Applying for Intelligent Energy – Europe funding

1. Applying forIntelligent Energy – Europe funding How does it work?

2. Planning your proposal – the critical path GIVE DETAILED EXPLANATIONS IN YOUR PROPOSAL ! Starting point - What is the existing situation ? What is the problem to be solved ? What has been done so far, and by whom ? Where do you come into the picture – and why ? Work packages - What exactly do you propose to do ? Results - What will be different when the project has ended ? When you have finished, how will anyone know that you have succeeded ? – monitor your impacts ! TARGET GROUP: Who do you need to influence / engage? IMPACT: What measurable change will you achieve ?

3. Result / impact indicators “SMART” Indicators to measure the impact of your work: “Specific, Measurable, Achievable, Realistic, Timely” For example: Increased 7% of solar collectors in EU to carry a new product label Increased 10% of installers trained and certified in target regions Planning approval delays reduced from 2 to 1 year Audits leading to energy savings of 0,5 Mtoe per year in schools Increased 5% of cyclists in target cities

4. Writing your proposal“Help” in Application Forms and Proposers’ Guide Strong competition: you need a good idea ! Be imaginative, start early ! It takes longer than you think ! Easy to read? - evaluators assess it in ~2-4 hours. Have it read by an outsider (no jargon, simple for non mother tongue readers) Respect limits of length, but give as much detail as possible in each work package, and explain what each partner will actually do, how (methodology), and what will be delivered Provide evidence of : the problem that you plan to address / solve (market failure), your expertise (strong CV’s), your co-financing (letters of support, with funding commitments), stakeholders who are committed to use the results (ideally they will be partners or co-sponsors)

5. Finding / choosing your partners “Partner Search” Who will own, benefit from, use, take forward your results? (eg architects, bankers, local policy makers, urban planners, utilities, ESCO’s, social housing companies, installers) Also consult your National Contact Point (NCP) !(see IEE website) www.managenergy.net

6. « European added value of IEE projects» Value generated by countries / cultures working together: Tackling barriers to the achievement of EU targets, by means of real collaboration, interaction, reflection and learning across countries / cultures, creating and sharing ideas together • IEE projects add value to local, regional & national actions • They cover the right countries – no rule ‘one fits all’: depending on the scope of the action and its markets • They offer high transferability – to other EU regions and/or with trigger effects on regional / local level • They have high visibility

7. More thoughts on ‘European Added Value’ Multi-cultural working is difficult and expensive, so it must really deliver added value, with results which are transferable to others A consortium of partners from different countries is not enough Working in parallel in different countries is not enough Working on issues addressed by EU policies is not enough Remember: Comparatively small (<500k€) actions can nevertheless have high added value and impacts at EU level Actions, which fit better at national or local level, because of timescale, involvement of SME’s, intellectual property rights, etc, should be excluded

8. Communication is KEY Yourideas and solutions Communication and exchange X 8

9. Communication needs skills Good communication requires professional know-how Make sure you have the skills your project needs Communication specialists inyour team Subcontractors 9

10. Key rules for granting support Funding of up to 75% of total eligible costs Flat Rate of 60% on staff costs to cover indirect costs (“overheads”) No profit Project implementation: Evidence required for staff costs (eg: copies of payslips) Evidence required for co-financing (own or 3rd party) Payment: 30% 1st pre-financing at the start 30% 2nd pre-financing at mid-term 40% Final payment

11. Cost sharing principle Costs • are not market prices, as no profit margin is allowed • are very different among EU Member States • Equal treatment means contributing with an equal share (%) to the actual costs of organisations, not with an equal absolut amount Cost sharing: • Maximum 75% paid by IEE based on provided evidence • 25% paid by contractor or through 3rd parties

12. What kind of costs are eligible? Staff costs for collaborative working between partners and countries – not too much for one partner or country Staff costs based on salary (from pay slips) + social charges (no profit margin) – can be budgeted by staff category; to claimed only with actual costs per person at the end of the project Sub-contracts to specialised professionals (communication, translation, etc.), but not core tasks Meetings and travel – budget should be reasonable 60% of staff costs for overheads Printing of brochures, No research or hardware costs Do realistic bottom up costing (mainly hours of work)

13. Co-financing Funding from EU tax payers must be justified – who is interested in the project results? Explain WHY your organisation is willing to co-finance the action – how will you use the results after end of project State clearly the status of negotiations in case of an application for co-financing from a 3rd party

14. Strengths of recent proposals • Creative and convincing idea to tackle a market based problem or to take an opportunity one step further (ie: an approach that fits) • Demand driven with convincing commitments from market actors (eg: industry) to use the results, well targeted dissemination plan • Clear and precise awareness of the state of the art. Competitive proposers present their experiences, and will start from there ! • Choice of partners and countries is clearly explained, and their skills fit with the allocation of tasks in the work packages. • Appropriate efforts estimated for each partner and each work package throughout the proposal • Co-financing is clear, and credible • Realistic, but ambitious targets. Tailor-made communication plan

15. Don’ts Don’t be too broad, don’t try to address the whole world with one proposal – focus, and do one task very well. Don’t include a partner unless they are really needed and have a clear role – what value will they add ? Don’t try to address a target group (eg: industry, planner, public authority, fleet owner) without involving them Don’t ask to be paid to review information which is already available – partners should know the field Don’t focus on policy texts! Explain the problem (market failure) that you plan to address, and how you will do it. Don’t repeat “old” actions – be creative, convince the evaluators that your exciting (cost-effective) idea will have a big and measurable impact !

16. IEE website as source of information Details of >400 ongoing IEE projects Project database (launch in March/April) Intelligent Energy News Calls for proposals & how to apply Guidelines for better communication Support for partners Information on how to implement a project Contacts & help http://ec.europa.eu/energy/intelligent/index_en.html

17. How will proposals be evaluated? Fair and equal treatment of all proposers: Based on the criteria announced in the Call Confidential process, no conflicts of interest Independent external experts as advisers Three successive checks: Eligibility criteria (yes/no) Selection criteria (yes/no) Award criteria (scores)

18. Eligibility criteria Proposals must fulfil submission conditions (see Call) Partners must be legal persons from EU27, Croatia, Norway, Iceland, or Liechtenstein (check IEE website) Number of project partners > 3 (1 for a new agency) Scope must fit Work Programme priorities Duration of projects 24 - 36 months (max) Partners must not be in any of the situations listed in Article 93 (1) of the Financial Regulation Cannot be bankrupt or guilty of serious professional misconduct, or engaged in illegal activities, etc. Partners must sign standard “declaration of the applicant”

19. Selection criteria Applicants must show that they have the FINANCIAL capacity to complete the action. Submit balance sheets (not needed for public organisations) => YES or NO Applicants must show that they have the TECHNICAL capacity to complete the action. Submit information on key personnel (CV’s), description of organisation, previous project experience, etc.) => YES or NO

20. Award criteria Relevance of the action Quality of the methodology Community added value Costs and co-financing Management and organisation of the team

21. IEE Key documents Work Programme 2008 detailing priorities and budgets for the year Call for Proposals 2008 detailing evaluation criteria, announcing priorities and deadlines Application forms (special forms for new Agencies) Guide for Proposers (special guide for new Agencies) Available after launch of the Call on IEE website : http://ec.europa.eu/energy/intelligent/index_en.html

22. Budget 2008 Participating countries : EU 27 + NO, IS, LI, Croatia

23. Creation of new local / regional energy agencies (special forms and proposers’ guide) • Agency is energy focal point / coordinator for local community • Proposals only from public authorities – deliver a public service • New “not for profit” independent legal entity to be created within 6 months of signature, not an existing body, not “consultancy” • EC support of 75% up to 250k€ (max) over 3 years • All eligible agency costs are “direct” – no overheads • Financial commitment from proposing authority, including a plan for 5 years after EC funding ends (or pay it back !) • Defined geographical area - no overlapping with other agencies, population >200,000 (except islands and arctic regions) • Partnerships with other agencies / organisations across EU to disseminate EU knowledge / experience (help of Managenergy)

24. NEW: Online application Detailed budget Part B

25. Timeline : from proposal to signature of Grant Agreement 26 June 2008 12 March 2008 March 2009 Project implementation Call forproposals Evaluationof proposals Contractnegotiation End of November 2008

26. Take another look at the IEE website : http://ec.europa.eu/energy/intelligent/index_en.htmlThank you for your attention !