GuideEN Projet Europeen 2011

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We thank you for having ordered the 2014 Guideline for European Project Leaders, 16th edition.

Since January 1st, the new programming stated by the European Commission has been implemented for a 7-year cycle. For 2014-2020, the EU pursue a policy of consolidation of funding programmes initiated during the previous programming; however this does not imply a decrease of opportunities!

As you will see, the European funding programmes relevant for your organisations pro-jects are still very numerous.

As we write these lines, all the European Commission DGs have not published their work-plan for 2014 yet, however this guide will help you anticipate future funding opportunities. Do not hesitate to follow the publication of the new calls for proposals on www.welco-meurope.com site.

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TABLE OF CONTENTSTHE PROJECT LEADERS JOURNEY IN 3 STEPS

STEP 1 : PREPARE YOUR PROJECT

CHAPTER 1 2014-2020: 960 billion for a Smart, Sustainable, and Inclusive Growth 1

CHAPTER 2 Define a solid and pertinent project 9

CHAPTER 3 Notions of results, output, deliverables and impact 13

CHAPTER 4 Understand the expectations of the European Commission 15

CHAPTER 5 Understand how the programmes work 19

CHAPTER 6 Identify the relevant programme 27

CHAPTER 7 Set up a monitoring system 31

CHAPTER 8 The project participants 33

CHAPTER 9 Formalise the network of partners 41

CHAPTER 10 Consortium Agreement 45

STEP 2 : FORMALISE YOUR APPLICATION

CHAPTER 11 Reference documents 49

CHAPTER 12 Read and analyse a call for proposals 53

CHAPTER 13 The application 55

CHAPTER 14 The budget 61

CHAPTER 15 Streamline the application writing 67

CHAPTER 16 Appendices to the application file and the check-list 69

CHAPTER 17 Schedule and structure the project 71

CHAPTER 18 Assessment and selection of your project by the European Commission 75

CHAPTER 19 The grant agreement and possible amendments 81

STEP 3 : IMPLEMENT AND MANAGE YOUR FUNDED PROJECT

CHAPTER 20 Reporting of projects funded by the European Commission 85

CHAPTER 21 Visibility of the EUs support, advertising obligation 91

CHAPTER 22 The checks 93

CHAPTER 23 Project monitoring 97

CHAPTER 24 Create an evaluation system 101

CHAPTER 25 The project leaders kit and tools 105

CHAPTER 26 Manage your finances during the grant period 111

CHAPTER 27 Financial monitoring 115

CHAPTER 28 Lobbying for projects and cooperation with European netwoks 119

Appendice 121

Step 1 - prepare your project

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- The 2014 Guidelines For european projecT leaders -Welcomeurope 2000 - 2014

- WWW.Welcomeurope.com - euroFundinG 2014 -

1. Europe 2020 strategy

2. The multiannual financial framework 2014-2020

3. The intercommunity programmes

4. The thematic and geographic external cooperation programmes

5. Structural funds

CHAPTER 1

2014-2020: 960 bIllION FOR A SmART, SUSTAINAblE, AND INClUSIvE GROwTh

1. Europe 2020 strategy

Europe 2020 strategy sets the common objectives for all the European funding pro-grammes focusing on smart, sustainable and inclusive growth. Europe 2020, that follows the Lisbon strategy, is addressed to overcome the current crisis. Adopted in 2010, this strategy aims at funding the EUs economy on knowledge and innovation and making it low-carbon and resource-efficient as well as establishing high employment rate that contributes to social and territorial cohesion.

To achieve this growth strategy, seven flagship initiatives and five headline targets to measure progress that the European Union should achieve in these key areas by 2020, have been defined.

STEP 1 : PREPARE YOUR PROjECT

2- The 2014 Guidelines For european projecT leaders -Welcomeurope 2000 - 2014



Summary table of the 2020 strategy

2. The multiannual financial framework 2014-2020

Budget allocation in 2014 55 883 million for sustainable growth and natural resources (Common agricultural

policy-CAP, Rural development-EAFRD, European Maritime and Fisheries Fund -EMFF, Life)

44 678 million for economic, social and territorial cohesion (ESF, EAFRD, Cohesion fund, Youth Employment Initiative )

15 605 million for competitiveness for growth and jobs (funding programmes Hori-zon 2020, COSME, Erasmus+, Galileo, Copernicus, ITER, Connecting Europe Facility)

7 854 million for external relations (Neighbourhood Policy, pre-accession, humanita-rian aid, development cooperation)

2 053 million for security and citizenship (Asylum and Migration, Rights and Ctizenship, Creative Europe, Europe for citizens, Food safety, Health for growth )

8 245 million for administration and compensation.

3. The intercommunity programmes

Most existing funding programmes are renewed for seven years. For 2014-2020, the Eu-ropean Commission has pursued a policy of consolidation of programs initiated during the previous programming, both in the field of Research and Innovation with Horizon

On 1 January 2014, a new programming EU funding started for a 7-year cycle with a budget of 960 billion. In 2014, the EU plans to spend 142.6 billion.

5 EU targets : Implemented by States at the national level

Seven flagship initiatives

75% of 20-64 year-olds employed3% of the EUs GDP invested in R&D/inno-vation20-20-20 : environmental targets for EU climate and energy package: 20 % green-house gas emissions ; 20% of energy from renewable sources; 20% in energy efficiencySchool drop-out rates < 10%; 40% of 30-34-year-olds completing third level edu-cation20 million fewer people in or at risk of po-verty and social exclusion

Smart growth Digital agenda for Europe Innovation Union Youth on the move

Sustainable growth Resource efficient Europe An industrial policy for the globalisation

era

Inclusive growth An agenda for new skills and jobs European platform against poverty




Focus on Erasmus+Erasmus+ is the new EU umbrella programme for education, training, youth and sport from 2014 to 2020. With 14.7 billion to Erasmus+, the EU increases very significantly - by 40% - funds spent on education and training. The objective is to increase by 50% the number of mobilities compared to the previous period (two thirds of the budget).Erasmus+ includes the following programmes: Erasmus, Leonardo da Vinci, Come-nius, Grundtvig, Youth in Action) and five international programs (Erasmus Mundus, Tempus, Alfa, Edulink and cooperation programs with industrialized countries). For the first time, sports activities will be supported (social inclusion, fight against do-ping, intolerance and discrimination). Finally, a European Student Loan Guarantee Facility is designed to support Master students who go abroad to study.

Focus on Horizon 2020This framework program dedicated to research and innovation, with 70.2 billion in 2014-2020, is the flagship initiative of the EU for this new programming. It includes the FP, Euratom, actions for innovation from the competitiveness and innovation framework program-CIP and the European Institute of Innovation and Technology, EIT. This framework program is divided into three priorities: Excellence Science, Industrial leadership, Societal challenges. It should be noted that access to these funds will be facilitated by faster allocation decisions and simplified cost models.

2020, in the field of education with Erasmus+ or in the social policy and employment with the Program for Employment and Social Innovation (EaSI). This new programs also want to facilitate and simplify access to EU funding to make them accessible to the grea-test number of stakeholders and accelerate payments to beneficiaries.




Summary table of the main intercommunity programmes

2014-2020Programmes

2007-2013Programmes

Provisional budget

Majormodifications

Asylum and Mi-gration Fund

Grouping six financial instruments managed by DG Internal Affairs: the European Fund for the Integration of third-country nationals

European Refugie Fund External borders Fund European Return Fund Programme Preven-

tion of and fight against crime

Programme Preven-tion, Preparedness and Consequence Manage-ment of Terrorism and other Security and Sa-fety Related Risks

3 137,42million

(subject to the adoption)

Internal Security Fund

3 764,23 million

(subject to the adoption)

Connecting Europe Facility (CEF)

Trans-European transport, energy and digital networks :TENT-TTEN-EINFSO

21 936,76 million

Project bond is an intergral part of the programme easing the mobi-lisation of private funds and enabling the use of innova-ting financial ins-truments such as Risk Sharing Fi-nance Facility and Loan Guarantee instrumentet.

Consumer Pro-gramme

Consumer Policy188,83 million(subject to the

adoption)




2014-2020Programmes

2007-2013Programmes

Provisional budget

Majormodifications

COSMEProgrammefor theCompetitiveness of enterprises and SMEs

CIP/PIE 2 298,24 million

Three target groups :Entrepreneurs, Member country authorities and citizens desiring an independent status

Creative Europe Programme Culture Programme MEDIA

1 462,72million

Customs 2020 Douanes 2013547,3 million (subject to the

adoption)

EaSIEmployement and socialInnovationProgramme

Groupes 3 programmes : Progress EURES Microfinance facility

(Progress)

919,47 million

Microfinance facility as tool for micro-entrepreneur start-ups

EURES: only transnational acti-vities. National and cross-boarder acti-vities are financed by the ESF

Erasmus+

Grouping Lifelong lear-ning and apprenticeship programmes (LLP Erasmus, Lonardo, etc.), Erasmus Mundus, Tempus, Alfa and Edu-link programmes, Youth in Action programme and cooperation pro-grammes with industria-lised countries.

14 774,52 mil-lion

Three types of ac-tion are supported : Individual mobility Cooperation and

Innovation Reform of educa-

tional systems Three proposed components : Education and

training Sport (major

innovation) Youth




2014-2020Programmes

2007-2013Programmes

Provisional budget

Majormodifications

Europe for the Citizens

Europe for the Citizens 185,47 million (subject to the adoption)

Fiscalis 2020 Fiscalis 2013 234,3 million (subject to the adoption)

Health for Growth

Public Health 449,39 million (subject to the adoption)

Horizon 2020

Programme grouping :FP7 CIP (IEE/ICT/Eco-in-

novation)

79 401,83 million

A common set of regulation

Reducing admi-nistrative burdens

Integration of research and Innovation

Refunding rate could reach 100%

JusticeProgramme

Civil Justice Criminal Justice Daphn III Programme Drug

prevention and public information

Sections Anti-discri-mination and diver-sity and Gender equality of the PRO-GESS programme

377,60 million (subject to the

adoption)

Rights and Citizenship Pro-gramme

439,47 million (subject to the

adoption)

LIFE LIFE+3 456,66

million

New sub-pro-gramme Action for Climat

Integrated pro-jects

Youth employ-ment initiative

New initiative

3 211,22million

+ 3 billion from the ESF

supporting young people not in edu-cation, employment or training in the Unions regions with a youth unemploy-ment rate > 25 %




4. The thematic and geographic external cooperation programmes

Budget allocations support the European Commissions new approach - the Agenda for Change- to focus EU aid in fewer sectors supporting democracy, human rights and good governance and creating inclusive and sustainable growth.Under the new principle of differentiation, the EU will allocate a greater proportion of funds where aid can have the highest impact: in the regions and countries that are most in need, including in fragile states. One of the major innovations and a key external policy tool is the new Partnership Ins-trument. It will allow the EU to pursue agendas beyond development cooperation with industrialised countries, emerging economies, and countries where the EU has signifi-cant interests.

Note: The thematic programmes of development cooperation are simplified and reduced to three: Global public goods and challenges, Civil Society Organisations and Local Authorities and Pan-African programme.

Summary table of external cooperation programmes

Pre-accession instru-ment (IPA2)

Pre-accession instrument (IPA1) 14,110 million

European Neighbou-rhood Instrument (ENI)

European Neighbourhood and Par-tnership Instrument (ENPI)

18,182 million

Development Coopera-tion Instrument (DCI)

Development Cooperation Instru-ment DCI)

23,295 mil-lion

Instrument for Green-land

Instrument for Greenland 219 million

European Instrument for Democracy & Human Rights (EIDHR)

European Instrument for Democracy & Human Rights (EIDHR)

1,578 million

Instrument for Nuclear Safety Cooperation

Instrument for Nuclear Safety Coo-peration

631 million

11th European Develop-ment Fund (EDF)

10th European Development Fund (EDF, outside EU Budget )

34,276 mil-lion

Instrument for Stability (IfS)

Instrument for Stability (IfS) 2,829 million

Partnership Instrument (PI)

Partnership Instrument with indus-trialised and other high income countries (PI)

1,131 million

Thematic instruments :Global public goods and challengesCivil society organisations and local authorities




5. Structural funds

Cohesion policy remains the second largest item in the budget of the EU. 325 billion will be allocated to this policy for the 2014-2020 period: 34% of the budget.The Commission has proposed several significant changes on the design and implemen-tation of cohesion policy as encourage integrated programming; reward performance and focus on results; strengthen territorial cohesion and simplify procedures.The ESF and the ERDF have also to include two cross-cutting priorities: Sustainable development; The fight against discrimination / equality between men and women.

Allocation of structural fundsDo not forget that the procedures are implemented at a national level and at a regio-nal level. The European Commission does not interfere in any way with the projects selection.




CHAPTER 2

DEFINE A SOlID AND PERTINENT PROjECT

1. The project basis

Before requesting the Community authorities for financing, you should be able to me-thodically outline a preliminary stage.

This first step is crucial as it allows you: To assess the pertinence of a project in relation to the defined problem and the Euro-pean priorities, To define it right from the beginning in compliance with the structure expected by the European Commission.

This work of outlining the pre-project is not an additional task but is rather the first step in your application, as the key questions that you will answer in your project sheet can be picked up and developed in your application form.

2. The project sheet

The project-sheet shall be no longer than one to three A4-size pages and must answer the main initial questions.

Why?

What is the context of your project (political, legislative, projects already funded in this field)? You shall show your knowledge of the context and the defined problem and then present the legitimacy of your project in this context.What are the works carried out prior to your project? What is the starting point?Which need(s) / identified problem(s) does your project meet?What is your opinion/position on the problem to be solved?

1. The project basis

2. The project sheet

3. The project composition

A preliminary presentation documentThis pre-project shall also give you a brief preliminary presentation document, use-ful during your first contacts with potential partners and co-financers.

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What are its objectives?

A differentiation must be made between two levels of objectives: global objectives (res-ponse to a policy for example or a collective objective such as the Kyoto Protocol) and specific objectives. Specific objectives are those that you would like to achieve within the exact framework of your project. They are therefore bound by a timetable and their execution and results are open to an assessment.

Who does your project address?

What are the direct and indirect targets (groups likely to benefit from your action)?The direct target is the first beneficiary of your action and directly affected by the activi-ties (e.g. trainees of a professional training programme being conducted). The secondary or indirect target shall be affected by the impact on the first target (e.g. colleagues of the trainees who participated in the training programme).Most of the funding programmes aim at improving the situation of a specific group of beneficiaries. It is necessary to be very specific in describing the target groups, to quan-tify them and select consistent actions to act on these target groups.

How?

Which activities should be undertaken to achieve your objectives?This data shall help in breaking down the project into several major steps to be imple-mented through which you shall specify the necessary means (human resources, equip-ment, etc.)Next, you must ask yourself the question about the need to implement all these actions to achieve the fixed objectives.By detailing all the activities needed to be carried out for the project, you will be able to list the required capabilities and thus be in a better position to identify the necessary partners.

With whom?

What are the skills and expertise needed for the project?What do you already have within your organisational structure and in organisations that you have already contacted or that exist in your network?Does the geographic distribution of potential partners correspond to the projects objec-tives (North-South problem, EU27, third countries, etc.)?

Where?

Where the project activities shall be localised?Explain why the selected territory or the scope of actions is legitimate and has a bearing on the project, the target, etc.

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What shall be the results?

What concrete results do you aim at obtaining through this project?It must be possible to measure, view, assess and check the results.Thus, you must think in terms of production or deliverables.Which criteria can be used to measure the success of each action? Try to demonstrate these points with the help of quantitative and qualitative indicators: for example, the number of persons affected by the action, the quality of the knowledge level acquired by the action, etc.

This data should integrate quantitative information (number of editions, number of par-ticipants, etc.).

In a broader sense, a project should be able to make a much larger impact.Demonstrating the potential impact of your project will give an idea on the possible sus-tainability of the project and its scope.

In case of external cooperation projects, we advise you to use the project sheet to out-line your action before formalising the application, but beware: the external cooperation programmes require the use of a logical framework (summarised chart of your project). In accordance with the rules of the logical framework, you must normally identify only one single specific objective.

3. The project composition

A European project has to be well built. It has to meet a global objective and several spe-cific objectives. Each specific objective is achieved by one (or more) activity which gives a tangible and measurable result when carried out. These results are the response to the realisation of the given objective. It is very important to prioritise the objectives in order to show the necessity and relevance of the concrete actions in the project. The impact or outcomes of the project should have a link with the global objective set out when you started thinking about the project.

A first identity to your projectWhile being useful in all your future actions, the project sheet shall also serve you in identifying the correct funding programme. The sheet shall be improved along with the scheduling of your work. A lot of information contained in this sheet can be included in the application form.

Documents

GuideEN Projet Europeen 2011