structure and parts of a proposal under fp 7 an example

1National Documentation Centre (EKT) - Gr

Structure and parts of a Structure and parts of a Proposal under FPProposal under FP77

An exampleAn example

Maria KoutrokoiMaria KoutrokoiHellenic NCP for ICT, Research Infrastructures and Ideas Programme of FP7Hellenic NCP for ICT, Research Infrastructures and Ideas Programme of FP7

Technical Manager of EU ProjectsTechnical Manager of EU ProjectsNational Documentation Centre (National Documentation Centre (EKTEKT/NHRF)/NHRF)

St. Petersburg, 20 February 2007St. Petersburg, 20 February 2007Moscow, 21 February 2007Moscow, 21 February 2007

Kiev, 23 February 2007Kiev, 23 February 2007


The first stepsThe first steps Clarify your own goals for participationClarify your own goals for participation Identify Thematic Priority Identify Thematic Priority Identify Strategic ObjectiveIdentify Strategic Objective Identify topic(s)Identify topic(s) Know which call and timeframeKnow which call and timeframe Clarify Clarify whether whether you will coordinate or participateyou will coordinate or participate Key decision is whether to go Key decision is whether to go on the instrument on the instrument

applicable to the proposal (funding scheme) applicable to the proposal (funding scheme) Decide which instrument best fits the proposal: Decide which instrument best fits the proposal: ** Collaborative Project, *NoE, * Co-ordination and Collaborative Project, *NoE, * Co-ordination and

Support ActionsSupport Actions* Research for SMEs (Capacities) * Research for SMEs (Capacities)


The funding schemesThe funding schemesChoose your Choose your “funding scheme”“funding scheme” with care with care Collaborative ProjectsCollaborative Projects must show a full range of must show a full range of

activities - Research, Demonstration, Training, activities - Research, Demonstration, Training, Cooperation with other programmes….. Cooperation with other programmes…..

Networks of ExcellenceNetworks of Excellence represent a represent a durabledurable re- re-structuring of the structuring of the participating institutionsparticipating institutions

Coordination actionsCoordination actions//Specific SupportSpecific Support Actions Actions do do not conduct S&T researchnot conduct S&T research

Research for SMEs (CRAFT)Research for SMEs (CRAFT)


Partner SearchPartner SearchBest sources are:Best sources are: Previous/current project partnersPrevious/current project partners Business partnersBusiness partners Targeted potential customers/distributorsTargeted potential customers/distributors

For additional partners/roles use:For additional partners/roles use: CORDIS: Partners and Projects DatabasesCORDIS: Partners and Projects Databases Expressions of Interest data base (if applicable)Expressions of Interest data base (if applicable) NCPNCPss network network Specific Networks (eg. Ideal-ist: Best Practice)Specific Networks (eg. Ideal-ist: Best Practice) Information DaysInformation Days

Issues to be discussed and agreed upon with the Issues to be discussed and agreed upon with the PartnersPartners Their scientific/administrative contributionTheir scientific/administrative contribution Their share of EC funding (roughly)Their share of EC funding (roughly) IPR issuesIPR issues Consortium agreementConsortium agreement


Key documentsKey documents The latest relevant WorkprogramThe latest relevant Workprogrammeme Call Call fichefiche Participation rulesParticipation rules Guide for Guide for Applicants Applicants (specific for each (specific for each funding funding

scheme and for each Programme)scheme and for each Programme) Guidelines on Proposal Evaluation and Selection Guidelines on Proposal Evaluation and Selection

ProceduresProcedures Model contract Model contract Negotiation guidelines Negotiation guidelines FP7: Fact sheetsFP7: Fact sheets FP7: FAQsFP7: FAQs


Before you start writingBefore you start writing

Ensure Ensure bbusiness reasons for proposal understoodusiness reasons for proposal understood Programme Programme & Call identified& Call identified Topic & subject understood & agreedTopic & subject understood & agreed

Background work on previous/current projectsBackground work on previous/current projects Identify partners who agree to participateIdentify partners who agree to participate


Upper funding limitsUpper funding limits

Maximum reimbursement

rates of eligible costs

Research and technological development

Demonstration

activities

Management

of the consortium

activities

Other

activities

Network of excellence

50%

75% (*)

100%

100%

Collaborative

project

50%

75% (*)

50%

100%

100%

Coordination and support

action

100% (**)

100% (**)

(*) For non profit public bodies, secondary and higher education establishments, research organisations and SMEs (**) The reimbursement of indirect eligible costs, in the case of coordination and support actions, may reach a maximum 7% of the direct eligible costs minus subcontracting


StepSteps:1s:1

Parts of a proposalParts of a proposal Part APart AA1A1 :Acronym, full title, summary (2000 :Acronym, full title, summary (2000

characters)characters)A2A2: Information : Information onon partners’ organisation: one partners’ organisation: one

per partnerper partnerA3A3: Information : Information onon Proposal’s/project budget Proposal’s/project budget

Part BPart B: The main text of the proposal: The main text of the proposal


Part B1Part B1: Scientific and/or technical quality, : Scientific and/or technical quality, relevant to the topics addressed by the call (1)relevant to the topics addressed by the call (1)

1.1.1 1 Concept and Concept and ObjectivesObjectives:- get right to the point - “The :- get right to the point - “The objective is to ....”, Do not have multiple objectives - go up a objective is to ....”, Do not have multiple objectives - go up a level, Indirectly show how it is beyond the state of the artlevel, Indirectly show how it is beyond the state of the art

1.2 Contribution to the co-ordination of high quality research1.2 Contribution to the co-ordination of high quality researchInformation for this section comes from various sources, such Information for this section comes from various sources, such

as: as: • The introductory sections of the Workprogram contains good The introductory sections of the Workprogram contains good

reference material.reference material.• Via the Europa web site, http://europa.eu.int there is Via the Europa web site, http://europa.eu.int there is

information on all EU policies and they can be identified and information on all EU policies and they can be identified and downloaded from there. eg - Policies - Access by subject to downloaded from there. eg - Policies - Access by subject to legal instruments in force, legislative activity in progress, legal instruments in force, legislative activity in progress, implementation of common policies, EU grants and loans, implementation of common policies, EU grants and loans, statistics and publicationsstatistics and publications


Part B1Part B1: Scientific and/or technical quality, : Scientific and/or technical quality, relevant to the topics addressed by the call (2)relevant to the topics addressed by the call (2)

1.3 Quality and effectiveness of the support 1.3 Quality and effectiveness of the support mechanisms, and associated work planmechanisms, and associated work plandoes not consist only of the required PERT, does not consist only of the required PERT, GANTT and WP charts and tables – they are GANTT and WP charts and tables – they are purely summaries. You have up to fifteen pages purely summaries. You have up to fifteen pages available. This section should include:available. This section should include:

rationale for your implementation method - rationale for your implementation method - alternatives considered, phasing and check alternatives considered, phasing and check points, system design as appropriate, potential points, system design as appropriate, potential technical risks and fall backs, reference to other technical risks and fall backs, reference to other work, reference to other funded projects and work, reference to other funded projects and justificationjustification


PERT & GANTT chartsPERT & GANTT charts Once you have produced a draft of the WP breakdown that is Once you have produced a draft of the WP breakdown that is

agreed by your major partners, build a final PERT chart and agreed by your major partners, build a final PERT chart and from it a preliminary Gantt chart that shows the start and from it a preliminary Gantt chart that shows the start and dates of the work packages. dates of the work packages.

A good tip is to ensure that there is a phased start up of the A good tip is to ensure that there is a phased start up of the project as, in practice, it usually takes 2 to 3 months for all the project as, in practice, it usually takes 2 to 3 months for all the resourceresourcess to become available. to become available.

Ensure that in the final month of the project only Ensure that in the final month of the project only WP1WP1 and and WPWPxx are ongoing in order to produce final reports etc. are ongoing in order to produce final reports etc.

These constitute good management practice and show the These constitute good management practice and show the evaluators you are an experienced managerevaluators you are an experienced manager


Standard PERT diagramStandard PERT diagram

Start End

WP2Diss&E

WP1Project

Management

WP3 WP4Implem

WP5 WP6

Of course this can be enhanced with greater detail, Of course this can be enhanced with greater detail, according to the project’s activitiesaccording to the project’s activities


Part: BPart: B2: Implementation (2)2: Implementation (2)

2.1 2.1 ManagementManagement structure and procedures structure and procedures 2.2 Individual participants2.2 Individual participants This section has to be concise, complete and very well This section has to be concise, complete and very well

thought out. This section should describe how the thought out. This section should describe how the proposed project will be managed, the decision proposed project will be managed, the decision making structures to be applied, the communication making structures to be applied, the communication flow within the consortium and the quality assurance flow within the consortium and the quality assurance measures which will be implemented, and how legal measures which will be implemented, and how legal and ethical obligations will be met. Emphasise the and ethical obligations will be met. Emphasise the experience and quality of the managementexperience and quality of the management. .


Part BPart B2: Implementation (1)2: Implementation (1) 2.2 2.2 Consortium Consortium as a whole (only if relevant)as a whole (only if relevant): : 2.4 Resources to be committed2.4 Resources to be committed

Start off with a short one page description of the consortium stating who the Start off with a short one page description of the consortium stating who the participants are, what their roles and functions in the consortium are, and participants are, what their roles and functions in the consortium are, and how they complement each other. It is vital you identify such partners as how they complement each other. It is vital you identify such partners as “end user”, “exploiter or supplier” as well as “research contributor” etc.“end user”, “exploiter or supplier” as well as “research contributor” etc.Be very careful of sub-contracts. The Commission does not like them. Do Be very careful of sub-contracts. The Commission does not like them. Do not sub-contract R&D, or management issues. not sub-contract R&D, or management issues.

This section should also contain a This section should also contain a BRIEFBRIEF description of each partner description of each partner organisation, emphasising his relevance to the project (a third of a page, organisation, emphasising his relevance to the project (a third of a page, maximum). Include a brief CV of one or two staff per participant. Do not maximum). Include a brief CV of one or two staff per participant. Do not exceed one page per participant exceed one page per participant

There are important things to say and irrelevant things. The evaluator is There are important things to say and irrelevant things. The evaluator is interested in a company’s technological capability. If you have been interested in a company’s technological capability. If you have been involved in previous successful projects, name them. The CV of the involved in previous successful projects, name them. The CV of the nominated Project Manager is of particular importance. nominated Project Manager is of particular importance.

• Finally the overall financial plan for the project is critical. It must be brief Finally the overall financial plan for the project is critical. It must be brief and answer any obvious questionsand answer any obvious questions


Model structure:Model structure: small and medium scale small and medium scale CollaborativeCollaborative Project Project

The partnersThe partners(1)(1) Management Board with senior representativeManagement Board with senior representativess

of each partner: chaired by project managerof each partner: chaired by project manager

Technical Board with technical leaders of each Technical Board with technical leaders of each partner/WP: chaired by technical directorpartner/WP: chaired by technical director

WP1: WP1: Project ManagementProject Management WP2:……WP2:…… WP3:……WP3:…… WP4:……WP4:…… WP5:……WP5:……


Collaborative Project:Collaborative Project: possible structure possible structure (2)(2)

Management BoardManagement Board with senior representative of each partnerwith senior representative of each partner

Partners

Chaired by Project Manager

Technical Boardwith technical leaders of each partner/WP

Chaired by Technical Director

WP5…WP4WP3WP2WP1Project Management


StepSteps:s: 2 2

B part: workplan

“Other costs” per WP per partner

Cost iterations to achieve acceptable costs & distribution

Update tables with man months, deliverables, milestones

B2 add financial plan rationale

Update A3, fine tune, proof, agreement

Proposal Development

Team

Initial EPSS

submittal


Example Budget breakdown among partners for an SSA/support activities

(Model based on the flat rate O/H=20%)For flat rate Overhead=60% the estimation would be based on

the following: ((x-(x*100)/160))/ x=total budget for the beneficiary/contractor

Partners & Cost Model

Man/Months

Man/month rate for the Scientific staff

Labor Cost

Business Travels

Support Activities (Events ,etc)

% Own Contribution

Own financial Contribution

Indirect Costs (Overhead: 20%)

Total for Support Activities

Total for Support Activities + Management (cost of table 3)

EC Request. funding

1. Partner 1/Co Greece

9,6 3.100 29.795,6 15.600 3.500 25 17.833,3

9.779,1 58.674,71

71.333,3

53.500,0

Partner 2 (FCF)

2,5 6.615 16.437,9 5.200 0,0 5 1.525,0

4.327,6 25.965,5

30.500 28.975,0

Partner 3 (AC)

15,9 1.400 22.304,5 10.400 3.000 0 0 7.136,7 42.820 43.500,0

43.500,0

Partner 4 (AC)

15,1 1.400 21.183,3 11.500 3.000 0 0,0 7.136,7 42.820,0

43.500 43.500,0

Partner 5 (FC)

16,9 1.400 23.593,1 11.500 3.000 3 1.391,8

7.618,6 45.711,8

46.391,8

45.000,0

Partner 6 (FCF)

10,1 2.100 21.269,6 11.500 2.200 3 1.283,5

6.993,9 41.963,5

42.783,5

41.500,0

Partner 7 (FCF)

15,6 1.300 20.314,3 11.500 2.000 3 1.237,1

6.762,9 40.577,1

41.237,1

40.000,0

Subtotal 2 85,7 154.898,3 77.200 16.700

23.270,7

49.755,4

298.532,58

319.245,7

295.975,0

Business travel estimation: 1. Coordinator (to support the events of WP3): 10 journeys * 1 person*4days*150= 6.000 euro and 10 tickets*700 euro=7.000 euro. In total for activities of WP3=13.000 euro. Moreover 2.600 euro should be available for two (at least) trips too Brussels in order to meet the appropriate officer of EC.


Part B3Part B3: Impact: Impact 3.1 expected impacts listed in the WorkProgramme 3.1 expected impacts listed in the WorkProgramme 3.2 Spreading excellence, exploiting results, disseminating 3.2 Spreading excellence, exploiting results, disseminating

knowledgeknowledge

Include plans for the dissemination/exploitation of the results by Include plans for the dissemination/exploitation of the results by describing the dissemination/exploitation strategies, the user groups describing the dissemination/exploitation strategies, the user groups to be involved and how, the tools and/or means to be used to to be involved and how, the tools and/or means to be used to disseminate the results, and the strategic impact of the proposed disseminate the results, and the strategic impact of the proposed project project

Exploitation is a vital part of this section. Emphasise the usefulness Exploitation is a vital part of this section. Emphasise the usefulness and range of applications, which might arise from the project. Explain and range of applications, which might arise from the project. Explain the partners’ capability to exploit the results of the project and detail the partners’ capability to exploit the results of the project and detail how in a credible way. Refer to the draft Consortium Agreement with how in a credible way. Refer to the draft Consortium Agreement with respect to access & commercial rights. respect to access & commercial rights. This is particularly This is particularly important.important. Be specific and quantify things.Be specific and quantify things.


PartPart BB:: Other issues Other issuesIt is mandatory to include two aspects here in a positive manner:It is mandatory to include two aspects here in a positive manner:

Ethical issuesEthical issuesOne of significant impact here: data protection acts - both at European and at One of significant impact here: data protection acts - both at European and at National level. State that the project will comply and it is the responsibility of, National level. State that the project will comply and it is the responsibility of, say, the project manager to ensure compliance and mention this in his say, the project manager to ensure compliance and mention this in his responsibilities under B5. responsibilities under B5.

Gender issuesGender issuesMention how many women you expect to be assigned to the project (it is Mention how many women you expect to be assigned to the project (it is assumed there will be assumed there will be some some ). Assign responsibility to the project manager ). Assign responsibility to the project manager and mention it in B5. and mention it in B5.

Safety & Environmental issuesSafety & Environmental issuesYou should also state you will comply with all relevant Community regulations You should also state you will comply with all relevant Community regulations and specifically address any conceivable impact on Safety or Conservation and specifically address any conceivable impact on Safety or Conservation concerns concerns


10 useful tips11.. Many proposers concentrate on the scientific element, but lose marks on project Many proposers concentrate on the scientific element, but lose marks on project

implementation or impact descriptionimplementation or impact description

2.2. Clear language Clear language

3.3. Well-organised contents, following the Part B structure Well-organised contents, following the Part B structure

44. Useful and understandable diagrams. Useful and understandable diagrams

55. No typos, no inconsistencies, no obvious paste-ins, no numbers which don’t . No typos, no inconsistencies, no obvious paste-ins, no numbers which don’t

add up, no missing pages …add up, no missing pages …

6.6. Don’t write too little; cover what is requested Don’t write too little; cover what is requested

77. Don’t write too much; Don’t neglect the “Other issues” : Gender issues, ethical issues, etc. Don’t write too much; Don’t neglect the “Other issues” : Gender issues, ethical issues, etc

88. Don’t leave the evaluators to figure out why it’s good; tell them !. Don’t leave the evaluators to figure out why it’s good; tell them !

99.. Leave nothing to the imagination Leave nothing to the imagination

10.10. Don’t change the key points of the proposal in the last minute and Submit your Don’t change the key points of the proposal in the last minute and Submit your

proposal on time and if you need support/help call your NCP before it is too lateproposal on time and if you need support/help call your NCP before it is too late


Further InformationFurther Information77thth Framework Programme of Research Framework Programme of Researchhttp://cordis.europa.eu/fp7/home_en.htmlhttp://cordis.europa.eu/fp7/home_en.html

Participate in FP7Participate in FP7 http://cordis.europa.eu/fp7/participate_en.htmlhttp://cordis.europa.eu/fp7/participate_en.html

Find a CallFind a Call::http://cordis.europa.eu/fp7/dc/index.cfmhttp://cordis.europa.eu/fp7/dc/index.cfm

Find project partnersFind project partners http://cordis.europa.eu/fp7/partners_en.htmlhttp://cordis.europa.eu/fp7/partners_en.html


Best Wishes for Best Wishes for your your Success!!!Success!!!

Maria KoutrokoiMaria KoutrokoiHellenic NCP for ICT, Research Infrastructure and IDEAS Hellenic NCP for ICT, Research Infrastructure and IDEAS

Programme of FP7Programme of FP7Technical Manager of EU ProjectsTechnical Manager of EU Projects

National Documentation Centre (National Documentation Centre (EKTEKT/NHRF/NHRF))

structure and parts of a proposal under fp 7 an example

Documents

proposal funding scheme

funding schemeschoose

proposal understoodprogramme

proposal evaluation

research infrastructures

research organisations

support action100

smes capacities