Project Agreement
1. Contracting parties and project information
Contracting party Point of contact
Swedish Food Agency Name: Erika Frenning, secretary for NMF
Box 622 Tel: 46 18-17 44 16
751 26 Uppsala
E-mail:
[email protected]
Sweden
Ministry of Social Affairs of Estonia Name: Ramon Nahkur
Public Health Department E-mail:
[email protected]
Suur-Ameerika 1
101 22 Tallin
Estonia
Hereinafter, jointly or individually, referred to as ”Parties” or ”Party”.
Project Information
Official name: Workshop on advancing risk-based surveillance of drinking-water
quality: exchange of experience and capacity building
(Nordic/Baltic network on water and health)
Form: Conference
Project schedule: 24.04.24 – 26.04.24
Project leader: Ramon Nahkur
Description of project and expected The project is described in the Project application (appendix to this
results: Agreement).
2. Roles of the Parties and subject of the Agreement
The Swedish Food Agency provides chairmanship and secretarial functions for the Nordic Council of
ministers Working Group for Food Safety and Consumer Information (NMF) and is responsible for the
administration of NMF project funding.
The Ministry of Social Affairs of Estonia is responsible for arranging and leading the project Nordic/Baltic
network on water and health, which is funded by NMF.
The purpose of this Agreement is to agree on the financing and reporting with regard to the project
Nordic/Baltic network on water and health.
3. Nordic Council of Ministers’ conditions for project funding
Projects that are granted funding must meet the Nordic Council of Ministers’ conditions, which are (i)
connection with the Nordic Council of Ministers’ strategic platforms, (ii) inclusion of three Nordic countries
in the project and (iii) projects must help to add Nordic value (https://norden.org/en/information/how-
apply-funding-nordic-council-ministers). The Parties conclude that the project fulfils these conditions.
4. Funding
Total amount 200 000 DKK
Additional information
Payment 100 % is paid to The Ministry of Social Affairs of
Estonia after both Parties have signed this
Agreement and account information for payment
has been provided.
Purpose of use The funding is exclusively for payment of expenses
for arranging the mentioned project. Overheads
and internal administrative costs of The Ministry of
Social Affairs of Estonia are not covered by the
funding. No additional funds will be granted should
expenses exceed the total amount above.
Unused funds Any funds not required for payment of expenses for
the project must be returned to NMF/Swedish Food
Authority by 30th September 2024.
5. Reporting, accounting and auditing
The Ministry of Social Affairs of Estonia shall submit a final project report and financial report to
NMF/Swedish Food Agency by 30th September 2024. The project funds must be included in the ordinary
audit of The Ministry of Social Affairs of Estonia. The Ministry of Social Affairs of Estonia must keep all
relevant financial information on the project, including accounting records, at least five years following the
completion of the project.
6. Intellectual property rights and publication
Issues regarding intellectual property rights and publication of material, results and reports from the project
are outside the scope of this Agreement, as any such issue shall be resolved in accordance with the
applicable policy and rules of the Nordic Council of Ministers.
7. Entry into force and term of the Agreement
This Agreement enters into force when signed by both Parties and remains in force until complete fulfilment
of all obligations under the Agreement.
8. Jurisdiction and dispute resolution
This Agreement is governed by Swedish law excluding its provisions on conflict/choice of law.
The Parties shall seek to resolve any disputes in connection to this Agreement by negotiation. Any dispute
that cannot be solved by negotiation shall be submitted to the District Court of Uppsala.
9. Signatures
There are two identical copies of this Agreement, one for each Party.
The Parties undertake to ensure that the persons who have signed this Agreement have received
representative authority from their respective organization.
Swedish Food Agency
______________________________
Clarification: Maria Florin
Position: Head of unit
Date and Place:
Ministry of Social Affairs of Estonia
______________________________
Clarification: Maarjo Mändmaa
Position: Secretary General
Date and Place:
Appendix
Project description “Workshop on advancing risk-based surveillance of drinking-water quality: exchange of
experience and capacity building”.
PROJECT DESCRIPTION (version 0.8 2021nov08)
NB. Please read the instructions and relevant background material before entering the project description. The
instructions and links to background material are at the end of this document.
BASIC PROGRAMME DATA (TO BE FILLED OUT BY THE NORDICCOUNCIL OF MINISTERS’ SECRETARIAT)
DINA ref. no.
Budgetheading(s)
U4 ref no.
Prof. advisor
BASIC PROJECT DATA
1. Project title Workshop on advancing risk-based surveillance of drinking-water quality: exchange
of experience and capacity building
2. Organisation Ministry of Social Affairs (MoSA), Estonia, with support of the WHO Regional Office
for Europe (WHO/Europe)
3. Contract signatory Name: Maarjo Mändmaa Tel.: +372 5550 5619
E-mail:
[email protected]
4. Project manager Name: Ramon Nahkur Tel.: +3725047199
E-mail:
[email protected]
5. Start date 01-01-2024
6. End date 26-04-2024
7. Total project budget (DKK) 200.000 NB. It is compulsory to attach a Council of Ministers’ budget form to the
project description
8. Amount applied for (DKK) 200.000
9. Resubmission Yes: No:
10. Scandinavian summary
11. English summary Aim of the project is to hold an expert level workshop on advancing risk-based
surveillance of drinking-water quality, for the purpose of exchanging of experience
and capacity building. The meeting is planned for maximum of 30-50 participants
from the Nordic and Baltic regions together with WHO experts. The meeting will be
hosted by the Ministry of Social Affairs of Estonia and will take place in the premises
of the ministry on 24-26.04.24.
A: PROGRAMME OBJECTIVE/PURPOSE
12. What is the background to the project? The UNECE-WHO/Europe Protocol on Water and Health is a legal treaty
for the WHO European Region that aims to protect human health and well-being through sustainable water
management and by preventing and controlling water-related diseases. Several Nordic-Baltic countries are
Parties to the Protocol (Estonia, Finland, Latvia, Lithuania, Norway). The Protocol's programme of work for
the period 2023-2025 aims to support countries establishing effective national regulations and standards for
drinking-water quality and the application of risk-based approaches in surveillance, in accordance with the
WHO Guidelines for Drinking-water Quality and the (new) requirements of the recast 2020 EU Drinking Water
Directive (DWD). To this end, the Protocol's work programme stipulates to conduct subregional national
capacity-building and networking events to support exchange of country experiences and promote best
practices and the adoption of risk-based surveillance approaches in regulations and practice. With his
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PROJECT DESCRIPTION (version 0.8 2021nov08)
backdrop, the proposed project intends to support the organization of the first subregional workshop
focussing on Nordic-Baltic countries. Under the Protocol on Water and Health, Norway has been co-leading
the work on water quality and disease surveillance; Estonia has been proposing a subregional exchnage on
the subject matter to support implementation of both the Protocol's and EU DWD's provisions.
13. What overall problem does the project help to solve? Outbreaks of waterborne diseases are a common
phenomenon in the Nordic-Baltic region, resulting in largely preventable adverse health outcomes and
coming with economic costs. This situation underlines the need for improving/maintaining safely managed
water supply services, as well as public health surveillance systems that verify the safety of drinking-water
and collect reliable data to inform investments and decision-making in the water and health sectors. Several
countries in the Nordic-Baltic region are currently transitioning to adopt risk-based approaches in drinking-
water quality management and surveillance. Risk-based approaches in drinking-water management are
internationally recognized as the most efective means in ensuring the continious supply of safe drinking-
water. Such approach is also supported by the new requirements of the EU DWD. National approaches taken
in adopting a risk-based approach by the water sector and by health surveillance agencies vary and depend on
a country's institutional and governance setup.
In order to advance the adoption of risk-based approaches at the national level, the project/workshop aims to
identify effective solutions and best practices for maintaining risk-based drinking water quality surveillance
systems that are feasible within the available resources (institutional, human, financial) while maximising the
protection of public health. With this, the project/workshop will strengthen peer-to-peer networking among
public health institutions in Nordic-Baltic countries that are mandated with drinking-water quality
surveillance, and foster information exchange and mutual advice. In doing so, the workshop supports the
implementation of the work programme of the Protocol on Water and Health and of the EU DWD.
14. How does the project contribute to the Nordic Council of Ministers’ Vision 2030, the strategic priorities and the 12
vision goals for 2021-2024? Safeguarding drinking-water supply services and quality is an essential pillar of
achieving good, equal and secure health and welfare for all (goal/focus area 9). The provision of essential
services, such as drinking-water supply, is a cornerstone of health prevention and well-being, and effective
government surveillance functions are imperative to achieve this goal. The project/workshop fosters
knowledge exchnage among Nordic-Baltic countries towards to this end and therefore strengthens
approaches and efforts on how to safeguard the provision of quality drinking-water. By promoting exchange
and networking among Nordic-Baltic countries, the project/workshop also supports goal/focus area 5 through
contributing to international co-operation on the environment and climate - both of which presenting key
determinants of drinking-water safety that require risk amangement and surveillance attaention.
15. What similar projects are being implemented under the auspice of the Nordic Council of Ministers? We are not
aware of similar projects.
B: SUSTAINABILITY, EQUALITY, CHILDREN AND YOUNG PEOPLE
16. How does the project contribute to Agenda 2030 and the 17 sustainable development goals? SDG target 6.1
requires countries to provide access to safe and equitable drinking-water for all in all settings. The risk-based
water safety plan (WSP) approach, recommended by the WHO Guidelines for Drinking-water Quality, is the
internationally recognized public health benchmark for the delivery of safe drinking-water. This approach
also entails the establishment of risk-based approaches to surveillance in order to safeguard the safety of
drinking-water and therebty meeting SDG target 6.1. The fullfillment of target 6.1 is also an enabler to attain
several other SDGs, including SDG1 on poverty reduction, SDG3 on good health and well-being, SDG4 on
quality education, SDG5 on gender equality and SDG11 on sustainable citues and communities, among
others.
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PROJECT DESCRIPTION (version 0.8 2021nov08)
17. How does the project contribute to improving equality between men and women? Access to safe drinking-water
is a human right. All genders must have equal access to safe drinking-water. Effective surveillance safeguards
drinking-water quality and thereby contributed to health settings and living conditions for all in all settings.
18. How does the project contribute to improving children and young people’s rights and living conditions? How will
children and/or young people be involved/participate in the project? Children’s access to safe drinking-water is a
right, not a privilege. Efforts in improving and safeguarding the quality of drinking-water available at home,
in schools and other settings where children and young people live, play, learn and interact , is an important
pillar in protecting their health and well-being. The availability of safe drinking-water and effective
surveillance systems increase trust in consuming water from public supplies. This reduces the risk of children
and young people using sugar-sweetened beverages, for example.
While there is no direct participation of children and young people in statutory drinking-water surveillance,
we intend to invite delegate/s of the European Environment and Health Youth Coalition (and/or another
youth organization) to involve them in sharing their ideas on how drinking-water quality surveillance can be
improved in key settings (e.g. schools).
C: OBJECTIVES AND SUCCESS CRITERIAS
19. What are the project’s overall goals? The workshop is to (1) identify good practices and effective solutions
among Nordic-Baltic countries in governing and implementing risk-based surveillance approaches to ensure
the provision of safe drining-water; (2) promote approaches and tools recommended by the WHO Guidelines
for Drinking-water Quality and the Protocol on Water and Health; and (3) offer a platform for peer-to-peer
networking among health and regulatory authoroities in Nordic-Baltic countries mandated with drinking-
water surveillance.
20. Describe the project milestones? Respond by completing Table 1
21. What are the project’s success criterias? Respond by completing Table 2
Table 1: Description of project milestones
Description
Milestone 1 Convene a two-day "Workshop on advancing risk-based surveillance of drinking-water quality" in Tallinn,
Estonia, from 24 to 26 april 2024.
Milestone 2 Release of a synthesis report of the workshop's findings and recommendations for presentation at the
governing bodies of the Protocol on Water and Health.
Milestone 3
Table 2: Description of the project’s success criteria, data and assumptions/prerequisites
Success criteria Data and, if appropriate, method Assumptions/prerequisites
of verification
Milestone 1 Broad attendance by relevant Number of attendees from each Interest by all countries. Timely
authorities of Nordic-Baltic country invitations to be sent.
countries
Milestone 2 Broad circulation of the Number of networks/addressees
synthesis report among Nordic- reached out to and report shared
Baltic countries and in the with
Protocol on Water and Health
community
Milestone 3
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PROJECT DESCRIPTION (version 0.8 2021nov08)
D: DELIVERABLES AND ACTIVITIES
22. Which expected deliverables (end products and services) and activities must be delivered/completed for the project
milestones to be reached, and when? Respond by completing Table 3
23. What quality requirements are there on the expected outcomes/deliverables and who is responsible for quality
assurance? Either respond in this box or complete Table 4. Delete Table 4 if it is not needed.
Table 3: Deliverables and activities
No. Milestone Description of deliverables and activities Date of delivery
1. 1 Description of the scope and purpose of the workshop and provisional 23 February 2024
programme
2. 1 Implementation of two-day workshop 24 April -26 April
2024
3. 2 Final synthesis report of the workshop, edited and published according to 15 July 2024
WHO rules and procedures
(Add the number of rows needed in the table)
Table 4: Quality
No. Quality requirements on delivery Quality controller
1. Quality assurance according to WHO rules and procedures WHO/Europe
2. Close coordination in the steering group on the workshop programming and close Steering group
liaison with participating delegates regarding their expected inputs to be most
informative to the workshop's objectives
3. Quality assurance according to WHO rules and procedures WHO/Europe
4.
…
(Add the number of rows needed in the table)
E: COMMUNICATION
24. Who are the project’s 3–5 key stakeholders? Respond by completing Table 5.
25. What are the project’s key messages and how should they be communicated to stakeholders/target groups?
Respond by completing Table 6.
26. How has civil society and other interested parties been involved in the project? Civil society has only a marginal role
in the management and surveillance of drinking-water quality. Therefore, we do not plan engaging civil society
in the project/workshop.
Table 5: Stakeholders
Priority Stakeholder Attitude to project Implications for the project,
(e.g. interest, fear, resistance) any initiatives to
address/involvement
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PROJECT DESCRIPTION (version 0.8 2021nov08)
1. Public health and regulatory Strong interest in setting up and maintaining Workshop will be targeted
authorities mandated with effective surveillance systems according their needs
drinking-water surveillance
2. Water service providers Strong interest in maintaining effective and Workshop outcomes will
trustful cooperation with health surveillance support building joint
authorities understanding on risk-based
surveillance
(Add the number of rows needed in the table)
Table 6: Key messages
Stakeholder/target Key message Media Effect Person/entity responsible
group
Nos. 1 and 2 Uptake of risk-based water quality N.A. The messages, together with the
above management and surveillance ensures outcomes of the workshop, will be
the delivery of safe drinking-water for communicated to professional
all stakeholders collaborating under the
Protocol on Water and Health and
through the WHO/Europe website
(Add the number of rows needed in the table)
F: NORDIC PARTICIPATION AND ORGANISATION
27. Describe the Nordic participation/Nordic partners here and use a minimum of 3 crosses in table 7. If you cross the
box for other countries, indicate which country/countries are involved. See Table 7
28. How is the project organised? Either respond by completing Table 8 or attach an organisational chart that includes
an explanation and brief description of roles played. Delete Table 8 if it is not needed.
29. How to organize cross-sectoral cooperation? Coorperation across health, environment and water sectors are
essential in ensuring safe drinking-water supply. Representatives of the water and/or environment sector will be
invited to the workshop to address the water resource management/protection aspect in risk-based
management and survceillance of water supply.
Table 7: Participating countries (minimum three Nordic countries, alternatively t wo Nordic countries + min. 1 non-
Nordic country)
Denmark (DK) The Faroe Islands (FO) Russia (RU)
Finland (FI) Greenland (GL) Estonia (EE)
Iceland (IS) Sweden (SE) Latvia (LV)
Norway (NO) Åland (AX) Lithuania (LT)
Other Country/countries:
Table 8: Project organisation
Role Name and (if Organisation Country
appropriate) title
Decision level Project owner Ramon Nahkur Ministry of Social Affairs Estonia
(host country) (MoSA)
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PROJECT DESCRIPTION (version 0.8 2021nov08)
Steering group Oliver Schmoll WHO Regional Office for N.A.
(supporting workshop Europe, European Centre
programming and for Environment and Health
implementation) Kjetil Tveitan Ministry of Health and Care Norway
Services
Susanne Hyllestad Norwegian Institute of Norway
Public Health
Implementation Workshop participants Public health and Public health and regulatory Countries indicated
level environmental authorities mandated with in Table 7
health officers drinking-water surveillance
(Add the number of rows needed in the table)
G: RISK ASSESSMENT
30. What are the main risks in terms of the project’s implementation and expected outcomes? Respond by completing
Table 9.
Tabel 9: Risks
Risk Probability Possible impact Preventative measures
(Low/medium/high) (only if probability is high)
Lack of interest/participation by Limited representation by country/ies
Low
invited countries/institutions and/or other stakeholders
(Add the number of rows needed in the table)
H: REPORTING, COMPLETION AND EVALUATION
31. How and how often should reports be submitted about progress and outcomes, e.g. to a steering group, the
programme manager, the Nordic Council of Ministers’ Secretariat, etc.? One final synthesis report of the
workshop outcomes will be delivered at the end of the project.
32. How will the project be phased out? Describe here the project’s exit strategy, including how the outcomes and
experiences are expected to be used after the programme ends. An exit strategy will not be required as this is a
one-off workshop. The workshop outcomes and recommendations shall nbe used by participating countries
to inform their surveillance systems.
33. How will the project be organised? See Table 8
I: APPENDICES
34. List the attached appendices in Table 10.
Tabel 10: List of appendices
No. Name of appendix
1 Budget form (compulsory)
2
3
…
(Add the number of rows needed in the table)
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PROJECT DESCRIPTION (version 0.8 2021nov08)
Instructions for completing the form
NB. The project description must be max. 15 pages (excluding these instructions). Submit the completed project description
to the Nordic Council of Ministers’ Secretariat by e-mail or by post to: The Nordic Council of Ministers’ Secretariat, Ved
Stranden 18, DK-1061 Copenhagen K, Denmark
01. Insert the name of the project in Scandinavian and English
02. Under this point, name the body responsible for administering the grant from the Nordic Council of Ministers.
The following information is compulsory:
o Name of organisation/institution
o Address of organisation/institution
o National company number or personal registration number
The lead institution is responsible for the technical and administrative aspects of the project, which must be run
in accordance with national regulations and the conditions set out in the contract with the Nordic Council of
Ministers.
03. Insert name, e-mail and tel. no. of the individual who will sign the contract with the Nordic Council of Ministers.
04. Insert the project manager’s name, e-mail and tel. no.
05. State the proposed start date for the project (DD/MM/YYYY)
06. State the proposed completion date for the project (DD/MM/YYYY)
07. Enter the total budget (DKK) for the project. NB. It is compulsory to submit a Nordic Council of Ministers ’ budget
form along with the project description.
08. Insert the amount (DKK) applied for/expected to be received from the Nordic Council of Ministers. NB. It is
compulsory to submit a Nordic Council of Ministers’ budget form along with the project description.
09. Indicate with a cross whether or not this is a resubmission of a previous application. (NB this only applies if your
application has previously been rejected). If you are applying for the continuation of a previously funded project,
you must submit a new project description. These cases are considered new applications rather than
resubmissions. Do not complete this box if the Nordic Council of Ministers commissioned the project description.
10. Write a brief summary of the project, i.e. a brief description of its objectives, milestones, target a udience and
main deliverables/activities, max. 800 characters (about 10 lines). The information will be kept in the Nordic
Council of Ministers’ project database, which is publicly accessible via the Nordic Council of Ministers ’ website.
Try to describe your project in such a way that conveys exactly what you want members of the public to know
about your work. Readers must be able to ascertain what the project is about, in which
country/countries/region(s) the project will be implemented and the partners in volved. Include specific,
quantifiable information as far as possible.
11. Write a project description in English, as per the instructions under point 10.
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PROJECT DESCRIPTION (version 0.8 2021nov08)
12. Describe the background to the project, including:
o What/who initiated it? What makes it interesting? What makes it politically relevant?
o Have you conducted a feasibility study or other specific research in advance of the project (e.g. market
research, target-group analysis, gender analysis, meetings with relevant stakeholders, etc.)?
o Who took part in the planning, and what role have the project’s stakeholders/partners played in the
preparatory phase?
o Does the project build on previous activities or projects? If yes, what experiences/evaluations are
applicable to this project?
o If resubmitting, what initiatives or studies have you conducted as a result of the rejection of the
previously submitted application?
13. Describe the overall problem that you expect the project to help to solve in the long term, and the underlying
causes of this problem. Prioritise and describe the underlying problems that this project will seek to ameliorate
and why. This prioritisation should be based on the Nordic Council of Ministers’ vision statement, and on one or
more of the strategic goals set forth in the horizontal strategies, sector-specific programmes for co-operation
and/or the programme for the Presidency of the Nordic Council of Ministers. You may choose to insert a
problem-analysis diagram in this section, or attach one to your project description.
14. Describe how the project contributes to the vision that the Nordic region will become the world's most
sustainable and integrated region in the world, through one or more of the 12 vision goals and the strategic
priorities 2021-2024 in Our Vision 2030. For inspiration and guidance, see Action Plan 2021-24 The Nordic region
as the world's most sustainable and integrated region, cf. reference on page 10.
15. Describe, as briefly as possible, whether the Nordic Council of Ministers is currently funding any other initiatives
that address themes, political problems, etc., similar to those covered by this project – and if so, your plans for
knowledge sharing/co-operation. If no such similar initiatives exist, briefly describe how you have investigated
and confirmed this.
16. Describe the project’s contribution to Agenda 2030 and the 17 UN Sustainable Development Goals (including
relevant milestones). Conduct an evaluation that accounts for the way(s) in which the project will ensure
economic, environmental and social sustainability. For inspiration and guidance, see the Agenda 2030 final
document and the Nordic Council of Ministers’ sustainability portal GRO (see reference on page 10). The
sustainability perspective must not be addressed solely under point 16, but must also be incorporated into your
thinking about the project description as a whole, especially in points 19–32. If the sustainability perspective is
not considered relevant to the project, briefly explain why.
17. Describe how the project contributes to improving equality between men and women. Describe how the project
addresses girls and boys and women and men as both target groups and stakeholders. For inspiration and
guidance, please refer to the Nordic Council of Ministers’ Co-operation Programme for Gender Equality. The
gender equality perspective must not be addressed solely under point 17, but must also be incorporated into
your thinking about the project description as a whole, especially in points 19–32. If the gender equality
perspective is not considered relevant to the project, briefly explain why.
18. Describe how the project helps strengthen children and young people’s rights and improve their living
conditions, as well as how and to what extent children and young people will be included/participate in the
project. Think about which children and young people will be covered or not covered by the project, e.g. boys
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PROJECT DESCRIPTION (version 0.8 2021nov08)
and girls or children with disabilities. For inspiration and guidance, see the publications Do Rights! and Are You
Wearing the Right Glasses? (see page 10). The children’s and young people’s perspective must not be addressed
solely under point 18, but must also be incorporated into your thinking about the project description as a whole,
especially in points 19–32. If the gender equality perspective is not considered relevant to the project, briefly
explain why.
19. State the overall objective to which the project wishes to contribute (max. 2–3 lines). NB. A distinction is made
between the project’s overall objective (i.e. the wider objective to which the project contributes but which
cannot feasibly be achieved within the project period), and the specific milestones that the project is actually
expected to achieve. The overall goal must reflect the overall problem identified in the problem analysis (point
14). This prioritisation should be based on the Nordic Council of Ministers ’ vision statement, its strategic
horizontal strategies, sector-specific programmes for co-operation and/or the programme for the Presidency of
the Nordic Council of Ministers.
20. Unlike the overall objective, the project milestones specify the outcomes achieved within the project period – in
other words, the changes that will be delivered if the project is a success. Projects must have a maximum of
three milestones. It is an advantage, but not a requirement, that you use the SMART method to quality -assure
them.
21. Specify the success criteria for the project milestones, the data used to confirm/verify the success criteria (and, if
appropriate, the methodology), as well as the underlying conditions/prerequisites necessary for successful
implementation of the project.
The success criteria are quantifiable criteria used to assess whether the project has achieved its stated
objectives. They can also be used to monitor whether the project is progressing as planned. The success criteria
must specify the minimum that needs to be achieved at a given time for the project to be deemed to have
achieved its stated objectives. The criteria can be used to measure the degree of the project ’s immediate or
long-term success, but success criteria are usually only stipulated for the project milestones (immediate), rather
than the overall objective (long-term).
Often, multiple success criteria need to be stipulated for each objective. To be suitable both for monitoring
progress and for post-evaluation of a project, the success criteria must, as far as possible, be quality-assured
using the SMART method. Ideally, it should be possible to detail the five questions: when (time), who (target
audience), where (place), what happened (quality), how much happened (quantity). You must also stipula te the
sources/data that will be used to verify whether the milestones have been reached, and the
assumptions/prerequisites necessary before this can take place. The success criteria for project milestones may
be more qualitative than quantitative, i.e. built on conversations, visits and surveys, rather than numbers and
statistics.
22. Describe the project deliverables based on the milestones (remember, max. 3) and the activities that need to be
undertaken to deliver them – use bullet points to list the activities if you want. Describe the content of each
deliverable in brief, in the form of, e.g. a report, study, video, conference or similar. Describe in brief the
activities that will facilitate delivery, e.g. any necessary planning or any meetings that may be required. Enter the
dates for each deliverable. Attach an overall plan for the project milestones (if appropriate).
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PROJECT DESCRIPTION (version 0.8 2021nov08)
23. Describe the quality requirements for the project deliverables, and who is responsible for ensuring that they
meet the agreed standards.
24. You must conduct a stakeholder analysis to identify the project’s stakeholders. Stakeholders are defined as
individuals, groups, associations, etc., who either exert influence on or are influenced by the project, e.g.
councils of ministers, committees of senior officials, national representatives, working groups, expert groups,
staff groups and the general public. Prioritise and describe the 3–5 most important stakeholders in table x.
Explain the stakeholders’ importance to the project and how you envisage that they will be involved, including
an assessment of stakeholder support and any opposition, as well as strengths and weaknesses in relation to the
implementation of the project. You may wish to draw up a separate stakeholder analysis and attach it as an
appendix.
25. Using the form below, describe the project’s key messages and how they will be communicated. Who is the
stakeholder/target group? What message do you seek to communicate? Which media will be used? What is the
expected impact of the communication? Who is responsible for initiating and following up on the
communication? For example, this might include information about the content of the project, or about
communicating the project outcomes to stakeholders and others. Please feel free to adapt the form if there are
other areas of major interest to your project. You may wish to draw up a separate communication plan and
attach it as an appendix.
26. Describe how civil society and other stakeholders have been involved in the project? For inspiration and
guidance, see the publications “Guiding principles for cooperation with civil society”, see the list of background
material.
27. To ensure that the project is motivated by the Nordic countries’ national needs, and that the outcomes remain
relevant after the end of the project, it is important that the project enjoys support at national level, and that you
are able to document this support. This includes listing the partners behind the project, who they will work with,
and who will be involved in running the project and following up on the outcomes. At least three Nordic
countries must be involved (Sweden, Finland, Norway, Denmark, Iceland, the Faroe Islands, Greenland and
Åland). Alternatively, grants are also available to projects involving two Nordic countries and one ot her country.
28. Either complete Table 8 or insert an organisational diagram based on the descriptions of roles below. You may
attach a CV or a list of achievements by the project manager and staff.
o The project owner has overall responsibility for the project achieving its objectives and the expected
outcomes being realised. Typically, the project owner will also chair the steering group.
o The steering group and project owner are responsible for the day-to-day running of the project within
the strategic, organisational and financial framework set by the grant from the Nordic Council of
Ministers. As a rule, the steering group consists of max. 10 people, including the project manager.
o Reference groups can help to ensure a more effective decision-making process in the steering group
and that decisions are made on the best possible basis. A reference group is able to draw on a broader
range of human resources than a steering group, which helps the relevant individuals take ownership of
and assure the quality of the basis for making decisions on which the project manager operates.
o The project manager is responsible for the day-to-day running and monitoring of the project within the
steering group’s parameters for the timetable, budget, scope and quality. Multiple individuals cannot
share the role of project manager.
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PROJECT DESCRIPTION (version 0.8 2021nov08)
o For large projects, the implementation level usually consists of a number of project participants, who
can be divided into several groups working on the actual delivery of the agreed deliverables and
activities.
29. Describe how the cross-sectoral co-operation is organized by informing, involving and entering into partnerships
across the Council of Ministers and the Nordic institutions. The aim is to achieve a broader level of expertise and
security for better quality and efficiency in the work through a higher degree of cross-sectoral cooperation.
30. Please submit a risk analysis of factors that may stop the project achieving its objective. Risks are defined as
external factors that can prevent the project from reaching its milestones or significantly delay implementation,
e.g. reactions from stakeholders, dependence on particular individuals, equipment or other projects. In this
context, please describe what you will do to prevent these circumstances from arising, or describe the steps that
will be taken to reduce their impact. For example, if the stated assumptions/prerequisites (Table 2) turn out not
to be the case, or if other conditions change, how will you ensure that the project is adjusted accordingly?
31. Describe in brief the reporting requirements for the project in relation to information on progress and outcomes.
For example, it may be a requirement that the project reports back to the programme management, the steering
group, the Nordic Council of Ministers, etc. Describe, as far as possible, the type of reports required, as well as
their purpose, frequency and recipients.
32. Briefly describe the project’s exit strategy, i.e. how it is expected that the project will be phased out or
continued. For example, describe how the project might be able to continue without funding from the Nordic
Council of Ministers, including how the outcomes/lessons learned will be collated and used in the future. If
appropriate, stipulate who will be responsible for collating this information and for the work going forward.
33. In this section, you must describe how you expect the project to be evaluated – both during and after
implementation – including how the experience and knowledge gained during the project process will be use d
and/or communicated after the project ends.
34. Make a list of the attached appendices, e.g. a problem analysis diagram, objectives diagram, milestones plan,
stakeholder analysis, communication plan, project manager’s CV, etc. You must complete the Nordic Council of
Ministers’ budget form and attach it to the project description. Applications that do not fulfil this requirement
will not be considered.
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PROJECT DESCRIPTION (version 0.8 2021nov08)
Useful tools for drawing up the project description
The Nordic Council of Ministers’ sustainability portal GRO: http://gro.norden.org/
Final document for Agenda 2030: “Transforming our world: The 2030 Agenda for Sustainable Development”
https://sustainabledevelopment.un.org/content/documents/21252030%20Agenda%20for%20Sustainable%20Development
%20web.pdf
Are You Wearing the Right Glasses?: A guide to integrating a child rights and youth perspective in the work of the Nordic
Council of Ministers: http://norden.diva-portal.org/smash/record.jsf?pid=diva2%3A933516&dswid=3863
Do Rights!: Nordic perspectives on child and youth participation: http://norden.diva-
portal.org/smash/record.jsf?pid=diva2%3A930511&dswid=3863
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Total budget
NB! Read the instructions before completing the budget form. The budget must be in DKK and must be attached as an appendix to the project description.
Text may be entered in the grey fields.
Add rows as needed – but make sure the codes in the spreadsheet still work properly.
DINA case number (to be completed by the Nordic Council of Ministers):
Project title: Workshop on advancing risk-based surveillance of drinking-water quality: exchange of experience and capacity building
Date the budget form was completed:
Nordic Council of
Ministers’ funding Self-funding Total financing
Total amount (DKK) Total amount (DKK) Total amount (DKK)
1. Project implementation 180 000 - 180 000
1.1 Fees to experts, etc., salaries to project staff -
1.2 Travel expenses 30 000 30 000
1.3 Subsistence expenses -
1.4 Meeting expenses 100 000 100 000
1.5 Other expenses 50 000 50 000
2. Communication (print, layout, website, etc.) - - -
2.1 Information about the project, e.g. for stakeholders, target audience, etc. -
2.2 Communication of results (publications etc.) -
2.3 Other expenses -
3. External evaluation (only if relevant, see instructions) - - -
3.1 Fees for consultancies/agencies -
3.2 Misc. expenses -
4. Contingencies (min. 6%, max. 10% of budget lines 1–3) 20 000 - 20 000
4.1 Unforeseen expenses 20 000 20 000
5. Total project costs 200 000 - 200 000
6. Auditing (only if relevant, see instructions) - - -
6.1 Auditing -
7. Subtotal 200 000 - 200 000
8. Overheads (only in special cases, see instructions) - - -
8.1 Overheads -
9. Total 200 000 - 200 000
Budget notes
No. Description (no. refers to no. in the budget line)
E.g. 1.4.1 E.g. 10 meetings (kick-off, training, workshop) with food and drink x DKK 3,000 per meeting = 30,000
You may insert rows to make room for additional notes. If the text does not fit in the row, adjust the row height manually or automatically using the Format menu (under “Home”)
Budget overview
Nordic Council of
Ministers’ funding Self-funding Total financing
Costs Total amount
1. Project implementation 180000 0 180000
2. Communication 0 0 0
3. External evaluation 0 0 0
4. Contingencies 20000 0 20000
5. Total project costs 200000 0 200000
6. Auditing (only if relevant, see instructions) 0 0 0
7. Subtotal 200000 0 200000
8. Overheads 0 0 0
Total (DKK) 200000 0 200000