Call process for the ARTEMIS-JU programme Call info day May 21 st 2008 C. van Mourik

Call, Evaluation and Contract Process Call Preparation Evaluation & Selection Contracts and Project Launch Phase 1 Phase 2 Phase 3 Step 1 : Project Outline Step 2: Full Project Proposal Option

Macro Planning Standard Yearly Call Project Start Projects Selected PO Closed Call Launch Standard Yearly Call Pre-announ- cement Call n Annual event & General Assembly & Steering Board General Assembly & Steering Board General Assembly & Steering Board PO Event & Press Conf & Brokerage Workshop Contracts signed FPP Closed

Call, Evaluation and Contract Process Year 2008 Call Preparation Evaluation & Selection Contracts and Project Launch Phase 1 Phase 2 Phase 3 Step 1 : Project Outline Step 2: Full Project Proposal Year 2008

Macro Planning Fast Kick-Off Call Pre-announ- cement Call 1 Annual event & General Assembly & Steering Board General Assembly & Steering Board General Assembly & Steering Board FPP- Event Press- Conf SB FPP Closed Project Start Projects Selected Fast Kick-Off Call Call Launch ARTEMISIA Informal Brokerage event Contracts signed

Time table Call 1 Publication of Call8 th May ‘08 Deadline for submission3th Sept. ‘08, 17.00h Brussels time Evaluation of proposalsFrom Sept. ’08 onwards Evaluation reports to coordinatorsLate Oct./early Nov. ‘08 Invitation to successful applicants (to launch negotiations with JU services) Nov. ‘08 Letters to unsuccessful applicantsFrom Dec. ’08 onwards Signature of first grant agreementsDec. ‘08

Action by: PAB IRC MS PC ED Research Agenda & Draft Multi-Annual Strategic Plan for agreement PAB and GB National and EC Grant-agreements and launch Pre-committed public funding (1 st call ca. 120M€) Corrective actions and acceptance PO information days & consortia building tools PO preparation (recommended) PAB discussion Expert assessment JU eligibility criteria for funding verification National eligibility criteria for funding verification PO Evaluation pos FPP instructions National eligibility criteria for funding verification PAB discussion PAB selection and funding decision FPP Evaluation MS = member states PC = Project Consortia GB = Governing Board ED = Executive Director IRC = Industry and Research Committee PAB = Public Authority Board neg Expert evaluation Formal annual commitments Flat Rate calculation National eligibility criteria for funding JU eligibility criteria for funding PAB approval JU eligibility criteria for funding verification Budget- and Annual Working Plan Option Evaluation & Selection Call Preparation Contracts & Project Launch Publication of Call Eligible budget per country FPP preparation

Call Preparation Research Agenda & Draft Multi-Annual Strategic Plan for agreement PAB and GB Pre-committed public funding (1 st call ca. 120M€) Formal annual commitments Flat Rate calculation National eligibility criteria for funding JU eligibility criteria for funding PAB approval Budget- and Annual Working Plan Publication of Call Evaluation & Selection Action by: PAB IRC MS PC ED MS = member states PC = Project Consortia GB = Governing Board ED = Executive Director IRC = Industry and Research Committee PAB = Public Authority Board

Evaluation & Selection PO information days & consortia building tools PO preparation (recommended) PAB discussio n Expert assessment JU eligibility criteria for funding verification National eligibility criteria for funding verification PO Evaluation pos FPP instructions National eligibility criteria for funding verification PAB discussion FPP Evaluation neg Expert evaluation JU eligibility criteria for funding verification Option Eligible budget per country FPP preparation Action by: PAB IRC MS PC ED Call Preparation Contracts & Project Launch

Action by: PAB IRC MS PC ED National and EC Grant-agreements and Launch Corrective actions and acceptance PAB selection and funding decision Evaluation & Selection

Financing Operational Cost ARTEMIS-JU and ARTEMISIA IPR arrangements ARTEMIS-JU Projects Articles of the Artemisia Association Artemisia Supplementary Agreement Council Regulation With Annex: Statutes of the ARTEMIS Joint Undertaking ARTEMIS-JU Project Preparation ARTEMISIA members Non- ARTEMISIA members DOA signed: Contributing non- members DOA not signed: Non-contributing non-members APCA Artemis Project Cooperation Agreement FPP Full Project Proposal Funding Application IPR Financing operational Artemis & Artemisia Cost LOI Letter of Intent Note: Members and contributing non- members pay the variable project fee of non-contributing non-members DOA ASA Declaration of Accession Signed Application

neg Call Preparation Evaluation & Selection Contracts and Project Launch Phase 1 Phase 2 Phase 3 Step 1 : Project Outline Step 2: Full Project Proposal Option Documents Offices: NDA Experts: NDA Consortia members: Letter of Intent Participants PO: NDA Experts: NDA ARTEMIS Project Co- operation Agreement non-ARTEMISIA members: Declaration of Accept National and EC Grant-agreements PO FPP General application with country specific chapters

Initial Documents Before starting the preparations of the Call the following documents must be available for agreement by the Public Authority Board (PAB) and the Governing Board (GB), : The Strategic Research Agenda (available) 1 The JU Research Agenda 2 A draft version of the JU Multi-Annual Strategic Plan 3 made by the IRC 1 The Strategic Research Agenda identifies priorities in the Embedded Computing Systems domain and recommended directions in this field 2 The JU Research Agenda identifies and reviews regularly research priorities for the development and adoption of key technologies for Embedded Computing Systems across different application areas, compliant with the Strategic Research Agenda 3 The JU Multi-Annual Strategic Plan identifies and reviews research and application areas in the field of Embedded Computing Systems, compliant with the JU Research Agenda, to explore in the years to come

National and JU eligibility criteria For verification of their part of the funding each participating country will sent the national eligibility criteria to the JU, e.g.: Financial status of consortium partners Cumulative funding Etc. The eligibility criteria will be published in the Call. The JU will also publish their eligibility criteria for verification

Content of the Call The Call will elaborate on the following topics: JU Research Agenda, as reference JU Multi Annual Strategic Plan, as reference JU Annual Working Plan, as basis for the current call National and JU rules and eligibility criteria PO assessment criteria FPP evaluation criteria Available budget of ARTEMIS Member States and EU Time schedule for submission, evaluation and finalizing of project proposals etc.

Project proposals A project is normally proposed with a two step process 1.The first step; the Project Outline (PO) is highly recommended (although not mandatory). The PO results in : recommendations for the project consortium a first overview for the JU of the funding requests the PO will not result in funding decisions 2.The second step; the Full Project Proposal (FPP) results in: a selection of the proposals based on the expert evaluation criteria a selection of the proposals based on the national and JU eligibility criteria A consortium may directly submit a Full Project Proposal (FPP) which will be evaluated according to the FPP procedure resulting in acceptance or rejection of the proposal

Information and consortium building (PO) The JU Office will organize a (two-days) meeting to explain the details of the Call, to facilitate, assist and train potential participants to the programme and provide them with tools and help them to establish consortia

PO expert assessment The PO assessment by the JU will be executed by two experts to be selected by the Executive Director, i.e. One expert from a list composed by the IRC One expert from a list composed by the PAB The assessment will be done along the following scheme: First separately (remote) by the experts Then per project in a meeting of the experts involved And finally in a plenary meeting with all experts for calibration of the results (chair nominated by the ED) The following rules shall apply to the nomination of the experts: Relevant technical expertise No conflict of interest (the company/organization the expert belongs to does not participate in that specific project) Balance of profiles (industrial and academic) and nationalities No family relations All experts will sign a Declaration of non-Disclosure

PO expert assessment criteria Criteria for the PO expert assessment evaluation Relevance to the JU Research Agenda, the JU Multi-Annual Strategic Plan and the JU Annual Working Plan application domains and technologies and to the Call Innovation beyond state-of-the-art; is the technical state-of-the-art (including technical background) adequately described Impact on the market and competitiveness; is there an adequate “Market Analysis” section (including competitors description); are the market opportunities clearly documented for each partner Application innovation and achievements; is the project innovative enough, and is this innovation adequately described; are the concrete final results clearly described

Instruction and training (FPP) The JU Office will organize a meeting to instruct potential participants to the programme on how to implement the PO remarks and recommendations, to explain guidelines for the preparation of the FPP and to train eventual newcomers to the programme

FPP expert evaluation The FPP the evaluation by the JU will be executed by four experts to be selected by the Executive Director, i.e. Two experts from a list composed by the IRC Two experts from a list composed by the PAB The evaluation will be done along the following scheme: First separately (remote) by the experts Then per project in a meeting of the experts involved And finally in a plenary meeting with all experts for calibration of the results (chair nominated by the ED) The following rules shall apply to the nomination of the experts: Relevant technical expertise No conflict of interest (the company/organization the expert belongs to does not participate in that specific project) Balance of profiles (industrial and academic) and nationalities No family relations All experts will sign a Declaration of non-Disclosure

FPP expert evaluation criteria 1. Relevance and contributions to the content and objectives of the Call Relevance will be considered in relation to the work programme open in a given call 2. R&D innovation and technical excellence Soundness of the concept and quality of the scientific and technological objectives Progress beyond the state-of-the-art 3. S&T approach and work plan Quality and effectiveness of the S&T methodology and associated work plan 4. Market innovation and impact Contribution, at the European and/or international level, to the expected impacts listed in the work programme under the relevant sub-programme and to the general ARTEMIS targets Appropriateness of measures for the dissemination and exploitation of project results Contribution to standards Management of intellectual property 5. Quality of consortium and management Appropriateness of the management structure and procedures Quality and relevant experience of the individual participants Quality of the consortium as a whole including complementarities, balance and involvement of SMEs Appropriateness of the allocation and justification of the resources to be committed (budget, staff, equipment)

PAB funding verification Criteria for the FPP funding verification by the PAB:  Synergy with EU and national policies and activities  Relevance and contribution to the objectives of the Call  Positive national funding assessment  Management track record

Corrective actions The consortia may have to make corrections or adjustments to their Full Project Proposal as a result of the total evaluation process. Before contacting their PA for finalising the funding agreements they have to discuss these changes with the Executive Director who has to agree

PO Information Access PO Names (all projects) PO Summary (ten-liner incl. countries involved) Full PO PAs ARTEMIS member state involved√ √√ PAs ARTEMIS member state not involved√ √ PAs non-ARTEMIS member state involved√ √√ PAs non-ARTEMIS member state not involved√ √ JU Office√√√ Industry and Research Committee√√

FPP Information Access FPP Names (all projects) FPP Summary (ten-liner incl. countries involved) Full FPP PAs ARTEMIS member state involved√√√ PAs ARTEMIS member state not involved√√ PAs non-ARTEMIS member state involved√√√ PAs non-ARTEMIS member state not involved√ √ JU Office√√√ Industry and Research Committee√√

On-Line FPP Evaluation Per project: Expert evaluation comments visible Per project: PAB evaluation comments visible Editing of evaluation comments Final Report  10 liner  list of countries involved  funding requested  pos/neg result of evaluation PAs ARTEMIS member state involved√√√√ PAs ARTEMIS member state not involved√ √ PAs non-ARTEMIS member state involved√√√√ PAs non-ARTEMIS member state not involved √ ARTEMIS Office√√√√ Industry and Research Committee√√√

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Research Agenda & Draft Multi-Annual Strategic Plan for agreement PAB and GB Project contracts and launch Pre-committed public funding (1 st call ca. 120M€) Corrective actions and acceptance PO information days & consortia building tools PO preparation (recommended) PAB discussion Expert assessment JU eligibility criteria for funding verification National eligibility criteria for funding verification PO Evaluation pos FPP instructions National eligibility criteria for funding verification PAB discussion PAB selection and funding decision FPP Evaluation neg Expert evaluation Formal annual commitments Flat Rate calculation National eligibility criteria for funding JU eligibility criteria for funding PAB approval JU eligibility criteria for funding verification Budget- and Annual Working Plan Option Publication of Call Eligible budget per country FPP preparation

Articles of Association of ARTEMISIA 1. General 1.Name and registration 2.Objectives 3. Members & Associates 3.Membership 4.Associates 5.Admission (of members) 6.End of membership 7. Financial means 8. Steering Board 8.Steering Board: composition and appointment 9.End of membership of Steering Board, Rotation Schedule 10.Functions of the Steering Board 11.Resolutions of the Steering Board 12.Task of the Steering board 13.Representation (of Artemisia by the Steering board) 14.Presidium 15. Secretary-General 15.General Assembly 16.General Assembly 17.Admission and right to vote 18.Chairmanship and minutes 19.Resolutions of the General Assembly 20.Convening q General Assembly 21.Meetings of members of a different kind 22.Amendment to the Articles of Association. Legal merger and legal demerger 23.Dissolution and liquidation 24.Administration, Financial year and annual accounts 25.Committees and/or working groups 26.Sets of rules 27.In writing

ARTEMISIA Supplementary Agreement 1.Definitions 2.Establishment of Artemisia, Acceeded Parties, Cost 2.1 Establishment of Artemisia Association 2.2 Accession to this agreement 3.Contribution to Artemisia 3.1 Agreement on how to vote in line with Steering Board 3.2 Fixed contribution 3.3 Variable contribution 3.4 Annual Assessment of Contribution and potential adjustment thereof 3.5 Reporting of total cost (in JU projects) 3.6 Survival of provisions (in case of termination of membership) 4.Appointment of members of the IRC 5.Cooperation in JU projects with non-members (DOA) 6.Office activities (ITEA2 Office) 7.IPR 8.Duration and Termination 9.Miscellaneous

Annex 1Draft Articles of Association Annex 2Intentionally left blank Annex 3Declaration of Accession (to the ASA) Annex 4First members SB and Presidium Annex 5Declaration of Acceptance (Contributing non members) Annex 6IPR ARTEMISIA Supplementary Agreement Annexes

Council Regulation on the establishment of ARTEMIS 1.Establishment of a Joint Undertaking 2.Objectives 3.Legal Status 4.Statutes 5.Community contribution (420 million €) 6.Financial rules 7.Staff 8.Privileges and Immunities 9.Liability 10.Jurisdiction of the court of justice and applicable law 11.Report, evaluation and discharge 12.Protection of the financial interests of the members and anti-fraud measures 13.Confidentiality 14.Transparency 15.Intellectual Property (based on EC regulation 1906/2006 and art 23 of the statutes 16.Preparatory actions 17.Support from the host state 18.Entry of Force

Annex to the Council regulation: Statutes of the Artemis Joint Undertaking 1.Definitions 2.Tasks and activities 3.Members 4.Accession and change of membership 5.Bodies of the Artemis Joint undertaking 6.Governing Board 7.Executive Director 8.Public Authorities Board 9.Industry and Research Committee 10.Internal Auditing Function 11.Sources of financing 12.Implementation of R&D activities 13.Funding of projects 14.Financial commitments 15.Financial revenue 16.Financial year 17.Financial implementation 18.Financial reporting 19.Planning and reporting 20.Service and supply contracts 21.Liability of members, insurance 22.Conflict of interest 23.Intellectual Property policy 24.Amendments of Statutes 25.Winding up

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