8.2. Typical project proposal documents
For each EU funding program the specific documents required may vary according to the specific call for proposals and the managing authority. However, typically, the application process involves submitting several key documents that are generally similar across these programs.
This is the main document where you present your project. It typically includes sections for a project summary, objectives, expected results, activities, work plan, target groups, partnership details, and budget. The form must be completed in one of the EU’s official languages.
This is usually a separate document or a part of the application form where you provide detailed financial information about your project, including the costs of each activity and how they will be covered. You also need to indicate any co-financing sources. EU-funded project budgets are usually broken down into several budget lines or categories, although the specifics can vary depending on the program and nature of the project. Below are the common budget lines used in many EU projects:
- Staff Costs: This includes the salaries and social security contributions of the personnel directly employed by the project. This could include project managers, researchers, administrative staff, etc. Some programs may also allow for costs related to temporary staff or subcontractors.
- Travel and Subsistence: This budget line includes costs for travel and accommodations for staff when they are away from their normal place of work for project-related activities, such as meetings, conferences, site visits, etc.
- Equipment: This includes costs for purchasing, renting, or leasing equipment necessary for the implementation of the project. This could include lab equipment for research projects, IT hardware and software, vehicles, etc.
- Consumables and Supplies: This includes costs for materials and supplies that are used up during the course of the project. This could include office supplies, laboratory consumables, etc.
- Contractual Services: This budget line includes costs for services contracted specifically for the project. This could include consultants, auditors, translators, event organisers, etc.
- Other Direct Costs: This category includes other costs directly linked to the project that do not fall under the other categories. This could include costs for disseminating project results, costs for organising meetings or events, publication costs, etc.
- Indirect Costs (Overheads): This includes costs that are not directly linked to the project but are necessary for its implementation. This could include costs for utilities, office rent, administrative and financial management, etc. In some programs, these costs are calculated as a flat rate of the total direct costs.
Logical Framework Matrix (or similar document)
Some programs may require a logical framework matrix, which is a tool used for planning, monitoring, and evaluating projects. It outlines the project’s general objectives, specific objectives, expected results, activities, indicators, sources of verification, and assumptions.
A standard logframe consists of a 4×4 matrix with the following rows and columns:
Rows (From Top to Bottom):
Goal: The broad, long-term change that the project will contribute to.
Purpose (also known as the project’s Objective or Outcomes): The specific, medium-term changes that the project seeks to bring about.
Outputs (or Results): The tangible products or services that the project will deliver.
Activities: The tasks that need to be carried out to deliver the outputs.
Columns (From Left to Right):
Description of Intervention Logic: This details the hierarchy of objectives (Goal, Purpose, Outputs, and Activities) as described above.
Indicators: These are specific, measurable statements that show how progress towards each objective will be measured.
Means of Verification (also known as Sources of Verification): These are the sources of information or data collection methods that will be used to gather evidence on the indicators.
Assumptions (or Risks): These are factors outside the project’s control that could affect the achievement of the project objectives.
The logical framework matrix is a dynamic tool, which means it should be updated and revised as necessary throughout the project cycle. It is also a participatory tool, meaning it should be developed with the involvement of all key stakeholders.
If your project involves partners from different organisations or countries, you may need to submit a partnership declaration signed by each partner. This confirms their agreement to participate in the project and their commitment to its objectives.
Legal Entity Form
This document is used to gather the legal information about the applicant organisation. It usually requires official documents proving the legal status of the organisation.
Financial Identification Form
This form provides information about the bank account into which the EU grant would be paid if the application is successful.
Audit Report or Financial Statements
Some calls may require you to provide recent audit reports or financial statements to prove your organisation’s financial capacity.
CVs of key staff
Some applications might require the submission of CVs for key project staff, to demonstrate their qualifications and experience.