II.B.1. Proposal writing: Concept note

Estimated Execution Time

1 week

Objective

To define the preliminary scope of the project by interpreting the EU call, outlining the innovation challenge, and identifying key objectives and expected impacts. This step supports the identification and engagement of partners, ensuring early alignment on roles. The concept note is a concise, strategic document that facilitates initial discussions, roles, responsibilities, distribution scheme for financing and commitment.

Important Note: All steps within “Proposal Writing and Consortium Building” (II.B.1 to II.B.7) are designed to build a consortium and apply for European funding for joint PCP/PPI procurement. If your organization is going to procure alone, these steps could be simplified and some of them skipped.

Who is Involved

Champion / Promoter Team: responsible for call analysis, concept drafting, and coordination of partner engagement.

Activities / Tasks

II.B.1.1. Analyse and summarise the EU call.

Review scope, objectives, expected outcomes, eligibility, number of countries involved and timeline.
Extract the important information in a simple table.

II.B.1.2. Draft initial project objectives.

Link the identified unmet need with potential impact and innovation focus.

II.B.1.3. Map required expertise and potential partners roles

Identify knowledge areas (e.g. AI, data platforms, ethics, piloting) and partners able to cover them.
Define types of participants needed: procurers, technical providers, evaluators, advisors.

II.B.1.4. Define a Use case example

Identify a target patient, most relevant clinical staff involved, expected technology and main activities.
Describe very briefly the patient journey as it is expected after the adoption of the project development.

II.B.1.5. Write a concise Concept Note (max 3 pages).

Summarise the idea, target challenge, and preliminary structure to facilitate engagement of potential partners.

Tips / Common Pitfalls

✅ Keep the Concept Note high-level and do not attach detailed budget breakdowns; share them later on during negotiations.

✅ Balance clarity and flexibility. Be specific enough to attract suitable partners, but open to adapting to their contexts.

❌ Don’t include confidential or strategic information or share details that represent a competitive advantage or sensitive positioning.

Outcome / Deliverables

Concept Note (2–3 pages) completed, summarising the call, objectives, partner needs, preliminary budget breakdown, and a example of use case.

Resources

Guidelines for Innovation Procurement (PCP/PPI) EU Healthcare PCP and PPI Examples

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