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How to write a successful proposal

How to write a successful proposal. THE PROJECT CIRCLE, TECHNICAL, FINANCIAL AND LEGAL ASPECTS OF FP6 PROJECT PREPARATION AND COMPLETION Joachim Irion, Irion Management Consulting. Read the manuals Set up a plan/schedule for the proposal creation

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How to write a successful proposal

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  1. How to write a successful proposal THE PROJECT CIRCLE, TECHNICAL, FINANCIAL AND LEGAL ASPECTS OF FP6 PROJECT PREPARATION AND COMPLETION Joachim Irion, Irion Management Consulting • Read the manuals • Set up a plan/schedule for the proposal creation • How to write Part A (administrative information) • How to write Part B (technical information) Topics How to write a successful proposal: A German SME’s view

  2. Read the manuals: www.cordis.lu For IST Call 4 (deadline March 22, 2005) go to http://fp6.cordis.lu/fp6/call_details.cfm?CALL_ID=174 Please get (and read) all documents and all information in them. It is important! You‘ll need them all. • Call text • Work programme • Guide for proposers • Guidance Notes for Evaluators • Financial guidelines How to write a successful proposal: A German SME’s view

  3. Read the manuals: Call text & work programme Call text • Needed to get Call identifier, deadlines, type of instrument, indicative budgets • Needed for Part A (Form A1) Work programme • Needed to get topics for proposals and information • Needed for Part B and especially for Part B.2 (Relevance to the objectives of the IST Priority) and B.3 (Potential impact) How to write a successful proposal: A German SME’s view

  4. Read the manuals: Guide for proposers Part A • Understand the forms and the explanations what to fill in • ALL questions must be answered • For Form A3 (finance) be sure to clearly distinguish between RTD, Demonstration, Management, and Training (for IPs) Part B • Please READ and understand and what the EC wants from you in this section How to write a successful proposal: A German SME’s view

  5. Read the manuals: Guidance notes for evaluators Learn how the evaluators are going to assess the proposal • 1. Relevance (Threshold 3/5; Weight 1) • 2. Potential impact (Threshold 3/5; Weight 1) • 3. S&T excellence (Threshold 4/5; Weight 1) • 4. Quality of the consortium (Threshold 3/5; Weight 1) • 5. Quality of the management (Threshold 3/5; Weight 1) • 6. Mobilisation of resources (Threshold 3/5; Weight 1) • Overall remarks (Threshold 21/30 for a STREP, 24/30 for an IP) How to write a successful proposal: A German SME’s view

  6. How to write a successful proposal THE PROJECT CIRCLE, TECHNICAL, FINANCIAL AND LEGAL ASPECTS OF FP6 PROJECT PREPARATION AND COMPLETION Joachim Irion, Irion Management Consulting • Read the manuals • Set up a plan/schedule for the proposal creation • How to write Part A (administrative information) • How to write Part B (technical information) Topics How to write a successful proposal: A German SME’s view

  7. Set up a plan for the proposal creation: when to start When to start • Do not start too early (loss of momentum) • Do not start too late (low quality of proposal) • From an SME point of view (money and resources) a start 2 - 4 months before deadline seem to be right How to write a successful proposal: A German SME’s view

  8. Set up a plan for the proposal creation: Templates • The basic templates are given by the EPSS/EPD • However, there is some freedom to add own subheadings and own templates for tables etc. • Please add these at the beginning of the proposal process so that every body knows what to write where Proposal templates How to write a successful proposal: A German SME’s view

  9. Set up a plan for the proposal creation: milestones Set proposal milestones • Kick-off meeting • Date for all partner contributions for Part B at coordinator • Date for first complete draft • Date for critical review • Date for A2 forms • Date for final draft and first submission (1 week before deadline) • Date for final critical review • Final submission (1day before deadline) How to write a successful proposal: A German SME’s view

  10. Set up a plan for the proposal creation: Style Writing style • Follow the KISS principle (Keep It Simple Stupid) • Write short and complete sentences • Follow a logical sequence for the technical texts • Why: What is the problem to be solved • What: What to do about it (Objectives) • How: How are you going to do it (Approach) • Who: Who is going to do it (Which partners) • How much: What resources are needed to do the job How to write a successful proposal: A German SME’s view

  11. Set up a plan for the proposal creation: check lists How to write a successful proposal: A German SME’s view

  12. How to write a successful proposal THE PROJECT CIRCLE, TECHNICAL, FINANCIAL AND LEGAL ASPECTS OF FP6 PROJECT PREPARATION AND COMPLETION Joachim Irion, Irion Management Consulting • Read the manuals • Set up a plan/schedule for the proposal creation • How to write Part A (administrative information) • How to write Part B (technical information) Topics How to write a successful proposal: A German SME’s view

  13. How to write Part A: Forms A1 - A3 Form A1 • Find the right activity codes and keywords • Write the proposal abstract (< 2000 characters), use in Part B Form A2 • Read the instructions and fill in completely • Check that participant numbering is reflected in Part B • Get a letter of commitment (LOC) from the partners to participate in the proposal and later-on in the project Form A3 • Fill in after Part B is final with all resources defined and final How to write a successful proposal: A German SME’s view

  14. How to write a successful proposal THE PROJECT CIRCLE, TECHNICAL, FINANCIAL AND LEGAL ASPECTS OF FP6 PROJECT PREPARATION AND COMPLETION Joachim Irion, Irion Management Consulting • Read the manuals • Set up a plan/schedule for the proposal creation • How to write Part A (administrative information) • How to write Part B (technical information) Topics How to write a successful proposal: A German SME’s view

  15. How to write a successful proposal: Part B (STREP) • Proposal summary page • B.1 Scientific and technological objectives of the project and state of the art • B.2 Relevance to the objectives of the IST Priority • B.3 Potential impact • B.4 The consortium and project resources • B.5 Project management • B.6 Work plan • B.7 Other issues How to write a successful proposal: A German SME’s view

  16. How to write Part B: Proposal summary • Proposal full title • Proposal acronym • Strategic objectives addressed • if more than one, indicate their order of importance to the project • Proposal abstract • copied from Part A (if not in English, include an English translation) How to write a successful proposal: A German SME’s view

  17. How to write Part B: B1 - S&T objectives B.1 Scientific and technological objectives of the project and state of the art Describe in detail the proposed project’s S&T objectives. The objectives should be those achievable within the project, not through subsequent development, and should be stated in a measurable and verifiable form. The progress of the project work will be measured against these goals in later reviews and assessments. Describe the state-of-the-art in the area concerned and how the proposed project will enhance the state-of-the-art in that area. (Recommended length – three pages) How to write a successful proposal: A German SME’s view

  18. How to write Part B: B1 - S&T objectives State of the art (SoA) • State the problem you are going to address • Describe and substantiate with facts and figures • Describe the way ahead General objectives • Derive from SoA the general objectives and how you are going about it Technical objectives • Derive from the general objectives the measurable technical objectives Important • S&T objectives have a threshold of 4/5 How to write a successful proposal: A German SME’s view

  19. How to write Part B: B2 - Relevance to the objectives B.2 Relevance to the objectives of the IST Priority Describe in detail the manner how the proposed project’s objectives contribute to the scientific, technical, wider societal or policy objectives of the IST Priorityas stated in this call. (Recommended length – two pages) How to write a successful proposal: A German SME’s view

  20. How to write Part B: B2 - Relevance to the objectives B.2 Relevance to the objectives of the IST Priority Manual • Read the work programme (also good for Part B3) Proposed contents for this section • Scientific relevance • Technical relevance • Societal relevance • Policy relevance Important • Second highest reason for rejects How to write a successful proposal: A German SME’s view

  21. How to write Part B: B3 - Potential impact B3 - Potential impact Describe the strategic impact of the proposed project, for example in reinforcing competitiveness or on solving societal problems. Describe the innovation-related activities. Describe the exploitation and/or dissemination plans which are foreseen to ensure use of the project results. Describe the added-value in carrying out the work at a European level. Indicate what account is taken of other national or international research activities. (Recommended length – three pages) B.3.1 Contributions to standards How to write a successful proposal: A German SME’s view

  22. How to write Part B: B3 - Potential impact Proposed contents for this section • Strategic impact • Competitiveness • Societal impact • Impact of the innovation activities • Exploitation and dissemination • Work at a European level • Other research • Standards Important • High reason for rejects How to write a successful proposal: A German SME’s view

  23. How to write Part B: B4 – Consortium & resources B.4 The consortium and project resources Describe the role of the participants and the specific skills of each of them. Show how the participants are suited and committed to the tasks assigned to them; show the complementarity between participants. Describe how the opportunity of involving SMEs has been addressed. Describe the resources, human and material, that will be deployed for the implementation of the project. Include a STREP Project Effort Form, as shown below, covering the full duration of the project. Demonstrate how the project will mobilise the critical mass of resources (personnel, equipment, finance…) necessary for success; and show that the overall financial plan for the project is adequate. (Recommended length – five pages) B4.1 – Subcontracting B4.2 – Other countries How to write a successful proposal: A German SME’s view

  24. Type Company / Organisation Role in project Supplier Company ABC Project coordinator and work package leader (WP2000);Specification, development, testing and evaluation of … Company XYZ Specification, development, testing and evaluation of the …. How to write Part B: B4 – Consortium & resources Proposed contents for this section • Overview on consortium • All needed competence on board • Adequate size of consortium • Consortium partners How to write a successful proposal: A German SME’s view

  25. 1 – Coordinator Cost category Cost (EUR) Description/explanation/justification Cost model FC Person months Personnel costs (direct) Indirect costs Durable equipment Travel and subsistance Consumables Computing Protection of knowledge Other Audit certificates How to write Part B: B4 – Consortium & resources Proposed contents for this section (cont‘d) • Resources • Pie chart to show the distribution on requirements, specification, development, testing and evaluation • Description of resources by partners • Short description of each partner (ca. ½ page) How to write a successful proposal: A German SME’s view

  26. How to write Part B: B5 – Project management B5 – Project management Describe the organisation, management and decision making structures of the project. Describe the plan for the management of knowledge, of intellectual property and of other innovation-related activities arising in the project. (Recommended length –three pages) How to write a successful proposal: A German SME’s view

  27. How to write Part B: B5 – Project management Proposed contents for this section • Project organisation and management • Organisation • Coordination • Technical management • Decision making and conflict resolution • Use and dissemination of knowledge • Dissemination plan • Communication server • IPR handling and consortium agreement • Management of risks and contingency planning How to write a successful proposal: A German SME’s view

  28. How to write Part B: B6 – Work plan This section describes in detail the work planned to achieve the objectives for the full duration of the of the proposed project. The recommended length, excluding the forms specified below, is up to 15 pages. An introduction should explain the structure of this Implementation plan and how the plan will lead the participants to achieve the objectives. The plan should be broken down according to types of activities: Research, technological development and innovation related activities, demonstration activities and project management activities. It should identify significant risks, and contingency plans for these. The plan must for each type of activity be broken down into workpackages (WPs) which should follow the logical phases of the project, and include management of the project and assessment of progress and results. How to write a successful proposal: A German SME’s view

  29. How to write Part B: B6 – Workplan • Introduction • Short overall description (... Reiterate the objectives) • Short description of each WP • Summary of overall project milestones • Risks and contingency planning • Work planning (Gantt chart) • Components (PERT chart) • Work breakdown structure • Work package list • Deliverable list • Detailed WP descriptions How to write a successful proposal: A German SME’s view

  30. How to write Part B: B6 – Work plan How to write a successful proposal: A German SME’s view

  31. How to write Part B: B6 – Work plan How to write a successful proposal: A German SME’s view

  32. How to write Part B: B6 – Work plan How to write a successful proposal: A German SME’s view

  33. Work-packageNo[1] Workpackage title Lead contractorNo[2] Startmonth[3] Endmonth[4] Deliv-erableNo[5] TOTAL How to write Part B: B6 – Work plan How to write a successful proposal: A German SME’s view [4] Relative end date, month 0 marking the start of the project, and all ends dates being relative to this start date. [5] Deliverable number: Number for the deliverable(s)/result(s) mentioned in the workpackage: D1 - Dn.

  34. DeliverableNo Deliverable title Delivery date Nature Disseminationlevel How to write Part B: B6 – Work plan [1] Please indicate the nature of the deliverable using one of the following codes: R = Report P = Prototype D = Demonstrator O = Other [1] Please indicate the dissemination level using one of the following codes: PU = Public PP = Restricted to other programme participants (including the Commission Services). RE = Restricted to a group specified by the consortium (including the Commission Services). CO = Confidential, only for members of the consortium (including the Commission Services). How to write a successful proposal: A German SME’s view [4] Relative end date, month 0 marking the start of the project, and all ends dates being relative to this start date. [5] Deliverable number: Number for the deliverable(s)/result(s) mentioned in the workpackage: D1 - Dn.

  35. Workpackage description (full duration of project) Workpackage number Start date or starting event: Workpackage title Participant id Person-months per participant: Objectives (Why and What) Description of work (How, which tasks) Deliverables (What is delivered) How to write Part B: B6 – Work plan How to write a successful proposal: A German SME’s view

  36. Workpackage description (full duration of project) Milestonesand expected result (when and what) Individual partner contributions(who and how much) How to write Part B: B6 – Work plan How to write a successful proposal: A German SME’s view

  37. How to write Part B: B7 – Other issues B.7.1. If there are ethical or gender issues associated with the subject of the proposal, show they have been adequately taken into account - indicate which national and international regulations are applicable and explain how they will be respected. (For gender issues see annex 4). Explore potential ethical aspects of the implementation of project results. Include the Ethical issues checklist given below (No recommended length – depends on the number of such other issues which the project involves). B.7.2. Are there other EC-policy related issues, and are they taken into account? Demonstrate a readiness to engage with actors beyond the research to help spread awareness and knowledge and to explore the wider societal implications of the proposed work; if relevant set out synergies with education at all levels. (No recommended length – depends on the number of such other issues which the project involves). How to write a successful proposal: A German SME’s view

  38. How to write a successful proposal THE PROJECT CIRCLE, TECHNICAL, FINANCIAL AND LEGAL ASPECTS OF FP6 PROJECT PREPARATION AND COMPLETION Joachim Irion, Irion Management Consulting Thank you for your attention! How to write a successful proposal: A German SME’s view

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