The DIGITAL Europe Programme (DIGITAL) plays a crucial role in funding projects that drive Europe’s digital innovation and transformation. However, securing funding under this programme is highly competitive. To ensure fairness, transparency, and alignment with EU priorities, proposals undergo a structured evaluation process, so that only the most impactful and feasible project proposals adhering to the specific topic receive financial support.
But how does this evaluation work in practice? Who assesses the proposals, and what factors determine which projects get funded? In this article, we take a closer look at the evaluation and selection process in detail.
The three pillars of evaluation
Every proposal submitted under the DIGITAL programme is assessed based on three fundamental criteria: relevance, implementation, and impact. These criteria carry equal weight and together provide a comprehensive picture of the project’s merit.
The first and perhaps most critical factor is relevance. At its core, this criterion examines how well a project aligns with the objectives of the specific funding call. Evaluators look at whether the proposal directly supports the EU’s broader goals, such as competitiveness, sustainability, and digital transformation. A project that closely matches these priorities is more likely to receive a high score, whereas one that is not well aligned with the call’s intentions may struggle to make an impact.
The second criterion, implementation, focuses on the project’s feasibility. Even the most ambitious ideas will not secure funding if they lack a clear, structured plan. This means that proposals must provide a well-defined work plan, outlining how tasks will be distributed among partners, what milestones will be achieved, and how resources will be allocated. The expertise and reliability of the consortium behind the proposal also come under scrutiny. A strong partnership with a solid track record can significantly increase a project’s chances of success.
Finally, the impact criterion assesses what the project is expected to achieve and how effectively its results will be shared and utilised. The projects must also demonstrate concrete benefits for society and the economy. Evaluators consider how the project will contribute to technological advancement, economic value, and social progress. Furthermore, proposals must include a clear strategy for exploitation and dissemination, in other words, how the project’s services and innovations will be provided to stakeholders and integrated into real-world applications beyond the project’s lifecycle.
Each of these criteria is scored on a scale from 0 to 5, with 5 representing an excellent proposal that has no significant shortcomings, while 0 indicates that the criterion has not been addressed at all.
From submission to selection: the evaluation process
The evaluation process follows a single-step procedure, meaning that applicants submit a full proposal, which is then assessed in one comprehensive review phase. Once proposals are submitted through the EU Funding & Tenders Portal, the first step is an admissibility and eligibility check. This ensures that applications meet the fundamental requirements, such as being submitted on time and including all necessary documents.
Once these initial checks are passed, proposals move on to the actual evaluation phase, where a committee, often assisted by independent external experts, assesses them based on the three core criteria. Each proposal receives a final score and is then ranked accordingly. Funding decisions are made based on this ranking, with the highest-scoring proposals receiving financial support until the available budget is exhausted.
However, in cases where multiple proposals receive the same score (a situation known as ex-aequo prioritisation), a specific set of rules defines which projects should be funded first. The first consideration is thematic uniqueness: if a proposal addresses a topic that has not been covered by higher-scoring submissions, it is given priority. If that does not break the tie, evaluators compare the scores of individual criteria, prioritising relevance first, followed by impact, and finally implementation. If a decision still cannot be reached, a wider perspective is taken, considering factors such as geographical balance and synergies between proposals to ensure diversity in the selected projects.
Variations in the evaluation process
Although the core principles of evaluation remain consistent across the DIGITAL programme, specific funding calls may introduce variations in the process. For example, while relevance, implementation, and impact are always assessed, their relative importance can differ. Some calls place greater emphasis on relevance, ensuring that the projects most closely aligned with EU objectives are prioritised. Other variations can include specific thematic requirements, such as a focus on SME participation, skills development, or environmental sustainability. In certain cases, geographical restrictions also come into play due to security considerations, limiting eligibility to specific countries.
Beyond selection: project monitoring and reporting
Securing funding is just the beginning of the path for a DIGITAL project. Once a project is approved, it is subject to continuous monitoring and reporting requirements to ensure that it remains on track and delivers its intended outcomes.
Throughout the project’s lifecycle, beneficiaries are required to submit periodic technical and financial reports via the Funding & Tenders Portal. These reports analyse the project’s progress, specifying achievements, challenges, and any necessary adjustments. Particular attention is given to how well the project’s dissemination and exploitation activities are progressing. It is indeed mandatory for the proposals to include to include a Dissemination and Exploitation plan, which must be submitted before month 6. This is where DEDEP.eu, an initiative designed to support the DIGITAL programme, beneficiaries, and other stakeholders in their D&E efforts. plays a crucial role. By ensuring that project outcomes are clearly communicated and understood, DEDEP.eu maximises their potential to influence policy.
At the conclusion of the project, a final comprehensive report must be submitted. This document summarises the key outcomes, evaluates the project’s success, and outlines future plans for ensuring that its results continue to be utilised beyond its formal duration. Evaluators consider a range of Key Performance Indicators (KPIs), such as the number of publications produced, events attended, and stakeholders engaged. More importantly, they assess the extent to which project results have been adopted by industry, policymakers, and research communities, as this is a critical measure of a project’s lasting impact.
Conclusion
The evaluation process for DIGITAL project proposals is carried out with rigour and structure, in order to ensure that EU funding is allocated to the most relevant and high-impact proposals. While the three aforementioned criteria remain the foundation of the assessment, applicants must also be aware of the specific conditions and priorities that apply to different funding calls. Beyond securing funding, projects must demonstrate the effective execution of their proposal, the engagement with stakeholders, and impactful dissemination and exploitation of the results. It is fundamental to understand how proposals are evaluated and what is expected, so that applicants can increase their chances of success and contribute to Europe’s digital transformation.
