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How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005
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Page 1: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

How to prepare a proposal for FP6

Elina Zicmane

Riga, April 6, 2005

Page 2: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Situating the preparation phase

Initial phase: project idea + need for EU financing

Preparation phase: identification of a call, finding partners, writing and submitting a proposal

Evaluation phase: transparent yet long process Negotiation phase: setting the rules Signing the contract + implementation of

the project: the real work starts here!

Page 3: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Ideal proposal preparation

Project idea Find partners Find a call See the proposal requirements Elaborate a proposal Submit a proposal

Page 4: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Some available calls for 2005

IST Call 5: September 21, 2005 ICT for Networked Businesses, Collaborative Working Environments, Access

to and Preservation of Cultural and Scientific Resources, eInclusion, ICT for Environmental Risk Management, etc.

Other:– Innovation Call 7: June 15, 2005 Identification of New Methods of Promoting and Encouraging Transnational

Technology Transfer– NMP Call 4: September 25, 2005 Specific activities under Nanotechnologies and nano-sciences, knowledge-

based multifunctional materials and new production processes and devices– Calls for SMEs: FP6-2004-SME-COOP, FP6-2004-SME-COLL, etc.

Page 5: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Realistic proposal preparation

Several ideas / areas of work Find a suitable / available call Choose the most suitable Strategic Objective

of the call in the Work Programme Find the best instrument available for the SO Find partners, elaborate and submit the

proposal accordingly

Page 6: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

6 main questions

1. How do I find a call?

2. How do I know what is the SO?

3. What is the best instrument for my proposal?

4. How do I find partners?

5. How do I write a proposal?

6. How do I submit?

Page 7: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

How do I find a call?

Published calls: – CORDIS web site www.cordis.lu– Find a call

Future calls:– Thematic CORDIS web sites www.cordis.lu/ist– Work Programme with all calls information

Alternative: news services (CORDIS and other), national contact point, ...

Page 8: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

How do I know what is SO?

Call text: SO number and title Work Programme: SO description

Strategic objective can be priority in other programmes

The proposal has to correspond fully to the objective

The proposal has to be in line with overall objectives of the programme

Page 9: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

What is the best instrument? IP: Integrated project STREP: Specific targeted research project NoE: Network of excellence CA: Coordination action SSA: Specific support action Specific instruments for SMEs

Choose the one that suits you the best according to its objective, type and number of partners and

duration

Page 10: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

IP: Integrated project

Objective: Ambitious objective-driven research with a ‘programme’ approach

Partners: 10-20 participants from industry (incl. SMEs), research institutions, universities – and in some cases potential end-users

Duration: 36-60 months Budget: total EU contribution: €4-25M (average ~ €10M)

Flexibility in implementation: Yearly update of workplan,

possibility for competitive calls for enlargement of consortium

Page 11: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Specific targeted research projects

Objective: Objective-driven research more limited in scope than an IP

Partners: 6-15 participants from industry incl. SMEs, research institutes, universities

Duration: 18-36 months Budget: total EU contribution: €0.8-3M (average ~

€1.9M)

Fixed workplan and fixed partnership for the duration

Page 12: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Networks of Excellence

Objective: Durable integration of participants’ research activities

Partners: 6-12 participants from research institutions, universities, Mainly indirectly: industry – through governing boards, etc.

Duration: 48-60 months (with continuous integration) Budget: total EU contribution: €4-15m (average ~ €7M)

Flexibility in implementation: Yearly update of workplan,

possibilities for enlargement of consortium

Page 13: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Coordination Actions

Objective: Co-ordination of research activities Partners: 13-26 participants from research

institutions, universities, industry incl. SMEs Duration: 18-36 months Budget: total EU contribution: €0.5-1.8M (average

~ €1M)

Fixed overall workplan and partnership for the duration

Page 14: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Specific Support actions

Objective: Support to programme implementation, preparation of future actions, dissemination of results

Partners: 1-15 participants from research organisations, universities, industry incl. SMEs

Duration: 9-30 months Budget: total EU contribution: €0.03-1M (average ~

€0.5M)

Fixed overall workplan and partnership for the duration

Page 15: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

How do I find partners? Choose your business / research partners Search via CORDIS “Find a partner” Look on the Internet, use other contacts

Check the eligible partner countries and type of activity

Objective: to create a competent and complete consortium

It takes time for partners to decide on participation

Page 16: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Eligible countries and type of activity

Eligible countries: IP, NoE, STREP, CA

– 2 mutually independent participants from an EU Member State (25) or Associated Candidate Country (Bulgaria, Romania, Turkey)

– 3rd participant as above, or from an Associated state (Iceland, Israel, Liechtenstein, Norway, Switzerland)

SSA: no restrictions

Eligible type: for some Work Programmes, only SMEs or public bodies

Page 17: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

How do I write a proposal?

Register for the correct call and instrument:– Online preparation: EPSS

– Offline preparation: EPT tool + package of A forms and B template Choice of submission (online / offline) is final! Save the username / password for the submission

Prepare the Part A:– Fill in the A forms

Prepare the Part B:– Fill in the B template

Fill in the forms as soon as you can!

Page 18: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Part A: administrative part

A1: General information on the proposal Filled in by Coordinator

A2: Information on participants Filled in by each participant, incl. Coordinator

A3: Financial information Filled in by Coordinator

Use the Guide for Proposers for details, such as:

•Activity Type: HE, RES, IND, OTH

•Legal status: GOV, INO, JRC, PUC, PRC, EEIG, PNP

Page 19: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

A3: the budget

Cost model: FC (full-cost): all eligible direct / indirect costs

included. – All legal entities except physical persons

FCF (simplified full-cost): all eligible direct costs + flat rate for indirect costs (+20%).

– SMEs, non-commercial, non-profit and international org.

AC (additional-cost): all eligible direct costs + flat rate for indirect costs (+20%).

– Physical persons, non-commercial, non-profit and international org.

Page 20: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

A3: the budget

RTD activities: all activities directly aimed at creating new knowledge. Core of a STREP

Demonstration activities: testing of new product to prove its viability

Innovation-related activities: protection and dissemination of knowledge, impact studies, exploitation of results, take-up actions

Management activities: technical project management, coordination and reporting

Page 21: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

A3: the budget

Activities Maximum grant, FC / FCF

Maximum grant, AC

RTD 50% 100%

Demonstration 35% 100%

Innovation-related 50% 100%

Consortium management

100% (up to 7% of the EC contribution)

100% (up to 7% of the EC contribution)

Page 22: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Part B B.1 S&T objectives of the project and state of the

art B.2 Relevance to the objectives of the IST priority B.3 Potential impact + Contribution to standards B.4 The consortium and project resources B.5 Project management B.6 Detailed implementation plan B.7 Other issues:

Ethical / gender Other EC-policy related issues

Use the Guide for Proposers!

Cross-check with the Guide for Evaluators!

Page 23: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Overall rules

Language: free to write in any EU language but preferably in English

Explanations: follow thoroughly the short explanations given at the beginning of each part. Go beyond them

Volume: do not exceed the requested number of pages

Style: short, clear and concise text, useful tables

Contents: prove that your proposal is well-focused and well-planned and that you have all the necessary resources for carrying it out

Page 24: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

B.1 S&T objectives of the project and state of the art

Describe in detail the proposed project’s S&T objectives

The objectives should be those achievable within the project, not through subsequent development, and should be stated in a measurable and verifiable form. The progress of the project work will be measured against these goals in later reviews and assessments

Describe the state-of-the-art in the area concerned and how the proposed project will enhance the state-of-the-art in that area

3 pages

Page 25: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

B.2 Relevance to the objectives of the IST priority

Describe in detail the manner how the proposed project’s objectives contribute to the scientific, technical, wider societal and policy objectives of the IST Priority as stated in the call

Relevance to the IST priority Relevance to other programmes, such as eEurope Relevance to wider policies, such as the Lisbon strategy 3 pages

Page 26: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

B.3 Potential impact The strategic impact, for example in reinforcing competitiveness or on solving

societal problems Impacts on regional (national) and European levels Contribution to various EU policies

Describe the innovation-related activities

Describe the exploitation and/or dissemination plans Exploitation of the project results Dissemination of the project results / as a part of project goals

Describe the added-value in carrying out the work at a European level Collaboration among several European countries

Indicate what account is taken of other national or international research activities

Describe contributions to national or international standards, if any

3 pages

Page 27: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

B.4 The consortium and project resources

Describe the partners – Describe the specific skills of each of them

Show the complementarity between participants– Show how the participants are suited and committed to the tasks

assigned to them– Description of their role in the project scheme

Describe how the opportunity of involving SMEs has been addressed

Describe the resources, human and material, that will be deployed for the implementation of the project

How many man-month per partner What is the necessary equipment How is the budget composed

Page 28: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

B.4 The consortium and project resources

Detail the overall financial plan and show that it is adequate

Research/innovation/demonstration activities Management activities, incl. Travel, organisation of meetings,

consumables

Include a STREP Project Effort Form Person-months per partner

Describe sub-contracting, if any

Justify participation of other countries, if any

5 pages

Page 29: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

B.5 Project management

Describe the organisation, management and decision making structures of the project

Describe the plan for the management of knowledge, of intellectual property and of other innovation-related activities arising in the project

Project management and coordination at various levels Steering Committee, Project Coordination, Quality & other issues Reporting

Risk Management Intellectual Property Rights

3 pages

Page 30: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

B.6 Detailed implementation plan Introduction:

Structure of the workplan How the plan will help to achieve the objectives

Breakdown per Workpackages (WP): A WP represents a major sub-division of the project A WP has a verifyable end-point: deliverable, milestone A WP is divided in tasks

Significant risks and contingency plans

15 pages

Page 31: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

B.6 Detailed implementation plan

Graphical presentation of the components Gantt diagram Pert diagram

Deliverables list

WP list

WP description: Duration, effort per partner Description of work (objectives, description per task)

You can use MS Project

Page 32: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

B.7 Other issues

Ethical issues– Main ethical issues, directives and regulations– Ethical issues checklist

Gender issues:– Situate in the context– Describe the overall gender policy

Contribution to other EC policies:– Are there other EC-policy related issues taken into account?– Demonstrate engagement with actors beyond the research– Demonstrate synergies with education at all levels

Use the Guide for Proposers but do not Copy

Paste

Page 33: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Cross-check with the evaluation form

Criterion Threshold Max. Score

Relevance 3 5

S&T Excellence 4 5

Potential impact 3 5

Quality of the consortium 3 5

Quality of the Management 3 5

Mobilisation of resources 3 5

Overall 21 30

Page 34: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

How do I submit? Online preparation / submission:

Upload the B part to the server Press submit button

Offline preparation / online submission: Package A and B parts using the EPTool Validate the package Go on the submission page, use the username/password Press submit button

You will receive an immediate acknowledgment of receipt by e-mail

Pdf the B part

Page 35: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Submission tips

Register early You have to change the passwords It helps the EC to choose evaluators

Fill in all forms early It takes a lot of time

Submit early and submit often You can submit as many times as you wish The last submission before deadline will count Avoid late submission: avoid technical problems

Page 36: How to prepare a proposal for FP6 Elina Zicmane Riga, April 6, 2005.

Thank you and good luck!

More sources: CORDIS web site Work Programme Guide for Proposers Guide for Evaluators IST Information desk EPSS helpdesk and user guides National contact points Elina Zicmane: CARSA, Bd de la Cambre 52, Brussels,

Belgium. Tel.+32 2 645 08 83, Fax +32 2 648 70 77, e-mail [email protected], www.carsa.es