This document outlines the key steps involved in developing an EU-funded project from idea to completion, including developing the project idea, building a consortium, writing the proposal, evaluation, contract negotiations, project start, and completion. The main stages are: 1) developing the innovative project idea and checking its fit with funding priorities; 2) building a balanced international consortium; 3) writing the detailed proposal; 4) undergoing rigorous evaluation; 5) negotiating contracts if successful; 6) starting the funded project work; and 7) completing the project objectives over several years. Attention to eligibility rules, evaluation criteria, and management structures is essential to success.

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!