II.B.5. Proposal writing: Impacts

Estimated Execution Time

2-3 weeks

Objective

To define the expected impacts and outcomes generated by the innovation procurement activities, translate them into clear, measurable Key Performance Indicators (KPIs), and ensure coherence with European, national, and regional policy objectives. This activity also aims to define measures to maximise impact through communication, dissemination, and exploitation, while establishing a monitoring framework suitable for EU-funded projects.

The defined KPIs will support project monitoring and progress tracking during implementation. They are distinct from, though may partially overlap with, the evaluation and award criteria used in the procurement process.

These KPIs will support project monitoring in EU-funded initiatives.

They differ from those used in the Evaluation Framework but may overlap partially.

Who is Involved

Procurers / Contracting Authorities: define expected operational, organisational, and service-level impacts.
Project Department / Innovation Unit: coordinate impact definition, KPI design, and alignment across work packages.
Policy and Strategy Experts: ensure coherence with EU, national, and regional policy frameworks and objectives.
Technical and Clinical Experts: support the definition of outcome-oriented and performance-based indicators.
Supporting Entities / Knowledge Partners (consultants, impact experts, communication specialists): support KPI formulation, impact pathways, and dissemination and exploitation planning.

Activities / Tasks

II.B.5.1. Define expected impacts and outcomes of the innovation procurement

Identify short-, medium-, and long-term impacts at different levels (service delivery, organisational, clinical effectiveness, usability, cost-efficiency, etc.).
Define expected outcomes for each area, related to quality, efficiency, accessibility, sustainability, and resilience of public services amongst others.
Identify measurable outputs. Link each expected outcome to concrete deliverables achievable within the project timeframe.
Demonstrate contribution to programme-specific objectives and expected impacts defined in the call topic.
Ensure coherence between project-level impacts and broader public sector transformation goals. Describe how the innovation procurement approach contributes to systemic change beyond the project lifetime.

II.B.5.2. Define KPIs and monitoring framework

Translate expected impacts and outcomes into measurable, realistic, and time-bound KPIs.
Choose SMART indicators (Specific, Measurable, Achievable, Relevant, Time-bound) aligned with project scope and resources.
Define quantitative and qualitative indicators covering implementation progress, performance improvement, and uptake potential.
Establish baseline assumptions, data sources, responsibilities, and monitoring frequency for each KPI, ensuring comparability across pilot sites.
Ensure KPIs are suitable for reporting and monitoring in EU-funded projects.

II.B.5.3. Define measures to maximise impact, dissemination, and exploitation

Define a dissemination and exploitation plan.
- Dissemination: define targeted audiences and relevant stakeholders (policy-makers, procurers, policymakers, suppliers, users) and channels (website, newsletters, open-access papers, events).
- Exploitation: identify pathways and barriers for project results. Include expand adopters networks, and document lessons learned to enable replication, scaling, and uptake by other public authorities.
Address IPR and knowledge management. Establish clear rules for intellectual property, licensing, and data ownership.
Define measures to ensure sustainability of results beyond the project duration.
Set impact monitoring mechanisms. Define KPIs for dissemination and exploitation and procedures for continuous tracking.

Tips / Common Pitfalls

✅ Prioritise essential KPIs. Focus on indicators that directly measure the core value and show early progress. Avoid any indicators which implies a complex or time demanding measurement procedure.

✅ Use expert support when data are missing. During proposal preparation, experts may define draft KPIs; final metrics must be validated by professionals.

✅ Plan realistic dissemination and exploitation actions. Target relevant audiences using appropriate formats and frequency.

❌ Ignore baselines. Each pilot site must define its own starting metrics to ensure comparability.

❌ Overlook communication scope. Failing to reach the right audience limits visibility and policy impact.

Outcome / Deliverables

Impact section of the proposal (Part B, Section 2), that contains:
- Expected impacts and corresponding barriers and measures defined.
- Communication, dissemination, and exploitation measures structured.
- IPR and knowledge management strategy outlined.
- Market uptake and sustainability plan prepared.
- Impact indicators and KPIs established with baselines and targets.

Resources

Horizon Europe Key Impact Pathways – Framework for Monitoring and Evaluating Research and Innovation Impacts Horizon Europe Communication, Dissemination & Exploitation Guidelines

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