and research within security organisations - insec 2 project management_eng.pdf · and research...

Contract No. FP7- 285287

INSEC is a project funded by the European Commission under the Seventh Framework Programme (2007-2013)

INCREASE INNOVATION

AND RESEARCH WITHIN

SECURITY

ORGANISATIONS - INSEC

www.insec-project.eu

TRAINING SESSION

6th of February 2014 / Bucharest, Romania



Training Session Agenda (1)

• INTRODUCTION

• INSEC PROJECT PRESENTATION - Madalin Ionita

• MODULE 1: HORIZON 2020 - Letitia Pavelescu

• MODULE 2: Project Management - Flaviana Rotaru, Madalin Ionita

• Questions and answers. CONCLUSIONS



MODULE 2: Project Management

Project proposal preparation

Administrative, financial and technical issues



• Identify project idea.

• Identify a call.

• Select the type of properly project (instrument).

• Identify partners.

• Build consortium.

• Read the available documentation carefully.

• Discuss and negotiate with partners.

• Write proposal.

• Apply on time.

• Relax !!!

PROPOSAL PREPARATION How to develop a project proposal? 10 steps to develop a proposal



STEP 1 - Identify an idea

HERE WE CAN NOT HELP YOU too much, BECAUSE YOU KNOW better: ▪ YOUR RESEARCH ▪ What unresolved issues still exist in that area ▪ What problems can be solved only in the joint with European partners ▪ Which of these problems are of European interest rather than national interest !!!



STEP 2 - Identify a call

○ Horizon 2020: http://ec.europa.eu/programmes/horizon2020/

○ How to find your area of interest: SECURITY

http://ec.europa.eu/programmes/horizon2020/find-your-area

http://ec.europa.eu/programmes/horizon2020/en/area/security

○ ERA-NET Initiative, Joint Technology Initiatives (JTI), etc.

http://ec.europa.eu/programmes/horizon2020/









STEP 2 - Identify a call H2020 / SECURITY is framed in "societal challenges" - "Safe Society - Protecting freedom and the security of Europe and its citizens“ KEY CALLS under the Work Program 2014-2015 ▪ disaster-resistance: protecting and ensuring the society, including adaptation to climate change; ▪ fight against crime and terrorism ▪ border security and external security ▪ Digital security: cyber security, confidentiality and trust; ▪ Other actions; Each call contains more topics - are found in Working program package for "secure societies“ http://ec.europa.eu/research/participants/data/ref/h2020/wp/2014_2015/main/h2020-wp1415-security_en.pdf

http://ec.europa.eu/research/participants/data/ref/h2020/wp/2014_2015/main/h2020-wp1415-security_en.pdf
























STEP 2 - Identify a call From information sources http://ec.europa.eu/research/participants/portal/desktop/en/opportunities/h2020/index.html Identify the right call, which contains: ▪ Appeal Text (official document to launch the call) ▪ Work Program

• Description of research topics required to be fund ▪ Proposer Guide (includes application form)

• The structure of the proposal. • Instructions on how to submit.

▪ Evaluator Guide • How the proposal will be evaluated (evaluation criteria)

▪ Contract Funding Model

http://ec.europa.eu/research/participants/portal/desktop/en/opportunities/h2020/index.html














STEP 2 - Identify a call Check in detail the call information. •The deadline for submitting the application and how to submit ; • Documents required:

• Work Program (!!!) • Proposal Guide (includes application form).

• Appeal Text. • Useful to read: Evaluator Guide.



STEP 3- CHOOSE A TYPE OF PROJECT (tools / share) Check the Work Program of the selected call and see what type of instrument (draft) suits:

Types of actions Horizon 2020

1. Research and Innovation Action (RIA) 2. Innovation Action (IA). 3.Coordination and Support Action (CSA). 4.Tool for SMEs.

a) SMEs Tools (Phase 1). b) SMEs Tools(Phase 2). c) SMEs Tools(Phase 3). d) Mentoring and coaching.

5. Co ERA-NET. 6. CO actions Appeal PCP: Pre-Commercial

Procurement; 7.PPI Co actions: Public innovative solutions.



STEP 3- Type of instrument 1. Research and Innovation Action (RIA)

DESCRIPTION Eligibility FUNDING RATE

Finance activities aimed for establishing new knowledge and / or research the feasibility of the technology, products, processes, services or new or improved solutions; may include basic and applied research , technological evolution and integration, test and evaluation on a small scale prototype in a laboratory or in a simulated environment.

3 partners from different countries (EU Member States or associated countries), independent of each other

100%



STEP 3- Type of instrument 2. Innovation Action (IA)

DESCRIPTION

Eligibility FUNDING RATE

Activities that have the main purpose of creating and ordering plans or designs for products, processes or services, outdated or improved; may include prototypes , tests, demonstration, products examination at large scale and replication on the market.


70% (except for non-profit entities for which a rate of 100%)



STEP 3- Type of instrument 3. Coordination and Support Action (CSA).

DESCRIERE CONDITII DE

ELIGIBILITATE

RATA DE

FINANTARE

activitati care au ca scop

principal crearea si ordonarea de

planuri sau design-uri pentru

produse, procese sau servicii noi,

invechite sau imbunatatite;

pot include prototipuri, teste,

demonstratii, examinarea

produselor la scara larga si

replicarea pe piata.

3 parteneri din

tari diferite

(state membre

sau tari

asociate UE),

independente

una de cealalta

70%

(cu exceptia

entitatilor

non-profit

pentru care

se aplica o

rata de

100%)

DESCRIPTION


Financing activities consist of accompanying measures such as standardization, dissemination, awareness raising and communication, networking, coordination and services offering support, policy dialogues and exercises for learning and mutual learning, including studies for new infrastructure; may include additional activities of strategic planning, networking and coordination between programs in different countries.

One entity in the EU Member States or associated countries

70% (except for non-profit entities for which a rate of 100%)



STEP 3- Type of instrument 4. SMEs Tool (Phase 1) ▪ it addresses to all types of innovative SMEs who show enough ambition in their development, growth and internationalization ▪ It offer assisted supports covering the whole innovation cycle in three steps completed by a mentoring and coaching service.

DESCRIPTION


Funding feasibility study verify the viability technology / practice and economic one of an idea / of an innovative concept which has a substantial innovations in the industry as it shows (new products, processes, services and technologies design and market new applications of existing technologies)

1 SMEs established in one of the EU Member States or associated countries

70% of the total eligible cost: 71.249 EUR -> Grant (lump sum: 50.000 EUR



STEP 3- Type of instrument 4. SMEs Tool (Phase 2)

DESCRIPTION


Funding innovative projects that address a certain specific directions and shows great potential in terms of competitiveness and evolution of the company supported by a strategic business plan - it is based on innovative activities such as demonstrations, testing, prototyping, piloting, scaling of miniature design replica market.

1 SMEs established in one of the EU Member States or associated countries

70% (when the research component is very strongly grounded 100%)



STEP 3- Type of instrument 4. SMEs Tool (Phase 3 Mentoring & coaching)

Phase DESCRIPTION

Phase 3 Financing implementing innovative solutions and provides financial support for evolution by facilitating access to public and private venture capital

Mentoring

& coaching Each recipient will be provided support during the first phase (up to 3 days of coaching) and during the second phase (up to 12 days of coaching). The purpose of this tool is to accelerate the impact of tool support provided by SMEs and to equip beneficiaries with specific and relevant competent for the company's long-term evolution



STEP 3- Type of instrument CHOOSE A TYPE OF PROJECT (tools / share) 5. ERA-NET CO

DESCRIPTION


Supports public-public partnerships, including joint programming initiatives between Member States in their preparation, creation of network structures, design, implementation and coordination of joint activities. The main activity and binding of ERA-NET COFUND Horizon 2020 is the implementation of co-financed joint call for proposals leading to transnational research and / or innovation project funding


Max 33% of total eligible costs



STEP 3- Type of instrument CHOOSE A TYPE OF PROJECT (tools / share) 6. Co CFP Actions : Pre - Commercial Procurement;

DESCRIPTION


Purpose of encouragement for public procurement in research, development and validation of new solutions that can significantly improve quality and efficiency in public areas while market entry opportunities for industry and researchers are efficient in Europe.

3 partners from different countries (EU Member States or associated countries), independent of each other, of which at least two independent legal entities that are public purchasers

70%



STEP 3- Type of instrument CHOOSE A TYPE OF PROJECT (tools / share) 7. Co PPI Actions : Public innovative solutions

DESCRIPTION


Aim to mobilize purchasing groups for them to share the risk of acting as a novice in adopting innovative solutions while market entry opportunities in industry are becoming more and more.

3 partners from different countries (EU Member States or associated countries), independent of each other, of which at least two independent legal entities that are public purchasers

Max 20% of total eligible costs



Type of tool Conditions relating to the consortium / applicant

Research and Innovation Action (RIA)

3 partners from different countries (EU Member States or associated countries), independent of each other Innovation action (IA)

Coordination and support actions

One entity in the EU Member States or associated countries

SMEs tolls 1 SMEs established in one of the EU Member States or associated countries

ERA-NET Co 3 partners from different countries (EU Member States or associated countries), independent of each other

European dimension of the project



Determine your position…

▪ What is your purpose? ▪ In what kind of project do you want to participate? ▪ What role do you want to have? ▪ What can the project offer you?



Different roles in the project ● Coordinator

▪ Communication with Brussels. ▪ Project and research department manager.

● Work Package Leader ▪ Supports the coordinator. ▪ Research (or other) tasks.

● Partner ▪ Research (or other) tasks



What kind of organization can be a partner according to their financial conditions?

• University.

• Research Institute.

• SME (check new definition of

SMEs).

• Large company.

STEP 4 – Find partners

Who can be complementary? - Taking into account: • Expertise.

• Technology / production cycle.

• Idea - Research - Product – Marketing • Geographical distribution.



STEP 4 – Find partners Possible approaches: ● Existing contacts (employees, suppliers, customers, etc.). ● Strategy for finding partners. - Passive: insert profile and wait. - Active:

▪ Catalogs. ▪ Databases. ▪ Partnering events (brokerages ). ▪ European Union Initiative (project support). ▪ Do you have prepared a page describing the institution !!!



STEP 4 – Find partners Examples of relevant databases:

HORIZON 2020: http://ec.europa.eu/programmes/horizon2020/

HORIZON 2020 Project: http://horizon2020projects.com/all-

partner-profiles/

National Contact Points:

http://ec.europa.eu/research/participants/portal/desktop/en/supp

ort/national_contact_points.html

SECURITY: http://www.seren-project.eu/

Access for EU Countries: http://www.access4.eu

RO INNO Romania: http://www.roinno.ro/index.php


http://horizon2020projects.com/all-partner-profiles/





http://ec.europa.eu/research/participants/portal/desktop/en/support/national_contact_points.html


http://www.seren-project.eu/



http://www.access4.eu/

http://www.roinno.ro/index.php



Your organization is a partner ...

You

Legal

Administrativ

Your boss

You team



Tips for searching for partners and form a

Consortium

● Previous / ongoing projects, business partners (suppliers, customers, etc.). ● CORDIS identification of potential partners; ● Networks of National Contact Points; ● Information days, brokerage events, conferences, workshops, national and international conferences; ● http://www.seren-project.eu/ - database security research in Europe;



How to form a good consortium?



A good consortium ...

▪ The best partners; ▪ Coordinator with experience; ▪ Multi-disciplinary research; ▪ Academia, industry and NGOs; ▪ Complementary partners (all add value). ▪ SMEs are important (as specified). ▪ Includes primary users (lead users), patient organizations where appropriate.



STEP 5 – HOW TO MAKE THE CONSORTIUM

□ Meet and talk personally. ▪ Exchange email is not enough. ▪ There are national funds available for preparing

proposals.

□ Discussion of the proposal and its preparation takes time. □ Find balance between:

▪ Independence of the partners and their work. ▪ Interdependence of the partners and their work. ▪ Complementarity ! No Competition!




□ Select the right partners.

□ Decide who will be the project coordinator.

□ Distribute responsibilities and activities, but do not forget to coordinate them.

□ Partners effort must be coordinated

□ Organize groups into the consortium and name the work packages leaders




- don’t involve all partners in all work packages

Work Package 3

Activity 3.1

Activity 3.2

Activity 3.3

Work Package 2

Activity 2.1

Activity 2.2

Activity 2.3

Work Package 1

Activity 1.1

Activity 1.2

Activity 1.3

Coordination Dissemination



the next step ...

CONSORTIUM IS READY ...



STEP 6 – Read the available documentation

• The call for proposals. • Work Program. • Guide for Applicants.

• Rules for participation. • Model for Funding Agreement. • Guide for financial issues

Essential Documents

© Fit for Health, 2013




Sounds trivial but ...

• Ensure that the used documentation is up to date (Work Program, Guide proponent, ...).

• Make sure that all partners know and use the same information.

• Read relevant information several times before and during the writing of the proposal.

• Use words and phrases from EU material in proposal.

• Involve the desired type of organization wanted by funder.

• Strictly follow the structure (and questions) guide.




Get more information:



• There is a National Contact Point near you:

○ List of all PNC :

○http://ec.europa.eu/research/participants/portal/desktop/en/support/national_contact_points.html

• There are specific sites of national organizations that contain information about European programs.

• Training courses (funded by EU).

• Training courses (commercial).

• Consulting companies specialized in project writing.































STEP 7 - Discuss and negotiate

• If it is possible set meetings with partners to talk about the

project.

• Describe the problem (why the project is needed).

• Ways of solving (how to solve the problem).

• Planning work.

• Who does what?

• Number of man / months required.



STEP 7 - Discuss and negotiate

Financial planning

• Budget.

• Personnel costs, travel, equipment, supplies.

What happens to the results of the project?

• Intellectual property rights.

• The marketing plan?



Financial Issues

1. Types of costs within Horizon 2020 projects

1.1 Direct and indirect costs

1.2 Eligible expenses

1.3 Ineligible Expenses

• 2 Grant obtained by Horizon 2020 projects

• 3. The way the project is fund



1. Types of costs within Horizon 2020 projects 1.1 Direct and indirect costs

Direct costs = Costs that are directly attributable to the project and are identified by the beneficiary in accordance with accounting principles and its internal rules. Indirect costs = Overhead costs. Indirect costs are all those eligible costs which can not be identified by the beneficiary as being directly attributed to the project but which can be identified and justified by its accounting system.



1. Types of costs within Horizon 2020 projects For what types of expenses I can get funding and what expenses must bear my institution?

Types of expenses

Eligible expenses

Ineligible expenses



1.2 Eligible expense

• Rules for eligible costs:

• Actual costs (actual ,not estimated).

• Costs incurred by the beneficiary.

• Costs incurred during the project.

• Costs recorded in the accounts of the beneficiary.

• Costs required and used in the project.

• Costs incurred in accordance with accounting principles

and management of the beneficiary.




Types of eligible expenses.

• Direct staff costs.

• Subcontracting costs.

• Other direct costs.

• Overheads.




Staff costs

- Must be in accordance with national legislation.

- Employee related expenses will be reimbursed with actual hours worked on the project, remunerated in accordance with the usual practices of the beneficiary

- ! Attendance is required (timesheet)




Staff costs (2)

- Costs for persons working under a contract directly with the customer, other than the work contract (e.g. Cooperation agreements) may be eligible under this category of expenditure if: 1. the person is working under the instructions of the beneficiary and at the beneficiary's location (unless was otherwise agreed with the customer).

2. the results obtained by persons belonging to the beneficiary.

3. costs are not significantly different from those of persons who perform similar tasks in the labor contracts concluded with the beneficiary.




Staff costs (3)

- Additional remuneration may be considered eligible for nonprofit organizations only under certain conditions:

1. person is working full-time and exclusively on the project throughout the year: additional eligible to 8,000 EUR.

2. person is working exclusively on the project, but not full time or throughout the year : up to the pro-rata to the value of 8,000 EUR.

3. person is not working exclusively on the project: up to pro rata calculated as follows: 8,000 EUR / number of productive hours per year x number of hours worked per person in a year.




Staff costs (4)

- How to calculate personnel costs?

Personnel costs are calculated by the formula:

Hourly rate x number of hours worked in project + (for nonprofit organizations) additional remuneration




Staff costs (4)

The hourly rate = total annual personnel costs of a person / total annual productive hours

The total number of annual productive hours =

a) 1,720 hours or pro-rata to this number of hours or

b) The total number of hours worked per person + overtime - absent or

c) Standard number of hours per year, according to the accounting practices of the beneficiary




What is PM?

"Person month" (person-month) is the effort made by a person in the project / month.

Examples:

24 Months Project , 2 researchers full time => 2 PM / month => 2 x 24 months = 48 PM on project

24 Months Project, 1 researcher and one part-time researcher with 2 hours / day (quarter-time) => 0.5 + 0.25 = 0.75 PM / month => 0.75 x 24 month = 18 PM on project




What is PM?

How many PMs do we need for:

- a project for 36 months

- 3 involved employees : 1 employee full time on project, 1

employee part time on project and 1 employee with 2

hours/day on project



1.2 Eligible expense What is PM?

- Project for 36 months - 3 involved employees : 1 employee full time on project, 1 employee

part time on project si 1 employee with 2 hours/day on project

Per month: 1 (1 employee full time) + 0,5 (1 employee part time) + 0,25 (1 employee with 2 hours/day on project) = 1,75 PM/month Per project = 1,75 x 36 months = 63 PM




What is PM?

Exercise 2: Project on 6 month

3 involved employees according with the table below :

How many PM/project?

Name Month 1 Month 2 Month 3 Month 4 Month 5 Month 6

G. Ionescu 2 hours/day 4 hours/day 8 hours/day 4 hours/day 0 hours/day 2 hours/day

V. Popescu 8 hours/day 8 hours/day

8 hours/day

8 hours/day

8 hours/day

8 hours/day

R. Georgescu 4 hours/day 4 hours/day 4 hours/day 4 hours/day 4 hours/day 4 hours/day



1.2 Eligible expense What is PM?

Month 1: 0,25 + 1 + 0,5 = 1,75 PM Month 2: 0,5 + 1 + 0,5 = 2 PM Month 3: 1 + 1 + 0,5 = 2,5 PM Month 4: 0,5 + 1 + 0,5 = 2 PM Month 5: 0 + 1 + 0,5 = 1,5 PM Month 6: 0,25 + 1 + 0,5 = 1,75 PM ------------------------------------------ TOTAL: 1,75+2+2,5+2+1,5+1,75 = 11,5 PM G.Ionescu: 0,25+0,5+1+0,5+0+0,25= 2,5 PM V.Popescu: 1 x 6 = 6 PM R.Georgescu: 0,5 x 6 = 3 PM

Name Month 1 Month 2 Month 3 Month 4 Month 5 Month 6

G. Ionescu 2 hours/day 4 hours/day 8 hours/day 4 hours/day 0 hours/day 2 hours/day

V. Popescu 8 hours/day 8 hours/day

8 hours/day

8 hours/day

8 hours/day

8 hours/day

R. Georgescu 4 hours/day 4 hours/day

4 hours/day

4 hours/day

4 hours/day

4 hours/day




Subcontracting costs

• Direct costs of subcontracting are eligible if:

- Meet all the general conditions for them to be eligible (to be required ,to be linked to the project, to be completed during the project implementation etc.)

- Are made to be sub-project activities




Other direct costs

- Travel costs (transportation, per diem, and other costs)

- Depreciation costs of equipment, infrastructure, property

- Cost of other goods or services (supplies, services dissemination of research results, services protecting intellectual property rights, translations, financial certificate if requested and certificate on the methodology if required)

- Depreciation and operating costs of large research infrastructures (total value of infrastructure> 20 million and represents> 75% of total assets)




Indirect costs

- Indirect costs are eligible if they are declared on a rate of "flat-rate" of 25% of eligible costs minus subcontracting costs or costs of third party contributions are not used on the premises of the beneficiary.




Indirect costs

- Example:

Staff costs 10,000 lei.

Subcontracting costs: 2,000 lei.

Travel costs (other direct costs): 3,000 lei.

----------------------------------------------------------------

Indirect costs = 25% x (10,000 + 3,000) = 25% x 13,000 = lei 3,250

Total Project Value = 10,000 + 2,000 + 3,000 + 3,250 = 18,250 lei

Rate of 25% in Horizon 2020 = advantage or disadvantage?



1.3 In-eligible expense

In-eligible expenses are:

• Interest.

• Fees.

• Exchange losses.

• Fees and other bank charges.

• Excessive expenses.

• VAT deductible.

• Costs related to other European / national project .

Full list is shown in the Grant Agreement.



2. Grant obtained by Horizon 2020 projects

The percentage of eligible expenses funding in Horizon 2020

● A single rate of funding per project

▪ For all beneficiaries and all project activities

▪ Funding rate defined in the Work Program:

- Up to 100% coverage of eligible expenses

- but limited to 70% for innovation projects (except for non-profit organizations for which the maximum is still 100%)



2. Grant obtained by Horizon 2020 projects What is the impact of changes?

PC7 (most beneficiaries)

Direct costs

Indirect costs

Total costs % contribution

UE

Contribution UE

Flat rate 60% 1000 600 1600 75% 1200 EUR

HORIZON 2020 Direct costs

Indirect costs

Total costs % contribution

UE

Contribution UE

100%/Flat rate 25%

1000

250 1250 100% 1250 EUR



3. Way to co-financing the project

• The ways to get co-financing are:

- a pre-financing (within 30 days of the entry into force of the financing contract) - one or more interim payments (reimbursement of costs incurred, within 90 days of receiving the report) - a final payment (within 90 days of receipt of the final report)

! Pre-financing and interim payments shall not exceed 90% of eligible

project costs.



3. Way for financing the project

• Payments will be made in EUR from the Commission to the Coordinator

• The Coordinator should distribute afferent money to the partners

• Each part cover from their own funds the costs of bank transfer



STEP 8 - PROPOSAL WRITING

Filling the forms only online :

Part A: ADMINISTRATIVE INFORMATION

1. General Information;

2. Administrative information of the participating organizations;

3. The budget of the proposal;

4. Ethical issues;

5. Specific questions call;



PASUL 8- SCRIEREA PROPUNERII




Part B:

TECHNICAL INFORMATION

Loading pdf ‘ s into a predetermined structure -Technical Annex




Part B has 5 chapters:

1. Excellent;

2. IMPACT;

3. Implementation;

4. Consortium component;

5. ETHICS AND SECURITY;




Part B: • The structure must be the same from Proposal Guide

• Do not add additional material (eg. Brochures Company), if is not required

• There is no signature required (!)




The text of proposal

• Prepare (using Microsoft Word) following the instructions given in the Proposal Guide.

• Follow the limit of the number of pages.

• Use keywords and phrases from the Work Program and the Proposal Guide.




IMPORTANT:

▪ Describe the activities required to be undertaken to achieve the expected results!

▪ The activities are divided into sub-activities!

▪ Several sub-activities are a package deal!

▪ Allocate to each work package a budget and a number of "man-month" per partner!

▪ Describe the links between activities (PERT chart)

▪ Estimate time for every action! (GANTT chart)



6.1 Kick-off Meeting

WP 1: Preparation of info material + videos

WP 6: Project Management

WP 2: …

WP 4: … WP 3: …

5.1

5.2

5.3

5.4

5.5

5.6

5.7

5.8

6.1 Kick-off Meeting

WP 1: Preparation of

information material, video

WP 5: Project and actions

PERT chart



GANTT chart




● Language of the proposal

• Any language of the European Union, but a summary in English is mandatory

• We recommend: Proposal in English (it is easier for drafting the proposal, most still use English in Europe) or a complete translation

● Additional documents may be required by the Commission (financial information about your organization, especially if it is the first proposal under the program)



Get ready ... STEP 9 – SUBMIT AT TIME

Why do I need for project submission?

ECAS account (European Commission Authentication Service) = Account realized on Participant Portal

PIC = Participant Identification Code (Registration and validation of any participant in the Commission's database)

LEAR = Legal Entity Authorized Representative (is the person nominated by the organization who participate in PC projects, is the contact person with Research Executive Agency concerning the legal status)



STEP 9 – SUBMIT AT TIME

• Ways to submit a proposal

• Submit only online

• Deadlines are strict – excuses are Not allowed!

• Only complete proposals will be evaluated



STEP 9 – SUBMIT AT TIME

Preparation and submission on-line (interactive submission)

• No special software is required, only internet access

• Coordinator (the one who made the submit)

○ Record on appeal page from the website https://ec.europa.eu/research/participants/portal/desktop/en/organisation

s/index.html

○ It receives a password via email for coordinator and one for partners

○ Send your partner password to all project partners

○ Complete (and modify if necessary) forms of part A

○ Upload part B (attention ONLY pdf)

○ Submit the proposal (only after pressing "Submit" and the receipt of transmission / reception)

https://ec.europa.eu/research/participants/portal/desktop/en/organisations/index.html

https://ec.europa.eu/research/participants/portal/desktop/en/organisations/index.html



•

AT SOMETHING ELSE!

STEP 10 – RELAX

… AND WORK

AT

SOMETHING ELSE!



DEVELOPMENT OF THE PROPOSAL

□ COMPLETION OF PRESENTATION FORMS ONLINE

□ COMMON MISTAKES IN PROPOSALS DEVELOPMENT



Common mistakes in proposals preparing

The proposal are not clear, concise, specific, compelling

Declare your financing needs ......... not like you have to apologize

Before developing a proposal you don’t check the "need" of it ............... do not be afraid to contact funders! ...... Because you can get relevant information about your intention of proposal



Common mistakes

• It uses too much the jargon specific to the activity of those who apply

(acronyms, specific words, demanding terms) ............... it reduces your chances of being understood at evaluation and the success ones

Objectives, scope, results are the basic ingredients…… but in many project proposals they don’t take in consideration this aspect!



Common mistakes …………

• You provide more information than is required……… evaluation becomes

heavy

• You don’t provide enough information showing that your organization can support (in terms of resources) the project…. You will be considered a risk factor!

• There are not completed all required fields in forms…. lack of interest



Lessons learned from your own projects

• Developing the proposal:

Choose carefully the funding source…….you risk to work without positive results if your proposal does not answer funder requirements!

Read carefully EU documents, fill out the application in the manner required by the funder… don’t "invent" when drafting the proposal, there are clear guidelines!

Plan carefully the work stages…. most often the partners are "lazy" and you (as a coordinator) risk not to finalize the proposal!





Choose carefully your partners… motivation, interest, potential resources, country, organization type, etc.

Do not expose yourself…. Protect your idea by privacy agreement

Do not allow others to determine you budget…… you risk to have serious problems in implementation!





Deliverables are used to evaluate the project……be careful to their establish and their acceptance!

Monitoring in PC8 is not rigid…However, remember the cost of AUDIT !?

Incomplete proposals will not be evaluated …. do not try!



Tips for Proposal

• Respect the "quality" and "quantity" of information desired by

funder…. respect the specific requirements and the "size“ of the proposal!

Include an understandable, realistic and feasible budget…. costs must be actual, necessary and economical!

Try to create projects with the collaboration and cooperation of several funders, as most of them appreciate it… is not easy, but it is benefic!



Tips for Proposal

• Show the importance you give to the evaluation and demonstrate a

realistic approach regarding the measurement results… show the indicators or results that you aspect in "measurable, quantifiable“ form

Clearly describe the activities necessary to achieve the objectives….. activities divide into shares, each work package consisting of several actions

Describe the connection between the proposed activities ... always use PERT chart!



Tips for Proposal

Present clear "programming" in time for each action…. use GANTT chart

Submit again the rejected proposal…… but keep in mind the comments of independent assessors and the requirements of call in which you submit

Remember that funding is a competitive environment, and that not all organizations are likely to succeed……. some good proposals will not receive funding only because of the limited resources decision!

DO NOT GIVE UP! SUCCESS



Thank you very much for your attention!

FLAVIANA ROTARU

CONSULTANT

[email protected]



Module 2: Project Management

- Evaluation, Negotiation, Contracting

- Implementation, reporting and closing



Evaluation, Negotiation, Contracting Funding by PC is made only after submission of a project proposal following a call for proposals Project proposal: What? How? Who? How? Transmission of the proposal is made using the online system; before a deadline set by the funder Following the submission of the proposal - letter of recognition / information on receipt of the proposal (electronic) (!!! if you don’t receive this message in maximum 12 days from the closing date of the call , contact PC7 “Information Service" !!!)



Evaluation, Negotiation, Contracting Sending the proposal is followed by: - the analysis of admissibility (proposal sent online, complete and properly prepared) and eligibility of the submitted documentation (as required guidance, partnership involvement, etc); - the stage of evaluation (conducted by independent experts contracted by the Research Executive Agency) After completion of the assessment next is the negotiation phase (only with some or all of the proposals that have passed the evaluation - depending on budget)



Evaluation, Negotiation, Contracting

If the negotiation is successful, next is the contracting phase (signing of the grant agreement) Attention! Process steps described above differ depending on each organization's role in the consortium (coordinator or partner) because: - Coordinator relate to Commission - Partners relate to the coordinator!



Evaluation, Negotiation, Contracting

All information about Evaluation, Negotiation, Contracting can be found: - In The Guidelines for Applicants - On CORDIS web page - In Participants Portal

Attention! - Be sure to use the correct document! (There may be different guides from call to call, may be different guidelines depending on the funding scheme in the same call) - Be sure to use the work program of your domain of interest (these are reviewed annually)



Evaluation, Negotiation, Contracting EVALUATION CRITERIA - Excellence (maximum 5, Prague 3) - Impact (maximum 5, Prague 3) - Implementation quality and efficiency (maximum 5, Prague 3)

→ Individual evaluation report - conducted by independent experts (peer review), at least three evaluators → Discussions / checking in groups of evaluators; → May be requested the examination in Panel (usually when are not enough funds but good proposals); → There may be a demand for your presence at the discussions with the panel experts in evaluation of the proposal – they might be asking for specific questions in a letter on the proposal which is expected answers from proponent



Evaluation, Negotiation, Contracting Research Executive Agency forward, after completion of the evaluation process, "Initial information letter" which includes evaluation report, to the coordinator: - If positive, the coordinator is invited to negotiate The evaluation report includes scores and comments provided from evaluators and requirements (if any) for improvement or detail of the proposal. Even if the evaluators have found favorable proposal, Research Executive Agency can not indicate, at this time, if it can finance. Certain requirements: - Restoration of Annex I to the contract (project proposal rebuilt according to the requirements of the Evaluation Report) - Sign the Partnership Agreement



Evaluation, Negotiation, Contracting If the evaluation process is considered by applicants that have not complied with the assessment procedures established by official / legal documents (Regulation 1290/2013 of the European Parliament and Council of 11.12.2013) may require a request for review of the proposal project (is sent by the coordinator within 30 days of the date on which the Commission informed the coordinator of the assessment results). Attention! - The Commission review - but only the procedural aspects of the evaluation - Standard evaluation sheets - examine them before finalizing the project proposal

http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html#h2020-call_ptef-ef

http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html

















Evaluation, Negotiation, Contracting The negotiation process - between the Research Executive Agency and applicants - aims to conclude a financing agreement, which allocates EU funds for activities proposed in the project selected for funding. It is usually made by the meeting between the coordinator and work package leaders with appointed project officer (usually takes place in Brussels). Negotiation will be always in the budget "pre-determined" (imposed by Commission experts) Negotiation will have to solve / provide answer to all evaluation experts recommendations regarding changes in the activities outlined in the proposal (including ethical issues, security, codes of conduct in employment, European Treaty for research)



Evaluation, Negotiation, Contracting Any organization that enters the negotiation process must have: - PIC = Participant Identification Code (registration and validation of any participant in the Commission's database) - LEAR = Legal Entity Authorised Representative (the person nominated by the organization to participate in projects of PC; is the contact person with the Research Executive Agency concerning the legal status)



Evaluation, Negotiation, Contracting Signing the Financing agreement by all partners of the consortium: -Coordinator with the Commission -partners by documents requested by the coordinating (consortium agreement)

Funding Agreement (General Grant Agreement): - General framework - Purpose. - Financing. - Rights and obligations of the parties. - Sharing the role and responsibilities of the beneficiaries. - Non-acceptance costs, suspension and termination. - Final clauses. -http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html#h2020-mga-gga


















Module 2: Project Management

Implementation, reporting and closing a project



Implementation, reporting and closing a project MANAGEMENT "The art of knowing exactly what to do, as good and as cheap" (F. Taylor - founder of scientific management) "The art of doing things (OBJECTIVES) by other people." (Mary Parker Follet) "Management involves achieving organizational goals through effective and efficient management as a result of planning, organization, coordination and control of organizational resources" (Richard L. Draft)




Management functions: - Planning. - Organization. - Leadership. - Monitoring and Control. TO MANAGE = TO SUCCED MANAGEMENT ↔ COORDINATION




Planning Purpose: Shaping the Future (organization, group, project, individual, etc.) Assume: objectives - strategies - plans (implementation strategies) Organization Purpose: defining / designing and maintaining adequate internal environment to the effective conduct of business It involves: - Organizational structure (departments, areas of control, authority, etc.) - Documents (organizational, internal rules of operation, rules of organization, etc.)




Leadership Purpose: The influence staff training in order to achieve the objectives It involves: - Behavior patterns. - Methods of motivation. - Leadership styles (autocratic, open, participative, etc.). Monitoring and Control Purpose: To maintain defined actions course toward goals It involves: - monitoring processes (collection, recording, reporting useful information in relation to the evolution of the project)




Monitoring and Control - process control (back / past, in real time, in front / future-by

anticipation)

- corrective actions (redistribution tasks, personal training, etc.).

- techniques (audit, PERT diagram - project evaluation and review technique, critical path method, etc.)



Conversion process = sequence of activities that transforms resources (human, material, financial) into outputs (products)

Implementation, reporting and closing a project Manager Role Design "conversion process" follows to realize its effectiveness for obtaining product



Implementation, reporting and closing a project Conversion processes: - repetitive (in enterprises, institutions). - un-repetitive (requires making a temporary structure called PROJECT) European Commission: "A project is a group of activities to be performed in a logical sequence to achieve a set of predetermined objectives formulated by the client.“ Romanian Government “The project is a well defined purpose, which is expected to be achieved in a given period and within the resources allocated and to which is attached a set of objective rules and activities.“ PMBOK Guide: "A project is a temporary endeavor undertaken to create a product, a service or a unique result"



Implementare, raportare si inchiderea



Implementation, reporting and closing a project Basic techniques in project management - GANTT chart (monitoring activities and deliverables) - probabilistic method PERT (Project Evaluation and Review Tehniques ) - critical path method (CPM - Critical Path Method) - Acquired value method (for monitoring and controlling costs); Acquired value is defined as the amount of money that would be spent (based on budget) for the amount of work done Attention: - Use specialized software! - Use qualified personnel (or even trained)!



Implementation, reporting and closing a project CPM - Critical Path Method

http://en.wikipedia.org/wiki/File:SimpleAONwDrag3.png



Implementation, reporting and closing a project Acquired value method (for monitoring and controlling costs);



Implementation, reporting and closing a project Monitoring and Control

Attention! - Without monitoring is no control process possible! - Control is the activity which reduces the difference between the plan and reality! - Plan changes are inevitable but must be limited to a minimum (the cumulative effect can be disastrous)!



Implementation, reporting and closing a project Risk Management Risk = event by producing other events affecting achievement

Avoiding risk • Reduce the risk (probability / impact) • Passing of risk (e.g. Insurances) • Alternative Plans (implemented if the event occurs) • Acceptance of risk




If you are a coordinator you can develop tools for implementation, monitoring and control:

- sessions ( online, webinar, skype )

- specific documents for reporting (gathering information from partners) similar in format to the format of reports to the committee

- Web (restricted for partners for online reporting)

Gather information even at 3 months…. Ideally at 6

months…..from partners

Attention to the costs reported: must be actual and real into the accounting under the usual procedures




If you are a partner : for any identified problem about the financial part, request support from the coordinator! Collect early data for reporting from departments involved in project activities (financial, technical and human resources)




Reporting - Progress Report ( at 12 month) - Final Report Both report are made on the default format of the Commission For both reports may be requested meetings The work of verification and presentation provided Attention: - At The meeting is preferable to present all work packages leaders!




Through the coordinator, the Consortium submit for Commission approval, the final report within 60 days of the completion of the project The report will include: 1. A final technical report containing information on project results, exploitation and dissemination, the conclusions of the project and its socio-economic impact 2. A final financial report automatically created by the electronic system containing final financial reports. This report must be accompanied by a certified financial statements for each beneficiary, if the latter sought a grant of more than EUR 325,000




Audit During and after the project, the European Commission has the right to: - Perform controls - Perform analyzes and reports on analyzes performed - Make audits




Closing a project - Staff, - Maintenance, - Documentation, - Closing contract - Financials accounting, - Project analysis, - Customer satisfaction



Success factors for implementation of a project

• clearly defined objectives, • compliance planning, • efficient use of resources, • project team competence, • within budget, • achieving quality parameters, • good communication and control, • sponsor support



Information and useful links

• CORDIS website

http://cordis.europa.eu/fp7/pp_en.hmtl

• Information on the negotiation process (available on CORDIS)

• ParticipantPortal

• http://ec.europa.eu/research/participants/portal/desktop/en/home.html

• Submit in ParticipantPortal

http://ec.europa.eu/research/participants/portal

http://cordis.europa.eu/fp7/pp_en.hmtl

http://ec.europa.eu/research/participants/portal/desktop/en/home.html

http://ec.europa.eu/research/participants/portal/desktop/en/home.html

http://ec.europa.eu/research/participants/portal

Other sources of information

• References documents about Horizon 2020: http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html#h2020-grants-manual-amga • Model Grant Agreement http://ec.europa.eu/research/participants/data/ref/h2020/grants_manual/amga/h2020-amga_en.pdf • Ministry of National Education: www.research.edu.ro http://www.launch-h2020.ch/system/launch-h2020/files/Launch_H2020_-_Rules_for_participation_RK_15Jan13.pdf?1389818580

http://ec.europa.eu/research/horizon2020/pdf/press/fact_sheet_on_rules_under_horizon_2020.pdf






























Thanks for your attention

Madalin Ionita, INSEC WP6 Leader Senior Consultant

[email protected]