Invitation

Project Descrip on Project ID: 380 Document Created: 2026-01-09 13:54 UTC 1 Project Details 1.1 Project Title Nordic-Bal c social and health care evacua on plan project (103508) 1.2 Administra ve Body: Name Ministry of Social Affairs and Health 1.3 Expected Start Date 01/03/2026 1.4 Expected End Date 29/02/2028 1.5 Provide a descrip on of the project's background and jus fica on, as well as purpose and objec ves Over the last years, Europe has been severely challenged by a worsening risk and threat landscape due to a mix of security, health, climate change and environmental challenges. Especially Russia’s war of aggression against Ukraine demands a more comprehensive and integrated approach to crisis management. Cross-border threats to the social and health care sector need collabora on across borders not only among the Nordic countries but also in coopera on with the neighboring Bal c countries. The Nordic countries have a strong tradi on of collabora on in health preparedness. The Svalbard Group has taken several ini a ves to improve Nordic health preparedness in prac ce. However, there s ll is much to improve. Disrup ve situa ons and excep onal circumstances o en dispropor onately affect vulnerable individuals, poten ally exacerba ng social exclusion and inequality. In excep onal and severe situa ons there can be a need to evacuate certain social and healthcare pa ents and or client groups. The Nordic and Bal c countries do not have common strategy nor an opera onal plan or plans to meet these ques ons. Effec ve crisis management requires close coordina on in the region to ensure seamless and efficient opera ons beyond the Nordic countries. This coopera on is par cularly crucial for poten al cross border social and health care issues where also the Bal c countries are involved in. By working together in the region we’ll enhance response to crisis as well as the overall resilience of our socie es. The Nordic ministers par cipa ng in the MR-S mee ng discussed social and health care evacua on planning unofficially in Tornio on 9th of April 2025. ÄK-S made a decision on the issue during the ÄK-S 2/25 mee ng in Helsinki 11-12 June 2025 and decided the following: ”ÄK-S diskuterar evakueringen av social- och hälsovårdens klient- och pa entgrupper i Norden och ger Svalbard-gruppen e uppdrag a inleda en utvärdering och förberedelser för en möjlig gemensam evakueringsplan för social och hälsovården i Norden.” Its was also suggested that the Bal c countries would be involved in the planning. The project objec ve is to strengthen social and health care service’s preparedness and response to severe disrup ons in the Nordic-Bal c Region in par cularly developing strategical plan and enhancing opera onal evacua on planning of certain defined pa ent and client groups. The aim is to meet the needs of vulnerable popula on groups, social and health care pa ent and client groups, that need to be evacuated from one country to another in the Nordic and Bal c Regions. 1 / 19 The project will increase resilience, foster collabora on and enhance shared understanding of the risk landscape and level of preparedness between the Nordic countries, Greenland, Faroe Islands, Åland and Estonia, Latvia and Lithuania. The project is also aiming at strengthening of comprehensive security and total defence as well as general whole of government approaches in the region. 1.6 Provide a descrip on of the project's implementa on plan, organisa on of the Nordic par cipa on, stakeholders and partnerships where applicable The project will be implemented in two phases. The first phase beginning with confiden al discussions among the Nordic countries and the autonomous areas. The three Bal c Countries are invited to join the second and main phase of the project. The first phase will last two months. A project group and steering group will be organized. The Steering group consists of Svalbard group members strengthened with representa ves of social sector of each country if necessary. There will be one to two members of each par cipa on country and the autonomous areas in the project group. The two project managers are part of the project group and leading the work. Most of the informa on shared in the project is confiden al. Therefore, there is a need for face-to-face mee ngs instead of video-mee ngs. Mee ngs need to be organized in each country in the beginning of the project and in the further phases. There is also need for face-to-face workshops. Some of the mee ngs, workshops and exercises can be organized jointly with the ordinary Svalbard group mee ngs and conferences. The project will co-operate and link to ongoing other sectors’ projects in the regions such as Sweden led MSB project with Finland on spontaneous and voluntary evacua ons of the popula on, Norway led civil defence sector project on Nordic scenario work of impacts of military aggression on civilians, and Finland led Nordic logis cs sector strategy work, and other later iden fied regional and na onal projects on evacua on planning in the Nordic and Bal c countries. The project will also link to the Nordic Välfärd Center led social care preparedness planning project implemented during the Danish presidency in 2026. 1.7 Provide a descrip on of the project's expected results The main results of the project are 1. A strategic Nordic and Bal c evacua on plan of certain social and health care pa ent and client groups. The project will provide alterna ves for approval of the plan – which level should the plan be approved in the Nordic and Bal c countries. 2. Opera onal evacua on plans to meet the needs of social and health care pa ent and client groups that need to be evacuated from one country to another in the Nordic and Bal c Regions 3. A legal analysis of exis ng Nordic, Bal c and EU legisla on concerning pa ent and client evacua ons and recommenda ons for poten al amendments. 1.8 Provide a descrip on of the main target groups and beneficiaries of the project's expected results The primary target group of the project is Nordic and Bal c social and health care authori es at the na onal level. Other sector authori es as well as for example regional and local social and health care authori es will benefit of the project as the con nuum of preparedness planning involves all levels of socie es. The end beneficiaries of the project are the vulnerable social and health care pa ents and clients who benefit of be er preparedness and resilience of the social and health care services in each of the par cipa ng country. 2 / 19 1.9 Provide a project summary The current geopoli cal situa on necessitates strengthening of preparedness and readiness in the social and health care sectors. Cross-border threats to the social and health care sector need collabora on across borders not only among the Nordic countries but also in coopera on with the neighboring Bal c countries. The Nordic- Bal c social and health care evacua on plan project strengthens social and health care service’s preparedness and response to severe disrup ons in the Nordic-Bal c Region in par cularly developing strategic plan and enhancing opera onal evacua on planning of certain defined pa ent and client groups. The aim is to meet the needs of vulnerable popula on groups, social and health care pa ent and client groups, that need to be evacuated from one country to another in the Nordic and Bal c Regions. The project will increase resilience, fosters collabora on and enhance shared understanding of the risk landscape and level of preparedness between the Nordic countries, Greenland, Faroe Islands, Åland and Estonia, Latvia and Lithuania. In addi on, the project strengthens comprehensive security and total defence as well as general whole of government approaches in the region. Finland and Sweden co-chair the two year long project. The Nordic Health Preparedness Group under the Nordic Council of Ministers, the Svalbard group, cons tutes the steering group. The project will co-operate and link to ongoing other sectors’ projects in the regions such as the Nordic Wellfare Center led social care preparedness planning project implemented during the Danish presidency in 2026. The target group of the project is Nordic and Bal c social and health care authori es in the na onal level. Other sector authori es as well as for example regional and local social and health care authori es will benefit of the project as the con nuum of preparedness planning involves all levels of socie es. The end beneficiaries of the project are the vulnerable social and health care pa ents and clients who benefit of be er preparedness and resilience of the social and health care services in each of the par cipa ng country. 3 / 19 2 Policy Area Objec ves, Expected Results and Indicators for 2025-2030 2.1 Which Sector does the project belong to? Health and Social Affairs 2.2 Which sector goal does the project support? - MR-S 1 2.3 Which sector subgoals does the project - MR-S 1.3 support? 2.4 Are there any addi onal intersectoral - MR-SAM 3.1 subgoals? 4 / 19 2.1 MR-SAM 3.1, Outcome 1 Describe project outcome Regional Nordic-Bal c resilience increased Describe the outcome indicator A strategic Nordic-Bal c evacua on plan developed Unit for measuring Baseline (star ng point) Quan ty 0 Verifica on (how is it intended to be Target (goal of the project) approved/measured) 1 Repor ng Output 1 Describe project output Drawing a opera onal plan of pa ent and client evacua ons across the borders in the Nordic and Bal c Countries Describe the output indicator Opera onal plan agreed on Unit for measuring Baseline (star ng point) Quan ty 0 Verifica on (how is it intended to be Target (goal of the project) approved/measured) 1 Repor ng 5 / 19 2.2 MR-S 1.3, Outcome 1 Describe project outcome Increased resilience of vulnerable persons Describe the outcome indicator Vulnerable groups iden fied and a preparedness plan drawn for cross border evacua on Unit for measuring Baseline (star ng point) Quan ty 0 Verifica on (how is it intended to be Target (goal of the project) approved/measured) 1 Repor ng Output 1 Describe project output Defining and jus fica on of social and health care pa ent and client groups to be focused on in the evacua on planning Describe the output indicator Groups iden fied Unit for measuring Baseline (star ng point) Quan ty 0 Verifica on (how is it intended to be Target (goal of the project) approved/measured) 2 Repor ng 6 / 19 2.2 MR-S 1.3, Outcome 2 Describe project outcome Local, sub-na onal and na onal cross border preparedness and resilience increased Describe the outcome indicator Cross border opera onal plans developed Unit for measuring Baseline (star ng point) Quan ty 0 Verifica on (how is it intended to be Target (goal of the project) approved/measured) 1 Repor ng Output 1 Describe project output Drawing opera onal plans of pa ent and client evacua ons across the borders in the Nordic and Bal c Countries Describe the output indicator Opera onal plan(s) and Standard Opera ng Procedures developed Unit for measuring Baseline (star ng point) Quan ty 0 Verifica on (how is it intended to be Target (goal of the project) approved/measured) 1 Repor ng 7 / 19 3 Project Ac vi es 3.1 List of Project Ac vi es Number Descrip on of ac vity Expected start date Expected end date 1 Mapping status of social and health care evacua on planning in each Nordic 04/01/2026 09/30/2026 Bal c Country 2 Mapping of exis ng evacua on mechanisms and the scenarios when these 04/01/2026 05/31/2026 mechanisms can be used 3 Survey and a report of experiences of recep on of pa ents and clients from 08/01/2026 12/31/2026 Ukraine to each Nordic and Bal c country 4 Choosing a scenario / scenarios to frame the project work 04/15/2026 06/30/2026 5 Legal framework for evacua on and needs for amendments to the exis ng 05/01/2026 11/15/2026 legisla on in each country 6 Mapping exis ng Nordic and Bal c procedures to send and receive pa ents 04/01/2026 08/31/2026 and clients in each Nordic and Bal c country 7 Defining and jus fica on of social and health care pa ent and client groups 11/01/2026 03/31/2027 to be focused on in the evacua on planning 8 Conduc ng two exercises to iden fy cri cal ques ons of evacua ons 09/01/2026 06/30/2027 9 Drawing a strategic plan of pa ent and client evacua ons across the borders 01/01/2027 12/31/2027 in the Nordic ad Bal c Countries 8 / 19 Number Descrip on of ac vity Expected start date Expected end date 10 Drawing opera onal plans of pa ent and client evacua ons across the 01/01/2027 01/15/2028 borders in the Nordic and Bal c Countries 9 / 19 4 Risk Analysis 4.1 Provide a risk analysis on each output from sec on 2. Mi ga on ac on is required if high probability. Number Descrip on Probability of risk Possible consequence Mi ga on ac on Related output 1 Some of the Nordic or Medium No background Drawing a opera onal Bal c Countries or the informa on from all of plan of pa ent and client autonomus areas the countries / areas evacua ons across the representa ves not borders in the Nordic reached / do not join the and Bal c Countries project 2 Relevant scenario not Low Difficul es in drawing Local, sub-na onal and released to the project the preparedness plans na onal cross border group or not agreed on preparedness and resilience increased 3 Par cipa on of the Medium Cri cal gaps in the All of the outputs countries too low in the evacua on planning not exercises iden fied 4 HR risks – no Medium Delays in project All the outputs con nua on in the implementa on project management 5 Need for concrete cross Low Delay in project All the outputs border evacua on implementa on actualizes during the project period 6 Medium 10 / 19 Number Descrip on Probability of risk Possible consequence Mi ga on ac on Related output No link to other Overlapping work, the Drawing a opera onal evacua on planning plans not fullyl informed plan of pa ent and client projects of other plans evacua ons across the borders in the Nordic and Bal c Countries 7 Lacking legal analysis Low The plans developed not All the outputs fully informed of the legal basis 11 / 19 5 Nordic Advantage and Nordic Par cipa on 5.1 Describe how the project contributes to Nordic value The Nordic countries are strong in their health preparedness collabora on. The Svalbard Group have taken several ini a ves to improve Nordic health preparedness in prac ce. However, there s ll is much to improve. The effects of disrup ve situa ons and excep onal circumstances are o en par cularly strongly directed at persons in a vulnerable posi on, which can further strengthen exclusion and inequality. The preven on and reduc on of social exclusion and inequality is necessary to ensure the stability and security of society. In excep onal and severe situa ons there can be a need to evacuate certain social and healthcare pa ents and or client groups. The Nordic and Bal c countries do not have common strategy nor an opera onal plan or plans to meet these ques ons. Effec ve crisis management requires close coordina on in the region to ensure seamless and efficient opera ons beyond the Nordic countries. This coopera on is par cularly crucial for poten al cross border social and health care issues where also the Bal c countries are involved in. By working together in the region we’ll enhance response to crisis as well as the overall resilience of our socie es. 5.2 Which Nordic countries are involved in the Danmark, Finland, Island, Norge, Sverige, project? Færøerne, Grønland, Åland 5.3 Which non-Nordic countries are involved in Estland, Letland, Litauen the project, if any? 5.4 If other was chosen, please specify which country. 5.5 Which cross-sectoral perspec ves are Children and young people, Sustainable mainstreamed in the implementa on of the development, Gender equality project? 5.6 Please specify how your project contributes/ Vulnerable children and youth will be considered do not contribute to Children and young people as possible groups to be involved in the evacua on plans. 5.7 Please specify how your project contributes/ The project places a strong emphasis on the social do not contribute to Sustainable development sustainability dimension, as the planning considers not only the evacua on of vulnerable groups , but also the needs of their next of kin. Preparedness planning contributes to mi ga ng the effects of climate change. 12 / 19 5.8 Please specify how your project contributes/ The project’s end beneficiaries include the most do not contribute to Gender equality vulnerable groups, irrespec ve of gender. Gender equality is ac vely promoted throughout the project, both in the recruitment process and in its implementa on, ensuring equal opportuni es for par cipa on and influence across all aspects of the project 5.9 The project's relevance to the Nordic Council A Socially Sustainable Nordic Region of Ministers' overarching strategies: specify which of the Vision 2030's strategic priori es the project contributes to 5.10 Specify how the project contributes to the selected strategic priori es The project con butes to a socially sustainable society as the end beneficiaries are the most vulnerable groups of our socie es. Members of the public feel safer and are more resilient to serious disrup ons if our social and health care services are well prepared for crises. The project enhances high trust in our services, and good health for all, balancing individual well-being with environmental protec on for future genera ons, focusing on strong ins tu ons, and resilient communi es against threats. 13 / 19 6 Budget Details 6.1 Overall Budget Number Category NCM Financing Other Financing Total Financing Comment (DKK) (DKK) (DKK) 1 Direct Costs 3.836.592 0 3.836.592 1.1 Salaries 2.689.200 0 2.689.200 1.1.1 Salaries 2.151.360 0 2.151.360 Two full me project managers. One in Finland and one in Sweden 1.1.2 Social security costs 537.840 0 537.840 Social security costs of the project managers 1.2 Travel Expenses 388.440 0 388.440 1.2.1 Travel expenses 388.440 0 388.440 Project managers travel costs, face to face mee ngs (partly confiden al informa on gathered). 1.3 Living Expenses 29.880 0 29.880 1.3.1 Mee ngs' catering 29.880 0 29.880 Catering costs of 18 mee ngs 1.4 Mee ng Expenses 131.472 0 131.472 1.4.1 Workshops 102.339 0 102.339 6 workshops, 30 par cipants in each 14 / 19 Number Category NCM Financing Other Financing Total Financing Comment (DKK) (DKK) (DKK) 1.4.2 Exercises 29.133 0 29.133 Two exercises 50 par cipants in each 1.5 Other Expenses 597.600 0 597.600 1.5.1 Legal services 597.600 0 597.600 Legal services, service purchase. 2 Communica on 44.820 0 44.820 2.1 Project communica on 44.820 0 44.820 Informa on leaflets, workshop material, transla on etc. 4 Unforeseen Expenses 272.087 0 272.087 4.1 Unforeseen Expenses 272.087 0 272.087 5 Total Project Costs 4.153.499 0 4.153.499 9 Total 4.153.499 0 4.153.499 15 / 19 7 Administra ve Details and Contact Informa on 7.1 Project Title Nordic-Bal c social and health care evacua on plan project (103508) 7.2 Administra ve Body: Name Ministry of Social Affairs and Health 7.3 Administra ve Body: Address Meritullinkatu 8 7.4 Postal Code of Administra ve Body 00023 7.5 City of Administra ve Body Helsinki 7.6/7.7 Administra ve Body: Country Finland 7.8 Administra ve Body: Civil reg. no./ Corporate 0244685-8 reg.no. 7.9 Administra ve Body: Type Public 7.10 Administra ve Body: Descrip on The Ministry of Social Affairs and Health is part of the Finnish Government. It is in charge of the planning, guidance and implementa on of health and social policy 7.11 Signatory of contract: Name Taneli Puumalainen 7.12 Signatory of contract: Phone number +358295163280 7.13 Signatory of contract: E-mail taneli.puumalainen@gov.fi 16 / 19 7.14 Project Manager: Name Merja Rapeli 7.15 Project Manager: Phone number +358504522962 7.16 Project Manager: E-mail merja.rapeli@gov.fi 7.17 E-mail of Accoun ng Department stm li imi@gov.fi 7.18 Re-Applica on No 17 / 19 8 Bank Details 8.1 Country of bank account Finland 8.2 Account Owner Ministry of Social Affairs and Health 8.3 IBAN FI5880001300044451 8.4 SWIFT DABAFIHH 18 / 19 9 Audit Informa on 9.1 Is your organisa on audited by a Nordic Yes na onal Audit Office? 19 / 19 Saatja: "Info - SOM" <[email protected]> Saaja: "Info - SOM" <[email protected]> Teema: FW: Invitation to participate in the Nordic-Baltic Social and Health Care Evacuation Plan Project Kuupäev: 2026-04-10 09:33 From: Halme Yrjö-Pekka (STM) <[email protected] <mailto:[email protected]> > Sent: Friday, April 10, 2026 11:47 AM To: Agne Nettan-Sepp - SOM <[email protected] <mailto:[email protected]> >; [email protected] <mailto:[email protected]> ; <mailto:[email protected]> [email protected]; [email protected] <mailto:[email protected]> ; [email protected] <mailto:[email protected]> Cc: Magnusson, Victor <[email protected] <mailto:[email protected]> >; Mäkinen Mia (STM) <[email protected] <mailto:[email protected]> >; [email protected] <mailto:[email protected]> ; <mailto:[email protected]> [email protected] Subject: Invitation to participate in the Nordic-Baltic Social and Health Care Evacuation Plan Project Tähelepanu! Tegemist on välisvõrgust saabunud kirjaga. Tundmatu saatja korral palume linke ja faile mitte avada. Dear recipient, The Svalbard Group, through the project lead in the Ministry of Social Affairs and Health of Finland and the National Board of Health and Welfare in Sweden, hereby invites the Republics of Estonia, Latvia and Lithuania to participate in the Nordic–Baltic Social and Health Care Evacuation Plan Project. Please find attached the invitation letter and the project description. We remain at your disposal for any questions you may have and look forward to a fruitful cooperation. Respectfully, Yrjö-Pekka Halme Senior Specialist [email protected] <mailto:[email protected]> +358 2951 63219 +358 50 4702687 MINISTRY OF SOCIAL AFFAIRS AND HEALTH of Finland PO BOX 33 (Meritullinkatu 8, Helsinki) 00023 Government, Finland @MSAH_News stm.fi