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Innovative Immunisation Hubs [ImmuHubs] [101018282] - Project
Coordination of the Project by lead VIVI

Start month:1 - End month: 36

Description of work

The ImmuHubs Management WP consists of administrative and management activities for the project. The objectives are to coordinate all work conducted in the project, to oversee the...
Description of work

The ImmuHubs Management WP consists of administrative and management activities for the project. The objectives are to coordinate all work conducted in the project, to oversee the tasks and work packages, to ensure sound financial management of the project and production of deliverables, and to report to the EC via the contracted reports. WP1 is led by ViVI and will execute oversight over all ImmuHubs Actions. Using a four-eyes principle, evaluation and quality assurance activities will be undertaken by THL in WP 3.

Task 1.1 Composing an Initial Leaflet [mo 1-2; ViVI]

At the beginning of the project, a lay language Initial Leaflet will be created to promote the project and must be produced at the beginning. The project Leaflet will provide our audience in different parts of Europe with an attractive and written project overview of the main project objectives and mandatory deliverables. The initial leaflet will be part of the first set of deliverables scheduled in the first trimester of the project focusing on the vision of the project to pave the way towards our goals It will be written in a language understandable to lay audiences and professionally translated into EU languages, plus those spoken in the countries involved in the ImmuHubs project. The brochures will be distributed in high resolution printed format (handed out at conferences and events) and electronic version (PDF file) downloadable from the project website (www.ImmunisationHubs.eu).
Task 1.2 Synergy with other WP
● WP2 Dissemination [ViVI]
● WP3 Evaluation [THL]
● WP4 Closing gaps [EAP]
● WP5 Increasing health literacy [EPA]
● WP6 Systematic check-ups [ViVI] Risk 1.1 Risks and Mitigation
The risks with setting up a website are minimal. Delays may be possible due to necessary clearance/ approvals. To save time, the beta version will be provided to the Executive Committee (EC) and Stakeholder Forum (SF) for their respective approvals prior to production. Professional graphics and PR experts at EAP will be consulted, as well.

Task 1.2 Project coordination and technical management [mo 1-36; ViVI]

To ensure the optimum performance, the OpenPM² project management methodology designed by the European Commission will be rolled-out. According to PM², we will manage and organize the
project effectively and deliver tangible solutions and measurable benefits.
A Project Handbook will be issued in month 6, to be updated regularly. It includes the Work Plan, the Risk/Quality Management Plan, Project Plans for ImmuHubs [WP4], a Communication/ Dissemination Plan [WP2], and an Evaluation Plan [WP3].
Three meetings will be organised: The kick-off meeting (F2F , month 1 in Brussels) will create a common understanding of teams and their roles, setting the tone of the rest of the project. ViVI management staff will be preparing the meeting. The kick-off meeting will mark the official launch of the project. In the kick-off meeting, the project teams come to agreement on the Project Charter, which documents a project’s vision, goals, strategy, methodology, participants, schedules, key milestones and expectations and other critical information.
An Interim Meeting (F2F at THL in Finland; month 18) will ensure orderly progress of ImmuHub actions and WP (at their half-time mark), discussing changes and re-arrangements of the work plan and timely decisions. The project teams will discuss progress, reporting, work plan, modifications, successes and risks. THL and the EAB will be conducting the Interim Evaluation (see WP3). To keep project partners in 10 countries informed, in between meetings, teleconferences and virtual meetings will allow for close monitoring and for urgent matters to be resolved rapidly. The PM will ensure that adequate documentation (meeting minutes) is maintained of what was decided, minutes are circulated among the partners afterwards for comments before preparing the final version. The pre/post-meeting documents will be concise
Dissemination of Project Outputs by lead VIVI

Start month:1 - End month: 36

Description of work

The objective of this horizontal work package is to create, evaluate and disseminate the knowledge generated in this project, and to enable the means and channels for communicatio...
Description of work

The objective of this horizontal work package is to create, evaluate and disseminate the knowledge generated in this project, and to enable the means and channels for communication, among the project partners as well as with the stakeholders. This dissemination & communication work package will be ‘harvesting’ and broadcasting the ImmuHubs in WP 4-5 (‘Closing Gaps’ and ‘Increasing Health Literacy’). National government stakeholders (THL), Citizen Groups (PRX), Health Professional Organisations (EAP; ViVI) and Patient Organisations (EPA) will raise awareness of the ImmuHubs. This WP (WP2) will also drive the overall impact of the global user survey and focus groups in WP5 and the systematic check-ups developed in WP6.

Task 2.1. Website, Updates and Meeting Communications [mo 1-36; ViVI; EAP; EPA]

In the first weeks of the project ViVI will set up a well-designed website for the ImmuHubs generating visibility and maximum impact. To this end, the ViVI team has already acquired the www.immunisationhubs.eu web domain and the affiliated email and social media channels. The website will briefly present the scope and aims of each WP and give the members of the ImmuHubs sufficient space to present their work, aims and accomplishments. Regular updates will be made throughout the 36 months of the ImmuHubs Programme, including meeting reports.
With regards to day-to-day internal communication matters, ViVI will be the main point of contact. With each meeting, a press release with status updates will be issued to the general public and the European Commission (month 1, 18, 36). Additional means of communication via social media communication, videos, podcasts etc, will also be leveraged. All partners, especially EPA and members of the Stakeholder Forum will actively support the lay person communication aspects of the ImmuHubs meetings and results providing active outreach and messaging to the general public.
Task 2.1 Synergy with other WP
● WP2 Dissemination [ViVI]
● WP3 Evaluation [THL]
● WP4 Closing gaps [EAP]
● WP5 Increasing health literacy [EPA]
● WP6 Systematic check-ups [ViVI] Task 2.1 Risks and Mitigation
With public communication there is always a risk of miscommunication.
To ensure the accuracy of the facts conveyed, the Communication Board (CB) will be reviewing key communications to minimise the risk of any miscommunication. The CB will be lead. by the Team Facilitator and Project Manager.

Task 2.2 Communication/Dissemination Roadmap [mo 2-5; EUC; ViVI, EAP, EPA]

EAP will be in charge of dissemination activities, including visibility of the ImmuHubs project both online and offline as well as among the scientific and stakeholder community. EAP will be supported by the WP Leaders. This includes the effective communication of the results and outcomes of the ImmuHubs as well as the transfer of knowledge to the Commission and relevant stakeholders. This task aims to communicate the project itself and its results to a multitude of audiences, including policymakers, academia, media, health professionals, and citizens. It also aims to convey the innovations generated by the ImmuHubs with a focus on the end-user perspective. EAP and ViVI will be coordinating public communication offline and online (website, social media) but all participants will contribute to message amplification. Together, the participants of this proposal have a broad reach social media, including a twitter following of 60000+. The team will be using all common social media platforms, video coordination, press liaison and networking and cross fertilization activities.
To achieve these aims and implement a number of communication methods/tools and publications (including social media) EAP and partners will agree on a Communication/Dissemination Plan (D2.2; m6) by month 6.
Task 2.1 Synergy with other WP
● WP2 Dissemination [ViVI]
● WP3 Evaluation [THL]
● WP4 Closing gaps [EAP]
● WP5 Increasing health literacy [EPA
Evaluation and COVID Aspects by lead THL

Start month:1 - End month: 36

Description of work

THL as the public health agency in the ImmuHubs team, will be in charge of internal evaluation of the ImmuHubs processes. In accordance with the Evaluation Plan, THL will provide ...
Description of work

THL as the public health agency in the ImmuHubs team, will be in charge of internal evaluation of the ImmuHubs processes. In accordance with the Evaluation Plan, THL will provide critical input into the ImmuHubs design and execution as well as critical evaluation throughout. THL is in a unique position to assess the utility of the ImmuHubs outputs for EU member states and the EU Public Health Programme overall. THL as leading leader of the Vaccine Hesitancy WP (WP8) in the EU Joint Action on Vaccination (EU-JAV) will also be able to ensure that the ImmuHubs are complementary to EU Actions on disease prevention and immunisation, as outlined in the EU-JAV and the EU Roadmap on Vaccination. THL will also evaluate that ImmuHub actions are taking the ‘new normal’ during the COVID-19 pandemic into account, in particular with the prospect of a COVID-19 vaccine and the combined disease/public health impact of COVID-19 and influenza.
External Evaluation: Throughout the Evaluation WP, THL will work closely with ViVI as Coordinator as well as with CHAFEA and the members of the External Advisory Board (EAB) including representatives of ECDC, EMA, ESPID and ESCMID as well as Families Fighting Flu as a disease specific advocacy group.

Task 3.1 Creation of an Evaluation Plan [mo 1-5; URZ, ViVI, THL, EAP]

THL will create an Evaluation Plan objectively specifying purpose, questions, study design, method, measurement instruments, and the task, responsibilities and timing of the evaluation. An evaluation plan is a written document that clearly sets out the proposed details of an evaluation - what will be evaluated, how and when. The evaluation plan should include information about what the evaluation is trying to do (what is to be evaluated, the purposes of the evaluation and key evaluation questions) and how it will be done (what data will be collected, how and when, how data will be analysed, and how and when results will be reported).
Task 3.1 Synergy with other WP
WP1: Management [ViVI]
Risk 3.1 and Mitigation
There is a small risk that the estimation of the evaluation plan is unclear in the first 5 months as we start the project. THL is supporting URZ by making the evaluation plan accurate, clear and objective.

Task 3.2 Evaluation of ImmuHubs Design, Progress and Impact [mo 2-11; THL, ViVI, EAP, PRX]

THL will evaluate progress of overall project at the following vital timepoints providing public health input during the design of ImmuHubs
● Following the launch date of the ImmuHubs, ensure that all ImmuHubs are active as planned.
● Half-way through the active period of ImmuHubs, ensure that all ImmuHubs are continuing to utilize and iterate the intervention in accordance with the Evaluation Plan. Small videos will be generated introducing the ImmuHubs in layperson language to be disseminated via the ImmuHubs Website and social media.
● Near the completion of the project, to ensure that dissemination activities have included all content and goals described in the proposal. This information will be integrated in the Evaluation Report [Task 3.4]
THL will ensure seamless integration of ImmuHub Actions within the greater context of the EU Joint Action on Vaccination and the EU Roadmap on Vaccination. THL as a key player in the EU-JAV and EU Roadmap on Vaccination via H2020 and other projects, is in an ideal position to achieve this alignment of ImmuHub Actions with European action and activities. To promote public visibility for ImmuHubs, THL and partners will be creating press releases in multiple EU languages.
Task 3.2 Synergy with other WP
• WP 2 ‘Dissemination’ [ViVI] Risk 3.3 and Mitigation
ImmuHubs will be established in 6 countries with different and heterogeneous working processes and languages. There is a risk that the implementation of the ImmuHubs project and other projects does not occur simultaneously. This may cause delays in reporting to related projects in Europe. Reversely, projects cond
Closing Gaps in Immunisation Coverage by lead EAP

Start month:1 - End month: 36

Description of work

WP 4 will be dedicated to concrete action to close immunisation gaps in difficult to reach or under- vaccinated populations in the European Region. To this end, we will be setting...
Description of work

WP 4 will be dedicated to concrete action to close immunisation gaps in difficult to reach or under- vaccinated populations in the European Region. To this end, we will be setting up 6 Innovative Immunisation Hubs (‘ImmuHubs’) in Cyprus, Finland, Greece, Poland, Portugal, and Serbia. Each country will set up hubs dedicated to three target populations in each country:
In WP4, EAP/EPA will be assessing the impact of ImmuHubs Action on health literacy in the respective target populations. The impact of ImmuHubs Action on vaccine uptake will be analysed in WP 6.

Task 4.1 Partnering with the communities
[mo 1-9; PRX; EAP; THL, AIDFM , EUC, URZ, UBE]

Praxis (PRX), an NGO focused on community work and in, and advocacy for difficult to reach populations, will be leading this task. Community outreach will be done according to UNICEF and WHO guidance (see Methods and Means Section).
Task 4.1 Synergies with other WP
• WP 3 ‘Evaluation’ [THL]
• WP 5 ‘Health Literacy’ [EPA]
Risk 4.1 and Mitigation
Especially with isolated, deprived and difficult to reach population groups it may be difficult to find rapport at first. There is always a risk of failure/delays when setting up a specific ImmuHub. This risk will be mitigated by giving ImmuHubs Leaders a one-year timeframe to familiarise themselves with the respective communities prior to starting any ImmuHub action.

Task 4.2 Setting Up Immunisation Hubs in 6 European countries [mo 4-11; EAP; THL, PRX, AIDFM, EUC, URZ, UBE]

After familiarizing themselves with the local communities, ImmuHub leaders will be deciding the details of ImmuHub implementation on-site using a grass-roots approach. The remaining 9 months in year 1 of the ImmuHubs project will be dedicated to user-resting and allocation of tools and tasks at specific settings. The ImmuHubs (each representing one of the 3 population groups per country) will be set up in: Cyprus by EUC, Finland by THL, Greece by PRX; Poland by URZ, Portugal by AIDFM, and Serbia by UBE. Each ImmuHub consists of a local ImmuHub team and 30-50 participants linked to a specific mobile health unit, community and day-care centre, assisted
living facility, clinic, church and/or spiritual centre, kindergarten, and mobile school, temporary living facility for homeless people and seasonal workers, etc.
EAP, with support from THL and PRX, will be generating 3 videos, each of them presenting Immunisation Actions targeting the same populations across 6 European Countries. These will be shown at the Interim Meeting in month 18 in Helsinki.
Task 4.2 Synergies with other WP:
• WP 3 ‘Evaluation’[THL]
• WP 5 ‘Health Literacy’ [EAP]
Risk 4.2 and Mitigation
As in Risk 4.1, delays may occur when user-testing digital and analogue tools. To mitigate this risk, we will be able to resort to EPA for rapid access to test user panels and will be able to develop mobile apps which have previously been prototyped, iterate, user-tested and validated. We will be able to build on this experience and set up the tools faster. Yet, translation into local languages will take time which is why WP6 has one year to get the tools ready for all 18 ImmuHubs planned in WP 4.
ImmuHubs will be running for one year. With the VAccApp, we will be using shared methodologies across sites and populations and consistent digital and analogue tools to improve vaccine uptake and the quality and timeliness of vaccination check-ups.
year two of the project), ViVI will be conducting a Design Thinking Workshop at the interim Meeting in Helsinki at month 18 to define the next iteration at the time of the mid-term meeting (half time of ImmuHubs Action). This will give the opportunity for immediate feedback and exchange of ideas among ImmuHubs leaders, as well as among ImmuHubs, Commission representatives, the Advisory Board and the Stakeholder Forum. After this opportunity to fine-tune actions at the different ImmuHubs, the actions will be entering a second iteration
Increasing Health Literacy : Life-course and Risk Groups by lead EPA

Start month:1 - End month: 36

Description of work
Task 5.1. Symptom Survey
[mo 1-8; EPA; ViVI ]
The Symptom Survey started with a collaboration between ViVI and patient/parent representative organisations including Families Fighti...
Description of work
Task 5.1. Symptom Survey
[mo 1-8; EPA; ViVI ]
The Symptom Survey started with a collaboration between ViVI and patient/parent representative organisations including Families Fighting Flu (FFF; members of the EAB), Make Mothers Matter (MMM). In this task, the European Parents' Association (EPA) will broaden the reach of the survey to the entire WHO European Region allowing detailed analyses of population groups. The Survey (www.symptomsurvey.org) will evaluate the subjective impact of COVID-19/flu signs and symptoms from a patient/ parent’s perspective. It will place these in context with the participants’ willingness to be vaccinated. This dovetails nicely with the public health study conducted in Finland allowing to compare the results obtained there with other EU Member States and neighbouring countries. The results will also help the interpretation of symptoms measured by the ViVI ScoreApp to lend a voice to parents/patients and their perspective on health priorities. Task 5.1 therefore helps to fine-tune the patient/parent reported outcomes (PRO) used on the Finnish ‘OmaOlo’/ViVI ScoreApp platform in WP 3, Task 3.3.
Task 5.1 Synergy with other WP
• WP3 ’Evaluation - COVID-19 Aspects’
Risk 5.1 and Mitigation
A survey response is defined as a respondent receiving and completing a survey. There are two risks. The first one is a low return rate in the online survey. The second risk is mid survey dropout, which does not count towards the survey response rate. To mitigate this risk, the survey instrument and its aims/rationale have been already validated between ViVI and MMM (Advisory Board Member) prior to inception of the ImmuHubs. The Survey was scaled and launched swiftly and publicly before the start date. Return rates are usually high (ca. 20-30%) for online surveys at MMM and FFF. Considering the global membership of MMM and FFF, the target number of 3000+ users will be realistic. EPA reaches parents in the entire WHO European Region; detailed analyses will be possible.
Task 5.2 Litreview and Focus Groups [mo 4-11; UBE ViVI, EPA]


Few studies have been done thus far to identify disadvantaged and under vaccinated populations groups in the EU. During the preparatory phase (business case phase according to PC2 terminology), ViVI in collaboration/ coordination with the entire ImmuHubs team, has ready started preliminary work for systematic a literature review on difficult to reach populations for immunisations in the EU. The methodology for the litreview has been registered with PROSPERO. The litreview will provide additional impact and visibility for the ImmuHubs consortium with public health stakeholders and the wider immunisation action community. The conduct of this scientific document dovetails nicely with dissemination activities in WP 6.
Based on this literature review, UBE with EPA will be organising focus groups among parents and families to explore in depth, intergenerational aspects of vaccine uptake.
The focus groups will be led by the lead at UBE who will be requiting participants via EPA. UBE has significant subject matter expertise in decision-making science especially with regards immunisation, thus will be in a prime position to make use of existing resources in the ImmuHubs project and generate novel insight. The results of the focus groups will be published as part of the strategy white paper in Task 5.4, below.
Task 5.2 Synergy with other WP
• WP4 ’Closing Gaps in Immunisation Coverage’ [EAP]
Risk 5.2 and Mitigation
There is no risk anticipated for the organisation of a Focus Group per se. Should there be restrictions on social gatherings due to COVID-19 social distancing rules, precluding in-person focus groups, these will be replaced by online formats via Slack and Zoom whiteboards.
Task 5.3 Immunisation Action for patients with high-risk conditions [mo 12-24; AIDFM, EAP, PRX]
The PRX team will be setting up a small ImmuHub among people living with HIV/AIDS and h
Systematic Check-ups of Vaccination Status by lead VIVI

Start month:1 - End month: 36

Description of work
Task 6.1 Integrating and Piloting the ViVI ScoreApp with OmaOlo [mo 1-8; ViVI, THL]
Task 6.1 will be piloting a patient/parent facing version of the ViVI ScoreApp to be combined wi...
Description of work
Task 6.1 Integrating and Piloting the ViVI ScoreApp with OmaOlo [mo 1-8; ViVI, THL]
Task 6.1 will be piloting a patient/parent facing version of the ViVI ScoreApp to be combined with OmaOlo (www.omaolo.fi), the Finnish public health App for self-monitoring and contact tracing for COVID-19. The ViVI ScoreApp allows ILI patients and their families to (self-) score their level of disease severity in case of influenza and COVID-19. The tool will be used in WP 3 (THL) Task 6.3 will be assessing the impact of disease severity on the willingness to be vaccinated against influenza [and COVID-19, if applicable in the future. The app will be accessible via https://score.vi-vi.org/ in English, Swedish, and Finnish
Task 6.1 Synergy with other WP
• WP 5 ‘Increasing Health Literacy’ – Task 5.1: ‘SymptomSurvey’
Risk 6.1 and Mitigation
Presently the first wave of COVID-19 is tapering off in Finland. It remained very mild with less than 7000 laboratory confirmed cases and mostly concentrated in the main Helsinki area. Whether a second will materialize, is difficult to predict. Influenza and other acute respiratory infections will likely be prevalent in seasons and years to come in all age groups, and the apps of this proposal will be tested with influenza and other ILI patients in case there is no second wave.
Task 6.2 Analogue solution for vaccination check-ups at ImmuHubs [mo 2-10; PRX; ViVI, EPA]
The PRX team will develop an analogue version for target populations lacking access to smartphones. The analogue solution will capture basic vaccination data in a user-friendly way for those who prefer paper-based materials. A basic set of risk factors based on medical history will be captured, as well. This will be a short form (card or mini booklet) focused on only the most important data. The analogue solution will be provided in the languages needed at ImmuHubs (as determined in WP 4).
Task 6.1 Synergy with other WP

• WP 4 ‘Closing Immunisation gaps’ [ViVI] Risk 6.1 and Mitigation
The analogue solution to record basic vaccination data will create a basic paper-based record. For data analysis the data collected on paper will be scanned to be included in the ImmuHub information system. This practice entails a risk of error and loss of information when handwritten data are not legible. To mitigate this risk, we will go through data management process that encompasses all the processes deployed to collect, structure, manage and use data.
Task 6.3 Adapting and Deploying the VAccApp [mo 2-11; ViVI, EPA]
In Task 6.1, ViVI will provide the ViVI VAccApp for user-testing in collaboration with EPA, and for the integration into the ImmuHubs in WP 4; ‘Closing Immunisation Gaps’. The App will also be translated into the respective languages. Elements of the ViVI Health Survey will be built in to help users assess their personal risk profile and immunisation strategy.
Task 6.3 Synergy with other WP
• WP 4 ‘Closing Immunisation gaps’ [EPA] Risk 6.3 and Mitigation
There is a risk that ImmuHub users may be requiring a language that has not yet been made available through translation. This risk always exists with difficult to reach populations. To mitigate this risk, we will make use of year one to take stock of all languages needed. This should prevent delays in year two, i.e. during the implementation phase.
Task 6.4 Analysis of the Impact of ImmuHubs on Vaccine Uptake [mo 12- 33; ViVI, THL]
This Task will provide the data analysis for all 18+2 ImmuHubs for an in-depth Impact Analysis to be integrated into the Final Report .Each of the 18 ImmuHubs will aggregate their respective data on impact on vaccine uptake. Analysis will be based on aggregate data across the WP3 grid (3 population groups x 6 countries) in addition to 2 ImmuHubs focused on populations with chronic conditions. (HIV/AIDS/IVDA and asthma). ViVI data analysts will provide detailed assessment of ImmuHubs with computer simulations for different po