Transcript Document
FP7: Since the project idea to the submission of a proposal
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
General Roadmap
1. Idea of the project 2.- Find the proper call 3.- Proposal preparation* 4.- Proposal submission 5. Evaluation Summary Report 6.- Creation of the CA 7.- Negotiation of the financial part 8.- Grant agreement 9.- Performance of the Project
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
Fundamental Concepts
Summary of Key Phase Characteristics
1. Feasibility 2. Consortium Formation 3. Proposal Development 4. Contract Negotiation 5. Roll-Out & Implementation
Proposal idea & proposal summary Role in proposal & target budget Explore initial contacts
Partner search Establish contacts & agreements
EC templates & submission forms Allocation of proposal parts among partners Final proposal submission
Negotiation & re costing Consortium Agreement Final contract signature = effective start of project Action Plan for proposal development
Agree on overall budget & partner
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I
shares
Technical Work
Admin. & Legal Mgt Payments & Financ. Mgt IPR Mgt.
Auditing Reporting
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•
Entering in FP7 projects
Participating as Partner
Three key things to consider – – (A) What projects need • A good partner, that shares the consortium vision and is able to perform a given set of activities • • A partner who is reliable and sticks to its mission A partner who communicates well and understands how EU projects work from a financial and administrative point of view – (B) What kind of project you want – • A project that helps you implement a strategy or reach an important objective (C) How do you get onboard the project that you want • Customizing your research offer www.aetic.es
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I
The first steps
• • • • • • • Clarify your own goals for participation Identify Thematic Priority Identify Strategic Objective Identify topic(s) Know which call and timeframe Clarify whether you will coordinate or participate Key decision is whether to go on the instrument applicable to the proposal (funding scheme) • Decide which instrument best fits the proposal: *
Collaborative Project, *NoE, * Co-ordination and Support Actions
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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The funding schemes
•
Choose your “funding scheme” with care:
Collaborative Projects must show a full range of activities Research, Demonstration, Training, Cooperation with other programmes….. • Networks of Excellence represent a durable re-structuring of the participating institutions • Coordination actions/Specific Support Actions do not conduct S&T research • Research for SMEs (CRAFT) Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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Key documents
• • • • • • • • • The latest relevant Workprogramme Call fiche Participation rules Guide for Applicants (specific for each funding scheme and for each Programme) Guidelines on Proposal Evaluation and Selection Procedures Model contract Negotiation guidelines FP7: Fact sheets FP7: FAQs Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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Partner Search
• • • Best sources are: Previous/current project partners Business partners Targeted potential customers/distributors • • • • • For additional partners/roles use: CORDIS: Partners and Projects Databases Expressions of Interest data base (if applicable) NCPs network Specific Networks (eg. Ideal-ist: Best Practice) Information Days • • • • Issues to be discussed and agreed upon with the Partners Their scientific/administrative contribution Their share of EC funding (roughly) IPR issues Consortium agreement Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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Before you start writing
•
Ensure business reasons for proposal understood
•
Programme & Call identified
•
Topic & subject understood & agreed
•
Background work on previous/current projects
•
Identify partners who agree to participate
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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Fundamental Concepts
Consortium Formation Core Points
• • •
FP7 consortia
MUST
be characterised by a range of complementarity in terms of
–
Expertise
– –
Disciplines Geography
– –
Organisation types (e.g. academia, SMEs, etc) Human resources Number of partners depends on
–
Subject, tasks, project type - minimum three partners from three Member States or Associated Countries An experienced co-ordinator is an important plus
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Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I
Fundamental Concepts Finding Partners 1/2
• Established contacts
– Previous or current project partners – Business partners
• Internal organisation / company networks and communication channels • Private Partner Search
– Databases in ICT-related projects like EUROPEAN-IST, SALA+, SEE INNOVATION , EASIER, SECURE-FORCE , etc.
• Public Partner Search
– Cordis, IDEAL-IST FP7, etc www.aetic.es
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I
Fundamental Concepts Finding Partners 2/2
• And also
– ETP Partner Searches – Targeted potential customers / distributors – FP6 projects database – Patent databases – EU conferences and publications – Information Days and other events – National Contact Points & Innovation Relay Centres Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
Fundamental Concepts Key Proposal Elements
• Focus – There should really be only one high-level objective • Consortium credibility and quality • Management aspects and resource allocation • Workable and realistic work plan with well-defined milestones / deliverables / and success metrics • Well-identified risks and contingency plans • Exploitation and anticipated impact Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
• • •
Fundamental Concepts
Proposal Structure
PART A – Proposal
Submission Forms
PART B – Proposal Content
• Section 1 – Scientific and/or technical quality – – – – Concept & objectives Progress beyond the state-of-the-art S/T methodology and associated work plan Exploitation and Dissemination • Section 2 – Implementation – – – – Management structure & procedures Individual participants Consortium as a whole Resources to be committed A1 (title, abstract, etc) A2 A3 – General information on proposal – Information on co-ordinator and other partners – Cost breakdown by type of cost categories and partner • Section 3 – Impact – Expected impacts listed in the work programme – Dissemination and/or exploitation of project results, and management of intellectual property • Section 4 – Ethical Issues www.aetic.es
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I
Steps:1
•
Parts of a proposal Part A
– – –
A1
:Acronym, full title, summary (2000 characters)
A2
: Information on partners’ organisation: one per partner
A3
: Information on Proposal’s/project budget •
Part B
: The main text of the proposal
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Part B1: Scientific and/or technical quality, relevant to the topics addressed by the call (1)
•
1.1 Concept and Objectives
:- get right to the point to ....”, Do not have multiple objectives - go up a level, Indirectly show how it is beyond the state of the art “The objective is •
1.2 Contribution to the co-ordination of high quality research
Information for this section comes from various sources, such as: • • The introductory sections of the Workprogram contains good reference material.
Via the Europa web site, http://europa.eu.int there is information on all EU policies and they can be identified and downloaded from there. eg - Policies - Access by subject to legal instruments in force, legislative activity in progress, implementation of common policies, EU grants and loans, statistics and publications Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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Part B1: Scientific and/or technical quality, relevant to the topics addressed by the call (2)
•
1.3 Quality and effectiveness of the support mechanisms, and associated work plan
Does not consist only of the required PERT, GANTT and WP charts and tables – they are purely summaries. You have up to fifteen pages available. This section should include: – Rationale for your implementation method - alternatives considered, phasing and check points, system design as appropriate, potential technical risks and fall backs, reference to other work, reference to other funded projects and justification Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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PERT & GANTT charts
• Once you have produced a draft of the WP breakdown that is agreed by your major partners, build a final PERT chart and from it a preliminary Gantt chart that shows the start and dates of the work packages. • A good tip is to ensure that there is a phased start up of the project as, in practice, it usually takes 2 to 3 months for all the resources to become available.
• Ensure that in the final month of the project only
WP1
WPx are ongoing in order to produce final reports etc.
and • These constitute good management practice and show the evaluators you are an experienced manager www.aetic.es
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I 18
Start
Standard PERT diagram
WP3 WP4 Implem WP1 Project Management WP5 WP2 Diss&E WP6 End Of course this can be enhanced with greater detail, according to the project’s activities Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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Part: B2: Implementation (2)
• 2.1 Management structure and procedures • 2.2 Individual participants – This section has to be concise, complete and very well thought out. This section should describe how the proposed project will be managed, the decision making structures to be applied, the communication flow within the consortium and the quality assurance measures which will be implemented, and how legal and ethical obligations will be met. Emphasise the experience and quality of the management
.
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•
Part B2: Implementation (1)
2.2 Consortium as a whole (only if relevant)
: •
2.4 Resources to be committed
Start off with a short one page description of the consortium stating who the participants are, what their roles and functions in the consortium are, and how they complement each other. It is vital you identify such partners as “end user”, “exploiter or supplier” as well as “research contributor” etc.
Be very careful of sub-contracts. The Commission does not like them. Do not sub contract R&D, or management issues. This section should also contain a
BRIEF
description of each partner organisation, emphasising his relevance to the project (a third of a page, maximum). Include a brief CV of one or two staff per participant. Do not exceed one page per participant There are important things to say and irrelevant things. The evaluator is interested in a company’s technological capability. If you have been involved in previous successful projects, name them. The CV of the nominated Project Manager is of particular importance. Finally the overall financial plan for the project is critical. It must be brief and answer any obvious questions Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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Model structure: small and medium scale Collaborative Project The partners(1)
• Management Board with senior representatives of each partner: chaired by project manager • Technical Board with technical leaders of each partner/WP: chaired by technical director • • • • • WP1: Project Management WP2:…… WP3:…… WP4:…… WP5:…… Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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Collaborative Project: possible structure (2)
Partners Management Board with senior representative of each partner Technical Board with technical leaders of each partner/WP Chaired by Project Manager Chaired by Technical Director WP1 Project Management WP2 WP3 WP4 Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I WP5… www.aetic.es
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Steps: 2
B part: workplan “Other costs” per WP per partner Cost iterations to achieve acceptable costs & distribution Update tables with man months, deliverables, milestones B2 add financial plan rationale Update A3, fine tune, proof, agreement Initial EPSS submittal Proposal Development Team Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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Example Budget breakdown among partners for an SSA/support activities (Model based on the flat rate O/H=20%) For flat rate Overhead=60% the estimation would be based on the following: ((x-(x*100)/160))/ x=total budget for the beneficiary/contractor
Partners & Cost Model Man/ Mont hs Man/m onth rate for the Scientif ic staff Labor Cost Busines s Travels Supp ort Activ ities (Even ts ,etc) % Ow n Co ntri but ion Own finan cial Cont ributi on Indirec t Costs (Overh ead: 20%) Total for Suppor t Activiti es Total for Suppor t Activiti es + Manag ement (cost of table 3) 71.333, 3 EC Request. funding 1. Partner 1/Co
Greece
Partner 2 (FCF)
9,6 2,5 3.100 6.615 29.795,6 16.437,9 15.600 5.200 3.500 0,0 25 5 17.83
3,3 1.525
,0 9.779,1 4.327,6
58.674, 71 25.965, 5 30.500 53.500,0 28.975,0 Partner 3 (AC) Partner 4 (AC
)
Partner 5 (FC) Partner 6 (FCF) Partner 7 (FCF) Subtotal 2
15,9 15,1 16,9 10,1 15,6
85,7
1.400 1.400 1.400 2.100 1.300 22.304,5 21.183,3 23.593,1 21.269,6 20.314,3
154.898,3
10.400 11.500
11.500
11.500
11.500
77.200
3.000 3.000 3.000 2.200 2.000
16.70
0
0 0 3 3 3 0 0,0 1.391
,8 1.283
,5 1.237
,1
23.27
0,7
7.136,7 7.136,7 7.618,6 6.993,9 6.762,9
49.755, 4 42.820 42.820, 0 45.711, 8 41.963, 5 40.577, 1 298.532
,58 43.500, 0 43.500 46.391, 8 42.783, 5 41.237, 1 319.245
,7 43.500,0 43.500,0 45.000,0 41.500,0 40.000,0 295.975,0 Business travel estimation: 1
. Coordinator (to support the events of WP3): 10 journeys * 1 person*4days*150= 6.000 euro and 10 tickets*700 euro=7.000 euro. In total for activities of WP3=13.000 euro. Moreover 2.600 euro should be www.aetic.es
available for two (at least) trips too Brussels in order to meet the appropriate officer of EC. Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I 25
Part B3: Impact
• •
3.1 expected impacts listed in the WorkProgramme 3.2 Spreading excellence, exploiting results, disseminating knowledge
– Include plans for the dissemination/exploitation of the results by describing the dissemination/exploitation strategies, the user groups to be involved and how, the tools and/or means to be used to disseminate the results, and the strategic impact of the proposed project – Exploitation is a vital part of this section. Emphasise the usefulness and range of applications, which might arise from the project. Explain the partners’ capability to exploit the results of the project and detail how in a credible way. Refer to the draft Consortium Agreement with respect to access & commercial rights.
This is particularly important.
Be specific and quantify things.
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Part B: Other issues
It is mandatory to include two aspects here in a positive manner: Ethical issues One of significant impact here: data protection acts - both at European and at National level. State that the project will comply and it is the responsibility of, say, the project manager to ensure compliance and mention this in his responsibilities under B5.
Gender issues Mention how many women you expect to be assigned to the project (it is assumed there will be
some
). Assign responsibility to the project manager and mention it in B5.
Safety & Environmental issues You should also state you will comply with all relevant Community regulations and specifically address any conceivable impact on Safety or Conservation concerns www.aetic.es
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I 27
Fundamental Concepts
Proposal Submission and Evaluation
• One stage e-submission via EPSS – Electronic Proposal Submission System • Eligibility Check – time of receipt, min. partners, proposal complete, other specific to call • Evaluation via 3 independent experts
incl
. non-EU evaluators – Evaluators selected from central database and by invitation and checked for any conflict of interest • 3 evaluation criteria only – for each funding scheme per Work Programme • Feedback via ESR and later by official letter of outcome of ranking process (including unsuccessful applications) www.aetic.es
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I
Useful tips
1
. Many proposers concentrate on the scientific element, but lose marks on project implementation or impact description
2.
Clear language
3.
Well-organised contents, following the Part B structure
4
. Useful and understandable diagrams 5. No typos, no inconsistencies, no obvious paste ins, no numbers which don’t add up, no missing pages …
6.
Don’t write too little; cover what is requested
7
. Don’t write too much; Don’t neglect the “Other issues” : Gender issues, ethical issues, etc
8
. Don’t leave the evaluators to figure out why it’s good; tell them !
9
. Leave nothing to the imagination
10.
Don’t change the key points of the proposal in the last minute and Submit your proposal on time and if you need support/help call your NCP before it is too late Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
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Writing an FP7 proposal is NOT just a creative process for A NICE IDEA
• It requires to SHOW scientific, technological and depth knowledge of the subject • You must present references, legislatures, previous work and experience
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Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I
Be precise and to the point
• Use drawings to show your methodology at once • Use bold types in phrases that you would like to emphasize • Present cohesion and interaction among work packages
Oficina AproTECH de AETIC: Información y asesoramiento en la preparación de propuestas de I+D+I www.aetic.es
Further Information
• 7 th Framework Programme of Research http://cordis.europa.eu/fp7/home_en.html
• Participate in FP7 http://cordis.europa.eu/fp7/participate_en.html
• Find a Call: http://cordis.europa.eu/fp7/dc/index.cfm
• Find project partners http://cordis.europa.eu/fp7/partners_en.html
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