Proposal drafting: typical mistakes and
useful hintsKyiv, December 20th, 2010
This Project is funded by the European Union
Joint Support Office (JSO) for Enhancing Ukraine’s Integration into the European Research Area (ERA)EuropeAID/127891/C/SER/UA Ukraine
This Project is implemented by an ECORYS-led Consortium
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Number of Proposals
AM AZ BY GE MD UA
Country
Coordinators by Country
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DE FR EL IT BE ES UK PL HU TR AT BG DK EE LT NL RO SE CH CZ FI NO PT RS
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2 Institute of Hydromechanics NASU UA
3 Institute of Scintillation Materials NASU UA
4 NATIONAL AEROSPACE UNIVERSITY KHARKIV AVIATION INSTITUTE NAMED BY N ZUKOVSKIY UA
6 Space Research Institute of the National Academy of Sciences of Ukraine and National Space Agency UA
8 V.M. GLUSHKOV INSTITUTE OF CYBERNETICS OF NATIONAL ACADEMY OF SCIENCES OF UKRAINE UA
12 G.V.Kurdyumov Institute for Metal Physics of NAS of Ukraine UA
16 National Technical University "Kharkiv Polytechnic Institute" UA
25 Shulgin State Road Scientific Research Institute UA
28 Precarpathian National University named after Vassyl Stefanyk UA
31 NACIONALNIY TEHNICHNIY UNIVERSITET UKRAINI KIIVSKIY POLITEHNICHNIY INSTITUT UA
33 INSTYTUT MOLEKULYARNOI BIOLOGII I GENETYKY NAN UKRAINY UA
41 The Podgorny Institute for Mechanical Engineering Problems of NAS of Ukraine UA
43 Centre for S&T Potential and Science History Studies UA
44 Ternopil National Economic University UA
45 Alliance New Energy of Ukraine UA
46 V.M. GLUSHKOV INSTITUTE OF CYBERNETICS OF NATIONAL ACADEMY OF SCIENCES OF UKRAINE UA
47 Taras Shevchenko National University of Kyiv UA
50 V. N. Karazin Kharkiv National University UA
51 STATE MUSEUM OF NATURAL HISTORY, NATIONAL ACADEMY OF SCIENCES OF UKRAINE UA
52 International center of molecular physiology of the National Academy of Sciences of Ukraine UA
ERA-WIDE Participants from Ukraine
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Budget: EUR 6 mln; up to EUR 0.5
mln/project
Duration of the project: 2-3 years
Funding scheme: CSA – supporting action;
100% of eligible costs
Deadline: 15/03/2011, at 17.00, Brussels
local time
CAPACITIES - International CooperationCAPACITIES - International CooperationERA-WIDE – FP7-INCO-201ERA-WIDE – FP7-INCO-20111-6-6
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The call is addressed to research centres of proven high level S&T
capacities, which are located in an ENP country not associated to FP7
(Moldova, Georgia, Ukraine, Belarus, Armenia, Azerbaijan);
• The proposal should target only one such centre;
• The consortium should however include additional participants, in
particular from the MS and/or AC so as to fulfil the objectives of the
activity;
• The research centre targeted by the proposal should be the coordinator
of the proposal.
CAPACITIES - International CooperationCAPACITIES - International CooperationERA-WIDE – Participants profileERA-WIDE – Participants profile
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• Research centre: existing working unit, either working
independent or functioning within locally established
research organisation
• The centre should not be a subsidiary or branch of an
organisation established in another country
CAPACITIES - International CooperationCAPACITIES - International CooperationERA-WIDE – Participants profileERA-WIDE – Participants profile
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Application
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Proposal writing (Part B.1Proposal writing (Part B.1.1.1))
1. Scientific and/or technical quality, relevant to the area
addressed by the call
1.1 Concept and objectives
• Describe (i) relevance of your research to the priorities and
topics of FP7 (taken from respective WP) and project objectives,
(ii) vision and strategy of development of your center, (iii)
present your research excellence (publications, international
cooperation and projects, participation in research bodies,
sources of funding, cooperation with end users/enterprises,
number of young and experienced scientists)
• Present key researchers of the center
• Present SWOT analysis of your center
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Address to the FP7 priorities, activities and topicsAddress to the FP7 priorities, activities and topics
• Main thematic domain: ENVIRONMENT – activity: Sustainable
Managenent of Resources
• Secondary thematic domain: SOCIO-ECONOMIC SCIENCES
AND THE HUMANITIES – activity: combining economic, social
and environmental objectives in a European perspective
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The specific objectives: ExampleThe specific objectives: Example
• Develop strategic partnership with high-level research centres
in Europe,
• Support and mobilise human resources by two-way
secondment of staff between center and prominent scientific
centres in Europe,
• Reinforce center scientific potential by recruting high level
experienced researchers from abroad,
• Support material resources of center by aquisition of research
equipment, software and on-line access to scientific
information,
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The specific objectives: ExampleThe specific objectives: Example
• Disseminate the results of research and share knowledge by
international conferences, workshops, publishing their
proceedings,
• Contribute to biodiversity conservation and sustainable
development of the region by organising a conference for
knowledge transfer on biodiversity conservation and
suistainable development from highly developed EU regions.
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Vision and strategy: ExampleVision and strategy: Example
The Strategic Research Development Plan of the center:
• To become leading EU Research Center in Conservation and
Sustainable Management of Biodiversity
• Upgrade the legal status of center towards a research entity
with full rights to conduct PhD studies and to grant doctoral
degrees in biological sciences
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SWOT Analysis: ExampleSWOT Analysis: Example
• SWOT analysis in 5 fields: Research, Education, Nature conservation activities, Infrastructure/facilities, Human resources,Finances
• In first round 51 persons (41 center staff & 10 external persons) filled in the SWOT questionnaire
• In second round importance of raised factors was evaluated
• SWOT results were confronted with the own vision of the center development and regional, national and EU strategies for RTD development
• Next step was to prepare Action Plan based on SWOT analysis outcome
• Only Action Plan measures relevant for FP7 funding were included in project activities
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Proposal writing (Part B.1Proposal writing (Part B.1.2.2))
1. Scientific and/or technical quality, relevant to the area addressed by the
call
1.2 Quality and effectiveness of the support mechanisms, and associated
work plan
• Present an (i) Action Plan which results from SWOT (what should be done to
build on strengths and to minimise weaknesses),
• Describe (ii) activities to be performed in the frame of the project, (iii) groupe
tasks in Work Packages, (iv) define deliverables, (v) milestones, (vi)
allocation of man/month for each WP.
• Use ERA-WIDE activities described in the Work Programe
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ERA-WIDE - ActivitiesERA-WIDE - Activities
ERA-WIDE actions:
• Twinning with research centres in MS or AC in view of
disseminating scientific information, identifying partners and setting
up joint experiments;
• Developing training modules to build competency and facilitate the
participation of these centres in FP7;
• Developing research centres’ strategy in order to increase their
scope (regional coverage, activities) and to improve their responses
to the socio-economic needs of their countries and of the region.
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What What isis “ “twinningtwinning” activit” activityy??
Organisation of International Conferences and Workshops
Exchange of scientists
Exchange of administrators/managers
Employment of experienced foreign researchers
Thematic seminars, Summer Schools
Use of existing infrastructure for joint research
Setting up joint experiments and research programmes
Regional/National Knowledge Transfer Forum
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Possible other activitiesPossible other activities
Dissemination (information events, brochures,…) to increase the
center visibility on national and EU level
Research staff participation in conferences and trainings
Identifying ideas and partners for FP7 projects
Meetings with user groups (end-users of research results)
Socio-economic needs analysis
Development of strategy for the center to increase its impact on
region and country
Purchase of equipment and software well justified by SWOT and
project objectives (max. 30% of the project budget)
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2. Implementation
2.1 Management structure and procedures
• Describe the (i) organisational structure, (ii) decision-making mechanisms of the project and (iii) information flow within the consortium.
2.2 Individual participants
• Describe (i) each of the partner organisation, (ii) the main tasks and responsibilities within the project, (iii) previous experience relevant to those tasks.
• Provide (i) a short profile of the staff members who will be undertaking the work from your and partnering organisations and (ii) their experience to manage specific tasks.
2.3 Consortium as a whole
• Describe why (i) specific partners has been chosen as consortium members, (ii) how they will help you in achieving the project objectives, and (iii) how they are suited and committed to the tasks assigned to them.
2.4 Resources to be committed
• Describe the activities and the detailed budget for each activity (for example in table form).
Proposal writing (Part B.2)Proposal writing (Part B.2)
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3. Impact
3.1 Expected impacts listed in the work programme
• Describe the impact of the project on three levels: (i) on your center – how its capacity for FP7 cooperation, the excellence of the research, attractiveness for EU partners will be improved, (ii) on the region and country – how your center capacity for cooperation with end users/companies, participation in regional development programmes, visibility for the society will be improved, (iii) on the European research cooperation – new international proposals/programmes, benefits for the EU partners
• Try to indicate quantitatively the impact (no of end-users to be contacted/trained, number of FP7 proposals to be submitted, etc.).
3.2 Dissemination and/or exploitation of project results
• Describe the measures you propose for the dissemination results (conferences, publications, articles, website, newsletters, open days, etc) and how these will increase the impact of the project.
• Take into account a variety of communication means and target groups (reserachers, end-users, society, etc)
Proposal writing (Part B.3)Proposal writing (Part B.3)
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ERA-WIDE impact:
• Contribution to RTD capacity building in the target country,
• Enhanced participation of the country in FP7,
• Increased scope (regional coverage, subjects, activities) of the
centres with increased linkage with economic and social
environment,
• Networking with research centres in MS and AC (mobilising
human and material resources, disseminating scientific
information, facilitating communication…),
• Increased job opportunities in the country for young scientists.
CAPACITIES - International CooperationCAPACITIES - International CooperationERA-WIDE – Expected ImpactERA-WIDE – Expected Impact
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Tips for applicants
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Structure of the proposal: strategic objectives your current research
capacity and excellence strong and weak points analysisAction
Plan Work Packages Tasks
Present your excellence: international projects and publications
Project activities should be closely related to strong and weak points
Clarify why selected set of activities will be most effective for your
center
Be specific give details: numbers, names, titles of events, number of
participants, etc.
Describe who is personally responsible for each task
Tips for participating in FP 7Tips for participating in FP 7
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Tips for participating in FP 7Tips for participating in FP 7
Think about transfer of technology and transfer of knowledge
Present budget by cost categories and by activities
Aim to deliver value for money with a realistic requested budget
Include in the management structure International Advisory Board
Use indicators (quantitative and qualitative) to measure project results
and its impact
Find right twinning partner. Use others for networking (not necessary
project partners)
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Do not duplicate the weak points of Do not duplicate the weak points of other proposalsother proposals
Project is too ambitious
Action Plan is too general – no quantitative data
Proposal contains activities which are not related to the project
objectives
Structure of WPs and related Tasks not clear (no clear logic)
No activities creating sustainable results (outgoing researchers
only)
Too many short visits
No activities related to industry
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Do not duplicate the weak points of Do not duplicate the weak points of other proposalsother proposals
Management structure too complicated
Project management based on the administrative structure of
the host organisation
Management description too general (no procedures for
decision making)
Costs of specific activities are too high
Budget is too general
No measurable impact/ No indicators to measure the results
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EPSSElectronic Proposal Submission System
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What is the EPSS ?What is the EPSS ?
EPSS = Electronic Proposals Submission System
An electronic system enabling project coordinators to
prepare and submit their proposal online through the Internet
using a web site accessed seamlessly from Cordis
(Participant Portal in the future) or accessed directly once
the participant is registered
Operating 7 days a week, operating 24 hours a day, free of
charge to the participants, supporting most IT
configurations, avoiding paper based submission costs
and issues
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http://cordis.europa.eu/fp7
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Registration with PICRegistration with PIC
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Registration without PICRegistration without PIC
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Login
EPSS registration mail
The EPSS registration email, which contains the access
codes to prepare and submit the proposal, will be sent to
the email address you define during the registration.
First login
As a coordinator you must use the login and password that
has been sent to you by e-mail to access the EPSS.
Go to https://www.epss-fp7.org to login
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URF PICvalidation
ProposalSubmissions
Evaluations NegotiationsGrant
AgreementAmendments
URF operation
Research Community Legal Entity
LEAR
ParticipantPortal
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The steps to registerThe steps to register
• STEP 1: Use the search facility to check whether your organisation is
already registered.
• STEP 2: If your organisation is not yet registered, you will need to
obtain a Portal Account to begin the registration process. Please
register with ECAS to obtain an ECAS account and password.
• STEP 3: Register your organisation using your ECAS account details.
Submit your registration information to the Central Validation Team
(CVT).
• STEP 4: CVT will then complete the necessary steps to identify your
organisation. During this period, it is possible to upload additional
documents.
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The steps to registerThe steps to register
• STEP 5: After identification, the CVT begins a verification process that
will eventually lead to the appointment of a Leagal Entity Appointed
Representative (LEAR). During this period, the data that you have
declared about your organisation can no longer be modified. You will
however still be able to upload up to 10 Mb of additional supporting
documents.
• When your data has been validated by the CVT the organisation data
may be maintained only by the LEAR.
• Upon registering your organisation, you will receive a Participant
identification Code (PIC).
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LEARs have better control of data:
Document upload and management (e.g. balance sheet or viewing previous correspondence)
LEARs can access the list of projects that their organisations are currently working on, including project details.
Access via the Participant Portal
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Contact Contact
For further information please contact:
JSO/NIP Project Office
22-B Saksaganskoho Str., Office 29
Kyiv 01033 – Ukraine
http://www.fp7-ncp.kiev.ua/
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Thank you for your attention