mandatory for all projects to have. Work package list There are several types of work packages, namely Management this is mandatory for all projects Implementation it is mandatory for regular projects to have one or more implementation work package. The project will itself determine the number and content of the work packages. Communication this is mandatory for regular projects Investments this is mandatory for projects with infrastructure and works-related activities Preparation costs - Projects will be given a lump sum ( ERDF) for preparation costs, for which this mandatory work package must be filled in In each Implementation and Investments Work Package you are asked to select an output indicator. You should for all Implementation and Investments WPs choose the indicator for your Priority and Specific Objective (see WPs in the ems). The quantity refers to the contribution this Work Package brings to the output indicator. If you cannot split the contributions between Work Packages, fill them in in one place only and leave the others as zero. If you indicate a contribution in several Work Packages, please ensure that the total number is split between the WP s and not repeated in all of them as the quantities are being summed up by the system. WP Management Project management is a mandatory work package for all projects and is automatically set as WP 1. Click on the work package to insert its contents. Define the responsible partner for the work package and indicate other partner s involvement in it. Give a summary description the activities and partner contributions related to the work package. In the case of WP 1, first describe how the management on the strategic and operational level will be carried out in the project, specifically: structure, responsibilities and procedures for the day-to-day management and co-ordination communication within the partnership (not external dissemination activities) reporting and evaluation procedures risk and quality management indicate whether the management is foreseen to be externalized Describe activities and their start and end dates in this WP and the deliverables as well as their target values. Add activities according to project need. Please note that each activity must have a deliverable. It is however recommended not to have a large amount of Guide for filling in the AF Central Baltic Programme

33 deliverables under one activity, but rather to split the activity into separate activities with a smaller number of activities. WP Communication First define the responsible partner(s) for the work package. Provide an explanation on the partners involvement in it. Give a summary on the WP and its objectives. Click Add communication objective and choose the type of objective from the dropdown menu. Communication objectives will be connected to your project objectives. Describe shortly how you are going to approach this objective. Then move on to select and describe activities that will be done in order to reach the objective, and their start and end dates. Define the deliverable(s) and their target values. You can add activities and deliverables if relevant to the communication objective. Please note that each activity must have a deliverable. It is however recommended not to have a large amount of deliverables under one activity, but rather to split the activity into separate activities with a smaller number of activities. Move on to add more communication objectives and repeat the process for them as well. WP Implementation First define the title of the WP and the responsible partner(s) for it. Provide an explanation on the partners involvement in it. Give a summary on the WP and its objectives. All output indicators are linked to the programme s specific objectives and their output indicators (see below). Describe what the main outputs of the work package are, and choose the indicator(s) that you will use to follow how the output is being achieved. Remember that you should only choose the output indicator(s) of your chosen specific objectives, not the indicators from other specific objectives. Choose the relevant output indicator(s) in the following way depending on which programme specific objective your project contributes to: Specific objective 1.1 Number of new enterprises supported AND Number of enterprises receiving support Specific objective 1.2. Number of participating young people Specific objective 1.3 Specific objective 2.1 Specific objective 2.2 Specific objective 2.3 Specific objective 2.4 Number of enterprises receiving support AND Number of enterprises receiving non-financial support AND Number of enterprises supported to introduce new to the market products Increase in expected number of visits to supported sites of cultural and natural heritage and attractions AND Number of targeted joint activities Number of jointly targeted planning and management activities Number of targeted integrated urban plans Number of targeted sources of nutrients, hazardous substances and toxins Guide for filling in the AF Central Baltic Programme

34 Specific objective 3.1 Specific objective 3.2 Specific objective 4.1 Specific objective 4.2 Number of developed and improved transport corridors and nodes Number of ports with improved services Number of participating people Number of vocational education schools The fields for Output (Title, Description, Output Indicator of Chosen Specific Objective) are automatically created for every Work Package. Fill the output in concerning each Work Package that contributes to the programme output indicators. If some Work Package does not directly contribute to the indicator, delete the output by using the button Remove Output. If two Work Packages are contributing to the same output indicator, indicate it only in one of the Work packages as this indicator will be calculated automatically adding up all output indicators form all Work Packages. Define the target groups that will use the main outputs either by choosing the relevant one(s) from the dropdown menu or manually writing the name(s) of your target group(s). Break the WP down into activities and deliverables and describe them. Give also their start and end dates as well as target values. You can add activities and deliverables if relevant to the implementation activity. Please note that each activity must have a deliverable. It is however recommended not to have a large amount of deliverables under one activity, but rather to split the activity into separate activities with a smaller number of activities. WP Investment Each investment should be presented as a separate WP; there may be more than one investment WP if necessary. First define the name of the WP and the responsible partner(s) for it. Provide an explanation on the partners involvement in it. Give a summary on the WP and its objectives. Justify why the investment is relevant and necessary for the project: what is the current situation on the site and what will change due to the investment. Explain what added value the investment will bring to the project and its results. Describe in what way the investment is a joint investment. Provide information on the location of the investment. If it is not a permanent structure or will be moved from one region to another, tick From all regions, choose Other from the dropdown menu and provide a more detailed description on the nature of the investment in the text box. This option can also be used when a project wants to present two or more similar investments in different locations under a single WP. Elaborate on the possible risks associated with the investment: what are the steps that you need to take in order to complete the investment and what are the risks related to any of these. Be realistic in your assessment, as this provides the best outset for preparing the timeline of the project and later implementing the project Guide for filling in the AF Central Baltic Programme

35 Provide information on investment documentation, i.e. what documentation is needed for the investment to be successful (feasibility studies, Environmental Impact Assessments, possible permits etc.) Describe who will have ownership of the investment. Here you should make reference to ownership during the project, but also after the project, in case you foresee any changes in ownership. Describe what the main outputs of the work package are, choose the indicator that you will use to follow how the output is being achieved. (see list under WP implementation) Define the target groups that will use the main outputs either by choosing the relevant one(s) from the dropdown menu or manually writing the name(s) of your target group(s). Elaborate on the durability and transferability of the main outputs: how will they be used after the project has ended, what measures will be taken to ensure durability of the outputs and who will be responsible for the output after the project. Break the WP down into activities and deliverables and describe them. You can add more activities and deliverables if relevant to the implementation activity. WP Preparation Define the responsible partner(s) for the work package and other partners involvement in it. Give a summary on the WP and its activities, and also provide an overview on how project has used these costs. Activities and related costs in this WP are those that have occurred before the submission of the (1 st and 2 nd step) project application, but not before The preparation cost lump sum of euros ERDF per project has been set by the programme, and it will be paid to all projects that are selected for funding. Projects are required to include this cost into the budget, where it should be presented under the budget line Travel and Accommodation for each relevant partner. Co-financing has to be added to the preparation cost according to the relevant partner co-financing rates. Please note that projects that have already received and used seed money funding from other sources for preparatory activities cannot cover the same preparation costs from the Central Baltic programme. Target groups Target groups will be added automatically after they have been defined in work packages. Describe the target group and how large it will approximately be. Reporting periods The project reporting periods will be generated automatically. The first period is six months from the start of the project, the second period the next six months after that etc. until the project end date. Reporting periods need to be recreated by the Lead Applicant if project start Guide for filling in the AF Central Baltic Programme

36 or end dates are modified. If the system does not generate the periods automatically, it can be done manually by clicking the Recreate periods button. Activities outside the programme area If applicable, list project activities to be carried out outside the programme area. Describe why these activities are necessary and how they will benefit the project and the programme area. Add the total budget of these activities as well as their ERDF share after you have defined this information in the partner budgets. The percentage related to the project total ERDF will be calculated automatically. Partner budget Information provided in this section relates to the operational assessment criteria. When preparing the budget, read the Programme Manual closely. It contains detailed information about what costs are considered eligible under each budget line. Select a partner from the partner list and click Define budget. Fill in the budget for each partner. The budget will be shown from three different aspects: the budget lines, project periods and work packages. You may choose any of these aspects as your starting point for filling in the budget. When filling in the table, the ems will transfer the information to the other two tables as well. If you are not able to fill in the budget details, check under Reporting periods that the periods have been created. If not, create them manually by clicking Recreate periods. Once you have filled in the whole table, move on to the next partner on the partner list and repeat the process on every project partner. The budget should be filled in with enough detail for the Joint Secretariat to be able to assess if the budget is realistic and if it links to the activity plan. This means that for each cost item, a basic calculation method should be provided. You can create sub-budget lines according to your need. It is advisable to add sub-budget lines according to logical entities and then fill in the costs for the periods. For describing the cost items, use the sub-budgetline text row. For example in Travel and Accommodation you would put the information Two Steering Group meetings with 6 participants each to the sub-budget line and not to the separate Unit Type box. The budget lines Staff costs (gross salaries for persons who get paid from the project budget) Staff costs should be filled into relevant work packages (WP Management, WP Implementation, WP Communication, WP Investment). You can add project staff (subbudget lines) by clicking + and adding Staff function (for example Project Manager ) and Description. Add each staff member to a separate sub-budget line. Guide for filling in the AF Central Baltic Programme

37 In the Description part, provide information on monthly salary level, estimated workload (full or part time work) and additional costs (for example 3000 /100% + 1,3 coefficient ) If part-time work is done, indicate also the work load: number of days/hours or percentage of working time for each part-time worker. Describe also shortly the task of the worker in the project (for example: Project worker: carrying out the field work in WP4). Save and click the pencil figure on the relevant work package to enter salary information. Information on the salary is to be entered for each period: Unit type: choose full time, part time or hourly rate as well as period, month or hour if relevant Total: the total amount of funding used for the specific sub-budget line in the specific period. Add the information to all relevant periods. Add project staff as relevant to your project and repeat the process. Office and administration This cost will be automatically calculated as 15% flat rate on top of the salary costs after ticking the box Budget Flatrate Office. You cannot change the value of this budget line manually. If you make changes to Staff costs remember to click Recalculate budget in order to update the flat rate calculation. Travel and accommodation Click + to add a sub-budget line and name it (for example Steering group meetings ). Insert information to each work package and period: Unit type: put the information describing the cost item (For example Participation to conference x, 2 persons) primarily to the sub-budget line, not to the Unit type box Total: the estimated cost of Steering group meetings in the specific period Repeat the process for each period if relevant and move on to define other sub-budget lines for Travel and accommodation costs. Preparation costs are added into this budget line as a lump sum on a single sub-budget line. The total amount ERDF should be no more and no less than for each project. To this sum you should also add the co-financing of each partner that is receiving the money. An example of the calculation method when a single partner is receiving the preparation cost, or when it will be divided between partners, is shown below: Guide for filling in the AF Central Baltic Programme

38 External expertise and services Click + to add a sub-budget line and provide a description of its contents, for example Publications, 5 in 2 languages. Insert information to each work package and period where your project is planning to have these costs: Unit type: put the information describing the cost item (for example 2 reports on the natural values of site x or Lump sum: trainings for target group x ) primarily to the subbudget line, not to the Unit type box. Total: the cost of such reports in the specific period or the cost of the lump sum Repeat the process for each period if relevant and move on to define other sub-budget lines for External expertise and services. Note that a separate sub-budget line should be created for all external expertise or service cost items exceeding 5000 (total). Also note that the costs for the Finnish FLCs go under this budget line. Equipment Click + to add a sub-budget line and provide a description of its contents, for example Computers for project staff. Insert information to each work package and period where your project is planning to purchase equipment: Unit type: put the information describing the cost item (for example computer for project manager or bottles for water samples for activities in WP x ) primarily to the sub-budget line, not to the Unit type box. Leasing is recommended as a primary way to acquire equipment for project purposes. Total: the total cost of the equipment in the specific period Repeat the process for each period if relevant and move on to define other sub-budget lines for Equipment. Please note that the maximum cost for a regular laptop computer is 1000, and for a mobile phone 500. If more expensive equipment is needed, it should be justified. All items purchased under Equipment should be listed separately unless they are similar and of same value. Guide for filling in the AF Central Baltic Programme