Project management guidance to applicants

• flowchart demonstrating interdependencies between various work packages
• chart demonstrating time wise implementation of project activities
• map demonstrating the geographical scope of the project proposal
• pictures or plans of the planned investments or concepts
• flowchart demonstrating the project management structure

Yes, they can be involved as associated organisations in the project. Their activities that are financed by other sources than the Baltic Sea Programme should not be included in the project work plan but can be described as complementary activities.

You will find the information about the running and the planned calls in the section How to apply.

There are no strict rules set. An average project could spend around 10% of its budget for communication and information activities defined in the Work Package 2 of the Application Form.

Approved projects will have to prepare a communication plan, which will define information and communication activities to be carried out during the project implementation. Communication plan should not exceed 4-6 pages and should be submitted to the JTS latest by the last day of the first reporting period. Communication plan will be monitored.

It is in line with Programme rules to externalise the project management provided that external consultant have a sound knowledge of issues addressed by the project, including requirements of the EU, and is able to work as a driving force to the partnership. At the same time it should be considered whether using organisation's own staff would not be more valuable for the process of capacity building and maintaining the knowledge inside the organisation also after the project has ended.

A model of Grant Contract is available on Programme website. To download click here.

Each project should show how they apply integrated territorial approach. That means how they take different relevant sectors (social, economical, transport, environment etc.) in the project area into account. As proposals concentrate on many different topics not all of them have impact on environment or promote equal opportunities. If the project doesn't address certain issue this information should be provided in the corresponding section (e.g. by typing "not applicable").

It is possible that the project manager also takes on the tasks of an information manager. It is also possible that the information manager is a separate position, filled by an external consultant or by project staff. The info manager can be located with any of the project partners.

This priority supports innovations in nature and technologic sciences and their transfer to small and medium size enterprises. However, selected non-technical innovations, such as business services, design and other market-related skills are also supported. Activities should be clearly linked to the regional development. Pure research and laboratory projects dedicated to the production of innovation and networking of scientists will not be supported by this priority. (For more information, please refer to chapter about Priority 1: Fostering of innovations across the BSR in the Operational Programme).

• 3.4.1 (Specification of output indicators for selected common results)
• 3.8.2 (Durability through investments)
• 3.10 (Work plan)
• 4.6.2 (Budget line 4 Equipment and investments)

No, Belarusian organisations can act only as regular project partners.

No, photocopies and scanned versions will be accepted at the stage of submission of project proposals. The originals will have to be submitted after the project has been approved by the Monitoring Committee and before the Grant Contract is signed. As an example, Partner declaration for the 2nd call you can dowload here.

Yes, all project partners are obliged to sign a partner declaration. Please note that only organisations financially contributing to the project can be project partners. Organisations not receiving Programme co-financing but involved in the activities have a status of associated organisations. They do not sign partner declarations.

Each project has to involve at least three financially contributing project partners from three different countries of the programme area, at least two of them from the EU Member States. No maximum limit of partners is fixed. However, the technical capacity of the application form is limited to 50 entries.

Therefore, the number of partners may considerably vary depending on character of the project. It should be also taken into consideration that a partnership that is too small may reduce the potential of the project while a partnership which is very large may cause significant organisational and communication problems.

Yes, in justified cases project partner organisations located outside the programme area but inside the European Community may be co-financed by the ERDF. The maximum limit is 20% of the ERDF co-financing to the project and the co-financing rate for this type of project partners is 50%. The expenditure of the outside partners must be for the benefit of the regions in the programme area. Further conditions are described in detail in chapter 2.1.2 of Programme Manual.

The partnership agreement shall be concluded and signed by all partners after the project is approved and before the submission of the first progress report. An example of partnership agreement is available on Programme website. To download click here.

The project must always use the EU logo (article 9 and Annex 1 of the Commission Regulation (EC) No 1828/2006) and the Programme logo and provide a following reference: Part-financed by the European Union (European Regional Development Fund and European Neighbourhood and Partnership Instrument). For more information please check website section Communication and refer to the chapter 8 of the Programme Manual.

The mid-term self-evaluation is carried out by the projects themselves. It is up to the projects to choose the methods for this self-evaluation. A short documentation of the evaluation processes and its outcomes is to be submitted to the JTS in the following progress report. The programme does not provide any standard model; more information will be provided in the lead partner seminars offered for approved projects.

The lead applicant signature is required only on the paper version of the application form. The applicants are asked to submit the electronic version of the application form in Microsoft Excel format.

Yes, in general it is eligible to undertake study trips to countries outside the programme area if this is necessary for the implementation of the project. However, these must be of clear added-value to the project's objective. Study trips outside of the EU have to be defined in the application form (section 3.10.2. "Activities taking place outside of the EU territory") or otherwise always agreed with the JTS beforehand.

There is no special requirement concerning sharing responsibilities among partners. The share of responsibilities for work packages depends on the set-up of each project and the expertise of the involved project partners.