Guidance on submitting a successful bid Institutional innovation projects in lifelong learning and workforce development Sarah Davies Programme Manager, JISC

Who am I? Sarah Davies Programme manager in the JISC e-Learning team Involved in programmes to do with lifelong learning since the Distributed e-Learning Programme in 2004 Shortly off on maternity leave

Sarah Davies

Programme manager in the JISC e-Learning team

Involved in programmes to do with lifelong learning since the Distributed e-Learning Programme in 2004

Shortly off on maternity leave

What am I going to say? Few general points to get started Review of what we’re looking for under this call Guide to what to include in bids, stepping through the evaluation criteria Final tips and ‘dos and don’ts’ Almost all of this is in the call

Few general points to get started

Review of what we’re looking for under this call

Guide to what to include in bids, stepping through the evaluation criteria

Final tips and ‘dos and don’ts’

Almost all of this is in the call

What you need to get started: three pieces of paper Grant 11/08: Call for Institutional innovation projects in lifelong learning and workforce development

Grant 11/08: Call for Institutional innovation projects in lifelong learning and workforce development

What you need to get started Grant 11/08: Appendices A-D

Grant 11/08: Appendices A-D

What you need to get started Briefing paper to support Grant Funding Call 11/08: Institutional innovation projects in lifelong learning and workforce development

Briefing paper to support Grant Funding Call 11/08: Institutional innovation projects in lifelong learning and workforce development

What you need to get started All are available from http://www.jisc.ac.uk/fundingopportunities/funding_calls/2008/10/instinnolll.aspx

All are available from http://www.jisc.ac.uk/fundingopportunities/funding_calls/2008/10/instinnolll.aspx

The things we always say… and some new things Read the documentation carefully, especially the call itself (JISC Grant funding call 11/08) That includes information on what we’re looking for, what we expect projects to do, what we want in bids, and how the bids will be assessed. Be honest with yourself about whether your good idea fits squarely with what we’re looking for If you’re not sure, get in touch Font size for proposals is now 11-pt Page limit is now 12 The use of additional appendices is discouraged

Read the documentation carefully, especially the call itself (JISC Grant funding call 11/08)

That includes information on what we’re looking for, what we expect projects to do, what we want in bids, and how the bids will be assessed.

Be honest with yourself about whether your good idea fits squarely with what we’re looking for

If you’re not sure, get in touch

Font size for proposals is now 11-pt

Page limit is now 12

The use of additional appendices is discouraged

Who can bid? HE institutions in England and Wales Bids from Welsh institutions should address one or more of the priorities in ‘One Wales’. FE institutions in England with more than 400 HE FTEs. The proposed project should concentrate on HE provision Single institutions or consortia Only the lead partner has to meet the criteria above Only one bid per institution will be accepted

HE institutions in England and Wales

Bids from Welsh institutions should address one or more of the priorities in ‘One Wales’.

FE institutions in England with more than 400 HE FTEs.

The proposed project should concentrate on HE provision

Single institutions or consortia

Only the lead partner has to meet the criteria above

Only one bid per institution will be accepted

What are we looking for? Institutional or cross-institutional demonstrator of the use of technology to support lifelong and work-based learning Workable solution that other institutions can learn from Led at institutional level, engaging with institutional processes Developing and/or implementing appropriate technologies and processes Clear user needs Work with existing systems; consider existing solutions Integration, modularity, standards-based, service-oriented Building on existing strengths – need to do more than ‘investigating’ issues

Institutional or cross-institutional demonstrator of the use of technology to support lifelong and work-based learning

Workable solution that other institutions can learn from

Led at institutional level, engaging with institutional processes

Developing and/or implementing appropriate technologies and processes

Clear user needs

Work with existing systems; consider existing solutions

Integration, modularity, standards-based, service-oriented

Building on existing strengths – need to do more than ‘investigating’ issues

Funding available Funding is available of between £100k and £300k per project We would like to fund projects of a range of sizes and scope Think carefully about what would be the best approach in your context to meet your own needs and deliver something of interest/value to the wider community Guidance is available in the call (paragraph 31) on what we might be looking for at the lower and higher end of the funding range – but this is only indicative If the project stands to impact on a significant level of activity in employer engagement and workforce development (across one or more institutions) this will enhance the value for money.

Funding is available of between £100k and £300k per project

We would like to fund projects of a range of sizes and scope

Think carefully about what would be the best approach in your context to meet your own needs and deliver something of interest/value to the wider community

Guidance is available in the call (paragraph 31) on what we might be looking for at the lower and higher end of the funding range – but this is only indicative

If the project stands to impact on a significant level of activity in employer engagement and workforce development (across one or more institutions) this will enhance the value for money.

Project areas Projects should be working towards realising aspects of the vision (see paragraphs 14-26) Aspects of all three themes, with a focus on technology and standards within an appropriate strategic and practice context The call outlines aspects which JISC is particularly interested in (paragraph 34) These are not necessarily whole project areas, and can be combined with each other or with other activities We will consider bids which are looking at other areas

Projects should be working towards realising aspects of the vision (see paragraphs 14-26)

Aspects of all three themes, with a focus on technology and standards within an appropriate strategic and practice context

The call outlines aspects which JISC is particularly interested in (paragraph 34)

These are not necessarily whole project areas, and can be combined with each other or with other activities

We will consider bids which are looking at other areas

Fit to programme objectives and value to JISC community Does the project fit with what is outlined on the previous few slides? Point to the paragraphs within the vision that you’re addressing Show which of the programme-level outcomes it will contribute to, and how it will be of value to wider community Provide a clear description of the innovations you’re planning Make clear what you mean by terms like ‘system’ and ‘framework’ Ask someone outside the project to check they understand what you mean Make the institutional business case and show fit with strategies, and high-level backing Identify how you’re building on strengths. Include information on current level and type of activity in employer engagement and workforce development Consider what will happen when the external funding runs out

Does the project fit with what is outlined on the previous few slides?

Point to the paragraphs within the vision that you’re addressing

Show which of the programme-level outcomes it will contribute to, and how it will be of value to wider community

Provide a clear description of the innovations you’re planning

Make clear what you mean by terms like ‘system’ and ‘framework’

Ask someone outside the project to check they understand what you mean

Make the institutional business case and show fit with strategies, and high-level backing

Identify how you’re building on strengths. Include information on current level and type of activity in employer engagement and workforce development

Consider what will happen when the external funding runs out

Workplan Describe your current institutional context, and the processes and practice relevant to the proposed innovations. Be realistic about where these are likely to present opportunities and challenges, and what is within the project’s power to change Work plan – what will you do? Mix of narrative and tables/diagram is usually clearest At least two milestones per year Include the requested baselining and review of prior work (paras 36-7) Project management arrangements are key Include risk assessment What are your deliverables, and how do the activities lead to them? It’s amazing how unclear workplans can be – make sure it’s understandable and unambiguous to someone outside the planning team

Describe your current institutional context, and the processes and practice relevant to the proposed innovations.

Be realistic about where these are likely to present opportunities and challenges, and what is within the project’s power to change

Work plan – what will you do?

Mix of narrative and tables/diagram is usually clearest

At least two milestones per year

Include the requested baselining and review of prior work (paras 36-7)

Project management arrangements are key

Include risk assessment

What are your deliverables, and how do the activities lead to them?

It’s amazing how unclear workplans can be – make sure it’s understandable and unambiguous to someone outside the planning team

Workplan Who will work on the project? Individuals and roles if possible; roles if not How does their role on the project link to their day job? Who will be involved in project management? Cover relevant roles across the institution – see paragraph 38 Have you got a high-level champion, and how will they be engaged in practice? Who will be participating in programme activities, and how many days? Clearly identify where you need to recruit

Who will work on the project?

Individuals and roles if possible; roles if not

How does their role on the project link to their day job?

Who will be involved in project management?

Cover relevant roles across the institution – see paragraph 38

Have you got a high-level champion, and how will they be engaged in practice?

Who will be participating in programme activities, and how many days?

Clearly identify where you need to recruit

Engagement with the community How will you work your stakeholders? Include any existing user needs analysis Consider activities to support capacity building within the institution and in the wider sector, such as the support of communities of interest, workshops, seminars, and visits; How will you disseminate your key messages and promote take-up in the wider sector? Be realistic and targeted How will you evaluate the innovations? See information in paragraphs 35-6 and the link there Try to demonstrate rather than simply state a willingness to work with the support and synthesis project, eg by suggesting areas in which you’d like their input But if not, stating it is better than nothing! There is a commitment from these projects to share the findings of the initial baselining exercise with the support project

How will you work your stakeholders?

Include any existing user needs analysis

Consider activities to support capacity building within the institution and in the wider sector, such as the support of communities of interest, workshops, seminars, and visits;

How will you disseminate your key messages and promote take-up in the wider sector?

Be realistic and targeted

How will you evaluate the innovations?

See information in paragraphs 35-6 and the link there

Try to demonstrate rather than simply state a willingness to work with the support and synthesis project, eg by suggesting areas in which you’d like their input

But if not, stating it is better than nothing!

There is a commitment from these projects to share the findings of the initial baselining exercise with the support project

Budget and value for money Bid for an appropriate amount of money from £100k - £300k – see call and earlier guidance. Be as clear as you can on who and what the funds are paying for Make sure there is a clear link between the budget, workplan, and staff working on the project Don’t ask for significant funds for buying hardware and software Value for money will be enhanced if your project will impact on significant levels of provision Cost the bid with TRAC full economic costing (HEIs) or your usual cost model (non-HEIs) Request JISC funding for a proportion of this Make an institutional contribution in line with the benefits your institution will derive from the project Consider how the project will benefit the wider sector But don’t bankrupt yourself – must be feasible

Bid for an appropriate amount of money from £100k - £300k – see call and earlier guidance.

Be as clear as you can on who and what the funds are paying for

Make sure there is a clear link between the budget, workplan, and staff working on the project

Don’t ask for significant funds for buying hardware and software

Value for money will be enhanced if your project will impact on significant levels of provision

Cost the bid with TRAC full economic costing (HEIs) or your usual cost model (non-HEIs)

Request JISC funding for a proportion of this

Make an institutional contribution in line with the benefits your institution will derive from the project

Consider how the project will benefit the wider sector

But don’t bankrupt yourself – must be feasible

Previous experience of the project team Ensure you provide a brief summary of the experience of your proposed team in the main text of the bid Project management, employer engagement, workforce development Try to avoid adding additional information in appendices Previous projects successfully delivered don’t have to be external, but it’s helpful to give an idea of scale and how these are similar or different to the proposed work What role did the team members have in any projects cited? If the bid is from a consortium: Need supporting letters from the partners Need to demonstrate that the issues of working together have been thought through: who’s doing what? Why does this partnership makes sense for this project? How will new or less experienced partners be supported?

Ensure you provide a brief summary of the experience of your proposed team in the main text of the bid

Project management, employer engagement, workforce development

Try to avoid adding additional information in appendices

Previous projects successfully delivered don’t have to be external, but it’s helpful to give an idea of scale and how these are similar or different to the proposed work

What role did the team members have in any projects cited?

If the bid is from a consortium:

Need supporting letters from the partners

Need to demonstrate that the issues of working together have been thought through: who’s doing what? Why does this partnership makes sense for this project? How will new or less experienced partners be supported?

Tips and suggestions Get early buy-in from senior management to reduce the chance of two bids being produced from your institution Check back against the criteria in the call once your ideas have developed Ask someone from outside the bidding team to review the bid: Is it clear what you’re planning to do and deliver? Score against the evaluation criteria and provide feedback Check you’ve included everything requested in the structure of proposals, including things you don’t have a good answer for. Check you’ve addressed all the evaluation criteria, adjusting wording if necessary to help evaluators pick out relevant sections. Evaluators are only human – good, clear layout and signposting helps Don’t quote back chunks of text from JISC: demonstrate your own understanding If you’re planning to build on previous work, say how, and how the new work differs

Get early buy-in from senior management to reduce the chance of two bids being produced from your institution

Check back against the criteria in the call once your ideas have developed

Ask someone from outside the bidding team to review the bid:

Is it clear what you’re planning to do and deliver?

Score against the evaluation criteria and provide feedback

Check you’ve included everything requested in the structure of proposals, including things you don’t have a good answer for.

Check you’ve addressed all the evaluation criteria, adjusting wording if necessary to help evaluators pick out relevant sections.

Evaluators are only human – good, clear layout and signposting helps

Don’t quote back chunks of text from JISC: demonstrate your own understanding

If you’re planning to build on previous work, say how, and how the new work differs

Some final ‘do’s and ‘don’t’s Spend some time on the summary of your project in Appendix A: aim for a well-chosen half a side maximum Check the checklist at paragraph 73 Font: Arial or similar at 11-point size – up to 12 pages Don’t put any key information beyond the 12-page limit Information which should be in the main body and is in an appendix will be disregarded The most commonly misplaced bits of information are the budget, summary of previous experience, and fit with institutional strategies Check over the page layout of your bid once you’ve converted it to pdf – things can jump over onto a new page Submit your bid well in advance of the deadline, ideally the day before. Late bids (even a matter of minutes) will not be accepted

Spend some time on the summary of your project in Appendix A: aim for a well-chosen half a side maximum

Check the checklist at paragraph 73

Font: Arial or similar at 11-point size – up to 12 pages

Don’t put any key information beyond the 12-page limit

Information which should be in the main body and is in an appendix will be disregarded

The most commonly misplaced bits of information are the budget, summary of previous experience, and fit with institutional strategies

Check over the page layout of your bid once you’ve converted it to pdf – things can jump over onto a new page

Submit your bid well in advance of the deadline, ideally the day before. Late bids (even a matter of minutes) will not be accepted

Further information Check the call and associated documentation Contact Georgia Slade for enquiries about the bid submission process: [email_address] , 0117 9317385 For all other enquiries, contact Sarah Davies or Paul Bailey: [email_address] , 07785 518564 (until 28 Nov) [email_address] , 07854 962876 (throughout the process) Questions will be answered directly, and then generalised and posted to the JISC website A guide to bidding for JISC funding is available at: http://www.jisc.ac.uk/bidguide

Check the call and associated documentation

Contact Georgia Slade for enquiries about the bid submission process:

[email_address] , 0117 9317385

For all other enquiries, contact Sarah Davies or Paul Bailey:

[email_address] , 07785 518564 (until 28 Nov)

[email_address] , 07854 962876 (throughout the process)

Questions will be answered directly, and then generalised and posted to the JISC website

A guide to bidding for JISC funding is available at: http://www.jisc.ac.uk/bidguide