PROCEDURES FROM IDEA TO PROJECT

Trudy Millenaar

CPN-YAS-PRD – TRAINING SESSIONNdola, 19 – 31 March 2007

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Project idea

Consortium Building

Writing/Submission

Evaluation

Contract negotiations

Project start

Project duration

Project end

2 M

2 M

4-8 M

36-60 M

3 M

PROJECT AND TIME PLANNING

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THE PROJECT IDEA

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THE PROJECT IDEA ….(2)

Is it innovative? Is it in line with the core business of the organisation?Does it require transnational cooperation?What is the EU-added value?Benefits/Challenges/Costs of participating in an EU FP

Project?Sufficient resources to carry out the project activities?

(Coordinator/Partner)Call for Proposals open? Idea in line with the topics of the

workprogramme?

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READING & UNDERSTANDING THE WORK PROGRAMME

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STARTING

Information on CORDIS: http://cordis.europa.eu/fp7/dc/index.cfm

>> Activity areas’ calls >> Health• Call fiche• Work Programme• Work Programme general introduction• Work Programme general annexes• Guide for applicants (funding scheme!)• Rules for participation

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STARTING(2)

• Read the Work Programme and other documents• Learn the rules and accept them, e.g.:

– Budget limitations– Page number limitations

>>>Only ideas that fit the topics of the Work Programme have a chance

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CALL FICHE

• Call identifyer• Date of publication• Deadline! -> eligibility criterium• Indicative budget• Topics called• Evaluation procedure• Timetable• Particular requirements

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TIMETABLE FP7-Health-2007-A

• Publication: - 22 December 2006• Deadline submission: -19 April 2007, 17.00 hrs. Brussels local time• Evaluation: - May – July 2007• Evaluation Summary Report >> project coordinators: - July/August 2007• Invitation letter to successful coordinators:

- July/August 2007• Letter to unsuccessful applicants: - - July/August 2007• Signatures first grant agreements:

- Nov./Dec. 2007

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TARGET YOUR IDEAS

FP7Theme

Research Area

TOPIC

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• Describe on 1/2 page the following– What is the problem?– What are the goals?– What is your innovative solution?– Which resources are necessary

• Contact your NCP with this outline

Goal

Problem

State of the art

Innovation !

PROJECT OUTLINE

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CONSORTIUM BUILDING

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CONSORTIUM BUILDING (2)

A fully integrated and balanced

consortium in line with the projects objectives

Definition of roles in a project

Participation rules (minimum requirements!)

How to find partners / Partner search networks

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• Design your consortium in line with project objectives• Fully integrated and balanced team:

– High scientific excellence – Clear roles: no overlaps, no duplications– Complementarity– Experienced in RTD projects (EU and/or

national/international)– Involvement of SMEs– Involvement of consumer organizations– Different interest in the project, internationality, cultural

framework, etc.

BALANCED CONSORTIUM

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BALANCED CONSORTIUM (2)Text from work programme Health:

HEALTH-2007-A-1.2.3.2-5: Paediatric formulations of drugs against HIV/AIDS, malaria and tuberculosis. Projects should aim at investigating the optimal drugs, drug combinations and drug dosing for paediatric treatment of HIV/AIDS, malaria and tuberculosis in developed and developing countries. Projects are expected to involve industry and relevant stakeholders from public health sectors to foster the development of better treatments and drug formulations for children. Funding scheme: Coordination and Support Action

>>Every partner is part of the puzzle!!

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MINIMUM REQUIREMENTS

• Research projects shall be submitted by a CONSORTIUM consisting of :

– 3 independent participants from 3 different Member states or Associated countries

>>>>Exceptions (CSA and SICA) – always read carefully the call text

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HOW TO FIND SUITABLE PARTNERS?

• Screen your own international contacts • Use the network of National Contact Point (NCP)• Attend information days, brokerage events, etc.• Develop your profile, internet, competence catalogues,

etc.)• Use the available databases for searching potential

partners:– http://cordis.europa.eu/partners-service/– http://irc.cordis.lu/home.cfm– http://www.smesgolifesciences.be/Common/home.asp

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PROPOSAL WRITING

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WRITING PROPOSAL PLAN• Overall Proposal -> Coordinator

• Work Packages -> WP Leaders

• Management -> Coordinator

• Budget -> Coordinator

• Exploitation -> Commercial partners

• Added value of International Cooperation

-> ICPC partners

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THE PROPOSAL• Objectives & Deliverables• Relevance & Impact• Workplan• Organisation, Management & Finance

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OBJECTIVES & DELIVERABLES

•Objectives–Clear Objectives

–Measurable Objectives

–Between 3 to 5 Objectives

•Deliverables–Clear Deliverables

–Measurable Deliverables

–Linked to the Objectives

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RELEVANCE & IMPACT

•Relevance–Why does the project adress the topic

–Why does the project benefit the consumer

–Why does the project benefit the economy

•Impact–Turn theory into practice

–Inform the relevant stakeholders

–Create knowledge with market value

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WORKPLAN

• Divide work in Work Packages with clear goals

• Different activities: Management, Research, Development, Dissemination

• Describe clearly WHAT you will do to achieve YOUR goals.

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ORGANISATION, MANAGEMENT & FINANCE

• Clear rights & responsibilities for each partner

• Clear management structure

• Clear financial plan: budget + cofinancing

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SUBMITTING THE PROPOSAL

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SUBMITTING THE PROPOSAL (2)

• Use the correct forms• Use the Electronic Proposal Submission System (EPSS)

– available 1 month before deadline– Upload all draft documents at least a week before deadline– Upload all final documents in time – Press the SUBMIT button– Respect the DEADLINE

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ELIGIBILITY CRITERIA

• Submission before deadline• Minimum number of participants• Complete proposal• Relation to topic• Requested EC contribution• Requested number of pages

>>>If not, no evaluation!

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EVALUATION

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EVALUATION COMMISSION• Individual, independent expert (from academia, industry)

– Call for experts• No interference of third parties• Extremely scrutinous• Fixed set of evaluation criteria• Minimum of 3 evaluators per proposal

>>>only the very best proposal wins!

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EVALUATION PROCEDURE

• Consensus meeting(s)• Ranking list• Reserve list• Rejection list

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EVALUATORS

• Experts in the field, not experts on your topic• Native language does not have to be English• Up to 4 hours to read a single proposal

>>>be precise, be clear, be brief

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EVALUATION CRITERIACooperation programme:• Scientific and/or technological excellence;• Relevance to the objectives of the specific programmes• Potential impact (through dissemination and use)• Quality management

Threshold per criterium: 3 (out of 5)

Overall threshold: 10

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CONTRACT NEGOTIATIONS

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ONE PROJECT: TWO CONTRACTS

One Contract with the European Commission– Start and end-date of the project– Finances– Description of work– Audit Certificates

One Consortium Agreement with each other– House rules– Decision making process– Distribution of finances– Reporting rules– In case of an argument

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CONTRACT NEGOTIATIONS

• Negotiator is the Project Coordinator• Project budget• Clarification of the workplan• Recommendations in Evaluation Summary Report, potential budget cuts• Provision of Contract Preparation Forms (CPF) of all participants• Guide for contract negotiations

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IN NEGOTIATION….• Provide a lot of additional information• Work out the Consortium Agreement together• Sign CPF forms, Sign Consortium Agreement, Sign Contract

>>>Stick to deadlines!

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PROJECT START

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PROJECT START (2)Kick-off meeting• Official start of the project• All partners present• Scientific Officer of European Commission• Presentation of all Work Packages• Internal Consortium “House rules”• Contract and consortium agreement

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Project idea

Consortium Building

Writing/Submission

Evaluation

Contract negotiations

Project start

Project duration

Project end

2 M

2 M

4-8 M

36-60 M

3 M

PROJECT & TIMEPLANNING

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Thank you for your attention!