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


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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


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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.


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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


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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


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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



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SOME HINTS AND EXPERIENCES


• 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


• 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“


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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


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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: [email protected] / [email protected]

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

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