[ Programme name] Concept Note [EEA and Norwegian Financial Mechanisms 20 21 – 20 28 ] Document date: [DD / MM / YYYY] Version n umber : [ XX ] Basic information Programme name : [ Insert text ] Programme objective ( s ) : [Insert text, as s tated in the MoU ] Programme g rant: Total : € [insert amount] EEA Grants : € [insert amount] Norway Grants : € [insert amount] Programme co-financing : € [insert amount] Programme Operator: [ Insert n ame of institution] Donor Programme Partner ( s ) : [ Insert n ame s of institution s – lead DPP firs t , if applicable ] Other Programme Partner ( s ) : [ Insert n ame s of institution s ] International Partner Organi s ation ( s ) : [Insert names of institutions] Programme area(s): [Insert text, as stated in the MoU] S pecific concerns : [Insert text, as stated in the MoU] Programme rationale Briefly describe the programme rationale , referencing nation al and EU priorities and policies where relevant . D escribe how this programme is expected to contribute to these priorities and how this programme will contribute to reducing social and economic disparities . Maximum 500 words. [Insert text] Values and principles Briefly describe how the programme will protect and promote the values and principles identified in Article 1.3 of the Regulation and the Blue Book , including gender equality . Maximum 500 words. [Insert text] Conditions and specific concerns Describe how conditions and/or specific concerns from the Memorandum of Understanding will be integrated in the development planning and implementation of the programme a nd whether this programme will include projects related to challenges experienced as a result of the invasion of Ukraine ; Maximum 500 words. [Insert text] [Programme Area] [Programme Area g rant a llocation] Outcome 1 : [ insert outcome statement ] Issues to be addressed Briefly describe how the ou tcome contributes to the Programme Area Objective. Describe the main issues that will be addressed under this outcome . Maximum 300 words . [Insert text] Approach Describe each modalit y and the proposed approach to address the issues identified under this outcome. Include mention of how you will work with the target group(s). Describe the main risks and assumptions that may affect implementation of this outcome . Maximum 600 words . Call 1.1 [Insert text] PDP 1 [Insert text] Risk identification : [Text r isk one ] [Text r isk two etc. ] Expected results Describe the main results the programme expects to achieve under this outcome , and for which target group(s). Expected results are the actual changes expected under this outcome . Maximum 300 words [Insert text] Outcome 2 : [ insert outcome statement ] Repeat the heading structure of Outcome 1 Outcome 3 : [ insert outcome statement ] Repeat the heading structure of Outcome 1 Bilateral cooperation Describe h ow the programme will contribute to strengthening bilateral cooperation with the D onor S tate(s ) . Maximum 450 words . Bilateral f und s Describe the main priorities for the bilateral funds in the programme. [Insert text] Donor Programme Par tner (s) For programmes with one or more Donor Programme Partner (s) , describe their role (s) , how they will contribute to achieving the programme results, and their role in project selection processes. [Insert text] D onor project partners Describe how bilateral cooperation will be addressed through partnerships with donor project partners at the project level. [Insert text] Cooperation with international organisations Describe how international organisations will contribute to achieving the programme results, and their role in project selection processes , if applicable. I nclude the division of roles between the DPPs and IPOs, if applicable . Maximum 150 words [Insert text ] Modalities Provide the following details for each modality . Modality Planned amount (€)* Project grant rate (%) Minimum and maximum project grant amount ( € ) Indicative launch date and duration of call Eligible applicants / Proposed Project Promoter for PDP Eligible partners /Proposed partners for PDPs Outcome 1 Call 1.1 [Insert amount] [Insert rate] [ Min € – Max € ] [Insert text] [Insert text] Call 1.2 [Insert amount] [Insert rate] [Min € – Max € ] [Insert text] [Insert text] PDP 1.1 [Insert amount] [Insert rate] [€ Grant amount] N/A [Insert text] [Insert text] Outcome 2 Call 2.1 [Insert amount] [Insert rate] [Min € – Max € ] [Insert text] [Insert text] Call 2.2 [Insert amount] [Insert rate] [Min € – Max € ] [Insert text] [Insert text] PDP 2.1 [Insert amount] [Insert rate] [€ Grant amount] N /A [Insert text] [Insert text] * Including national co-financing. * R ounded-up amounts, where possible. Budget Budget heading EEA Grants Norway Grants Total grant Programme grant rate Programme eligible expenditure PM Programme management € € € X% € PAX Outcome 1 € € € X% € PAX Outcome 2 € € € X% € PAX Outcome 3 € € € X% € Bilateral funds € € € N/A € Total € € € X% € Results framework Please fill the Results Framework below to reflect the expected results of the programme Indicator Disaggregation Unit of measurement Data sources Baseline Planned Target Programme a rea and programme area objective: [statement] Outcome 1: [statement] [Indicator] [Type] [Unit] [Source] # # [Indicator] [Type] [Unit] [Source] # # Output 1.1: [statement] [Indicator] [Type] [Unit] [Source] # # [Indicator] [Type] [Unit] [Source] # # Output 1.2: [statement] [Indicator] [Type] [Unit] [Source] # # [Indicator] [Type] [Unit] [Source] # # (If applicable) Programme area 2 and programme area objective: [statement] Outcome 2: [statement] [Indicator] [Type] [Unit] [Source] # # [Indicator] [Type] [Unit] [Source] # # Output 2.1: [statement] [Indicator] [Type] [Unit] [Source] # # [Indicator] [Type] [Unit] [Source] # # Bilateral outcome: [statement] [Bilateral indicator] [Type] [Unit] [Source] # # [Bilateral indicator] [Type] [Unit] [Source] # # Annex 1 - Pre - defined projects [ Project Title] Project Promoter: [Project promoter] Project p artner(s): [Project partners, if relevant] Donor project partner(s): [Donor project partners, if relevant] Total maximum eligible project cost: € Project grant rate: 0% Project grant amount*: € Estimated duration: X months What issues does the project aim to address? (maximum 300 words) [Insert text] What activities does the project intend to do, and for which target groups? (maximum 300 words) [Insert text] What results does the project aim to achieve, and for which target groups? (maximum 300 words) [Insert text] Provide a brief background on the Project Promoter and project partners (maximum 300 words) [Insert text] Explain why this project should be pre-defined or insert explanation from the MoU if relevant (maximum 300 words) [Insert text]
Docusign Envelope ID: E14411F1-D035-4D2A-91C9-A8DE237AE4F0
To the National Focal Points
Brussels, 9 April 2025
Subject: Templates and tools for programme development for the EEA and
Norway Grants FM 2021-28
Dear National Focal Points,
Please find enclosed the Concept Note template as well as the templates for the two annexes to the
Programme agreement that have now been approved by the Donor States.
The Financial Mechanism Office (FMO) looks forward to working together with you to facilitate an efficient
programme development process, as soon as the MOUs are signed.
Based on lessons learned from the previous period, and being mindful of the delays experienced in
starting the new Financial Mechanism, FMO is committed to simplifications and aims to assist you in
making the planning process as efficient as possible, to secure sufficient time for programme
implementation.
To facilitate collaboration between all the stakeholders of the EEA and Norway Grants and to support the
upcoming intensive work on Concept Note development, we are therefore introducing a new secure
online collaboration platform in SharePoint where the relevant Programme Operators, Donor Programme
Partners, International Partner Organisations and the Financial Mechanism Office can work together on
shared drafts of the Concept Note. The Donor State Embassies and the National Focal Points will have
read-only access to the platform to follow progress.
The aim is to make the drafting more efficient by allowing partners to work together in the same
document. In the platform, different versions of the document can be tracked and the partners can easily
see which draft is the latest one. While there is no obligation to use this platform, FMO has previous
experience with using such a tool for programme development, which proved to make the process more
efficient. The site can also be used to uploading draft documents for collaboration, and any background
documents they find useful to share with their partners as background (for example minutes or
presentations from meetings, etc.). You will have easy access to relevant document links for the
programme development, i.e., Protocol 38 d, Regulation(s), Blue Book, Memoranda of Understanding(s),
guidelines and templates
The secure platform will contain one page for each programme, where access will be granted following
two factor authentication only for the relevant partners. FMO will manage the access. The platform will
respect relevant IT security standards. The content is confidential to the parties with access to the
platform. Any users of the platform will have to accept to respect this confidentiality. We hope you will find
it useful and helpful in the hectic time ahead.
eeagrants.org EEA and Norway Grants
Financial Mechanism Office
EFTA House, Avenue des Arts 19H,
1000 Brussels, Belgium
Docusign Envelope ID: E14411F1-D035-4D2A-91C9-A8DE237AE4F0
Please note this platform aims to complement your work and not replace any internal procedures nor the
formal procedures under the EEA and Norway Grants. Final submission of the Concept Note will still be
the responsibility of the National Focal Point, through GrACE, for the assessment of the Donors.
Please do not hesitate to contact us at
[email protected] if you have any questions or queries regarding
the SharePoint site.
We will revert to you regarding further guidance documents and training proposals as soon as each MOU
enters into force.
Yours sincerely,
Ragna Fidjestol
Managing Director
Financial Mechanism Office
Attachments
Concept Note template
Programme agreement annexe I and II templates
2
Annex I to the Programme Agreement Roles Programme Operator: Donor Programme Partner (s) : IPO: Other Programme Partners(s): Indicator Disaggregation Unit of measurement Data sources Baseline Planned Target Programme area objective: [statement] Outcome 1: [statement] [Indicator] [Type] [Unit] [Source] # # [Indicator] [Type] [Unit] [Source] # # Output 1.1: [statement] [Indicator] [Type] [Unit] [Source] # # [Indicator] [Type] [Unit] [Source] # # Output 1.2: [statement] [Indicator] [Type] [Unit] [Source] # # [Indicator] [Type] [Unit] [Source] # # Programme area objective 2 (if applicable): [statement] Outcome 2: [statement] [Indicator] [Type] [Unit] [Source] # # [Indicator] [Type] [Unit] [Source] # # Output 2.1: [statement] [Indicator] [Type] [Unit] [Source] # # [Indicator] [Type] [Unit] [Source] # # Bilateral outcome: [statement] [Bilateral indicator] [Type] [Unit] [Source] # # [Bilateral indicator] [Type] [Unit] [Source] # # Conditions General Pre-eligibility Pre-payment Pre-completion Post-completion Eligibility of costs - period First date End date Eligibility of costs dd/mm/ yyyy dd/mm/ yyyy Grant rate and co-financing Programme eligible expenditure (€) Programme grant rate (%) Maximum amount of Programme grant - EEA Financial Mechanism (€) Maximum amount of Programme grant - Norwegian Financial Mechanism (€) Maximum amount of Programme grant - Total (€) Maximum eligible costs (€) and Advance payment amount (€) PA Budget heading EEA Grants Norway Grants Total grant Programme grant rate Programme co-financing Programme eligible expenditure Advance payment PM Programme management € € € % € € € PA2 Outcome 1 € € € % € € € PA4 Outcome 2 € € € % € € € PA4 Outcome 3 € € € % € € € Bilateral f unds € € € N/A N/A € € Total € € € % € € Retention of management costs Retention of management costs - percentage of the management costs % Retention of management costs - planned Euro value €
EEA Financial Mechanism 20 21 - 2028 No rwegian Financial Mechanism 2021 - 2028 Operational rules (Annex II) ( template ) Note on the use of this document : This document provides the template for the operational rules (Annex II to the P rogramme A greement ). The final document for each programme will be drafted by the FMO , in consultation with the P rogramme O perator and the N ational F ocal P oint , based on this template and the information provided by the P rogramme O perator in the C oncept N ote and otherwise as requested . The template is mainly intended as guidance and does not necessarily restrict the content of the operation al rules which can be tailor ed to suit the needs of each programme . The different sections/headings however are encoded in Grace and cannot be changed. The content of the operational rules should be limited to what is necessary and relevant for the obligations of the parties in the context of a particular programme . 1. Programme summary [ Standard Text: This Annex sets out the operational rules for the programme. The P rogramme A greement is based on the MoUs, the C oncept N ote, and comments made by the FMC. Commitments, statements and guarantees, explicit as well as implicit, made in the C oncept N ote, are binding for the National Focal Point and the Programme Operator unless otherwise explicitly stipulated in the annexes to this P rogramme A greement. ] 2 . Selection of projects 2 . 1 C alls and availability of funds (including number of calls, duration of calls, and estimated size): Call PA Outcome Total available amount Maximum / minimum grant applied for Grant rate Estimated launch date / duration 1 PA name/number € € / € Up to x % Launch [quarter] [year] Open x months 2 PA name/number € € / € Up to x % Launch [quarter] [year] Open x months [ Standard Text: The project grant rate shall in all cases be set at a level that complies with the State Aid rules in force and takes into account any and all other forms of public support granted to projects. Any remaining costs of the project shall be provided or obtained by the Project Promoter. ] 2.2 Eligible applicants and project partners : Call Eligible project promoters Eligible project partners 1 As per Article 7.2 of the Regulation As per Article 7.2 of the Regulation 2 Public entities, Civil Society Organisations SMEs 2 . 3 Selection procedures: 3. Pre-defined projects Project title Project Promoter Project partners Donor project partners Total maximum eligible costs Project grant rate Maximum grant amount Estimated duration in months Description: Free text 4 . Bilateral relations Programme m anageme nt and financial parameters 5 . 1 Special rules on e ligibility of costs: 5 . 2 Programme administrative structures : Miscellaneous