MyProjects ICON submission – Call

MyProjects Formerly DPL (Digital Project Life Cycle) Online platform for: Abstract & full proposal submission Status reports Financial reports industry partners MyMinds is still the collaboration tool!

Timing Call

Important takeaway Start in time to prepare your submission! Please don’t make “Test” projects

Abstract submission Directly via MyProjects.doc/.pdf upload on MyProjects Abstract content Project metadata Partners + MM Members Executive summary Experts to avoid Cause & Context Innovation goals SOTA Outcome Valorisation Details on every partner Pitch slides DeadlineSept. 10, 12 o’clock Sept. 16, 12 o’clock Templates can be found on iMinds website or via link in MyProjects

Abstract submission: Extra documents (when applicable) Directly via MyProjects.doc/.pdf upload on MyProjects Extra documents Resubmission letter If your project has been submitted before in ICON AND if you have approval from Danny to resubmit Motivation letter for new research groups If it’s the first time the research group participated in ICON DeadlineSept. 10, 12 o’clock

The Proposal Manager The Proposal manager is responsible for submitting Already a user in MyProjects? Use button in MyProjects Not a user yet in MyProjects? iminds.be/myprojects-register

How to submit an abstract in MyProjects

Proposal manager: Overview of work flow 1.Make a new project 2.Add partners + MM 3.Add members 4.Assign project roles 5.Add experts to avoid 6.Add abstract document(s) 7.Finalize Executive summary 8.Submit the abstract

Other core roles: Overview of work flow You are added to the project space by the proposal manager Login to your project space You can now modify the same information as the proposal manager (not simultaneously!)

Creating a new project space Mandatory Call Long Name Summary Optional Acronym Pitch !All information can be modified later on

New project space Proposal manager gets core role ‘Proposal Manager’ Partnership for proposal manager’s account (company, research group, …) is automatically created. !Modify the partnership to add partner role, type, estimated man months, …  see modify / delete partner for more information

Adding partners (1) Add new partner

Adding partners (2) Search for existing accounts (industry or research organizations) Use existing account or create new one !Only create a new partner if it doesn’t exist yet

Adding partners (3) Choose the partner role Industry Partner Research Partner

Adding partners (3) Choose the partner type Partner Subcontractor User group !Other options not applicable for ICON

Adding partners (4) Choose the company category SME  based on IWT (and EU) regulations 1 Large Non-profit !Only mandatory for industry partners EmployeesTurnover OR Balance sheet total ME< 250≤ € 50 m≤ € 43 m SE< 50≤ € 10 m

Adding partners (5) Is the partner a key partner? Key partners: Are essential for the project Without those partners, it’s a different project  would need re-evaluation Consequences: The full proposal will be non-eligible if key partners withdraw between abstract and full proposal Other partners: are also committed to the project, but can be replaced New partners can join the project between the abstract and the full proposal

Adding partners (6) Partner funding Own funding iMinds = for iMinds or other research partners IWT / Innoviris = only possible for industry partners

Adding partners (7) Estimated man months can be changed up to abstract submission

Modifying partner data Partner data can be modified

Deleting a partner Partner can be deleted First deactivate partner Then delete partner Picture deactivate button Deactivating a partner will deactivate all members associated with this partner Deleting a partner will delete all members associated with this partner -> Possible issues when these members have project roles Deactivating a partner will deactivate all members associated with this partner Deleting a partner will delete all members associated with this partner -> Possible issues when these members have project roles

Adding Project Members !Project members do not need to register Core Roles add members to the project Users will be generated if applicable Project leader Research leader Proposal manager Work package lead ( & delegate) Financial lead Core role delegate

Adding members (1) First things first: add other core roles Project leader Research leader !Project members and core roles can only be added if their partnership (company, research group, …) already exist

Adding members (2) Add new member

Adding members (3) If partnership does not exist yet, first add partner (see ‘Adding other partners’)

Adding members (4) Search for existing members (people known to iMinds) Use existing member or create new one !Only create a new member if he/she doesn’t exist in MyProjects yet

Adding members (5) Select the correct roles for the member !Roles can be modified later on !Core roles are managed in the Summary section Same rights as a core role, for administrative support Edit budget and actual details for partners Responsible for contract review Authorized to sign contract for the partner organization Member of the project Steering Committee Same rights as a WP lead, for administrative support

Modifying member data Member data can be modified

Deleting a member A member can be deleted First deactivate member Then delete member Picture deactivate button -> Possible issues when a member has a project role

Experts to avoid Each partner can add people or companies that should be avoided as experts

Add documents All offline information needs to be submitted in the correct template! Links to the templates are available in MyProjects and on the iMinds website !! Don’t wait until 11:55 to start uploading documents !!

Submitting the abstract All online information should be complete All offline templates must be uploaded Possibility to ‘validate’ online information Are all the mandatory fields completed? Possibility to resubmit until deadline, last submission will be considered final !! Don’t wait until 11:55 to validate / submit for the first time !!

Proposal manager: Overview of work flow 1.Make a new project 2.Add partners + MM 3.Add members 4.Assign project roles 5.Add experts to avoid 6.Add abstract document(s) 7.Finalize Executive summary 8.Submit the abstract

Your ICON pitch

Timing

Pitch slides Pitch slides should be uploaded to the MyProjects platform! Deadline: September 16, 12 noon No changes possible afterwards Link to the template is available in MyProjects and on the iMinds website

Preparing your pitch Info session on ICON pitch Monday Sep 14, 11-12:30 Gent Registration link

Submitting a Full Proposal in MyProjects

Full proposal phase

Full proposal submission Review and modify abstract data Add, delete or modify partners & members Add detailed budget Option to add work packages, deliverables & milestones  generate GANTT chart

Full proposal submission Directly via MyProjects.doc/.pdf upload on MyProjects Full proposal content Project metadata Partners + MM Members Executive summary Experts to avoid Budget (Optional: Work Packages) Part A-B Cause & Context Innovation goals Implementation Expertise Valorisation Info for partners Valorisation for partners Parts C-D LoI DeadlineOct. 19, 12 o’clock

Budget (1) Detailed budget for all partners online Members need Financial Lead role to edit budget

Budget (2) Detailed budget per partner

Adding documents !! Don’t wait until 11:55 to start uploading documents !!

Submitting the full proposal All online information should be complete All offline templates must be uploaded Possibility to ‘validate’ online information Are all the mandatory fields completed? Possibility to resubmit until deadline, last submission will be considered final !! Don’t wait until 11:55 to validate / submit for the first time !!

Important takeaway Start in time with preparing your submission!

Full proposal info session Thursday Oct 1, 10-12:30 IWT Brussels Registration link Content: Explanation about templates (tips & tricks) Focus on valorisation Afternoon: One-on-one sessions with consortium (feedback on abstract evaluation)

MyProjects after project approval Follow-up Progress, budget updates, partner updates,… Reporting Status report, financial reporting

Reference material and Contact

Reference material Screencasts will be made available on the website for future reference

Contacts for MyProjects Project Admin and Control (PAC) Questions related to MyProjects Sanne Willems In case of urgent technical assistance Raf De Kimpe

ICON Program Leader Piet Verhoeve Questions regarding the call Els Van Bruystegem Questions regarding content Birgit Morlion (Health)Birgit Morlion Stefan Van Baelen (ICT, Smart cities)Stefan Van Baelen Ilse Roelants (Manufacturing, Media)Ilse Roelants Contacts for ICON

Questions regarding IPR Stan De Vocht

Contacts for ICON Questions regarding IWT funding Carine Lucas Questions regarding Innoviris funding Stijn Maas