FP7 From Idea To Project (March 2007)

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  • FP7 From Idea To Project (March 2007)

    1. 1. PROCEDURES FROM IDEA TO PROJECT Trudy Millenaar CPN-YAS-PRD – TRAINING SESSION Ndola, 19 – 31 March 2007
    2. 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. 3. THE PROJECT IDEA
    4. 4. THE PROJECT IDEA ….(2) <ul><li>Is it innovative? </li></ul><ul><li>Is it in line with the core business of the organisation? </li></ul><ul><li>Does it require transnational cooperation? </li></ul><ul><li>What is the EU-added value? </li></ul><ul><li>Benefits/Challenges/Costs of participating in an EU FP Project? </li></ul><ul><li>Sufficient resources to carry out the project activities? (Coordinator/Partner) </li></ul><ul><li>Call for Proposals open? Idea in line with the topics of the </li></ul><ul><li>workprogramme? </li></ul>
    5. 5. READING & UNDERSTANDING THE WORK PROGRAMME
    6. 6. STARTING <ul><li>Information on CORDIS: http://cordis.europa.eu/fp7/dc/index.cfm </li></ul><ul><li>>> Activity areas’ calls >> Health </li></ul><ul><li>Call fiche </li></ul><ul><li>Work Programme </li></ul><ul><li>Work Programme general introduction </li></ul><ul><li>Work Programme general annexes </li></ul><ul><li>Guide for applicants (funding scheme!) </li></ul><ul><li>Rules for participation </li></ul>
    7. 7. STARTING (2) <ul><li>Read the Work Programme and other documents </li></ul><ul><li>Learn the rules and accept them, e.g.: </li></ul><ul><ul><li>Budget limitations </li></ul></ul><ul><ul><li>Page number limitations </li></ul></ul><ul><li>>>>Only ideas that fit the topics of the Work Programme have a chance </li></ul>
    8. 8. CALL FICHE <ul><li>Call identifyer </li></ul><ul><li>Date of publication </li></ul><ul><li>Deadline! -> eligibility criterium </li></ul><ul><li>Indicative budget </li></ul><ul><li>Topics called </li></ul><ul><li>Evaluation procedure </li></ul><ul><li>Timetable </li></ul><ul><li>Particular requirements </li></ul>
    9. 9. TIMETABLE FP7-Health-2007-A <ul><li>Publication: - 22 December 2006 </li></ul><ul><li>Deadline submission: -19 April 2007, 17.00 hrs. Brussels local time </li></ul><ul><li>Evaluation: - May – July 2007 </li></ul><ul><li>Evaluation Summary Report >> project coordinators: - July/August 2007 </li></ul><ul><li>Invitation letter to successful coordinators: </li></ul><ul><li>- July/August 2007 </li></ul><ul><li>Letter to unsuccessful applicants: - - July/August 2007 </li></ul><ul><li>Signatures first grant agreements: </li></ul><ul><ul><ul><ul><ul><li>- Nov./Dec. 2007 </li></ul></ul></ul></ul></ul>
    10. 10. TARGET YOUR IDEAS FP7 Theme Research Area TOPIC
    11. 11. <ul><li>Describe on 1/2 page the following </li></ul><ul><ul><li>What is the problem? </li></ul></ul><ul><ul><li>What are the goals? </li></ul></ul><ul><ul><li>What is your innovative solution? </li></ul></ul><ul><ul><li>Which resources are necessary </li></ul></ul><ul><li>Contact your NCP with this outline </li></ul>PROJECT OUTLINE Goal Problem State of the art Innovation !
    12. 12. CONSORTIUM BUILDING
    13. 13. CONSORTIUM BUILDING (2) <ul><ul><li>A fully integrated and balanced </li></ul></ul><ul><li>consortium in line with the projects objectives </li></ul><ul><ul><li>Definition of roles in a project </li></ul></ul><ul><ul><li>Participation rules (minimum requirements!) </li></ul></ul><ul><ul><li>How to find partners / Partner search networks </li></ul></ul>
    14. 14. <ul><li>Design your consortium in line with project objectives </li></ul><ul><li>Fully integrated and balanced team: </li></ul><ul><ul><li>High scientific excellence </li></ul></ul><ul><ul><li>Clear roles: no overlaps, no duplications </li></ul></ul><ul><ul><li>Complementarity </li></ul></ul><ul><ul><li>Experienced in RTD projects (EU and/or national/international) </li></ul></ul><ul><ul><li>Involvement of SMEs </li></ul></ul><ul><ul><li>Involvement of consumer organizations </li></ul></ul><ul><ul><li>Different interest in the project, internationality, cultural framework, etc. </li></ul></ul>BALANCED CONSORTIUM
    15. 15. BALANCED CONSORTIUM (2) <ul><li>Text from work programme Health: </li></ul><ul><li>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 </li></ul><ul><li>>>Every partner is part of the puzzle!! </li></ul>
    16. 16. MINIMUM REQUIREMENTS <ul><li>Research projects shall be submitted by a CONSORTIUM consisting of : </li></ul><ul><ul><li>3 independent participants from 3 different Member states or Associated countries </li></ul></ul><ul><li>>>>>Exceptions (CSA and SICA) – always read carefully the call text </li></ul>
    17. 17. HOW TO FIND SUITABLE PARTNERS? <ul><li>Screen your own international contacts </li></ul><ul><li>Use the network of National Contact Point (NCP) </li></ul><ul><li>Attend information days, brokerage events, etc. </li></ul><ul><li>Develop your profile, internet, competence catalogues, etc.) </li></ul><ul><li>Use the available databases for searching potential partners: </li></ul><ul><ul><li>http://cordis.europa.eu/partners-service/ </li></ul></ul><ul><ul><li>http://irc.cordis.lu/home.cfm </li></ul></ul><ul><ul><li>http:// www.smesgolifesciences.be/Common/home.asp </li></ul></ul>
    18. 18. PROPOSAL WRITING
    19. 19. WRITING PROPOSAL PLAN <ul><li>Overall Proposal -> Coordinator </li></ul><ul><li>Work Packages -> WP Leaders </li></ul><ul><li>Management -> Coordinator </li></ul><ul><li>Budget -> Coordinator </li></ul><ul><li>Exploitation -> Commercial partners </li></ul><ul><li>Added value of International Cooperation </li></ul><ul><ul><ul><ul><ul><li>-> ICPC partners </li></ul></ul></ul></ul></ul>
    20. 20. THE PROPOSAL <ul><li>Objectives & Deliverables </li></ul><ul><li>Relevance & Impact </li></ul><ul><li>Workplan </li></ul><ul><li>Organisation, Management & Finance </li></ul>
    21. 21. OBJECTIVES & DELIVERABLES <ul><li>Deliverables </li></ul><ul><ul><li>Clear Deliverables </li></ul></ul><ul><ul><li>Measurable Deliverables </li></ul></ul><ul><ul><li>Linked to the Objectives </li></ul></ul><ul><li>Objectives </li></ul><ul><ul><li>Clear Objectives </li></ul></ul><ul><ul><li>Measurable Objectives </li></ul></ul><ul><ul><li>Between 3 to 5 Objectives </li></ul></ul>
    22. 22. RELEVANCE & IMPACT <ul><li>Impact </li></ul><ul><ul><li>Turn theory into practice </li></ul></ul><ul><ul><li>Inform the relevant stakeholders </li></ul></ul><ul><ul><li>Create knowledge with market value </li></ul></ul><ul><li>Relevance </li></ul><ul><ul><li>Why does the project adress the topic </li></ul></ul><ul><ul><li>Why does the project benefit the consumer </li></ul></ul><ul><ul><li>Why does the project benefit the economy </li></ul></ul>
    23. 23. WORKPLAN <ul><li>Divide work in Work Packages with clear goals </li></ul><ul><li>Different activities: Management, Research, Development, Dissemination </li></ul><ul><li>Describe clearly WHAT you will do to achieve YOUR goals. </li></ul>
    24. 24. ORGANISATION, MANAGEMENT & FINANCE <ul><li>Clear rights & responsibilities for each partner </li></ul><ul><li>Clear management structure </li></ul><ul><li>Clear financial plan: budget + cofinancing </li></ul>
    25. 25. SUBMITTING THE PROPOSAL
    26. 26. SUBMITTING THE PROPOSAL (2) <ul><li>Use the correct forms </li></ul><ul><li>Use the Electronic Proposal Submission System (EPSS) </li></ul><ul><ul><li>available 1 month before deadline </li></ul></ul><ul><ul><li>Upload all draft documents at least a week before deadline </li></ul></ul><ul><ul><li>Upload all final documents in time </li></ul></ul><ul><ul><li>Press the SUBMIT button </li></ul></ul><ul><ul><li>Respect the DEADLINE </li></ul></ul>
    27. 27. ELIGIBILITY CRITERIA <ul><li>Submission before deadline </li></ul><ul><li>Minimum number of participants </li></ul><ul><li>Complete proposal </li></ul><ul><li>Relation to topic </li></ul><ul><li>Requested EC contribution </li></ul><ul><li>Requested number of pages </li></ul><ul><li>>>>If not, no evaluation! </li></ul>
    28. 28. EVALUATION
    29. 29. EVALUATION COMMISSION <ul><li>Individual, independent expert (from academia, industry) </li></ul><ul><ul><li>Call for experts </li></ul></ul><ul><li>No interference of third parties </li></ul><ul><li>Extremely scrutinous </li></ul><ul><li>Fixed set of evaluation criteria </li></ul><ul><li>Minimum of 3 evaluators per proposal </li></ul><ul><li>>>>only the very best proposal wins! </li></ul>
    30. 30. EVALUATION PROCEDURE <ul><li>Consensus meeting(s) </li></ul><ul><li>Ranking list </li></ul><ul><li>Reserve list </li></ul><ul><li>Rejection list </li></ul>
    31. 31. EVALUATORS <ul><li>Experts in the field, not experts on your topic </li></ul><ul><li>Native language does not have to be English </li></ul><ul><li>Up to 4 hours to read a single proposal </li></ul><ul><li>>>>be precise, be clear, be brief </li></ul>
    32. 32. EVALUATION CRITERIA <ul><li>Cooperation programme: </li></ul><ul><li>Scientific and/or technological excellence; </li></ul><ul><li>Relevance to the objectives of the specific programmes </li></ul><ul><li>Potential impact (through dissemination and use) </li></ul><ul><li>Quality management </li></ul><ul><li>Threshold per criterium: 3 (out of 5) </li></ul><ul><li>Overall threshold: 10 </li></ul>
    33. 33. CONTRACT NEGOTIATIONS
    34. 34. ONE PROJECT: TWO CONTRACTS <ul><li>One Contract with the European Commission </li></ul><ul><ul><li>Start and end-date of the project </li></ul></ul><ul><ul><li>Finances </li></ul></ul><ul><ul><li>Description of work </li></ul></ul><ul><ul><li>Audit Certificates </li></ul></ul><ul><li>One Consortium Agreement with each other </li></ul><ul><ul><li>House rules </li></ul></ul><ul><ul><li>Decision making process </li></ul></ul><ul><ul><li>Distribution of finances </li></ul></ul><ul><ul><li>Reporting rules </li></ul></ul><ul><ul><li>In case of an argument </li></ul></ul>
    35. 35. CONTRACT NEGOTIATIONS <ul><li>Negotiator is the Project Coordinator </li></ul><ul><li>Project budget </li></ul><ul><li>Clarification of the workplan </li></ul><ul><li>Recommendations in Evaluation Summary Report, potential budget cuts </li></ul><ul><li>Provision of Contract Preparation Forms (CPF) of all participants </li></ul><ul><li>Guide for contract negotiations </li></ul>
    36. 36. IN NEGOTIATION…. <ul><li>Provide a lot of additional information </li></ul><ul><li>Work out the Consortium Agreement together </li></ul><ul><li>Sign CPF forms, Sign Consortium Agreement, Sign Contract </li></ul><ul><li>>>>Stick to deadlines! </li></ul>
    37. 37. PROJECT START
    38. 38. PROJECT START (2) <ul><li>Kick-off meeting </li></ul><ul><li>Official start of the project </li></ul><ul><li>All partners present </li></ul><ul><li>Scientific Officer of European Commission </li></ul><ul><li>Presentation of all Work Packages </li></ul><ul><li>Internal Consortium “House rules” </li></ul><ul><li>Contract and consortium agreement </li></ul>
    39. 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. 40. Thank you for your attention!

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