II.B.6. Proposal writing: Work Plan

Estimated Execution Time

2-3 weeks

Objective

To define a clear, detailed, and feasible Work Plan that structures the project implementation into coherent work packages (WPs), tasks, milestones, and deliverables. The Work Plan ensures that the PCP/PPI project progresses in a logical and coordinated manner, with clear accountability, appropriate resource allocation, and measurable outcomes aligned with the project objectives, innovation procurement methodology, and expected impacts.

Who is Involved

Project Coordinator / Lead Contracting Authority: oversee the overall structuring and coherence of the Work Plan.
Project Department / Innovation Unit: coordinate the definition of work packages, tasks, and interdependencies.
Procurers / Contracting Authorities: define responsibilities, timelines, and contributions per work package.
Technical, Clinical, and Operational Experts: support task definition, feasibility assessment, and sequencing.
Supporting Entities / Knowledge Partners (consultants, project management experts): support work plan structuring, workload estimation, and alignment with EU proposal templates.

Activities / Tasks

II.B.6.1. Define overall project structure and work packages

Define WPs with project components and requirements to implement a PCP/PPI project: coordination, procurement preparation, market engagement, execution, monitoring, dissemination, exploitation, and ethics.
Define the objectives, scope, and expected results of each WP.
Assign WP leads and contribution based on expertise, capacity, and accountability.

II.B.6.2. Define tasks, milestones, and deliverables per each of the work packages

Break down each WP into clear, manageable tasks and sub-tasks with defined objectives and output.
Define milestones to track progress and decision points, including go/no-go moments in PCP/PPI phases.
Define deliverables, including content, timing, and responsible partners, in line with EU reporting requirements.

II.B.6.3. Define responsibilities, resources and timing per each of the work packages

Assign clear roles and responsibilities to partners for each WP and task.
Estimate effort and resource allocation (person-months, expertise, budget distribution) per WP and task.
Define a realistic timeline, including task dependencies and critical paths.
Use a Gantt chart to visualise duration, overlaps, and sequencing.
Assign person-months, budgets, and infrastructure per task.
Ensure alignment with Part A budget forms and overall resource distribution.

II.B.6.4. Integrate risk planning, ethical and legal compliance per each of the work packages

Identify critical risks per WP and define mitigation actions.
Link risk tracking to the project management and reporting mechanisms.
Integrate GDPR, ethics, and procurement directives into relevant tasks.
Include time for regulatory approvals when pilots or testing are foreseen.

Tips / Common Pitfalls

✅ Consider regulatory timelines early. Integrate expected approval times (e.g., ethical committees, device certification) into the work plan.

✅ Plan sufficient time for co-creation in the work plan of the project. Co-design across procurers is not always easy and its time-consuming.

✅ Assign resources logically. Only allocate effort to partners directly responsible for task execution, coordination usually comes in a dedicated WP.

✅ Build time buffers. Innovation procurement often faces delays; include buffer time in each WP, especially around OMC, co-creation and tender preparation, and validation stages.

✅ Keep contingency budget. Reserve a small coordination fund for unforeseen needs or adjustments.

❌ Include all partners in all tasks. Avoid overcomplicating management and diluting accountability.

❌ Fail to clarify roles and agreements. Ensure all partners confirm their responsibilities before submission.

❌ Misalign TRL expectations. The validation stage must be defined and resourced accordingly to the expected TRL at project end.

Outcome / Deliverables

Description of the work section completed in Part B – Section 3: Implementation, that includes:
- Defined WPs with clear objectives, tasks, partners, and allocated resources.
- Detailed Gantt chart showing dependencies and timing.
- List of milestones and deliverables with responsibilities and deadlines.
- Inputs for Part A (budget forms, effort breakdown).
- Management structure and consortium capacity described.

Resources

EU Grants: Application form (Part B – Section 3: Implementation) Annotated Grant Agreement Guidelines for Healthcare Innovation Procurement (PCP/PPI)

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