IST in FP6 - IST in FP6 - Proposal submission and evaluation Proposal submission and evaluation How? How? Aymard de Touzalin Grids for Complex Problem Solving Information Day Brussels, 12 June 2003
Mar 27, 2015
IST in FP6 - IST in FP6 -
Proposal submission and evaluationProposal submission and evaluation How?How?
Aymard de Touzalin
Grids for Complex Problem Solving Information Day
Brussels, 12 June 2003
Information Day 20/06/03 2
OverviewOverview
IST Call 2 Overview
Submission and Evaluation process
First lessons from IST Call1
Information sources
Information Day 20/06/03 3
publication date in Official Journal 17 Jun. 2003
closing date 17h00 on 15 Oct. 2003
Evaluation 10-21 Nov. 2003
IP & NoE hearings up to 24 Nov - 5 Dec. 2003
Feedback (ESR) mid Dec. 2003
Negotiations start Jan. 2004
First contracts expected March/April 2004
IST - Call 2IST - Call 2
Information Day 20/06/03 4
Brochure “The 6FP in Brief” - an overview
IST Work Programme 2003-2004
Call for proposals text - Call 2 (Official Journal)
Guides for Proposers Call 2
Guidelines on Proposal Evaluation and Selection Procedures (Evaluation Manual)
Guidance notes for Evaluators
IST - Call 2 Information materialIST - Call 2 Information material
Info -pack
IST Call 2
Information Day 20/06/03 5
IST Priority Work Programme 2003-2004 Strategic objectives, Instruments applicable, Call “roadmap”
and indicative total budgets For each instrument - criteria, threshold scores required including
threshold on Overall score Consortium requirements
Call for proposals text - Official Journal Identifies the Strategic objectives open in Call Identifies the instruments applicable to each objective Repeats the indicative budget information Notes the consortium eligibility rules Specifies modalities/address for submission of proposals Fixes call deadline * (*based on time of arrival of proposal)
Workprogramme and call textWorkprogramme and call text
Information Day 20/06/03 6
PROPOSALPROPOSAL - - The Submission and Evaluation ProcessThe Submission and Evaluation Process
FUNDING FUNDING SCENARIO(s)SCENARIO(s)
CommissionCommission
•Official JournalOfficial Journal•CORDISCORDIS•NCPsNCPs
CALL FOR CALL FOR PROPOSALSPROPOSALS
Eligibility Check: CommissionEligibility Check: CommissionEVALUATIONEVALUATION:: Peer review principles/Peer review principles/
independent expertsindependent experts
MARKING AND MARKING AND PRIORITY ORDER PRIORITY ORDER OF PROPOSALSOF PROPOSALS
Panel (optional)Panel (optional)
NEGOTIATIONNEGOTIATION
SIGNATURE OF CONTRACTSIGNATURE OF CONTRACT
INFORMATIONINFORMATIONProgramme CommitteeProgramme Committee
Information Day 20/06/03 7
Type of submission and evaluation One stage submission - full proposal One stage evaluation (with a hearing for IP and NOE)
How to prepare a proposal Pre-notification - highly recommended Part A (forms)Part A (forms) Part B (format for text document)Part B (format for text document)
How to submit a proposalHow to submit a proposal
Support for proposers
Guides for proposersGuides for proposers
Information Day 20/06/03 8
General information on Proposal Type of instrument Acronym, Full title Duration in months Call id Strategic objective (s) Proposal abstract, keywords
One A1 form per proposalOne A1 form per proposal
Proposal Part A - Form A1Proposal Part A - Form A1
Information Day 20/06/03 9
Information on participant Participant no *., Name, Address etc.
(* Coordinator is participant no. 1) Activity type, Legal status, SME Dependencies with other participants Person in charge - Name, Address etc. Previously submitted similar proposals
As many A2 forms as there are consortium As many A2 forms as there are consortium membersmembers
Proposal Part A - Form A2Proposal Part A - Form A2
Information Day 20/06/03 10
type of activity:• research, innovation,
• demonstration• training• management
Cost breakdown - All instruments except NOEAll instruments except NOE
Activity type Activity type…... Total
Cost Req grant Cost Req grant…. Cost Req grant
Participant 1
Participant 2 etc
Total
One A3 form per proposalOne A3 form per proposal
Proposal Part A - Form A3Proposal Part A - Form A3
Information Day 20/06/03 11
Cost breakdown - Networks of ExcellenceNetworks of Excellence
No. of researchers to be integrated
Female Male Total
Participant 1
Participant 2 etc
Total
No. of PhD students to be integrated -No. of PhD students to be integrated - table as abovetable as above
Total (not annual!) funding requestTotal (not annual!) funding request
Proposal Part A - Form A3 (NoE)Proposal Part A - Form A3 (NoE)
Information Day 20/06/03 12
All instruments Title page Links to Priority (Strategic objectives) Criterion 1 aspects Criterion 2 aspects etc Overall workplan of project Other aspects (ethics, gender issues….)
IPs, NOEs additionally provide 18 month Implementation plan / Joint Programme of Activities
(including sharing of resources, not only the researcher)
Proposal Part B Proposal Part B it’s detailed - it’s detailed -
it’s meant to be helpfulit’s meant to be helpful
don’t omit anything !!don’t omit anything !!
Information Day 20/06/03 13
Electronically via the Internet --- RECOMMENDEDElectronically via the Internet --- RECOMMENDED Fully electronic submission via the EPSS tool Needs username and password (apply early) Store always latest version online! Do not forget to press the submit button! Don’t fiddle until the last moment! Submit 24 hrs in advance of deadline!
On CD-ROM/diskette Only with one paper backup (sometimes problems with reading) Download forms from EPSS tool - to prohibit miscalculations etc.
How to submit ? How to submit ?
Free text documents:Free text documents:
PDF or RTF format PDF or RTF format only !!!only !!!
Virus checks!Virus checks!
On paper to the ADDRESS SET OUT IN THE CALL TEXT (NOT to the address used in FP5: NOT to any other Commission office !)(NOT to the address used in FP5: NOT to any other Commission office !) Paper submission in one copy only
Information Day 20/06/03 14
1. Eligibility check
Complete (Part A and Part B)
Eligible consortium
In scope
Timely arrival
2. Experts’ individual reading
Overview of evaluation process (1)Overview of evaluation process (1)
3-5 experts per proposal
Commission
Information Day 20/06/03 15
3. Consensus groupScores & comments per evaluation criteria.
Overall comments and calculated score
4 a. IP and NoE hearings
4 b. Panel discussionFinalisation of Evaluation Summary Report (ESR)
5. Panel prioritisation and Pannel report
6. Implementation plan
Overview of evaluation process (2)Overview of evaluation process (2)
Full Panel
Commission
Information Day 20/06/03 16
Evaluation criteria and thresholdsEvaluation criteria and thresholds
IP NoE STREP CA SSA
Relevance 3 out of 5 3 out of 5 3 out of 5 3 out of 5 4 out of 5
Potential Impact 3 out of 5 3 out of 5 3 out of 5 3 out of 5 3 out of 5
S&T excellence 4 out of 5 4 out of 5Degree of integration and JPA 4 out of 5Quality of Coordination 4 out of 5Quality of the Support Action 3 out of 5
Quality of the Consortium 3 out of 5 3 out of 5 3 out of 5Excellence of participants 3 out of 5
Quality of the Management 3 out of 5 3 out of 5 3 out of 5 3 out of 5Organisation and Management 3 out of 5
Mobilisation of Resources 3 out of 5 3 out of 5 3 out of 5 3 out of 5
OVERALL SCORE 24 out of 30 20 out of 25 21 out of 30 21 out of 30 17,5 out of 25
Information Day 20/06/03 17
For all IPs and NOEs passing the thresholds
Costs not paid by the Commission
Coordinator and key consortium members only
Hearing addresses specific questions, supplied in advance
Based on the proposal as submitted
Duration - about 60 minutes; Exact time slot to be respected
No further input from consortium permitted
Evaluation Hearings - special issues Evaluation Hearings - special issues
Information Day 20/06/03 18
Some proposers still don’t realise there is a Part A and B !
The main reason for late arrival is leaving electronic
submission till the last hours of the call
There are proposers who can write the entire proposal section
“B.2 Relevance to the objectives of the IST Priority” without
once mentioning the IST Priority !
First feedback from IST Call 1First feedback from IST Call 1
Information Day 20/06/03 19
Integrated projects are not just expensive STREPs. Plan a full
range of activities - Research, Demonstration, Training…..
NoEs don’t just share researchers. Describe in detail the
shared resources and the joint activities
NoEs represent a permanent re-structuring of the sector
NoEs can apply for less than the full funding formula
First feedback from IST Call 1First feedback from IST Call 1
Information Day 20/06/03 20
Choose your instrument with care
Notify your intention to propose
Read the FAQs
Identify your Strategic objective clearly
- to the Commission
- to yourself
Key advice to proposersKey advice to proposers
Information Day 20/06/03 21
Follow the Part B format exactly
More detailed - it’s meant to be helpful
Don’t omit any section !
Leave nothing to the imagination
Pay attention to the “recommended lengths” for the sections in Part B
Evaluators easily spot repetition and padding
But also don’t “under-write”
Aim to submit 24 hours early
Remember, a few hours delay can’t significantly improve your proposal - but can certainly kill it
Key advice to proposersKey advice to proposers
Information Day 20/06/03 22
Register as an expert !
(http://www.cordis.lu/experts/fp6_candidature.htm)
And use the information in the Guide for proposers
Section VI “Support to proposers”
http://www.cordis.lu/ist
Key advice to proposersKey advice to proposers
Information Day 20/06/03 23
1. http://www.cordis.lu/fp6/calls.cfm
2. http://www.cordis.lu/fp6/instruments.htm
3. http://europa.eu.int/comm/research/fp6/index_en.html
4. Other Information Commission contact persons Financial guidelines Negotiation guidelines Model contracts
Call informationCall information
Information Day 20/06/03 24
if in trouble, call the IST Infodesk for
More information at
http://www.cordis.lu/ist and:
IST InfodeskIST Infodesk
IST infodeskPhone: +32 2 296 85 96Fax: +32 2 296 83 88
E-Mail: [email protected]