PREPARATION AND SUBMISSION OF PROPOSAL

1. PREPARATION AND SUBMISSION OF PROPOSAL

2. 3 PHASES • Preparation & Submission Negotiations Project work

3. STRATEGIC DECISIONS • Role: Co-ordination or Partner Write proposal alone or together with your partners

4. RISKS WHEN PARTICIPATING AS PARTNER STRATEGISCHE ENTSCHEIDUNGEN • Koordination oder Partner • Is the budget enough to carry out all the tasks foreseen for me? • Are there enough travel costs? • Is there any translation foreseen and does there exist budget for translation? • Do I get regular information on the progress of the project? • Do I have a voice in decisions within the project? • Do I have all rights of all results / products for exploitation? • Co-ordinator submitts the money very late to the partners • Communication between co-ordinator and partners is poor • Unexperienced co-ordinator Proposal selbst oder gemeinsam Schreiben

5. OPPORTUNITIES AT THE BEGIN • Text of the call fits very well to my own project idea • Cofinancing is already fixed. • Experienced partners / co-ordinator in the consortium • Resources exist (English knowledge, Excel, Layout, Communication etc.) • Start of proposal preparation as early as possible

6. SET UP A CONSORTIUM Geographical aspekts: • Balance of geographical areas (this doesn‘t exclude 2 partners from the same country!) Content / Know How: • Which Know How do I need? (Management, Communication, Layout, • Which contents do I need? (depending from the call text) • Mix out of experienced partners and new comers Political aspekte: • Partners from new member countries should be included • the big 5 European countries should be partners (IT, UK, DE, ES, FR) • stakeholders / key actors should be included Notice: to include CIVITAS CIties is not a convincing idea!!

7. CONSIDERATION CONCERNING BUDGET Ask EU about approx. possible total budget of the project. In the submission of the first call of the second period an average project budget is 1 Mio Euro turnover. Efforts for project management shouldn‘t exceed 7 – 9 % of the total budget. Expensive parts of the budget: • Translations • Travels, Meetings Notice: Tasks and efforts must be in balance. It isn‘t possible to allocate each partner the same budget for similar tasks if they have complete different hourly rates.

8. RISKS STRATEGISCHE ENTSCHEIDUNGEN • Partner doesn‘t manage to get co-financing • Well known institutions (persons) participate in the consortium, but a newcomer will work on the project. • Political changes during the life time of the project reduce support. • Long delays • No common understanding concerning contents between partners and co-ordinator • Partners aren‘t able to carry out their tasks • Consortium counts on contributions from outside of the project • Unflexible institutions • Koordination oder Partner Proposal selbst oder gemeinsam Schreiben

9. CRITERIA FOR SUCCESS: STEER - CHECKLIST • Do we meet the formal / admin. requirements? • Do we meet the demands of the call? • Quality of the described activities • Cost – Benefit anylsis • Comprehensibility of contents / methodologies / approach / message • European Dimension • Are stakeholders and key actors involved? • Are partners from new member countries involved? • Do we take European Policies in consideration? • Partnerships • The financial maximum fundings won‘t be exceeded ? • Practical Implementation yes – research no! • Size of consortium (ø 6 – 9 partners) • Consortium: well balanced mix of partners

10. CONTENTS OF CALL & WORK PROGRAMM • Call Text • Vital instructions and requirements • Work programme • Guidelines for each of the specific fields and key actions • Implementation arrangements • Evaluation criteria • Indicative timetable for implementation of the WP SOURCE. Waltraud Schmid (IEEA): Call 2005 - Essential steps and key issues modified

11. FIRST QUESTIONS TO BE ANSWERED • Investigate the state of the art. What has been done before? • What exactly do you propose to do ? • What will be different when your project has ended ? (When you have finished, how will we know that you have succeeded ?) EXPLAIN THESE STEPS CLEARLY IN YOUR PROPOSAL ! SOURCE. Waltraud Schmid (IEEA): Call 2005 - Essential steps and key issues

12. DEFINING WORK PACKAGES • Each work package should produce clearly defined deliverables (be ambitious, but don’t exaggerate!) • Delegate responsibilities to partners – coordinators should not try to lead all work packages • EU added value from partners working together on common tasks. Not one work package per country • Work package texts should state very clearly what the partners will actually do ! • Separate work package for management, including regular consortium meetings and reporting • Schedule deliverables with progress, interim or final reports. Typical project duration 24 - 36 months SOURCE. Waltraud Schmid (IEEA): Call 2005 - Essential steps and key issues

13. SOME HINTS AND EXPERIENCES • It takes longer to write proposals than you think ! • Make it easy to read - evaluators must assess it in little more than about 2 hours • Follow the guidance on the application forms • Clearly show the roles of each partner • Show how you will measure your performance during the project (performance indicators) • Schedule the work appropriately – not all work packages at the same time SOURCE. Waltraud Schmid (IEEA): Call 2005 - Essential steps and key issues

14. DISSEMINATAION / COMMUNICATION • Define target audience and establish dialogue with them from the beginning (not at the end) • Web site (separate, clearly identified, easily accessible) for information transfer, and take action to ensure that it is visited (until 2 years after project end) • Develop simple messages and communicate directly to each specific target audience • Reach out to new markets and actors at their own venues / events – local, national or EU. • Think about: Common dissemination work package with budget of 7000-15000€, for EC requested work SOURCE. Waltraud Schmid (IEEA): Call 2005 - Essential steps and key issues

15. EXAMPLE FLOW CHART

16. BUDGET SPLIT • WP MANAGEMENT 7 – 9 % • WP CONCEPT 15 – 20% • WP APPLICATION 48 – 59% • (WP TRAINING) (8 – 10%) • WP DISSEMINATION 10 – 12% • WP EVALUATION AND QUALITY ASSURANCE 8 – 10% • WP COMMON DISSEMINATION ACTIVITIES 1%

17. Decision: Coordation / Partner Set up a Consortium 1 Rough concept / ideas Call open 3. 4. 2. 1. TIME SCHEDULE WHEN PREPARING A PROPOSAL (1) Phase Steps - Read and understand call text - Take a look at documents for proposals - Get information - Short description of idea (1page) - Internal discusion and decision - 1 Consideration to set up a consortium - First contact • Submission of short description (1 page) • Submission of „statements of confidentiality and impartiality“

18. Set up a Consortium 2 Admin. Forms + Information Quality Check 1 Proposal writing 1 8. 6. 5. 7. TIME SCHEDULE WHEN PREPARING A PROPOSAL (2) Phase Steps - Sbmission of admin. Forms to all partners, Who signed the statements - search and contact missing partners – see phase 4 - Details concerning the contents (Objectives, Target groups, Work program, Expected results, Performance Indicators etc.) - external or via partners 1. Considerations for budget - Rough calculation: are we in the frame? 9.

19. Finalising of the proposal Proposal writing 2 Detailled budget Quality Check 2 Proposal submission 13. 11. 14. 12. 10. TIME SCHEDULE WHEN PREPARING A PROPOSAL (3) Phase Steps - Added values, contribution to policies, management, consortium, summaries etc - external or via partners - Final calculations - Layout and content /.financial check - electr. submission or. duplication and submission by regular mail / courier service

20. Co-ordinator Austrian Mobility Research FGM-AMOR Robert Pressl / Karl Reiter Tel: +43 316 81 04 51 13 / +43 316 81 04 51 23e-mail: pressl@fgm.at / reiter@fgm.at