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Practicalities and Technical Implementation
of a Synchronised Call
Christian Listabarth
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INSO 12-2014
• Elements (scope)
• New instrument/pilot within ERA (no precedence)
• Impact: call text & to be defined by consortium
• Implementation: technical & practical solutions
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Summary of INSO 12-2014• Objectives / Elements – 1 call, synchronized, based on bundled national calls– peer review evaluationminimum implications: agreed topic, one language, joint evaluation
• Background/input– your national call, peer review evaluation, joint calls
• Foreground/outcome– practice of implementation (feasibility and practicality)– technical modalities (solutions for implementation)– proof of concept (efforts v. added value)
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Mechanics
• national call v. synchronized call => bundle nat. calls• joint call v. synchronized call => no new set-up– no transnational dimension of projects– no fresh money needed – BUT: consider experience & good practice of joint calls
• national tasks & joint tasks => coordinate – timeline – evaluation
• practical implications along a standard timeline
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Hypothetical timeline (flexible)
joint activities: the coordinator + participating agenciesnational level activities
Call cyclenational & joint calls have same cycle (in principle)synchronized call has very same cyclecall cycle is a generic matter and involves certain essential aspects (ERA-LEARN cycle)
use it as a standarduse it as a draft, but not literally
Joint activtiesmajor joint actions in synchronized call:
planning, evaluation, (submission)agreed call timeline
partly joint actions (dependent on settings):call preparation(submission)
1 planning2 preparation3 submission
4 evaluation
5 decision6 aftercall
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http://netwatch.jrc.ec.europa.eu/web/lp/learning-platform/toolbox/call-implementation
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Phase 1 – 3 (example)
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Phase 4 – 6 (example)
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Synchronization of national calls
Call planning Call preparation Submission Evaluation Funding decision After the Call
National timelines: same principle, but individual characteristics (position and length of phases)
Submission deadline: eligibility check and start of evaluation
Deadline and eligibility: could be planned as a (short) phase
Approach: optimized (negotiated)
•date of funding decision fixed: evaluation must be ready at that date (minimum requirement)•national timelines flexible: => optimize for joint evaluation
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Planning I (for proposal)
• Consortium building – compatible participating nat. programs?
• Management/coordination– who/how/which tasks– plan meetings
• Call topic (apt for all?)• Timeline for the action period (feasibility)• Number of expected proposals (cost estimate) • Evaluation scheme (basics at least) • Confidentiality of proposals/results (is there a problem?)
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Planning II (for proposal)
• Evaluation procedure– centralized v. decentralized (but identical within
consortium)– 1-step v. 2-step – with/without panel– selection of evaluators (EC database)– costs for evaluation (data from practice)
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Evaluation: 1 or 2-step
Synchronized Call Office National programs
Pros:•legal constraints, tradition•less in depth evaluation effortCons:•longer timeline•double administrative effort
Evaluation outcome:•proposals assessed •project quality compared•above threshold
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Planning III (for proposal)
• Electronic Evaluation and Submission System– national v. central– which systems, what can they do?– availability (within / outside consortium)– interaction with provider, desired complexity
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Workflow of a call & role of electronicEvaluation and Submission System (ESS)
Call announcement Submission Proposal Evaluation Result Decision
Start………………………..…….…Call life cycle………………………………………End
Start Project life cycle…
ESS: Interface between actors/activities and deliverables (documents)
ESS functionality: Interface establishedData administrated and managedDatabase / documentation generated
ESS: Information hub for: proposal up- and download (actors: applicants, agencies and evaluators)evaluation results up- and download (actors: agencies and evaluators)
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Participating agencies ESS Provider
Outcome: tailor-made ESS and explanation of use
• Using ESS for submission• Provide list of evaluators for access distribution
• Define call specifications• Develop evaluation procedure and timeline• Define access rights accordingly
(general and specific to each phase)• Formulate order for ESS
• Provide consult and experience to client(feasibility of procedure and timeline, constraints, additional functions)
• Design ESS from existing system for specified variables, explain operation to client
• Return access rights• Prepare database• Perform evaluation
• download of projects by respective referees• upload of reviews by referees• administrate data for consensus meeting
Outcome: evaluation report (with scores)
Workflow of interaction with ESS provider
Everything you expect from operation must be specified here
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Budget• Evaluation budget– Variable costs (fees for experts, panel)– Fixed costs (secretariat)
• Coordination budget– Preparation and coordination (PM costs)– Call promotion (PM, material)– Meetings (travel)– IT Tool / ESS (subcontracting)
• Dependent on: – Number of proposals expected, fees, in-kind– Consider Call settings: 0.2-0.5 Mio €
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Planning IV (for proposal)
Competition for excellence Quality and efficiency of implementation consider/resolve
•state of the art•as many aspects as possible•impact on costs
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Implementation I (start of project)
• Install management and task forces• Refine all previous issues, particularly:– topic (agreed range of eligible topics, definitions)– timeline, fix dates– eligibility: national and joint criteria – evaluation criteria (identical)– submission and evaluation process
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Implementation II (start of project)
• Call preparation (promotion and documents)– intrinsically dependent on national v. central setting– usually, applicants are attracted mainly by national promotion
• national elements– inform applicants on your purpose for synchronized call– inform on validity of national standards– argue for positioning of national science community within ERA
• central elements– announce call and focus on joint image– explain the European dimension of the call– refer to national program owners for details (national rules apply)
– Documents may differ, but must contain the same elements
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Summary
• no precedence – much room for creativity• take professional help (ERA-LEARN)• main joint task (general): manage call operatively• main challenge (specific): agree and accept
evaluation procedure (and results)• main prerequisites: trust and commitment• main factors (technical): sound concept and
compliant coordinator
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Thank you for your attention
http://netwatch.jrc.ec.europa.eu/web/lp/learning-platform/toolbox/call-implementation