Joint Actions from the Perspective of a Coordinator Luxembourg, 24 June 2019 Prepared by Tit Albreht and Tina Lipušček, National Institute of Public Health Slovenia CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
Cancer Control JA • Third Joint Action EPAAC in the field of cancer • NIJZ coordinator CANCON of cancer control Joint Actions since 2011 iPAAC CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
Basic info April 2018 – April 2021 February 2014 – February 2011- Feburary 2014 February 2017 24 Associated Partners (40 with 36 Associated Partners, 26 Associated Partners, over 100 Collaborating over 100 Collaborating affiliated entities), 60 Partners Partners Collaborating Partners Main objective: Main objective: Main objective: Support Member States Roadmap on European Guide on with National Cancer Integration and Quality Improvement Plans and dvelop Sustainability of in Comprehensive actions which could Cancer Control Cancer Control decrease cancer Actions burden in the EU iPAAC Joint Action meeting, Belgrade, 10 - 11 April 2019
What is WP 1? • Mandatory Work Package • „Motor“ of the Joint Action • A well-defined, clear management structure is a necessary prerequisite for a successful Joint Action CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
Managing a JA • Two-tier management: Scientific vs. Technical coordination • Usually two separate staff members who are integral to the functioning of the Project Management Team • Scientific Coordinator: responsible for the JA fulfilling objectives per JA, quality control, liasing with key stakeholders • Project Manager: responsible for fulfilling all reporting requirements, overseeing budget and deliverables, link between content and project execution iPAAC Joint Action meeting, Belgrade, 10 - 11 April 2019
Project Management Team • Usually consists of up to 4 full- Scientific Project Manager Coordinator time employees • Secretariat and Financial Officer should be dedicated Secretariat/ full-time individuals working Financial Officer Desk Officer only on the JA • Helpful to have a part-time Communications Officer for Communications liasing with WP 2 and Officer promoting JA CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
Defining indicators • Process indicators: how will you measure that you are implementing your activities in the right way? • Output indicators: how will you measure that you produced the JA deliverables as planned? • Outcome indicators : how will you measure that the JA deliverables had an impact – what changes occurred? • Outcome indicators usually most difficult to measure within the scope of a JA CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
Sample indicators • Objective: All EU MS should have National Cancer Plans by the end of the JA • Process indicator: 6 Steering Group meetings • Output indicator: 1 Guide for National Cancer Plans produced • Outcome indicators: 28 EU MS with National Cancer Plans CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
Unplanned deliverables • While drafting the application, think about publications, academic articles, etc! • A comprehensive publication takes a lot of planning, time and resources, particularly if external editors and reviewers are required. • It is not simple to add new deliverables once work and budgets have been allocated. CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
Including stakeholders • Make sure to include key stakeholders from the WP drafting process onwards • Key stakeholders that contribute to the deliverables = max. 20 • Wider list of stakeholders attending meetings, mailing list = 100+ • Including stakeholders from the beginning helps to increase ownership of the deliverables, improves quality of work and increases dissemination CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
How much? • To what extent should stakeholders/collaborating partners be included? • Up to each JA and more specfiically, each WP Leader • Specific WPs can have unique situations • For example – industry associations could be seen as impartial collaborators or contrary - could be very necessary for implementation CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
Keep in mind … • Some stakeholders could be seen as being so crucial that they may become subcontractors to the JA with a specific task for which they receive funds. • In this case, they cannot be collaborating partners who receive reimbursement for attendance to other WP meetings, as subcontracts need to include all JA costs, including travel. CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
Face to face meetings • Plan your face to face meetings during the application phase, keeping in mind synergies between WPs • Consider adding: • Stakeholder meetings – annual gatherings of collaborating partners, in central locations • Local stakeholder meetings – annual gatherings of local, regional, national stakeholders in local languages with local topics, helpful for implementation • A final conference to present JA outputs CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
Keep in touch We have lots more to share, but lack the time to do so! If you want to collaborate or communicate with us, please write us at: ipaac@nijz.si tit.albreht@nijz.si tina.lipuscek@nijz.si www.ipaac.eu CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019
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