Patient Advocacy Toolkit: Defining A Project

Whether creating a communication strategy or organising a press conference, these steps will help you to get started

Defining the project

  • Decide on a project name, date of completion and project leader         
  • Background: summary of the need (back up with facts and figures), vision, aims, objectives, deadlines
  • Aims: what you wish to achieve     
  • Strategy: how you plan to achieve the objectives defined before (methods, scope, partners, etc)     
  • Outcomes: deliverables expected at the end of the project 
  • Stakeholders: who you will work with and how, what their role will be
  • Critical issues for success: list them and explain how you will manage and measure them
  • Team: who is working on the project, their contact details, roles and responsibilities?    
  • Budget forecast: resources needed to reach your aim
  • Funding: sources of income
  • Timeline: start and end of project, end of the project important milestones

Outline for a report

  • A good project is nothing without a good report. No matter how significant your achievements, if you do not write a clear report of your work (and communicate it), your stakeholders will not get a good grip of what you have done. This may in turn affect credibility and future funding.
  • It is essential to understand that the report will be read by a number of people, many of whom will not be familiar with the project that the report describes. Stakeholders can't guess what you have not included in the report.
  • Abstract: summary of your work (must be comprehensible to someone who does not know your project)
  • Background (scope, setting the scene)
  • Objectives – what, why
  • Methods - how
  • Who did what – stakeholders' roles
  • Results
  • Deliverables (measurable objectives): Have they been attained? How? How did you measure them?
  • Dissemination – how will you communicate your results (Scientific paper, White Paper, Press Release, Meeting, Consensus Document, etc)
  • Budget and funding report
  • Conclusion: (similar to abstract, but the reader has now read the report. Take home/key messages)
  • Next steps
  • For more information contact: (name, email, number, website...)

European projects

The EU provides funding and grants for a broad range of projects and programmes covering many areas, including education and health. Funding is managed according to strict rules to ensure that there is tight control over how funds are used and that funds are spent in a transparent, accountable manner.

EU funding is complex, since there are many different types of programmes managed by different bodies. Over 76% of the EU budget is managed by member countries. This includes the structural funds – which finance regional policy, social and training programmes, as well as agriculture (including support for farmers).

Two main types of funding:

  • Grants for specific projects, usually following a public announcement known as a 'call for proposals'.  Part of the funding comes from the EU, part from other sources.
  • Public contracts to buy services, goods or works to ensure the operations of EU institutions or programmes. Contracts are awarded through calls for tenders (public procurement) and cover a range of areas: studies, technical assistance and training, consultancy, conference organisation, IT equipment purchases, etc.

As a group, the 28 EU Commissioners have the ultimate political responsibility for ensuring that EU funds are spent properly. But because most EU funding is managed at country level, national governments are responsible for conducting checks and annual audits.

Non-governmental and civil society organisations may be eligible for funding, provided they are active in EU policy areas on a non-profit basis.

Download the complete Rare Cancers Europe Patient Advocacy Toolkit