Information Society TechnologiesInformation Society Technologies

Proposal submission in IST – Five Proposal submission in IST – Five golden rulesgolden rules

Research Infrastructures/Research networking testbedsResearch Infrastructures/Research networking testbeds

Information DayInformation Day

Brussels – 26Brussels – 26thth May 2005 May 2005

WorkprogrammeWorkprogrammeDescribes in detail the work requestedDescribes in detail the work requested

Call textCall textGives the main legal conditions of the callGives the main legal conditions of the call

Guides for proposersGuides for proposersExplains how to write a proposalExplains how to write a proposal

EPSS manualsEPSS manualsExplains how to submit a proposal electronicallyExplains how to submit a proposal electronically

Guidance notes for evaluatorsGuidance notes for evaluatorsExplains how your proposal will be evaluatedExplains how your proposal will be evaluated

All available from http://www.cordis.luAll available from http://www.cordis.lu

Sources of informationSources of information

Choose the right instrument for your idea !Choose the right instrument for your idea !Integrated Infrastructure InitiativesIntegrated Infrastructure Initiatives

Integrated projectIntegrated projectSpecific targeted research project (STREP)Specific targeted research project (STREP)

Network of excellenceNetwork of excellenceCoordination actionCoordination action

Specific support actionSpecific support action

Rule no. 1Rule no. 1

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

Target audienceTarget audience: Industry (incl. SMEs), research institutions. : Industry (incl. SMEs), research institutions. Universities – and in some cases potential end-usersUniversities – and in some cases potential end-users

Typical durationTypical duration: 36-60 months: 36-60 months

Optimum consortiumOptimum consortium: 10-20 participants: 10-20 participants

Total EU contributionTotal EU contribution: €4-25m (average around €10m): €4-25m (average around €10m)

Flexibility in implementation: Yearly update of workplan, Flexibility in implementation: Yearly update of workplan,

possibility for competitive calls for enlargement of consortiumpossibility for competitive calls for enlargement of consortium

Integrated projectsIntegrated projects

Scale of ambition is limited, reflected in limited activities, duration, Scale of ambition is limited, reflected in limited activities, duration,

size of consortium more typical of a STREPsize of consortium more typical of a STREP

Goals are ambitious. The proposers include key industry players. Goals are ambitious. The proposers include key industry players.

A full range of activities covering a substantial part of the A full range of activities covering a substantial part of the development chain is envisaged. Broad industry sector impact is development chain is envisaged. Broad industry sector impact is foreseen. SME participation has been sought/achieved. foreseen. SME participation has been sought/achieved. Effective project management plans are in placeEffective project management plans are in place

Integrated projectsIntegrated projects

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

Target audienceTarget audience: Industry incl. SMEs, research institutes, : Industry incl. SMEs, research institutes, universitiesuniversities

Typical durationTypical duration: 18-36 months: 18-36 months

Optimum consortiumOptimum consortium: 6-15 participants: 6-15 participants

Total EU contributionTotal EU contribution: €0.8-3m (average around €1.9m): €0.8-3m (average around €1.9m)

Fixed workplan and fixed partnership for the durationFixed workplan and fixed partnership for the duration

Specific targeted research projectsSpecific targeted research projects

The work is unoriginal, not scientifically and technically The work is unoriginal, not scientifically and technically

excellentexcellent

A well-focused and well-planned research project by capable A well-focused and well-planned research project by capable

partners which will extend the state-of-the-artpartners which will extend the state-of-the-art

Specific targeted research projectsSpecific targeted research projects

PurposePurpose: Durable integration of participants’ research : Durable integration of participants’ research activitiesactivities

Target audienceTarget audience: research institutions, universities, Mainly : research institutions, universities, Mainly indirectly: industry – through governing boards etc indirectly: industry – through governing boards etc

Typical durationTypical duration: 48-60 months (but indefinite integration!): 48-60 months (but indefinite integration!)

Optimum consortiumOptimum consortium: 6-12 participants: 6-12 participants

Total EU contributionTotal EU contribution: €4-15m (average around €7m): €4-15m (average around €7m)

Flexibility in implementation: Yearly update of workplan, Flexibility in implementation: Yearly update of workplan,

possibilities for enlargement of consortiumpossibilities for enlargement of consortium

Networks of excellenceNetworks of excellence

Proposal for ad hoc co-operation between organisations for a Proposal for ad hoc co-operation between organisations for a

specific purpose - no evidence of durable integrationspecific purpose - no evidence of durable integration. The . The participants are going to continue to work as they have participants are going to continue to work as they have always done with no significant changes of structures, always done with no significant changes of structures, portfolios and organisationsportfolios and organisations

The research area is fragmented and would gain in excellence The research area is fragmented and would gain in excellence

by re-structuring; by re-structuring; andand all the participants intend to undertake all the participants intend to undertake a major effort to re-structure and re-organise the way a major effort to re-structure and re-organise the way research in the area is carried out in Europe and establish research in the area is carried out in Europe and establish durable integration of their research capacitiesdurable integration of their research capacities

Networks of excellenceNetworks of excellence

PurposePurpose: Co-ordination of research activities: Co-ordination of research activities

Target audienceTarget audience: Research institutions, universities, industry : Research institutions, universities, industry incl. SMEincl. SME

Typical durationTypical duration: 18-36 months: 18-36 months

Optimum consortiumOptimum consortium: 13-26 participants: 13-26 participants

Total EU contributionTotal EU contribution: €0.5-1.8m (average around €1m): €0.5-1.8m (average around €1m)

Fixed overall workplan and partnership for the durationFixed overall workplan and partnership for the duration

Coordination actionsCoordination actions

The work is “stand alone”, it doesn’t involve real cooperation The work is “stand alone”, it doesn’t involve real cooperation

and networkingand networking

The added value of coordinating the activities isn’t evident, or The added value of coordinating the activities isn’t evident, or it isn’t to the benefit of IST/RIit isn’t to the benefit of IST/RI

Clear added value to IST/RI. Projects/activities to be Clear added value to IST/RI. Projects/activities to be

coordinated are ongoing, they are doing quality work and coordinated are ongoing, they are doing quality work and their motivation to participate is cleartheir motivation to participate is clear

Coordination actionsCoordination actions

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

Target audienceTarget audience: Research organisations, universities, : Research organisations, universities, industry incl. SMEindustry incl. SME

Typical durationTypical duration: 9-30 months: 9-30 months

Optimum consortiumOptimum consortium: 1-15 participants: 1-15 participants

Total EU contributionTotal EU contribution: €0.03-1m (average around €0.5m): €0.03-1m (average around €0.5m)

Fixed overall workplan and partnership for the durationFixed overall workplan and partnership for the duration

Specific support actionsSpecific support actions

While it may be worthwhile in other respects, there is no While it may be worthwhile in other respects, there is no

evident benefit to the objectives of IST/RI as described in evident benefit to the objectives of IST/RI as described in the Workprogrammethe Workprogramme

The proposal is for a research or a cooperation activityThe proposal is for a research or a cooperation activity

A well-planned support action with clear and achievable aims A well-planned support action with clear and achievable aims

which directly supports the work of IST/RIwhich directly supports the work of IST/RI

Specific support actionsSpecific support actions

IP/IIP/I33 NoE STREP CA SSA NoE STREP CA SSA

ReleRelevancevance X X XX XX XX XX

PotePotential impactntial impact X X XX XX XX XX

Scientific & tech excellenceScientific & tech excellence X X XXDegree of integration & the JPADegree of integration & the JPA XXQuality of the coordinationQuality of the coordination XXQuaQuality of the support actionlity of the support action XX

Quality of the consortiumQuality of the consortium X X XX XXExceExcellence of participantsllence of participants XX

Quality of managementQuality of management X X XX XX XXOrgaOrganisation and managementnisation and management XX Mobilisation of resourcesMobilisation of resources X X XX XX XX

Roles and definitions - Evaluation criteriaRoles and definitions - Evaluation criteria

Score consistently high marks on all criteria !Score consistently high marks on all criteria !

1.1. Divide your effort over the evaluation criteria. Don’t Divide your effort over the evaluation criteria. Don’t neglect any part of your proposalneglect any part of your proposal

2.2. Make it Make it easyeasy for the evaluators to give you high for the evaluators to give you high marks. Don’t make them work at it !marks. Don’t make them work at it !

Don’t write too little; cover what is requested Don’t write too little; cover what is requested Leave nothing to the evaluators’ imagination Leave nothing to the evaluators’ imagination Don’t write too muchDon’t write too much Don’t leave them to figure out why it’s good, tell Don’t leave them to figure out why it’s good, tell

them why it’s goodthem why it’s good

Rule no. 2Rule no. 2

Remember every half-mark will count !Remember every half-mark will count !

Think of the finishing touches which signal quality work:Think of the finishing touches which signal quality work:in content in content Part B sections directly reflect the evaluation criteriaPart B sections directly reflect the evaluation criteria ethical issues ethical issues

in presentation in presentation clear languageclear language well-organised contents well-organised contents useful diagrams and summary tablesuseful diagrams and summary tables no typos, no inconsistencies, no obvious paste-ins, no no typos, no inconsistencies, no obvious paste-ins, no

numbers which don’t add up, no missing pages ……..numbers which don’t add up, no missing pages ……..

Rule no. 3Rule no. 3

Use the Guidance notes for evaluators !Use the Guidance notes for evaluators !

1. Give the Guidance notes and your draft proposal to 1. Give the Guidance notes and your draft proposal to experienced colleaguesexperienced colleagues

2. Then re-write your proposal following their 2. Then re-write your proposal following their recommendationsrecommendations

Rule no. 4Rule no. 4

Succeed with submission !Succeed with submission !

Two ways to prepare your proposalTwo ways to prepare your proposal

““Online preparation” - on our server using your normal Online preparation” - on our server using your normal Internet accessInternet access

““Offline preparation”- on your own PC using our EPToolOffline preparation”- on your own PC using our EPTool

But always online submissionBut always online submission

Rule no. 5Rule no. 5

1. On the Call page, the coordinator registers for the 1. On the Call page, the coordinator registers for the correct correct instrumentinstrument, and obtains coordinator and partner user ids , and obtains coordinator and partner user ids and passwords by return emailand passwords by return email

2.2. Consortium completes the Part A on our server, accessed Consortium completes the Part A on our server, accessed from our Cordis websitefrom our Cordis website

Coordinator completes the A1 and A3 formCoordinator completes the A1 and A3 form Each partner completes his own A2Each partner completes his own A2

3. Coordinator prepares the Part B on his own PC using the 3. Coordinator prepares the Part B on his own PC using the (.rtf) template provided(.rtf) template provided

Finally saved as .pdf fileFinally saved as .pdf file

4.4. The coordinator uploads his Part B to our server, joining the The coordinator uploads his Part B to our server, joining the existing Part A, and signals his proposal is now complete existing Part A, and signals his proposal is now complete by pressing the submit buttonby pressing the submit button

5. Coordinator receives an email confirming submission5. Coordinator receives an email confirming submission

Online preparation (recommended)Online preparation (recommended)

Each new submission of your proposalEach new submission of your proposal

over-writes the previous one !over-writes the previous one !

Make a trial submission several days in advance, so you Make a trial submission several days in advance, so you practice the procedure and have plenty of time to correct practice the procedure and have plenty of time to correct any problemsany problems(You can make a trial submission of a partly-written proposal : error (You can make a trial submission of a partly-written proposal : error messages about missing fields or partners do not block submission!)messages about missing fields or partners do not block submission!)

Submit a refined version of your proposal each day in the Submit a refined version of your proposal each day in the last days of the calllast days of the call

Aim to submit your final version at mid-day on the last Aim to submit your final version at mid-day on the last dayday

Plan for a successful submissionPlan for a successful submission

Registering for the wrong instrumentRegistering for the wrong instrument Registering for the wrong call Registering for the wrong call Confusing online and offline preparationConfusing online and offline preparation

If you make a registration error, just abandon these If you make a registration error, just abandon these passwords and register againpasswords and register again

Virus infected filesVirus infected files Excessively long files (> 10Mb)Excessively long files (> 10Mb) Providing a Part B as other than a .pdf fileProviding a Part B as other than a .pdf file

Your submission will be refused, you will be asked to Your submission will be refused, you will be asked to correct the problem and try againcorrect the problem and try again

EPSS - Errors and problemsEPSS - Errors and problems

Incomplete/unreadable Part BsIncomplete/unreadable Part Bs

We can only evaluate as much as we can read…..We can only evaluate as much as we can read…..

Delegating the task of submission Delegating the task of submission Failing to press the “submit” buttonFailing to press the “submit” button Leaving submission till the last minute !Leaving submission till the last minute !

EPSS - Errors and problemsEPSS - Errors and problems

ManualsManualshttp://www.cordis.lu/fp6/find-doc.htm#userguideshttp://www.cordis.lu/fp6/find-doc.htm#userguides

EPSS HelpdeskEPSS Helpdesksupport@epss-fp6.orgsupport@epss-fp6.org

tel + 32 2 233 3760tel + 32 2 233 3760

EPSS helpEPSS help

Commission contact person for each objective open Commission contact person for each objective open in callin call

link from call page on Cordislink from call page on Cordis

A help desk for proposers´ questions A help desk for proposers´ questions ist@cec.eu.int tel +32 2 296 8596ist@cec.eu.int tel +32 2 296 8596

A network of National Contact PointsA network of National Contact Points http://www.cordis.lu/ist/ncps.htmhttp://www.cordis.lu/ist/ncps.htm

Idealist partner search serviceIdealist partner search service http://http://www.ideal-ist.netwww.ideal-ist.net

Other support services listed in the Guides for Other support services listed in the Guides for proposersproposers

General help and adviceGeneral help and advice