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Preparing an FP7 proposal Epaminondas Christophilopoulos, INCO & TRANSPORT NCP An A to Z guide for a successful proposal.

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Presentation on theme: "Preparing an FP7 proposal Epaminondas Christophilopoulos, INCO & TRANSPORT NCP An A to Z guide for a successful proposal."— Presentation transcript:

1 Preparing an FP7 proposal Epaminondas Christophilopoulos, INCO & TRANSPORT NCP An A to Z guide for a successful proposal

2 Preparing an FP7 proposal Hints & Practical exercises Help-Forward Network Epaminondas Christophilopoulos,

3 Presentation Outline Help-Forward Network From Idea to Contract FP7 structure Evaluation Criteria Proposal Idea Consortium Building Proposal Writing Management

4 the way to Success Follow the rules – NCP guidance Partnership Exploitation/management

5 General Timeline Time (weeks) Project idea – decision on the main research/ business reasons for undertaking the work Official publication of Call for Proposals Abstract of project in accordance with Strategic Objectives Search for partners Forming of Consortium Break down of work - discussions Writing of proposal by coordinator – approval by partners Submission of proposal Deadline Evaluation by external experts-Project retained for negotiation Overall evaluation report to Programme Committee Evaluation Summary Reports to coordinator Contract negotiations between Project Officers and coordinator Project approved, signature of contract and entry into force Project start Initial payment to coordinator within 60 days of signature From idea to contract

6 FP7 2007–2013 Specific Programmes Health Food, Agriculture and Biotechnology Information and Communication Technologies Energy Environment (including Climate Change) Transport Socio-Economic Sciences and the Humanities Nanosciences, Nanotechnologies, Materials and new Production Technologies Security and Space Research Infrastructures Research for the Benefit Of SMEs Regions of Knowledge Research Potential Science in Society Activities of International Co-operation Coherent Development of Policies Initial Training of Researchers Lifelong Learning and Career Development Industry-Academia Partnerships and Pathways The International Dimension Specific Actions Starting Independent Researcher Grants Advanced Investigator Grants Co-operation Ideas – European Research Council (ERC) Capacities People – Marie Curie

7 Funding Schemes- Characteristics Funding Scheme General Description Collaborative Projects Consortia with participants from different countries New knowledge, technology, products or common resources for research Size, scope and internal organisation of projects can vary Networks of Excellence (NoE) Joint programmes by organisations integrating activities in a given field Longer term co-operation Formal commitment to integrate resources Coordination & Support Actions Networking, exchanges, trans-national access to research infrastructures, studies, conferences, etc.

8 Relevance to the Programme? Implementation Excellence Potential Impact Evaluation criteria Relevance to the Programme S&T Excellence Management Quality Consortium Quality Potential Impact Mobilisation of Resources FP6 IP/STREP FP7 Overall threshold 24 / Overall threshold 10/ 15 ! EC to decide

9 General Timeline Time (weeks) Project idea – decision on the main research/ business reasons for undertaking the work Official publication of Call for Proposals Abstract of project in accordance with Strategic Objectives Search for partners Forming of Consortium Break down of work - discussions Writing of proposal by coordinator – approval by partners Submission of proposal Deadline Evaluation by external experts-Project retained for negotiation Overall evaluation report to Programme Committee Evaluation Summary Reports to coordinator Contract negotiations between Project Officers and coordinator Project approved, signature of contract and entry into force Project start Initial payment to coordinator within 60 days of signature From idea to contract We are here

10 Project Idea Consistent with the call and the workprogram !! Innovative ! European dimension (think what interests Europe, not what interests you)! Check Cordis/web for already similar funded proposals Why bother? Which problem is solving? Is it important? Why do R&D and not buy a ready product or know-how? Why now ?

11 General Timeline Time (weeks) Project idea – decision on the main research/ business reasons for undertaking the work Official publication of Call for Proposals Abstract of project in accordance with Strategic Objectives Search for partners Forming of Consortium Break down of work - discussions Writing of proposal by coordinator – approval by partners Submission of proposal Deadline Evaluation by external experts-Project retained for negotiation Overall evaluation report to Programme Committee Evaluation Summary Reports to coordinator Contract negotiations between Project Officers and coordinator Project approved, signature of contract and entry into force Project start Initial payment to coordinator within 60 days of signature From idea to contract We are here

12 Calls Each part of FP& is opened to proposals by publishing a Call Published in the EU Official Journal Also published on CORDIS website (http://cordis.europa.eu/fp7/dc/index.cfm ) and in CORDIS Focus magazine Might get advance notice of topics – in previous work programmes, EOIs, friends Indicative Call dates given in work programmes Identify opportunities Read published Calls and work programmes Brainstorm Look at what has been done before (CORDIS project database) Talk with possible end users or beneficiaries about their problems and what they need

13 Call abstract (1) SUSTAINABLE SURFACE TRANSPORT Call title: FP7- SUSTAINABLE SURFACE TRANSPORT (SST) – 2007 – TREN–1 Call identifier: FP7- SST – 2007 – TREN–1 Date of publication44: 22 December 2006 Deadline: 3 May 2007 at 17.00h (Brussels local time) Total Indicative budget46: 60 M Topics called:

14 General Timeline Time (weeks) Project idea – decision on the main research/ business reasons for undertaking the work Official publication of Call for Proposals Abstract of project in accordance with Strategic Objectives Search for partners Forming of Consortium Break down of work - discussions Writing of proposal by coordinator – approval by partners Submission of proposal Deadline Evaluation by external experts-Project retained for negotiation Overall evaluation report to Programme Committee Evaluation Summary Reports to coordinator Contract negotiations between Project Officers and coordinator Project approved, signature of contract and entry into force Project start Initial payment to coordinator within 60 days of signature From idea to contract We are here

15 Build the consortium choose the right partners … Prepare a proposal abstract (1 page maximum). Dont need and should not be extensive. Dont disclose critical information. Design your consortium in line with project objectives. If applicable, Choose an enthusiastic experienced co-ordinator, who has appropriate time and resources available! Choose partners motivated and committed to deliver Build a credible well balanced consortium - complementarity! Consider the geographical spread, expertise, type (eg SME) Check the reputation and resources of your partners! Consider the language barrier and cultural differences! Choose partners you would like to work with for years Develop mutual trust! Don´t involve your direct competitor(s)!

16 Build the consortium/ Find partners check your own existing international contacts: –business & academic contacts, conferences, fairs use bilateral agreements draw on the contacts of colleagues use the networks of NCPs, IRCs,... use the Internet, CORDIS Partners/Projects, EoI attend Information Days, Brokerage Events, etc. ensure that foreign colleagues can contact you: –e.g. develop your profile, Internet homepage,...

17 Partner search, example Project proposal: Promotion of Short-term Biofuel Production Technologies for the Road Transport Sector in Associated Candidate Countries Through a Business Oriented Approach The proposed project aims at unveiling to (potential) biofuel players in CC-12 new business opportunities that have been created thanks to technological advances and the introduction of policy oriented initiatives and actions within the context of European Framework Programmes and not only. The ultimate goal of the proposed project is to enhance the production and use of biofuels (BF) for transport (in particular biodiesel (BD) and bioethanol (BE)) in CC-12. Therefore, the projects goes beyond awareness creation (where a significant number of relevant projects/ initiatives – national and European – have already pace the way) and aims mainly at encouraging and supporting (i) collaborations - networking among current and potential actors in the BF sector (both from the CC-12 and the EU-15) and (ii) transfer technology and good practices concerning BF production and use (from EU-15 to CC-12 and also within CC-12). PROMISE major objectives are: To bring advanced and most promising RTD results a step closer to commercial exploitation through networking and technology transfer activities. To activate new players in the BF sector (production and use) by targeting organisations – SMEs particularly – operating in fields of strategic importance for BF. To provide to interested parties with high-added value guidance and support. To encourage and facilitate the development of demonstration, RTD (e.g. technology optimisation or pilot implementation) multinational projects and generally technology exploitation projects…………….. Check handouts

18 General Timeline Time (weeks) Project idea – decision on the main research/ business reasons for undertaking the work Official publication of Call for Proposals Abstract of project in accordance with Strategic Objectives Search for partners Forming of Consortium Break down of work - discussions Writing of proposal by coordinator – approval by partners Submission of proposal Deadline Evaluation by external experts-Project retained for negotiation Overall evaluation report to Programme Committee Evaluation Summary Reports to coordinator Contract negotiations between Project Officers and coordinator Project approved, signature of contract and entry into force Project start Initial payment to coordinator within 60 days of signature From idea to contract We are here

19 Proposal Writing (1) evaluators are from industry, universities,non-university research organisations, others (diverse profiles) first, 3 to 6 evaluators evaluate each proposal individually, then they prepare a summary report, the evaluators are in seclusion for several days under "spartan" conditions... they have to evaluate 3-5 proposals per day the evaluators may not be the ultimate experts in the field of your proposal... Keep it clear and simple without loosing quality Keep in mind

20 Proposal Writing (2) a strong title, acronym an interesting project summary (objectives, results, R&D- approach, partnership, utility of results, exploitation) convincing techn. background and state of the art clear objectives, methods, results and deliverables well designed work plan (work packages, milestones, deliverables; diagrams; Gantt & PERT diagram) appropriate management structures & procedures (project steering and control, decision making, technical management, implementation management,...) implementation & exploitation of results, users! realistic costs that lie within the budget of the Call convincing consortium (roles, qualifications) Keep in mind

21 Proposal Writing Plan Appoint proposal writer Write a 1-2 page proposal Consortium meeting if necessary (distribution of work) WorkpackagesmanagementExploitation, etc. Compile proposal Circulate for comments Submit proposal Review by experts

22 Proposal Writing Plan - appoint writer Appoint proposal writer Write a 1-2 page proposal Consortium meeting if necessary (distribution of work) WorkpackagesmanagementExploitation, etc. Compile proposal Circulate for comments Submit proposal Review by experts Appoint proposal writer Many people and partners will be involved in the proposal writing and will contribute with material but only one should have the overall responsibility and: check proposal conformity and consistency make necessary adjustments submit the proposal And… loose his sleep over the proposal

23 Proposal Writing Plan – write 1 page Appoint proposal writer Write a 1-2 page proposal Consortium meeting if necessary (distribution of work) WorkpackagesmanagementExploitation, etc. Compile proposal Circulate for comments Submit proposal Review by experts Write a one page proposal The 1-page proposal is a working document, it describes and explains in text the whole proposal idea that until that time was only in the mind of the coordinator. This document will clearly explain the logic/vison behind the proposal and the overall aim. It will also describe the mechanism for achieving the proposal targets. Clarify issues related to management, workpackages, exploitation, etc Guide you through the final proposal writing Gives the opportunity to the other partners or colleagues to comment on the proposal and suggest improvements.

24 Proposal Writing Plan Appoint proposal writer Write a 1-2 page proposal Consortium meeting if necessary (distribution of work) WorkpackagesmanagementExploitation, etc. Compile proposal Circulate for comments Submit proposal Review by experts

25 Proposal Writing: Appearance The appearance (evaluator-friendly) of the proposal is crucially important for the overall success : It helps evaluators to easily understand the content. (remember that the evaluators have limited time to spend for each proposal) Several good proposals were buried due to poor presentation. Poor presentation also demonstrates low commitment/effort/capacity. So Use concise standard English! Make the text clear, well structured, easy to read, not wordy: add a Table of Contents use short paragraphs use bullet points to break up lists highlight key points in italics Include only relevant information Make your proposal visually attractive and inviting, using graphic devices proposal has to present a high quality product!

26 Proposal Writing: Title, Acronym Select a Self-Explanatory but also Nice & Catchy proposal Title & proposal Acronym ! Examples of proposal acronyms: NEA-TASHA: Novel Evolutionary and Agent-based – Techniques for Automated Safety and Hazard Analysis ADAM: Adaptation And Mitigation Strategies: Supporting European climate policy ALARM: Assessing LArge-scale environmental Risks with tested Methods AMEDEUS: Accelerate MEmbrane DEvelopment for Urban Sewage purification

27 Parts – Content of a proposal Part A: FORMS –A1: General info on proposal (Title, abstract, keywords, etc.) –A2: Info on the co- ordinator and the other partners (one form per partner) –A3: Cost breakdown (one sheet for the whole consortium; one line per partner with information on costs and funding requests per activity Part B: CONTENT –Front page –Contents page –proposal summary –project description

28 Structure of a Proposal Title and Contents page + Summary Scientific and Technical Objectives Innovation (above the state of the art) Project Work plan and Methodology Deliverables Table Contribution to Objectives Dissemination and Exploitation of Results Project Management Consortium + Partners Roles and Background

29 Background Educate the Evaluator! First tell the evaluator WHY you are doing the work! Then tell the evaluator how you are doing it. This should include facts and figures from policy documents. Ask: Why Bother?

30 Objective/Aim A short clear description of the proposed work There should be no question after this paragraph

31 Deliverables A clear statement on what will come out of the project. The deliverable must be expressed in the words of the user.

32 Examples of Deliverables Reports: contractual, policy statements, guidelines, handbooks, draft standards, procedures, R&D strategy, etc. Prototypes: Technical Prototypes, Commercial Prototypes Data: Statistics, Data in databases, Trends, Indicators, etc. Software: Algorithm, code, database, integrated system, etc.

33 IPR: Patent, copyright, trademark, registered design, etc. Educational: Lecture material, course material, CD, etc. Meetings: Workshop, seminar, conference, etc. Media: Website, Video, CD, etc. Publications: Scientific Journal, Newsletter, proceedings, etc. Examples of Deliverables

34 Phases of the work This should show a logical, planned approach –Phase 1 –Phase 2 –Phase 3…

35 Roles of Partners OrganisationsContactCountryRole Define who will be involved in the work and their role

36 Expected costs + duration Total Cost of the proposed workxx EU Contributionxx Duration (in months)xx

37 How to write it… Project Management

38 Evaluation Criteria (Management) Quality of Management The Project Management Approach The Quality of the Partnership The Appropriateness of the Resources

39 Project Management PERT Chart: Work Flow Diagram GANTT Chart: Work package Time Bar chart Work Package Description: Table per work package Deliverables Table Breakdown of Work Per Partner

40 How to write the Project Management part Aim is to write well-structured project management, well matched to the complexity or simplicity of the project satisfactory plan for management of knowledge, of intellectual property and other innovation related activities By Adapting general project management procedures in the specific project needs Identifying the suitable individuals with the know- how and experience to run the project management tasks.

41 Project Management issues Contractual issues Ensure the prompt and proper accomplishment of project deliverables and milestones (Annual reviews, Mid-term reviews, Final review) Financial issues Financial project management (underspending/overspending), Justification of costs, Summary certified statement, Payement and distribution of money to the partners. Legal issues Project core contract + model contract, consortium agreement, collective responsibility, consortium changes General management issues Workflow and Work Scheduling. Communication between partners and EC. Management of conflicts. Reporting. Other issues Exploitation & dissemination of results, other innovation activities, IPR, Gender & Equality issues, ethical issues.

42 Consortium (Organizations) Consortium Management Structure Governing Assembly (Names of Individuals) -Senior Partner Representatives -External Experts -European Commission Representatives -Funding Agencys Representatives Governing Assembly (Names of Individuals) -Senior Partner Representatives -External Experts -European Commission Representatives -Funding Agencys Representatives Scientific Committee (Individuals) - Scientific representatives from partners Scientific Committee (Individuals) - Scientific representatives from partners Management Group (Individuals) -Consortium Manager -Workpackage managers Management Group (Individuals) -Consortium Manager -Workpackage managers Only for IPs/NoEs Partner

43 Consortium Management Structure Project Coordinator Operational Project management Scientific Advisory Committee Project council Training Committee Innovation Committee Management board Coordinator, SP coordinators & Liaison Officer, Chairpersons of Committees Models Working Group SP2 Coordinator Subproject 2 Animal Imaging Embryo Imaging Whole animal Imaging Biological Applications Theory and Experiments Subproject 3 Cell Imaging Nano-scale Imaging Microscopic Imaging Biological Applications Theory and Experiments SP3 Coordinator Subproject 1 Probe development SP1 Coordinator SP Liaison Officer Theory Working Group

44 Project Management/ Work breakdown Project Acronym Project Title Co-ordinator: Partner #x WP2 Partner #x WP3 Partner #x WP4 Partner #x WP5 Partner #x WP6 Partner #x WP7 Partner #x Task 2.1 Task 2.2 Task 3.1 Task 3.2 Task 4.1 Task 4.2 Task 6.1 Task 6.2 Task 6.3 Task 7.1 Task 7.2 WP1 Partner #x Task 1.1 Task 1.2 Describes the division of the project into workpackages (or even into sub-projects in the case of Integrated Projects)

45 Project Management/ Work breakdown Title Leader Partners Title Leader Partners Integrating Activities Networking activities ? Exchange of personnel? Training courses? Workshops? Studies? Integrating Activities Networking activities ? Exchange of personnel? Training courses? Workshops? Studies? Title Leader Partners Title Leader Partners Title Leader Partners Title Leader Partners Title Leader Partners Title Leader Partners Title Leader Partners Title Leader Partners

46 Project Management/ Pert Chart The PERT (Programme Evaluation and Review Techniques) Chart describes the links between the different workpackages. The division of the work must be logical. It must demonstrate that the focus of the management is on the prompt and proper accomplishment of the workpackages and deliverables. It is good idea to have one workpackage for Coordination and Management It is also usual to have a separate workpackage for the project management Be careful Do not include all the partners in all the workpackages. This is sign of poor planning and organisation. Do not involve a partner in all the workpackages. Every partner has specific competencies and should be involved in specific tasks. Every partner in the project should have specific responsibilities for justifying their role in the proposal.

47 PERT CHART (Example) WP1 Co-ordination and Project Management Workpackage Leader: 1 Partners: All WP1 Co-ordination and Project Management Workpackage Leader: 1 Partners: All WP6 Exploitation Plan Workpackage Leader:4 Partners: All WP6 Exploitation Plan Workpackage Leader:4 Partners: All WP2 Title: Sensor Development Workpackage Leader: 3 Partners:1,2,7 WP2 Title: Sensor Development Workpackage Leader: 3 Partners:1,2,7 WP3 Title: Hardware development Workpackage Leader: 2 Partners:3,6,5 WP3 Title: Hardware development Workpackage Leader: 2 Partners:3,6,5 WP4 Title: Software Development Workpackage Leader:6 Partners: 4,5 WP4 Title: Software Development Workpackage Leader:6 Partners: 4,5 WP5 Title: Integration Workpackage Leader:1 Partners:,6,7,1 WP5 Title: Integration Workpackage Leader:1 Partners:,6,7,1

48 PERT CHART (Example)

49 Project Management/ Gantt Chart

50 Project Management/ Work package description Lead partner Other partners with major involvement Partner no: Person-months per partner Cost per partner Objectives Description of work Deliverables Milestones and expected results Sub-project no:Start date:Cost: Sub-project title:

51 Project Management/ Deliverables List NumberTask DeliverableTime D.SP2.12.1Preliminary cost analysis for full-scale production of module concepts of interest Month 16 D.SP2.22.1Simulation of production lines in 3D for module concepts of interest Month 16 D.SP2.32.2Machinery for all specified production steps has been developed to pilot line level (4 modules of 50 cm x 50 cm per day) and is delivered to INAP Month 28 D.SP2.42.3Design of production line for 10 MW peak /year (1 module of 50 cm x 50 cm per minute) Month 36 D.SP2.52.3Final cost analysisMonth 36

52 Project Management/ Breakdown of work per partner Lead partner Other partners with major involvement Partner no:IVFINAPECNLeclan ché Person-months per partner Task Task Task Task Task Task Task Total Cost per partner

53 Good-luck © Epaminondas Christofilopoulos


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