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Training: Project Officer and NCP interactions 2 February 2018 SKYPE Meeting, DUBLIN

Training: Project Officer and NCP interactions 2 February 2018 SKYPE Meeting, DUBLIN. Imelda Lambkin, Coordinator - NCP Academy. The NCP Academy…. Brings together Horizon 2020 NCP Coordinators and Legal and Financial NCPs

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Training: Project Officer and NCP interactions 2 February 2018 SKYPE Meeting, DUBLIN

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  1. Training: Project Officer and NCP interactions2 February 2018SKYPE Meeting, DUBLIN Imelda Lambkin, Coordinator - NCP Academy

  2. The NCP Academy… Brings together Horizon 2020 NCP Coordinators and Legal and Financial NCPs Implements training on cross-cutting issues for National Contact Points Addresses quality standards and good practice Significantly enhances the performance of NCPs Type of activities: • Trainings • Meet & Exchange workshops • Google group for Legal and Finance NCPs • Homepage with blog http://ncpacademy.eu/ ENTERPRISE IRELAND

  3. Our topic today… Project Officer and NCP interactions A follow-up to our Meet and Exchange Workshop where experienced NCPs presented their experiences and identified best practice in Project Officer – NCP interactions in January 2017 ENTERPRISE IRELAND

  4. Our topic today… Project Officer and NCP interactions NCP Guiding Principles* - Cooperation between NCPs and EC Services Interactions with the Commission • Contact persons identified • Exchange of information Measures to maintain & improve quality of service • Training • National monitoring • Meetings of NCP coordinators • Network projects http://ec.europa.eu/research/participants/data/support/20131125_NCP%20Minimum%20standards.pdf ENTERPRISE IRELAND

  5. Question Have you read the European Commission’s NCP Guiding Principles? ENTERPRISE IRELAND

  6. Guidelines on Communication between NCPs and the European Commission Effective communication is essential Hotlines for each Work Programme part Messages from NCPs should be replied to as quickly as possible DG/Agency interactions to be managed smoothly NCP internal correspondents to ensure adequate tracking of questions and timely reply to NCPs Overall monitoring; embedding in business process But….no pre-proposal checks in Horizon 2020. So, the Commission will not pronounce on proposal ideas, neither from applicants, nor from NCPs on their behalf NCPs cannot expect the Commission to "interpret" topic descriptions The work programme is what it is! If a serious anomaly is discovered, a WP correction/clarification will be issued ENTERPRISE IRELAND

  7. When do NCPs interact with POs? When clients need clarification of call text at a technical and policy level so that their proposal is in scope When involved in a delegation/mission or organise a workshop to meet POs/Head of Unit in Brussels At European Commission InfoDays and other EU events, travelling with or without clients/potential applicants NCPs with a dual role as Programme Committee members or experts might have more contact at Programme Committee meetings, High Level Group meetings, other events ENTERPRISE IRELAND

  8. Question Have you interacted with a Project Officer? ENTERPRISE IRELAND

  9. How do NCPs interact with POs? The following activities vary across different parts of the programme We recommend that you use them where available If not available, don’t be afraid to ask for them ENTERPRISE IRELAND

  10. How do NCPs interact with POs? 2 NCP meetings per year 1 Info-Day List of POs responsible for each topic with their contact details One PO responsible for communication with NCPs (copied in all e-mails exchanged with POs; responsible for the NCP Network) Direct contact with POs (e-mail or phone; for formal matters contact through the Head of Unit or the Contact Person for NCPs) Functional mailbox ‘Technical' replies of general interest distributed via the FAQs of the call published in the Participants Portal ENTERPRISE IRELAND

  11. How do NCPs interact with POs? Well established, structured exchange in the frame of the relevant NCP Network NCP trainings + Interviews with PO per topic at start of a call or earlier Agencies for management of some topics e.g. EASME (SME Instrument): Twitter, webpage (several e-mail addresses for questions and an online form where all requests for clarification are recorded) Structured feedback to the Commission per call cycle Note that the Commission has a “no wrong door” policy National NCP-organized information or brokerage events: POs attend in person or by web link ENTERPRISE IRELAND

  12. How do NCPs interact with POs? European Commission Technical Background Notes provide background information and technical commentary on topics • NB: the official work programme text is the only legally binding source of information on the topic [Disclaimer: Should any inconsistency between the explanatory document and the official text be detected it is always to be resolved in favour of the work programme text] ENTERPRISE IRELAND

  13. TIPS, 1 NCPs should: note that in some Horizon 2020 programme areas, the Info-Day may be your only opportunity to meet the POs responsible for each topic (officially, no listing is provided) use the Info-Day wisely, making note of the names of the POs get to know the POs: interaction strongly depends on personalities, we’re all aiming for the same outcome - quality applicants and applications Note that replies from a PO are not binding! ENTERPRISE IRELAND

  14. TIPS, 2 NCPs should: use the Commission mailboxes with care, use the adequate functional mail box, use the subject field, write a short, precise question share answers among NCPs – especially newly appointed NCPs (google group, webpage, other form of document) not advertise these functional boxes on public websites note that responses (typically 2-4 working days) may take longer e.g. if legal advice is required ENTERPRISE IRELAND

  15. TIPS, 3 NCPs should: watch for updates to European Commission FAQ contact the right service e.g. note that for legal and financial questions, there is a central helpdesk that provides information in due time, as well as a long list of FAQs with the most common enquiries Research Enquiry Service http://ec.europa.eu/research/index.cfm?pg=enquiries ENTERPRISE IRELAND

  16. TIPS, 4 NCPs should: NEVER BE AFRAID TO ASK... Some Legal and Financial issues are hard to understand – for NCPs and for POs! Some applicants/participants don’t tell you the whole story… ENTERPRISE IRELAND

  17. TIPS, 5 Best Practice we have seen… 2 days training for NCPs on topics (including relevant topics outside the Work Programme) + Q&A sesion with POs organized by the relevant NCP Network (e.g. by poster presentation) NCPs have face to face contact with POs After this meeting, the NCPs have direct contact with the officers via email and can ask questions directly ENTERPRISE IRELAND

  18. Question Do you have TIPS to share with us? ENTERPRISE IRELAND

  19. It won’t always be easy… Changes of PO during programmes/projects Need for communication across European Commission teams Cascading funding (or sub-granting): lack of information about results; ask for publication of award map/list of winners Outsourcing DG RTD calls to agencies: who "really knows the topic“? ENTERPRISE IRELAND

  20. A reminder… Many client queries will not require contact with PO Interaction with NCP colleagues • Ask your European Commission contact for a list of contact details of NCP colleagues from other countries NCP Network services NCP-Programme Committee Member relationship ENTERPRISE IRELAND

  21. But there are added extras… PO provides relevant opportunities to the project team – e.g. to provide input to European Commission activities (consultations, evaluations, Coordination and Support Actions) NCPs/consortium members propose input to European Commission activities PO identifies other opportunities – expert reviews ENTERPRISE IRELAND

  22. And remember… Your interaction is needed to proactively prevent proposals which are: • Out of scope • Not addressing the technical challenge correctly • Not addressing the impact and policy implications  You play a crucial role in facilitating QUALITY of APPLICANTS and PROPOSALS ENTERPRISE IRELAND

  23. Q&A Do you have Questions or Comments? ENTERPRISE IRELAND

  24. Thank you… Dr Imelda Lambkin imelda.lambkin@enterprise-ireland.com http://www.ncpacademy.eu/ This project has received funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No 633563. ENTERPRISE IRELAND

  25. We’d love to get your feedback on this webinar… Please complete feedback form at: https://goo.gl/forms/6rSbq85BKAymYyEf2 This project has received funding from the European Union’s Horizon 2020 research and innovation programme under grant agreement No 633563. ENTERPRISE IRELAND

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