Organisation of Coach the Coaches-Courses

Transcription

1 D Organisation of Coach the Coaches-Courses Grant Agreement number: Project acronym: PRO-IDEAL Project title: PROmotion of an ICT Dialogue between Europe and America Latina Funding Scheme: Support Action Due date: 01/09/2009 Actual date: 14/10/2009 Document Author/s: INMARK / EMF Version: 1.0 Dissemination level: PU Status: Final Version 1

2 TABLE OF CONTENTS 1. Introduction Events Programmes Coach the Coaches-Courses Module 1- Basic understanding of the EU funding rules for ICT projects Module 2- Understanding Eurojargon Module 3- Success factors for international cooperation in ICT projects...51 Module 4- International cooperation in ICT research: opportunities for LA participants...61 Module 5- Building ICT Projects - Getting through the maze.71 Modules 6- Project ideas/partner profile questionnaire: assessment and feed-back.5 85 Module 7- Practical steps to a successful proposal. 97 Module 8- How are project proposals evaluated? Module 9- Project ideas self-assessment..134 Module 10- Profile Writing Feed-back.144 Page 2

3 1. Introduction The first set of coaching courses took place in Buenos Aires, Montevideo, Santiago, Sao Paulo and Bogotá, from March 17, 2009, to July 10, 2009, as part of the 2-days PRO-IDEAL events. The coaching courses followed the awareness raising conferences about Latin America-Europe cooperation in ICT: Opportunities and challenges and consisted of 3 half-day interactive sessions geared at a reduced number of ICT project participants (proposers and potential partners) and potential Project Angels (trainers/coaches). The coaching sessions were designed to allow the participants to get a thorough understanding of FP7-ICT programme, the rules for participation and existing resources for ICT research. They were practice-oriented so that at the end of the session the participants were familiar with the procedures of international cooperation and proposal submission. At the same time, the coaching sessions served to identify potential Project Angels able to support the participation of Latin American partners in FP7-ICT proposals. The coaching courses were led by INMARK and EMF partners, who have an extensive experience in EU Framework Programmes gained over the last fifteen years, as participants or coordinators in EU funded projects, proposal evaluators and project reviewers. Each session was supported by a set of Modules presented by the PRO-IDEAL team during minutes followed by Q&A and feedback sessions to participants. The Modules have been designed to facilitate the knowledge of mechanisms and principles of European research projects, even if the participants are not able to attend all sessions. The courses followed a similar structure and content, but the Modules were continuously fine-tuned on the basis of the experience and feedback received from participants and customized locally when necessary. The following sections present the PRO-IDEAL events programmes, including the coaching courses held in Buenos Aires, Montevideo, Santiago, Sao Paulo and Bogotá, as well as the final content of the courses. These Modules are also available on-line in the training section of the PRO-IDEAL platform at: 3

4 2. Events Programmes 4

5 EU-Argentina ICT Collaboration Conference and Coaching Courses Buenos Aires, March 2009 Venue: Hotel Conquistador, Suipacha 948, Ciudad de Buenos Aires Organised by Dirección Nacional de Relaciones Internacionales, Ministerio de Ciencia, Tecnología e Innovación Productiva de la Argentina (MINCyT) and the PRO-IDEAL Consortium - Co-financed by the European Commission Programme 5

6 Tuesday 17 March: Salón América Conference: Latin America-Europe cooperation in Information & Communication Technologies (ICT): Opportunities and challenges Registration and documentation pick up Conference Chair: Rosa Wachenchauzer, MINCyT Representative of the Dirección Nacional de Relaciones Internacionales, (MINCyT), Argentina: Collaboration between Argentina and the European Union (EU) Representative of the European Commission Delegation in Argentina Coffee break ICT Collaboration between Argentina-EU & Introduction to the PRO-IDEAL events, Rosa Wachenchauzer, MINCyT Strengthening ICT cooperation between Europe and América Latina, Yolanda Ursa, INMARK, Spain Dra. Analía Baum, Proyecto Action-GRID (co-funded by the FP7), Hospital Italiano How PRO-IDEAL can help the local research community to get involved in ICT projects, Margaretha Mazura, European Multimedia Forum (EMF), UK Q&A Lunch break 6

7 Coaching course for trainers/coaches potential project participants Session 1 Coaching sessions will allow the participants to get a thorough understanding of FP7-ICT programme, the rules for participation and existing resources for ICT research. They are practice-oriented so that at the end of the sessions the participants will be familiar with the procedures of international cooperation and proposal submission. This face-to-face coaching courses will be followed-up by a distance-coaching phase where the PRO-IDEAL partners act as tutors and the potential coaches will perform practical exercises to get fully familiar with European projects. The coaching courses are strongly recommended to attend all three to get to know mechanisms and principles of European research projects MODULE 1: Basic understanding of EU funding rules for ICT projects, Yolanda Ursa, INMARK, Spain MODULE 2: How to understand Eurojargon, Margaretha Mazura, European Multimedia Forum (EMF), UK MODULE 3: International cooperation in ICT research: opportunities for Latin America participants, Rosa Wachenchauzer, MINCyT Q&A and feedback 7

8 Wednesday 18 March: Salón Galeón Coaching course for trainers/coaches Session MODULE 4: Building ICT Projects. Getting through the maze, Yolanda Ursa, INMARK, Spain MODULE 5: Project idea questionnaire and assessment, Philippe Wacker, EMF, UK Coffee break MODULE 6: Steps to a good and successful proposal, Yolanda Ursa, INMARK, Spain MODULE 7: How are project proposals evaluated? Eduardo Barrera, European Community Telematic/Telework Forum (ECTF) Lunch break Coaching course for potential project participants Session Individual Coaching Sessions. Potential proposers and coaches work together about project ideas for ICT call for proposals, Yolanda Ursa, (INMARK), Margaretha Mazura, Philippe Wacker (EMF), Rosa Wachenchauzer, (MINCYT) Proposal Case Studies. Each proposer can present his/her project idea in 5 minutes followed by public assessment by coaches (INMARK, EMF). Alternatively, the partners prepare Case studies for public discussion. Interactive Session MODULE 8: Project ideas self-assessment. Individual test for self-assessment of knowledge gained so far, followed by solutions and briefings (Yolanda Ursa, INMARK, Margaretha Mazura, EMF, Eduardo Barrera, ECTF). Wrap up and courses evaluation questionnaire 8

9 EU-Uruguay ICT Collaboration Conference and Coaching Courses Montevideo, March 2009 Venue: Laboratorio Tecnológico del Uruguay Av. Italia 6201, Montevideo Organised by PRO-IDEAL Consortium with the support of Laboratorio Tecnológico del Uruguay - LATU, in collaboration with ANII (National Agency for Research and Innovation) and CUTI (Uruguayan Chamber of Information Technologies). Co-financed by the European Commission. Programme 9

10 Thursday 19 March Conference: Latin America-Europe cooperation in Information & Communication Technologies (ICT): Opportunities and challenges Registration and documentation pick up Conference chaired by Manuel Bello, Manager of the Information Systems Department, LATU Welcome and introduction to the PRO-IDEAL events, Miguel Brechner, President LATU Science and technology public policies and he National Agency for Research & Innovation Fernando Amestoy, CEO - ANII Public and institutional policies supporting the financing of innovative projects and SMEs. Martín Dibarboure, President CND Science & Technology Cooperation between Europe and Uruguay. Esteban García de Motiloa Advisor for economic cooperation, European Comision Delegation ICT industry in Uruguay and European Union collaboration Leonardo Loureiro, Director CUTI Coffee break PRO-IDEAL project: strengthening ICT cooperation between Europe and América Latina, Yolanda Ursa, INMARK, Spain Local testimony from a former ICT project: CLARA (America Latina Interconectada con Europa ALICE Project) Ida Holz, Director SECIU PRO-IDEAL: How it can help the local research community to get involved in ICT projects, Margaretha Mazura, European Multimedia Forum EMF Q&A Lunch 10

11 Coaching course for trainers/coaches potential project participants Session 1 Coaching sessions will allow the participants to get a thorough understanding of FP7-ICT programme, the rules for participation and existing resources for ICT research. They are practice-oriented so that at the end of the session the participants will be familiar with the procedures of international cooperation and proposal submission. This face-to-face coaching course will be followed-up by a distance-coaching phase where the PRO-IDEAL partners act as tutors and the potential coaches will perform practical exercises to get fully familiar with European projects. The coaching courses consist of 3 half-day sessions and it is strongly recommended to attend all three to get to know mechanisms and principles of European research projects MODULE 1: Basic understanding of EU funding rules for ICT projects, Yolanda Ursa, INMARK, Spain MODULE 2: How to understand Eurojargon, Margaretha Mazura, European Multimedia Forum (EMF) MODULE 3: International cooperation in ICT research: opportunities for Latin America participants, Manuel Bello, LATU Q&A and feedback 11

12 Friday 20 March Coaching course for trainers/coaches Session MODULE 4: Building ICT Projects. Getting through the maze, Yolanda Ursa, INMARK MODULE 5: Project idea questionnaire and assessment, Philippe Wacker, EMF Coffee break MODULE 6: Steps to a good and successful proposal, Yolanda Ursa, INMARK MODULE 7: How are project proposals evaluated? Margaretha Mazura, EMF Individual Coaching Sessions. Potential proposers and coaches work together about project ideas for ICT call for proposals, Yolanda Ursa, (INMARK), Margaretha Mazura, Philippe Wacker (EMF), Manuel Bello (LATU) Lunch break Coaching course for potential project participants Session Individual Coaching Sessions. (cont.) Proposal Case Studies. Each proposer can present his/her project idea in 5 minutes followed by public assessment by coaches (INMARK, EMF). Alternatively, the partners prepare Case studies for public discussion. Interactive Session MODULE 8: Project ideas self-assessment. Individual test for self-assessment of knowledge gained so far, followed by solutions and briefings (INMARK, EMF). Wrap up and courses evaluation questionnaire 12

13 Awareness raising workshops and coaching courses Santiago, 2-3 April 2009 Venue: DuocUC- Universidad Católica, Santiago Sede Alonso de Ovalle 1586 Santiago Centro Tel: Organised by Asociación de Derecho e Informática ADI Chile and the PRO-IDEAL Consortium, in collaboration with DoucUc and CONICYT. Co-financed by the European Commission. Programme 13

14 Thursday, April 2 nd Conference: Latin America-Europe cooperation in Information & Communication Technologies ICT: Opportunities and challenges Registration and documentation Conference chaired by Humberto Carrasco, ADI Chile Welcome and introduction to the PRO-IDEAL events, Andres Pumarino, Douc Director, Campus Alonso de Ovalle. Welcome by Claudia Geier, Representative of the European Commission Delegation in Chile. Digital Strategy, challenges for a better country using ITs, Ernesto Evans, Executive Secretary of Digital Strategy, Ministry of Economy. EU-Chile ICT Cooperation under the EU s 7th R&D Framework Programme, Klaus Pendl, European Commission, DG Information Society and Media, International Relations Unit Role of the Liaison Office of the CONICYT Programme within the context of FP7, Astrid Waltermann, Coordinator of EU Programme, CONICYT. Coffee break PRO-IDEAL project: strengthening ICT cooperation between Europe and América Latina, Yolanda Ursa, INMARK, Spain Testimony of the participation on the WAFLA Project, awarded to FP6, Viviane Castro, Red de Acción por la Tierra. PRO-IDEAL: How it can help the local research community to get involved in ICT projects, Margaretha Mazura, European Multimedia Forum EMF Q&A Lunch 14

15 Coaching course for trainers/coaches Session 1 Coaching sessions will allow the participants to get a thorough understanding of FP7-ICT programme, the rules for participation and existing resources for ICT research. They are practice-oriented so that at the end of the session the participants will be familiar with the procedures of international cooperation and proposal submission. This face-to-face coaching course will be followed-up by a distance-coaching phase where the PRO-IDEAL partners act as tutors and the potential coaches will perform practical exercises to get fully familiar with European projects. The coaching courses consist of 3 half-day sessions and it is strongly recommended to attend all three to get to know mechanisms and principles of European research projects MODULE 1: Basic understanding of EU funding rules for ICT projects, Yolanda Ursa, Carlos Lopez, INMARK, Spain MODULE 2: How to understand Eurojargon, Margaretha Mazura, European Multimedia Forum EMF MODULE 3: International cooperation in ICT research: opportunities for Latin America participants, Humberto Carrasco, ADI Chile. Q&A Friday 3 April Coaching course for trainers/coaches Session Ingredients for a successful proposal, Klaus Pendl, European Commission, DG Information Society and Media, International Relations Unit MODULE 4: Building ICT Projects. Getting through the maze, Yolanda Ursa, INMARK Q&A Modules 5: Project idea questionnaire and assessment, Philippe Wacker, EMF Coffee break MODULE 6: Practical steps to a successful proposal, Margaretha Mazura, Yolanda Ursa MODULE 7: How are project proposals evaluated? Margaretha Mazura, EMF Q&A Lunch break 15

16 Coaching course for potential project participants Session Individual Coaching Sessions. Each proposer can present his/her project idea in 5 minutes followed by public assessment by coaches. Alternatively, potential proposers and coaches work together about project ideas for ICT call for proposals. Interactive Session, Yolanda Ursa, Carlos López (INMARK), Margaretha Mazura, Philippe Wacker (EMF), Humberto Carrasco (ADI Chile) Personal meetings with Klaus Pendl, European Commission, DG Information Society and Media, International Relations Unit (to be confirmed) MODULE 8: Project ideas self-assessment. Individual test for self-assessment of knowledge gained so far, followed by solutions and briefings (INMARK, EMF). Wrap up and courses evaluation questionnaire 16

17 EU-Brazil ICT Collaboration Conference and Coaching Courses Sao Paulo, 6-7 April 2009 Venue: Faculty of Economics and Business Administration University of São Paulo, São Paulo Organised by the City of Knowledge Research Group at the University of São Paulo and PRO-IDEAL Consortium, with support from RNP (National Research Network) and the Technological Policy, Management and Innovation Research Group (PGT) at USP. Co-financed by the European Commission. Live Transmission at Programme 17

18 Monday 6 April Conference: Latin America-Europe cooperation in Information & Communication Technologies ICT: Opportunities and challenges Registration and documentation pick up Conference chaired by Gilson Schwartz, City of Knowledge, USP Welcome and introduction to the PRO-IDEAL events, Carlos Roberto Azzoni, Dean of the Faculty of Economics and Business Administration, USP, Guilherme Ary Plonski, Center for Technology Policy and Management (PGT/USP) and Brazilian Association of Science Parks and Business Incubators (ANPROTEC), Vahan Agopyan, Coordinator of Science and Technology, Secretary of Development of the State of São Paulo, Ana Carolina Bussacos Maranhão, Bureau Brasileiro para Ampliação da Cooperação Internacional com a União Européia ICT collaboration between Brazil and the European Union, Marcelo Knorrich Zuffo, Polytechnic School, Graduate Program on Digital Television, University of São Paulo EU-Brazil ICT Cooperation under the EU s 7th R&D Framework Programme, Klaus Pendl, European Commission, DG Information Society and Media, International Relations Unit Coffee break PRO-IDEAL project: strengthening ICT cooperation between Europe and América Latina, Yolanda Ursa, INMARK, Spain RNP and Global Networking Infrastructures: lessons learned, opportunities in the European Framework Program, Márcio Faerman, Rede Nacional de Ensino e Pesquisa PRO-IDEAL: How it can help the local research community to get involved in ICT projects, Margaretha Mazura, European Multimedia Forum Q&A Lunch break 18

19 Coaching course for trainers/coaches potential project participants- Session 1 Coaching sessions will allow the participants to get a thorough understanding of FP7-ICT programme, the rules for participation and existing resources for ICT research. They are practice-oriented so that at the end of the session the participants will be familiar with the procedures of international cooperation and proposal submission. This face-to-face coaching course will be followed-up by a distance-coaching phase where the PRO-IDEAL partners act as tutors and the potential coaches will perform practical exercises to get fully familiar with European projects MODULE 1: Basic understanding of EU funding rules for ICT projects, Yolanda Ursa, Carlos López, INMARK, Spain MODULE 2: How to understand Eurojargon, Margaretha Mazura, European Multimedia Forum EMF MODULE 3: International cooperation in ICT research: opportunities for Latin America participants, Gilson Schwartz, City of Knowledge, USP Q&A and feedback Tuesday 7 April Coaching course for trainers/coaches Session 2 Ingredients for a successful proposal, Klaus Pendl, European Commission, DG Information Society and Media, International Relations Unit MODULE 4: Building ICT Projects. Getting through the maze, Yolanda Ursa, INMARK, Spain Q&A Modules 5: Project idea questionnaire and assessment, Philippe Wacker, EMF Coffee break MODULE 6: Practical steps to a successful proposal, Margaretha Mazura (EMF), Yolanda Ursa (INMARK) MODULE 7: How are project proposals evaluated? Margaretha Mazura, EMF Q&A Personal meetings with Klaus Pendl, European Commission, DG Information Society and Media, International Relations Unit (to be confirmed) Lunch break 19

20 Coaching course for potential project participants Session Individual Coaching Sessions. Each proposer can present his/her project idea in 5 minutes followed by public assessment by coaches. Altenetively, potential proposers and coaches work together about project ideas for ICT call for proposals. Interactive Session, Yolanda Ursa, Carlos López (INMARK), Margaretha Mazura, Philippe Wacker (EMF), Gilson Schwartz (USP) MODULE 8: Project ideas self-assessment. Individual test for self- assessment of knowledge gained so far, followed by solutions and briefings (INMARK, EMF). Wrap up and courses evaluation questionnaire 20

21 EU-Colombia ICT Collaboration Conference and Coaching Courses Bogotá, 9-10 July 2009 Venue: Auditorio COLCIENCIAS Carrera 7ª B Bis No , Bogotá Organized by the PRO-IDEAL Consortium, with the support from Departamento Administrativo de Ciencia, Tecnología e Innovación COLCIENCIAS Financed by the European Commission Programme 21

22 Thursday 9 July Conference: Latin America-Europe cooperation in Information & Communication Technologies ICT: Opportunities and challenges Registration and documentation pick up Conference chaired by Sara Araujo, Subdirección Programas Estratégicos, Colciencias Welcome and introduction to the PRO-IDEAL events, Alexis De Greiff A. Subdirector de Programas Estratégicos de Colciencias Welcome by a Representative of the European Commission Delegation in Colombia and Ecuador Digital Strategy 2009, Challenges for a Better Country Using ICT, Patricia Azmar, Ministerio de Comunicaciones de Colombia EU-Colombia ICT Cooperation under the EU s 7th R&D Framework Programme, Klaus Pendl, European Commission, DG Information Society and Media, International Relations Unit. Making the Best of Collaborative Opportunities between Latin America and Europe, Philippe Wacker, Member of the Board of Directors, EMF The European Network of eexcellence. Role of the Liaison Office of Colciencias within the Context of FP7, Sara Araujo Santos, NCP INCO FP7. Coffee break Cooperation Opportunities in the Networked Electronic Media Sector: the Experience of Sala+, Fernando Alarcón, CINTEL, Colombia The PRO-IDEAL Project: Strengthening ICT Cooperation between Europe and América Latina, Yolanda Ursa, INMARK PRO-IDEAL: How it Can Help the Local Research Community to Become Involved in ICT Projects, Margaretha Mazura, Secretary General, EMF Q&A Lunch break 22

23 Session 1 - Coaching course for trainers/coaches potential project participants Coaching sessions will allow the participants to get a thorough understanding of FP7-ICT programme, the rules for participation and existing resources for ICT research. They are practice-oriented so that at the end of the session the participants will be familiar with the procedures of international cooperation and proposal submission. This face-to-face coaching course will be followed-up by a distance-coaching phase where the PRO-IDEAL partners act as tutors and the potential coaches will perform practical exercises to get fully familiar with European projects. The coaching courses consist of 3 half-day sessions and it is strongly recommended to attend all three to get to know mechanisms and principles of European research projects. First-hand information is guaranteed through the participation of Klaus Pendl, European Commission, DG Information Society and Media, International Relations Unit, who kindly agreed to participate in the coaching courses and who will be available for concrete questions on project proposals MODULE 1: Basic understanding of EU funding rules for ICT projects, Yolanda Ursa (INMARK) MODULE 2: Success factors for international cooperation in ICT projects, Carlos López (INMARK) MODULE 3: Project idea questionnaire and assessment, Philippe Wacker (EMF) Interactive session: Profile writing, Margaretha Mazura (EMF) 23

24 Friday 10 July Session 2 - Coaching course for trainers/coaches potential project participants Ingredients for a successful proposal, Klaus Pendl, European Commission, DG Information Society and Media, International Relations Unit MODULE 4: Building ICT Projects. Getting through the maze, Yolanda Ursa MODULE 5: Practical steps to a successful proposal, Margaretha Mazura,Yolanda Ursa Q&A Coffee break MODULE 6: How are project proposals evaluated? Margaretha Mazura (EMF) Q&A Personal meetings with Klaus Pendl, European Commission, DG Information Society and Media, International Relations Unit. Lunch break Session 3 - Coaching course for trainers/coaches potential project participants Individual Coaching Sessions. Each participant makes an appointment with a European team member: Yolanda Ursa, Carlos López (INMARK), Margaretha Mazura, Philippe Wacker (EMF). MODULE 7: Project ideas self-assessment. Individual test for self-assessment of knowledge gained so far, followed by solutions and briefings Margaretha Mazura (EMF). Wrap up and courses evaluation questionnaire 24

25 3. Coach the Coaches-Courses 25

26 Project: PROmotion of an ICT Dialogue between Europe and America Latina MODULE 1: Basic understanding of the EU funding rules for ICT projects 26

27 MODULE 1: Basic understanding of the EU funding rules for ICT projects Objectives: Provide an overview of FP7-ICT programme. Understand the functioning of ICT programme. Understand the participation rules in European ICT research. Discover the existing resources for ICT research. Topics Covered: ICT in FP7 FP7 structure and specific programmes. ICT Work Programme : priorities for the calls for proposals. Participating in ICT research: the rules of the game: implementation of calls, funding schemes and rules. 27

28 MODULE 1: Basic understanding of the EU funding rules for ICT projects ICT in FP7 FP7 is the main EU instrument supporting R&D ICT - Information and Communication Technologies - is a Theme for research and development under the programme Cooperation implementing the Seventh Framework Programme ( ) Total budget: over Million. Most part is spent on grants to research actors all over Europe and beyond Grants determined on the basis of calls for proposals and a peer review process 28

29 FP7 Research areas and activities MODULE 1: Basic understanding of the EU funding rules for ICT projects 1. Health 2. Food, Agriculture and Biotechnology 3. Information and Communications Technologies 4. Nanosciences, Nanotechnologies, Materials and new Production Technologies 5. Energy 6. Environment (including climate change) 7. Transport (including aeronautics) 8. Socio-economic sciences and Humanities 9. Space 10.Security. Initial Training Networks - Marie Curie Life-long training and career development individuals fellowship Industry academia pathways International dimension outgoing and incoming fellowships Specific actions excellence awards Frontier research/ basic research activities Research infrastructures Research for the benefit of SMEs Regions of knowledge Research potential of Convergence Regions Science in society Support to the coherent development of research policies International cooperation Fusion energy Nuclear fission & radiation protection Non-nuclear research 29

30 FP7 Cooperation Programme MODULE 1: Basic understanding of the EU funding rules for ICT projects The Cooperation programme is the core of FP7. It fosters collaborative research across Europe and other partner countries in a number of key thematic areas: health food agriculture and fisheries biotechnology Information and Communications Technologies - ICT nano-sciences, nanotechnologies, materials and new production technologies energy; environment (including climate change) transport (including aeronautics) socio-economic sciences and the humanities space and security. 30

31 FP7 Cooperation & ICT budget MODULE 1: Basic understanding of the EU funding rules for ICT projects Total Cooperation budget: mill. Euro 31

32 MODULE 1: Basic understanding of the EU funding rules for ICT projects ICT Work Programme ICT Work Programme The WP defines the priorities for calls for proposals The work programme is updated on a regular basis Last version: WP (17 Nov. 2008) WP Structure: Focus on a limited set of: Challenges (7 RTD challenges) Research Objectives Target Outcomes 32

33 ICT Work Programme Priorities MODULE 1: Basic understanding of the EU funding rules for ICT projects End-to-end Systems, Socio-economic Goals Chal-4 Digital Libraries & Content Chal-5 Sustainable & Personalised Healthcare Chal-6 ICT for Mobility, Environment. Sustain.& Energy Efficiency Chal-7 ICT for Indep. Living Inclusion & Governance Technology Roadblocks Chal-1 Pervasive & Trustworthy Network and Servic. Infrast. Chal-2 Cognitive Systems, Interaction, Robotics Chal-3 Components, Systems, Engineering Future and Emerging Technologies 33

34 MODULE 1: Basic understanding of the EU funding rules for ICT projects Funding rules Basic principle of funding in FP7-ICT is co-financing. The maximum EC contribution depends on the funding scheme, the legal status of the participants and the type of activity. The standard reimbursement rate for R&D activities is 50% of the eligible costs and up to 75% of the eligible costs for non-profit public bodies, SMEs, research organisations, higher education establishments For demonstration activities: 50% of the eligible costs. For other activities (consortium management, networking, training, coordination, dissemination etc.): up to 100% of the eligible costs 34

35 The rules of the game. Calls for Proposals MODULE 1: Basic understanding of the EU funding rules for ICT projects The European Commission funds ICT research by selecting project proposals submitted in response to a Call for proposals Implementation of Calls Call title: ICT call 5 Call identifier: FP7-ICT Date of publication: 31 July 2009 Deadline: 3 November 2009 Indicative budget: EUR 722 million Topics called: Challenges Objectives Funding schemes Call title: ICT call 6 Call identifier: FP7-ICT Date of publication: 24 November 2009 Deadline: 13 April 2010 Indicative budget: EUR 286 million Topics called: Challenges Objectives Funding schemes 35

36 Funding schemes: Types of projects MODULE 1: Basic understanding of the EU funding rules for ICT projects Small or medium scale focused research action (STREP) Collaborative projects (CP) Focused research projects with clearly defined scientific and technological objectives Large Scale Integrating projects (IP) Specific objective in a clearly defined project approach. Full innovation cycle from concept to pre-competitive services/products. Coordination Actions (CA) Coordination and support actions (CSA) Actions that cover not the research itself, but the coordination and networking of projects, programmes and policies Support Actions (SA) Promote and support the ad-hoc networking and coordination of research and innovation activities. Networking, coordination and dissemination, management of consortium. Designed to stimulate and encourage the participation of SME s, civil organisations, remote searchers center. Help in preparation for future Community research and technological development activities. Networks of Excellence (NoE) Designed for research institutions willing to combine and functionally integrate a substantial part of their activities and capacities in a given field, in order to create a European "virtual research centre" in this field. 36

37 MODULE 1: Basic understanding of the EU funding rules for ICT projects Funding schemes: Call 5 Challenge Challenge 1: Pervasive and Trusted Network and Service infrastructure Objectives The Network of the Future Internet of Services, Software & virtualisation Internet of Things and enterprise environments Trustworthy ICT Future Internet Experimental Facility and Experimentally-driven Research Funding Schemes CP, NoE, CSA CP, CSA CP, CSA CP, NoE, CSA CP, CSA Challenge 3: Components, systems, engineering Challenge 4: Digital Libraries and Content FET - Future and emerging technologies Horizontal support actions Nanoelectronics Technology Engineering of Networked Monitoring and Control Systems Photonics Microsystems and Smart Miniaturised Systems Technology-Enhanced Learning Intelligent information management Human-Computer Confluence Self-Awareness in Autonomic Systems Towards Zero-Power ICT Coordinating Communities, Plans and Actions in FET Proactive Initiatives Identifying new research topics, Assessing emerging global S&T trends in ICT for future FET Proactive initiatives Supplements to support International Cooperation between ongoing projects 37 CP, NoE, CSA CP, NoE, CSA CP, CSA CP, CSA CP, NoE, CSA CP, NoE, CSA CP (IP only) CP CP (STREP) CSA CSA CP

38 Funding schemes: Call 6 MODULE 1: Basic understanding of the EU funding rules for ICT projects Challenge Challenge 2: Cognitive systems, interaction, robotics Objectives ICT 2009,2,1 Cognitive Systems and Robotics Funding Schemes CP, CSA (CA only) Challenge 4: Digital Libraries and Content ICT 2009,4,1 Digital Libraries and Digital Preservation CP, NoE, CSA Challenge 5: Towards sustainable and personalised healthcare ICT 2009,5,3 Virtual Physiological Human CP, CSA Challenge 6: ICT for mobility, environmental sustainability and energy efficiency FET - Future and emerging technologies Horizontal support actions ICT 2009,6,2 ICT for Mobility of the Future ICT 2009,8,7 Molecular Scale Devices and Systems ICT 2009,8,8 Brain-inspired ICT ICT 2009,8,9 Coordinating Communities, Plans and Actions in FET Proactive Initiatives ICT 2009,8,10 Identifying new research topics, Assessing emerging global S&T trends in ICT for future FET Proactive initiatives ICT 2009,9,1 International Cooperation ICT 2009,9,2 Supplements to support International Cooperation between ongoing projects 38 CP, CSA CP CP CSA CSA CP (STREP/SICA) CP

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40 Project: PROmotion of an ICT Dialogue between Europe and America Latina MODULE 2: How to understand Eurojargon 40

41 MODULE 2: How to understand Eurojargon Objectives To make EU texts easier understandable To improve the understanding for EU programme terminology To provide a glossary with definitions, available on-line Topics Covered Terms used in the ICT work programme and specific to proposals & projects Synonyms or quasi-synonyms of EU terminology 41

42 ???? 42

43 Work Programme Thematic priorities, usually defined for 2 years ahead (allows you to plan proposals!) Call (call for proposals; open calls) As published in the Official Journal. Opens parts of the workprogramme for proposals, indicating what types of actions (RTD projects, Accompanying actions etc.) are required. A provisional timetable for such calls is included in the workprogramme Tells you WHAT is expected until WHEN. Example: Call 4 of the ICT programme: Published 19/11/2008; deadline 01/04/2009 MODULE 2: How to understand Eurojargon Programa de trabajo Convocatoria 43

44 Challenge and Objective : Specific sub-themes under a main theme ( challenge ). Example: Challenge 1: Pervasive and Trustworthy Network and Service Infrastructures Objective ICT : The Network of the Future Target Outcomes a) Future Internet Architectures and Network Technologies Funding Scheme Equema de financiamiento MODULE 2: How to understand Eurojargon Temas y sub-temas prioritarias Tells you which project structure is expected for which theme. Closely related to Work Programme, Objectives, and Calls. In the WP it appears as such: Funding schemes a), b): IP, STREP; c): CSA Indicative budget distribution: - IP/STREP: EUR 107 million of which a minimum of 50% to IPs and a minimum of 30% to STREPs - CSA: EUR 3 million Call: ICT call 5 44

45 Eligibility Compliance with administrative requirements, e.g. minimum number of partners; eligible costs = costs that are allowed to enter into the budget, according to the financial rules, e.g. costs occurred during the project phase Evaluation : Eligibilidad Evaluación MODULE 2: How to understand Eurojargon Quality check: The process by which proposals are retained with a view to selection as projects, or are not retained. Evaluation is conducted through the application of Evaluation Criteria identified in the Workprogramme and carried out by independent experts (NOT EC officials!). 45

46 Partner, beneficiary Project participants that form the project consortium and benefit from co-financing Project vs. Proposal MODULE 2: How to understand Eurojargon Socio, beneficiario Proyecto / propuesta You write the content of a project, you submit a project proposal that remains a proposal until it has been accepted. If the contract is signed, the proposal becomes a (running) project. 46

47 MODULE 2: How to understand Eurojargon Some acronyms: TIC ICT Information and Communication Technologies ICPC International cooperation partner countries ICTC Information and Communication Technologies Committee IP Integrated project or Internet Protocol I+D RTD (R&D) Research and (technological) development STREP Small or medium scale focused research action SICA Specific International Cooperation Action SME Small and medium enterprise S&T Science & Technology; scientific & technological PYME 47

48 MODULE 2: How to understand Eurojargon Text samples (1): 3.1 WP structure: Focus on a limited set of Challenges Achieving the best possible impact for Community support requires focusing and concentrating effort on key RTD challenges. This work programme proposes a structure around seven challenges that should be addressed if Europe is to be among the world leaders in next generation ICT and their applications. The challenges are driven either by industry and technology objectives or by socio-economic goals. For each challenge precise targets and deliverables are identified in a 10 year time frame. 48

49 MODULE 2: How to understand Eurojargon Text sample (2): 3.3 Developing global partnerships International cooperation represents the external dimension of the programme. It aims to support European competitiveness and to jointly address, with other regions of the world, issues of common interest and mutual benefit, thereby supporting other EU policies (sustainable development, environmental protection, disaster response, security ). 49

50 MODULE 2: How to understand Eurojargon Text sample (3): a) Governance and Participation Toolbox Advanced tools embodying structural, organisational and new governance models to empower and engage all types of societal groups and communities, enable them to utilise mass cooperation platforms and allow governments to incorporate their input while safeguarding against misuse. These tools will enable the creation, learning, sharing and tracking of group knowledge that cuts across language and cultural interpretation. They should also facilitate transparency and tracking of inputs to the policy making process. The toolbox must include security, identity and access controls to ensure privacy and, where appropriate, the delineation of constituency domains according to the specific needs of government applications. 50

51 Project: PROmotion of an ICT Dialogue between Europe and America Latina MODULE 3: SUCCESS FACTORS FOR INTERNATIONAL COOPERATION IN ICT PROJECTS 51

52 Survey to participants in ICT projects with International partners. MODULE 3: SUCCESS FACTORS FOR INTERNATIONAL COOPERATION IN ICT PROJECTS Identify, screen and analyze successful ICT projects with international participation. Extract their success factors applicable to the PRO-IDEAL target region. Conducted in April- May 2009 Intended to: Coordinators (European) & Partners from third countries. 52

53 MODULE 3: SUCCESS FACTORS FOR INTERNATIONAL COOPERATION IN ICT PROJECTS Sample Profile: We selected a sample of 65 projects: By Framework Programme 23 projects of FP6 42 projects of FP7 By Sub programme: 60 IST/ICT projects 5 Capacities projects* By type of project 25 Collaborative Projects including: 14 Integrated Project (IP) 11 STREPs 38 Coordination and Support Action 2 Networks of Excellence (NoE) The questionnaire was sent by to an overall number of 180 participants: 115 third countries participants 65 project coordinators, all of them from European countries. 53

54 MODULE 3: SUCCESS FACTORS FOR INTERNATIONAL COOPERATION IN ICT PROJECTS Respondents Profile: 75 out of 180 participants from 30 projects answered the questionnaire: By Framework Programme 11 projects of FP6 19 projects of FP7 By type of project 9 Collaborative Projects including: 7 Integrated Project (IP) 2 STREPs 19 Coordination and Support Action 2 Networks of Excellence (NoE) By region / country Europe Asia Latin America Mediterranean Partner Countries South Africa China India

55 MODULE 3: SUCCESS FACTORS FOR INTERNATIONAL COOPERATION IN ICT PROJECTS Questionnaire structure: Project success Main Success Factors Main Failure Factors Success Factors: During Proposal preparation phase During project phase After the project 55

56 MODULE 3: SUCCESS FACTORS FOR INTERNATIONAL COOPERATION IN ICT PROJECTS Success Factors Analysis.- Project Success & Success / Failure Factors Project Success Nearly 80% of participants say their project has been or is being successfully running. Success Factors Quality of the Consortium (87%) Project Coordination (35%) Communication (25%) Failure Factors Local problems related to third countries participation Lack of partner commitment Lack of a suitable project management 56

57 MODULE 3: SUCCESS FACTORS FOR INTERNATIONAL COOPERATION IN ICT PROJECTS Success Factors Analysis.- preparation phase: Success Factors during proposal Understanding of call for proposals procedures Understanding of the work programme Experienced partners in the consortium Understanding the rules for participating in European projects Knowledge about the relevant funding programme Knowledge about specific research areas for int. cooperation Access to European Commission key information Experience in topics addressed by the project Access to potential partnerships/contact with partners Coordination of the proposal writing Previous experience in EU/international cooperation projects Perspectives for exploitation of project results Co-financing capacity of my organisation 3,3 3,7 4,3 4,2 4,2 4,2 4,2 4,1 4,1 4,0 4,0 4,5 4,5 91% 96% 86% 3,0 3,2 3,4 3,6 3,8 4,0 4,2 4,4 4,6 57

58 MODULE 3: SUCCESS FACTORS FOR INTERNATIONAL COOPERATION IN ICT PROJECTS Success Factors Analysis.- Success Factors during project phase: Coordination of the project Experienced partners in the consortium Team spirit in implementing project activities Communication among partners Complementarity of the participants Previous experience in EU/int. cooperation projects Understanding the rules for participating in European projects Strategic planning of the work Experience in topics addressed by the project Day-to-day management of the project Correlation and benefits for my organisation core activities Perspectives for exploitation of project results Level of project innovation Co- financing capacity of my organisation 3,5 3,7 3,8 3,8 4,2 4,1 4,1 4,1 4,0 4,0 4,4 4,4 4,3 4,3 84% 92% 83% 3,0 3,2 3,4 3,6 3,8 4,0 4,2 4,4 4,6 58

59 MODULE 3: SUCCESS FACTORS FOR INTERNATIONAL COOPERATION IN ICT PROJECTS Success Factors Analysis.- Success Factors after project phase: Sustainability of project outcome 4,4 95% Strategy for transfer of knowledge and innovation 4,1 76% Strategy for technology transfer 3,9 Knowledge about potential market 3,8 Agreement among partners for exploitation of results 3,8 Management of intellectual property 3,5 Sound business plan 3,4 Business model scenarios Knowledge about competitors 3,3 3,3 3,0 3,2 3,4 3,6 3,8 4,0 4,2 4,4 59

60 MODULE 3: SUCCESS FACTORS FOR INTERNATIONAL COOPERATION IN ICT PROJECTS Success Factors Analysis.- Top Rated Success Factors: Understanding of call for proposal procedures Understanding of the work programme 4,5 4,5 91% 96% Sustainability of project outcome 4,4 95% Coordination of the Project Experienced partners in the consortium t 4,4 4,4 Team spirit implementing project activities 4,3 Communication among partners 4,3 Understanding the rules for participating in European projects 4,2 Knowledge about relevant funding programme 4,2 Access to European Commission Key information 4,2 4,1 4,2 4,3 4,4 4,5 60

61 Project: PROmotion of an ICT Dialogue between Europe and America Latina MODULE 4: International cooperation in ICT research: opportunities for Latin America participants 61

62 MODULE 4: International cooperation in ICT research: opportunities for Latin America participants Objectives: Promoting opportunities for Latin America participants in ICT Understanding the rules for third country participation Discovering specific research areas for international cooperation Topics Covered International cooperation in FP7 and ICT LA and Caribbean within International Cooperation Partner Countries Recent trends in LA participation in ICT Position of LA in third country participants Target objectives for international cooperation in ICT Call 4 62

63 International cooperation in FP7 FP7 is open to participation from any country in the world: Member States - The EU-27; Associated Countries with science and technology cooperation agreements Candidate Countries candidates for future accession Third Countries - countries that are not Member States, candidates or associated Cooperation with third countries is explicitly encouraged in FP7 MODULE 4: International cooperation in ICT research: opportunities for Latin America participants to support European competitiveness in selected fields through strategic partnerships to encourage the best third-country scientists to work in and with Europe to address specific problems, on the basis of mutual interest and mutual benefit Participants from International Cooperation Partner Countries (e.g. LA countries) are entitled to funding under the same conditions as EU Member States Consortia must have a minimum of 3 participants from Member States or associated countries. 63

64 International cooperation in ICT Transnational partnerships are the norm for the ICT projects. MODULE 4: International cooperation in ICT research: opportunities for Latin America participants Participation in ICT open to a wide range of organisations: Universities, research centres, multinational corporations, SMEs, public administrations, funding bodies. Objectives of International cooperation in the ICT work programme: To jointly respond to major global technological challenges by developing interoperable solutions and standards. To jointly develop ICT solutions to major global societal challenges. To improve scientific and technological cooperation for mutual benefit. Research topics open to international cooperation activities within 7 Challenges and FET International cooperation is also addressed through horizontal support actions By providing support to information society policy dialogues 64

65 MODULE 4: International cooperation in ICT research: opportunities for Latin America participants Latin America ICPC Opportunities for Latin America and Caribbean participants. International Co-operation Partner Countries (ICPC) Argentina Bolivia Brazil Chile Colombia Costa Rica Ecuador El Salvador Guatemala Honduras Mexico Nicaragua Panama Paraguay Peru Uruguay Venezuela Cuba República Dominicana Haití Jamaica etc. 65

66 Third country participation in ICT MODULE 4: International cooperation in ICT research: opportunities for Latin America participants Number of participations of third country organisations Top 10 countries United States Brazil Russia China Chile India Argentina South Africa Canada Japan FP6 FP7 Source: DG Information Society and Media 66

67 EU funding to third countries Top 10 participants MODULE 4: International cooperation in ICT research: opportunities for Latin America participants FP6 0 Russia FP7 United States China Brazil South Africa Japan Argentina Uruguay Chile New Zeland Source: DG Information Society and Media 67

68 Latin America participation in ICT Number of participants from Latin America MODULE 4: International cooperation in ICT research: opportunities for Latin America participants Brazil Chile Argentina Perú Uruguay México Venezuela Colombia Costa Rica Guatemala Honduras Ecuador Paraguay Significant participation of LA in FP6 (5 years): 76 High potential for FP7: 69 participants in 2 years FP6 FP Source: DG Information Society and Media 68

69 EU funding to Latin America MODULE 4: International cooperation in ICT research: opportunities for Latin America participants Top 10 participants Brazil Argentina Uruguay Chile Colombia Venezuela Costa Rica Perú México Honduras FP6 FP7 Source: DG Information Society and Media 69

70 ICPC Participation in ICT Top 10 participants MODULE 4: International cooperation in ICT research: opportunities for Latin America participants China Russia South Africa Argentina India Brazil Chile Ukraine Egypt Belarussia Uruguay Participations in successful proposals Number of projects Source: DG Information Society and Media 70

71 Project: PROmotion of an ICT Dialogue between Europe and America Latina MODULE 5: Building ICT Projects. Getting through the maze 71

72 Success starts with a dream 72

73 MODULE 5: Building ICT Projects. Getting through the maze Objectives: Understanding how to apply to ICT call for proposals Explaining the steps and rules for preparing ICT proposals To familiarize the participants with the project proposal structure Providing the keys to find the right partners Topics Covered: Steps for preparing ICT proposals Find project partners Key documents for proposals writing Electronic Proposal Submission Service (EPSS) ICT Proposal structure From the proposal to the project 73

74 MODULE 5: Building ICT Projects. Getting through the maze Steps for preparing ICT proposals 1. Identification of research areas in the ICT work programme 2. Find a Call in 3. Confirm that the funding mechanisms available are appropriate for your goals 4. Build a quality international consortium that: Meets the minimum participation rules for the call for proposals Has a mix of different types of organisations Has the right mix of competencies and track record Is complementary in terms of skills and perspective 5. Familiarise the consortium with specific guidance documentation and templates published by the European Commission for the targeted call for proposals 6. Draft a comprehensive proposal document following the Guide for Applicants 7. Submit the proposal to the European Commission. 74

75 MODULE 5: Building ICT Projects. Getting through the maze Find project partners Partner seach facilities: Cordis Partners Service : Publish your partners profile by entering your project idea or specific expertise Search the Partners profiles submitted by other organizations Update or delete your existing profile on-line at any time Partners notification facility National Contact Points: For general advice and for finding partners from other countries Ideal-ist project : Provides a web-based platform for joining ICT projects and finding partners Your own Networwing PRO-IDEAL project 75

76 76

77 1 2 3 PROPOSAL AT A GLANCE PROJECT DESCRIPTION PROPOSER INFORMATION 77

78 MODULE 5: Building ICT Projects. Getting through the maze Key documents Available at The call fiche The work programme FP7 factsheets - an overview of the basic features of this programme The Guides for Applicants relevant to the funding schemes Guide for applicants (Coordination Actions - CA) and ERA Net plus actions Guide for applicants (Support Actions - SA) Guide for Applicants (Collaborative projects: large scale Integrating Projects - IP) Guide for applicants (Collaborative projects - Small and Medium-scale focused Research Projects - STREP) Guide for applicants (Networks of Excellence - NoE) 78

79 Submitting a proposal online - EPSS Proposals must be submitted electronically, using the Commission's Electronic Proposal Submission Service (EPSS) EPSS is an internet-based application providing a secure work space for a consortium to prepare and submit a proposal jointly You can access the EPSS from the call page on CORDIS. Coordinators can: register the proposal set up (and modify) the consortium complete all of Part A of the proposal download document template for writing Part B upload finished Part B submit the complete proposal Part A and Part B Other participants can: complete their own sections A2 (participant details) download the document template for writing Part B view the whole proposal MODULE 5: Building ICT Projects. Getting through the maze 79

80 MODULE 5: Building ICT Projects. Getting through the maze Part A the Forms (1) 80

81 MODULE 5: Building ICT Projects. Getting through the maze Part A the Forms (2) Section A1: Summary Proposal Acronym Proposal Title Duration in months Call (part) identifier (e.g. FP7-ICT ) Topic code(s) most relevant for the proposal Free Keywordfs Abstract Section A2: Participants Participant number Participant Identification Code Legal name Organisation Short Name Legal address Organisation type Contact details Section A3: Budget Personnel costs Subcontracting Other direct costs Indirect costs Real indirect costs Standard flat rate 20% Flat rate 60% for SMEs, Research organisations, NGOs (until 2010) Total budget Requested EC contribution 81

82 MODULE 5: Building ICT Projects. Getting through the maze Part B Contents Proposal abstract Section 1: Scientific and/or technical quality, relevant to the topics addressed by the call (Maximum length for the whole of Section 1 twenty pages. This does not include the Gantt chart, Pert diagram or tables 1.3a-e) 1.1 Concept and objectives 1.2 Progress beyond the state-of-the-art 1.3 S/T methodology and associated work plan i) Overall strategy of the work plan (Maximum length one page) ii) Timing of the different WPs and their components (Gantt chart or similar). iii) Detailed work description broken down into work packages: Work package list (table 1.3a); Deliverables list (table 1.3b); List of milestones (table 1.3c) Description of each work package (table 1.3d) Summary effort (table 1.3e) iv) Graphical presentation of the components (Pert diagram or similar) v) Significant risks, and associated contingency plans Section 2. Implementation 2.1 Management structure and procedures (Maximum length for Section five pages) 2.2 Individual participants (Maximum length for Section 2.2: one page per participant) 2.3 Consortium as a whole (No maximum length for Section 2.3 depends on the size and complexity of the consortium) 2.4 Resources to be committed (Maximum length for Section 2.4 two pages) Section 3.Impact (Maximum length for the whole of Section 3 ten pages) 3.1 Expected impacts listed in the work programme 3.2 Dissemination and/or exploitation of project results, and management of intellectual property 82

83 From the proposal to the project MODULE 5: Building ICT Projects. Getting through the maze Proposal submission Eligibility Evaluation by Experts Negotiation Project starts Coordinator: EPSS submission before deadline EC: Check eligibility criteria Eligible proposals are evaluated by independent experts (2-3 months) Successful proposals enter into financial and technical negotiations with the EC (3-4 months) Grant Agreement signed between the EC and the coordinator > the project officially stars (6-8 months after proposal submission) 83

84 Sources of information FP7 activities: CORDIS: The official entry point to Europe s Seventh Framework Programme for research and technology development (FP7), its specific programmes, activities, themes and latest developments. ICT Website brings together information on: the FP7 ICT research programme and its objectives; participating in ICT research under FP7 including calls for proposals; research and development projects carried out under FP7 and FP7; the latest news on programme, projects and participation in the ICT Newsroom. Practical guide to EU funding opportunities for research and innovation. Rev 2 02/12/ FP7 National Contact Points: FP7 Helpdesk: Partners Search Facilities 84

85 Project: PROmotion of an ICT Dialogue between Europe and America Latina MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back 85

86 MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back Objectives To familiarize potential project partners and Project Angels with the PRO- IDEAL project development questionnaire to explain the assessment of the questionnaire and feed-back that will be provided Topics Covered Questionnaire presentation Samples for filling in the questionnaire Criteria for assessment Feedback provided 86

87 MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back Questionnaire 87

88 MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back Questionnaire (2) 88

89 MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back Questionnaire (3) 89

90 MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back Assessment criteria Idea description Problem to be solved / opportunities Beyond state-of-the-art? Impact on beneficiaries: primary & secondary Needs: what are you missing in order to carry this project forward? Objectives 90

91 MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back Assessment criteria Partnership Exploitation IPRs Budget 91

92 MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back Questionnaire (4) 92

93 MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back Assessment criteria Innovation State-of-the- Art check (e.g. former EU projects; commercial products on the market etc.) Excellence Partnership competences; work envisaged Feasibility Feasible within time and financial frame? Fitting into call topics? 93

94 MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back Feedback (1) Red/amber/green light Contacts with Programme officers Suggestions for improvements Project partners Guidance for next steps Accompaniment of your project 94

95 MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back Feedback (2) Manuel Bello Yolanda Ursa Margaretha Mazura Humberto Carrasco Baard Krogshus Jokin Garatea Thierry Baujard Rosa Wachenchauzer Philippe Wacker Gilson Schwartz Klaus Richter Philippe Martineau 95

96 MODULE 6: Project ideas / partner profile questionnaire: assessment and feed-back Advice The more precise you are in answering the questionnaire, the better we can support you! We are interested in successful projects (quality rather than quantity)! We are here to support YOU! 96

97 Project: PROmotion of an ICT Dialogue between Europe and America Latina MODULE 7: Practical steps to a successful proposal 97

98 Steps to a successful project WORK PACKAGES MODULE 7: Practical steps to a successful proposal Objectives: To coach participants towards the essential parts of a proposal To provide guidelines how to start proposal writing To point out common mistakes To provide guidelines towards success Topics Covered: Work Package structure Types of work packages Common WPs: Project Management and Dissemination Common pitfalls of proposal writing Success factors Tips and tricks 98

99 MODULE 7: Practical steps to a successful proposal WP structure (1) Why start with WPs: To determine who does what when for which purpose To get a clear view on tasks that need to be performed To make a first estimation of the efforts (man/months) needed to implement the work and thus, the budget 99

100 MODULE 7: Practical steps to a successful proposal WP structure (2) Workpackage Leader: Activity type: depends on Funding Scheme STREP, IP: RTD = main activities SA SUPP = main activities Other activities: MGT = Management DISS = Dissemination DEM = Demonstration Impact of % of financing! 100

101 MODULE 7: Practical steps to a successful proposal WP structure (3) Objectives: They give an overview of the purpose of the WP, best done in bullet points; This helps you define the tasks that are needed to reach the objectives 101

102 MODULE 7: Practical steps to a successful proposal WP structure (4) Description of Work: Provide manageable tasks description Tasks can be consecutive, in parallel or overlapping Numbering: Task 1.2 means: Second task of WP 1 Ideally, mention the partners involved in the task 102

103 MODULE 7: Practical steps to a successful proposal WP structure (5) Deliverables: Output or results of a work package Numbered the same way as tasks Types: Reports (R), Prototypes (P), Others (O) Time of delivery: M3 = at the end of month 3 after project start ( neutral numbering) They are indicators for timely project performance! 103

104 MODULE 7: Practical steps to a successful proposal WP structure (6) Milestones: Facts/results that mark a phase in the project, e.g. a conference, a workshop etc. Like deliverables, they are indicators against which to measure the project s progress Time of delivery: like for deliverables 104

105 MODULE 7: Practical steps to a successful proposal WP types (1) WP Types: Depend on content of the work package Operational ones: e.g. research, technical tasks Ancillary ones: e.g. dissemination, demonstration Administrative ones: management, IPR 105

106 MODULE 7: Practical steps to a successful proposal WP types (2) Work Package types commonly found in ICT projects: Background/desk research e.g. on user needs, market survey, benchmarking etc. Technical description: depending on the complexity of the R&D, this can be several WPs Vary Depending on Research Work planned Validation/Demonstration Dissemination & Exploitation: can be separated; should include provisions on IPRs and standards Project Management and Quality Assessment: can be separated; should include risk management and conflict resolution Must be in all projects; Customised! 106

107 Project management & Coordination MODULE 7: Practical steps to a successful proposal Image: Managing People Remotely 107

108 MODULE 7: Practical steps to a successful proposal The coordination of the project is one of the most important factors to project success (84% of respondents to PRO-IDEAL survey on Success Factors for International Cooperation in ICT, May 2009) Section 2. Implementation (Maximum length for Section five pages) 2.1 Management structure and procedures Describe the organisational structure and decision-making mechanisms of the project. Show how they are matched to the complexity and scale of the project. 108

109 What is an appropriate management structure? It depends of the complexity and scale of the project. Typical Management structure: MODULE 7: Practical steps to a successful proposal WP s Leaders Coordinator P1 P2 P3 Pn Steering Group 109

110 MODULE 7: Practical steps to a successful proposal Issues covered Contractual issues: Administrative and financial Quality management Monitoring of project progress (againts time and budget) Reporting 110 Image: www. adcet.edu.au

111 MODULE 7: Practical steps to a successful proposal Reporting Reporting Periods & Project Reviews (e.g. for a 2-year project) : 1. P1: from month 1 to month Final: from month 13 to the last month of the project During the course of the project Periodic Report at the end of each reporting period: Overview, including a publishable summary of the progress of work Explanation of the use of the resources Financial Statement (Form C Annex VI of GA) At the end of the project Final publishable summary report covering results, conclusions and socio-economic impact of the project. Report covering the wider societal implications of the project and the plan for the use and dissemination of foreground 111

112 MODULE 7: Practical steps to a successful proposal Financial Statement Form C 112

113 Success Factors in Managing Teams Remotely MODULE 7: Practical steps to a successful proposal Trust Results Focus Creating Glue Play the Game of Positive Politics Source: Mark Fritz Don t Wait for the Inspiration Take Action Now! 113

114 MODULE 7: Practical steps to a successful proposal Communication is key for leading teams across distance and culture Make personal contact to share information and get to know each other. Establishing rules for communication and knowledge sharing: clear objectives, understanding individuals roles, who does what 114

115 Dissemination Section 3. Impact MODULE 7: Practical steps to a successful proposal 3.2 Dissemination and/or exploitation of project results, and management of intellectual property Describe the measures you propose for the dissemination and/or exploitation of project results, and the management of knowledge, of intellectual property, and of other innovation-related activities arising from the project. Dissemination means the actions taken to make publicly known the results of the project on-line dissemination: website, newsletters, etc. Articles in journals, scientific papers Lectures and talk in conferences Mass-media (radio, TV, newspapers) Organisation of workshops, seminars, etc. 115

116 MODULE 7: Practical steps to a successful proposal Success factors (1) What makes a proposal successful? The proposed project corresponds to the priorities of the call and the priorities the Unit in question considers important is innovative and of high scientific quality has a convincing consortium: partners are competent for the activities suggested; they are a good mix ; they have clear roles is well written so that evaluators from all cultural, educational and business backgrounds can understand it 116

117 MODULE 7: Practical steps to a successful proposal Common pitfalls (1) MAIN REASONS FOR FAILURE No clear description of progress beyond State-of-the-Art Main criterion for research projects: explain HOW the project will go beyond. Fuzziness of work plan description Not convincing in terms of impact and excellence: to remedy, make a clear plan on WHO does WHAT WHEN WHY for WHOSE benefit? Inconsistencies or incoherencies: A good idea at the beginning is not followed through in the work packages Not convincing in terms of management. 117

118 MODULE 7: Practical steps to a successful proposal Common pitfalls (2) MAIN REASONS FOR FAILURE (2) Incomplete or not complementary consortium or decorative partners Not convincing in terms of quality of consortium; clarify roles! Lack of exploitation opportunities description not convincing in terms of impact and/or sustainability; give measurable indicators! And increasingly: Value for money! 118

119 MODULE 7: Practical steps to a successful proposal Tips and tricks (1) MAKE YOUR PROPOSAL SMART: Suitable (meets identified needs: yours and the target group s!) Manageable (big enough to cover all necessary competences, small enough to being manageable) Appropriate (it is the most efficient way of tackling the subject and implementing the work) Relevant (tackles the WP s and call s objectives and EU policies) Transferable (sustainable and potentially usable by other target groups) 119

120 MODULE 7: Practical steps to a successful proposal Tips and tricks (2) HOW TO INCREASE THE CHANCE FOR SUCCESS: Step 1: Check what the Commission REALLY wants Check if this REALLY falls into your and the partners competences Step 2: Read the guidelines for proposers, but almost more important Read the guidelines for evaluators! Step 3: Write! Use the 3 C : clear, concise, consistent Step 4: Ask outsiders to read the project and comment! Ask colleagues not involved to evaluate it! 120

121 Project: PROmotion of an ICT Dialogue between Europe and America Latina MODULE 8: How are project proposals evaluated 121

122 MODULE 8: How are project proposals evaluated OBJECTIVES To make the evaluation process understandable & transparent To draw the attention to the evaluation criteria, for a better proposal writing To provide insight in the whole evaluation procedure TOPICS COVERED How does the evaluation work? What are the evaluation criteria? Who evaluated? How works the decision-making process? 122

123 MODULE 8: How are project proposals evaluated General principles (1) Why an evaluation procedure? Equal treatment of all proposals Unbiased and independent treatment Equal chance for all! 123

124 MODULE 8: How are project proposals evaluated General principles (2) 1. Eligibility check: Check formalities: e.g. minimum number of partners; timely submission; all parts of the proposal filled in. Done by EC officials IF NOT: rejected at this stage, without further evaluation 2. Evaluation = quality assessment: Done by external experts 124

125 MODULE 8: How are project proposals evaluated Evaluation process (1) Evaluation Process: 1. Individual evaluation: On-site or remote 2. Consensus meetings: To agree among all individual evaluators comments and scores 3. Panel Meeting: To rank proposals 125

126 MODULE 8: How are project proposals evaluated General principles (3) WHO evaluates? -ftp://ftp.cordis.europa.eu/pub/fp7/docs/ict.zip HOW become an expert? - HOW selected? -Profile/competences -Availability -No conflict of interest For each objective in each Call separately! 126

127 MODULE 8: How are project proposals evaluated Evaluation process (2) 1. Individual evaluation: On-site or remote Evaluation Criteria: 1. Scientific and/or technological excellence 2. Quality and efficiency of the implementation and the management 3. The potential impact through the development, dissemination and use of project results 127

128 MODULE 8: How are project proposals evaluated Evaluation process (3) 1. Individual evaluation (2): Scores: 0 The proposal fails to address the criterion under examination or cannot be judged due to missing or incomplete information; 1 Poor The criterion is addressed in an inadequate manner, or there are serious inherent weaknesses; 2 Fair While the proposal broadly addresses the criterion, there are significant weaknesses; 3 Good The proposal addresses the criterion well, although improvements would be necessary; 4 Very good The proposal addresses the criterion very well, although certain improvements are still possible; 5 Excellent The proposal successfully addresses all relevant aspects of the criterion in question. Any shortcomings are minor. 128

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131 MODULE 8: How are project proposals evaluated Evaluation process (4) 2. Consensus meetings: To agree among all individual evaluators comments and scores IPs, NoEs: 5 evaluators All others: 3 evaluators Must agree on common text and common score! Moderated by an EC official Documented by the Rapporteur 131

132 MODULE 8: How are project proposals evaluated Evaluation process (5) 3. Panel Meeting: To rank proposals that are above the threshold: Shortlist according to scores and virtues of proposals; from this shortlist, proposals will be selected for contract negotiation, according to available budget. 132

133 MODULE 8: How are project proposals evaluated Evaluation process (6) Information on evaluation criteria, guidelines for evaluators etc can be found at: Site.FP7DetailsCallPage&call_id=185&act_code=IC T&ID_ACTIVITY=3#additionaldocs 133

134 Project: PROmotion of an ICT Dialogue between Europe and America Latina MODULE 9: Project Idea Self-Assessment Tests 1 and 2 134

135 MODULE 9: Project Idea Self-Assessment Objectives To engage potential project participants pro-actively To help them get the spirit of European funding schemes and projects To give them the feeling to be directly involved in the process Topics Covered Test on ICT programme and project principles: multiple choice type Practical test on Project Abstract: free text answers 135

136 Test 1 136

137 MODULE 9: Project Idea Self-Assessment Test 1 Solutions Correct answers: The ICT programme is a specific programme under FP7 The ICT programme of the EU gives development aid to third countries Partners from third countries can participate at equal level with European partners Only special themes are open for partners from third countries Focus on European R&D All themes are open But not all focus on third countries! CORRECT NOT CORRECT CORRECT NOT CORRECT 137

138 MODULE 9: Project Idea Self-Assessment Test 1 Solutions Correct answers: ICTsub-themes are called: Challenges Topics heading Big research projects are called: Cooperation Integrated Complex Projects Projects Projects The fundamental financing principle is: Full financing 20% funding co-financing 138

139 MODULE 9: Project Idea Self-Assessment Test 1 Solutions Characteristics of a successful European project are: S&T Excellence Innovation improvement of existing products Complementary Focus on one Involvement partnership country/region of all EU MS Which 3 criteria are at the basis of a project evaluation: S&T quality S&T Quality Innovation Implementation Management S&T quality Impact Impact Management 139

140 Test 1 Solutions Correct answers: I do not need to fill in parts of a proposal if I do not plan to implement this activity My budget must be based on real costs I can ask higher staff costs in EU projects EC officials select projects according to common criteria The EC uses external experts for project evaluation My project idea must contain innovative research MODULE 9: Project Idea Self-Assessment All parts of the proposal template must be filled in Answer depends on Project type: SA do not need research NOT CORRECT CORRECT NOT CORRECT NOT CORRECT CORRECT NOT CORRECT 140

141 Test 2 141