This document is part of the Joint Action DEM 2 (Grant Agreement No 678481) which has received funding from the European Union’s Health Programme (2014-2020)

EU Joint Action – Act on Dementia - Work Package 2

Dissemination Work plan/Strategy

Purpose: The role of dissemination in the joint action is to facilitate a coherent, effective and sustainable internal and external communication of the Joint Action and to ensure that its objectives, activities, results and deliverables are known to all identified stakeholders and wider audience on European, national and regional level. The objectives of work package 2 are as follows:

To ensure that people and organisations providing institutional or statutory care for people with dementia and officials and politicians within Member States who have the responsibility for health and social care services know about the Joint Action.

To ensure that learning from the Joint Action is shared widely so that people living with dementia and the people who care for them benefit from improved services.

1. Work Package 2 - Deliverables

Deliverable number Milestone Action Month

D2.1 MD3 Leaflet- a leaflet to promote the project

M3

D2.2 MD5 Website – dedicated website both to disseminate public information about the project and to support coordination of the project

M3

D2.3 Dissemination Plan agreed by JA Programme Board

M8

D2.4 Interim Dissemination Report M18

D2.5 Dissemination report including report on the final conference

M36

D2.6 MD4 Layman version of the final report M36

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This document is part of the Joint Action DEM 2 (Grant Agreement No 678481) which has received funding from the European Union’s Health Programmer (2014-2020) Version 3 (06112017)

2. Work Package 2 - Milestones

Milestone Number

MS3 Dissemination Advisory Group established M2

MS9 Draft Dissemination Plan produced for Programme Board M7

MS10 Final conference M36

3. Description of tasks 1. Establish a Dissemination Advisory Group (DAG) including those living with dementia and their carers (MS3) Steps to achieve:

Nominations sought from work package leaders

Invitations extended

Members identified Alzheimer Europe will provide views of those with dementia and their carers for the Joint Action.

Dissemination Advisory Group membership agreed:

Gillian Barclay Scottish Government Gillian.Barclay@gov.scot

Rona Tatler Scottish Government Rona.Tatler@gov.scot

Vicky Serra Sutton (WP3)

Agència de Qualitat i Avaluació Sanitàries de Catalunya (AQuAS)

vserra@gencat.cat

Pr Pierre Krolak-Salmon (WP4)

University of Lyon 1 pierre.krolak-salmon@chu-lyon.fr

Frank Hagelstein (WP5)

Ministry of Health Welfare and Sport, The Netherlands

fj.hagelstein@minvws.nl

Petter Hveem (WP6)

Norwegian National Advisory Unit on Ageing and Health

petter.hveem@aldringoghelse.no

Shima Mehrabian (WP7)

Bulgarian Society of Dementia shima_meh@yahoo.com

Jean Georges Alzheimer Europe (collaborating partner)

Jean.Georges@alzheimer-europe.org

2. Agree project plan for Work Package, including schedule of meetings, agree methods of monitoring progress on implementation of the dissemination plan and tracking of impact. (D2.3) Steps to achieve:

Work package leaders to draft work plan and share with work package partners for comment, amendment and agreement, before presenting to JA Programme Board in July for sign-off;

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This document is part of the Joint Action DEM 2 (Grant Agreement No 678481) which has received funding from the European Union’s Health Programmer (2014-2020) Version 3 (06112017)

Schedule meetings at months 4,15, 24 and 33 (for agreement)

4 meetings face to face; 4 meetings virtual (for agreement)

Arrange a series of regular monthly teleconferences to track progress

Use ‘admin project’ to monitor progress and share draft documents

Work with WP3 and Evaluation Advisory Group to agree measures of impact of dissemination plan and to evaluate work package

3. Preparation of initial materials, including a leaflet to promote the project and common presentation materials for use at conferences and events. (D2.1) – Annex A Steps to achieve:

draft initial leaflet and common presentation materials

share with work package partners for input and comment;

work with publishing company to develop ‘brand’ for project for use on all common materials.

Consider name – DEM 2 is the name of the project for EU purposes, but it has been agreed that Act on Dementia is a more meaningful name for the public facing aspects of the programme; Consider whether an initial set of power-point slides would be helpful for participants if they are invited to talk about the joint action at conferences etc.; slides produced for Copenhagen (Alzheimer Europe Conference)- seek comments on any alterations required

4. Review and updating of promotional and presentation materials throughout the Joint Action to ensure material remains up to date and relevant. Steps to achieve

build in regular review (at standing item on agenda for DAG meetings) 5. Creation of a website to include materials promoting and explaining the Joint Action, to be updated by Work Package leads as progress is made on each of the Objectives. (D2.2) – Design materials included in Annex C within the digital strategy. Steps to achieve:

work package leaders to work with Scottish Government communications and marketing colleagues to bring forward proposals for the format and functionality of the Joint Action website;

seek DAG views on look and feel of ‘draft’ website and agree functionality requirements;

work with design company to design website;

work with DAG to produce and agree suggested content for website;

registered users only area for sharing work progress and draft documents – agree extent of usage;

6. Preparation of a full Dissemination plan working with the DAG and Work Package leads to identify key audiences, key messages, tactics and opportunities to promote the overall Joint Action and the work taken forward by the individual Work Packages. (D2.3) Steps to achieve include:

developing a calendar of events where the Joint Action will be presented;

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This document is part of the Joint Action DEM 2 (Grant Agreement No 678481) which has received funding from the European Union’s Health Programmer (2014-2020) Version 3 (06112017)

stakeholder mapping exercise working with other work package leaders to identify the various networks and organisations that will receive updates on the Joint Action;

Undertaking a full stakeholder analysis (Annex B)

planning for academic and non-academic publications promoting the work and outcomes of the Joint Action;

planning for use of social media to promote the Joint Action.

Drafting a dissemination strategy in collaboration with other work package leaders for input before presentation to Programme Board for approval;

7. Regular review of the Dissemination Plan to track progress and consider amendments; build quarterly review into DAG workplan 8. Draft final dissemination report and planning and delivery of a conference to conclude the Joint Action. (MS10) Steps to achieve:

Establish conference planning sub-group

Work to identify programme for conference

Contact speakers and confirm attendance well in advance;

Select, and book venue (Brussels); 9. Production of Interim and Final Dissemination Reports, and Layman’s version of the final report on activities to promote the evidence and learning from the Joint Action. (D2.4, D2.5, D2.6) 10. The Work Package lead will lead each of the tasks above working with the other Work Package leads, participants and wider stakeholders. Key materials and plans will be considered by the DAG.

Regular tasks By whom? When

Catch up meetings All participants Monthly (review timescales)

Standing items for agenda of DAG meetings

WP leaders At least a month before meetings

Put minutes and agendas on Website (Admin project)

Once minutes approved at following meeting

Regular review of presentation and information materials

All At meetings of DAG

Review of website content All At meetings of DAG

Review of Dissemination plan

All At meetings of the DAG

Conference planning as regular agenda item

All or conference planning sub-group?

From M12 onwards

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This document is part of the Joint Action DEM 2 (Grant Agreement No 678481) which has received funding from the European Union’s Health Programmer (2014-2020) Version 3 (06112017)

11. RISKS

At first DAG meeting discuss and agree risks to work package for inclusion in work plan and risk register (All to consider)

Risk identified at Programme Board 7/7/2016 – A full Dissemination programme cannot function in isolation – it is heavily dependent on the cooperation of other work packages, beneficiaries and partners; Action planned: Look to establish a communication strategy that engages with each Work Package in a way that inspires cooperation; add to the agenda of WP catch-up calls.

This document is part of the Joint Action DEM 2 (Grant Agreement No 678481) which has received funding from the European Union’s Health Programme (2014-2020)

Annex A EUJA Act on Dementia Information Leaflet

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This document is part of the Joint Action DEM 2 (Grant Agreement No 678481) which has received funding from the European Union’s Health Programmer (2014-2020) Version 3 (06112017)

Annex B

STAKEHOLDER ANALYSIS

Who would be interested in the JA outcomes?

Government - Government Departments, officials, policy makers, politicians; Ministries of Health; Other Ministries (including finance, social care, transport, housing, urban planning, medical and nursing, workforce, allied health professionals, environment, education, equalities, etc.; Elected and appointed officials (MPs, MSPs, Prime Ministers, Cabinet Ministers, Ministers); Government agencies and institutes; local authorities etc.

Service providers - Health and social care providers (national and local level); emergency services; professional associations (e.g. general practitioners, nurses, social workers, dentists, allied health professionals, neurologists, psychiatrists, psychologists, etc.)

Third sector organisations such as Alzheimer Europe and other community organisations representing Alzheimer/Dementia organisations, mental health, ageing etc.; equalities groups, consumer, family and advocacy groups

Patients/Family/Carers’ Associations

Private sector – health insurers, private care providers, companies (health technology, pharmaceuticals,

Academic/Knowledge Institutes, Universities/Research Institutes and hospitals

Health Insurers

Media/Journalists/Health and Scientific Journalists

Lobbying groups

Policy professionals

International organisations – including World Health Organisation, OECD

Why might they be interested and how will they use the information?

To understand the project aims and objectives

To learn about developments and latest evidence reviews

To be aware of the experts working collaboratively in this area across Europe

To learn about good practice

To improve practice

To share knowledge

To inspire with examples of best practice and the thinking behind it

To make enquiries about how to be involved in pilot testing (e.g. Dementia Friendly Communities)

As a focus for a community of interest

To be involved in testing recommendations

To share tools/toolkits

Practical ideas about putting knowledge into action

To improve the quality of life for people living with dementia

This includes

To improve their practices on dementia diagnosis

To be informed on recommended post diagnostic support

To be aware of the benefits and risks of diagnosis

Which of these stakeholders has the influence to further disseminate or communicate this information and act on the information obtained?

Member States’ Governments (Health Departments)

Health Authorities (involving decisions at national level)

Policy professionals

Medical and nursing professionals through their professional bodies and through continuous education

Third sector

What information will you communicate and disseminate?

Leaflet

Website of EUJA Act on Dementia,

Presentation slides of the project.

Information about each work package o Summary o Literature/Evidence reviews o Information about best practices o Information about pilot testing o Information on how to become involved/how to find out more about what’s

happening

Links to national dementia strategies and policies

Information about how to make connections with the work

Information about other relevant initiatives which may impact on people living with dementia and their families and carers

Toolkits to help improve the delivery of services for people living with dementia.

How and how often will you communicate and disseminate to capture attention particularly of the stakeholders that you consider to be most influential in this field

Dissemination activity linked to accomplishment of key deliverables;

Website – to be kept up to date

dissemination through third sector partners and wider community of interest (e.g. Alzheimer Europe);

Updates/flash reports following programme board meetings;

News – as it happens;

Events/Meetings – as arranged;

Conferences (including JA final conference);

Videos;

Regular Social Media updates (Twitter, Facebook, LinkedIn, blogs)

Annex C

EU JOINT ACTION ACT ON DEMENTIA

DIGITAL STRATEGY

Annex E

STAKE-HOLDER MAPPING SURVEY

1. Who would be interested in the JA outcomes?

2. Why might they be interested and how they will use the information?

3. Which of these stakeholders has the influence to further disseminate or communicate this information and act on the information obtained?

4. What information will you communicate and disseminate?

5. How, and how often, will you communicate and disseminate to capture attention, particularly of those stakeholders that you consider to be the most influential in this field.

In the questionnaire below, we would like you to consider the main stakeholders of our different work packages, on the basis of an initial list that we have provided. In doing so, we would also like you to consider the purpose of communication and dissemination activities to these groups, and to identify different channels that you can use to convey different messages and materials. You are only required to focus on those work packages that you will be leading or will be involved in, although we

would of course also welcome your views and input relating to the other work packages, too.

Stakeholder categories

Departments of government bodies (Ministries, Public Health Institutes) focusing on health improvement and dementia care;

Departments of government bodies that affect the integration of health and social care (e.g. finance departments, social services, transport, housing, urban planning, medical and nursing and allied health professionals, education, etc.;

Societies, Associations, Federations, Foundations and Networks and individuals focusing on care of older people and dementia patients in particular;

Societies, Associations, Federations, Foundations and Networks and individuals in fields that affect the integration of health and social care e.g. finance departments, social services, transport, housing, urban planning, medical and nursing and allied health professionals, education, etc.;

Other projects and programmes focusing on health and social care integration and care of people with dementia;

Policy makers with an interest in dementia care and its improvement and integration; Research Institutes, Centres and individual researchers working on dementia care and the wider social context;

Third sector

Private sector.

Please consider the following and respond (with examples if possible) in the space opposite

Is this list comprehensive? If not – please suggest additions in the adjacent column

Should these categories be further broken down? If so, how ?

Should other categories be added? If so, which ones ?

Which do you consider to be the main stakeholder groups in relation to the dissemination of your work package outcomes?

In which ways can they influence the dissemination of the work package outcomes?

How should they be prioritised?

Can you think of any other stakeholders that should be included /would be interested in JA Act on Dementia outcomes?

In addition to the formal and public deliverables and milestones for the JA, please list additional products or materials that could be produced in the context of your WP that can be communicated/disseminated to different stakeholder groups (e.g. additional newsletter or journal articles, videos, info-graphics).

Please list major sub-national, national or international events being planned for 2016-2019 where information from this WP can be integrated.

Please list addresses of websites where it might be appropriate to include information on and a link to the EUJA Act on Dementia website.