using land use to make transport more sustainable preparation and submission of proposal

Using land use to make transport more sustainable

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PREPARATION AND SUBMISSION OF PROPOSAL

Using land use to make transport more sustainable

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3 PHASES

Preparation & Submission

Negotiations

Project work

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STRATEGIC DECISIONS

Role: Co-ordination or Partner

Write proposal alone or

together with your partners

Using land use to make transport more sustainable

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STRATEGISCHE ENTSCHEIDUNGEN

Koordination oder Partner

Proposal selbst oder gemeinsam Schreiben

RISKS WHEN PARTICIPATING AS PARTNER

• Is the budget enough to carry out all the tasks foreseen for me?

• Are there enough travel costs?

• Is there any translation foreseen and does there exist budget for translation?

• Do I get regular information on the progress of the project?

• Do I have a voice in decisions within the project?

• Do I have all rights of all results / products for exploitation?

• Co-ordinator submitts the money very late to the partners

• Communication between co-ordinator and partners is poor

• Unexperienced co-ordinator

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OPPORTUNITIES AT THE BEGIN

• Text of the call fits very well to my own project idea

• Cofinancing is already fixed.

• Experienced partners / co-ordinator in the consortium

• Resources exist (English knowledge, Excel, Layout, Communication etc.)

• Start of proposal preparation as early as possible

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SET UP A CONSORTIUM

Geographical aspekts: • Balance of geographical areas (this doesn‘t exclude 2 partners from

the same country!)

Content / Know How:• Which Know How do I need? (Management, Communication, Layout,• Which contents do I need? (depending from the call text) • Mix out of experienced partners and new comers

Political aspekte: • Partners from new member countries should be included• the big 5 European countries should be partners (IT, UK, DE, ES, FR)• stakeholders / key actors should be included

Notice: to include CIVITAS CIties is not a convincing idea!!

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CONSIDERATION CONCERNING BUDGET

Expensive parts of the budget:• Translations• Travels, Meetings

Efforts for project management shouldn‘t exceed 7 – 9 % of the total budget.

Ask EU about approx. possible total budget of the project. In the submission of the first call of the second period an average project budget is 1 Mio Euro turnover.

Notice: Tasks and efforts must be in balance. It isn‘t possible to allocate each partner the same budget for similar tasks if they have complete different hourly rates.

Using land use to make transport more sustainable

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STRATEGISCHE ENTSCHEIDUNGEN

Koordination oder Partner

Proposal selbst oder gemeinsam Schreiben

RISKS• Partner doesn‘t manage to get co-financing

• Well known institutions (persons) participate in the consortium, but a newcomer will work on the project.

• Political changes during the life time of the project reduce support.

• Long delays

• No common understanding concerning contents between partners and co-ordinator

• Partners aren‘t able to carry out their tasks

• Consortium counts on contributions from outside of the project

• Unflexible institutions

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CRITERIA FOR SUCCESS: STEER - CHECKLIST• Do we meet the formal / admin. requirements?• Do we meet the demands of the call? • Quality of the described activities • Cost – Benefit anylsis• Comprehensibility of contents / methodologies / approach / message• European Dimension• Are stakeholders and key actors involved?• Are partners from new member countries involved? • Do we take European Policies in consideration? • Partnerships• The financial maximum fundings won‘t be exceeded ?• Practical Implementation yes – research no!• Size of consortium (ø 6 – 9 partners)• Consortium: well balanced mix of partners

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Call Text

• Vital instructions and requirements

Work programme • Guidelines for each of the specific fields and key actions

• Implementation arrangements

• Evaluation criteria

• Indicative timetable for implementation of the WP

CONTENTS OF CALL & WORK PROGRAMM

SOURCE. Waltraud Schmid (IEEA): Call 2005 - Essential steps and key issues modified

Using land use to make transport more sustainable

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FIRST QUESTIONS TO BE ANSWERED

• Investigate the state of the art. What has been done before?

• What exactly do you propose to do ?

• What will be different when your project has ended ? (When you have finished, how will we know that you have succeeded ?)

EXPLAIN THESE STEPS CLEARLY IN YOUR PROPOSAL !

SOURCE. Waltraud Schmid (IEEA): Call 2005 - Essential steps and key issues

Using land use to make transport more sustainable

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DEFINING WORK PACKAGES• Each work package should produce clearly defined deliverables (be

ambitious, but don’t exaggerate!)

• Delegate responsibilities to partners – coordinators should not try to lead all work packages

• EU added value from partners working together on common tasks. Not one work package per country

• Work package texts should state very clearly what the partners will actually do !

• Separate work package for management, including regular consortium meetings and reporting

• Schedule deliverables with progress, interim or final reports. Typical project duration 24 - 36 months

SOURCE. Waltraud Schmid (IEEA): Call 2005 - Essential steps and key issues

Using land use to make transport more sustainable

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SOME HINTS AND EXPERIENCES

SOURCE. Waltraud Schmid (IEEA): Call 2005 - Essential steps and key issues

• It takes longer to write proposals than you think !

• Make it easy to read - evaluators must assess it in little more than about 2 hours

• Follow the guidance on the application forms

• Clearly show the roles of each partner

• Show how you will measure your performance during the project (performance indicators)

• Schedule the work appropriately – not all work packages at the same time

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DISSEMINATAION / COMMUNICATION

SOURCE. Waltraud Schmid (IEEA): Call 2005 - Essential steps and key issues

• Define target audience and establish dialogue with them from the beginning (not at the end)

• Web site (separate, clearly identified, easily accessible) for information transfer, and take action to ensure that it is visited (until 2 years after project end)

• Develop simple messages and communicate directly to each specific target audience

• Reach out to new markets and actors at their own venues / events – local, national or EU.

• Think about: Common dissemination work package with budget of 7000-

15000€, for EC requested work

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EXAMPLE FLOW CHART

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BUDGET SPLIT

WP MANAGEMENT 7 – 9 %

WP CONCEPT 15 – 20%

WP APPLICATION 48 – 59%

(WP TRAINING) (8 – 10%)

WP DISSEMINATION 10 – 12%

WP EVALUATION AND QUALITY ASSURANCE 8 – 10%

WP COMMON DISSEMINATION ACTIVITIES 1%

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TIME SCHEDULE WHEN PREPARING A PROPOSAL (1)Phase Steps

Decision: Coordation / Partner3.

Set up a Consortium 14.

Rough concept / ideas2.

Call open1.- Read and understand call text- Take a look at documents for proposals- Get information

- Short description of idea (1page)

- Internal discusion and decision

- 1 Consideration to set up a consortium- First contact- Submission of short description (1 page)- Submission of „statements of confidentiality and impartiality“

Using land use to make transport more sustainable

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TIME SCHEDULE WHEN PREPARING A PROPOSAL (2)

Phase Steps

Quality Check 18.

1. Considerations for budget9.

Proposal writing 17.

Set up a Consortium 26.- search and contact missing partners – see phase 4

- Details concerning the contents (Objectives, Target groups, Work program, Expected results, Performance Indicators etc.)

- external or via partners

- Rough calculation: are we in the frame?

Admin. Forms + Information5.- Sbmission of admin. Forms to all partners, Who signed the statements

Using land use to make transport more sustainable

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TIME SCHEDULE WHEN PREPARING A PROPOSAL (3)

Phase Steps

Proposal writing 210. - Added values, contribution to policies, management, consortium, summaries etc

Quality Check 211. - external or via partners

Finalising of the proposal13.

Proposal submission14.

Detailled budget12. - Final calculations

- Layout and content /.financial check

- electr. submission or. duplication and submission by regular mail / courier service

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Co-ordinator Austrian Mobility Research FGM-AMOR

Robert Pressl / Karl ReiterTel: +43 316 81 04 51 13 / +43 316 81 04 51 23

e-mail: pressl@fgm.at / reiter@fgm.at