How to write a competitive proposal for FP6 CEAF, Tallinn, 8 September 2005

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How to write a competitive proposal for
FP6?CEAF, Tallinn, 8 September 2005

• Willem Wolters

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contents

• characteristics of Framework Programmes
• from idea to project execution
• dos and donts

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Framework Programmes are about

• strengthening competitiveness of European
  industry
• promoting research in service of Community
• contributing to Lisbon agenda

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Framework Programmes are developed by

• European Commission
• European Parliament
• Council of Ministers
• NOT by researchers

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Framework Programmes carried out by whom?

• contract with European Commission
• deliverables
• duration
• budget
• project co-ordinator
• consortium of partners

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Framework Programmes development

• best RD at European level
• support EU policies
• social-economic relevance
• exploitation
• European Research Area (ERA)
• Lisbon agenda

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6th Framework Programme evaluation criteria

• relevance to the objectives of FP6
• RD excellence
• strategic impact
• quality of the consortium
• quality of the project management
• mobilisation and effectiveness of resources

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ready to face a EU-project?

• why a European adventure
• resources to invest time and money
• willingness to co-operate internationally
• ability to meet many bureaucratic rules
• are you aware of all relevant information
• do you have a strategy and supportive team and
  organisation
• do ambition, capabilities and opportunities
  match

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why a European adventure?

• funding
• contacts and networks
• knowledge, skills, products, markets
• contributing to European strategy
• do you really need a EU-project?

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relevant information

• CORDIS
• National Contact Point
• experienced colleagues
• other contacts and networks
• CEAF and other supportive projects

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strategy and supportive team and organisation

• develop a European strategy
• act as a small dedicated team
• interest your department, university, company
  etc.
• invest in knowledge and skills needed

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matching ambition, capabilities opportunities

• what do you want to achieve scope and focus
• what capabilities needed to match ambitions
• what does FP6 offer and demand to match

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as an example where are you in the innovation
cycle?
adoption
best practice
take-up, trials
industry driven research
basic research
time
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from idea to project execution follow the process

• project idea
• does the project fit exactly
• consortium building
• proposal writing
• proposal submission
• evaluation and selection
• start of the project
• project execution and follow-up

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1. project idea

• prepare a summary
• which European problem to solve
• new European approach, why and why now
• approach and expected results ambitious but
  feasible
• degree of expected innovation
• excellence of consortium and its individual
  members
• potential impact of the project results
• estimated budget and project duration
• check with colleagues, core group, NCP etc.

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2. does the project idea fit exactly

• does it fit with the work programme / call
• vision of the work programme
• overall and specific objectives
• check the scope of call with NCP or EC officials
• avoid overlap existing projects
• European dimension in scope and execution
• does the instrument fit
• degree of integration (Please NOTE FP7)
• alternatives

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3. consortium building

• number of partners depends on
• subject, tasks, project type, minimum three
  partners
• partners offering complementary expertises
• various organisation types
• experienced co-ordinator

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4. proposal writing

• Part A proposal submission form
• A1 summary
• A2 participants
• A3 breakdown of costs
• Part B the proposal
• what, who, when, why, which resources, how
• lay out, tables, figures, graphes etc.

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5. proposal submission

• consult the call information or your NCP
• by normal mail
• hard copy (paper)
• CDrom/diskette AND on paper
• by electronic mail
• electronic proposal submission system (EPSS)
  Online
• OFFline
• deadline 17.00 hours means 17.00 hors sharpp

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6. evaluation and selection

• eligibility check by European Commission (EC)
• evaluation by independent external experts
• shortlist
• formal consultation of member states
• contract negotiations
• contract between EC and co-ordinator
• modified project description
• modified breakdown of costs
• consortium agreement

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7. start of the project

• transfer of advance payment
• kick off meeting
• technical arrangements (reports, budget etc.)
• detailing technical description of the project

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8. project execution

• project management
• RD
• financial administration
• reporting
• dissemination and exploitation of project results
• preparing a new project proposal

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dos and donts technical description

• perfect match call topic and proposal scope
• European impact
• objectives ambitious and realistic
• beyond the state-of-the-art
• consortium excellence and complementarity
• proposal well structured, well written
• presentation lay out, tables, graphs etc.
• summarise and repeat major aspects

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dos and donts project management

• a structure fitting type of project
• clear decision structure and responsibilities
• effective division of tasks
• experienced co-ordinator
• develop guidelines and manuals
• agree upon communication and exploitation
• invest in team building
• be aware for clashes of cultures

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further information

• http//www.cordis.lu
• your National Contact Point
• CEAF