As a relatively new member state, most of Malta’s public entities, private and non-profit organisations are still at the beginning of the crucial learning curve associated with EU funding, and we are still in initial stages of the 2007-2013 programming period.

In simple terms, EU funding is a means of supporting various activities of member states, accession countries, and other countries such as those forming part of the European Free Trade Area. They also serve as a catalytic means of supporting EU policies and as a means of uniting people and bringing a sense of what is referred to as the European Union citizenship. But in reality, implementation and the way EU funds have developed may be far more complicated than that.

Different programmes have different objectives. For instance the Instrument for Pre-Accession assistance aims to be a support for the transition process and institution building, regional development (transport, environment and economic development), strengthening the human capital and combating exclusion, and also for rural development.

There are also Community programmes such as the Lifelong Learning Programme and Youth in Action that, besides being structured around certain EU policies, are more oriented towards the individual EU citizen and his/her social and personal development, putting more emphasis on the European dimension.

But how can an organisation, NGO, public entity and others benefit from EU funding? And what approach should an organisation assume when applying for EU funding?

Firstly, one has to distinguish between centralised and decentralised funding. Centralised calls are administered by the Commission and mainly address European-wide priorities and are normally open to all eligible countries. On the other hand, decentralised funding is normally administered by the central government through the public sector. These calls tend to address the country’s priorities and are usually open to local organisations.

But what must one bear in mind when seeking to get a project funded?

Acquiring EU funding should always be seen as a learning curve. Therefore, one should not consider oneself as an expert after the first proposal. One should always seek proper guidance with the relevant authorities; experienced promoters can also offer valuable advice and support. One should also keep in mind that EU funding is not meant to be a profit-making exercise. If an interested organisation takes certain basic steps, applying for EU funding would be a much easier process. For instance, one should always find the appropriate call before applying for EU funding. One should always find a programme that caters for one’s organisational needs, not vice versa.

Being professional is also important:, it is crucial that one respects deadlines, submits the application together with all the annexes requested in time and also ensures that all sections are properly filled in, as requested. Applications that are filled incorrectly or incompletely, will only get somebody half-way through the evaluation process.

Be prepared! Read guide books and the call for proposals prior to submitting a proposal. In other words, one is to ensure that one is conversant with the programme and also that one satisfies all the eligibility criteria.

Many people wrongly assume that the most difficult task is getting a proposal approved. In reality, the implementation and the final reporting stage may be more difficult because they require a total commitment to the project proposed and also to EU financial regulations. Thus, one should steer away from complicating matters unnecessarily. For instance, if one thinks adding something in one’s application will help one gain brownie points at evaluation stage, but it is something that one’s organisation cannot do, one should simply not add anything. Otherwise, one risks being penalised for non-implementation.

Don’t be over-ambitious with EU proposals. Over-ambition is sometimes conducive to failure. It is more important to prove value for money. On the other hand, one should not be too short-sighted either. The keys to good financial preparation are two – value for money and a proper implementation and management plan.

Moreover, know what kind of paperwork and documentation need to be provided during the project’s cycle, should it be approved. For instance, in most cases one needs to provide information about one’s financial capacity.

Be a good manager when dealing with EU funds! Abide by all contractual obligations. It is also important to keep a good filing system and it is advisable to have records of all decisions taken with regard to the project in writing.

Be a good planner. For instance, most projects receive part of the grant awarded during the project cycle, with the rest being given after the final reports have been submitted. It is therefore important that one either has sufficient cash flow to cover the whole amount or else makes arrangements with service providers, in order to avoid additional costs or even problems. Moreover, when it comes to EU funding, it is important to be patient. Sometimes results from projects financed by EU funding are more geared for long-term goals rather than short-term ones.

Therefore, if your organisation wishes to tap EU funding, it is important that you demonstrate that it is professional and backed by good administration and implementation capabilities and that it is proactive, innovative and offers space for creative minds.

This article reproduces the salient points of a presentation delivered by Mr Joseph-Lynn Micallef during the EU funding seminar organised by “Forum Malta fl-Ewropa” on 10 July 2007

Joseph-Lynn Micallef is a Funding Support Officer at “Forum Malta fl-Ewropa”