Innovative working methods in government administration for system renewal

This call for proposals is being implemented by SustainGov and is looking for an actor or group of actors to develop and implement a capacity program for the highest state administration - with a focus on common working methods, a systems approach, and practical testing in a pilot environment.

The aim is to strengthen the ability of the central government to analyze and manage complex societal challenges. The effort will contribute to fulfilling SustainGov's mission and overall program goals.

Only one (1) project will be granted funding. Before a decision is made, a matching phase will be carried out, where the project is linked to a selected pilot environment in the highest state administration. A decision will only be made when the matching is complete and the pilot environment's security and confidentiality requirements are met.

SustainGov is driven by the mission of achieving a reformed public sector that better promotes health and well-being for all residents by 2035. The effort will help bring the program and Sweden closer to this mission.

SustainGov is a programme within Impact Innovation, a joint effort by the Swedish Energy Agency, Formas and Vinnova.

A public sector with a systems approach

To achieve the mission of a renewed public sector with a systems approach, the following changes are central. The public sector needs to be transformed:

• From reactive to proactive – shift focus from dealing with problems as they arise to anticipating and preventing them, for a more sustainable and efficient use of resources.
• From focus on the organisation to personalized interaction – developing joint solutions based on the individual's needs, rather than from fixed organizational structures.
• From process and indicator management to a focus on impact – measuring long-term effects that contribute to real social development instead of short-term results.
• From passive recipient to active co-creator – see the individual as an active participant in the development of solutions for more sustainable and relevant results.

Read more about the Impact program on the SustainGov website.

Objective with the project

In a pilot environment, the capacity program should:

• create common problem images in a complex social issue
• address system obstacles
• strengthen connections between different levels of the public sector
• develop working methods that strengthen a holistic approach and collaboration
• establish structures for learning that can be included in regular governance

Expected results

• Strengthened analysis and system capabilities in the pilot environment.
• New ways of working to address obstacles at the national level
• Methods for collaboration between multiple levels.
• Documented lessons learned to share with SustainGov.

Your project should integrate gender equality both in how your project team is composed and how you implement the project. This means that you need to:

• take into account the gender balance within the project team
• assess whether aspects of sex and gender are relevant to the design of the project, and if so, in what way.

By integrating different perspectives, more inclusive and relevant solutions are developed. This strengthens both the innovation capacity and the project's results.

Gender equality as a tool for innovative social development

We welcome both individual actors and a composition of actors who together can take collective overall responsibility.

Overall responsibility means that the actor or a combination of actors can jointly plan, lead and implement the entire capacity program, including analysis, facilitation, application, learning and documentation.

Since this the call for proposals is covered by the forms of support for non-economic activities and support of minor importance, applicant actors can, for example, consist of:

• public organisations
• universities, university colleges and research institutes
• non-profit organisations and other actors that conduct non-economic activities
• company (within the scope of minor support ).

A project group can therefore consist of several smaller organisations that complement each other in terms of competence and together can take overall responsibility for implementing the project. The crucial thing is that the applicant actor or actor group clearly shows how roles, responsibilities and competencies are mobilized over time to ensure a robust and cohesive function.

Applicant actor or actor group must have documented competence in:

• policy innovation and public governance
• facilitation of complex processes
• systems view, systems analysis and organizational learning.

Applicant actor or actor group must also have an understanding of the preparation processes and working methods in the highest state administration.

We are funding a capacity program that includes the following elements:

Preparation and joint anchoring

Based on the implementation plan in proposal, the framework and working methods of the capacity program are established. The actor or actor group, together with the designated state administration environment, shall create a common basis for the work by:

• establish aim, objective and expectations
• create consensus on roles and responsibilities
• identify prioritized working methods, processes or focus areas
• adjust and determine the structure and working methods of the capacity program.

The focus is on establishing a stable foundation for capacity building.

Introduction and common understanding of the current situation

This phase aims to create a shared understanding of the complex system issues that the capacity program will work with. The actor or actor group will introduce concepts, tools and perspectives that strengthen:

• understanding of complexity and system dynamics
• the ability to see causes and connections beyond individual functions
• common problem framing and current situation.

The phase includes knowledge exchange, dialogue and reflection.

In-depth system analysis and capacity building

In this phase, structured analysis work is carried out to develop system understanding and strengthen the ability to work in a systems-oriented manner. The work may include:

• mapping of actors, structures, obstacles and opportunities
• development of common problem images
• analysis of system functions, mechanisms and behaviors
• skills-enhancing activities, training and practical exercises.

The phase builds capabilities required for policy innovation and joint system movement.

Practical application and development of working methods

This phase translates analysis and understanding into concrete action. The actor or actor group, together with the government administration environment, shall:

• test, further develop or adapt working methods that support policy innovation
• facilitate joint work that strengthens the ability to handle complex issues
• carry out controlled testing or development of methods, processes or forms of collaboration
• document and reflect on what works and why.

The phase should contribute to learning through action and provide concrete examples of renewed working methods.

Reflection, learning and further development

In the final phase, insights from the work of the capacity program are gathered. The actor or actor group shall:

• facilitate joint reflections with participating actors and management
• document analysis, working methods, lessons learned and recommendations
• identify opportunities for scale-up and continued capacity development
• support the dissemination of lessons learned to other parts of the state administration.

The phase should ensure that the capacity program leaves behind lasting competencies and usable results.

Scope

The capacity program is a pilot project that is carried out over approximately 6–10 months and includes start-up, implementation, reflection and learning activities. The work is carried out in close collaboration with a designated state administration environment and requires recurring working meetings, joint analysis, documentation and application and testing of working methods in regular activities. The actor/ the actors should expect that the pilot environment itself will invest 1000-1400 hours over the period from both managers and employees for this work and therefore plan for a working method that:

• enables regular work meetings and workshops
• includes analysis work and preparations between meetings
• can handle intensive periods of joint system analysis and practical testing
• creates structures for learning, follow-up and documentation
• works well in complex environments with many involved actors and high confidentiality requirements.

Prerequisites

The proposal structure needs to be flexible, as the final design is determined in the matching phase together with the current government administration environment. The actor or actor group should describe how a capacity program of this scope is implemented, including how roles and competencies are mobilized over time. The actor team needs to be senior-heavy and have good skills in working with iterative work elements as well as learning and documentation.

The project's main working language shall be Swedish.

What costs can we finance?

Our funding is subject to state aid rules. The rules govern what types of costs we can finance. These are called eligible costs.

In this the call for proposals, these types of costs are eligible:

• Salary costs: Gross salary paid, employer contributions and other salary-related costs.
• Equipment, land and buildings: Costs for instruments, equipment and rent for premises other than regular business premises.

• Consulting and licensing costs: Costs for consulting services, knowledge and patents purchased or licensed from an external party. These costs may not exceed 20 percent of an organization's budget. In case of special needs, for example if the project requires specialist expertise, we can accept a higher percentage. This must then be justified in proposal, and the justification is taken into account in our assessment.

• Other direct costs: Costs for, for example, materials, supplies and travel that are necessary to carry out the project.

• Indirect costs (overhead):Costs that are linked to the project but do not arise directly, such as premises and cleaning. Indirect costs may not exceed 30 percent of salary costs. Universities, university colleges, research organizations and government agencies may have higher permitted levels, depending on activities.

For more detailed information about which costs we can finance, see Instructions for eligible costs

What eligibility requirements apply to costs we finance?

In order for your costs to be eligible for support, the following applies:

• They must be factual, reasonable and necessary for the activities in the project.
• They must be booked correctly and under a separate project code in the accounting. You may not cover project costs with other public funding or your own funds intended for other project.
• You may not claim someone else's expenses as your own.
• Eligible costs must have been incurred during the project period specified in the decision.

For more detailed information on which eligibility requirements, limitations and exclusions apply, see our general terms and conditions.

state aid rules govern how much of the costs we can finance. This is determined individually for each organisation. We therefore differentiate between how much funding the project can receive, and how much a participating organisation can receive.

How much funding can the project receive?

In this call for proposals funding is granted to one (1) project.

The project can receive a maximum of 2 million SEK in funding.

The budget only relates to the costs of applicant actor or actor group, the designated government administration environment is responsible for its own costs.

How much funding can a participating organisation receive?

Descriptions in the following sections about what support we can provide are simplified. For full information, see funding bases and levels.

This call for proposals uses two funding bases:

1. De minimis support ( support of minor importance) – can be given to companies.
2. Non- state aid – can be given to organisations that carry out non-economic activities.

Below is a description of what applies to each basis for support.

De minimis support ( support of minor importance to companies)

We can provide de minimis support, also known as support of minor importance. We can fund up to 100 percent of an organization's costs.

An organisation can receive a maximum of 300,000 euros over a three-year period in this form of support, regardless of the funder and project. This means that if the same organisation has received support of lesser importance in other project from other funders in the past, it will affect how large the support can be in this the call for proposals.

Submit a certificate of de minimis support when you submit proposal. This is required for us to be able to grant this support.

Certificate of de minimis support

Non- state aid ( support to public organisations with non-economic activities)

We also provide support to organisations that do not conduct economic activities. This means that the organisation does not offer a service or product on a market. This usually includes universities and university colleges, research institutes and other public organisations.

We can finance up to 100 percent of such an organization's costs.

How is it determined whether an organisation is engaged in economic activities?

An organisation that offers any kind of service or product on a market is considered to be conducting economic activities and cannot be granted this form of support. It does not matter how the organisation is financed: whether it is public or private, or whether it has a profit motive. It also does not matter what legal form the business has. For example, whether it is a limited liability company, a trading company, an economic association, a non-profit association or a foundation.

If you are unsure whether an organisation in your project is conducting economic activities, contact call manager. However, The organisation is responsible for assessing whether it is conducting economic activities.

Subsequent bet

It may be relevant to have a targeted or open call for proposals, or alternatively an extension, of the project funded in this call for proposals.

In order for us to assess your proposal it must meet certain formal eligibility requirements. If the requirements are not met, we will reject proposal immediately.

Formal eligibility requirements:

Eligibility requirements on participants

• All participating organisations must be legal entities. Individuals or sole proprietorships cannot participate. Foreign legal entities can participate if they have a branch or establishment in Sweden and the costs are incurred by the branch or establishment.
• The coordinating party must be a Swedish legal entity and conduct activities in Sweden.

Eligibility requirements on the project

• The project may apply for a maximum of SEK 2,000,000.
• The project must start no later than June 3, 2026.

Eligibility requirements on proposal

• Proposal must be written in Swedish.

• Proposal should follow the instructions under the heading “ How to apply”.
• Proposal must contain all requested attachments.

Applications that meet the requirements according to Chapter 6 will proceed to assessment. The assessment is made by an independent assessment group appointed by Vinnova, with expertise in policy innovation, public governance, systems analysis and facilitation of complex processes. The assessment is based on the criteria Potential, Actors and Feasibility, which are directly linked to aim of the call and the changes that the intervention is intended to bring about.

The assessment focuses largely on the competence, experience and ability of the actor or actor group to carry out the operation. For this type of mission-strategic operation, the capabilities of the actors are more important than the details of the program design, since the final design of the capability program is determined in the matching phase together with the civil service environment.

Each proposal is assessed by at least three evaluator. After the individual assessment, an assessment meeting is held where the evaluators jointly recommend which applications can be granted. Interviews may be conducted if deemed necessary.

What do we assess?

Actors (50%)

We assess:

• The actor(s)'s overall expertise and experience in working with complex system issues in the public sector.
• The team's ability to facilitate joint analysis, learning, process development and innovation in top government administration environments.
• Experience with methods for system innovation, policy development, governance and public change work.
• The ability of the project manager and key personnel to build trust, lead complex processes and handle sensitive or confidential contexts.
• How well the team's competencies complement each other, including analysis, facilitation, design of learning processes, and organizational development.
• How the team describes its ability to adapt working methods and methodology to different government administration environments.
• The team's understanding of preparation processes and working methods in the highest state administration.
• How well the financial contribution, participation, power and influence are distributed equally between women and men in the project team.

Potential (30%)

We assess:

• How well the project proposal can contribute to strengthening the ability of the highest state administration to work with policy innovation and handle complex systemic issues.
• The extent to which the project is expected to contribute to sustainable capacity building, learning and renewal.
• How credible is the connection between the proposed structure and aim of the call.
• If the project shows understanding of a systems-oriented approach and its eligibility requirements for iteration, holistic approach and common problem picture.

• The extent to which the project can provide value beyond the specific pilot environment.
• How well the project proposal contributes to increased gender equality by integrating perspectives on sex and gender.

Feasibility (20%)

We assess:

• How realistic and feasible the proposal is as a capacity program (rather than detailed design of content).
• To what extent does the actor/ the actors demonstrate the ability to work flexibly, iteratively and situationally in a complex public administration environment.
• How well the project plan shows how analysis, learning and practical application will be integrated.
• How well the proposal supports structured learning and documentation of methods, insights and working methods.
• How clearly and credibly the actor/ the actors describe organisation, resources and process for mobilizing the right skills at the right time.

• How well the project plans for reflection, feedback, knowledge dissemination and sustainable use of the results after the end of the project.
• How well the gender distribution in the project team and perspectives on sex and gender have been integrated into the project plan.

How does it affect an organization's financial status?

Before we decide on funding we also make a comprehensive assessment of the organizational and financial status of those who receive funding.

We use information we receive from credit reports, currently from Dun & Bradstreet. We may also ask small and medium-sized businesses to demonstrate that they have the financial capacity to carry out the project.

In our assessment we check this:

• That organisations that are granted funding for payroll costs are registered as employers with the Swedish Tax Agency. If such registration does not exist when we make a decision, you must be able to show that a notification has been made. We do not approve retroactive registration.
• That organisations is not insolvent, or undergoing liquidation or corporate restructuring. You must also not have any significant unpaid debts with the Swedish Enforcement Authority.
• That the project manager is employed by a party to the project.

• That a limited liability company has not used up half or more of its share capital.

Matching

Once we have assessed all applications, the proposal that is ranked highest will undergo a matching and security and confidentiality review. Granting funding requires joint approval of the capacity program's structure between the actor or actor group and the pilot environment, as well as fulfilled eligibility requirements regarding the pilot environment's security and confidentiality requirements.

Security and confidentiality requirements

People in the group carrying out the intervention may be formally included in a working group in the state administration. This means that material they access is handled as working material and is subject to the state administration's confidentiality regulations.

The actor or actor group therefore needs to be prepared to sign confidentiality agreements and accept the term required for access to the pilot environment's premises, IT environment and security procedures. These eligibility requirements are therefore tested and established by the state administration before a decision is made.

Confirmation and decision

The results from matching and security and confidentiality testing, which show that the project has been accepted, are submitted to Vinnova.

Vinnova then makes a decision on funding.

Summary of the assessment and decision-making process

In summary, the assessment and decision-making process includes:

1. Formalities review
   We check that proposal meets all formal eligibility requirements in the call for proposals.
2. Individual assessment by at least three independent experts
   Assessment is carried out according to the criteria Potential, Actors and Feasibility.
3. Assessment meeting
   The assessment group discusses the applications and makes recommendations to Vinnova.
4. Any interviews
   Can be carried out if necessary to better assess the team's capabilities and working methods.
5. Matching
   The actor/ the actors and the designated government administration environment will elaborate on the plan and determine a preliminary schedule for implementation.
6. Security and confidentiality review
   Eligibility requirements that follow from the designated government administration environment's internal rules – such as confidentiality obligations, participation in an internal working group, and term for admission and access to premises and IT systems – are reviewed by the government administration environment.
7. Confirmation
   The results from matching and security and confidentiality testing, which show that the project has been accepted, are submitted to Vinnova.
8. Decision
   Vinnova makes decisions on funding.

Once we have assessed all applications, we will make a decision to grant one (1) project. Other applications will be rejected. Since applications are assessed competitively, you may be rejected even though you meet all eligibility requirements and criteria.

When decisions are granted, we state how large a proportion of the costs we cover for each organisation.

You cannot appeal our decision, but you are welcome to apply to us again at another time.

What happens if you are granted funding?

If we grant your proposal, you must follow our general terms and conditions for funding. The terms include, among other things:

• That you will sign a special document in which you approve your participation and commit to carrying out the project.
• That you report how things are going, your costs and achieved results to us during the project period.
• If you are multiple parties, you must have a written project agreement that regulates your mutual rights and obligations in the project. All parties must sign the agreement before the project starts. Since it can take time to develop and negotiate an agreement, we recommend that you start this as soon as possible.
• How the result will be used.

See our general terms and conditions

You also need to follow the special conditions that apply to this the call for proposals:

• The project shall maintain a continuous dialogue with the SustainGov program office throughout the duration of the project.
• When providing information about the project and when publishing project results, it must be stated that the work was carried out within Impact Innovation-programmet SustainGov – an initiative of the Swedish Energy Agency, Formas and Vinnova.
• In connection with the final reporting of the project, a summary of the project results shall be sent to SustainGov's program office according to the template available at www.impactinnovation.se. This summary shall be freely available for distribution and publication on the website of the Swedish Energy Agency, Formas, Vinnova and Impact Innovations and the program office. The summary may not contain confidential or otherwise sensitive information.

We may also decide to add supplementary special conditions to the project. In that case, they will be stated in the decision.

Could you have to pay back funding?

If you have received more money than you are entitled to or if you do not follow our term, you may be liable for repayment.

When the call for proposals closes, your proposal will be registered as. We will then send an email confirmation to the person responsible for the user account, as well as to the project manager and the signatory. If you have not received a confirmation within 24 hours of the call for proposals closing, please contact us.

Once the call for proposals is closed, you cannot change anything in proposal. You can only supplement if we ask you to.

Who can read your proposal?

Your proposal will be read by employees at Vinnova and the evaluator participating in this the call for proposals. Everyone works under a duty of confidentiality.

Applications submitted to us become public documents. This means that we must disclose them if requested. However, we keep certain types of information confidential if disclosure could be expected to cause financial harm to the individual. This applies to information about business and operational conditions, inventions or research results.

General documents and confidentiality