Preparing an FP7 proposal Katerina Tzitzinou, TRANSPORT & Legal and Financial NCP...

Preparing an FP7 proposal

Katerina Tzitzinou, TRANSPORT & Legal and Financial NCP

[email protected]

An A to Z guide for a successful proposal

Ιωάννινα, 8/12/2008

Preparing an FP7 proposal

Hints & Practical exercises

Help-Forward Network

Epaminondas Christophilopoulos, [email protected]

Presentation Outline

Help-Forward Network

From Idea to Contract

FP7 structure

Evaluation Criteria

Proposal Idea

Consortium Building

Proposal Writing

Management

Help-Forward (1)

HellenicProjectForWider Application ofR&D

A strategic alliance between Industry & Research in GreeceA strategic alliance between Industry & Research in Greece

-Innovation Relay Centre (IRC) since 1995

-National Contact Point (NCP) since 1999

-Organiser of the annual VC forum

Autonomous but accountable to its foundersAutonomous but accountable to its foundersDirected by a Steering CommitteeDirected by a Steering CommitteeHosted by the federationsHosted by the federationsFinancially administered by FORTHFinancially administered by FORTHNon-profit, private statusNon-profit, private status2007: 15 people,1Meuro p.a.2007: 15 people,1Meuro p.a.

Steering Committee

Coordinator & Team of consultants

Promotion of transnational technology transfer to Greek SMEsPromotion of transnational technology transfer to Greek SMEsUtilisation and exploitation of RTD resultsUtilisation and exploitation of RTD resultsEconomic growth and employment through use of new technologiesEconomic growth and employment through use of new technologiesStrengthening the links between research, industry and financeStrengthening the links between research, industry and financePromotion of innovation in enterprises and enterpreneurship in RTOsPromotion of innovation in enterprises and enterpreneurship in RTOs

HELP-FORWARD:HELP-FORWARD: A distinct entity A distinct entity

MISSIONMISSION

Help-Forward (2)

International support activities (1)

Considerable experience and a long record providing special services to innovation organisations in third countries in assisting to set innovation related services.

20071996 2003

GlobalRussia & NIS

International Activities: HF focus

South-Eastern Europe*

International support activities (2)

EXAMPLES Advisor for the set-up and the operation of Innovation and Research Programmes

Promotion Centres in Bulgaria (1997-2000), Romania (1997-1999) and Cyprus (1999-2000).

Advisor of the FP National Information Points in Armenia, Georgia and Azerbaidjan under the INTAS ININ schemes (2003-2006).

2003, series of seminars for the benefit of NIPs and researchers of all the NIS (in Moscow, Kiev, Tbilisi, Almaty) for their participation in FP6 (under INTAS projects).

2008, mentor of the NCPs in Ukraine, Belarus, Moldova, Armenia, Azerbaijan, Georgia (including assessment of their current operation, provision of advice to the NIPs and their customers, training).

personnel training schools in innovation issues e.g. EU Framework Programs, Technology Transfer, Spin-Off creation.

Training in specific NCP operations eg. events organisation, partner search. Host Organisation re-engineering for improving their internal structure. Support for setting innovation services e.g. partner search, proposal drafting,

help-desk. Stetting of NCP performance indicators and internal evaluation procedures

Points to consider

• Which programme in FP7 shall use

• you need an innovative idea

• plan midterm, start preparing proposal in time

• use all available information

• look for the right (& eligible) partners

• choose the appropriate instrument

• consider implementation of results from the start

• prepare your proposal carefully following all criteria & guidelines

• submit your proposal complete, in time, and at the right address

GeneralGeneral TimelinTimelin

ee

Time Time (weeks)(weeks)

Project idea – decision on the main research/ business Project idea – decision on the main research/ business reasons for undertaking the workreasons for undertaking the work

Official publication of Call for ProposalsOfficial publication of Call for Proposals

Abstract of project in accordance with Strategic Abstract of project in accordance with Strategic ObjectivesObjectives

Search for partnersSearch for partners

Forming of ConsortiumForming of Consortium

Break down of work - discussionsBreak down of work - discussions

Writing of proposal by coordinator – approval by partnersWriting of proposal by coordinator – approval by partners

Submission of proposalSubmission of proposal

DeadlineDeadline

Evaluation by external experts-Project retained for Evaluation by external experts-Project retained for negotiationnegotiation

Overall evaluation report to Programme CommitteeOverall evaluation report to Programme Committee

Evaluation Summary Reports to coordinatorEvaluation Summary Reports to coordinator

Contract negotiations between Project Officers and Contract negotiations between Project Officers and coordinatorcoordinator

Project approved, signature of contract and entry into Project approved, signature of contract and entry into forceforce

Project startProject start

Initial payment to coordinator within 60 days of signatureInitial payment to coordinator within 60 days of signature

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From idea to contractFrom idea to contract

FP7 2007–2013 Specific Programmes

HealthHealth

Food, Agriculture and Biotechnology Food, Agriculture and Biotechnology

Information and Communication TechnologiesInformation and Communication Technologies

EnergyEnergy

Environment (including Climate Change) Environment (including Climate Change)

Transport Transport

Socio-Economic Sciences and the Humanities Socio-Economic Sciences and the Humanities

Nanosciences, Nanotechnologies, Materials and new ProductionNanosciences, Nanotechnologies, Materials and new Production

TechnologiesTechnologies

Security and Space Security and Space

Research Infrastructures

Research for the BenefitOf SMEs

Regions of Knowledge

Research Potential

Science in Society

Activities of InternationalCo-operation

Coherent Developmentof Policies

Initial Training of ResearchersInitial Training of Researchers

Lifelong Learning and Career DevelopmentLifelong Learning and Career Development

Industry-Academia Partnerships and PathwaysIndustry-Academia Partnerships and Pathways

The International DimensionThe International DimensionSpecific ActionsSpecific Actions

Starting Independent Researcher Grants

Advanced Investigator Grants

Co-operation

Ideas – European Research Council (ERC)

Capacities

People – Marie Curie

Funding Schemes- Characteristics

Funding Scheme

General Description

Collaborative Projects •Consortia with participants from different countries•New knowledge, technology, products or common resourcesfor research•Size, scope and internal organisation of projects can vary

Networks of Excellence (NoE)

•Joint programmes by organisations integrating activitiesin 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.

Relevanceto the

Programme?

ImplementationExcellencePotentialImpact

Evaluation criteria

Relevanceto the

Programme

S&TExcellence

ManagementQuality

ConsortiumQuality

PotentialImpact

Mobilisationof

Resources

33 44 333333 33

FP6 IP/STREP

FP7

Overall threshold 24 / 30

33 33 33Overall threshold 10/ 15! EC to decide


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From idea to contractFrom idea to contractWe are here

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 ?


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We are here

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

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:


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Build the consortiumchoose the right partners …

• Prepare a proposal abstract (1 page maximum) . Don’t need and should not be extensive. Don’t 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)!

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, ...

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 project’s 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


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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

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

Proposal Writing Plan

Appoint proposal writer

Write a 1-2 page proposal

Consortium meeting if necessary

(distribution of work)

Workpackages management Exploitation, etc.

Compile proposal

Circulate for comments

Submit proposal

Review by “experts”

Proposal Writing Plan - appoint writer






Compile proposal


Submit proposal



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

Proposal Writing Plan – write 1 page






Compile proposal


Submit proposal


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.

Proposal Writing Plan






Compile proposal


Submit proposal


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!

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

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

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

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?

Objective/Aim

• A short clear description of the proposed work• There should be no question after this paragraph

Deliverables

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

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.

• 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

Phases of the work

• This should show a logical, planned approach– Phase 1– Phase 2– Phase 3…

Roles of Partners

Organisations Contact Country Role

Define who will be involved in the work and their role

Expected costs + duration

• Total Cost of the proposed work xx• EU Contribution xx

• Duration (in months) xx

How to write it…

Project Management

Evaluation Criteria (Management)

Quality of Management The Project Management Approach The Quality of the Partnership The Appropriateness of the Resources

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

How to write the Project Management part

Aim is to writewell-structured project management, well matched to

the complexity or simplicity of the projectsatisfactory 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.

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.

Consortium (Organizations)Consortium (Organizations)

Consortium Management StructureConsortium Management Structure

Governing Assembly (Names of Individuals) -Senior Partner Representatives-External Experts-European Commission Representatives-Funding Agency’s Representatives

Governing Assembly (Names of Individuals) -Senior Partner Representatives-External Experts-European Commission Representatives-Funding Agency’s 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 Partner

Partner Partner

Consortium Management StructureConsortium Management Structure

Project Coordinator Op

eration

al Pro

ject man

agem

ent

Scien

tific Ad

visory C

om

mittee

Project council

Training Committee

Innovation Committee

Management boardCoordinator, SP coordinators & Liaison Officer, Chairpersons of Committees

ModelsWorkingGroup

SP2 Coordinator

Subproject 2Animal Imaging

Embryo Imaging

Whole animal

Imaging

Biological Applications

Theory and Experiments

Subproject 3Cell Imaging

Nano-scale Imaging

Microscopic Imaging

Biological Applications

Theory and Experiments

SP3 Coordinator

Subproject 1Probe development

SP1 Coordinator

SP Liaison Officer

TheoryWorkingGroup

Project Management/ Work breakdown

Project AcronymProject Title

Co-ordinator: Partner #x

WP2Partner #x

WP3Partner #x

WP4Partner #x

WP5Partner #x

WP6Partner #x

WP7Partner #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

WP1Partner #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)

Project Management/ Work breakdown

Title

LeaderPartners

Title

LeaderPartners

Integrating ActivitiesNetworking activities ? Exchange of personnel?

Training courses?Workshops?

Studies?

Integrating ActivitiesNetworking activities ? Exchange of personnel?

Training courses?Workshops?

Studies?

Title

LeaderPartners

Title

LeaderPartners

Title

LeaderPartners

Title

LeaderPartners

Title

LeaderPartners

Title

LeaderPartners

Title

LeaderPartners

Title

LeaderPartners

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.

PERT CHART (Example)PERT CHART (Example)

WP1Co-ordination and Project Management

Workpackage Leader: 1Partners: All

WP1Co-ordination and Project Management

Workpackage Leader: 1Partners: All

WP6Exploitation Plan

Workpackage Leader:4 Partners: All

WP6Exploitation Plan

Workpackage Leader:4 Partners: All

WP2Title: Sensor DevelopmentWorkpackage Leader: 3Partners:1,2,7

WP2Title: Sensor DevelopmentWorkpackage Leader: 3Partners:1,2,7

WP3Title: Hardware developmentWorkpackage Leader: 2Partners:3,6,5

WP3Title: Hardware developmentWorkpackage Leader: 2Partners:3,6,5

WP4Title: Software DevelopmentWorkpackage Leader:6Partners: 4,5

WP4Title: Software DevelopmentWorkpackage Leader:6Partners: 4,5

WP5Title: IntegrationWorkpackage Leader:1 Partners:,6,7,1

WP5Title: IntegrationWorkpackage Leader:1 Partners:,6,7,1

PERT CHART (Example)PERT CHART (Example)

Project Management/ Gantt Chart

Duration / critical path : see milestone list

1st year 2nd year 3rd year

Workpackage 1: TitleTask 1.1 TitleTask 1.2 "Workpackage 2: TitleTask 2.1 "Task 2.2 "Workpackage 3: TitleTask 3.1 TitleTask 3.2 "Workpackage 4: TitleTask 4.1 TitleTask 4.2 "Workpackage 5: TitleWorkpackage 6: TitleTask 6.1 TitleTask 6.2 "Task 6.3 "Workpackage 7: TitleTask 7.1 ManagementTask 7.2 Exploitation

TOTAL MANDAYS:

WORKPACKAGE / PERSON POWER BARCHART

In year 2

In year 3 Reporting Periods

Partners'Person Days

Workpackagedescriptions

In year 1

1

6 m 12 m Mid-term 24 m 30 m Final

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:

Project Management/ Deliverables List

Number Task Deliverable Time

D.SP2.1 2.1 Preliminary cost analysis for full-scale production of module concepts of interest

Month 16

D.SP2.2 2.1 Simulation of production lines in 3D for module concepts of interest

Month 16

D.SP2.3 2.2 Machinery 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.SP2.4 2.3 Design of production line for 10 MWpeak/year (1

module of 50 cm x 50 cm per minute)

Month 36

D.SP2.5 2.3 Final cost analysis Month 36

Project Management/ Breakdown of work per partner

Lead partner

Other partners with major involvement

Partner no: IVF INAP ECN Leclanché

Person-months per partner

Task 1.1 10 5 3 4

Task 1.3 10 5 3 3

Task 1.3 6 4 - 2

Task 1.4 8 - - -

Task 2.1 16 8 - 5

Task 2.2 6 4 - 2

Task 3 4 6 2 1

Total 60 32 8 17

Cost per partner

Preparing an FP7 proposal Katerina Tzitzinou, TRANSPORT & Legal and Financial NCP...

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