January 2011

Implementing cooperation on Future Internet, ICT Components

and systems between Europe and Latin America

D6.8 MATERIAL FOR THE TRAINING COURSES

M. Bianchi – Teseo sprlProject FIRST has received funding from the European Union's Seventh

Framework Programme ([FP7/2007-2013] ) under grant agreement n° [248753]

January 2011

The European Union, FP7 and European Technology

Platforms (ETPs)

Implementing cooperation on Future Internet, ICT Components

and systems between Europe and Latin America

D6.8 Material for the training courses

January 2011

THE EU AND ITS STRUCTURE

EU - 27 Member States

Composition of governing body

The Council of Ministers – representation

The European Parliament – Member states

The European Commission – executive backbone

The EC is divided into Directorates General (DG‟s)

The EC is responsible for managing EU funding programmes

January 2011

EU RESEARCH POLICY

Two directorates general in charge of implementing EU research policy

DG INFSO (Information Society)

DG RTD (Research and Technological Development)

January 2011

THE LISBON STRATEGY

The Lisbon strategy, 2000 – the main pillar of the EU strategy for research

The EU has, since March 2000, created its policies in line with the

objectives of the Lisbon Strategy. It sets a framework for action until

2010 and aims at economic, social and environmental restoration in

the EU

Goals: To increase European competitiveness by investing in a

knowledge-based, highly productive society

Idea: « building a knowledge based society to make the EU the most

competitive region in the world »

Highly integrated European Research Area (ERA)

January 2011

THE FRAMEWORK PROGRAMME - FP

The FP is the main tool to finance research

All Member States (and some non-EU members, Associated Countries

(ACs)) participate in the FP for Research and Scientific development

FP supports research through co-financing

50% for research activities. Universities, research centers, public

entities, SME‟s and no profit organisations benefit from 75% funding

Minimum requirements:

3 different entities form 3 different countries (MS or AC)

January 2011

FP7 – THE CURRENT FP PROGRAMME

FP7 period: 7 years, 2007-2013

Budget: 52 Billion Euros covering four component areas:

Cooperation: health, energy, environment, ICT, transport, space,

socio-economic sciences, security, nanosciences

People: mobility of researchers

Ideas: visionary/high risk research projects

Capacities: f.x. support to SME‟s, research infrastructures, policy and

capacity building aspects of international cooperation

January 2011

ICT WORK PROGRAMMES

A set of challenges with mid-to long term goals that require trans-

national collaboration. Each challenge is addressed through a set of

objectives that form the basis for Calls for Proposals and each

objective specifies the set of outcomes targeted by the research work

and their expected impact on industrial competitiveness and on

addressing socio-economic goals

Challenges

Challenge 1: pervasive and trusted network and service infrastructures

Challenge 2: cognitive systems and robotics

Challenge 3: alternative paths to components and systems

Challenge 4: technologies for digital content and languages

Challenge 5: ICT for health, ageing well, inclusion and governance

Challenge 6: ICT for a lower carbon economy

Challenge 7: ICT for manufacturing & factories of the future

Challenge 8: ICT for learning and access to cultural resources

January 2011

THE ICT FP7 PROGRAMME

Support to research in areas related to Future Internet (FI) such as:

Future Networks

Cloud Computing

Internet of Services and Advanced Software Engineering

Internet-connected objects

Trustworthy ICT

Networked Media and Search Systems

January 2011

Each thematic area within the four components (Cooperation, People,Ideas, Capacities) constitutes a funding programme comprising:

Own budget

Work programme - sets out requirements for project ideas withreference to EU policy

Publication of calls for proposals and running projects - Calls forproposals are official documents published by the EC, stating inwhich topics proposals can be submitted. After evaluation of theproposals, funding is assigned to consortia, composed of at leastthree participants.

January 2011

EUROPEAN TECHNOLOGY PLATFORMS – ETPS

Introduced in FP6 (2001-2006)

A way to structure the input from the Scientific Community to the ECon which research priorities should be addressed

Today: 35 ETPs, of which 9 cover ICT areas

January 2011

ETP STRUCTURE

Consultation bodies or networks of research organisations

No standardised structure

ETPs are open to membership from any European organisation withproven skills in their research fields

Work is carried out in working groups which propose specificpositions on research

Mission:

Express and structure the need for research in specific areas

Produce „position papers‟, Strategic Research Agendas (SRAs)

Regularly update SRAs according to the need to include newresearch fields or modify existing ones

January 2011

ICT – THE MOST IMPORTANT THEMATIC

PRIORITY

Budget: 9 billion Euros

Since June 2010: 9 ETPs dealing with ICT research themes:

ETP THEME WEBSITE SRA LATEST VERSION

ARTEMIS Embedded Systems http://www.artemis.eu/ 2006

ENIAC Nanoelectronics http://www.eniac.eu/ 2007

EPOSS Smart Systems Integration

http://www.smart-systems-integration.org/public

2009

ISI Integral Satcom Initiative (Satellite technologies)

http://www.isi-initiative.org/ 2006

eMOBILITY Mobile and Wireless Technologies

http://www.emobility.eu.org/ 2007

NEM Networked Electronic Media

http://www.nem-initiative.org/ 2008

NESSI Software and Services http://www.nessi-europe.eu/ 2007

PHOTONICS 21 Photonics http://www.photonics21.org/ 2006

EUROP Robotics http://www.robotics-platform.eu/cms/index.php

2009

January 2011

ARTEMIS -Advanced Research & Technology for

Embedded Intelligence and Systems

98% of computing devices are embedded in all kinds of

equipment - computers are found in mobile phones, credit

cards, domestic TVs, multimedia equipment, washing

machines, cars, planes, offices and factories. In the next

five years, the value of embedded electronics components

in the final product is expected to increase

ARTEMIS-ETP started in 2004

ARTEMIS-SRA: produced in 2006. Gives the vision,

mission, goals and strategy for the research, technology

and innovation within the field of ARTEMIS

January 2011

ENIAC - The European Nanoelectronics

Initiative Advisory Council

Created in February 2008 in order to implement a JointTechnology Initiative (JTI) on Nanoelectronics - a researchprogramme aimed at enhancing the further integration andminiaturisation of devices and increasing theirfunctionalities

Mission: to bring together leading players of the sector todevelop a European vision and ensure EuropeanLeadership

January 2011

EPoSS -European Technology Platform on Smart

Systems Integration

EPoSS brings together European private and publicstakeholders in order to coordinate efforts and to set-upsustainable structures for improving the competitiveness ofEuropean R&D on Smart Systems Technologies and theirintegration

Deals with R&D, innovation needs and policy requirementsrelated to Smart Systems Integration and integrated Micro-and Nanosystems

Two main drivers of development:Electrical VehicleInternet of Things (IoT)

January 2011

ISI - The Integral Satcom Initiative

Industry-led action forum bringing together all aspects relating tosatellite communications

Sectors of interest include:ICT, Space, Security, Transport, Development, Environment

Mission:Working towards the integration of satellite and terrestrialnetworks, both fixed and mobileSupporting the development of applications and servicesaccording to a user-centric approach

ISI addresses the integration of satellite communications withnavigation, Earth Observation and Air Traffic Managementsystems

January 2011

E-MOBILITY - The Mobile and Wireless

Communications and Technology Platform

eMobility – The place for industry and academia to share visions and

adopt a common Strategic Research Agenda for research and future

development. A Working Group on Leading-Edge Applications has

been formed, in order to address non-technological aspects related to

services and applications in Mobile and Wireless Communications

Objective: To reinforce Europe‟s leadership in mobile and wireless

communications

Challenges:

Refinement of the SRA for research and development in mobile

systems

Establishment of links with related sectors

Bringing together national and local authorities to promote the

development of the sector in Europe

January 2011

NEM - Networked and Electronic Media

An industry-led Initiative to promote and direct the large-scale initiative

needed to accelerate the pace of innovation and rate of technology

evolution to the level that will place European Industry at the forefront

of the technology and give users an incredible choice of services

NEM represents the convergence of existing and new technologies to

create new advanced personalised services

Fields addressed:

the convergence of media, communications, consumer electronics,

and IT as a wide opportunity for future growth

Key objective: to build a pan-European NEM infrastructure as a

sustainable technology carrier

January 2011

NESSI - Networked European Software and

Services Initiative

The European Technology Platform dedicated to Software and Services

Concept: A service consumer should only have to deal with choosing the

service which meets his/her business needs, and avoid all general aspects

associated with partnership (infrastructure, technology, maintenance etc.)

NESSI‟s aim is to achieve impact in the Internet of Services through specific

activities in research, standards and policies, building contributions through a

united community from industry and academia.

NESSI‟s strategy is a multi-faceted approach identifying key application areas

for services deployment and supporting strong coordination to effectively

contribute to these key areas through advanced research and open standards.

Objective: To create an open-service framework, NEXOF based on three

elements

NESSI open reference model

NESSI open reference architecture

NESSI open reference implementation

January 2011

PHOTONICS21

Technology Platform in the field of Photonics in Europe

Voluntary association of industrial enterprises and other stakeholders in the

field of photonics in Europe uniting the majority of the leading Photonics

industries and relevant R&D stakeholders along the whole economic value

chain throughout Europe

More than 1400 members from 49 countries

Mission: Establishing Europe as a leader in the development of Photonics in

the following areas

Information and Communication, Lighting and Displays, Manufacturing, Life

Science and Security, Education and training

SRA published in 2010: „Lighting the way ahead‟

shows the contribution of Photonics for solving societal challenges in

Europe

outlines the growth potential

January 2011

EUROP - European Robotics Technology

Platform

An industry-driven framework for main stakeholders in robotics to

strengthen Europe‟s competitiveness in robotic R&D, as well as global

markets

First SRA launched in 2005

Final SRA version in 2009 – the main document for priorities in

Robotics R&D

5 main development areas:

Industry

Professional service

Domestic service

Security

Space robotics

January 2011

Individual websites of ETPs are available at:

http://cordis.europa.eu/technology-platforms/individual_en.html

January 2011

THE FUTURE INTERNET

Addresses the need to solve problems related to Internet‟s current

limitations

There are a high number of challenges for the Future Internet. They

are addressed by several research areas

January 2011

FUTURE INTERNET RESEARCH IN THE EU

Seven interconnected initiatives linked to national and international

activities:

The Future Internet Assembly (FIA)

The Future Internet Public-Private partnership (FI PPP)

The Future Internet Research and experimentation facility (FIRE)

The ICT FP7 programme

The FI related areas of JTIs programmes

The Future Internet Forum (FIF)

The European Future Internet Initiative (EFII)

January 2011

FUTURE INTERNET AS A KEY DRIVER OF

EU-LA COOPERATION

Future applications will be based on FI concepts

The EU has already worked at establishing a wide network ofexperimental facilities (eg. FIRE)

A growing number of research programmes are aligned on FI priorities

January 2011

THE FUTURE INTERNET ASSEMBLY (FIA)

created in 2008, Bled Conference, Slovenia

large, open and multidisciplinary technology platform established inorder to permit interactions and cross-fertilization across differenttechnical domains

Mission: to keep the “network” of European projects working on FIthemes, alive, and mutually connected

January 2011

THE FUTURE INTERNET PUBLIC-PRIVATE

PARTNERSHIP (FI PPP)

public-private partnership between public sectors and ICT players

devoted to the Future Internet

support the development of key internet technologies in order to

support socio-economic efficiency of vital daily processes.

Smarter internet-enhanced infrastructures

Main idea: By employing novel internet technology, the efficiency of

business processes and the activity of infrastructures and applications

of important social value can be considerably raised

January 2011

THE EUROPEAN FUTURE INTERNET

INITIATIVE (EFII)

Initiative founded by 16 ICT companies

Objective: bringing together ICT expertise to develop an internet that

fully supports business processes of different sectors

Areas of focus: health, ageing and inclusion, energy efficiency,

environmental impact, transport, manufacturing, security and content

January 2011

THE FUTURE INTERNET RESEARCH AND

EXPERIMENTATION FACILITY (FIRE)

Joining academic-driven visionary research and industry-driven testing

and experimentation

Mission: to create a large scale European Experimental Facility

A “network of projects”

January 2011

THE FUTURE INTERNET FORUM (FIF)

Established to share best practices and experiences between

Members and Associated States

Focus area: R&D and innovation policies related to the Future Internet

Currently 20 countries are members of FIF

Objective: to accompany technological developments with

management of people, skills, policies and resources across different

countries

January 2011

OTHER INITIATIVES AT WORLDWIDE LEVEL

All industrialised countries have launched initiatives to design theirvision for the FI

Examples:

GENI – USA, aims at bridging activities related to technologydevelopment

AKARI, Japan, New generation network architecture design projectlaunched in 2006

FIF, South Korea, National initiative for FI bringing togethergovernment, Korean Universities and Industry

January 2011

WPX - objectives (reminder)

HOW TO DEVELOP SUCCESSFUL PROJECTS

WITHIN FP7

PARTICIPATING IN FP7

Proposal screening and drafting

Mr. Giuseppe Saija – Teseo sprl

January 2011

SEVENTH FRAMEWORK PROGRAMME

THE PROJECT CYCLE

3. PROJECT

1. IDEA

2. PROPOSAL

Pre-screening

Consortium building

Proposal writing

Submission and evaluation

Negotiation

Work plan implementation

Reporting and delivering

January 2011

PRE-SCREENING

In FP6 the average success rate for research projects was 1/8

Assessing your projects chances is VITAL

Check with the EC unit whether a pre-proposal screening facility isavailable

If not, try to contact the right Project Officer and get indications

January 2011

Proposal writing is expensive, time consuming and risky

Pre-screening allows early (cheap) assessment of an idea

Viability of idea in terms of:

Funding scheme

Relevance

Innovativeness

January 2011

FUNDING SCHEMES

Along with topic, EC identifies the respective funding scheme/s (i.e.

type of project), each envisaging a specific set of activities, rules, EC

contribution, etc.

Check if your idea can be implemented through instruments, activities

(and budget...) foreseen in the specific funding scheme.

Consider budget distribution among topics and funding schemes to

assess which kind of project is encouraged

January 2011

RELEVANCE

Work programme

Match the project idea with the expectation of EC and evaluate therelevance of the idea with the current work programme. Readcarefully all topics of the call to find the one which best suits youridea!

Expected outcome of the project idea and of the activities foreseen

Assess the appropriateness of the instruments to be used toimplement the proposal

The evaluation criteria

To have a preliminary match with the expectation of EC in term ofimpact, relevance and quality of the project idea

January 2011

INNOVATIVENESS

An FP project has to produce new knowledge.

Innovativeness of the project idea should be considered worldwide.

Investigation should be carried out at the following levels:

State of the art at European Level

State of the art outside Europe

Past and on-going funded projects, to

1) avoid reinventing the wheel and,

2) identify priorities that build upon previous research

January 2011

MAIN INFORMATION SOURCES

CORDIS portal

National Contact Points (NCP)

Strategic Research Agendas of ETPs and JTIs

Public papers issued by relevant DGs

Contacts with EC representatives

Info-days (regularly organised in correspondance to launch of call for

proposals)

Thematic and networking events attracting different stakeholders

January 2011

CONSORTIUM BUILDING

Check call requirements in terms of partners, both legal and

recommended

Find the right partners, and the right number!

Transnationality

Complementarity

Excellence

Appoint a coordinator with experience in the role

Make sure that project scope and each contribution are well

understood by all partners

Well-built consortium is key to success: organise your work in time !

January 2011

RESOURCES TO FIND PARTNERS

Established contacts (either direct or indirect)

Networking and thematic events

Info-days (list of participants is circulated)

Partner search dedicated tools (CORDIS/IDEAL-IST)

EC-supported services and networks (NCP/ EEN)

Members of EC-supported initiatives (ETPs)

Thematic networks

Databases of funded projects

January 2011

FROM THE IDEA TO THE PROPOSAL

1. Identification of main project objectives/ outcomes;

2. Definition of main activities;

3. Identification of necessary partners and expertise;

4. Quantification of the resources needed (in terms of effort, equipment,

etc.);

5. Develop the first CONCEPT NOTE

January 2011

PROJECT CONCEPT NOTE

Summarises key elements of proposal

Vision statement and state-of-art

Main (broad) objectives

Partners and expertise sought

First breakdown of activities

Addressed call and indicative project budget

Some EC services have a pre-proposal check facility, always worth to

use

Never go ahead with writing a proposal without a pre-screening and concept note!

January 2011

January 2011

PART B

TECHNICAL CONTENT OF THE PROPOSAL

Template given in Annex to Guide for applicants – stick to it!

Know documentation well (work programme, guide for applicants,

guide for evaluators, etc.)

Stay within the indicated maximum length per section

Where no max: keep your text clear and concise

January 2011

MANAGING THE WRITING PHASE

Develop common idea of objectives and outcomes

One leader is responsible for writing the proposal and consolidating all

contributions

Make clear writing plan and assign responsibilities

Quality check mandatory for ALL contributions

Produce a professional and consistent document

Familiarise with EPSS in advance

January 2011

PART B: CONTENT

Cover page & table of content

Section 1: S&T quality and relevance to call1.1 Concept & objectives

1.2 State of the Art

1.3 S/T methodology and work plan

Section 2: Implementation2.1 Management structure and procedures

2.2 Individual participants

2.3 Consortium as a whole

2.4 Resources to be committed

Section 3: Impact3.1 Expected impacts listed in the work programme

3.2 Dissemination and exploitation of project results and IPR management

Section 4: Ethical issues

Section 5: Consideration of gender aspects

January 2011

SECTION 1: S/T QUALITY AND RELEVANCE

1.1 Concept and objectives

Information to be included in this section:

general purpose of the project and vision statement

definition of the problem to be solved and statement on why the

project is a good way of solving it (main innovation beyond current

SOA)

specification of scientific and technical objectives of the project

expected outcomes for each phase of the project

This section is crucial for the evaluation of the quality of the proposal;

highlight the scientific basis of the project;

describe the connections of the different activities;

describe utility of the expected the outcomes and their value in the

framework of the project.

Suggested length 2-3 pages

January 2011

1.2 Progress beyond the state-of-the-art

Information to be included in this section:Description of the state of the art

Identification of main problems, needs, constraints addressed by project;

Description of alternative methodologies/tools actually available on the market;

Detailed description of the benefit of the proposed methodology/tool in terms

efficiency, effectiveness, safety, time consumption, costs, environment, etc.)

Section 1.2 is linked to the innovative aspects of the proposal;

Highlight benefit of proposed methodology/tool, comparing to the

existing ones;

Include numbers and figures when possible.

Suggested length: 2-3 pages.

SECTION 1: S/T QUALITY AND RELEVANCE

January 2011

1.3 S/T methodology and associated work-plan

Description of scientific and technical methodology to implement

project activities;

Identification of WP‟s and Tasks;

Development of a detailed work plan, including deliverables and

milestones;

It is important to highlighthow the partners intend to achieve the scientific and technical objectives

including intermediary steps;

how the partners will monitor and assess the scientific risks of the work to

carry out;

the temporal dimension of each task (and linking each task to other ones)

Description of the activities should be reflected in all the tables

required for this section.

Suggested length: 6-7pages, excluding tables

SECTION 1: S/T QUALITY AND RELEVANCE

January 2011

TABLES: WORK PACKAGES LIST

January 2011

TABLES: LIST OF DELIVERABLES

January 2011

WORK PACKAGE DESCRIPTION

How will you achieve the objectives? TASKS

Deliverables and month of delivery

January 2011

WORK PACKAGE STRUCTURE

Header: title, work package leader, effort per participant, start date

Objectives: clear and not to be confused with tasks!

Description of work: the activities; subdivided into tasks (numbering:

T1.1, T1.2.. T2.1, T2.2…)

Deliverables: tangible evidence of project progress (reports, website,

training material, communication material, benchmarking…)

(numbering: D1.1, D1.2.. D2.1, D2.2…)

January 2011

NUMBERING CONVENTION

Numbering of Tasks, Deliverables and Milestones follows a numberinglogic:

A letter determines if it is a Task, Deliverable or Milestone: T, D or M

The first digit is the Work Package number: 1, 2, 3...

The second digit is a sequence number: 1, 2, 3…

E.g.:

D3.2 = Second deliverable of WP3

M1.1 = First milestone of WP1

T4.3 = Task 3 of WP4

January 2011

TABLES: SUMMARY OF STAFF EFFORT

Effort table is thoroughly checked for coherence and balance byevaluators!

January 2011

TABLES: LIST OF MILESTONES

Milestones are control “go-no-go” points

January 2011

GANTT CHART

January 2011

PERT DIAGRAM

WP

3TR

AIN

ING

WP1 PROJECT MANAGEMENT

WP2 WORKSHOPS WP5 DIALOGUE

WP4 SUSTAINABILITY

WP6 COMMUNICATION and DISSEMINATION

January 2011

SECTION 2: IMPLEMENTATION

2.1 Management structure and procedures

Information to be included:

Organisational structure of the consortium;

Roles, bodies and responsibilities (PM, AoP, SCB, etc);

Consortium agreement;

Decision making mechanism, conflict resolution and recovery;

Technical and financial control of the activities

Quality assessment procedures;

Reporting and administrative management

Adapt management to the project complexity and size of consortium.

Include graphical representation of mgmt structure

Maximum length for section 2.1: five pages

January 2011

2.2 Individual participants

Each participant provides a short description of the organisation

including relevant info pertaining to project activities and context, as

well as prior experience in EU projects

Information to be included:

Profile of each organisation

2-3 CV‟s of project assigned staff

Common misunderstanding: NO FORMATTED CV PLAIN TEXT ONLY

Profiles of organisations and key people should be addressed to the

project activities, highlighting the experiences gained in the field of

interest.

Maximum length for section 2.2: one page per participant

January 2011

2.3 Consortium as a whole

Describe how the participants collectively constitute a consortium

capable of achieving the project objectives, and how they are suited

and are committed to the tasks assigned to them

Information to be includedDescription of the consortium in terms of roles, expertise and specific

involvement in project activities;

Highlight complementarities between participants

Description of the industrial involvement to ensure exploitation of the

results.

Subsection

i) Sub-contracting

ii) Other countries

iii) Additional partners

Maximum length for section 2.3: four pages

January 2011

2.4 Resources to be committed

Rationale: very much is acceptable if duly explained and justified

Information to be included

Identify necessary resources

Justify resources according to project activities

description of how the resources will be mobilised, including any resources

that will complement the EC contribution (contribution of partners)

There is no specific template for this section it is up to you to make it as clear

and easy to read as possible

Providing detailed information on the budget is positive for the evaluation of

the project and an efficient tool for the future implementation of the project

activities.

Maximum length for section 2.4: two pages

January 2011

SECTION 3: IMPACT

3.1 Expected impacts listed in the work programme

Contribution towards the expected impacts in work programme

Other identified impacts (short-mid-long term/direct-indirect)

Explain why this contribution requires a European (rather than a

national or local) approach.

Why will the consortium/project achieve these impacts?

January 2011

SECTION 3: IMPACT

Information to be included

Use same key words as in work plan;

Describe main constraints of industry/sector where the project will

impact;

include figures of the potential impact of the project (e.g. before and

after);

highlight the geographical dimension of the project.

Suggested length: 4-5 pages 3 – (Maximum length for the whole of

section 3 – ten pages)

January 2011

3.2 Dissemination and/or exploitation of project results, and

management of intellectual property

Describe the measures you propose for the dissemination and/or exploitation

of project results, and the management of knowledge, of intellectual property

Information to be included:

A detailed exploitation plan, including the description of the steps to bring

the outcome of the project to the market;

Prevision for IPR between partners;

Dissemination and communication of the results to the scientific community;

Interaction with other on going projects and research initiatives at European

level.

Must be appropriate for activities and work plan!

Suggested length 5-6 pages (Maximum length for the whole of section 3 – ten

pages)

January 2011

SECTION 4: ETHICAL ISSUES

The following special issues should be taken into account:

Informed consent;

Data protection issues;

Use of animals;

Human embryonic stem cells

Each proposal must include the Ethical Issues Table (provided in template)

Additional comments such as:

“Only in exceptional cases will additional information be sought for clarification,

which means that any ethical review will be performed solely on the basis of

the information available in the proposal. Projects raising specific ethical

issues such as research intervention on human beings; research on human

embryos and human embryonic stem cells and non-human primates are

automatically submitted for ethical review.”

January 2011

SECTION 5: CONSIDERATION OF GENDER

ASPECT

Actions that would be undertaken during the course of the project to

promote gender equality in the project and/or field of research.

actions related to the project consortium (e.g. improving the gender

balance in the project consortium, measures to help reconcile work

and private life, awareness raising within the consortium);

or, where appropriate, actions aimed at a wider public (e.g. events

organised in schools or universities).

Maximum length for section 5 – one page

January 2011

TIPS TO PROPOSAL WRITING

Write your proposal in clear and concise English

Constantly communicate with your partners, organise work and

assign clear responsibilities

Draw a realistic structured plan of action and corresponding

(realistic) resources

Have clear and measurable objectives, results and delivs.

Stress impact/dissemination and methodology

Plan a structured and efficient management

Have convincing technological background and state-of-the-art

Strong & complementary consortium (roles, qualifications)

Keep it clear and simple without loosing quality

CLARITY AND CONSISTENCY (do not leave anything to the

imagination of the evaluators)

January 2011

HOW TO DEVELOP SUCCESSFUL PROJECTS

WITHIN FP7

PARTICIPATING IN FP7

Budget an FP7 proposal

Mr. Giuseppe Saija – Teseo sprl

January 2011

Fact: R&D is expensive

MUST JUSTIFY REQUESTED RESOURCES

Accurately & realistically drawn budget

You will have to carry out the work for the money that you asked!

Clear and logical correspondence between activities and budget(avoid unjustified lump sums!)

Clear work plan clear and specific allocated resources and costs

January 2011

BUDGET IN PART B

Formal requirements:

Person-months in WP description header

Summary Effort Table (p-m / partner / WP)

Section 2.4 “Resources to be committed” (2 pages + tables)

It is in your interest to provide more info and more detail

January 2011

A3 FORMS

Cost breakdown (1 per partner)

Requested community funding, method for calculating OH, budget split per Activity Type, etc.

COSTS subdivided into:-RTD -Demonstration- Coordination/Support- Management- Other (dissemination,

training, etc.)

January 2011

PROPOSAL SUBMISSION

Only by electronic means through the EPSS (Electronic Proposal

Submission System)

https://www.epss-fp7.org/epss/

Upload your complete proposal at least the day before

After deadline (usually 5pm Brussels time) no way of resubmitting the

proposal again

Submission focuses on project content and budget (legal documents

will be provided afterwards)

January 2011

ON-LINE SUBMISSION – EPSS TOOL

https://www.epss-fp7.org

On-line submission – EPSS tool - Coordinator registers for the correct call and

instrument, and obtain coordinator and partner user ids and passwords by

return email

Consortium completes the Part A on EC server, accessed from the Cordis

website

Coordinator completes the A1 and A3 forms

Each partner completes its own A2

Coordinator prepares the Part B on his own PC using the (.rtf) template

provided

Finally saved as .pdf file

The coordinator uploads his Part B to the EC server, joining the existing Part

A, and signals his proposal is now complete by pressing the submit button

Coordinator receives an Acknowledgement of Receipt (AoR) by email

January 2011

ON-LINE SUBMISSION – EPSS TOOL -

https://www.epss-fp7.org

Make a trial submission several days in advance, so you practice the

procedure and have plenty of time to correct any problems

(You can make a trial submission of a partly-written proposal:

error messages about missing fields or partners do not block

submission)

Submit a refined version of your proposal each day in the last days of

the call

Aim to submit your final version at mid-day on the last day

EACH NEW SUBMISSION OF YOUR PROPOSAL OVERWRITES THE PREVIOUS ONE

January 2011

ON-LINE SUBMISSION – ERRORS AND

PROBLEMS (1/2)

Registering for the wrong instrument

Registering for the wrong call

IF YOU MAKE A REGISTRATION ERROR,

JUST ABANDON THESE PASSWORDS AND REGISTER AGAIN

Not reading the manual, leaving it till the last day to read the manual

Waiting till too late to call for help

Manuals

http://www.cordis.lu/fp7/find-doc.htm#userguides

EPSS Helpdesk

support@epss-fp7.org

Tel. +32 2 233 3760

January 2011

ON-LINE SUBMISSION – ERRORS AND

PROBLEMS (2/2)

Virus infected files

Excessively long files (>10Mb)

Providing a Part B as other than a .pdf file

Submitting a Part A/Part B only

(Your submission will be refused, you will be asked to correct the

problem and try again)

Incomplete/unreadable Part Bs

(The evaluators can only evaluate as much as they can read)

Failing to press the submit button

Leaving submission till the last minute

January 2011

NEGOTIATION

All coordinators receive an ESR (Evaluation Summary Report)

The highest scores are invited to negotiate the contract

Negotiation might entail changes in parts of the project

Negotiation for a small scale research project can be 4-6 months

Once negotiations are closed a contract is signed and work can start

January 2011

WORK-PLAN IMPLEMENTATION

The work-plan is described in the contract

Deliverables and milestones become a way of measuring projectprogress

Regular reviews are implemented by the EC with external experts

The EC has the right to stop projects if they do not deliver

January 2011

REPORTING

Projects are broken down in reporting periods (usually 1 year =

reporting period)

Extensive reporting has to be provided on activities and expenditures

Most reporting is within the responsibilities of the coordinator

The EC has to accept all reporting before processing the final

payments

January 2011

SUMMARY EFFORT TABLE

January 2011

RESOURCES TO BE COMMITTED

2 pages explaining estimation and allocations

Detailed Excel Workbook

Partners‟ information

Person-month matrix (include in 2.4)

Travel

Equipment

Other

Sub-contracting

All Cost Categories & Totals (include in 2.4)

A3 format table

January 2011

ACTIVITY TYPES

Define the nature of WP (1AT / WP !)

Define funding rate for that WP/activity

Must always refer to Guide for Applicants and EPSS for active AT‟sunder each call!

RTD - Research & Development 50% (75%)

DEM - Demonstration 50%

MGT - Management 100%

OTH - Other (training, dissemination, IPR

management)

100%

SUPP/COORD - Specific to CSA’s 100%

January 2011

FUNDING RATES

Activity Types Public / No profit / SME / Universities

Large enterprises

RTD 75% 50%

DEM 50% 50%

SUPP/COORD 100% 100%

MGT/OTH 100% 100%

Indirect costs: REAL, 20%, 60% REAL, 20%

January 2011

PROJECT ELIGIBLE COSTS

Direct Costs:

1. Personnel

2. Travel & Subsistence

3. Equipment

Durables

Consumables

4. Other costs

5. Subcontracting

Indirect Costs:

6. OVERHEADS

January 2011

INDIRECT COSTS

Structural costs that an organisation has to bear in order to function

% of other cost categories (except sub-c.)

Method for calculating indirect costs:

If analytical accounting system:

Actual Indirect Costs

Otherwise:

Standard Flat Rate (20%)

Specific Flat Rate (60%)

Simplified method

Lump Sum (ICPC)

January 2011

INELIGIBLE COSTS

Costs incurred outside project duration

NO VAT!!

Must deduce “visible” amounts from cost statement, i.e. services,bills, etc.

Contributes to investment of each partner in the project

Costs unrelated to the project activities

January 2011

PERSONNEL COSTS

For organisation‟s staff based on time-sheets (usual accountingpractice)

Proposal:

Average Person-Month Rate:

Gross salary + ALL other benefits / 12M

E.g. Senior 10%, Technical 70%, Admin 20%

Rate used for the estimation of budget (€/m)

Please note: in Project REAL costs will be declared

January 2011

PERSON-MONTHS

Unit of personnel effort

Calculated in months of “effective” work

1 month = 20 days * 8 hours

0.25 p-m = 1 week

0.50 p-m = 2 weeks

e.g. 2 p-m =

1 person working full time for 2 months

1 person working part time for 4 months

4 people working part time for 1 month

January 2011

EQUIPMENT

Durables

Usage on project (%)

Depreciation (duration/depreciation)

E.g. 2000 EUR equipment with 4 yr depreciation, used at 50% onproject of 2 year duration

2000 * 2/4 * 50% = 500 EUR

Consumables

Completely used/consumed within project duration

Full cost declared on project

January 2011

INDIRECT COSTS / OVERHEADS

Fixed % of ALL cost categories excluding sub-contracting

Actual Indirect Costs (accounting sys)

Otherwise: Flat rates

Std FR: 20% >> for all partners

Specific FR: 60% >> SME/no-profit/Univ

Important decision as registration is valid for all other FP7 projects!

January 2011

BUDGET EXAMPLE 1

Partners’ Information

January 2011

PERSON- MONTHS MATRIX

January 2011

TRAVEL & OTHER COSTS

January 2011

ALL COST CATEGORIES

January 2011

TOTALS

January 2011

EPSS “A3”

January 2011

BUDGET EXAMPLE 2

Partners’ Information

January 2011

TRAVEL CALCULATION EXAMPLE

January 2011

OTHER COSTS TABLE

January 2011

EQUIPMENT & OTHER

January 2011

EPSS A3 FORMAT

January 2011

BUDGET PREPARATION

PARTNERS

Provide budget expectations: p-m per task and other required costs(travel, equip., etc.)

Person-month rate

Method for calculating OH

COORDINATOR

Consolidation & adjustments…

Travels harmonisation

Has the overall view of proposal budget

Must submit budget to partners prior to submission

January 2011

SUB-CONTRACTING

You may sub-contract portions of work

However, it is discouraged:

Must not be substantial tasks (e.g. R&D)

Nor large portions of budget

Not funded at 100% but paid at 100% by consortium

Either add a partner Or use “other costs”

January 2011

RECOMMENDATIONS

A budget needs to be clear

Clearly define activities and responsibilities; activities must reflectthe work plan!

Always express resources per partner and per category

The Commission funds costs, does not pay for services

Keep within limits for activities AND management!

Project FIRST has received funding from the European Union's Seventh

Framework Programme ([FP7/2007-2013] ) under grant agreement n° [248753]