Draft APPLICATION FORM
Please feel free to send your comments on this draft version to the JTS.
TABLE OF CONTENTS
Basic information on your project / Page
SECTION 2 / THE BIGGER PICTURE – Contribution to Objectives of the Programme Priorities
In what way you are contributing to the Programmes’ Objectives / Page
SECTION 3 / WHY, WHAT and HOW? – Project objectives and implementation
WHAT you would like to achieve and HOW you are going to achieve it / Page
SECTION 4 / WHO? – Project partnership
WHO is going to contribute to your project / Page
SECTION 5 / WHICH BUDGET? – Project finances
The finances of your project / Page
SECTION 6 / WHO needs to know WHAT? – Communication strategy
How you are going to promote your project to your audiences / Page
SECTION 7 / FORMALITIES – Confirmation, certification and signature / Page
BEFORE YOU START …
- Always remember to follow the KISS (Keep it Short and Simple) principle. A lot of people are involved in the selection process. Remember that not everybody has an expertise in the field you are dealing with. Explain your project therefore as simply and precisely as possible.
- The Application Form has to be filled in English. Only the project summary (section 1.6-1.8) needs to be translated into each of the partners’ languages.
- All white sections have to be completed unless otherwise stated. Further guidance is given in italic(you should overwrite it). Links for automatic transfer of information and formulas for the automatic calculation of financial data have been included in the Excel file. They are colour-coded (in pink). These fields must not be filled in or changed by applicants.
IN SHORT
Section 1: Project summary
This section should provide basic information on your project. Please be aware that for approved projects this section will be automatically published in our online project database.
1 Project summary1.1 Project title and acronym
Project title / Please choose a name which properly describes your project and ideally also a memorable shorthand acronym.
Project acronym
1.2 Timeframe
Start date / End date
Duration (in months)
1.3 Partnership
Lead Partner / Name of institution / country
Partners involved / Please choose: BE, CH, DE, FR, IRE, LU, NL,UK, other
1.4 Budget overview(should be in line with section5)
Total eligible costs (total budget)
Total amount of ERDF requested
Grant rate (max. 50%)
1.5 Programme Priority
Programme Priority addressed / Please choose from the Operational Programme the Priority to which your project contributes most: 1 - Capitalising on innovation, 2 - Managing resources and risks, 3 - Improving connectivity, 4 - Strengthening communities
Objective(s) addressed within the Programme Priority / Please choose from the Operational Programme the Objective within the Programme Priority, to which your project contributes most
Others / If it addresses more than one Objective please name other(s).
1.6 Key words / Please choose from list,provided in the Guidance Note 25, one or more key words for your project (max 5).
1.7 Project summary (English)
Please summarise your project by answering the following questions. This summary should be concise and clear.
What is the aim of your project? What do you want to achieve?
What are the topics you want to cooperate on?
Why is transnational cooperation necessary to achieve your aim and tackle the issue?
What are your main
- actions and
- outputs?
1.8 Project summary (French)
If your project partnership includes French native speakers, provide a French version of section 1.7 (using the same structure).
1.9 Project summary (Dutch)
If your project partnership includes Dutch native speakers, provide a Dutch version of section 1.7 (using the same structure).
1.10 Project summary (German)
If your project partnership includes German native speakers, provide a German version of section 1.7 (using the same structure).
THE BIGGER PICTURE
Section 2: Contributing to Objectives of the Programme Priorities
Within INTERREG IVB NWE, a project’s approval will not only depend on the merits of its own application; it will also need to prove that it complies with the Programme’s aims and, more specifically with the Priority Objective(s) as outlined in the Operational Programme. This section is devoted to exploring your project’s possible contribution to the “Bigger Picture”.
2.1 Contribution of the project to the relevant Programme Priorities and their objectives and to the cross-cutting Programme themes (Lisbon, Gothenburg, Cohesion)Please choose from the Operational Programme the Priority and the Objective to which your project contributes most: 1 - Capitalising on innovation, 2 - Managing resources and risks, 3 - Improving connectivity, 4 - Strengthening communities(please ensure consistency with section 1.5 above).
How is your project contributing to meet the Programme Objective(s)?
What is innovative about your project?
Please describe if and how your project strengthens the economic competitiveness of NWE in response to the Lisbon agenda for growth and jobs and how it capitalises on different regional potentials for development. Please refer to relevant objectives of the agenda or give examples.
Please describe if and how your project increases the environmental sustainability of NWE in response to the Gothenburg agenda for more sustainable development. Please refer to relevant objectives of the agenda or give examples.
Please describe if and how your project achieves a stronger territorial balance of NWE by reducing regional disparities reflecting the aim of the EU Cohesion Policy.
2.2 Monitoring success
Please provide target values for your project by filling in section 2.2 of the Excel file.
WHY, WHAT and HOW?
Section 3: Project objectives and implementation
This section deals with the “core” of your project. You are asked to describe
- WHY there is a need for your project (section 3.1)
- WHAT you would like to achieve with your project (section 3.2), i.e. which are your aims and objectives
- HOW (section 3.3) you are going to reach your objectives, and
- By WHICH MEANS you are going to reach your objectives (section 3.4). Please cluster all your activities within work packages (max.6). WP should cluster different actions and related outputs, according to a common objective. Please note that an extra section is provided to describe the project management (4.4) and the communication strategy (section 6). Regarding the budgeting of costs, which are not related to any specific WP (e.g. for coordination), a special column has been created for “coordination and management costs” and for “preparation costs” (see section 5).
A full description on the difference between aims, objectives and work packages is given in Guidance Note6.
Remember to keep it short and simple!
3.1 Background and justification for yourprojectPlease describe why there is a need for your project (gaps to be filled, opportunities to be exploited etc.). What are the territorial challenges you tackle?
Please describe why there is a need to carry it out through transnational cooperation.
Does it take into account or cooperate with other EU-funded projects or European initiatives? If so, how does it represent added value?
3.2 Aim(s)and effects
What are the main aims and objectives of your project? Please number your objectives and use cross-references to yourwork packages (section 3.4) (For a distinction between aims, objectives and work packages please see Guidance Note6).
How will long-lasting effects be generated? How will the impact of the project be extended?
3.3 Strategy and methodology
Please describe the overall strategy and methodology of your project and how your activities will cumulatively contribute to achieving your objectives.Please use cross-references to your objectives (section 3.2) and work packages (section 3.4). A diagram may be useful.
3.4 Work Packages (WP)
In order to break down your strategy into concrete actions, please define different work packages(not more than 6). Each WP should cluster differentactions and related outputs, according to a common objective. Please describe your WP following the given structure.Copy and paste the structure according to the number of WPs in your project (max. 6). Please note that an extra section is provided to describe the project management (4.4) and the communication strategy (section 6). Regarding the budgeting of costs, which are not related to any specific WP (e.g. for coordination, communication), a special column has been created for “coordination and management costs” and for “preparation costs” (see section 5).
WP 1 / Title
Objective / Please describe the objective of this WP. Please use cross references to section 3.2.
Contribution to project’s main objective(s) / Please explain how this Work Package contributes to achieving the project’s main objectives as described in section 3.2
Actions / Please list all actions you are planning to carry out in order to achieve the WP’s objective.
- Action 1.1
- Action 1.2
- …
Transnational added value / What is particularly transnational about this WP and how does it create an added value through transnational cooperation? For further explanation on “transnationality” Guidance Note 7.
Who is doing what / Which partners are actively contributing to this WP? How is it going to be coordinated? Is one partner in charge of coordinating this WP?
Beneficiaries / Who is (both in terms of content and finance) benefiting from this WP?
Geographic scope / Please state which regions are specifically territorially affected by this WP – in terms of activity on the ground. Please specify NUTS III region and any geographical elements (river, corridors etc.).
Timeframe (start / end) / Specify the start and end date of this WP.
Budget / Put the amount of budget for this WP as mentioned in section 5.
Linkage to other work packages / Please explain in what way this WP is interlinked with other WPs.
Outputs / Please list all outputs you are planning to deliver in line with the actions described above.
- Output 1.1
- Output 1.2
- …
Please make sure these are consistent with your Implementation Schedule (section 3.5).
Use of outputs / Please explain how you are going to use your outputs in order to meet the WP’s objective. What do you do with the output, once it has been delivered? Please describe any kind of leverage effects or follow-up activities.
Communication / Please describe the external communication activities linked to this WP and what they seek to achieve.
Expected impact / Specify the expected impact this WP will have, on policy at different levels (i.e. local, regional, national and transnational)
3.5 Implementation schedule
Please provide an overview of actions in time in section 3.5 of the Excel file.
WHO?
Section 4: Project partnership
In this section, you are asked to describe your project partnership in detail. In order to reflect a fully functioning partnership, please ensure that a Partnership Agreement is negotiated between project partners and tailored to the project’s needs. At least a draft copy of the Partnership Agreement must be submitted with this application form as annex 1 (see CHECKLIST). The final Partnership Agreement will have to be signed and sent to the JTS before the first payment claim. Please find further information on project partnerships in Guidance Note 3.
4.1 Description of thepartnershipWhy is your partnership relevantand appropriate to addressthe issues identified?
How are the partners going to work with each other? Please demonstrate how your partnership integrates horizontal (different sectors), vertical (different levels) and geographical (different regions) cooperation.
4.2 Contact details of partners and sub-partners
Please provide contact details of all partners and their sub-partners contributing financially in section 4.2 of the Excel file.
4.3 Contribution by each partner
Please describe who is doing what within the project (in terms of implementation of actions and outputs).
Lead Partner / Name of institution
Contribution
Partner 2 / Name of institution
Contribution
Partner 3 / Name of institution
Contribution
Partner 4 / Name of institution
Contribution
Partner 5 / Name of institution
Contribution
Please copy and paste the structure according to the number of Partners in your project.
4.4Project Management Structure
Please provide contact details of the Project Manager, Financial and Communication Manager in section 4.4. of the Excel file.
Please describe the management structure of your project and how decision-making, partnership cooperation/coordination, sharing of responsibility are to be organised. You might include a chart or diagram to visualise interlinkages. Please find further guidance on project management in Guidance Note 10.
Please describe theinternal reporting, financial management and controlling structures of your project with particular emphasis on the audit trail and the way the accounts will be handled between partners.You might include a chart or diagram. Please find further guidance on first level controlin Guidance Note 19.
WHAT BUDGET?
Section 5: Project finances
In this section you are asked to describe your project finances in detail. To ease the handling with financial figures, an Excel file is provided. You are asked to fill in the following sections of the Excel file. Please find further guidance on eligible costs in Guidance Note 13.
5.1 Budget
- breakdown per partner
- breakdown per budget line/per year
- breakdown per budget line/per work package
- Contribution in kind
- Revenues
5.2 Detailed budget breakdown
5.3 Investment breakdown
WHO needs to know WHAT?!Section 6: Communication Strategy
The Communication Strategy must be prepared and budgeted for well before the Project is approved: as an imprecise science, progress is monitored in years rather than weeks. Target audiences are the people who care or should care about the project’s outcomes, they need to be contacted and engaged progressively all along the Project lifecycle to ensure that they are not overwhelmed with information when the Project delivers tangible results, and can contribute to the success of the project either directly or indirectly.
All the project partners must agree on who to engage (target audiences), why to engage them (objectives) and how to engage their support (messages + actions).
For further information on communication please look at Guidance Note 11.
6.1 Communication StrategyPlease list the project’s communication objective(s). What is communication going to help you achieve? Please use cross-references to section 3.4.
Please list the main target audience(s) of the project. Who are the people you must seek support from?
Please list the main message(s) to the different target audiences. What these people need to know in order to support you.
Please list the main communication tools (e.g websites, conferences, leaflets) and actions planned for the different target groups during the course of the Project. Please use cross-references to the different work packages.
Please list the evaluation tools which will be used to monitor effectiveness of communication actions (e.g. questionnaires, web-statistics, event participation levels).
FORMALITIES
Section 7: Confirmation, Certification and Signature
Please note that the Word (Part A) and Excel file (Part B) and the authorised Annexes comprise an integral part of the Application Form.
By signing the Application Form, the Lead Partner confirms,
7.1that the expenditures of the project, if approved and co-financed by ERDF, will not receive assistance from another Community financial instrument.
7.2that all partners listed in the Application Form are committed to take part in the project’s activities. The commitment is expressed in signed Letters of Support for each partner. The mutual financial and legal responsibilities of the project partners are defined in a Partnership Agreement. Letters of Support and the Partnership Agreement (at least a draft version) are attached to this Application Form.
7.3that the project does not contravene EU legislation, in particular the rules applying to the eligibility of expenditure of Structural Fund support, to competition policy, to state aid, to environmental impact assessment and to equal opportunities.
7.4that sufficient publicity will be accorded to the implementation of this EU funded project in compliance with Commission Decision 94/342/EC in order to attract the attention of potential recipients of Community assistance and to increase the public’s awareness of the Community’s role in co-financing the project.
7.5 Signature and Stamp of the Lead Partner
Signature of Lead Partner / Stamp of Lead Partner
Name and position within Lead Partner organisation
Date and place
7.6ADDITIONAL INFORMATION
Is there any additional information you would like to provide us with, which has not been covered in the Application Form?
CHECKLIST
CHECKLIST
The Lead Partner must ensure that:
One paper version of the completed Application Form (word and excel file, plus authorised Annexes) is submitted by the due date. Please ensure this is in the form of aring binder to ease photocopying.
The paper version of the Application Form is signed and stamped by the Lead Partner.
One electronic version of the completed Application Form (word and excel file, plus authorised Annexes) is submitted on CD by the due date. Please ensure that identical applications are submitted in the electronic and paper versions.
The paper version and the electronic version of the Application Form are submitted by postal service to the Secretariat in one single packageby 7pm of closing date of the call.
All partners participating in the implementation and contributing financiallyto the project are listed in the Application Form.
The following Annexes are complete and included with the hard copy of the Application:
Annex I / Negotiated and tailored Partnership Agreement between Partners (at least a draft version)
Annex II / Original signed Letters of Support for each Partner contributing to the project
Annex III / Bank Guarantees[1]
Additional documents other than the officially required Annexes listed above will NOT be taken into account when assessing the project and will be returned to the Lead Partner.
Version 01/08/071
[1] Lead Partners are required to provide a document that gives sufficient guarantee regarding the ERDF amount applied for. The solvency of public bodies is assumed.