planning your proposal – the critical path · 2016-12-01 · planning your proposal give detailed...

Planning your proposal – the critical path (CIP, …)

Planning your proposal

GIVE DETAILED EXPLANATIONS IN YOUR PROPOSAL !

• STARTING POINT: What is the existing situation ? What is the problem to be solved ? What has been done so far, and by whom ? Where do you come into the picture – and why ?

• WORK PACKAGES: What exactly do you propose to do ?

• RESULTS: What will be different when the project has ended ? When you have finished, how will anyone know that you have succeeded ? – monitor your impacts !

• TARGET GROUP: Who do you need to influence / engage?

• IMPACT: What measurable change will you achieve ?

Writing your proposal

• Strong competition: you need a good idea !

• Be imaginative, start early ! It takes longer than you think !

• Easy to read? - evaluators assess it in ~2-4 hours. Have it read by an outsider (no jargon, simple for non mother tongue readers)

• Respect limits of length, but give as much detail as possible in each work package, and explain what each partner will actually do, how (methodology), and what will be delivered

• Provide evidence of :

– the problem that you plan to address / solve (market failure),

– your expertise (strong CV’s),

– your co-financing (letters of support, with funding commitments),

– stakeholders who are committed to use the results (ideally they will be partners or co-sponsors)

Input/Output

The European dimension

• EU projects should address problems at the European level far beyond the specific interests of a Member State;

• The proposed solution must have a direct impact at the European level;

• Participants must be located in a Member State either Associated State (in general 3 in the minimum threshold and five can be a good compromise, the participation of third countries [non EU countries] is really welcome when the international dimension is requested);

• Subsidiary and proportionality

More thoughts on

‘European Added Value’

• Multi-cultural working is difficult and expensive, so it must really deliver added value, with results which are transferable to others

– A consortium of partners from different countries is not enough

– Working in parallel in different countries is not enough

– Working on issues addressed by EU policies is not enough

• Remember: Comparatively small (<500k€) actions can nevertheless have high added value and impacts at EU level

• Actions, which fit better at national or local level, because of timescale, involvement of SME’s, intellectual property rights, etc…should be excluded

Result / Impact indicators

“SMART” (IEE)Indicators to measure the impact of your work:

“Specific, Measurable, Achievable, Realistic, Timely”

For example:

• Increased 7% of solar collectors in EU to carry a new product label

• Increased 10% of installers trained and certified in target regions

• Planning approval delays reduced from 2 to 1 year

• Audits leading to energy savings of 0,5 Mtoe (million tons oil equivalent) per year in schools

• Increased 5% of cyclists in target cities

Balance your project

• balance in the budget (the smallest budget per partner contribution should be ≥ to 15% of the total)

• balance in the roles among the partnership

• European balance (the total number of countries divided by the total number of participating organisations should be ≥than 0.45)

• balance in effort (the number of person-months provided by the lowest contributing partner divided by the one of the highest contributing partner should be ≥ than 0.2);

• balance in the distribution of work

Strengths of recent

proposals

IEE• Creative and convincing idea to tackle a market based problem or to take an opportunity one step further (i.e. an approach that fits)

• Demand driven with convincing commitments from market actors (e.g. industry) to use the results, well targeted dissemination plan

• Clear and precise awareness of the state of the art. Competitive proposers present their experiences, and will start from there !

• Choice of partners and countries is clearly explained, and their skills fit with the allocation of tasks in the work packages.

• Appropriate efforts estimated for each partner and each work package throughout the proposal

• Co-financing is clear, and credible

• Realistic, but ambitious targets. Tailor-made communication plan

Three months roadmapfor project submission

Project timeline

Idea!Proposal

preparation

Deadline

Evaluation

Neg

otia

tion

Contract

Monitoring of

activities

Implementation

of activities,

Management

and reporting

Final review

TIME

The consortium

Proposal Writing Plan

Appoint proposal writer

Write a 1-2 page proposal

Consortium meeting if necessary

(distribution of work)

Workpackages management Exploitation, etc.

Compile proposal

Circulate for

comments

Submit proposal

Review by

“experts”

Proposal Writing Plan -appoint writer






Compile proposal

Circulate for

comments

Submit proposal

Review by

“experts”


Many people and partners will be involved in the proposal writing and will contribute with material but only one should have the overall responsibility and:

�check proposal conformity and consistency

�make necessary adjustments

�submit the proposal

And…

�loose his sleep over the proposal

Proposal Writing Plan – write 1

page






Compile proposal

Circulate for

comments

Submit proposal

Review by

“experts”

Write a one page proposal

� The 1-page proposal is a working document, it describes and explains in text the whole proposal idea that until that time was only in the mind of the coordinator.

� This document will clearly explain the logic/vison behind the proposal and the overall aim. It will also describe the mechanism for achieving the proposal targets.

� Clarify issues related to management, workpackages, exploitation, etc

� Guide you through the final proposal writing

� Gives the opportunity to the other partners or colleagues to comment on the proposal and suggest improvements.

Proposal Writing Plan






Compile proposal

Circulate for

comments

Submit proposal

Review by

“experts”

Proposal Writing: Appearance

The appearance (evaluator-friendly) of the proposal is crucially important for

the overall success :

� It helps evaluators to easily understand the content. (remember that the

evaluators have limited time to spend for each proposal)

� Several good proposals were buried due to poor presentation. Poor

presentation also demonstrates low commitment/effort/capacity.

So

� Use concise standard English!

� Make the text clear, well structured, easy to read, not wordy:

� add a Table of Contents

� use short paragraphs

� use bullet points to break up lists

� highlight key points in italics

� Include only relevant information

� Make your proposal visually attractive and inviting, using graphic devices

� proposal has to present a high quality product!

Proposal Writing: Title, Acronym

Select a Self-Explanatory but also Nice & Catchy proposal Title & proposal Acronym !

Examples of proposal acronyms:

•NEA-TASHA: Novel Evolutionary and Agent-based – Techniques for Automated Safety and Hazard Analysis•ADAM: Adaptation And Mitigation Strategies: Supporting European climate policy•ALARM: Assessing LArge-scale environmental Risks with tested Methods•AMEDEUS: Accelerate MEmbrane DEvelopment for Urban Sewage purification

Parts – Content of a proposal

• Part A: FORMS– A1: General info on

proposal(Title, abstract, keywords, etc.)

– A2: Info on the co-ordinator and the other partners(one form per partner)

– A3: Cost breakdown(one sheet for the whole consortium; one line per partner with information on costs and funding requests per activity

• Part B: CONTENT

– Front page

– Contents page

– proposal summary

– project description

Structure of a Proposal

• Title and Contents page + Summary

• Scientific and Technical Objectives

• Innovation (above the state of the art)

• Project Work plan and Methodology

• Deliverables Table

• Contribution to Objectives

• Dissemination and Exploitation of Results

• Project Management

• Consortium + Partners Roles and Background

Background

• Educate the Evaluator!

• First tell the evaluator WHY you are doing the work!

• Then tell the evaluator how you are doing it.

• This should include facts and figures from policy documents.

• Ask: Why Bother?

The evaluators have no (or poor) internet access during the evaluation

Objective/Aim

• A short clear description of the proposed work

• There should be no question after this paragraph

Deliverables

• A clear statement on what will come out of the project. The deliverable must be expressed in the words of the user.

Examples of Deliverables

• Reports: contractual, policy statements, guidelines, handbooks, draft standards, procedures, R&D strategy, etc.

• Prototypes: Technical Prototypes, Commercial Prototypes

• Data: Statistics, Data in databases, Trends, Indicators, etc.

• Software: Algorithm, code, database, integrated system, etc.

• IPR: Patent, copyright, trademark, registered design, etc.

• Educational: Lecture material, course material, CD, etc.

• Meetings: Workshop, seminar, conference, etc.

• Media: Website, Video, CD, etc.

• Publications: Scientific Journal, Newsletter, proceedings, etc.

Examples of Deliverables

Phases of the work

• This should show a logical, planned approach

– Phase 1

– Phase 2

– Phase 3…

Roles of Partners

Organisations Contact Country Role

Define who will be involved in the work and their role

Expected costs + duration

• Total Cost of the proposed work xx

• EU Contribution xx

• Duration (in months) xx

How to write it…

Project Management

Evaluation Criteria (Management)

� Quality of Management

� The Project Management Approach

� The Quality of the Partnership

� The Appropriateness of the Resources

Project Management

• PERT Chart: Work Flow Diagram

• GANTT Chart: Work package Time Bar chart

• Work Package Description: Table per work package

• Deliverables Table

• Breakdown of Work Per Partner

How to write the Project Management part

Aim is to write

� well-structured project management, well matched to the complexity or simplicity of the project

� satisfactory plan for management of knowledge, of intellectual property and other innovation related activities

By

� Adapting general project management procedures in the specific project needs

� Identifying the suitable individuals with the know-how and experience to run the project management tasks.

Project Management issues

Contractual issues

Ensure the prompt and proper accomplishment of project deliverables and milestones (Annual reviews, Mid-term reviews, Final review)

Financial issues

Financial project management (underspending/overspending), Justification of costs, Summary certified statement, Payement and distribution of money to the partners.

Legal issues Project core contract + model contract, consortium agreement, collective responsibility, consortium changes

General management issues

Workflow and Work Scheduling. Communication between partners and EC. Management of conflicts. Reporting.

Other issues Exploitation & dissemination of results, other innovation activities, IPR, Gender & Equality issues, ethical issues.

Consortium (Organizations)Consortium (Organizations)

Consortium Management StructureConsortium Management Structure

Governing Assembly (Names of Individuals) -Senior Partner Representatives

-External Experts

-European Commission Representatives

-Funding Agency’s Representatives

Governing Assembly (Names of Individuals) -Senior Partner Representatives

-External Experts

-European Commission Representatives

-Funding Agency’s Representatives

Scientific Committee (Individuals)

-Scientific representatives from partners

Scientific Committee (Individuals)

-Scientific representatives from partnersManagement Group (Individuals)-Consortium Manager

-Workpackage managers

Management Group (Individuals)-Consortium Manager

-Workpackage managers

Only for IPs/NoEs

Partner Partner

Partner Partner

Consortium Management StructureConsortium Management Structure

Project Coordinator Op

era

tion

al P

roje

ct m

an

ag

em

en

t

Scie

ntific

Ad

vis

ory

Co

mm

ittee

Project council

Training Committee

Innovation Committee

Management board

Coordinator, SP coordinators & Liaison Officer, Chairpersons of Committees

ModelsWorking

Group

SP2 Coordinator

Subproject 2Animal Imaging

Embryo Imaging

Whole animal

Imaging

Biological Applications

Theory and Experiments

Subproject 3

Cell Imaging

Nano-scale Imaging

Microscopic Imaging

Biological Applications

Theory and Experiments

SP3 Coordinator

Subproject 1Probe development

SP1 Coordinator

SP Liaison Officer

TheoryWorkingGroup

Project Management/ Work breakdown

Project AcronymProject Title

Co-ordinator: Partner #x

WP2Partner #x

WP3Partner #x

WP4Partner #x

WP5Partner #x

WP6Partner #x

WP7Partner #x

Task 2.1

Task 2.2

Task 3.1

Task 3.2

Task 4.1

Task 4.2

Task 6.1

Task 6.2

Task 6.3

Task 7.1

Task 7.2

WP1Partner #x

Task 1.1

Task 1.2

Describes the division of the project into workpackages (or even into sub-projects in

the case of Integrated Projects)

Project Management/ Work breakdown

Title

Leader

Partners

Title

Leader

Partners

Integrating ActivitiesNetworking activities ?

Exchange of personnel?

Training courses?

Workshops?

Studies?

Integrating ActivitiesNetworking activities ?

Exchange of personnel?

Training courses?

Workshops?

Studies?

Title

Leader

Partners

Title

Leader

Partners

Title

Leader

Partners

Title

Leader

Partners

Title

Leader

Partners

Title

Leader

Partners

Title

Leader

Partners

Title

Leader

Partners

Project Management/ Pert Chart

The PERT (Programme Evaluation and Review Techniques) Chart describes the links

between the different workpackages.

• The division of the work must be logical.

• It must demonstrate that the focus of the management is on the prompt and proper

accomplishment of the workpackages and deliverables.

• It is good idea to have one workpackage for Coordination and Management

• It is also usual to have a separate workpackage for the project management

Be careful

• Do not include all the partners in all the workpackages. This is sign of poor planning

and organisation.

• Do not involve a partner in all the workpackages. Every partner has specific

competencies and should be involved in specific tasks.

• Every partner in the project should have specific responsibilities for justifying their

role in the proposal.

PERT CHART (Example)PERT CHART (Example)

WP1

Co-ordination and Project Management

Workpackage Leader: 1

Partners: All

WP1

Co-ordination and Project Management


Partners: All

WP6

Exploitation Plan

Workpackage Leader:4

Partners: All

WP6

Exploitation Plan


Partners: All

WP2

Title: Sensor Development


Partners:1,2,7

WP2

Title: Sensor Development


Partners:1,2,7

WP3

Title: Hardware development


Partners:3,6,5

WP3

Title: Hardware development


Partners:3,6,5

WP4

Title: Software Development


Partners: 4,5

WP4

Title: Software Development


Partners: 4,5

WP5

Title: Integration


Partners:,6,7,1

WP5

Title: Integration


Partners:,6,7,1

PERT CHART (Example)PERT CHART (Example)

Project Management/ Gantt Chart

Duration / critical path : see milestone list

1st year 2nd year 3rd year

Workpackage 1: Title

Task 1.1 Title

Task 1.2 "


Task 2.1 "

Task 2.2 "


Task 3.1 Title

Task 3.2 "


Task 4.1 Title

Task 4.2 "



Task 6.1 Title

Task 6.2 "

Task 6.3 "


Task 7.1 Management

Task 7.2 Exploitation

TOTAL MANDAYS:

WORKPACKAGE / PERSON POWER BARCHART

In year 2

In year 3 Reporting Periods

Partners'

Person Days

Workpackage

descriptions

In year 1

1

6 m 12 m Mid-term 24 m 30 m Final

Project Management/ Work package description

Lead

partnerOther partners with major involvement

Partner no:

Person-months per partner

Cost per partner

Objectives

Description of work

Deliverables

Milestones and expected results

Sub-project no: Start date: Cost:

Sub-project title:

Project Management/ Deliverables List

Number Task Deliverable Time

D.SP2.1 2.1 Preliminary cost analysis for full-scale production of

module concepts of interest

Month 16

D.SP2.2 2.1 Simulation of production lines in 3D for module

concepts of interest

Month 16

D.SP2.3 2.2 Machinery for all specified production steps has been

developed to pilot line level (4 modules of 50 cm x 50

cm per day) and is delivered to INAP

Month 28

D.SP2.4 2.3 Design of production line for 10 MWpeak/year (1

module of 50 cm x 50 cm per minute)

Month 36

D.SP2.5 2.3 Final cost analysis Month 36

Project Management/ Breakdown of work per partner

Lead

partnerOther partners with major involvement

Partner no: IVF INAP ECN Leclan

ché

Person-months per

partnerTask 1.1 10 5 3 4

Task 1.3 10 5 3 3

Task 1.3 6 4 - 2

Task 1.4 8 - - -

Task 2.1 16 8 - 5

Task 2.2 6 4 - 2

Task 3 4 6 2 1

Total 60 32 8 17

Cost per partner

3 months roadmap for projectsubmission (exploratory phase)

month stepstone elements output : milestones

0 project idea PROJECT IDEA

1teamwork elaborating the project idea

- why is the project needed, in what way is it innovative ?PROJECT TEAM ESTABLISHED

1screening the EU programmes – balancing the project idea with relevant EU

programmes and annual priorities

EU PROGRAMME

KNOWLEDGE – RELEVANS???

1

the writing of the project concept (content, goals, target groups, methods, outline

of work plan, partner profiles, basic budget – innovation !) – based on the

questions in the proposal document !

PROJECT CONCEPT

DESCRIPTION - DRAFT

1

evaluation of and comments on the project from :

your own institution, local or national network contacts, national agency, potential

key partners in other countries, professionals

CONCEPT EVALUATED

1 final version of the project descriptionPROJECT CONCEPT

DESCRIPTION – FINAL

1 support and acceptance from your organization and the management MANAGEMENT COMMITMENT

1

definitions of the roles of different resource persons in the process of writing the

proposals and carrying out the project – partner search, English, budget, project

administration etc.

PROJECT RESOURCES PLAN

1 preparations for writing the pre-proposal and establishing the key partnership ACTION DESIGN

1meeting with the national agency / EC– getting to know one of the consultants personally

NATIONAL AGENCY CONTACT COMMITMENT


2

reading and analyzing the relevant EU documents :

proposals, programme documents, general and annual priorities, papers about the

pre-proposal and partnership procedures

EU PROGRAMME

KNOWLEDGE - SPECIFIC

2

European partner search- get advice from national agency and resource persons

in your network- general : EU and national agency databases and e-mails to

relevant networks- focused : personal mails to specific contacts or organizations

PARTNER SEARCH

2evaluation of the results of the partner search and the comments from potential partners

PARTNER SEARCH EVALUATION

2 definition of the key partnership and outline of the full partnership

- considering the European balances in the partnerships

KEY PARTNERSHIP

ESTABLISHED

2

producing a document for the project partners

- getting information about partners requested in the proposal

- getting information about partner roles, skills, resources for the description of the

partnership

PARTNER INFORMATION

COLLECTED

2describing the key and full partnership

- roles, competencies, balances, specific resources, specific tasks PARTNERSHIP DESCRIBED

2 letters of intent from the partners PARTNERS’ LETTER OF

INTENT COLLECTED

2 the coordinating partner writes the first version of the pre-proposal PREPROPOSAL - DRAFT

2 the pre-proposal is discussed among the key partners PREPROPOSAL PARTNER

DIALOGUE

2 evaluation of the comments from the key partners PREPROPOSAL EVALUATION

3 months roadmap for project submission (operational phase)


3full description of the partnership, roles, tasks, general and specific project

competencies

EU PROGRAMME

KNOWLEDGE - SPECIFIC

3

the coordinating partner produces the two key elements for the final proposal

- phase based and detailed work plan for the project

- detailed project budget, supporting this work plan

(specified as to partners and to activities)

FULL PROJECT WORKPLAN AND BUDGET PRODUCED -DRAFT

3 final version of the budget is produced BUDGET PRODUCED

3final analysis of the coherence and the internal logic of the project elements – goals, content, activities, resources, budget

ANALYSIS OF THE PROJECT COHERENCE

3all partners should have one week for comments on the final version of the proposal before it is submitted

FINAL PARTNER COMMENTS

3submitting the full proposal, considering the submitting procedure described in the proposal form and in the programme guides

FULL PROPOSAL SUBMITTED

3 months roadmap for project submission (review phase)

Top Tips (I)

� Get familiar with the work-programme and set your own roadmap

� Do not expect results in 2 months time

� Consolidate or establish relations with European counterparts

� Networking = Attend events at the national and EU level

� Structure your offer so as to make your research potential clearly emerge

� Make it easy for the evaluator to select you

� Start your experience as partners in projects co-ordinated by others

� You’ll be seen as far away partners = you must have a + to be preferred to others

� Seek advice from those who have experience

� Subscribe to on line partner search engines

Top Tips (II)

� Novelty

� Get the practicalities done as soon as possible

� Find the right partner for the right activity

� Balance your budget

� Do not write too much

� Do not write too less - have concluding remarks at the end of each section

� Do not expect the evaluator are top experts in the field you are focusing on

� Do consider the Commission as a customer

� Be precise and clear in you plan of activities

� Select the right instrument

� Have a clear project outline

� Find the right acronym

� Time scheduling

The proposal

Formal eligibility

Technical and

financial eligibility

PART A

PART B

Proposal structure depends on the funding scheme

(instrument), sections are not always exactly the same!

The proposal: Part A

— A1: Summary

� Acronym and title, Duration, addressed Call, Activity Code,

ABSTRACT, similar proposals/contracts can be filled by the

Coordinator only

— A2: Participants

� N°, Legal name, short name, contact info, Non-profit / Public /

Research org., NACE, SME, Dependencies, contact person + info can be filled by each participant

— A3: Budget will be justified later

� ICPC, Lump sum meth., Type of activity, Personnel, Sub-contr.,

Other costs, Max reimbursable costs, Req. EC contribution, Total

receipts can be filled by the Coordinator only

Proposal Part A

(online)

• A1– Title, acronym, objective etc.

– free keywords

– 2000 character proposal abstract

– previous/current submission (in FP7)

• A2 (per participant)– Legal address/administrator address/R&D address

– Clear identification as SME/Public body/Research centre/ Educ. establishment

– Proposer identification code PIC (later calls)

• A3– More cost details (direct/indirect costs distinguished)

53

A1 SUMMARY Topics called

Recycling CIP-EIP-2008.4.06

Waste management and end of life management

CIP-EIP-2008.4.14

Construction sector CIP-EIP-2008.4.02

Food and drink sector CIP-EIP-2008.4.04

Eco-label CIP-EIP-2008.4.11

Eco-design CIP-EIP-2008.4.08

Integrated product policy CIP-EIP-2008.4.09

SMEs green business CIP-EIP-2008.4.15

Green services CIP-EIP-2008.4.12

54

A1 SUMMARY Topics called

Environmental management systems CIP-EIP-2008.4.16

Chemical sector CIP-EIP-2008.4.03

Manufacturing CIP-EIP-2008.4.05

Metal processing CIP-EIP-2008.4.07

Bio-based products CIP-EIP-2008.4.10

Financing mechanisms and risk assessment CIP-EIP-2008.4.13

Eco-innovation networking CIP-EIP-2008.4.17

All industrial sectors CIP-EIP-2008.4.01

B1 Summary

• Please give a short and precise summary of your proposal (maximum 1 page). It should be coherent

• with the abstract presented in Part A, Form A1 "Summary" (online form). Please cover all three listed

issues:

• Specific Objectives

• Description of the proposed solution and summary of the

work programme

• Major outputs and results (including main result

indicators)

B2 Technical description including the state of development

Describe your proposed solution (maximum 4 pp) covering all the listed issues:

• Description of the technology, product or process including its innovation aspects

• Description of any preparatory research or previous tests

in real-life (and their results)

• Similar or comparable solutions on the market, existing

competitors

• Description of possible technical and economic risks

• Issues of Intellectual Property Rights (IPR), existing, requested or planned patents

B3 Overview on the market and relevant framework conditions

This chapter should explain the features of the market you intend to enter with your solution (maximum 3 pp). In case you have already undertaken preparatory market analyses, you can report the results here.

• Describe also legal and policy frameworks, which might affect the implementation of your solution.

• Please cover all listed issues:

• • Potential market size for uptake

• • Identified market barriers to the proposed solution

• • Market demand and/or results of market analyses

• • Legislative/ policy frameworks in participating countries/ EU

• • Potential for job creation

B4 Exploitation of the action

In this chapter you should focus on the exploitation of your action, including the time during and after the project duration (maximum 2 pp). Explain who are the essential target groups and key actors, who you plan to address and involve in the action or on whom you might depend upon. If you have already elaborated a market strategy or business plan, you can describe it here.

Describe the potential and conditions for transferability and replication of the proposed solution, e.g. to other parts of the EU or to other sectors. Explain which measures you foresee to pro-actively encourage this transfer and to

ensure a European visibility of your action.

Please cover all listed issues:

• Target groups and key actors

• Marketing strategy / business plan

• Transferability and replication potential

• Exploitation and dissemination of the project during and after the project duration

B5 Objectives – Results – Impacts of the Action

Please elaborate on every individual bullet point separately (maximum 4 pp including the table).

•Environmental sustainability: Please describe which objectives you set yourself in terms of expected results and environmental impacts of your project, during and after the project's lifetime.Also describe, how your action will contribute to reaching these objectives. It is important to mention the baseline or starting point, for example in comparing your solution with existing solutions on the market.

•Economic sustainability (incl. cost-benefits): Please describe which objectives you set yourself interms of expected results and economic impacts of your project, during and after the project'slifetime. Also describe, how your action will contribute to reaching these objectives. It isimportant to relate this to the existing market and to the potential market for uptake that you havedescribed under B3.

• Performance indicators (including environmental and economic indicators): Please complete thetable below trying to give an estimation of the results and impacts of your project in quantitative terms as much as possible. Include savings that you expect to achieve through your project as compared to traditional processes/materials/technologies etc. or as compared to the national average of the impact in question.

B6 Rationale for the Composition of the Consortium and Co-financing

Partecipant N.

Participant name

Participant

short name

Country

Code

Main Role in Consortium

1 (CO)

2 (CB)

3 (CB)

etc.

The numbering and names of the participants should be the

same as those used in Part A and Part C.

CO: Co-ordinator, CB: Co-beneficiary

B7 European Added Value

It should explain, what the added value of your project is for the European Community, being carried out on the European level (compared to a series of local, regional or national actions, maximum 1 page).

Explain the EU dimension of the market barriers that you will tackle, and why you have selected the countries/regions that are participating in the project.

Finally, explain the envisaged impacts on the competitiveness of the European economy.

Cover the following issues:

• Benefits of addressing the subject of the proposal at European level,

• EU dimension of the market barriers to be tackled,

• Contributions of the project to improve the competitiveness of EU economy.

B8 Work Programme

Please use maximum 2 pages to give an overview on the whole project, concerning its work programme. Elaborate on each of thefollowing bullet points separately:

• Rationale and structure of your work programme: Explain briefly the rationale and structure of the work programme (main project phases, work packages, logics and links between work packages, the methodology applied) and how it will lead to achieving the objectives of the proposed action.

•List the critical moments where the project could fail and describe contingency plans.

• Please provide a diagram summarising and illustrating the logic of your work programme.

B6 Rationale for the Composition of the Consortium and Co-financing

Partecipant

N.

Co-financing source Explanation / Reasons

1 (CO)

2 (CB)

3 (CB)

etc.

Part B: Work package description

Objectives

How will you achieve the objectives? TASKS

WP n°Title

Activity type

Person-months per participant

Deliverables and month of delivery

NOTE – NO milestones here!

Start date

Part B: GANTT chart

Work PackagesDeliverables and

Milestones

Duration of WP

activities

Project duration: M1, M2, M3…

B9 Description of each participant (Selection criteria)

Elaborate on each individual bullet point separately:

• Description of the organisation:

• Describe all participating organisations and focus on the aspects that are relevant for this proposal.

• Maximum 1/2 page per organisation.

• Relevant experience of the key personnel proposed to work on this action

• Describe the key personnel in the participating organisations with a focus on their skills and experience related to and needed for this proposal. Use maximum 1 paragraph per person and not more than 1 page per organisation. As you will not submit any full CVs, this will be crucial information to assess the suitability of the project team to undertake the action, which constitutes a selection criterion.

— Direct costs are directly accountable to the project activities

� Personnel

� Travel and subsistence

� Sub-contracting

� Other costs…

— Overheads are indirect, structural costs that an organisation has to bear in order to carry out the project activities

� i.e.: electricity, paper, ink, PC, printers, etc.

� Costs of certificates on financial statements. Certificates on financial statements are requested at the end of the action in case the total eligible budget for the respective participant exceeds € 300.000. Public bodies or international organisations do not have to provide certificates on financial statements.

Budget: Eligible costs

Budget: NO eligible costs

The following list contains indications on costs which would not be considered eligible:

• return on capital;

• debt and debt service charges;

• provisions for losses or potential future liabilities;

• interest owed;

• doubtful debts;

• exchange losses;

• VAT, unless the beneficiary can show that he is unable to recover it;

• costs declared by a beneficiary and covered by another action or work programme receiving a Community grant;

• excessive or reckless expenditure;

• in-kind contributions;

• land remediation costs, which are subject to the polluter-pays principle;

• land purchase or any other related costs;

• studies not specifically addressing the objectives stated in the proposal;

• investments in major infrastructure or investments, as long as they are not directly linked with the

innovative action, and activities already confirmed on an industrial scale

• research activities.

• Follow closely the structure for Part B (headlines, tables etc.) given in the

application form.

• Proposals should be precise and concise, and must follow exactly the

structure described in the application forms. The forms are designed to

correspond to the evaluation criteria which will be applied.

• Remember to keep to maximum page lengths where these are specified. It is

in your interest to keep your text concise.

• Please bear in mind that your proposal should be self-explanatory and easy to

understand. Its assessment will be based on your descriptions, not taking into

account any information elsewhere (e.g. on websites etc.)

• Ensure that you (and all participants) have read closely the call for

proposals.

• Ensure that information in all three parts of the application (A, B and C) is

consistent.

• Given the budget available for this call (~€ 28 mio), a typical project would

request about € 700.000 co-funding from the European Commission, of course

depending on the action planned.

Some practical tips

Leave yourself enough time

The greatest cause of ineligible proposal during last CIP

proposals was to late arrival:

• 90% of proposal were submitted in the last 2 days

• 77% of proposal were submitted in last day

• 33% of proposal were submitted in the last hour

“Learning from practical experiences ”

Thank you!

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