EL elanikkonnakaitsemehhanismi toetuskiri mürgistusteabe andmebaas

Call: [UCPM-2024-TRACK1] — [Technical Assistance for Disaster Risk Management (“Track 1”) ]

EU Grants: Application form (UCPM Prevention and Preparedness): V2.0 – 01.06.2022

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IMPORTANT NOTICE

What is the Application Form?

The Application Form is the template for EU grants applications; it must be submitted via the EU Fun ding & Ten ders Portal before the call deadline.

The Form consists of 2 parts:.

• Part A contains structured administrative information

• Part B is a narrative technical description of the project.

Part A is generated by the IT system. It is based on the information which you enter into the Portal Submission System screens.

Part B needs to be uploaded as PDF (+ annexes) in the Submission System. The templates to use are available there.

How to prepare and submit it?

The Application Form must be prepared by the consortium and submitted by a representative. Once submitted, you will receive a confirmation.

Character and page limits:

• page limit normally 60 pages (unless otherwise provided in the Call document)

• supporting documents can be provided as an annex and do not count towards the page limit

• minimum font size — Arial 10 points

• page size: A4

• margins (top, bottom, left and right): at least 15 mm (not including headers & footers).

Please abide by the formatting rules. They are NOT a target! Keep your text as concise as possible. Do not use hyperlinks to show information that is an essential part of your application.

If you attempt to upload an application that exceeds the specified limit, you will receive an automatic warning asking

you to shorten and re-upload your application. For applications that are not shortened, the excess pages will be mad e invisible and thus disregarded by the evaluators.

Please do NOT delete any instructions in the document. The overall page limit has been raised to ensure equal treatment of all applicants.

This document is tagged. Be careful not to delete the tags; they are needed for the processing.

Call: [UCPM-2024-TRACK1] — [Technical Assistance for Disaster Risk Management (“Track 1”) ]

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TECHNICAL DESCRIPTION (PART B)

COVER PAGE

Part B of the Application Form must be downloaded from the Portal Submission System, completed and then assembled and re-uploaded as PDF in the system. Page 1 with the grey IMPORTANT NOTICE box should be deleted before

uploading.

Note: Please read carefully the conditions set out in the Call document (for open calls: published on the Portal). Pay

particular attention to the award criteria; they explain how the application will be evaluated.

PROJECT

Project name: Desktop application for Estonian Poison Information Centre’s database

Project acronym: UCPM-2024-Track1

Coordinator contact: Riho Rokk, Terviseamet/Health Board/HB

TABLE OF CONTENTS

ADMINISTRATIVE FORMS (PART A)............................................... TÕRGE! JÄRJEHOIDJAT POLE MÄÄRATLETUD. TECHNICAL DESCRIPTION (PART B) ............................................................................................................................ 2

COVER PAGE................................................................................................................................................................ 2 PROJECT SUMMARY ................................................................................................................................................... 3 1. RELEVANCE ............................................................................................................................................................. 3

1.1 Background and general objectives ...................................................................................................................... 3 1.2 Needs analysis and specific objectives ................................................................................................................. 4 1.3 Complementarity with other actions and innovation — Geographic focus — European added value — Impact on non-EU countries ........................................................................................................................................................ 7

2. QUALITY.................................................................................................................................................................... 7 2.1 Concept and methodology .................................................................................................................................... 7 2.2 Consortium set-up................................................................................................................................................. 8 2.3 Project teams, staff and experts............................................................................................................................ 8 2.4 Consortium management and decision-making .................................................................................................... 9 2.5 Project management, quality assurance and monitoring and evaluation strategy ............................................... 10 2.6 Cost effectiveness and financial management .................................................................................................... 10 2.7 Risk management ............................................................................................................................................... 10

3. IMPACT.................................................................................................................................................................... 11 3.1 Impact and ambition............................................................................................................................................ 11 3.2 Communication, dissemination and visibility ....................................................................................................... 12 3.3 Sustainability and continuation............................................................................................................................ 12

4. WORKPLAN, WORK PACKAGES, ACTIVITIES, RESOURCES AND TIMING ...................................................... 14 4.1 Work plan............................................................................................................................................................ 14 4.2 Work packages, activities, resources and timing................................................................................................. 14

Work Package 1 ................................................................................................................................................. 16 Work Package 2 ................................................................................................................................................. 20 Subcontracting .................................................................................................................................................. 22 Equipment .......................................................................................................................................................... 22 Timetable ........................................................................................................................................................... 23

5. OTHER ..................................................................................................................................................................... 25

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5.1 Ethics .................................................................................................................................................................. 25 5.2 Security ............................................................................................................................................................... 25

6. DECLARATIONS ..................................................................................................................................................... 25 ANNEXES ....................................................................................................................................................................... 26

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PROJECT SUMMARY

Project summary

See Abstract (Application Form Part A).

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1. RELEVANCE

1.1 Background and general objectives

Background and general objectives

Describe the background and rationale of the project and how the project is relevant to the general objective s of the call and to the UCPM and/or its Participating States.

How does the project address the more general objectives and themes & priorities of the call? What is the projec t’s contribution?

This project is a continuation of the past development of a poison information centre database (MUTAKO) and it aims to develop a desktop application which is not dependable on access to the Internet, thus enhancing technical capacity for preparing, implementing, monitoring,

evaluating and improving strategic disaster prevention and preparedness activities .

The continuation of the past project is important for Estonia Health Board because not all of the set targets were met in the previous project. At the moment MUTAKO database is only

accessible via Internet connection, available as a cloud service. Of f line usage of the database is essential for counselling of emergency medical personnel, emergency medical departments, Emergency Response Centre medics in major accidents, including war

situations, when chemical weapons or other substances causing poiso ning are used.

A secondary need is to receive reports in any crisis of poisoning cases that come to the Poison Helpline emergency number for advice. So there is need for monitoring and report ing

poisoning incidents during times when there is no connection to the web (i.e. cyberattacks,

attacks on IT inf rastructure, war situation or other disasters).

The need for a local database has appeared during national crisis exercise (“Jääkaru”) when

it was established that the f irst attack would be on IT inf rastructure leaving us helpless managing poisoning incidents. Local database is essential for responsiveness of our health system. Also is a key factor for our capability to support civil protection and fulf illing our

responsibilities to the public.

MUTAKO is a database which contains two types of invaluable information. Firstly, it is the only database in the country which contains detailed information about every poisonous

hazard and treatment instructions for very vast selection of poisoning sources (over 1400 treatment cards at the moment). It is an everyday tool for our clinical consultants and crucial for giving appropriate instructions to the poisoning victims. which is worked on and advised by

the only clinical toxicology expert group in Estonia. Counselling for poisoned victims, ambulances, hospitals, rescue teams etc. is only available f rom the Poison Information

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Centre. It is vital to have access in every situation, including when there is no Internet service

available because the matter of life and death could be just in minutes.

1.2 Needs analysis and specific objectives

[OPTION by default (all except Full-scale exercises):

Needs analysis and specific objectives

Describe how the objectives of the project are based on a sound needs analysis in line with the specific objectives of the call. What issue/challenge/gap does the project aim to address? What is the ex-ante situation the project is aiming to improve? Please provide evidence/data and explain how the needs for the action were identified and assessed.

Elaborate how the end-users are involved in the formulation of the proposal and how the project aims to address the end-users’ needs.

The objectives should be clear, measureable, realistic and achievable within the duration of the project.

The main objectives of this project are to ensure vitally important services in the country, a poisoning information hotline and access to a database of poisoning cases, poisons, and treatment instructions in a situation where cloud services are no longer available due to a

malfunction or malicious attack.

More generally to support the implementation of the Disaster Resilience Goals, enhance risk awareness and preparedness of the population and to facilitate public access to disaster risk

information and generate evidence and knowledge for improved practice in disaster risk management by enhancing national poison-hazard disaster loss database. Furthermore, f rom the gathered data it would be possible to carry out studies and assessments required to

develop policies, legislation, and measures for improved disaster risk management.

This project is aimed to allow users to access the database without connection to the Internet in case of dif ferent extreme scenarios. At the moment the database is not usable without

connection to the web and our clinical staf f can’t access poisoning treatment information or

record any data.

The needs for this action were identif ied during a nation-wide exercise “Jääkaru” when

participants imitated an attack on the IT inf rastructure and it was clear that all cloud-based databases were disabled leaving our staf f without the means to give assistance to poisoning

victims which could lead to loss of life if not acted promptly .

This project would grant end-users access to the tools needed to help the public in any

situation regardless of availability to connect to the Internet. Furthermore, desktop application

would allow to be as mobile as needed and give help in the location of a poisonous disaster.

The objective of this project is to continue to enhance MUTAKO database and develop it to a

complete product and a tool helping us in fulf illing our responsibilities to the public.

Outcome(s), output(s) and indicators

Outcome(s)

What is/are the expected outcome(s)? Where the Call document includes the list of possible outcomes, indicate up to

two outcomes taken from the list, related to the specific objective you have chosen.

Explain how the outcomes generated by the project will contribute to achieving the specific objective.

Strengthened national disaster risk management f ramework - a desktop interface of the

database is created, which works on every clinical toxicology expert's portable computer, regardless of the presence of Internet. Therefore, we replace the so-called cloud service with a computer-hosted base in accordance with the change in risk analyses of the country's

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security situation. This ensures the availability of 24/7 poisoning information, despite the possible interruption of data communication, and for the population and, healthcare workers,

solvers of major accidents.

Increased evidence-based public risk awareness and population preparedness – f rom the

gathered data we will make evidence-based announcements and warn and educate the

public, medical staf f , first responders etc.

Strengthened national disaster risk assessment capabilities – f rom the gathered data we can indicate trends of poisoning sources. Improved multi-hazard disaster loss data – we can

gather and analyse data without the Internet and in every environment.

All of these outcomes would help us to make progress in the implementation of the Disaster

Resilience Goals.

Output(s)

Explain how the activities and outputs of the project will result in the outcome(s) indicated above.

As a result of the so far cross-national exercises in the f ield of information technology, it has

been shown that the current main direction - to create accommodation for the state's

databases in the cloud - is not sustainable in a crisis and war situation.

The new solution being created will allow the state's unique database of poisoning cases

(ef fects of poisonous substances and treatment of poisoning) to remain operational even in a situation where the state's data communication is broken. We create a computerized solution for all clinical toxicology experts as an always available database. This allows you to continue

working in advising emergency teams, hospitals, rescuers without interruption. The database

is vital for rapid medical intervention in any poisoning crisis.

Indicators

For each outcome and output, define appropriate indicators for measuring the progress of achievement, baseline value and target value, how it will be monitored, etc.

Proposed indicators should be clear, measureable, realistic and achievable within the duration of the project.

The National Poison Information Center's emergency hotline is a trusted provider of poisoning information among residents. Its use has increased rapidly and is used in all crisis situations to obtain information. The experience so far shows that 70% of people can help themselves in

case of poisoning with the instructions of the information line and do not need the services o f an ambulance or a hospital. This is especially important in major accidents, where hotline workers need to access a database (MÜTAKO with 1400 poisoning management

monographs) describing poisons to guide f irst responders and how to deal with major

accidents.

At the same time, consultations and information written on calling cards (so far gathered

39 000 call cards of dif ferent poisonings) produce valuable information for evaluating the resolution of a major event af ter the resolution of the crisis. Also, in the case of a longer cris is situation caused by poisoning, the collected data in the online database provides a quick

overview of the events af fecting people's health, the capacity of hospitals to deal with the victims. There are 1.3 million inhabitants in Estonia, whose ability to cope with an accident related to chemicals or poisoning depends on the operation of this information line and

database. All counselling is based on evidence-based information about the ef fects and

treatment methods of various poisons available in the country.

All of this is possible with our MUTAKO database which contains invaluable information about

poisoning risks, causes and treatment instructions which is important information for the Estonian crisis team in this major accident or in everyday work. At the moment this database is very vulnerable and dependant on the Internet. In the case of no access to the web our

victims could be lef t without appropriate help and even lead to loss of life.

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[OPTION for Full-scale exercises:

Needs analysis and specific objectives

Describe the context of the project (including your understanding of the relevant EU policies and to what extend this

project builds up on previous activities). Provide an analysis of the needs that will be addressed by this projec t. This analysis should be based on robust, relevant and reliable risk assessments, studies, lessons identified, lessons learnt and/or other sources so as to demonstrate the validity and relevance of the project. Avoid limiting the analysis to general statements and information.

Insert text

Objectives, description and scenario of the Full-scale exercise

Aim of the UCPM exercise project

Define the aim of the exercise project. Every exercise project should have one aim presented in one sentence or shorter paragraph. The aim needs to derive from ‘the context of the project, needs analysis and purpose’ desc r ibed just above. The aim should also correspond to the priorities defined in the Call document.

Insert text

Objectives of the UCPM exercise project

Define the objectives of the exercise project. The objectives together help achieving the aim. Each objective should be SMART (specific, measurable, achievable, realistic and time-related). The objectives should refer to the thematic

risk and vulnerabilities (often scenario-specific) as well as the capacities and capabilities identified during the needs analysis process.

Insert text

Minimum requirements of the full-scale exercise

Explain briefly how this project addresses the basic elements:

− Activation of the UCPM.

− EU Civil Protection Team. Size, composition and role of the EUCP Team in the exercise.

− Use of CECIS and other intended UCPM tools.

− Involvement of the national operational structures of the beneficiaries. Explain how they will be involved in the exercise.

− EU Host Nation Support Guidelines: Explain how it will be tested and implemented.

− EU Observers programme. Explain their role in the exercise (Note: They are not to be used as main evaluators)

Insert text

Exercise participants and assets

Describe the anticipated exercise participants and an estimated size of each group.

Describe the anticipated exercise participants from cross-border intervention that are deployed via the UCPM

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activation. Provide an estimated size of each group/team.

Outline other participants foreseen in the exercise (UN organisations, Commission, NGOs, public institutions).

Indicate whether this exercise is intended to be used for the certification of a module or a specific capacity (in the framework of the European Emergency Response Capacity).

Insert text

Scenario of the full-scale exercise

Provide a summary of the scenario, its relevance to fulfil the aim and objectives of the exercise project and justify the involvement of the anticipated exercise participants. Maps and diagrams can also be included.

Insert text

#@COM-PLE-CP@# ]

1.3 Complementarity with other actions and innovation — Geographic focus — European

added value — Impact on non-EU countries

Complementarity with other actions and innovation

Explain how the project builds on the results of past activities carried out in the field and describe its innovative

aspects. Explain how the activities are complementary to other activities carried out by other organisations.

This project would help us to build our poison-hazard database into an out-of -the-box product that hasn’t been developed yet. The product could help other poison centres in the EU

enhance their risk assessment and management strategies to the next level. The construction

of the database will be described in the national Code Center.

Geographic focus, European added value and impact on non-EU countries (if applicable)

Explain how this project addresses issues relevant for the UCPM as a whole and its interaction with its main interlocutors.

Illustrate the geographic focus, and European/trans-national dimension of the planned activities. Which countries will

directly and indirectly benefit from the project? Where are the activities anticipated to take place?

When eligible non-EU countries are involved: specify which countries are the primary beneficiaries of the project's results and describe their role. Why is the project important for those countries? How does it improve the Civil Protection and/or Marine Pollution instruments in these countries?

To what extent are the end-users from targeted countries involved in the proposed action?

Demonstrate the possibility to transfer and use the results of the projects in countries /regions and/or sec tors other than those of the grant beneficiaries.

Explain how the proposed action will contribute to strengthening cooperation and mutual trust between Participating

States or between Participating States/eligible countries and the Union Mechanism.

After completion of the project we could share our out-of -the-box product with other poison centres in the EU and they could start using the same sof tware in dealing with poisoning

incidents or disasters and therefore increase their public safety.

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2. QUALITY

2.1 Concept and methodology

Concept and methodology

Outline the approach and methodology underpinning the work packages and activities of the project, also in relation

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to the timeframe proposed. Explain why they are the most suitable for achieving the projec t’s objectives. This should provide the reader with an understanding of the logical structure of the project.

For Full-scale exercises: Include an organigram of the ‘project management organisation’ and an organigram of the ‘exercise conduct organisation’. The Technical Guide for UCPM full-scale exercises provides examples of these structures. It should be followed as closely as possible.

The project would be handled using a IT project management style with three dif ferent parties

working towards the same goal. Business side – will give input what functions will be needed . Project management – will facilitate between developers and business side and will be responsible for keeping the project on track. IT developers – will build the application

according to business side’s needs.

There will be two work packages running simultaneously.

The main WP is done by the IT development company and they are responsible for building

the application.

Second WP is project management which runs parallelly to manage the developing process

and contribute to smooth and optimal workf low.

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2.2 Consortium set-up

Consortium cooperation and division of roles (if applicable)

Describe the participants (Beneficiaries, Affiliated Entities and Associated Partners, if any) and explain how they will work together to implement the project. How will they bring together the necessary expertise? How will they complement each other?

In what way does each of the participants contribute to the project? Show that each has a valid role and adequate resources to fulfil that role.

Note: When building your consortium you should think of organisations that can help you reach objectives and solv e problems.

In the classical sense we do not have a consortium in place. The Health Board is small

organisation that uses Health and Welfare Information Systems Centre as a partner.

Health and Welfare Information Systems Centre (TEHIK) is a partner for Ministry of Soc ial

Af fairs (Health Board is part of that ministry) for our IT service development projects.

Our projects are routinely done in partnership and TEHIK has all the expertise to help and

contribute in IT development.

Health Board ’s Poisoning Information Centre is the benef iciary and TEHIK is the associated partner for our work. The work together will lead to developing the out-of -the-box application. Technical experts f rom TEHIK will work together with poisoning information centre’s experts

to implement the project. Third partner will be the development company that will win the

tender for our new sof tware development.

The work inside the Health Board is done by the poisoning centre’s team, the decision-

making is done by the Head of Poisoning Information Centre together with the Head of Health

Board.

The project manager for this project works for Health Boards Development department and

helps to make sure that the project goals align with Health Boards overall goals.

Communication with TEHIK is done via their project manager.

2.3 Project teams, staff and experts

Project teams and staff

Describe the project teams and how they will work together to implement the project.

List the staff included in the project budget (budget category A) by function/profile (e.g. project manager, senior

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expert/advisor/researcher, junior expert/advisor/researcher, trainers/teachers, technical personnel, administrative personnel etc. Use the same profiles as in the detailed budget table) Describe briefly their tasks. Provide CVs of all

key actors (if required).

We have three parties working towards the same goal - HB, TEHIK and developers. HB will give the business side insight, TEHIK will be responsible for facilitating between HB and

developers. Developers will be building the desktop application according to the needs of TA.

Name and function

Organisation Role/tasks/professional profile and expertise

Business side, HB’s Head of IT

development

HB Give insight and describe the needs of end-users. Keep track on the progress of the project. Communicate between

TEHIK, developers, end-users and HB’s board.

Project

management HB+TEHIK Two project managers, one f rom Health Board and one f rom

Welfare Information Systems Centre. Role is to facilitate

between HB’s board and developers. Keep track on the progress of the project. Give technical support to the

developers.

Developers Winners of

the tender

Responsible for building the desktop application according to

the needs given by HB and TEHIK.

Outside resources (subcontracting, seconded staff, etc)

If you do not have all skills/resources in-house, describe how you intend to get them (contributions of members, partner organisations, subcontracting, etc).

If there is subcontracting, please also complete the table in section 4.

We are planning to hire a company for the desktop application development. Hiring will be

done by tender where IT companies can apply.

This subcontracting in this project will be managed by: on the Health Board side the Head of IT development together with Health and Welfare Information Systems Centres project

manager. The main decision making person is the Head of Poisoning Information Centre.

Elaborate cooperation is done with the project manager of the hired development team.

2.4 Consortium management and decision-making

Consortium management and decision-making (if applicable)

Explain the management structures and decision-making mechanisms within the consortium. Describe how decisions will be taken and how permanent and effective communication will be ensured. Describe methods to ensure planning and control.

Note: The concept (including organisational structure and decision-making mechanisms) must be adapted to the

complexity and scale of the project.

The main decision making entity is the Head of Health Board ’s Poisoning Information Centre. All the work done in the scope of the project is planned and managed by Health Board.

TEHIK has a supporting role - helping with IT related decisions. Also the work to be done with the MUTAKO desktop application is in coordination with TEHIK. But the main decision-making is done by Health Board. Cooperating with the Head of Health Board and the Head of Health

Board’s Poisoning Information Centre. Health Board ’s development department’s help is also

used with managing and planning the project.

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2.5 Project management, quality assurance and monitoring and evaluation strategy

Project management, quality assurance and monitoring and evaluation strategy (n/a for Full-scale

exercises)

Describe the measures foreseen to ensure that the project implementation is of high quality and completed in time.

Describe the methods to ensure good quality, monitoring, planning and control.

Describe the evaluation methods and indicators (quantitative and qualitative) to monitor and verify the outreach and coverage of the activities and results (including a unit of measurement and baseline and target values). The

indicators proposed to measure progress should be relevant, realistic and measurable.

Project management is implemented as an extra work package.

PM will be monitoring the progress of the project and taking corrective actions where necessary. This is done by making sure that the reporting on the project is done in timely

manner and with quality standards. Also activating the project tasks at the foreseen times and making sure everybody is on the right track and ensuring that the deliverables are delivered at

the proper time.

Monitoring will be done via meetings and process reports. Developing results are measured by tickets completed in a sprint. We are planning to use Scrum methodology with 2 week

sprints.

Desktop application progress results are monitored by added features. All developments are

documented.

Evaluation is done by analysis of the project activities and ensuring on-time reporting. Also

ensuring that all targets are met and documented according to IT development standards. A

part of the evaluation strategy is the evaluation report that will be done as a part of WP2.

#§PRJ-MGT-PM§# #@FIN-MGT-FM@#

2.6 Cost effectiveness and financial management

Cost effectiveness and financial management (n/a for Full-scale exercises)

Describe the measures adopted to ensure that the proposed results and objectives will be achieved in the most cost - effective way.

Indicate the arrangements adopted for the financial management of the project and, in particular, how the financial resources will be allocated and managed within the consortium.

Do NOT compare and justify the costs of each work package, but summarize briefly why your budget is cost effective.

Cost ef fectiveness is mainly achieved by our countries inbuilt tender policy. That is prescribed by our national law (https://www.riigiteataja.ee/en/eli/505092017003/consolide). All big cost

have to go through public tender procedure to make sure of fair cost and availability to less known product providers. The purpose of our tender act is to ensure the transparent, practical and economic use of the contracting authority’s or the contracting entity’s funds, equal

treatment of persons, and ef fective use of competition in public procurement.

#§FIN-MGT-FM§# #@RSK-MGT-RM@#

2.7 Risk management

Critical risks and risk management strategy

Describe critical risks, uncertainties or difficulties related to the implementation of your project, and your measures/strategy for addressing them.

Indicate for each risk (in the description) the impact and the likelihood that the risk will materialise (high, medium, low), even after taking into account the mitigating measures.

Note: Uncertainties and unexpected events occur in all organisations, even if very well-run. The risk analysis will help you to predict issues that could delay or hinder project activities. A good risk management strategy is essential for

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good project management.

Risk No Description Work package No

Proposed risk-mitigation measures

1 Winning tenderer has under

estimated the volume of the

project

1 Adjusting the project

schedule by prioritising functionalities and user

stories

2 Starting development is delayed due to tender

problems

1 Enough buffer time is put in

the tender phase

3 Tender amount is

exceeding planned budget 1 Dividing the project into

several phases. Dropping less needed functionalities

or postponing them into the

next phases

4 The scope risk 1 Detailed analysis and

prioritising will be done before the implementation phase(s). Dedicated persons

will be appointed for each

party

5 Feedback from Business

Team (HB) is delayed or is

incomplete

1 Rules and deadlines have

been set in advance; Regular meetings with Business Team or their representative;

Planning buffer time within

the project schedule

6 Change of key team

members 1 Information is saved and

shared in agreed

environments; Meetings and decisions are created in memo formats and saved in

agreed environments

#§RSK-MGT-RM§# #§QUA-LIT-QL§# #@IMP-ACT-IA@#

3. IMPACT

3.1 Impact and ambition

Impact and ambition (n/a for Full-scale exercises)

Define the short, medium and long-term effects of the project.

Who are the target groups? How will the target groups benefit concretely from the project and what would change for them?

Does the project aim to trigger change/innovation? If so, describe them and the degree of ambition (progress beyond the status quo).

Does the pproject envisage building upon outputs of the action to generate a deeper, broader impact on investments and/or policies for disaster prevention and preparedness? (e.g. through national, EU and other multilateral

programmes)

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Project’s short term ambition is to develop a sof tware application that can be used anywhere anytime by clinical consultants giving treatment instructions to poisoning victims and

gathering poisoning-related data.

Medium term ambition is to lower hospitals occupancy with giving appropriate advice according to the data entered to the database. The other aim is to share our application with

other countries in the EU that they could implement it to their health system.

Long term ef fect is lowering poisoning incidents in Estonia (and other countries that would use our application) by having a great set of big data that could be analysed and translated

into prevention work.

#§IMP-ACT-IA§# #@COM-DIS-VIS-CDV@#

3.2 Communication, dissemination and visibility

Communication, dissemination and visibility of funding

Describe the dissemination and communication activities which are planned in order to promote the activities/results

and maximise the impact (to whom, which format, how many, etc.). Clarify how you will reach the target groups, relevant stakeholders, policymakers and the general public and explain the choice of the dissemination channels.

Describe how the visibility of EU funding will be ensured.

The visibility of EU funding will be ensured through appropriate branding and

acknowledgment in all project-related materials and communications. The Poisoning Information Centre of Estonian Health Board is in close cooperation with the Northern European Association of Poison Information Centers (NAPC) and is also a member of The

European Association of Poison Centres and Clinical Toxicologists (EAPCCT), through which information is constantly exchanged, and other poison information centers have also shown

their interest in the data platform.

#§COM-DIS-VIS-CDV§# #@SUS-CON-SC@#

3.3 Sustainability and continuation

Sustainability, long-term impact and continuation (n/a for Full-scale exercises)

Describe the follow-up of the project after the EU funding ends:

− How will the sustainability of the project impact be ensured?

− What will need to be done? Which parts of the project should be continued or maintained?

− How will this be achieved? How will the results be used? Which resources will be necessary to sustain the outcome of the project and how will they be mobilised?

− How will the project ensure that results are accessible and usable also after the action has ended?

The updated MUTAKO desktop application will be maintained and f inanced by routine

workf low that is implemented in Health Board ’s institution by the time the EU funding ends.

At the end of this project we should have a complete application, therefore in the future only small updates will be needed which will be in the future budgets. Although there is a plan to try to implement AI into our system in the near future. This would be extremely useful in case

of large poisoning incidents by helping to identify toxidromes and appropriate treatment options by entering symptoms into the AI-powered search tool which will narrow down

possible poisoning agents and will suggest the correct treatment plan.

The f irst result of this project will be used by our clinical experts giving counselling to the poisoning victims. Also this will be shared with other countries in the EU who are interested in

this application.

Wider opportunities include doing poisoning researches with gathered data within one country or even wider by comparing countries in the EU. From the results of the research poisoning

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centres could update or adapt their strategies in helping the population.

#§SUS-CON-SC§#

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#@WRK-PLA-WP@#

4. WORKPLAN, WORK PACKAGES, ACTIVITIES, RESOURCES AND TIMING

4.1 Work plan

Work plan

Provide a brief description of the overall structure of the work plan (list of work packages or graphical presentation (Pert chart or similar)).

The project consists of two work packages - WP1, WP2.

The first WP is “Developing MUTAKO desktop application” and consist of steps to build a complete desktop application software.

The second WP is “Project management and coordination”. It aims to effectively manage the overall project and produce reports and outputs that are needed for project dissemination and evaluation.

4.2 Work packages, activities, resources and timing

WORK PACKAGES

Work packages

This section concerns a detailed description of the project activities.

Group your activities into work packages. A work package means a major sub-division of the project. For each work package, enter an objective (expected outcome) and lis t the ac tiv it ie s ,

milestones and deliverables that belong to it. The grouping should be logical and guided by identifiable outputs.

Projects should normally have a minimum of 2 work packages. WP1 should cover the management and coordination activities (meetings, coordination, project monitoring and evaluation, financ ial management, progress reports, etc) and all the activities which are cross-cutting and therefore difficult to assign to another specific work package (do not try splitting these activities across

different work packages). WP2 and further WPs should be used for the other project activities.

The division in WP should be logical and guided by the different identifiable activities, expected results and deliverables.

You can create as many work packages as needed by copying WP1.

For Full-scale exercises: You must use the work packages as described in the Call document. Please refer to the Technical Guide for UCPM Full-scale exercises for guidance and detailed

explanations of the content expected for each work package.

Enter each activity/milestone/output/outcome/deliverable only once (under one work package).

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Ensure consistence with the detailed budget table.

Objectives

List the specific objectives to which the work package is linked.

Activities and division of work (WP description)

Provide a concise overview of the work (planned tasks). Be specific and give a short name and number for each task.

Show who is participating in each task: Coordinator (COO), Beneficiaries (BEN), Affiliated Entities (AE), Associated Partners (AP), indicating in bold the task leader.

Add information on other participants’ involvement in the project e.g. subcontractors, in-kind contributions.

Note:

In-kind contributions: In-kind contributions for free are cost-neutral, i.e. cannot be declared as cost. Please indicate the in-kind contributions that are provided in the context of the work package.

The Coordinator remains fully responsible for the coordination tasks, even if they are delegated to someone else. Coordinator tasks cannot be subcontracted.

If there is subcontracting, please also complete the table below.

Milestones and deliverables (outputs/outcomes)

Milestones are control points in the project that help to chart progress (e.g. completion of a key deliverable allowing the next phase of the work to begin). Use them only for major outputs in complex projects (e;g. for full-scale exercises, they are often not needed); otherwise leave the section empty. Please limit the number of milestones by work package.

Means of verification are how you intend to prove that a milestone has been reached. If appropriate, you can also refer to indicators.

Deliverables are project outputs which are submitted to show project progress (any format). Refer only to major outputs. Do not include minor sub-items, internal working papers, meeting minutes, etc. Limit the number of deliverables to max 10-15 for the entire project. You may be asked to further reduce the number during grant preparation.

For deliverables such as meetings, events, seminars, trainings, workshops, webinars, conferences, etc., enter each deliverable separately and provide the following in the 'Description' field:

invitation, agenda, signed presence list, target group, number of estimated participants, duration of the event, report of the event, training material package, presentations, evaluation report, feedback questionnaire.

For deliverables such as manuals, toolkits, guides, reports, leaflets, brochures, training materials etc., add in the ‘Description’ field: format (electronic or printed), language(s), approximate number

of pages and estimated number of copies of publications (if any).

For each deliverable you will have to indicate a due month by when you commit to upload it in the Portal. The due month of the deliverable cannot be outside the duration of the work package and must be in line with the timeline provided below. Month 1 marks the start of the project and all deadlines should be related to this starting date.

The labels used mean:

Public — fully open ( automatically posted online on the Project Results platforms)

Sensitive — limited under the conditions of the Grant Agreement

EU classified — RESTREINT-UE/EU-RESTRICTED, CONFIDENTIEL-UE/EU-CONFIDENTIAL, SECRET-UE/EU-SECRET under Decision 2015/444. For items classified under other rules (e.g. national or international organisation), please select the equivalent EU classification level.

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Work Package 1

Work Package 1: Developing MUTAKO desktop application

Duration: M1 – M21 Lead Beneficiary: HB

Objectives

▪ Develop MUTAKO desktop application using Scrum methodology

Activities and division of work (WP description)

Task No (continuous numbering linked to

WP)

Task Name Description of the task and expected result Participants In-kind Contributions and Subcontracting (Yes/No and which)

Name Role

(COO, BEN, AE, AP, OTHER)

T1.1 Tender for subcontracting Preparation and execution of the tender

process. HB COO No

T1.2 IT analysis and design of the desktop

application architecture

The task involves conducting a

comprehensive IT analysis and designing the architecture for a desktop application. This will include evaluating current IT

inf rastructure, understanding user requirements, and creating a scalable and robust application architecture. The analysis

will focus on identifying the optimal technology stack, sof tware design patterns, and system integration strategies that align

with the current MUTAKO web-based application architecture and allows reuse of

current code base as much as possible.

HB+TEHIK COO+AE Yes,

subcontracting

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The expected result is a detailed architectural document that outlines the desktop

application's structure, components, and communication f low. The design should ensure high performance, security, and user

accessibility while being cost-ef fective and maintainable, taking into account existing

sof tware services.

T1.3 Develop treatment cards module of

the desktop application

The task entails the development of treatment cards modules for a desktop

application. These cards will provide concise, clear, and easily accessible treatment guidelines for various types of poisoning

incidents. This module will serve as an integral component of the application, designed to manage and display treatment

instructions information ef f iciently. The development process will include the creation of user interface, data storage solution, and

local backend modules for treatment cards.

The expected result is a fully functional treatment cards module that will enable

medical professionals to quickly identify the correct treatment protocols in cases of poisoning, thereby improving patient

outcomes.

HB+TEHIK COO+AE Yes,

subcontracting

T1.4 Develop call cards module of the

desktop application

The task involves developing call cards for the poisoning registry modules of a desktop application. These call cards will be designed

to document all communication details related to poisoning incidents, including initial calls, suggestions provided, follow-up

actions, and outcomes. The development

HB+TEHIK COO+AE Yes,

subcontracting

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process will include the creation of user interface, data storage solution, and local

backend modules for call cards.

The expected result is a fully functional call cards module that provide a comprehensive

record of each poisoning incident's communications. The call cards will enable healthcare professionals to track the

progression of each case, f rom the initial call to the f inal outcome, and use this data to

inform future treatment strategies.

T1.5 Security testing The security testing phase seeks to assess and mitigate potential vulnerabilities across all system components, including the

f rontend, backend, and APIs. Identif ied f laws may include injection vulnerabilities, inadequate access controls, and data

exposure risks.

Expected result is documented vulnerabilities, prioritized remediation steps,

compliance with standards, and enhanced overall security will be achieved. This will instil conf idence in the application's reliability

and provide protection against cyber threats.

TEHIK AE Yes, subcontracted

Milestones and deliverables (outputs/outcomes)

Milestone No (continuous numbering

not linked to WP)

Milestone Name Work Package No

Lead Beneficiary Description Due Date (month number)

Means of Verification

MS1 Finished tender 1 HB Tender for subcontracting partner is finished

3 Signed contract

MS2 IT analysis 1 HB Perform IT analysis and describe 9 Document review

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Architecture description

architecture of the application

MS3 Treatment cards

and call cards

implementation

1 HB Develop treatment cards and call cards modules of the application

15 Testing and demo

MS4 Synchronization

module

implementation

1 HB Develop synchronization modules of the application

21 Testing and demo

MS5 Security testing 1 Identify and mitigate vulnerabilities in all system components, ensuring compliance and enhancing overall protection against cyber threats

21 Testing and document

Deliverable No (continuous numbering

linked to WP)

Deliverable Name Work Package No

Lead Beneficiary Type Dissemination Level

Due Date (month number)

Description (including format and

language)

D1.1 Analysis and architecture description document

1 HB R — Document SEN — Sensitive 9 Analysis and architecture description document in Confluence

D1.2 Treatment cards

and call cards

implementation

1 HB DEM — Demonstrator, pilot, prototype

SEN — Sensitive 15 Treatment cards and

call cards

implementation

D1.3 Synchronization

module

implementation

1 HB DEM — Demonstrator, pilot, prototype

SEN — Sensitive 21 Synchronization

module implementation

D1.4 Security testing 1 HB SECURITY SEN — Sensitive 21 Security testing and

documentation

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Estimated budget — Resources

See detailed budget table (annex 1 to Part B).

Work Package 2

Work Package 2: Project management and coordination

Duration: M1 – M21 Lead Beneficiary: HB

Objectives

▪ The objective of the project management of this proposal is to apply knowledge, tools and techniques to all the activities to be carried out during the project life cycle, in order to ensure the achievement of the expected results within the parameters of time, quality and resources set out in this

proposal.

Activities and division of work (WP description)

Task No (continuous numbering

linked to WP)

Task Name Description of the task and expected result Participants In-kind Contributions and Subcontracting (Yes/No and which)

Name Role

(COO, BEN, AE, AP, OTHER)

T2.1 Management of the project structure In this task the PM structure will be set up

and managed. Project manager COO No

T2.2 Operational Project Management Monitoring and control of the project

progress, activating the project tasks at the right times, making sure that project deliverables are delivered at the right time

Project manager COO No

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and with quality, conf lict resolution etc.

T2.3 Administrative Project Management Managing the project’s administration and

accounting, submission of cost statements

and reports.

Project manager COO No

Milestones and deliverables (outputs/outcomes)

Milestone No (continuous numbering

not linked to WP)

Milestone Name Work Package No

Lead Beneficiary Description Due Date (month number)

Means of Verification

MS1 Kick-off meeting 2 HB First meeting with project team M1 Report

MS2 2nd meeting 2 HB Second meeting with project team M7 Report

MS3 3rd meeting 2 HB Third meeting with project team M14 Report

Deliverable No (continuous numbering

linked to WP)

Deliverable Name Work Package No

Lead Beneficiary Type Dissemination Level

Due Date (month number)

Description (including format and

language)

D2.1 Progress report 2 HB R — Document, report

Public

M8 English, report

D2.2 2nd Progress report

2 HB R — Document, report

Public M16 English, report

D2.3 Executive Summary

2 HB R — Document, report

Public M21 English, report

D2.4 Materials for communication

2 HB Materials Public M21 English, materials

Estimated budget — Resources

See detailed budget table (annex 1 to Part B).

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Subcontracting

Equipment

Subcontracting

Give details on subcontracted project tasks (if any) and explain the reasons why (as opposed to direct implementation by the Beneficiaries/Affiliated Entities).

Subcontracting — Subcontracting means the implementation of ‘action tasks’, i.e. specific tasks which are part of the EU grant and are described in Annex 1 of the Grant Agreement.

Note: Subcontracting concerns the outsourcing of a part of the project to a party outside the consortium. It is not simply about purchasing goods or services. We normally expect that the participants have sufficient operational capacity to implement the project activities themselves. Subcontracting should therefore be exceptional.

Include only subcontracts that comply with the rules (i.e. best value for money and no conflict of interest; no subcontracting of coordinator tasks).

Work Package No Subcontract No (continuous

numbering linked to WP)

Subcontract Name

(subcontracted

action tasks)

Description (including task number and

BEN/AE to which it is linked)

Estimated Costs (EUR)

Justification (why is subcontracting

necessary?)

Best-Value-for-Money (how do you intend to

ensure it?)

1 S1.1 Developing MUTAKO desktop

application

WP1, developing MUTAKO desktop

appilcations.

300000 IT developments are

outsourced in HB Tender law

1 S1.2 T1.5 Security testing 30000 TEHIK outsources security testing for best

quality

Tender law

Other issues:

If subcontracting for the project goes beyond 30% of the total eligible costs, give specific reasons.

IT developments are outsourced in most of Estonia government institutions.

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Equipment with full-cost option

For calls where full-capitalised costs are exceptionally eligible for listed equipment (see Call document), indicate below the equipment items for which you request the full- cost option, and justify your request. Ensure consistency with the detailed budget table, if any.

Equipment Name

Description (including WP, task number and BEN/AE to which it is

linked)

Estimated Costs (EUR)

Justification (why is reimbursement at full-cost

needed?)

Best-Value-for-Money (how do you intend to

ensure it?)

Timetable

Timetable (projects up to 2 years)

Fill in cells in beige to show the duration of activities. Repeat lines/columns as necessary.

Note: Use the project month numbers instead of calendar months. Month 1 marks always the start of the project. In the timeline you should indicate the timing of each activity per WP.

ACTIVITY

MONTHS

M 1

M 2

M 3

M 4

M 5

M 6

M 7

M 8

M 9

M 10

M 11

M 12

M 13

M 14

M 15

M 16

M 17

M 18

M 19

M 20

M 21

M 22

M 23

M 24

Task 1.1 - Tender for subcontracting

Task 1.2 - IT analysis and design of the desktop application architecture

Task 1.3 Develop treatment cards module of the desktop application

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Task 1.4 - Develop call cards module of the desktop application

Task 1.5 - Security testing

Task 2.1 – 2.3

Timetable (projects of more than 2 years)

Fill in cells in beige to show the duration of activities. Repeat lines/columns as necessary.

Note: Use actual calendar years and quarters. In the timeline you should indicate the timing of each activity per WP. You may add additional columns if your project is longer than 6 years.

ACTIVITY

YEAR 1 YEAR 2 YEAR 3 YEAR 4 YEAR 5 YEAR 6

Q 1

Q 2

Q 3

Q 4

Q 1

Q 2

Q 3

Q 4

Q 1

Q 2

Q 3

Q 4

Q 1

Q 2

Q 3

Q 4

Q 1

Q 2

Q 3

Q 4

Q 1

Q 2

Q 3

Q 4

Task 1.1 –

Task 1.2 -

#§WRK-PLA-WP§#

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#@ETH-ICS-EI@#

5. OTHER

5.1 Ethics

Ethics

Not applicable.

#§ETH-ICS-EI§# #@SEC-URI-SU@#

5.2 Security

Security

Not applicable.

#§SEC-URI-SU§# #@DEC-LAR-DL@#

6. DECLARATIONS

Double funding

Information concerning other EU grants for this project

Please note that there is a strict prohibition of double funding from the EU budget (except under EU Synergies actions).

YES/NO

We confirm that to our best knowledge neither the project as a whole nor any parts of it have benefitted from any other EU grant (including EU funding managed by authorities in EU Member States or other funding bodies, e.g. EU Regional Funds, EU Agricultural Funds, etc).

If NO, explain and provide details.

yes

We confirm that to our best knowledge neither the project as a whole nor any parts o f i t are (nor will be) submitted for any other EU grant (including EU funding managed by author it ies in EU Member States or other funding bodies, e.g. EU Regional Funds, EU Agricultural

Funds, etc). If NO, explain and provide details.

yes

Financial support to third parties (if applicable)

Not applicable

#§DEC-LAR-DL§#

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ANNEXES

LIST OF ANNEXES

Standard Detailed budget table (annex 1 to Part B) — mandatory CVs (annex 2 to Part B) — mandatory, if required in the Call document Annual activity reports (annex 3 to Part B) — mandatory, if required in the Call document

List of previous projects (annex 4 to Part B) — mandatory, if required in the Call document Special

Other annexes (annex X to Part B) — mandatory, if required in the Call document

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LIST OF PREVIOUS PROJECTS

List of previous projects

Please provide a list of your previous projects for the last 4 years.

COO — Coordinator; BEN — Beneficiary; AE — Affiliated Entity

Participant Project Reference No and Title, Funding

programme

Period (start

and end date) Role

(COO, BEN, AE, OTHER)

Amount (EUR)

Website (if any)

[name]

[name]

HISTORY OF CHANGES

VERSION PUBLICATION

DATE CHANGE

1.0 23.02.2021 Initial version (new MFF).

2.0 01.06.2022 Consolidation, formatting and layout changes. Tags added.