ist4balt training course on fp6 and ist version 2.0, 30/05/20061 ist4balt training course “the...

IST4Balt Training Course on FP6 and IST

Version 2.0, 30/05/2006 1

IST4Balt Training CourseIST4Balt Training Course““The Sixth Framework Programme (FP6) of the European Community for The Sixth Framework Programme (FP6) of the European Community for

research, technological development and demonstration activities, contributing research, technological development and demonstration activities, contributing to the creation of the European Research Area and to innovation (2002 to 2006) to the creation of the European Research Area and to innovation (2002 to 2006)

and its and its Information Society Technologies (IST) PriorityInformation Society Technologies (IST) Priority””

Lecture 5. Making and submitting a proposalLecture 5. Making and submitting a proposal

Author: Author: Dr. Alexander BERIOZKODr. Alexander BERIOZKO (EDNES, France) (EDNES, France)

Date of preparation: 30 May 2006Date of preparation: 30 May 2006


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Structure of Lecture 5

Submitting a proposal requires careful following of a set Submitting a proposal requires careful following of a set of rules that are designed to ensure that the competitive of rules that are designed to ensure that the competitive process is open, transparent, and fair.process is open, transparent, and fair.

This lecture describes the main pointsThis lecture describes the main points::Understanding the work programme Understanding the work programme Understanding the Call for Proposals Understanding the Call for Proposals Using the Guides for Proposers Using the Guides for Proposers ReferencesReferences


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The individual work programmes are the detailed The individual work programmes are the detailed implementation plans for the specific programmes of FP6:implementation plans for the specific programmes of FP6:

• They specify the concrete scientific-technical, economic and They specify the concrete scientific-technical, economic and societal objectives of each thematic prioritysocietal objectives of each thematic priority

• They give a broad background to the thematic activity, and the They give a broad background to the thematic activity, and the detailed technical content of the activitydetailed technical content of the activity

• They project a 'road map' of the planned calls for proposals. They They project a 'road map' of the planned calls for proposals. They also indicate for each call the instruments that will be available and also indicate for each call the instruments that will be available and the evaluation criteria that will be applied the evaluation criteria that will be applied

• http://www.cordis.lu/fp6/activities.htmhttp://www.cordis.lu/fp6/activities.htm

Understanding the work programme


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Calls for Proposals are official invitations for researchers Calls for Proposals are official invitations for researchers to submit project proposals for a specific area of the FP to submit project proposals for a specific area of the FP by a specific date, published:by a specific date, published:

• in Official Journal of the European Unionin Official Journal of the European Union- http://europa.eu.int/eur-lex/en/search/search_oj.htmlhttp://europa.eu.int/eur-lex/en/search/search_oj.html

• on CORDIS FP6 calls for proposals serviceon CORDIS FP6 calls for proposals service - http://fp6.cordis.lu/fp6/calls.cfmhttp://fp6.cordis.lu/fp6/calls.cfm

Calls specify:Calls specify:• Thematic areasThematic areas• Topics or research objectivesTopics or research objectives• Closure date(s) Closure date(s) • Indicative budget and its distribution per area and/or instrument Indicative budget and its distribution per area and/or instrument • Minimum number of participants Minimum number of participants • One-stage or two-stage submission and evaluation procedure One-stage or two-stage submission and evaluation procedure • Non-standard evaluation criteria Non-standard evaluation criteria • Indicative delays for evaluation and selection of proposalsIndicative delays for evaluation and selection of proposals

Understanding the Call for Proposals


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Besides the official Call for Proposals, the Commission Besides the official Call for Proposals, the Commission publishes Guides for Proposers:publishes Guides for Proposers:

• They give practical information and advice on how to prepare and They give practical information and advice on how to prepare and submit a proposal submit a proposal

• There is a separate Guide for Proposers for each instrument in There is a separate Guide for Proposers for each instrument in each call Guides for Proposers are distributed only in electronic each call Guides for Proposers are distributed only in electronic format format viavia the respective CORDIS call page the respective CORDIS call page

The following issues are discussed in the Guides:The following issues are discussed in the Guides:• The structure of a proposalThe structure of a proposal • Methods of proposal preparation and submissionMethods of proposal preparation and submission • Financial aspects Financial aspects • The option of pre-proposal check The option of pre-proposal check • Help and assistance in proposal preparation Help and assistance in proposal preparation

Using the Guides for Proposers


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•Part APart A A set of administrative forms with basic information on A set of administrative forms with basic information on the proposal and the participants to be encoded in a the proposal and the participants to be encoded in a structured database for further computer processingstructured database for further computer processing

•Part BPart B A text file with the description of the project and the A text file with the description of the project and the consortiumconsortium

The structure of a proposal


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Methods of proposal preparation and submission

The preferred method for preparing and The preferred method for preparing and submitting proposals in FP6 is by using the submitting proposals in FP6 is by using the Electronic Proposal Submission System (EPSS)Electronic Proposal Submission System (EPSS)..

The EPSS is one part of a planned modular The EPSS is one part of a planned modular electronic management system for all aspects of electronic management system for all aspects of the FPs:the FPs:• online versiononline version• offline versionoffline version

You are strongly recommended to use on-line You are strongly recommended to use on-line electronic submission.electronic submission.


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Using the online EPSS

• Functions similar to an Internet banking applicationFunctions similar to an Internet banking application• Only a standard web browser is necessary, there is no Only a standard web browser is necessary, there is no

need for additional software installation on the need for additional software installation on the computer of the usercomputer of the user

• Provides a secure joint working platform for all Provides a secure joint working platform for all participants in a consortiumparticipants in a consortium

• The coordinator has to register to receive a login and The coordinator has to register to receive a login and password, accessing a call- and instrument-specific password, accessing a call- and instrument-specific instance of the system instance of the system viavia the respective CORDIS call the respective CORDIS call pagepage

• It is therefore advisable to register well in advance of It is therefore advisable to register well in advance of the deadline of the callthe deadline of the call


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Using the offline EPSS

• For proposers not wanting or not able to use the online For proposers not wanting or not able to use the online systemsystem

• A special software (called A special software (called EPTEPT) has to be downloaded ) has to be downloaded and installedand installed

• A call- and instrument specific set of forms and A call- and instrument specific set of forms and templates has to be downloadedtemplates has to be downloaded

• Access to the software is Access to the software is viavia the respective CORDIS the respective CORDIS call pagecall page

• The offline EPSS produces a special package of files The offline EPSS produces a special package of files for Part A and Part B of a proposalfor Part A and Part B of a proposal

• This package can be uploaded to the online EPSSThis package can be uploaded to the online EPSS• Login and password for online EPSS requiredLogin and password for online EPSS required


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Financial aspects

•The cost reporting modelsThe cost reporting models Depending on the legal status and the accounting Depending on the legal status and the accounting system of a participant, one of three available models for system of a participant, one of three available models for reporting of costs has to be chosen:reporting of costs has to be chosen:

- Full Cost (FC)- Full Cost (FC)- Full Cost Flat-rate (FCF)- Full Cost Flat-rate (FCF)- Additional Cost (AC)- Additional Cost (AC)

•The maximum percentage of Community The maximum percentage of Community contributioncontribution Varies with the type of activity and with the cost Varies with the type of activity and with the cost reporting model applied by the participantreporting model applied by the participant


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The option of pre-proposal check

For some calls, the Commission establishes the For some calls, the Commission establishes the possibility to check on the appropriateness of a possibility to check on the appropriateness of a proposed action and the eligibility of the proposed action and the eligibility of the proposal consortium on the basis of a short proposal consortium on the basis of a short sketch of the proposal:sketch of the proposal:• The advice given by the Commission is strictly The advice given by the Commission is strictly

informal and non-bindinginformal and non-binding• The availability of pre-proposal check is announced in The availability of pre-proposal check is announced in

the Call for Proposalthe Call for Proposal


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Help and assistance in proposal preparation

• National Contact Points (NCPs)National Contact Points (NCPs)• The EC InfodesksThe EC Infodesks• Other helpdesks for specific issues (intellectual Other helpdesks for specific issues (intellectual

property rights, legal questions, property rights, legal questions, etcetc.).)


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References (1)

• FP6 work programmes (general part): FP6 work programmes (general part): http://www.cordis.lu/fp6/find-http://www.cordis.lu/fp6/find-doc.htm#wpsdoc.htm#wps

• FP6 activity codes: FP6 activity codes: http://fp6.cordis.lu/fp6/list_areas.cfmhttp://fp6.cordis.lu/fp6/list_areas.cfm

• CORDIS FP6 calls for proposals service: CORDIS FP6 calls for proposals service: http://fp6.cordis.lu/fp6/calls.cfmhttp://fp6.cordis.lu/fp6/calls.cfm

• Official Journal of the European Union: Official Journal of the European Union: http://europa.eu.int/eur-lex/en/search/search_oj.htmlhttp://europa.eu.int/eur-lex/en/search/search_oj.html

• Electronic Proposal Submission System (EPSS): Electronic Proposal Submission System (EPSS): http://fp6.cordis.lu/fp6/subprop.cfmhttp://fp6.cordis.lu/fp6/subprop.cfm

• Electronic Proposal Submission System (EPSS) helpdesk: Electronic Proposal Submission System (EPSS) helpdesk: mailto:[email protected]:[email protected]

• Administrative proposal forms for paper submission: Administrative proposal forms for paper submission: http://fp6.cordis.lu/fp6/sub_paper.cfmhttp://fp6.cordis.lu/fp6/sub_paper.cfm

• Working document on cost models: Working document on cost models: http://europa.eu.int/comm/research/fp6/working-groups/model-contract/pdf/http://europa.eu.int/comm/research/fp6/working-groups/model-contract/pdf/cost_model_en.pdfcost_model_en.pdf

• FP6 model contract: FP6 model contract: http://www.cordis.lu/fp6/find-doc.htm#modelcontractshttp://www.cordis.lu/fp6/find-doc.htm#modelcontracts


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References (2)

• CORDIS FP6 NCP service: CORDIS FP6 NCP service: http://www.cordis.lu/fp6/ncp.htmhttp://www.cordis.lu/fp6/ncp.htm

• European Commission FP6 Infodesks: European Commission FP6 Infodesks: http://www.cordis.lu/fp6/infodesks.htmhttp://www.cordis.lu/fp6/infodesks.htm

• Intellectual Property Rights (IPR) website and helpdesk: Intellectual Property Rights (IPR) website and helpdesk: http://www.ipr-http://www.ipr-helpdesk.org/helpdesk.org/

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