CIP Ecoinnovation – how to write a successful proposal


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The slides provide information on proposal drafting (legal aspects, specific conditions) and on the categories of costs that can be co-financed.

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  • 4 ème appel publié (1 er en 2008) Le nombre d’application est allé en augmentant: 50% de croissance d’une année sur l’autre ! 2008: 134 propositions reçues -> 44 cofinancées 2009: 202 propositions reçues -> 45 cofinancées 2010: 287 propositions reçues -> 45/50 cofinancées 2011 ? Approximate project size: 1,4 m € total costs 17% - Un peu moins de 1 projet sur 5 est sélectionné
  • 4 mois pour écrire le projet… il faut commencer maintenant ! Avant mai 2012, aucun coût ne sera éligible
  • Application Pack Guide for Proposers: instructions to fill in the online forms (part 1 and B) EPSS User Guide (online proposal submission tool) Application forms FAQ Financial guidelines
  • Create a clear picture of what you want to do and how = c‘est ce que l‘évaluateur doit pouvoir percevoir rapidement Beyond potentialities : things must really happen !! Business case with clear view on the market already during the development of the project Strategy to reach the market and analysis of the market must be pre-developed in the proposal and fully developed/deepened during the project HOW = through franchising/licensing the technology (letters of intent from potential buyers), which end users, distribution channels? Certification of the new material/industry standard ? Etc… + pilot sites in several countries : upgrading of existing production sites, first industrial production site, pilot sorting line etc Environmental and Economic indicators : x tonnes de déchets en moins, X water saving etc… Ex: Environmental performance : decrease in CO2 emission of XX tonnes / energy savings of XXX GJ / reduction of X T of plastic scrap Economic performance: market share of X% / production capacity of X T ou kg a year / economic gain of X€/T for recycling aluminium fraction etc… cf brochure on current projects
  • Legal documents: declaration of applicants, legal entity sheets, balance sheet, simplified financial statement
  • C‘est ici que vous décrirez le coeur de votre projet. Il décrit le plan d‘action et les tâches envisagées pendant toute la durée du projet. Elles doivent permettre d‘atteindre l‘objectif fixé. GARDER LES OBJECTIFS EN TETE QUAND ON ECRIT LES WP !! Work Packages are the core to describe your action Their structure is pre-defined: Name/ Number/ WP leader/ Duration Roles and contributions of each participant including no. of hours Justification of costs for subcontracting, equipment, other WP overview Tasks Deliverables Ecoinnovation project = 4 à 5 WP
  • Necessary skills : subcontracting if necessary, right specialists in your team, professional know-how, expert boards Estimate appropriate efforts for each partner and each work package throughout the proposal Choice of partners and subcontracting is clearly explained, and their skills fit with the allocation of tasks in the work packages
  • Realistic time planning – account for the time needed for permits (environmental / construction etc) Only costs that have been estimated in the budget will be eligible !
  • Ensure that you have attached the correct files when submitting your proposal
  • State aid Only costs included in the budget
  • Realistic bottom up costing is required ! Must occur during the project and be necessary to achieve the objective Direct staff costs – hourly costs must equal actual salary (from pay slips) + social charges Be sure you can substantiate staff costs (eg: copies of payslips) Other specific cost (not: electricity & gas / means that staff costs shall not refer to secretarial/administrative staff) 7% of the total eligible direct costs for overheads/indirect costs
  • A clear description should be given for each item Durable equipment must be specifically required for the action – no budget for standard office equipment will be accepted Linked with the innovative action: seuls les coûts liés à l’action innovante sont éligibles. Par ex, si le projet prévoit de construire un nouveau centre de tri, seuls les components/lignes de production liées à l’innovation seront éligibles Depreciation : (A/B) x C x D A = Period of months used for the action B = total period of depreciation (in month) C – Actual cost or value D - % of usage of the equipment for the action
  • CIP Ecoinnovation – how to write a successful proposal

    1. 1. How to write a successful proposal? PLACE PARTNER ’ S LOGO HERE European Commission Enterprise and Industry
    2. 2. Outline <ul><ul><li>Key elements on the 2011 call </li></ul></ul><ul><ul><li>How to write a proposal ? </li></ul></ul><ul><ul><li>What cost can be cofinanced ? </li></ul></ul><ul><ul><li>Get support </li></ul></ul>PLACE PARTNER ’ S LOGO HERE
    3. 3. The 2011 call in a snapshot
    4. 4. <ul><li>2011 budget: 36.000.000 € </li></ul><ul><li>About 1,4 m € total costs per project </li></ul><ul><li>50% co-financing </li></ul><ul><li>2010: 45/50 projects selected out of 287 </li></ul>Budget
    5. 5. Timetable <ul><li>Deadline for submission: 08.09.2011 (17:00 – Brussels time) </li></ul><ul><li>-> 4 months to write your proposal : start now ! </li></ul><ul><li>Selected projects will start from April 2012 : costs occurred before that won’t be eligible </li></ul><ul><li>Project duration : maximum 3 years </li></ul>
    6. 6. <ul><li>Priority given to SME and private beneficiaries but any legal persons can apply… </li></ul><ul><li>… if established in EU and other countries that have joined the initiative (see Website) </li></ul><ul><li>No EU partnership required (but EU added value, an award criteria) </li></ul>Who can apply
    7. 7. How to write a (successful) proposal ?
    8. 8. To start, you need <ul><li>A good idea matching with the call and EU priorities </li></ul><ul><li>-> Get inspired checking out current projects: </li></ul><ul><li>A clear understanding of the applicant’s instruction </li></ul><ul><li>-> read the application pack: </li></ul>
    9. 9. Ask yourself <ul><li>What are the objectives of your project ? </li></ul><ul><ul><li>You will need to quantify both the economic and environmental performance (realistic & ambitious)! </li></ul></ul><ul><ul><li>Not only potential : the application/replication of the solution must occur during the project ! </li></ul></ul><ul><li>How will you achieve it ? </li></ul><ul><ul><li>How will you remove the barriers to create/extend the market for your eco-innovative solution ? </li></ul></ul><ul><ul><li>Need to look for partners ? What types ? </li></ul></ul>
    10. 10. Overview of a proposal Part B Cost & effort breakdowns Work description + info on project team Structure set up to provide info on all award criteria Part C - Detailed Budget Part A A1: Summary A2: Participant data A3 : Budget Annexes + + + Letters of intent and legal documents Performance indicators
    11. 11. Work description <ul><li>A proposal is made of work packages </li></ul><ul><ul><li>3 mandatory work packages : management, exploitation and business plan, dissemination activities </li></ul></ul><ul><ul><li>Technical work packages : breakdown activity in tasks, think of concrete deliverables, duration of the WP, role and contribution of each participant etc. </li></ul></ul>
    12. 12. DO <ul><li>Keep in mind the objectives of your project : all WP and task aims to achieve it </li></ul><ul><li>Ensure you have the necessary skills to perform all the tasks </li></ul><ul><li>Explain the choice of partners and subcontractors: their skills is in coherence with planned actions </li></ul>
    13. 13. DO <ul><li>Propose a realistic time planning (don’t forget necessary time for permits/certification) </li></ul><ul><li>Provide answers to all award criteria ! </li></ul><ul><li>Explain how you will measure your impact (include one task for this) </li></ul><ul><li>Have a coherent and complete budget </li></ul>
    14. 14. DON’T <ul><li>Let evaluators guess or imagine : your proposal must be self explanatory </li></ul><ul><li>Be too general : « my project will fight climate change… » </li></ul><ul><li>Underestimate electronic aleas (cf electronic submission): submit your proposal early enough… </li></ul>
    15. 15. What costs can be cofinanced?
    16. 16. General principles <ul><li>Cost-sharing ! </li></ul><ul><ul><li>50% EU co-funding (why EC money instead of local loan ?) </li></ul></ul><ul><ul><li>In case of co-financing from 3 rd party, state the status of negociation ( state aid ceiling) </li></ul></ul><ul><ul><li>Income generated by selling the solution can be used as co-financing but NON-PROFIT principle </li></ul></ul><ul><li>Based on actual costs (vs budgeted costs) </li></ul>
    17. 17. <ul><ul><li>NO PROFIT RULE </li></ul></ul>
    18. 18. Cost categories <ul><li>Direct costs </li></ul><ul><ul><li>Staff costs (you will have to prove it with pay slips and time sheets) </li></ul></ul><ul><ul><li>Equipment and Infrastructure </li></ul></ul><ul><ul><li>Subcontracting (but no core tasks and below 35% of total eligible costs) </li></ul></ul><ul><ul><li>Meetings and travel (cf internal or EC rules) </li></ul></ul><ul><ul><li>Other specific costs </li></ul></ul><ul><li>Overheads = 7% of the total eligible direct costs </li></ul>
    19. 19. Equipment infrastructure <ul><li>Required for the action, described in the WP and acquired during the project </li></ul><ul><li>Directly linked to the innovative action </li></ul><ul><li>Entered (an depreciated) in the books of the participant according to applicable accounting rules </li></ul><ul><li>Only the portion of the equipment’s depreciation corresponding to the duration of the action and to the actual use </li></ul>
    20. 20. Get support from BEA
    21. 21. BEA’s support <ul><li>NCP Team </li></ul><ul><li>Project drafting : </li></ul><ul><ul><li>Searching partners from EU and beyond </li></ul></ul><ul><ul><li>Answers to any administrative/financial questions </li></ul></ul><ul><ul><li>Proofreading of your proposal </li></ul></ul><ul><li>Project negociation and implementation </li></ul><ul><li>Greentech / Sustainable constructionTeam </li></ul><ul><li>Business plan and market studies </li></ul>
    22. 22. PLACE PARTNER ’ S LOGO HERE Merci ! Dank u ! Camille Le Borgne [email_address]