1. Workshop on the European Social Fund Maribor 20 th – 21 th April 2006 “The ESF Application Procedure ” South – East Regional Authority Údarás Réigiúnach an Oir-Dheiscirt

2. Structure of Presentation The Application Procedure Completing the Application Form Examination of Applications General Principles of the Application Form Points to Remember/Conclusion

3. The Application Procedure Call for proposals by the European Commission Operation/Project Idea Brainstorming Session with Key Stakeholders

4. The Application Procedure Current Call for Proposals 2004 – 2006 Management of Demographic Change –Supporting EU initiatives to promote active ageing –Raise the employment level of older workers Management of Restructuring –Supporting innovative solutions to restructuring by enhancing the capacity for adaptation and anticipation of workers, enterprises and public authorities

5. The Application Procedure Activities Funded Establishment of networks for cooperation Exchange of experience including presentation visits, seminars, studies, exchanges of staff, websites Support studies and demonstration projects

6. The Application Procedure Aim to solve the gap that the EU has identified Educate the evaluator – have your facts and figures on your situation and how they relate to the gap Guidelines tell you what they want – you need to know why? - relevance

7. Completing the Application Form Sections of the Application Form Theme & Priority to be addressed Details of the Applicant Organisation –Finance, staff, equipment, experience of similar projects, etc. Details of the Partner Organisation

8. Completing the Application Form Sections of the Application Form Project Description –Summary –Main objectives of the project –Background to the project – facts, figures, issues –Innovative elements of the project –Dissemination & Mainstreaming of the results & Outputs –Sustainability of the project & partnership

9. Completing the Application Form Sections of the Application Form Project Description (Cont.) –Ongoing Monitoring & Evaluation of the projects activities (strategies) –Expected benefits, immediate effects, outcomes, performance indicators –Description of the work packages/project components (usually 2 year project) –Timetable & Budget

10. Know Selection Criteria Study Programme Documents Study Selection Criteria Discuss Selection Criteria with Partners Ensure Value for Money Self – Assess your proposal critically RelevanceCoherence & Approach ResultsManagement PartnershipBudget & Finance

11. Work Package Descriptions Break the project down into Work packages (WP) or project components or personnel roles Identify WP leaders Clarify individual roles and responsibilities Identify project tasks/deliverables/outputs for WP Identify Constraints (time statutory) Identify risks and their ownership Apportion costs/funding to each WP

12. Examination of Applications Steps of the Evaluation Process Specific Evaluation Committee est. Check the formal conformity of the projects Check the eligibility of the applicant Check the eligibility of the proposal Quality assessment of the eligible proposal

13. Examination of Applications Eligibility & Quality Assessment Relevance of the proposal Coherence of proposal & quality of approach Quality of results Content – Related Criteria

14. Examination of Applications Eligibility & Quality Assessment Quality of Management Quality of Partnership Budget & Finance Implementation – Related Criteria

15. Make Sure You Meet the Programme Goals! Is the issue addressed relevant to the programme objectives? Is there a link to the themes? Does the proposed project contribute to the solution of the problem being addressed? Relevance of the Proposal

16. The Critical Triangle Three areas underpin any application Evidence of Need: demonstrate the need for the activity, identify “gap in provision” and/or “barriers to participation” Beneficiary numbers: demonstrate that the project has realistic targets and are deliverable within the available resources Results of Project: demonstrate that the project activities will meet the identified needs

17. Ensure Consistency! Are outputs & results clearly described and meaningful Is the problem clearly stated and the overall proposal/work plan coherent and transparent Is the intensity of co-operation appropriate Coherence of Proposal & Quality of Approach

18. Do not mix Outputs & Results! Coherence of the Proposal & Quality of Approach Results (Direct & Immediate Effect) Increased knowledge/awareness, more efficient approach, etc. Outputs (tangible goods or services) Meetings/Seminars, Reports/Best Practice Manual etc.

19. Examples of clearly defined Outputs Output:Meetings, training, seminar etc. Type: Type of meetings (seminars, workshop, training, steering group etc. Quantification: No. of meetings/participants Other Info: Target group, topic, duration,

20. Examples of clearly defined Results Planned Results Increased knowledge/awareness of participants Increased expertise Results Indicator Number (#) of successful trainees Reduced duration of administrative tasks (hours) Increased number (#) of citizens participating in decision making process

21. Quality of Results Make Sure your Results are Innovative! Process Oriented Innovation – dev. of new tools, concepts, methods and approaches and the improvement of existing methods Goal Oriented Innovation – formulation of new objectives incl. Sustainability, Equal Opps etc. Context Oriented Innovation – relates to political and institutional structures and systems development

22. Quality of Management Make Sure your Management is Sound! Are Management, implementation and coordination procedures and responsibilities clear? Is the capacity of the lead partner sufficient? Is the Management structure clear? Are procedures for decision-making and monitoring transparent?

23. Quality of Partnership Make Sure your Partnership is Meaningful! Are the appropriate partners involved to solve the problem? Are the problems/issues common to all partners? Is the Partnership balanced? Strongly involve your partners in the design of the operation

24. Budget & Finance Make Sure the Budget is Reasonable! Is the overall budget reasonable compared to the planned activities, outputs & results Is the budget balanced? Is the kind and amount of external expertise justified? Make sure the budget reflects all activities/outputs in a realistic way

25. “10 Golden Rules” Know Selection Criteria Meet Programme Goals Have relevant Approach & Objectives Define Visible and Tangible Results Be Clear in your Application Be Consistent & Logical in the Component Descriptions Present Strong & Balanced Partnership Ensure Professional Management Base your Budget on Activities Avoid last minute mistakes

26. Be Clear in your Application Be clear and consistent about the why?, what?, how? And when? of your proposal Use clear and precise language & terminology throughout the application form Make sure your reasoning can be followed and your application understood

27. Be Consistent & Logical in the Component Descriptions Provide clear component descriptions Present coherent activities Time & Sequence activities logically Provide as much detail as necessary Remember the importance of monitoring

28. Present Strong & Balanced Partnership Develop operation jointly with Partners Reflect their needs, interests and experiences Define roles clearly and balance inputs Involve regional/local authorities that are able to use and/or implement results achieved

29. Ensure Professional Management Foresee clear management structures Ensure systematic cooperation through joint work groups and implementation structures Have professional management team For outsourced management: ensure Liaison Person is always fully informed and responsible

30. Base your budget on activities Ensure value for money Link costs to activities and outputs Present transparent and realistic budget Distribute resources according to estimated cost of activities Make sure activities/outputs in components are coherent with budget- breakdown

31. Examination of Applications Evaluation Summary Report INTRO Proposal Relevance to the Call for Proposals (0.5) Quality of the Support Action (1.5) Potential Impact (0.75) Quality of Management (1.5) Mobilisation of the Resources (0.75)

32. General Principles of Applications Priority given to proposals based on the following: Innovation & Experimentation –Seek to promote new approaches & identify examples of best practice to improve implementation of the structural funds

33. General Principles of Applications Priority given to proposals based on the following: Support to the Mainstream Programme Linkages with Monitoring Committee & Managing Authority to maximise outputs

34. General Principles of Applications Priority given to proposals based on the following: Concentration Transparent & simple management focusing efforts on defined number of thematic fields & projects

35. General Principles of Applications Priority given to proposals based on the following: Partnership Different Actors –Public Authorities –Private Sector –Social Partners –Voluntary/Community Sector

36. General Principles of Applications Priority given to proposals based on the following: Continuous Improvement Build on lessons learnt Equal Opportunities Apply principle of Equal Opps. for Men & Women

37. General Principles of Applications Priority given to proposals based on the following: Transnational Cooperation & Networking Brings added value to projects Provide the opportunity to test innovative approaches to pilot the transfer of innovation

38. Transnational Projects Aimed at large projects – multiple partners Research focused - is this what you want? Co-ordination a difficult job Identify areas which might be of interest Become part of –Network of excellence, Thematic Networks –Integrated Projects (as small partner) Talk to those who have done it!

39. Finding partners Join relevant European Research Associations Existing co-ordinators of EU R&D contracts Thematic Networks/Concerted Actions Members of assessment/monitoring/evaluation panels Writers of EU Studies and Reports EU Conferences and Seminars

40. Networking Process Share & Exchange ideas, experience & information Demonstrate know-how & good practice Foster transnational links & collaboration Establish formal comparative framework Raise awareness Improve evaluation exercises Identify future partnerships

41. General Principles of Applications Priority given to proposals based on the following: Capitalisation, Dissemination & Evaluation Capitalisation & Dissemination of the project results and lessons learnt

42. General Principles of Applications Evaluation Project subject to ongoing & Ex post evaluation Measures: –Impact –Innovation –Effectiveness –Transferability of the results obtained

43. Benefits of Participation Access to funding Direct access to EC Exposure to other systems, experiences, practices Opportunity to pilot initiatives Match-funding not a major barrier Not usually a big cash contribution required Staff time allowable: primarily means of meeting match-funding

44. Attach Necessary Documents Co-financing statements Letters of support List of Staff and daily rates CVs of key staff Details of sub-contracted elements (See List of documents required by call)

45. Final Production Cross T’s and Dot I’s Reference No.’s No. of copies to be submitted Formatting, checking budgets, cross checking against guidelines Include all requested documentation Respect the deadlines, they are set in stone

46. Conclusion Proposal writing can be a bit of an art Requires timing and organisation Need to be thorough in your planning and preparation Make sure that the idea/concept you have ‘fits the bill’ Get partners that you can rely on Consider employing a proposal writer for a % of the fund