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TEMPUS project EU-PULA 03

TEMPUS project EU-PULA 03/07/00. How to plan and write a proposal...- experiences from SaxonyUrsula Schmitz. page 2. Ursula Schmitz . physicist, research experience in hydrogeology from 1995 till 2000: EC Research Coordinator on behalf of the Saxon State Ministry of Science and Arts Environment

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TEMPUS project EU-PULA 03

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    1. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 1

    2. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 2 Ursula Schmitz physicist, research experience in hydrogeology from 1995 till 2000: EC Research Coordinator on behalf of the Saxon State Ministry of Science and Arts Environmental Research and Technology and Non Nuclear Energy now: responsible for acquisition of external funds at the UFZ - Centre for Environmental Research Leipzig-Halle

    3. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 3 Contents of presentation EC Research Coordinators on behalf of the Saxon State Ministry of Science and Arts Excursion: how FP 5 was formulated Proposal planning Proposal writing Cost calculation

    4. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 4 Support of Saxon researchers in their application for EC funding - 3 approaches: EU liaison officer (local expert) at each university / institution clients: researchers of one university / institution topics: the whole range of EU programmes EU Research Coordinator on behalf of the Saxon State Ministry of Science and Arts (established in October 1994) clients: all Saxon researchers (of non-commercial organisations) topics: EC programmes for defined areas, e.g. Environment and Non Nuclear Energy Experts in their area ! Innovation Relay Centre Saxony supported by the EC clients: companies topics: all EU programmes with a focus on those for companies / small and medium sized enterprises

    5. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 5 Tasks of the EC Research Coordinators 3 main elements: 1.) “information” collecting information, assessing information, disseminating information 2.) support of proposal development e.g. pre-screening, search for partners, advising proposal writing 3.) support of contract negotiations and project management

    6. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 6 Tools (e.g.): Information days with speakers from the EC, NCP,... to increase the interest of researchers in EU Funding Personal consultations to create proposals with good quality Funds to support proposal preparation for travel expenses ! for short preparatory projects from the German NCPs (BMBF) for the preparation of proposals (personnel costs for proposal writers!) to convince interested researchers to prepare a proposal

    7. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 7 Result:

    8. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 8 Proposal planning

    9. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 9 Starting point: How to receive funding for the realization of the idea?

    10. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 10

    11. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 11 First step: looking for a suitable source of funds The Fifth Framework Programme of the EU might be one possibility - this has to be checked ! first question: does your topic fit into the research tasks of FP 5 ? second question: is there a suitable call for the research task ? Check the work programmes of the specific programmes of FP 5 ! Check the road map of the specific programme or ask representatives of the National Contact Points or the European Commission !

    12. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 12 FP 5 concentrates on the “most important research topics” for Europe. Consequence: Not every idea for a research project can be supported by funds from FP 5 !

    13. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 13 Excursion: How FP 5 was developed (1)

    14. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 14 Excursion: How FP 5 was developed (2)

    15. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 15 Excursion: How FP 5 was developed (3)

    16. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 16 Overview of FP 5

    17. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 17 Structure of FP 5´s thematic programmes key actions ! generic activities support of research infrastructures

    18. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 18 Application phase

    19. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 19 Second step: defining the type of your project (1) What kind of project should you apply for? Research and technological development Demonstration Combined project = shared cost actions, 35% - 50% EC contribution of the total project costs (as a matter of principle) Aim: to perform research or demonstration activities Different types of projects appear to a varying extend in different thematic programmes.

    20. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 20 Second step: defining the type of your project (2) Thematic network / concerted action Aim: to network with the most important experts on the selected research areas in Europe, to find common state-of-the-art, to define future research needs 100% EC contribution for the costs of networking For shared cost actions and networks / concerted actions: Success rate: on average between 10% and 30% Partnership: usually between 5 and 10 partners !

    21. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 21 Second step: defining the type of your project (3) Accompanying measures Aim: mainly to support the implementation of the EC programme e.g. support of conferences, workshops 100% EC contribution

    22. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 22 Second step: defining the type of your project (4) Fellowships Individual fellowship (Postdoctoral fellows, experienced researchers) Aim: individuals intending to widen their research qualifications and experience Success rate: around or even above 30% Institutional fellowship (Training site, Industry host fellowship) Aim: institutions intending to train PhD students or postdoctoral fellows

    23. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 23 Second step: defining the type of your project (5) If you co-operate with small or medium sized enterprises (SME): Exploratory awards Aim: financial support for SME to prepare a proposal for FP5 Co-operative research projects with SME Aim: financial support for research organisations, research results for SME (without own research capacities) Caution: EC money is mainly for the research organisations but the research results belong to the SME ! Success rate: above 50% !!

    24. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 24 Criteria for partner search Project: one particular problem should be investigated in a multidiciplinary and multisectoral approach. You need: partners with different, complementary competence combining e.g. natural sciences, engineering sciences, socio-economics partners with high qualification, expertise and experience to include end-users, problem owners and stakeholders e.g. local, regional or national authorities, companies, NGOs etc.

    25. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 25 Participation Coordinator (principle contractor) Principle contractor Assistant contractor (access rights less favourable, less liability) Member (only in concerted actions / thematic networks) Subcontractor (no ownership of results, no liability)

    26. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 26 Criteria for partner search Countries eligible for EU support 15 EU member states: Belgium, Denmark, Germany, Finland, France, Greece, Ireland, Italy, Luxembourg, the Netherlands, Austria, Portugal, Sweden, Spain, United Kingdom Associated States: Israel, Liechtenstein, Norway, Iceland, Czech Republic, Cyprus, Estonia, Latvia, Lithuania, Poland, Hungary, Slovenia, Slovakia, Bulgaria, Romania Well-balanced consortium - European dimension ! with national support: Switzerland without financial support: USA, Canada, Australia, South Africa,... States with Co-operation agreement Other states on a case-by-case basis

    27. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 27

    28. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 28

    29. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 29 Proposal writing

    30. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 30 How to prepare a proposal : Read the important information material ! “Sound proposals can only be written having consulted all documents of the information packages.”

    31. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 31 Each Proposal has three parts: A B C

    32. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 32 Elements of a proposal („key words“) Objectives Background State-of-the-art, innovation Workpackages Gantt chart, Pert chart Milestones Deliverables

    33. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 33 Elements of a proposal EU dimension Contribution to EU Policies Social relevance Economic relevance

    34. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 34 Structure of Part B Example of Thematic Programme EESD B1. Title Page B2. Content list B3. Objectives (max. 2 pages) B4. Contribution to programme / key action objectives (max. 1 page) B5. Innovation (max. 2 pages) B6. Work Plan (to be described later)

    35. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 35

    36. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 36 Contribution to programme / key action objectives Why is your project the most important one to receive funding from the EESD programme ? Two main things to explain: Why does your project fit perfectly into the research tasks of the thematic programme / key action ? Quote ! Why are the objectives and results the most important ones to be achieved in this EU programme? Describe the background !

    37. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 37

    38. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 38 Innovation Your project has to be innovative ! Otherwise it won´t be funded. Describe the (scientific) state-of-the-art Explain innovation and progress and benefit for the scientific community

    39. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 39

    40. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 40

    41. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 41

    42. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 42

    43. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 43

    44. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 44

    45. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 45

    46. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 46 Work plan - Introduction should include: Description of diagrams Description of methodological approaches Description of measuring devices and equipment “Everything” important which is not written in the single-page description of the workpackages

    47. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 47 Work plan - “tables” Workpackage list Deliverables list Short description of each workpackage (max. 1 page per workpackage )

    48. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 48

    49. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 49

    50. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 50

    51. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 51

    52. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 52

    53. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 53

    54. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 54 Structure of Part C Example of Thematic Programme EESD C1. Title page C2. Content list C3. Community added value and contribution to EU policies (max. 2 pages) C4. Contribution to Community social objectives (max. 2 pages) C5. Project management (max. 2 pages) C6. Description of the consortium C7. Description of the participants (max.1-2 pages for each partner) C8. Economic development and scientific and technological prospects (max. 3 pages)

    55. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 55 Structure of Part C Community added value and contribution to EU policies Contribution to Community social objectives Economic development and scientific and technological prospects Read the evaluation guidelines ! Consult users !

    56. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 56 Community added value and contribution to EU policies EU dimension of the problem EU dimension of the consortium EU policies

    57. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 57 Where to find information about EU policies ? e.g. Guide for proposers - part 2 Newspapers Responsible European Commission Directorate http://europa.eu.int European Parliament Committees http://www.europarl.eu.int/committees/en/default.htm Legal documents, e.g. Directives

    58. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 58 European Commission Directorates Information Society Internal Market Joint Research Centre Justice and Home Affairs Regional Policy Research Taxation and Customs Union Development Enlargement External Relations Trade Agriculture Competition Economic and Financial Affairs Education and Culture Employment and Social Affairs Energy and Transport Enterprise Environment Fisheries Health and Consumer Protection

    59. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 59 Contribution to Community social objectives Quality of life and health and safety Employment Preserving and/or enhancing the environment

    60. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 60 Economic development and scientific and technological prospects Exploitation plans, usefullness and range of applications Users have to be partners in the consortium! Strategic impact Dissemination strategies Technology Implementation Plan (TIP) !

    61. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 61 Project management Project manager Communication flow structure Decision making structures Steering Committee Quality assurance procedures Conflict avoidance and management Distribution of responsibilities and tasks Deliverables, milestones

    62. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 62 Description of the participants Short description of the participating organisations and persons: expertise and experience that is relevant to the project !

    63. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 63 How to start ? Write a summary and review it with your partners Use pre-screening and / or contact Scientific Officer Agree with your partners on the summary !

    64. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 64 Elements of summary

    65. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 65 Contributions needed from the partners Administrative: form A.3 cost calculation Scientific: from each WP leader: one-page description of WP from each partner: description of methodology and measuring techniques description of participant good ideas to all chapters ! Person months for each WP, costs of deliverables and milestones

    66. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 66 Cost categories for shared cost actions: Personnel costs Equipment (depreciation and period of use) Travel costs Consumables Computing Subcontracting Other costs Protection of knowledge Overheads Coordination costs (only for Coordinators! no subcontracting)

    67. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 67 Cost calculation Full cost EC contribution = 50 % of total costs Institutions with analytical accounting system, actual overhead costs Additional cost = 100 % of additional costs Institutions calculating based on expenditures, max. 20% overheads on direct costs except subcontracting Full cost flat rate = 50 % of total costs Every institution, overheads flat rate 80% of direct costs

    68. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 68 Exercise one Write the summary of your proposal !

    69. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 69 Exercise two Your are asked to participate in a proposal (RTD): Calculate the project costs and fill in form A.3 . For the planned project (duration 36 months), you need additional funding for: one postdoctoral researcher notebook for field measurements chemicals etc 2 partner meetings abroad per year, field work, one conference overseas subcontract for field investigations (2.000 Euro) translation

    70. TEMPUS project EU-PULA 03/07/00 How to plan and write a proposal...- experiences from Saxony Ursula Schmitz page 70 How to find partners extremly difficult ! Personally known Literature (internationally recognized) Conferences Search in databases www.cordis.lu www.kowi.de ISA / PIA or other NCP data bases Funded EU projects

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