bacid workshop: eu projectdevelopment › images › 4 › 47 › presentation_workshop.pdf ·...

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BACID Workshop:EU project development

Tirana, 7.4.2017

Sophie Deuer

Martin Marek

Agenda

10:00 – 10:30 Welcome and introduction of participants

10:30 – 11:45 Funding opportunities for Albania

11:45 – 13:00 Developing an EU project application

13:00 – 14:00 Lunch break

14:00 – 14:30 Structure of the application, partner search, financing

14:30 – 15:00 Best practice examples

15:00 – 16:45 Interactive project development

16:45 – 17:00 Feedback and closing

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IntroductionTrainers and participants

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Introduction: Trainers

Trainers:

Martin Marekt +43 1 89 08 088 2918e [email protected]

Sophie Deuert +43 1 89 08 088 2916e [email protected]

EuroVienna – Who are we, what do we offer?

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Introduction: EuroVienna

MunicipalDepartemet forEuropean Affairs

MunicipalDepartments ofthe City of Vienna

EuroViennaEU FundingAgency

EU Funding


Municipal Departement for European Affairs

> Manages Programmes, regional coordination

> Interact

> FLC

Municipal Departments of the City of Vienna

EuroVienna EU Funding Agency

EU Funding

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Municipal Departemetfor European Affairs

Municipal Departments of the City of Vienna

In projects with EU‐Funding

> Leadpartner

> Project Partner

EuroVienna EU Funding Agency

EU Funding




EuroVienna> Screens projects on EUfunding possibilites

> Applications

> Project management forEU projects

EU FundingAgency

EU Funding

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EuroVienna

EU Funding Agency

> Escrow account for MunicpalDepartments of City of Vienna

> Certified fiancial management of EU projects

> Employees for EU projects

EU Funding

Introduction: Participants

Your expectations for today

Your motivation for working with EU projects

Introduce your neighbour:

‐ Organisation and main field of activity

‐ Experience(s) with EU‐funding/projects

‐ EU‐project in preparation/to be prepared

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Funding opportunities for AlbaniaMost relevant funding programmes

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EU funding overview

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Action programmes

200 billion €

ESIF (European Structural and

Investment funds)

450 billion €

CAP Common Agricultural

Policy

310 billion €

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EuroAccess

www.danube‐euroaccess.eu

An online search tool which can be used to find potential andavailable funding possibilities for EU‐projects

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Backup EuroAccess

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Backup EuroAccess

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Backup EuroAccess

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Backup EuroAccess

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Backup EuroAccess

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Backup EuroAccess

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Backup EuroAccess

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Backup EuroAccess

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Backup EuroAccess

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EuroAccess

What is EuroAccess?

• English and free‐of‐charge

• Containing a number of project‐oriented filters: applicant’s type of organization, provenance of the applicant, funding area, thematic focus, type of funding

• Listing Calls for proposals under the European Structural and Investment Programmes (ESI) and Action Programmes relevant to the EUSDR in the funding period 2014‐2020

• Covering 7 topics which correspond roughly to the priorities of the European Union in the funding period 2014‐2020: environment & climate change, science & research, education & youth & culture, health & sports, employment & social policies, infrastructure & transports, energy

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EuroAccess

As registered user, you have access to additional tools:

• PDF Export of each call

• Funding Basket and cumulated PDF Export of calls

• Newsletter informing about new published calls corresponding to

individual interests

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Funding opportunities for Albania

EU Funding programmes for Albania:

• Interreg IPA CBC Italy – Albania – Montenegro (IT‐AL‐ME)

• Other Interreg IPA CBC

• Transnational:• Interreg Adrion

• Interreg Balkan Mediterranean

• Horizon 2020

• Creative Europe

• Europe for citizens

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Interreg IPA CBC IT‐AL‐ME

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Projects in Albania, Montenegro and Italy (only parts)

“to exchange knowledge and experiences, to develop and implement pilot actions, to test the feasibility of new policies, products and services, and to support investments”

“tackling common challenges in order to boost the integrated territorial development”

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• First call 16.3.2017 – 15.05.2017

• 1 of 4 priority areas must be addressed

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Partners:

• Min. 1 partner from each country, max. 6 partners. Associated partners possible.

• Public bodies, bodies governed by public law, NPOs

Budget:

• Total budget 92 million €, 25 million € to be spent in the 1st call

• Up to 85% EU funding

• Budget Min 500.000 €, max. 1.5 – 2 million €

• Project duration max. 24 months

Lump sums for both project preparation and project closure.

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PA (Priority Axis) and total available funding in 1st call

• PA 1 Strengthening the cross‐border cooperation and competitiveness of SMEs• 5.6 million €

• PA 2 Smart management of natural and cultural heritage for the exploitation of cross border sustainable tourism and territorial attractiveness• 7.8 million €

• PA 3 Environment protection, risk management and low carbon strategy• 6.9 million €

• PA 4 Increasing cross border accessibility, promoting sustainable transport service and facilities and improving public infrastructures• 4.7 million €

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PA (Priority Axis), SO (Specific Objective)

PA 1 SMEs• SO 1.1: Enhance the framework conditions for the development of SME’s cross‐border mark

PA 2 Natural and cultural heritage• SO 2.1: Boost attractiveness of natural and cultural assets to improve a smart and sustainable

economic development;

• SO 2.2: Increase the cooperation of the key actors of the area for the delivery of innovative cultural and creative products

PA 3 Environment protection, risk management and low carbon strategy • SO 3.1: Increase cross‐border cooperation strategies on water landscapes.

• SO 3.2: Promoting innovative practices and tools to reduce carbon emission and to improve energy efficiency in public sector

PA 4 Accessibility, transport service and public infrastructures • SO 4.1: Increase coordination among relevant stakeholders to promote sustainable cross border

connections in the cooperation area

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Other Interreg

For example:

• Interreg Albania – Greece

• Interreg Albania – Kosovo

• Interreg Montenegro – Albania

• Interreg Former Yugoslav Republic of Macedonia – Albania

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Interreg in general

• 7 year funding period for all EU programmes

• Regular calls for proposals

• Different funding priorities not always covered by all calls

• Similar spending curves

2014 2015 2016 2017 2018 2019 2020 2021 2022

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Interreg Adrion

• Interreg Adriatic Ionian ADRION

• Italy, Slovenia, Croatia, Greece, Albania, Bosnia and Herzegovina, Montenegro, Serbia

• Min 3 partners from 3 countries

• Budget: 118 million € total

• PA1: Innovative and Smart Region (20 million €)

• PA2: Sustainable Region (45 million €)

• PA3: Connected Region (15 million €)

• PA4: Supporting the governance of the EUSAIR (8 million €)

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Interreg Adrion

Call 1:

• 1.2. 2016 – 25.3. 2016

• PA1, 2 and 3 ‐> PA4 next call?

• 40% of programme budget allocated

• 800.000 – 1.5 million € per project

• Max. 24 months

Call 2:

• tba

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Interreg BalkanMed

• Greece, Bulgaria, Cyprus, Albania, FYRoM

• Total budget: 40 million €

• PA1: Entrepreneurship and Innovation (14 million €)• SO 1.1: Competitive territories

• SO 1.2: Innovative territories

• SO 1.3: Territories of knowledge

• PA2: Environment (22.5 million €)• SO 2.1: Biodiversity

• SO 2.2: Sustainable territories

• SO 2.3: Delivery on environmental legal framework

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Interreg BalkanMed

Call 1:

• 16.12. 2015 – 15.04.2016

• Both PAs

• About 20 million € allocated (50%)

• 500.000 – 1/1.5 million €

• Max. 24 months

Call 2:

• tba

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Horizon 2020 ‐ Content overview

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H2020 ‐ Characteristics

Calls

• Challenge‐based

• Open to innovative proposals

• Less prescriptive(no outline of the expected solutions nor the approach to solve it)

• Descriptions allow to propose innovative solutions

• Emphasis on impact (Expected impact statements)

• Emphasis on innovation

• Support all stages in the research and innovation chain includingnon‐technological, social innovation and activities closer to the market

Proposals

• bring together different disciplines, sectors & actors to tacklespecific challengese.g. scientists, industry, SMEs, end‐users ...

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Horizon 2020 ‐ Types of action

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Horizon 2020 ‐ RIA, IA & CSA

RIA (research and innovation actions)

• R&D

• Establish new knowledge

• Explore feasibility of new or improved technology, product, process, service or solution(basic & applied research, tech. dev., integration, testing, smallscaleprototype)

IA (innovation actions)

• Innovation activities aiming at producing plans and arrangements or designs for new, altered or improved products, processes or services (prototyping, testing, demonstrating, piloting, large‐scale product validation and market replication)

CSA

• Accompanying measures (standardization, dissemination, awareness‐raising, communication, networking, coordination or support services, policy dialogues and mutual learning exercises and studies

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Horizon 2020 ‐ CSA

Pan European Networks of practitioners and other actorsin the field of security

• Type of action: CSA Coordination and support action

• Deadline: 24 August 2017 17:00:00

• Scope ‐ Practitioners can get together to:• 1) monitor research and innovation projects• 2) express common requirements

• Topics: intelligence bodies; border guards, coast guards,custom authorities; explosive specialists;forensic laboratories; medical emergency teams;think‐tanks on security; etc.

• Partner: min. 2 partners / 2 different member states

• Budget: 2 Mio € / 2 years ‐ 100% funding rate

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Horizon 2020

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Europe for citizens

“to contribute to citizens' understanding of the Union, its history and diversity”, “to foster European citizenship and to improve conditions for civic and democratic participation at Union level”

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Europe for citizens

Annual priorities until 2015, now multi‐annual:

• Strand 1: European Remembrance• Commemorations of major historical turning points in recent European history

• Civil society and civic participation under totalitarian regimes

• Ostracism and loss of citizenship under totalitarian regimes

• Democratic transition and accession to the EU

• Strand 2: Democratic engagement and civic participation• Understanding and debating Euroscepticism

• Solidarity in times of crisis

• Combatting stigmatization of “immigrants”

• Debate on the future of Europe

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Europe for citizens

Network of towns:

„Municipalities and associations work togetheron issues of common interest, exchange good practices“Priority is given to networks targeting priority themes.

• Min. 4 eligible countries, min. 1 from a EU Member State

• Min. 4 events per project

• Min. 25 invited participants

• Max. 150.000 €

• Yearly deadlines: 1.3. and 1.9.

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Europe for citizens

Town twinning:

„mobilizing citizens at local and Union levels to debate on concrete issues from the European political agenda “

• Min. 2 eligible countries, min. 1 from a EU Member State

• Min. 4 events per project

• Min. 25 invited participants

• Max. 25.000 €

• Yearly deadlines: 1.3. and 1.9.

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Europe for citizens

Other calls:

• Civil society projects (stimulating and organising reflection, debates andactivities related to specific priorities)• Max. 150.000 €• Partners: Min. 3 different countries, min. 1 EU Member State

• European Rememberance (research, nonformal education, publicdebates, etc.) • Max. 100.000 €• Partners from min. 1 country, but preference is given to transnational projects

• Yearly deadline: 1.3.

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Creative Europe ‐ Introduction

Funding programme to support the

European audiovisual, cultural and creative sector

Funding available for:

• Development of European films, TV programmes and games

• Distribution and promotion of European films, festivals, cinema networks

• Training for cultural and creative professionals/artists

• Literary translations

• Cross‐border cooperation

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Creative Europe ‐ Programmes (examples)

Amongst others:

• Transnational Cooperation Projects• Artists and cultural professionals supported to work together across

borders. Opportunities to gain skills and knowledge.

• Networks and Platforms• Networks strengthen the capacity of cultural players to operate

transnationally. Platforms to showcase cultural and artistic activities

• Literature• Translation of literature

• Audience Development & Festivals• Support for film festivals, cross border cooperation between film

literacy initiatives, screening events to raise interest in successful European films

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Creative Europe ‐ Characteristics

Cooperation projects

• 2 types of projects• 1. Smaller scale cooperation projects: operators of min. 3 countries,

EU contribution max. 200.000€ and max. 60%

• 2. Larger scale cooperation projects: operators of min. 6 countries, EU contribution max. 500.000€/ year and max. 50%

• Duration: max. 4 years for both categories

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Creative Europe ‐ Call

European Festivals

The organisation of film festivals, whose programme reflects the European diversity is supported. The festival must perform activities to reach new audiences. Initiatives for film education are as important as collaborations with other festivals.

• Deadline: 27.04.2017

• Budget: lump sums (19.000 € ‐ 75.000 €)

• Duration: 12 months

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Coffee break

During the break:

Please take a look at the glossary!• Unfamiliar terms?

• Would you have defined something differently?

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Developing an EU project applicationFrom idea to proposal

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Project development cycle

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Development

Submission

Selection

Contracting

Implementation

Closure

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From idea to proposal

• What steps have to be taken before the submission of a project proposal?

• Go together in groups.

• Discuss and sort all necessary steps.

• Add if steps are missing.

• Some activities may happen more than once.

• Some activities should be done parallel to others.

• When done, please put them on the pin board.

• Duration: 10 minutes

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From idea to proposal

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Developing an EU project application ‐ Overview

• Idea

• Programme search

• Call search

• Match idea and call

• Partner search

• Kick‐Off meeting

• Lobbying

• Proposal content

• Proposal budget

• Submission

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Idea ‐ What do I want to achieve?

• Idea• Problem vs. Solution

• What do you want to achieve?

• Do you want to solve a problem?

• Review your problem/idea from the distance

• Did your problem/idea change?

• Write down all solutions (save for later)

• Discuss and adopt your idea with others

• Try to understand the context

• Input from other sectors (industrial, technological, …)

• Think of innovative solutions

• Added value? (For yourself, target group, EU)

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(ALMOST) NO FUNDING for continual improvements (Business as usual)

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Innovation

• Innovation• Something new• Idea• Device• Method• Service• Product• …

• To solve a problem• New methods > new problem• New methods > known problem• Known methods > new problem• Known methods > known problem

• First successful realisation• Commercially successful

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Idea ‐ Finalize

• "Finalize" idea• Create summary

• Include story

• Overall objective > Easy to understand

• Visibility of added value for potential partners

• = Business Card of your idea for partner search

• Try to define your target group(s)

• Try to define the thematic focus of your idea

Be open to adapt your idea at later stages!

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Thematic focus ‐ Topics

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Programme search

• Remember the thematic focus (topics)

• Where to start?• Online search tools (EuroAccess Danube Region)

• Webpages of the programmes (e.g. Participant Portal)

• Try to concentrate on overall objectives of the programmes

• Try to understand what are the goals of a programme

• Double check the overall eligibility criteria• Is my area covered?

• Is my kind of organisation eligible?

Programme objectives vs. call objectives!

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Call search

• Have a look at the current and upcoming calls

• Use search tools to identify calls from other programmes

• Identify • Specific objectives / challenge(s)• Expected results / impact• Scope• Evaluation criteria

• Keep in mind to look for• Deadlines• Call specific eligibility criteria• Budget available• Cross‐cutting Priorities

• Download application documents• Read and understand everything

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Be prepared tofind informationthat a call maynot be suitablewith your idea!

Match idea and call

• After understanding the specific requirements of the call!

• Stop! Or Go!• Is it possible to match and change your idea?

• Contact programme NCP!

• Re‐Think

• Expand and upgrade your idea• Strategies!

• Try to identify weak spots (SWOT)

Read the application documents ‐ again and again!

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Partner search

• Start finding partners according to your idea.

• Check with official programme/call requirements

• Try to find a well known trusted partner

• Use personal contacts

• Attend programme matchmaking events

• Online search tools

Keep in mind that each partner has to be "justified" at one point (proposal).

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Kick‐Off meeting

• Invite all identified partners

• Make sure all of them will participate

• Prepare introduction of your idea / story

• Set reachable goals• Agree on main objective(s) of the project

• Agree on long‐term goals

• Try to define main milestones

• Try to define WP titles

• Try to define responsible LP

Make sure everybody understands the overall goal of the project!

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Lobbying

• Contact the national contact points responsible for the programme

• Contact the programme authorities

• Identify and participate in events (Applicants seminars, etc.)

• To Dos:• Clarify the objectives of your project ‐ again and again

• Get as much input and feedback as possible

• Be prepared to receive contradictory information

• If transnational: ask partners for support

• Send proposal draft for feedback ‐ again and again

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Proposal content

• Identify and read proposal template

• Start defining objectives• Specific. What exactly are we going to do for whom?• Measurable. Is it quantifiable and can we measure it?• Achievable. Can we get it done in the time allotted with the resources

we have available?• Relevant. Will this objective have an effect on the desired goal or

strategy?• Time bound. When will this objective be accomplished, and/or when will

we know we are done?

• Target group(s)

• Major steps (work packages) ‐> Workpackageplan• Activities (Tasks)• Deliverables (Results)

• Use a logical framework approach to match project withprogramme / call requirements

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Proposal budget

• Use Workpackageplan as basis

• Add partner types

• Estimate time to fulfil each task (hours)

• Create early draft budget overview

• Get feedback from partners• Hourly rates

• Feedback on estimation

• Refine budget

• Multiple iterations necessary

Plan detailed budget ‐ even if not necessary for application!

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Submission

Make sure to include all documents!

Double check the formal criteria.

• Online submission• Submit often ‐ submit early

• Don't submit in last minute!

• Submission by mail• Read and follow the submission criteria

• Send before the deadline

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Project cycle timeline

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EU project cycle / ESIF

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projectdevelopment

submit proposal

selection

Grant Agreement

project closure

?

1st report

1st payment

FLC

2nd report

2nd payment

FLC

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EU project cycle / Action programmes

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development

submit proposal

selection

Grant Agreement

project closure

?

1st activity andfinancial report

2nd interimpayment

2nd activity andfinancial reportwith own audit

3. EU End-zahlung

~ 3 – 4 years

1st pre-payment (ca. 30%)

Summary project development

First steps first:

• Have a (rough!) project idea

• Select a matching call for proposals• Plan with enough time!• Read call and/or programme documents

• Get in contact:• Joint Secretariats?• Managing Authorities?• Regional contact points?

• Then develop your project idea• Set up partnership• Secure financing (national contribution, own contribution)• Elaborate project proposal• Elaborate budget

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Project development summary

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Lunch break

Any questions before the lunch break?

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Your project within the programme

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The structure of EU projectapplications

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You will have to include:

• Short project summary/abstract

• Partners (experience, role)

• Project objectives

• Work packages

• Outputs

• Sustainability

And probably also:

• Status quo/project background

• Obligatory work packages• Project preparation

• Project management

• Dissemination

Contents

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Annexes to your projectapplication

Very likely:

• Budget

• Partnership Agreement

And probably also:• Financial capacity

• Evidence of co‐financing/ownresources

• Evidence of ownership (e.g. real estate for investmentactivities)

• Detailled plans (e.g. arcitectplans)

• Declarations of honor

• Business plans

• Etc.

Annexes

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Consists of

• individual budgets of the Project Partners

• in line with eligibility rules

• in line with work packages

• Consists of• personnel costs

• overhead

• external exoertise

• travel & accomodation costs

• equipment

• investments

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Project Budget

Different modalities:

• 1 step proposals vs. 2 step proposals

Interreg

• eMS

Horizon 2020

• Participant portal

Submission modalities

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Variation I

Action programmes and

programmes of European Structural And Investment Fund (ESIF)

• Application forms have similar structure but different terms, e.g.:

Action Programmes ESIF Programmes

Lead Partner Project Coordinatorobjectives objectivestargets targetsdeliverables outputsoutcomes sustainabilityfinancial audit First Level Control

Second Level Control

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Financingof EU Projects

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If one is lucky one gets

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Financing of EU Projects

85%

EU Funding

• depending not on a brilliant application

• but on the funding programme

Usually, one gets an EU contribution to the project budget

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85%

15%

Project Budget

• ESIF programmes

• up to 85% EU contribution > depending on programme

• at least 15% national co‐funding or own contibution

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Usually, one gets an EU contribution to the project budget

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• Action Programmes

• ~ 20% up to 100% EU contribution > depending on programme

• some Action Programme deal with lump sums

60%40%

Project Budget

National Co‐Financing

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• some ESIP programmes require National Co‐Financing

Why?

• to make sure that the projects are of National strategic relevance

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ESIF: National Co‐Financing


• in some countries National Co‐Financing is provided automatically

• in others the project partners have to look for co‐financing

• provisions are layed down inco‐financing documentsof the programmes

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ESIF: National Co‐Financing

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Own Contribution

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Own contribution of Project Partners

• ESIF Programmes and Action Programmes allowown contributions of Project Partners

• provisions are layed down in co‐financing rulesof the programme documents

• own contribution is• personnel

• financial contribution

• no in kind contribution!

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ESIF & Action Programmes: own contribution

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Partner structure & search

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Establish the right partnership

Partnership in EU projects

• A requirement in most EU programmes

• Can be regional/national or international

• Reason: EU‐added value through cooperation!

• But EU projects are not JUST about exchange and cooperation

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©pixab

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Which are the right partners?

Consider the right mix:

• Level of experience (“EU‐experts” / Newcomers)

• Thematic and geographic balance

• Too few / too many partners

Justify the partner selection in AF:

• Added‐value for the partner and for the project

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Where to find the right partners?

Partner search:

• KEEP database (Interreg): www.keep.eu

• ICT NCPs network: www.ideal‐ist.eu

• Lists of supported projects/beneficiaries (EU programme websites)

• Partner search tool & project idea fair (e.g. programme websites)

• Join networks (e.g. on Linkedin, etc)

• Successful projects and organisations in strategies, action plans, etc

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Online partner search ‐ Example

KEEP database: www.keep.eu

• Focus: INTERREG

• Requested data for Albania: 159 PROJECTS ‐ 228 PARTNERS

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Best practice examplesSome projects for inspiration

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Best Practice Examples

Horizon 2020Smarter Together

EU‐Funding Vienna3 Mio. €


Interreg South East EuropeCC WARE

EU‐Funding Vienna200.000,‐ €

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InterregSlovakia‐AustriaUrbanNatur

EU‐Funding Vienna450.000,‐ €

www.urbannatur.eu

Coffee break

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Project DevelopmentAn interactive exercise

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Project development – Interactive exercise

• Groups of 2‐3 people

• Work with a given project idea

• Feel free to adapt!

• Feel free to invent missing contents!

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Project development

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Project development

• Get to know your project idea (ca. 20 min)• Get familiar with the project idea you will be working on

• Also get familiar with the call for proposals that could be a match

• Develop your project idea (ca. 45 min)• Write a project logframe for your project (1 per group on flipchart)

• Discuss the project in the context of the specific call(s)

• Adapt your project idea to form a better match for the call(s)

• Adapt your project logframe

• Be ready to present your project

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Logframe

What is a logframe?

‐> Logical framework of the project

Can include:• Background (problem, status quo)

• Inputs

• Activities/work packages

• Outputs

• Objectives

• Results

• Outcomes

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Logframe

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Project development

Things to watch out for:

• Innovative?

• Solution‐oriented?

• Partners?

• Sustainable?

• Do not lose sight of the funding programme!

• Keep it simple!

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Project development

• Please evaluate the presented project• How would you rate the project?

• Familiarize yourself with evaluation criteria• Read the evaluation criteria hand out

• Please evaluate the presented project a second time!• How would you rate the project considering the evaluation criteria?

• Did your rating change?

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Feedback and closingWhat can we take home?

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Homework

Interested in developing an EU project?

Interact Project Management

Handbook• Chapter II:

Project Idea Generation

• Chapter III:

Project Development

Interested in a programme/call?

Look at evaluation criteria

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Feedback and closure

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Have workshop expectations beenfulfilled?

Which questions remain?

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Thank you for your attention!

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Martin MarekEuroVienna EU‐consulting & ‐management GmbHt +43 1 89 08 088 2918e [email protected]

Sophie DeuerEuroVienna EU‐consulting & ‐management GmbHt +43 1 89 08 088 2916e [email protected]

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