FP7 From Idea To Project (March 2007)
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  • 1. PROCEDURES FROM IDEA TO PROJECT Trudy Millenaar CPN-YAS-PRD – TRAINING SESSION Ndola, 19 – 31 March 2007
  • 2. 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
  • 3. THE PROJECT IDEA
  • 4. 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?
  • 5. READING & UNDERSTANDING THE WORK PROGRAMME
  • 6. 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
  • 7. 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
  • 8. CALL FICHE
    • Call identifyer
    • Date of publication
    • Deadline! -> eligibility criterium
    • Indicative budget
    • Topics called
    • Evaluation procedure
    • Timetable
    • Particular requirements
  • 9. 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
  • 10. TARGET YOUR IDEAS FP7 Theme Research Area TOPIC
  • 11.
    • 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
    PROJECT OUTLINE Goal Problem State of the art Innovation !
  • 12. CONSORTIUM BUILDING
  • 13. 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
  • 14.
    • 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
  • 15. 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!!
  • 16. 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
  • 17. 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
  • 18. PROPOSAL WRITING
  • 19. WRITING PROPOSAL PLAN
    • Overall Proposal -> Coordinator
    • Work Packages -> WP Leaders
    • Management -> Coordinator
    • Budget -> Coordinator
    • Exploitation -> Commercial partners
    • Added value of International Cooperation
            • -> ICPC partners
  • 20. THE PROPOSAL
    • Objectives & Deliverables
    • Relevance & Impact
    • Workplan
    • Organisation, Management & Finance
  • 21. OBJECTIVES & DELIVERABLES
    • Deliverables
      • Clear Deliverables
      • Measurable Deliverables
      • Linked to the Objectives
    • Objectives
      • Clear Objectives
      • Measurable Objectives
      • Between 3 to 5 Objectives
  • 22. RELEVANCE & IMPACT
    • Impact
      • Turn theory into practice
      • Inform the relevant stakeholders
      • Create knowledge with market value
    • Relevance
      • Why does the project adress the topic
      • Why does the project benefit the consumer
      • Why does the project benefit the economy
  • 23. 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.
  • 24. ORGANISATION, MANAGEMENT & FINANCE
    • Clear rights & responsibilities for each partner
    • Clear management structure
    • Clear financial plan: budget + cofinancing
  • 25. SUBMITTING THE PROPOSAL
  • 26. 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
  • 27. 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!
  • 28. EVALUATION
  • 29. 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!
  • 30. EVALUATION PROCEDURE
    • Consensus meeting(s)
    • Ranking list
    • Reserve list
    • Rejection list
  • 31. 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
  • 32. EVALUATION CRITERIA
    • Cooperation 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
  • 33. CONTRACT NEGOTIATIONS
  • 34. 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
  • 35. 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
  • 36. 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!
  • 37. PROJECT START
  • 38. 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
  • 39. 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 & TIME PLANNING
  • 40. Thank you for your attention!