Http:// FP7 Proposal Writing Royal Holloway Inga Benner – [email protected]@bbsrc.ac.uk

http://www.ukro.ac.uk

FP7 Proposal Writing

Royal Holloway

Inga Benner – [email protected]

mailto:[email protected]

UK Research Office

• Established in Brussels in 1984

• Staff of 14

• Sponsored by the seven UK Research Councils

• Receives subscriptions from over 140 research organisations

• Services for sponsors and subscribers include:• Query service – advice and guidance by email and telephone

• Bespoke institutional briefing visits

• Website and tailored web- and email-based information services

• Meeting room in Brussels

• Runs training courses and organises Annual Conference

• UK National Contact Point for the ERC and Marie Curie

• Produces European RTD Insight for the British Council

• For more information see www.ukro.ac.uk

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http://www.ukro.ac.uk/

FP7 Proposal writing

What will be covered?

• Approaching Proposal Writing

• Forming Consortia

• Finance

• Evaluation criteria and process

• Application process

• Hints and tips

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Basic Proposal Requirements

Who is eligible for funding?

EU-27Austria, Belgium, Bulgaria , Cyprus, Czech Republic,Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Italy, Ireland, Latvia, Lithuania, Luxemburg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, UK

Associated Countries (FP7)Albania*, Bosnia and Herzegovina *, Croatia*, Faroe

Islands*, FYR, Macedonia*, Iceland*, Israel*, Liechtenstein*, Montenegro*, Norway*, Serbia*, Switzerland, Turkey*

*except Euratom

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ICPC CountriesIC

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Different Project Types

Small to Medium/ Focused Collaborative Projects

• Targeting a specific objective in a clearly defined overall approach

• Fixed overall work plan• Research/technological development activity and /or

a demonstration activity

Typically• 18-36 months• €0.8- 4 million EC contribution • 6-15 participants

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Large Scale/Integrating Collaborative Projects

• Ambitious objective driven research with a ‘programme approach’

• Coherent, flexible and updateable set of activities• RTD activities, demonstration, tech transfer,

training, dissemination, knowledge management and exploitation

Typically • 36-60 months• Around €4-10 million EC contribution• 10-20 participants

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Networks of Excellence

• Supports Long Term durable integration of research resources and capacities

• Jointly executed research to support integration• Joint training programme• Dissemination and communication are vital

Typically • 5 to 7 years maximum• € 4 – 7 million EC contribution• 6 – 12 participants

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CSA - Co-ordination Actions

• Designed to promote and support ad hoc networking and coordination of RTD

• Consists of co-ordination and networking activities

• For example, establishment of expert groups, workshops, communication platforms, etc

Typically • 18-36 months• €0.5- 1.8 million EC Contribution • 13-26 participants

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CSA - Support Actions

• Support to programme implementation, preparation of future actions

• Complement other FP7 funding schemes• For example, studies, thematic or geographic

assessments, providing support to Third Countries, etc

Typically • 9-30 months• €0.03 - 1 million EC Contribution• 1-15 participants

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Approaching Proposal Writing

Who shapes the Work Programmes?

Advisory Groups

Programme Committee

WorkProgramme

Agencies

Technology-Platforms

(e.g. Food for Life)

Other Sources (FP Projects, literature,

conferences...)

OtherCommission

Services

Process OverviewF

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Call opens One/two stagee-submission

EligibilityCheck Individual

Evaluation

Panel Review/ ConsensusFeedback

(ESR)

Post-evaluationRanking

Report to PC

Negotiation of Proposals

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What does a proposal contain?

• Part A (administrative details, budget, consortium information)

• Part B (proposal text) • Scientific proposal, description of work packages,

tables on person months, deliverables, milestones• Implementation • Impact• Ethical issues, Gender issues

Who do I need in my consortium?

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• Depends on topic…• Partners must match activities in proposal• Appropriate balance of sectors – industry,

academia, civil society, user groups, etc• Consideration of expected impact of project• Commission may stipulate or offer advice on

types of partner or country involvement

• EU dimension/ added-value!

How do I find partners?

• Existing contacts

• FP6/ FP7 Projects

• http://cordis.europa.eu/fp6/projects.htm

• http://cordis.europa.eu/fp7/projects_en.html

• EU conferences and project evaluation

• European Technology Platforms http://cordis.europa.eu/technology-platforms

• Partner searches:

• UKRO can distribute partner profiles

• NCPs

• CORDIS

• IDEAL-IST (ICT research) and SINAPSE (SSH platform)

Note! Use partner searches with caution; Check out track record; Understand motives for getting involved

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Advanced Engineering Materials and Technologies – EuMaTAdvisory Council for Aeronautics Research in Europe – ACAREEmbedded Computing Systems – ARTEMISEuropean Biofuels Technology Platform – BiofuelsEuropean Construction Technology Platform – ECTPEuropean Nanoelectronics Initiative Advisory Council – ENIACEuropean Rail Research Advisory Council – ERRACEuropean Road Transport Research Advisory Council – ERTRACEuropean Space Technology Platform – ESTPEuropean Steel Technology Platform – ESTEPEuropean Technology Platform for the Electricity Networks of the Future European Technology Platform for Wind Energy – TPWindEuropean Technology Platform on Smart Systems Integration – EPoSSEuropean Technology Platform on Sustainable Mineral Resources Farm Animal Breeding and Reproduction Technology Platform Food for Life – FoodForest based sector Technology Platform – ForestryFuture Manufacturing Technologies – MANUFUTUREFuture Textiles and Clothing – FTCGlobal Animal Health – GAHIndustrial Safety ETP – IndustrialSafetyIntegral Satcom Initiative – ISIMobile and Wireless Communications – eMobilityNanotechnologies for Medical Applications – NanoMedicineNetworked and Electronic Media – NEMNetworked European Software and Services Initiative – NESSIPhotonics21 – Photonics Photovoltaics – PhotovoltaicsPlants for the Future – Plants Robotics – EUROPSustainable Nuclear Technology Platform – SNETPSustainable Chemistry – SusChemWater Supply and Sanitation Technology Platform – WSSTPWaterborne ETP – WaterborneZero Emission Fossil Fuel Power Plants – ZEP

Agree Common

Vision

Define StrategicAgenda

ImplementStrategicAgenda

Industry-led stakeholder forums on Europe’s key research challenges


Contractual and Financial Considerations

Contractual Arrangements

Partner 1(Co-ordinator)

Partner 4Partner 3Partner 2

EuropeanCommission

Third Parties

Sub-

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Licen

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License

Grant Agreement

Consortium

Agreement

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Direct Costs:Maximum EC reimbursement rates

FP6 FP7:

Industry

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Public Bodies,

Universities, SMEs, etc.

RTD* 50% 50% 75%

Demonstration 35% 50% 50%

Management 100%

Other** 100% 100% 100%

ERC 100% direct costs, plus 20% flat rate for indirect costs

Coordination Actions;

Support Actions

100% direct costs, plus up to 7% for indirect costs

Marie Curie Actions Lump sum + flat rates, some actions 10 % for indirect costs

* Activities directly aimed at creating new knowledge, new technology, and products, including scientific coordination.** Training, Consortium ManagementF

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Evaluation criteria

Evaluation Criteria

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ImplementationS/T Quality Excellence

Impact

3/53/5 3/53/5 3/53/5

Overall threshold = 10/15

NOTE – check Work Programme for specific criteria, weightings and thresholds

Evaluation criteria applicable to Collaborative project proposals

S/T QUALITY “Scientific and/or technological excellence (relevant to the topics addressed by the call)”

IMPLEMENTATION “Quality and efficiency of the implementation and the management”

IMPACT “Potential impact through the development, dissemination and use of project results”

• Soundness of concept, and quality of objectives

• Progress beyond the state-of-the-art

• Quality and effectiveness of the S/T methodology and associated work plan

• Appropriateness of the management structure and procedures

• Quality and relevant experience of the individual

• Quality of the consortium as a whole (including complementarity, balance)

• Appropriateness of the allocation and justification of the resources to be committed (staff, equipment)

• Contribution, at the European [and/or international] level, to the expected impacts listed in the work programme under the relevant topic/activity

• Appropriateness of measures for the dissemination and/or exploitation of project results, and management of intellectual property.

Evaluation Criteria F

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• Relevance is considered in relation to the topic(s) in the Work Programme open in a given call, and to the objectives of the call

• Integrated into ‘S&T quality’ and ‘Impact’• This must be addressed in the proposal!• If it is only partially relevant – it will be reflected in the

scoring• If it is not relevant – it will be ‘out of scope’ and rejected on

eligibility grounds before the evaluation

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Relevance

‘S&T Quality’

Scientific and/or technological excellence (relevant to the topics addressed by the call)

• Soundness of concept itself• Quality of objectives• Acknowledgement of, and development beyond,

the ‘state-of-the-art’• Methodology and Work Plan• Quality of co-ordination

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‘Quality and efficiency of the implementation and the management’

• Management structure and procedures• Quality, complementarity and balance of the consortium• Matching of consortium to objectives• Appropriateness of allocation of:

• Staff resources• Equipment

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Implementation

‘The potential impact through the development, dissemination and use of project results’

• Expected Impact is described in the Work Programme• The nature of the Impact can vary considerably between

calls

• Think of your measures for:• Dissemination• Exploitation of project results• IPR management• Disseminating knowledge through stakeholder and public

engagement

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Application Process and EPSS

Key documentsF

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Call Fiche Focus

Work Programme

Guide for Applicants Preparation and submission

EPSS Guide

Rules on Submission and Evaluation, Guide for Evaluators

Background

Model Grant Agreement

Financial, negotiation, reporting and IPR guidelines

FP7, Specific Programme Text

Other policy documents

Electronic Submission (EPSS)

• Co-ordinator must register on Cordis and be sent password and access details

• PIC code – ask your institution’s European Office• Passes on access to other participants• Complete A forms (admin details)• Upload .pdf file of Part B (10Mb limit)• ‘Submission’ must be selected• Automated check• Can revise up to deadline• Deadline strictly enforced• Technical problems addressed to EPSS helpdesk

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Writing a Successful Proposal

Top tips – preparation

1. Clarify your own goals for participation2. Read all Call documentation (ie, GfA and WP)

- Also consider relevant EU policy documents

3. Fully appreciate the evaluation criteria4. Discuss with and meet potential partners5. Use appropriate partnership (including balance

of budget and activities)6. Set aside enough time7. Research previous and current projects8. Work with your institution

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Top tips - application

1. Register in EPSS (Coordinator)2. Put yourself in the shoes of the evaluator3. Write clearly and concisely4. Stick to formatting rules (page limits, font, etc)5. Include well worked out plans6. Outline any ‘Plan B’ (risk analysis) 7. Use tables and diagrams where appropriate 8. Ask someone to read through your proposal9. Make sure final version is submitted!

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In short, the best proposals…

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• Have an EU added value• Clearly address the topic and meet objectives• Push back the frontiers of S&T• Consist of the right consortium for the project• Highlight the impact of the project• Are well budgeted• Are concise and easy to read


FP7 Proposal Writing

Royal Holloway

Inga Benner – [email protected]

Documents

Http:// FP7 Proposal Writing Royal Holloway Inga Benner – [email protected]@bbsrc.ac.uk