Federico Milani European Commission March 2004 – Part2 eContent European Digital Content on the Global Networks

Proposal preparationProposal preparation Points of attentionPoints of attention Proposal evaluationProposal evaluation Agenda

eContent 2004: Proposal Preparation Deadline 14 May 2004

Proposal Preparation Reference documents (1) Work Programme: content of the action lines (2) OJ notice of the Call: open action lines and deadlines for proposal submission (3) Guide for proposers: necessary guidance on how to submit a proposal and the forms necessary (4) Guide for evaluators details the evaluation criteria and process (5) Model Contract and General Conditions EC Pre-proposal service closed – consult NCP

Good proposal formula WHAT ? – Clear objectives (commercial, technical...) baseline, proposed approach and methods, existing barriers and bottlenecks, risks and competing approaches innovative aspects and expected (market) impact WHY ? – Clear motivations business case and envisaged revenue models already at proposals stage HOW ? –Detailed workplan broken down into workpackages monitorable goals and performance indicators professional management & communication plan

By WHOM ? –Consortium description details of each partner’s competencies and contributions balance between partners For WHOM ? –Description of the targets of the action in connection with the project’s “business” case description of the market potential possibly with measures to address competition To achieve WHAT? –within the project intermediate and final results details on exploitation & dissemination plans Good proposal formula

Completeness of the proposal Part A - forms A1-A5 for legal, financial and administrative information Part B - description of the proposal, work packages, resources (human/know-how) Part C - acknowledgement of receipt Where relevant, references, letters of support (e.g. third party financial contribution)

Part A - Forms Download from web ( Correct and coherent data Signed by authorised persons …and some fields are even more important than some others......action line, legal name and status, fax no, duration, requested EC funding, cost basis, signature fields...

Budget FAQs Overheads = indirect general cost necessary for carrying out the project –e.g. cost for administration, management, buildings and equipment, water, electricity, telecommunications, office supplies Subcontracting – up to 20% and less than € ; else CE approval required –no conflict of interest –tendering procedure - min. 3 offers to determine best price- quality ratio

Budget Realistic cost projections –in line with effort detailed in Part B –human resources (not too cheap/expensive; sensible relation between tasks and effort) Chosen funding model affects all contracts with the Commission –Additional Cost - Public Sector –Full Cost - clearly identifiable overheads –FC with flat rate for overheads (7%) Pre-financing 40% > intermediate and final payment upon justification of actual costs incurred

Often encountered pitfalls A3 - financial information has to balance –assets/liabilities Profit and loss accounts – pay attention to + / - Consistency of – A5 forms of individual partners feed into A4 form giving overall budget –project duration in part B work packages vs part A

Part B - Description of Work Format –Pages numbered, not to exceed 30 –Clear title page Structure (see Guide for Proposers part B) –has to address all evaluation criteria Appendices –consortium and partner description –CVs of key personnel

Points of attention Importance of abstract and introduction consistency in work packages (part B vs A forms) reasoned structure of deliverables project milestones - WP interdependencies demonstration of co-financing capacity and resources available elaborated business model AL 1.1 (more than a WP promising to develop one later on!) description of the potential market, addressing competition or fall back options

Lessons from the past calls –late deliveries persist –too vague description of market potential –too „wordy“ and academic proposals –not enough demonstration of resources available to carry out the work less eGovernment/IST/translation proposals business plan and sustainability begin to be addressed but still not clearly enough

eContent: Proposal Evaluation

Eligibility criteria (EC staff) –Timely arrival to EC by 14 May h00 Luxembourg time –Consortium composition, completeness, etc. Award criteria (EC and experts) –35% Quality, relevance, innovation and impact –35% Partnership, resources and management –15% European added value & contribution to relevant policies –15% Contribution to economic & social objectives Selection Criteria (EC and experts) –Financial capacity –Human resources

Post Evaluation schedule Evaluation in June Commission procedures (July-August) –Consultation of other services –Evaluation report to Member States Information of participants (September) –Opening of negotiations with selected proposers Contracts with successful proposers by the end of 2004

Realities Up to now high participation –Only excellent proposals will receive funding –Formally non-eligible and out of scope proposals consistently rejected With 75 funded projects, innovation becomes an issue New financial rules of the Commission –Impact on projects selected for funding –Joint liability implementing the project– select your partners carefully!

Remember to Study the documentation and the evaluation criteria thoroughly Know the context of the eContent programme Follow the guidelines and use the forms provided Focus on your idea and find the Action Line it fits best - not vice versa Make sure your proposal is signed and reaches Luxembourg by set deadline (of receipt!)

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