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PROPOSAL WRITING

PROPOSAL WRITING. Proposal Development Proposal Structure. Part A Administrative and statistical information A1 – General information on proposal (title, abstract, etc) A2 – Information on co-ordinator and other partners A3 – Cost breakdown by type of cost categories and partner

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PROPOSAL WRITING

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  1. PROPOSAL WRITING

  2. Proposal DevelopmentProposal Structure • Part A • Administrative and statistical information • A1 – General information on proposal (title, abstract, etc) • A2 – Information on co-ordinator and other partners • A3 – Cost breakdown by type of cost categories and partner • Outline budget • Standard forms • Eligibility check • Part B • Core (technical) proposal

  3. Proposal Development Core Proposal Structure • “Technical” Components I (Parts B1-B3) • B1 – Project Objectives • B2 – Relevance to IST • B3 – Potential Impact • B4 – Project Consortium and Resources • B5 – Project Management Structure • B6 – Technical Components II • Project Workplan • B7 – Other Issues (Gender / Ethical) ALL PARTNERS Need to provide monthly man-and overhead rates & cost model ALL PARTNERS Need to describe management procedures and agree on co-ordinator

  4. Proposal Development Before Starting… • Objectives and scope of project • Deliverables, work needed to achieve them & milestones • Work packages • Schedule for developing proposal • Roles and responsibilities: co-ordinator, work package leaders, etc • Formal relationship – consortium agreement or Memorandum of Understanding

  5. Proposal Development Partner Responsibilities Project Partner Project Co-ordinator • Provide • A2 info • Cost model and if FC, overhead rate • Man month rate in € • Short paragraph on own organisation • Two short CVs • Draft Part B components (as asked) • Signed any DNA / MoU required Registers with EPPS Fills in A1 and A3 forms Collates and develops technical proposal incorporating partner contributions Uploads technical proposal

  6. Proposal DevelopmentPart A Components • Form A1 • Find the right activity codes and keywords • Proposal abstract (< 2,000 characters) – is also used in Part B • Form A2 • Fill in completely based on instructions • Partner numbering should be the same as in Part B • Get a letter of commitment (LOC) from the partners to participate in the proposal and later-on in the project • Form A3 • Fill in at the very end

  7. Proposal DevelopmentB1 Section Structure • Exact structure depends on instrument type, e.g. • STREP • B1.1 Scientific and technological objectives of the project • B1.2 State of the Art • SSA • B1 Objectives of the proposed project

  8. B1 – Scientific and Technological Objectives and State-of-the-ArtSectionObjectives • Should provide clear answers to • What is the problem to be solved? • What is the state-of-the art in the area concerned? • What exactly will come out of the work? • How will the proposed project enhance the state-of-the-art in its area? • Who will be the next user – who will use the project results? • How will the project deliver the results to these users – routes of exploitation (publications, licences, spin offs) Recommended Length = 3 Pages

  9. B1 – Scientific and Technological Objectives and State-of-the-ArtRequired Response (1/2) • Proposal objective(s) • Should be those achievable within the project – not through subsequent development • Should be few in number at higher levels – if possible, just one – and subsequently broken down in more specific aims, goals, etc • Should reflect state-of-the-art in the area concerned and align with key European Policies • But Community contribution alone is not a sufficient driver

  10. B1 – Scientific and Technological Objectives and State-of-the-ArtRequired Response (2/2) • Goals • Should be directly relevant to objective(s) • Should be stated in a measurable and verifiable form • Should be accompanied by delineation of project • Approach • Means • Output, e.g. • Selection and validation of promising technologies; • Mitigation of existing problems; • Anticipation of future trends, etc

  11. Proposal DevelopmentSections B2 &B3 • B2 ― based on scientific, technical, wider societal or policy objectives of the IST Priority in working call • B3 ― Based on information on European policies and initiatives as described, for instance, in • Related Work Programme • Europa web site (http://europa.eu.int) Recommended Total Length = 5 Pages

  12. Proposal DevelopmentB3 – Potential Impact • B3 ― Must address • Any related activities issues (if applicable – e.g. EUREKA, national research programmes) • Standardisation • How will your work impact existing standards? • Dissemination and exploitation plans • How will the partners exploit the project results? – Be specific and quantify things

  13. Proposal DevelopmentSummary of B1-B3 • What is the problem to be solved? • What is the state-of-the art in the area concerned? • What exactly will come out of the work? • How will the proposed project enhance the state-of-the-art in its area? • Who will be the next user – who will use the project results? • How will the project deliver the results to these users – routes of exploitation (publications, licences, spin offs)

  14. B4 – Consortium Budget & Resources • Description of the Consortium • Participant nationalities, types of partners, etc • Sub-contracting • Other Countries • Description of Participants • Quality of Participants: involvement of users and SMEs • Overall financial plan • Project Effort Form

  15. B4 – Consortium Budget & ResourcesKey Questions Recommended Length = 5 Pages • What resources? • Money • Personnel • Travel • Equipment, consumables • Partners • Time • Must justify the resources you plan to use

  16. B4 – Consortium Budget & ResourcesBudget Breakdown • Must be split between types of activity as rates can vary. For instance • Project Management ― 100% up to 7% of total budget • Research and innovation ― 50% • Demonstration ― 35% • Training costs ― 100%

  17. B4 – Consortium Budget & ResourcesResource Effort Form Kick-off and other meetings

  18. B5 – Description of Project ManagementB5 Section Structure • Project Co-ordinator & Project Manager • Management Structure • Work Monitoring and Crisis Management • Quality Procedures • Communication and Reporting • Consortium Agreement • IPR and Knowledge Management • Evaluation and Assessment – Mid Term and Final Project Review Recommended Length = 3 Pages

  19. B5 – Description of Project ManagementResource Roles

  20. Proposal DevelopmentB6 – Work Plan • Overview of Work Plan ― should include rationale for technical approach • Research and Technological Aspects • Potential Risks and Fall Backs / Contingency Plan • Phasing and Check Points / Milestones • Graphical presentation of the project components • Gannt and Pert charts • Workpackage list • Deliverables list • Workpackage description

  21. B6 – Work PlanWorkpackage Design • Each Objective becomes a single Work Package • For each Work Package • What is the end point?  end point becomes the milestone • What steps are needed to get there?  steps become the tasks

  22. B6 – Work PlanWorkpackage List

  23. B6 – Work PlanList of Deliverables

  24. B6 – Work PlanGannt Charts

  25. B6 – Work PlanPert Charts T1.1: T1.2: E-Gov M1: Availability of State-of-the-art Lifecycle OntoGov Platform Analysis Specification Specifications T2.3: Selection and T2.1: Investigation of T2.2: Determination Analysis of Suitable PA Services of Service Criteria Service for OntoGov T3.1: User T3.2: Platform Requirements Specifications T4.2: Development T4.1: Development of Ontology of Ontology Editor Management System T5.1: Development M3: Finalisation of of the Service Software Configuration System Components M2: Availability of the Ontology Editor M4: Availability of T6.1: Integration T6.2: Deployment Integrated Platform T7.1: Development M5: Executed and T7.2: Execution & of Trial & Evaluation Evaluated User Evaluation of Trials Plan Trials

  26. B6 – Work PlanDetailed Workpackage Descriptions

  27. Proposal DevelopmentB7 ― Ethical and Gender Issues • Any ethical or gender issues associated with proposal must be addressed • Research must contribute to promoting gender equality ― participation of women must be encouraged at all levels • Indications of relevant gender issues and suggestions on how gender dimension can be integrated into projects are available from: • rtd-sciencesociety@cec.eu.int • No max length

  28. B7 ― Ethical and Gender IssuesEthical Issues Form

  29. Proposal DevelopmentCompleting • Check for other costs per partner per WP (e.g. dissemination cost – printing, booths, …) • Iterate costs to fit via spread sheet • Update all tables with man months, deliverables • Add financial plan rationale to B4 • Update A3 with costs • Fine tuning, proofing, spell check • Final agreement of partners • Before uploading • Do a final dummy evaluation using manual – have a non-expert read the proposal • Initial submittal via EPSS

  30. Proposal SubmissionThe EPSS Submission Tool • The basic templates are given by EPSS • EPSS = internet-based application providing a secure work space for proposal preparation and submission • https://www.epss-fp6.org/epss/welcome.jsp • System allows you to submit updated versions • There is some freedom to add own subheadings and own templates for tables, etc

  31. Proposal DevelopmentFinalising… • Double-check with Evaluation Criteria • Relevance (Threshold 3/5) • Potential Impact (Threshold 3/5) • S&T Excellence / Quality of the Co-ordination Action / Quality of Integration (Threshold 4/5) !!! • Quality of the Support Action (Threshold 3/5) • Quality of the Consortium / Excellence of Participants (Threshold 3/5) • Quality of the Management (Threshold 3/5) • Mobilisation of Resources (Threshold 3/5) • Overall Remarks

  32. Finalising…Evaluation Criteria – A Thing to Remember The proposal will ONLY progress if all individual thresholds PLUS the overall threshold are reached

  33. Following are main links you will require - • http://www.cordis.lu/ist • https://www.epss-fp6.org/epss/welcome.jsp • http://www.cordis.lu/experts/fp6_candidature.htm

  34. 3 — Proposal DevelopmentKey Steps (1/2) • Develop abstract and proposal template, 1st draft • Register with EPSS (Electronic Proposal Submission System) • (Pre-consortium meeting) • Provide partners with appropriate information • Preceded by MOU or NDA, if deemed necessary • Set dates for all partner contributions for Part B at coordinator • Date for first complete draft • Date for critical review • Date for A2 forms

  35. 3 — Proposal DevelopmentKey Steps (1/2) • Date for final draft and first submission (1 week before deadline) • Date for final critical review • Fill-in EPSS A1 + A2 forms • Work on technical proposal • Final submission (1 day before deadline)

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