PROJECT

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PROJECT EMBRACE PREPARATION AND IMPLEMENTATION
LESSONS LEARNT RECOMMENDATIONS TO POTENTIAL
APPLICANTS
Mr. Antonis Boumpoulas, Thessaloniki Chamber of
Commerce and Industry Ms. Melina Lazaropoulou,
TREK Consulting SA

• Transnational INTERREG IIIB CADSES Seminar
  9/12/2004 Katowice Poland

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AGENDA

• Overview of the Project EMBRACE
• Partnership
• Short Description of the Project Idea
• Strategic Objectives, Concrete Results, and
  Expected Impacts
• Target Groups Beneficiaries
• Lessons Learnt during Preparation
• Formulation of the Project Idea
• Identification of Suitable Partners
• Distribution of Work - Roles
• Lessons Learnt during Implementation
• Joint Convention Agreement
• Mobilization and Motivation of the Project
  Partners
• Project Management, Monitoring and Control

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OVERVIEW OF THE PROJECT
Basic Data
Project Title (Acronym and Ref.) Improving the Access of SMEs from Rural Regions to the Knowledge and Information Society (EMBRACE 3B078)
Submitted to JTS 2nd Call (mid June 2003)
Approved by the Steering Committee 2/2/2004 (without any modification)
Subsidy Contract 21/9/2004
Start 1/5/2004
Finish 31/12/2005
Budget 1.750.000 EUR of which ERDF 1.125.000 EUR
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OVERVIEW OF THE PROJECT
Partnership (1/3)

• 5 countries (Greece, Italy, Austria, Hungary,
  Bulgaria)
• 3 areas in Greece
• 1 area in Italy
• 2 areas in Austria
• 2 areas in Hungary
• 2 areas in Bulgaria
• 12 partners
• 7 partners with financial contribution (ERDF and
  Phare)
• 5 partners with observer status

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OVERVIEW OF THE PROJECT
Partnership (2/3)

1. Thessaloniki Chamber of Commerce and Industry
   (GR) LEAD PARTNER
2. Serres Chamber of Commerce and Industry (GR)
3. TREK Consulting SA (GR) TECHNICAL LEADER
4. ASTER Scienza Tecnologia Impresa (IT)
5. DANUBE European Training, Research and Technology
   (A)
6. RIZ Holding Lower Austria Ltd. (A)
7. Hungary National Business and Innovation Centre
   INNOSTART (HU)

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OVERVIEW OF THE PROJECT
Partnership (3/3)

1. Theodore Puskas Foundation - Institute of
   International Technology (NETI) (HU)
2. Budapest Chamber of Commerce and Industry (HU)
3. Chamber of Commerce and Industry for
   Borsod-Abaúj-Zemplén County (HU)
4. Bulgarian Association of Regional Development
   Agencies and Business Centres (BARDA) (BU)
5. Chamber of Commerce and Industry of Stara Zagora
   (BU)

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OVERVIEW OF THE PROJECT
Short Description of the Project Idea

• Design, develop and implement spatial development
  policies, initiatives and actions for the benefit
  of SMEs in rural and underdeveloped urban areas

Improve SMEs access to the Knowledge Society
the Information Society through state-of-the-art
business support services
Establish a virtual network offering consulting,
training, information, B2B e-commerce platforms,
links to / matchmaking with venture capitals, etc.
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OVERVIEW OF THE PROJECT
Strategic Objectives

• Promote the access to knowledge and the
  information society through new information
  technology services
• Develop and/or extend the cooperation and
  networking among business, academic, research,
  know-how and technology transfer related
  institutions
• Introduce technology and information systems, in
  order to facilitate and promote the exchange of
  information between SMEs, the market and other
  economic/financial entities.

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OVERVIEW OF THE PROJECT
Concrete Results (1/2)

• Design, develop and implement concerted /
  coordinated policies for bringing SMEs from rural
  and underdeveloped areas closer to the Knowledge
  and Information Society, based on the specific
  characteristics of each region and utilizing
  international best practices.
• Design, develop and implement online and offline
  business support services especially tailored for
  SMEs in rural and disadvantaged urban areas
  (consulting and training, B2B e-commerce
  platforms for the exchange of know-how, expertise
  and products, and matchmaking activities for
  accessing funds from investors).

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OVERVIEW OF THE PROJECT
Concrete Results (2/2)

• Ongoing, ex ante and ex post evaluation of the
  projects performance and impact.
• Preparation of a Follow-up Strategy, to sustain
  and expand the projects activities.
• Preparation of a Dissemination Plan and
  implementation of a wide range of relevant
  activities, with the aim of raising awareness
  among target-groups and direct beneficiaries of
  the project.

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OVERVIEW OF THE PROJECT
Expected Impacts

• Increase of SME competitiveness in the regions
  concerned
• Utilization of new channels for business
  cooperation (e-commerce)
• Improvement of business support services provided
  by public entities through the use of ICT
• Adoption of new methods and means for technology,
  innovation and know-how transfer.

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OVERVIEW OF THE PROJECT
Target Groups Beneficiaries (1/2)

• DIRECT BENEFICIARIES
• SMEs in rural and underdeveloped / disadvantaged
  urban areas in Greece, Italy, Austria and
  Hungary.
• A key success factor is to reach an audience of
  at least 50.000 SMEs from all regions covered by
  the project participants.
• Public entities which provide business support
  services (CCIs, IRCs, BICs, EICs, etc.) and
  belong to the projects consortium.

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OVERVIEW OF THE PROJECT
Target Groups Beneficiaries (2/2)

• INDIRECT BENEFICIARIES
• Non-participating public organizations, which
  support SMEs and could act as regional
  administrators in the future expansion of the
  project.
• Non-participating institutions, public
  organizations and companies, which provide
  support services to SMEs and could use the
  virtual networks tools to improve the
  performance of their services.
• Other governmental bodies responsible for the
  formulation of strategies and policies to support
  and foster entrepreneurship in remote,
  underdeveloped areas.

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OVERVIEW OF THE PROJECT
For more information, you may visit our project
website at www.e-embrace.net
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LESSONS LEARNT DURING PREPARATION
Project Idea Formulation (1/2)

• Start from your region, locate specific spatial
  problems, and identify how CADSES programme can
  address your needs (not the other way around!)
• See the whole picture why is your problem of a
  European-wide interest? Identify similar problems
  in other European regions
• Read carefully all programmes related documents
  (CIP CADSES, Programme Complement, Applicants
  Manual, ESDP, legal documents, previously
  accepted projects etc.).

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LESSONS LEARNT DURING PREPARATION
Project Idea Formulation (2/2)

• Support your concept with adequate background
  information on national/regional policies and
  strategic documents (e.g. National Regional
  Development Plan in Greece)
• Elaborate innovative/unique ideas and select the
  best one through brainstorming, checklists etc.
  Utilize third parties, external experts and
  potential partners review and feedback
• Discuss your project idea with national CCPs and
  JTS Further elaborate and improve the concept.

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LESSONS LEARNT DURING PREPARATION
Partners Profile Identification Search (1/3)

• Upon formulation of your project idea
• Draw the basic competences and skills required
  from potential partners
• Define what type of organizations are more proper
  for your project (governmental institutions,
  business unions, local/regional authorities, )
• Contact many potential partners (through your
  organizations records, CADSES events, your
  national CCPs, the CADSES website, etc.)
  Request profiles and fields of expertise
  Scrutinize them and evaluate
• Prepare a table in the rows insert the names of
  potential partners in the columns the areas
  where expertise is needed check properly and
  decide

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LESSONS LEARNT DURING PREPARATION
Partners Profile Identification Search (2/3)

• Include as many partners as possible, but
• Not too much, because project coordination will
  suffer
• And not too few, because the transnational
  character of the programme cannot be justified
• Empirical evidence suggests that 6-10 partners
  are the ideal number (depending always on the
  project idea)
• Include partners with a decision-making power and
  sufficient authority to implement what your
  project will produce

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LESSONS LEARNT DURING PREPARATION
Partners Profile Identification Search (2/3)

• Try to have diverse profiles of partners
  (pioneers and followers), so as to accomplish
  the ERDFs aim, i.e. reduce regional disparities
  by exchanging and diffusing knowledge and
  experience from well advanced regions to those
  lagging behind
• Involve partners early in the development of the
  application form Request data, information,
  references, insights etc.
• Remember
• This procedure might take a lot of time
• Start early at the latest 2 months before the
  deadline!

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LESSONS LEARNT DURING PREPARATION
Distribution of Work and Roles among Partners

• Based on the table built previously, e.g. for
  EMBRACE

FIELD 1 Innovation Transfer FIELD 2 Advisory to SMEs FIELD 3 Training to SMEs FIELD n
Partner 1 v v v v
Partner 2 v v
Partner v v v
Partner n v v
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LESSONS LEARNT DURING IMPLEMENTATION
Joint Convention Agreement

• A legal document, part of the Subsidy Contract
• The most crucial step in implementation
• Some partners may decide now to withdraw!
• Take into consideration the JTS requirements both
  in content and in the final form of the document
• In the case of EMBRACE, the preparation and
  signing of the JCA took almost 4 months (and it
  is still among the best cases!)
• Include all terms and conditions required for
  ensuring the LPs position (see LP principle) and
  the other partners, e.g.
• Deadlines for deliverables not stated in the AF
• Penalties for not meeting deadlines mutually and
  officially accepted

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LESSONS LEARNT DURING IMPLEMENTATION
Mobilization and Motivation of PPs

• Good leadership is among the most important
  success factors
• The LP has to inspire, motivate and mobilize
  project partners
• Management by Objectives
• Management by Example
• Therefore the LP has a multidimensional role
• Scientific, administrative and financial
  coordination
• Monitor progress and quality
• Provide feedback to partners
• Concluding, the LP should be experienced,
  equipped with the necessary resources (human,
  material) and with exceptional leadership skills

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LESSONS LEARNT DURING IMPLEMENTATION
Project Management, Monitoring and Control

• Establish mechanisms for PM e.g. in EMBRACE,
  the PM Toolkit
• Indicators for monitoring progress and evaluating
  performance
• Templates for internal and official reports
• Project Cooperation Intranet (private part of the
  project website)
• Manuals, instructions, guidelines
• Open, Regular and Direct Communication with PPs
• Establishment of a mailing list with all PPs
• Activity and Financial Progress Monitoring
• Internally each quarter
• Externally each semester
• Utilization of Information Technology

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SUMMING UP (1/2)

• Start the whole procedure at least 3-4 months
  prior to the submission deadline
• Read, read, read!
• Come up with innovative ideas that comply with
  your priorities and the CADSES objectives
  requirements
• Find the ideal partners and allocate from the
  beginning tasks and roles
• Communicate your project idea to all relevant
  CADSES Contact Points

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SUMMING UP (2/2)

• In case of project approval
• Pay attention to the Joint Convention Agreement
  its not as simple as it seems!
• For LPs Manage by Example Inspire Motivate
  Mobilize
• Establish state-of-the-art project management
  techniques, mechanisms and tools

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For more information, you may contact the
Project Director
Mrs. Melina Lazaropoulou Strategy and Development
Unit Manager TREK Consulting SA Tel.
30-210-69.96.157 Fax [phone] E-mail
melina_at_trek.gr www.trek.gr
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Thank you for your attention