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
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]
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