Joint Actions from the Perspective of a Coordinator Luxembourg, 24 - - PowerPoint PPT Presentation

Joint Actions from the Perspective

• f 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

in the field of cancer

• NIJZ coordinator
• f cancer control

Joint Actions since 2011

CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019

EPAAC CANCON iPAAC

Basic info

iPAAC Joint Action meeting, Belgrade, 10 - 11 April 2019

February 2011- Feburary 2014 36 Associated Partners,

• ver 100 Collaborating

Partners Main objective: Support Member States with National Cancer Plans and dvelop actions which could decrease cancer burden in the EU February 2014 – February 2017 26 Associated Partners,

• ver 100 Collaborating

Partners Main objective: European Guide on Quality Improvement in Comprehensive Cancer Control

April 2018 – April 2021 24 Associated Partners (40 with affiliated entities), 60 Collaborating Partners

Main objective: Roadmap on Integration and Sustainability of Cancer Control Actions

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-

time employees

• Secretariat and Financial

Officer should be dedicated full-time individuals working

• nly on the JA
• Helpful to have a part-time

Communications Officer for liasing with WP 2 and promoting JA

CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019

Scientific Coordinator Project Manager Secretariat/ Desk Officer Financial Officer Communications Officer

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
• wnership 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

CHAFEA Joint Action InfoDay, Luxembourg, 24 June 2019

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