d.3.3 - coaching modules adapted for new participative ... · d.3.3 - coaching modules adapted for...

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Grant Agreement number: 2246644Project acronym: PRO-IDEAL PLUSProject title: PROmotion of an ICT Dialogue between Europe and America Latina – extension towards Mexico, Colombia, Cuba, Costa RicaDue date: 01/11/2010 Actual date: 25/11/2010Document Author/s: INMARK / EMFVersion: 1.0Dissemination level: PUStatus: Updated Version

D.3.3 - Coaching modules adapted for new participative methodology

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TABLE OF CONTENTS

Introduction:…………………………………………………………………………………………….03

Module 1: Basic understanding of the EU funding rules for ICT projects ……….…04

Module 2: Understanding “Eurojargon”………………………………………..………………18

Module 3: International cooperation in ICT research: opportunities for Latin America participants …….…………………………………………………….………27

Module 4: Building ICT Projects. Getting through the maze….…………………..……34

Module 5: Project idea questionnaire and assessment ………………….………………50

Module 6: Practical steps to a successful proposal……….……………….………………61

Module 7: How are project proposals evaluated? ……………..………….………………82

Module 8: Self-Assessment Test 1 and 2……….……………….………….……………….95

Annex: Test 1 and 2 for Module 8………………...……………………………………………104

Page

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Introduction:

This deliverable is an update of the coaching modules designed for awareness raising and coaching courses of the PRO-IDEAL project. This material has been using by the partners in different projects meetings and face to face events, adapting the information depending on the nature, activities and objectives of the event.

Also these coaching modules are available online at the training session of the PRO-IDEAL platform http://www.pro-ideal.eu/training, as support to participants after interactive workshops and other project events related to ICT proposals building.

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Project: PROmotion of an ICT Dialogue between Europe and America Latina

– extension towards Mexico, Colombia, Cuba, Costa Rica

MODULE 1: Basic understanding of the EU funding

rules for ICT projects

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Objectives:

• ICT in FP7• FP7 structure and specific programmes.• ICT Work Programmes: priorities for the calls for proposals.• Participating in ICT research: the rules of the game: implementation of calls,

funding schemes and rules.

Topics Covered:

• Provide an overview of FP7-ICT programme.• Understand the functioning of ICT programme.• Understand the participation rules in European ICT research.• Discover the existing resources for ICT research.

MODULE 1: Basic understanding of the EU funding rules for ICT projects

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• ICT - Information and Communication Technologies - is a Theme

for research and development under the programme “Cooperation”

implementing the Seventh Framework Programme (2007-2013)

• FP7 is the main EU instrument supporting R&D

• Total budget: over € 50 billion. Most part is spent on grants to

research actors all over Europe and beyond

• Grants determined on the basis of calls for proposals and a peer

review process

1.1 ICT in FP7


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1. Health2. Food, Agriculture and Biotechnology3. Information and Communications

Technologies4. Nanosciences, Nanotechnologies,

Materials and new Production Technologies

5. Energy6. Environment (including climate change)7. Transport (including aeronautics)8. Socio-economic sciences and Humanities9. Space10.Security.

• Frontier research/ ‘basic research’ activities

• Initial Training Networks - Marie Curie• Life-long training and career

development – individuals fellowship• Industry academia pathways• International dimension – outgoing and

incoming fellowships• Specific actions – excellence awards

• Research infrastructures • Research for the benefit of

SMEs • Regions of knowledge • Research potential of

Convergence Regions • Science in society • Support to the coherent

development of research policies

• International cooperation

• Non-nuclear research

1.2 FP7 Research areas and activities

• Fusion energy• Nuclear fission & radiation

protection


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The Cooperation programme is the core of FP7. It fosters collaborative research across Europe and other partner countries in a number of key thematic areas:

• health• food• agriculture and fisheries• biotechnology• Information and Communications Technologies - ICT• nano-sciences, nanotechnologies, materials and new production technologies• energy; environment (including climate change)• transport (including aeronautics)• socio-economic sciences and the humanities• space and security.

1.3 FP7 Cooperation Programme


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Total Cooperation budget: 32.365 mill. Euro

1.4 FP7 Cooperation & ICT budget


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• ICT Work Programme• The WP defines the priorities for calls

for proposals • The work programme is updated on a

regular basis

• WP Structure: Focus on a limited set of:• Challenges (8 RTD challenges)

• Research Objectives• Target Outcomes

1.5 ICT Work Programme


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1.6 ICT Work Programme 2011 Priorities


ICT for socio-economic challenges

Futu

re &

Em

ergi

ng

Tech

nolo

gies

(FE

T)

2. Cognitive Systems and Robotics

1. Network and Service Infrastructures

3. Component and Systems

Basi

c IC

T te

chno

logi

es &

in

fras

truc

ture

s

4. Digital Content and Languages

5. ICT for Health, Ageing, Inclusion & Gov.

6. ICT for Lower-Carbon Economy

7. ICT for Manufac. & Enterprise

8. ICT for Learning & Cultural

Resources

International cooperation, Cooperation in an enlarged Europe, Pre-commercial Procurement

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• Basic principle of funding in FP7-ICT is co-financing.

• The maximum EC contribution depends on the funding scheme, the legal status of the participants and the type of activity.

• The standard reimbursement rate for R&D activities is 50% of the eligible costs

• and up to 75% of the eligible costs for non-profit public bodies, SMEs, research organisations, higher education establishments

• For demonstration activities: 50% of the eligible costs.

• For other activities (consortium management, networking, training, coordination, dissemination etc.): up to 100% of the eligible costs

1.7 Funding rules


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Call title: ICT call 7• Call identifier: FP7-ICT-2011-7• Date of publication: 28 Sep 2010• Deadline: 18 Jan 2011• Indicative budget: EUR 778,5 million• Topics called:

• Challenges• Objectives• Funding schemes

1.8 The rules of the game. Calls for Proposals

The European Commission funds ICT research by selecting project proposals submitted in response to a ‘Call for proposals’


Implementation of Calls

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PurposeMinimum number of participants

Typically number of participants

Average EC contribution Duration Activities

Objective-driven research projects, which aim at generating new knowledge, including new technology, or common resources for research. Comprehensive “programme” approach: including a coherent integrated set of activities. Large degree of autonomy to adapt content and partnership and update the work plan.

At least 3 legal entities established in different EU Member States or Associated countries 10-20 10M€ 3-5 years

R&D, demonstration, dissemination of research results, management, training




Objective-driven research projects, which aim at generating new knowledge, including new technology, or common resources for research. target a specific research objective in a sharply focused approach. Fixed overall work plan where the principal deliverables are not expected to change during the lifetime of the project.

At least 3 legal entities established in different EU Member States or Associated countries 6-15 2M€

1,5-3 years

R&D, demonstration, management




Special form of international co-operation projects with ICPC countries in areas of mutual interest. Objective-driven research projects similar to STREPs. SICAs have specific rules for participation.

At least 4 legal entities: 2 must be established in EU Member States or Associated countries and 2 must be established in ICPC countries

R&D, demonstration, management

Small or medium scale focused research projects (STREPs)

Large scale integrating projects (IPs)

Specific International Cooperation Actions (SICAs)


1.9 Funding schemes: Types of projects

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Designed for research organisations willing to combine and functionally integrate a substantial part of their activities and capacities, with a view to creating a European 'virtual centre of research'. "Joint Programme of Activities" (JPA) based on the integrated and complementary use of resources from entire research units, departments, laboratories or large teams.

At least 3 legal entities established in different EU Member States or Associated countries 3-7

up to 5 years

R&D, demonstration, dissemination of research results, management, training




To contribute to the implementation of the FPs and the preparation of future Community R&D policy or the development of synergies with other policies, or to stimulate, encourage and facilitate the participation of SMEs, civil society organisations and their networks, small research teams and newly developed or remote research centres in the activities of the thematic areas of the Cooperation programme, or for setting up of research-intensive clusters across the EU regions.

A single participant, which can be based in any member state, associated country or a third country 1-15 0,5M€

1-2,5 years

Monitoring and assessment activities, conferences, studies, expert groups, high level scientific awards and competitions, operational support and dissemination…




To coordinate or create a network between other research actions for a specific purpose over a given time.

At least 3 legal entities established in different EU Member States or Associated countries 13-26 1M€

1,5-3 years

Organisation of events, related studies, exchanges of personnel, exchange and dissemination of good practices

Coordination actions (CAs)

Support actions (SAs)

Networks of excellence ( NoEs)


1.9 Funding schemes: Types of projects

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Challenge Objectives Funding schemes

Ch. 1: Pervasive and Trusted Network and Service Infrastructures

ICT 2011.1.3 Internet-connected Objects IP/STREP, CSA

ICT 2011.1.5 Networked Media and Search Systems IP, STREP, CSA

ICT 20011.1.6 Future Internet Research and Experimentation (FIRE) IP, NoE

Ch. 2: Cognitive systems & robotics ICT 2011.2.1 Cognitive Systems and Robotics IP/STREP, CSA

Ch. 3: Alternative Paths to Components and Systems

ICT 2011.3.2 Smart components and smart systems integration IP/STREP, CSA

ICT 2011.3.3 New paradigms for embedded systems, monitoring and control towards complex systems engineering

IP/STREP, CSA

ICT 2011.3.4 Computing Systems[1] STREP, NoE, CSA

ICT 2011.3.5 Core and disruptive photonic technologies STREP, CSA

ICT 2011.3.6 Flexible, Organic and Large Area Electronics and Photonics

IP/STREP, ERA-NET Plus, CSA

Ch. 4: Technologies for Digital Content and Languages

ICT 2011.4.2 Language Technologies IP/STREP, CSA

Ch. 5: ICT for Health, Ageing Well, Inclusion and Governance

ICT 2011.5.1 Personal Health Systems IP/STREP, CSA

ICT 2011.5.2 Virtual Physiological Human (c) CSA

ICT 2011.5.3: Patient Guidance Services (PGS), safety and healthcare record information reuse

IP/STREP, NoE, CP-CSA

ICT 2011.5.4 ICT for Ageing and Wellbeing IP/STREP, CSA, CP-CSA

ICT 2011.5.5 ICT for smart and personalised inclusion IP/STREP, CSA

ICT 2011.5.6 ICT Solutions for governance and policy modelling IP/STREP, CSA

1.10 Funding schemes: Call 7

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Challenge Objectives Funding schemes

Challenge 6: ICT for a Low Carbon Economy

ICT 2011.6.2 ICT systems for Energy Efficiency IP/STREP, CSA

ICT 2011.6.6 Low-carbon multi-modal mobility and freight transport

IP/STREP, CSA

Challenge 9: Future and Emerging Technologies

ICT 2011.9.5 FET Flagship Initiative Preparatory Actions

CSA

ICT 2011.9.12 Coordinating Communities, Identifying new research topics for FET Proactive initiatives and Fostering Networking of National and Regional Research Programmes (c), (d), (e)

CSA

ICT 2011.9.13 Exa-scale computing, software and simulation

IP, CSA

Challenge 10: International Cooperation ICT 2011.10.3 International Partnership building and support to dialogues (a)

CSA

Challenge 11: Horizontal Actions ICT 2011.11.1 Pre-Commercial ProcurementCoordination Actions

CSA-CSA

ICT 2011.11.2 Trans-national co-operation among National Contact Points

CSA

ICT 2011.11.3 Supplements to Strengthen Cooperation in ICT R&D in an Enlarged European Union

IP, STREP

1.10 Funding schemes: Call 7

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MODULE 2: Understanding “Eurojargon”

PROmotion of an ICT Dialogue between Europe and America Latina – extension towards Mexico, Colombia, Cuba, Costa Rica

Project:

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Objectives

Topics Covered

• Terms used in the ICT work programme and specific to proposals & projects

• Synonyms or quasi-synonyms of EU terminology

• To make EU texts easier understandable

• To improve the understanding for EU programme terminology

• To provide a glossary with definitions, available on-line

MODULE 2: Understanding “Eurojargon”

???

?

• “Work Programme”•Thematic priorities, usually defined for 2 years ahead (allows you to plan proposals!)

•“Call” (call for proposals; open calls)•As published in the Official Journal. Opens parts of the workprogramme for proposals, indicating what types of actions (RTD projects, Accompanying actions etc.) are required. A provisional timetable for such calls is included in the workprogramme

–Tells you WHAT is expected until WHEN.–Example: Call 7 of the ICT programme: Published 28/09/2010; deadline 18/01/2010

Programa de trabajo

Convocatoria

MODULE 2:Understanding “Eurojargon”

• “Challenge” and “Objective”:•Specific sub-themes under a main theme (“challenge”). Example: • Challenge 1: Pervasive and Trustworthy Network and Service Infrastructures• Objective ICT-2009.1.1: The Network of the Future • Target Outcomes

–a) Future Internet Architectures and Network Technologies …

• “Funding Scheme”•Tells you which project structure is expected for which theme. Closely related to Work Programme, Objectives, and Calls. In the WP it appears as such, as an example:

–Funding schemes–a), b): IP, STREP; c): CSA –Indicative budget distribution: – IP/STREP: EUR 107 million of which a minimum of 50% to IPs and a minimum of 30% to STREPs– CSA: EUR 3 million –Call: ICT call 5

Esquema de financiamiento

Temas y sub-temasprioritarios


•“Eligibility”

•Compliance with administrative requirements, e.g. minimum number of partners; “eligible costs” = costs that are allowed to enter into the budget, according to the financial rules, e.g. costs occurred during the project phase

•“Evaluation”:•Quality check: The process by which proposals are retained with a view to selection as projects, or are not retained. Evaluation is conducted through the application of Evaluation Criteria identified in the Workprogramme and carried out by independent experts (NOT EC officials!).

Elegibilidad

Evaluación


•“Partner, beneficiary”•Project participants that form the project consortium and benefit from co-financing

• Project vs. Proposal•You write the content of a project, you submit a “project proposal” that remains a proposal until it has been accepted. If the contract is signed, the proposal becomes a (running) project.


Socio, beneficiario

Proyecto / propuesta

•Some acronyms:

• ICT Information and Communication Technologies• ICPC International cooperation partner countries• ICTC Information and Communication Technologies Committee• IP Integrated project or Internet Protocol• RTD (R&D) Research and (technological) development• STREP Small or medium scale focused research action• SICA Specific International Cooperation Action• SME Small and medium enterprise• S&T Science & Technology; scientific & technological

•


TIC

I+D

PYME

• Most of the terms are explained in the ICT programme Wiki:• http://www.pro-ideal.eu/wiki

• You find explanations also in the Work Programme• You can contact us: info [arroba] emfs.eu


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MODULE 3: International cooperation in ICT research: opportunities

for Latin America participants


Project:

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Topics Covered

MODULE 3: International cooperation in ICT research: opportunities for Latin America participants

Objectives:

• Promoting opportunities for Latin America participants in ICT • Understanding the rules for third country participation• Discovering specific research areas for international cooperation

• International cooperation in FP7 and ICT• LA and Caribbean within International Cooperation Partner Countries• Recent trends in LA participation in ICT• Position of LA in third country participants• Target objectives for international cooperation in ICT Call 7

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• FP7 is open to participation from any country in the world:

– Member States - The EU-27;

– Associated Countries – with science and technology cooperation agreements

– Candidate Countries – candidates for future accession

– Third Countries - countries that are not Member States, candidates or associated

• Cooperation with “third countries” is explicitly encouraged in FP7

– to support European competitiveness in selected fields through strategic partnerships

– to encourage the best third-country scientists to work in and with Europe

– to address specific problems, on the basis of mutual interest and mutual benefit

• Participants from International Cooperation Partner Countries (e.g. LA countries) are entitled to funding under the same conditions as EU Member States

• Consortia must have a minimum of 3 participants from Member States or associated countries.


International cooperation in FP7

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• Transnational partnerships are the norm for the ICT projects.

• Participation in ICT open to a wide range of organisations: Universities, research centres, multinational corporations, SMEs, public administrations, funding bodies.

• Objectives of International cooperation in the ICT work programme:

– To jointly respond to major global technological challenges by developing interoperable solutions and standards.

– To jointly develop ICT solutions to major global societal challenges.

– To improve scientific and technological cooperation for mutual benefit.

• Research topics open to international cooperation activities within 7 Challenges and FET

• International cooperation is also addressed through horizontal support actions

– By providing support to information society policy dialogues

International cooperation in ICT


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Opportunities for Latin America and Caribbean participants. International Co-operation Partner Countries (ICPC)

• Argentina• Bolivia• Brazil• Chile• Colombia • Costa Rica• Ecuador• El Salvador • Guatemala • Honduras

• Mexico• Nicaragua • Panama • Paraguay • Peru • Uruguay • Venezuela

• Cuba• República

Dominicana• Haití• Jamaica• etc.

Latin America ICPC


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Number of participations of third country organisations

Source: DG Information Society and Media

Third Country participation FP7 ICT & e-Infrastructures


101212

13141414

1516

1824

3335

3740

57

0 10 20 30 40 50 60

SingaporeEgypt

ColombiaUruguay

ArgentinaSouth Africa

CanadaJapan

Rep. Of koreaChile

AustraliaChinaBrazilIndia

Russian FederationUnited States

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Number of participations from Latin America (ICT + e-Infrastructures)

Source: DG Information Society and Media

Latin America participation in ICT


1

2

0

1

3

1

3

6

1

3

9

9

40

0

1

1

2

4

5

7

8

12

13

14

18

35

0 5 10 15 20 25 30 35 40 45

Paraguay

Guatemala

Honduras

Ecuador

Venezuela

Costa Rica

Peru

Mexico

Colombia

Uruguay

Argentina

Chile

Brazil

FP7 PartialFP6 Total

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MODULE 4: Building ICT Projects.

Getting through the maze


Project:

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Objectives:

Topics Covered:

• Understanding how to apply to ICT call for proposals• Explaining the rules and key issues for preparing ICT

proposals

• Steps for preparing ICT proposals• Identify ICT priorities and Funding schemes• Find project partners• Key documents for proposals writing• ICT Proposal structure• Electronic Proposal Submission Service (EPSS)• From the proposal to the project

MODULE 4: Building ICT Projects. Getting through the maze

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Steps for preparing ICT proposals

4. Build a quality international consortium that:

• Meets the minimum participation rules for the call for proposals

• Has a mix of different types of organisations

• Has the right mix of competencies and track record

• Is complementary in terms of skills and perspective

5. Familiarise the consortium with specific guidance documentation and templates published by the European Commission for the targeted call for proposals

6. Draft a comprehensive proposal document following the Guide for Applicants

7. Submit the proposal to the European Commission.

1. Identification of research areas in the ICT work programme

2. Find a Call in http://cordis.europa.eu/fp7

3. Confirm that the funding mechanisms available are appropriate for your goals

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• Cordis Partners Service http://cordis.europa.eu/partners-service/ :• Publish your partners profile by entering your project idea or specific

expertise• Search the Partners profiles submitted by other organizations• Update or delete your existing profile on-line at any time • Partners e-mail notification facility

• National Contact Points:• For general advice and for finding partners from other countries

• Ideal-ist project www.ideal-ist.net :• Provides a web-based platform for joining ICT projects and finding

partners• Your own Networwing• PRO-IDEAL project www.pro-ideal.eu


Find project partners

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PROJECT DESCRIPTION

PROPOSER INFORMATION

PROPOSAL AT A GLANCE

1

2

3

4

5

http://www.ideal-ist.net

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EC > CORDIS > FP7 http://cordis.europa.eu/fp7/home_en.html


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ICT Call 7 http://cordis.europa.eu/fp7/home_en.html


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ICT Call 7- Information Package http://cordis.europa.eu/fp7/home_en.html


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• The call fiche

• The work programme

• The Guides for Applicants relevant to the funding schemes

• Guide for Applicants (Collaborative projects: large scale Integrating Projects - IP)

• Guide for applicants (Collaborative projects - Small and Medium-scale focused Research Projects - STREP)

• Guide for applicants (Networks of Excellence - NoE)

• Guide for applicants (Coordination Actions - CA) and ERA Net plus actions

• Guide for applicants (Support Actions - SA)

Key documents Available at http://cordis.europa.eu/fp7/home_en.html


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ICT Call 7- Call Fiche

Call title: ICT call 7

1. Call identifier: FP7-ICT-2011-7 2. Date of publication: 28 September 2010 3. Deadline: 18 January 2011, at 17:00.00

Brussels local time 4. Indicative budget: EUR 778.5 million


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Part A – the Forms (1)

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• Proposal Acronym• Proposal Title• Duration in months• Call (part) identifier (e.g. FP7-ICT-2009-4)• Topic code(s) most relevant for the

proposal• Free Keywordfs• Abstract

• Personnel costs • Subcontracting • Other direct costs • Indirect costs

–Real indirect costs–Standard flat rate 20%–Flat rate 60% for SMEs, Research organisations, NGOs (until 2010)

• Total budget• Requested EC contribution

Section A1: SummarySection A3: Budget

• Participant number• Participant IdentificationCode• Legal name• Organisation• Short Name• Legal address• Organisation type• Contact details

Section A2: Participants


Part A – the Forms (2)

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Proposal abstractSection 1: Scientific and/or technical quality,

relevant to the topics addressed by the call• (Maximum length for the whole of Section 1 – twenty

pages. This does not include the Gantt chart, Pert diagram or tables 1.3a-e)

• 1.1 Concept and objectives• 1.2 Progress beyond the state-of-the-art• 1.3 S/T methodology and associated work plan• i) Overall strategy of the work plan (Maximum

length – one page)• ii) Timing of the different WPs and their

components (Gantt chart or similar). • iii) Detailed work description broken down into

work packages:–Work package list (table 1.3a);–Deliverables list (table 1.3b);–List of milestones (table 1.3c)–Description of each work package (table 1.3d)–Summary effort (table 1.3e)

• iv) Graphical presentation of the components (Pert diagram or similar)

• v) Significant risks, and associated contingency plans

Section 2. Implementation• 2.1 Management structure and procedures• (Maximum length for Section 2.1 - five pages)• 2.2 Individual participants • (Maximum length for Section 2.2: one page per

participant)• 2.3 Consortium as a whole • (No maximum length for Section 2.3 – depends

on the size and complexity of the consortium)• 2.4 Resources to be committed • (Maximum length for Section 2.4 – two pages)

Section 3.Impact• (Maximum length for the whole of Section 3 – ten

pages)• 3.1 Expected impacts listed in the work

programme• 3.2 Dissemination and/or exploitation of

project results, and management of intellectual property


Part B – Contents

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Check list• The proposal addresses one of the topics

open in the call. (See the current version of the work programme).

• You are applying for the right call and funding scheme open for your chosen topic (see the call fiche and the work programme).

• The proposal is eligible (e.g. the minimum requirements for the consortium).

• The proposal is complete (Part A + Part B) and follows the required structure.

• The deadline (e.g. Call 7): 18 January 2011, at 17:00.00 Brussels local time.


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• Proposals must be submitted electronically, using the Commission's Electronic Proposal Submission Service (EPSS)

• You can access the EPSS from the call page on CORDIS.https://www.epss-fp7.org/epss/

Coordinators can:• register the proposal • set up (and modify) the consortium •complete all of Part A of the proposal• download document template for writing Part B • upload finished Part B•submit the complete proposal Part A and Part B

Other participants can:•complete their own sections A2 (participant details)•download document template for writing Part B•view the whole proposal

Submitting a proposal online - EPSS


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Proposal submission Eligibility Evaluation

by ExpertsNegotiation Project

starts

Coordinator:EPSS submission before deadline

EC:

Check eligibility criteria

Eligible proposals are evaluated by independent experts

(2-3 months)

Successful proposals enter into financial and technical negotiations with the EC

(3-4 months)

Grant Agreement signed between the EC and the coordinator > the project officially stars

(6-8 months after proposal submission)


From the proposal to the project

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MODULE 5: Project idea questionnaire and assessment


Project:

A simple answer to a complex problem

• Initiating / participating in an EU-funded Project may appear as a challenge. You may have the impression of being confronted to a maze…

• We offer you a simple methodology to make things AS EASY AND STRAIGTHFORWARD AS POSSIBLE.

• Fill in our PROJECT QUESTIONNAIRE and we will accompany you step-by-step in the development of your international R&D strategy / project development.

• THERE ARE TWO OPTIONS:• http://ematch.eu our database for profiles with more than 2000

entries• The basic profile questionnaire

MODULE 5:Project idea questionnaire and assessment

eMatch: Follow the steps on http://ematch.eu


eMatch: Follow the steps on http://ematch.eu

• You decide to make your profile public: A public profile enhances you chances to become part of a project

• You can submit a project idea in a second phase – this information is ALWAYS confidential and will be looked at only by our advisors


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MODULE 5: Project idea questionnaire and assessment

Questionnaire (1): General Information

Questionnaire (2): describe your business sector/institute activities


• Questionnaire (3): Try to give as much info as possible


• Questionnaire (4): Try to fit into a topic


• Innovation• State-of-the- Art check (e.g. former EU projects; commercial products on the market etc.)

• Excellence•Competences offered; work envisaged

• Feasibility• Feasible within time and financial frame

• Correlation with work programme / call topics

Assessment criteria used by our internal experts


• Assessment: red/amber/green light

• Feasibility evaluation

• Identification of potential project partners (matchmaking)

• Contacts with Funding Programme officers and participation in Info Days

• Guidance for next steps

• Accompaniment of your internationalisation strategy

• Feedback (1)


• Place your project idea / profile straight in line with your international (R&D and commercial) strategy

• Take your time to carefully think through YOUR contribution to an international R&D project:

– what are your assets?– what is your value-added?– what are your objectives?

• The more precise you are in answering our questionnaire, the better we can support you!

• Focus on quality rather than quantity input: this will be more likely to help us assess your options!

Advice


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MODULE 6: Practical steps to a successful proposal


Project:

62

• To coach participants towards the essential parts of a proposal• To provide guidelines how to start proposal writing• To point out common mistakes• To provide guidelines towards success

• Work Package structure • Types of work packages• Common WPs: Project Management

and Dissemination

Steps to a successful project – WORK PACKAGES


Objectives:

Topics Covered:

• Common pitfalls of proposal writing • Success factors• Tips and tricks

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• Why start with WPs:

• to determine who does what when for which purpose

• to get a clear view on tasks that need to be performed

• to make a first estimation of the efforts (man/months) needed to implement the work and thus, the budget

WP structure (1)


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Workpackage header:Activity type: depends on Funding Scheme

STREP, IP: RTD = main activitiesSA SUPP = main activities

Other activities: MGT = ManagementDISS = DisseminationDEM = Demonstration

Impact of % of financing!

WP LeaderWP structure (2)

• MODULE 6: Practical steps to a successful proposal

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• They give an overview of the purpose of the WP, best

• done in bullet points;

• This helps you define the tasks that are needed to reach

• the objectives

Objectives:

WP structure (3)


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• Provide manageable tasks’ description• Tasks can be consecutive, in parallel or overlapping

• Numbering: “Task 1.2” means: Second task of WP 1

• Ideally, mention the partners involved in the task

Description of Work:

WP structure (4)


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• Output or results of a work package• Numbered the same way as tasks• Types: Reports (R), Prototypes (P), Others (O)• Time of delivery: M3 = at the end of month 3 after project• start (“neutral” numbering)• They are indicators for timely project performance!

Deliverables:

WP structure (5)


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• Facts/results that mark a phase in the project, e.g. a conference, a workshop etc.

• Like deliverables, they are indicators against which to measure the project’s progress

• Time of delivery: like for deliverables

Milestones:

WP structure (6)


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• Operational ones: e.g. research, technical tasks

• Ancillary ones: e.g. dissemination, demonstration

• Administrative ones: management, IPR

WP types (1)


WP Types: Depend on content of the work package

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• Background/desk research e.g. on user needs, market survey, benchmarking etc.

• Technical description: depending on the complexity of the R&D, this can be several WPs

• Validation/Demonstration

• Dissemination & Exploitation: can be separated; should include provisions on IPRs and standards

• Project Management and Quality Assessment: can be separated; should include risk management and conflict resolution

VaryDependingon ResearchWork planned

Must be inall projects;Customised!

• WP types (2)

• MODULE 6: Practical steps to a successful proposal

Work Package types commonly found in ICT projects:

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Section 2. Implementation(Maximum length for Section 2.1 - five pages)2.1 Management structure and proceduresDescribe the organisational structure and decision-making mechanisms of the project. Show how they are matched to the complexity and scale of the project.

Management


• The Management of the project is one of the work packages

• it lasts for the entire duration of the project

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Steering Group

What is an appropriate management structure?


• It depends of the complexity and scale of the project

• Typical Management structure:

Managing Success and FailuresManaging Success and Failures

Coordinator

WP´s Leaders

P1 P2 P3 Pn

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What is an appropriate management structure?


• Issues covered:

–Contractual issues: Administrative and financial

–Communication issues

–Quality management

–Monitoring of project progress (againts time and budget)

–Reporting

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During the course of the project• Periodic Report at the end of each reporting period:

• Overview, including a publishable summary of the progress of work• Explanation of the use of the resources• Financial Statement (Form C – Annex VI of GA)

At the end of the project• Final publishable summary report covering results, conclusions and socio-economic

impact of the project.• Report covering the wider societal implications of the project and the plan for the

use and dissemination of foreground

Reporting Periods & Project Reviews (e.g. for a 2-year project) :1. P1: from month 1 to month 12 2. Final: from month 13 to the last month of the project


Reporting

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Financial Statement – Form C

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Dissemination

• Dissemination means the actions taken to make publicly known the results of the project

– on-line dissemination: website, newsletters, etc.– Articles in journals, scientific papers– Lectures and talk in conferences– Mass-media (radio, TV, newspapers)– Organisation of workshops, seminars, etc.

Section 3. Impact3.2 Dissemination and/or exploitation of project results, and management of intellectual propertyDescribe the measures you propose for the dissemination and/or exploitation of project results, and the management of knowledge, of intellectual property, and of other innovation-related activities arising from the project.

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What makes a proposal successful?

The proposed project

• corresponds to the priorities of the call and the priorities the Unit in question considers important

• is innovative and of high scientific quality

• has a convincing consortium: partners are competent for the activities suggested; they are a good “mix”; they have clear roles

• is well written so that evaluators from all cultural, educational and business backgrounds can understand it

Success factors (1)


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No clear description of progress beyond State-of-the-ArtMain criterion for research projects: explain HOW the project will go beyond.

“Fuzziness” of work plan description not convincing in terms of impact and excellence: to remedy, make a clear plan on WHO does WHAT WHEN WHY for WHOSE benefit?

Inconsistencies or incoherencies: A good idea at the beginning is not followed through in the work packages not convincing in terms of management.

Common pitfalls (1)


MAIN REASONS FOR FAILURE

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• Incomplete or not complementary consortium or “decorative” partners not convincing in terms of quality of consortium; clarify roles!

• Lack of exploitation opportunities description not convincing in terms of impact and/or sustainability; give measurable indicators!

• And increasingly: Value for money!

MAIN REASONS FOR FAILURE (2)

Common pitfalls (2)


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• Suitable (meets identified needs: yours and the target group’s !)

• Manageable (big enough to cover all necessary competences, small enough to being manageable)

• Appropriate (it is the most efficient way of tackling the subject and implementing the work)

• Relevant (tackles the WP’s and call’s objectives and EU policies)

• Transferable (sustainable and potentially usable by other target groups)

Tips and tricks (1)


MAKE YOUR PROPOSAL SMART:

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Step 1: Check what the Commission REALLY wantsCheck if this REALLY falls into your and the partners’competences

Step 2: Read the guidelines for proposers, but almost more importantRead the guidelines for evaluators!

Step 3: Write! Use the “3 C”: clear, concise, consistent Step 4: Ask outsiders to read the project and comment!

Ask colleagues not involved to “evaluate” it!

Tips and tricks (2)


HOW TO INCREASE THE CHANCE FOR SUCCESS:

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MODULE 7: How are project proposals evaluated?


Project:

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MODULE 7: How are project proposals evaluated?

OBJECTIVES

TOPICS COVERED

• To make the evaluation process understandable & transparent• To draw the attention to the evaluation criteria, for a better proposal writing• To provide insight in the whole evaluation procedure

• How does the evaluation work?• What are the evaluation criteria?• Who evaluated? • How works the decision-making process?

MODULE 7

•WHY an evaluation procedure?

• Equal treatment of all proposals• Unbiased and independent treatment

Equal chance for all!

MODULE 7: General principles (1)

• Eligibility check:–Check formalities: –e.g. minimum number of partners; timely submission; all parts of the proposal filled in... –IF NOT: rejected at this stage, without further evaluation–Done by EC officials

• Evaluation = quality assessment:–Done by external experts


• - WHO evaluates?–ftp://ftp.cordis.europa.eu/pub/fp7/docs/ict.zip

• - HOW become an expert?–https://cordis.europa.eu/emmfp7/

• - HOW selected ?-Profile/competences-Availability-No conflict of interest

● For each objective in each Call separately!


• Evaluation Process:

–1. Individual evaluation: • On-site or remote

–2. Consensus meetings:• To agree among all individual evaluators comments and

scores

–3. Panel Meeting:• To rank proposals

MODULE 7: Evaluation process (1)

• 1. Individual evaluation: –On-site or remote

–Evaluation Criteria:–1. Scientific and/or technological excellence–2. Quality and efficiency of the – implementation and the management–3. The potential impact through the – development, dissemination and use of project results


• 1. Individual evaluation (2):–Scores:–0 The proposal fails to address the criterion under examination or cannot be judged due to missing or incomplete information;–1 Poor The criterion is addressed in an inadequate manner, or there areserious inherent weaknesses; –2 Fair While the proposal broadly addresses the criterion, there are significant weaknesses; –3 Good The proposal addresses the criterion well, although improvementswould be necessary; –4 Very good The proposal addresses the criterion very well, although certainimprovements are still possible;–5 Excellent The proposal successfully addresses all relevant aspects of the criterion in question. Any shortcomings are minor.


• 2. Consensus meetings:

–To agree among all individual evaluators comments and scores:–- IPs, NoEs: 5 evaluators–- All others: 3 evaluators

–Moderated by an EC official and Documented by the Rapporteur, Must agree on common text and common score!


• 3. Panel Meeting:–To rank proposals that are above the threshold:

Shortlist according to scores and “virtues” of proposals; from this shortlist, proposals will be selected for contract negotiation, according to available budget.


Information on evaluation criteria, guidelines for evaluators etc can be found in the following link of Cordis

MODULE 7

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MODULE 8: Self-Assessment Test 1 and 2


Project:

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Objectives

Topics Covered

• Test on ICT programme and project principles: multiple choice type • Practical test on Project Abstract: free text answers

• To engage potential project participants pro-actively

• To help them get the spirit of European funding schemes and projects

• To give them the feeling to be directly involved in the process


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• The ICT programme is a specific programme under FP7

• The ICT programme of the EU gives development aid to third countries

• Partners from third countries can participate at equal level with European partners

• Only special themes are open for partners from third countries

CORRECT

NOTCORRECT

CORRECT

NOTCORRECT

Focus on European R&D

All themes are open –But not all focus on

third countries!

Correct answers:


• 8.1 Test 1 Solutions

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• ICTsub-themes are called:Challenges Topics heading

• Big research projects are called:Cooperation Integrated ComplexProjects Projects Projects

• The fundamental financing principle is:Full financing 20% funding co-financing


8.1 Test 1 Solutions

Correct answers:

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•Characteristics of a successful European project are:•S&T Excellence Innovation improvement of existing• products•Complementary Focus on one Involvementpartnership country/region of all EU MS• Which 3 criteria are at the basis of a project evaluation:•S&T quality S&T Quality InnovationImplementation Management S&T qualityImpact Impact Management



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•I do not need to fill in parts of a proposal if I do not plan toimplement this activity

•My budget must be based on real costs

•I can ask higher staff costs in EU projects

•EC officials select projects according to common criteria

•The EC uses external experts for project evaluation

•My project idea must contain innovative research

NOT CORRECT

CORRECT

NOT CORRECTNOT CORRECT

CORRECT

NOTCORRECT

All parts of the proposaltemplate must be

filled in

Answer depends on Project type: SA

do not need research

Correct answers:



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• Yes. Given the restricted space for abstracts (2000 characters), it is a concise description

• Yes and no. It does not mention it expressly but tackles a very new topic, UGC. Thus, indirectly it shows an innovative approach.

• STREP: Relatively short duration, relatively small partnership. The abstract itself might also refer to an IP (encompasses all players of the value chain)

Possible answers (1):



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• 4. No. End users are not obviously involved although the project is

geared at them

• 5. Yes. 4 EU MS, 1 EEA County (NO), 1 AC (Turkey); problem solving

at EU level!

• 6. Yes. But roles must be clearly defined and correspond to

competences; justifications for inclusion of third country given. In this

case, it might be indicated as the focus os a global one (UGC).



Possible answers (2):

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• FP7 activities: http://cordis.europa.eu/fp7/home_en.html• CORDIS: The official entry point to Europe’s Seventh Framework Programme for

research and technology development (FP7), its specific programmes, activities, themes and latest developments.

• ICT Website http://cordis.europa.eu/fp7/ict/ brings together information on: – the FP7 ICT research programme and its objectives; – participating in ICT research under FP7 – including calls for proposals; – research and development projects carried out under FP7 and FP7; – the latest news on programme, projects and participation in the ICT

Newsroom. • Practical guide to EU funding opportunities for research and innovation. Rev 2

02/12/2008 http://cordis.europa.eu/eu-funding-guide/home_en.html• FP7 National Contact Points: http://cordis.europa.eu/fp7/ncp_en.html• FP7 Helpdesk: http://ec.europa.eu/research/index.cfm?pg=enquiries• Partners Search Facilities http://cordis.europa.eu/fp7/ict/participating/partner_en.html

Sources of information

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Annex: Test 1 and 2 for Module 8


Project:

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Self Assessment Test 1 (1)

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