Using land use to make transport more sustainable
PREPARATION AND SUBMISSION OF PROPOSAL
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Using land use to make transport more sustainable
3 PHASES
Preparation & Submission
Negotiations
Project work
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Using land use to make transport more sustainable
STRATEGIC DECISIONS
Role: Co-ordination or Partner
Write proposal alone or
together with your partners
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Using land use to make transport more sustainable
RISKS WHEN PARTICIPATING
AS PARTNER
STRATEGISCHE
ENTSCHEIDUNGEN
• Is the budget enough to carry out all the tasks foreseen for me?
Koordination
Partner
• Are there enoughoder
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?
Proposal
selbst
oder
• Co-ordinator
submitts the money very late to the partners
gemeinsam
Schreiben
• Communication between co-ordinator and partners is poor
• Unexperienced co-ordinator
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Using land use to make transport more sustainable
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
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Using land use to make transport more sustainable
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!!
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Using land use to make transport more sustainable
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.
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Using land use to make transport more sustainable
RISKS
STRATEGISCHE
ENTSCHEIDUNGEN
• Partner doesn‘t manage to get co-financing
• Well known institutions (persons) participate in the consortium,
but a newcomeroder
will work
on the project.
Koordination
Partner
• Political changes during the life time of the project reduce support.
• Long delays
• No common understanding concerning contents between partners and
co-ordinator
Proposal
selbst oder
• Partners Schreiben
aren‘t able to carry out their tasks
gemeinsam
• Consortium counts on contributions from outside of the project
• Unflexible institutions
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Using land use to make transport more sustainable
CRITERIA FOR SUCCESS: STEER - CHECKLIST
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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
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Using land use to make transport more sustainable
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
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Using land use to make transport more sustainable
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
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Using land use to make transport more sustainable
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
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Using land use to make transport more sustainable
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
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Using land use to make transport more sustainable
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 700015000€, for EC requested work
SOURCE. Waltraud Schmid (IEEA): Call 2005 - Essential steps and key issues
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Using land use to make transport more sustainable
EXAMPLE FLOW CHART
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Using land use to make transport more sustainable
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%
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Using land use to make transport more sustainable
TIME SCHEDULE WHEN PREPARING A PROPOSAL (1)
Phase
Steps
1.
Call open
- Read and understand call text
- Take a look at documents for proposals
- Get information
2.
Rough concept / ideas
- Short description of idea (1page)
3.
Decision: Coordation / Partner
- Internal discusion and decision
4.
Set up a Consortium 1
- 1 Consideration to set up a consortium
- First contact
- Submission of short description (1 page)
- Submission of „statements of confidentiality
and impartiality“
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Using land use to make transport more sustainable
TIME SCHEDULE WHEN PREPARING A PROPOSAL (2)
Phase
Steps
5.
Admin. Forms + Information
- Sbmission of admin. Forms to all partners,
Who signed the statements
6.
Set up a Consortium 2
- search and contact missing partners –
see phase 4
7.
Proposal writing 1
- Details concerning the contents
(Objectives, Target groups, Work program,
Expected results, Performance Indicators etc.)
8.
Quality Check 1
- external or via partners
9.
1. Considerations for budget
- Rough calculation: are we in the frame?
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Using land use to make transport more sustainable
TIME SCHEDULE WHEN PREPARING A PROPOSAL (3)
Phase
Steps
10. Proposal writing 2
- Added values, contribution to policies,
management, consortium, summaries etc
11. Quality Check 2
- external or via partners
12. Detailled budget
- Final calculations
13. Finalising of the proposal
- Layout and content /.financial check
14. Proposal submission
- electr. submission or. duplication and
submission by regular mail / courier service
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Using land use to make transport more sustainable
Co-ordinator
Austrian Mobility Research FGM-AMOR
Robert Pressl / Karl Reiter
Tel: +43 316 81 04 51 13 /
+43 316 81 04 51 23
e-mail: [email protected] / [email protected]
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