1

General Structure of a part-B: Workpackages, deliverables,

milestones…

Madrid, 26th January 2012

Workshop on proposal’s preparation

PTEPA & ANFACO-CECOPESCA

Dr Marina Martínez

Programme Officer

SOST-CDTI

2

Project idea

12 months Mid Term

Report Report

Final Report Project Results Submission of

the proposal

First indication from the

EC

Signed contract with the

EC

3 - 6 months Maximum 1 year

Proposal Preparation

Contract Negotiations

(several months) Project Execution (1-3 years)

KO meeting

Final meeting

Project Evaluation

(several months)

3

General Estructure of a proposal Part-B

Title and Contents page + Summary

Scientific and Technical Objectives

Innovation (above the state of the art)

Project Work plan and Methodology

Deliverables Table

Contribution to Objectives

Dissemination and Exploitation of Results

Project Management

Consortium + Partners Roles and Background

4

Concept and objectives

Information to be included in this section:

general purpose of the project and vision statement

organic description of activities to be carried out (phases of the project)

specification of scientific and technical objectives of the project

definition of expected outcomes for each phase of the project

This section is crucial for the evaluation of the quality of the proposal;

highlight the scientific basis of the project;

describe the connections of the different activities;

describe utility of the expected the outcomes and their value in the framework of the project;

Suggested length 2-3 pages

5

Progress beyond the stat-of-the-art

Information to be included in this section:

Description of the state of the art

Identification of main problems, needs, constraints addressed by project;

Description of alternative methodologies/tools actually available on the market;

Detailed description of the benefit of the proposed methodology/tool in terms efficiency, effectiveness, safety, time consumption, costs, environment, etc.)

Section 1.2 is linked to the innovative aspects of the proposal;

Highlight benefit of proposed methodology/tool, comparing to the existing ones;

Include numbers and figures when possible;

Suggested length: 2-3 pages.

6

Writing flow

• Phases – 3 to 4 phases (definition, development, demonstration, evaluation)‏

• Work Packages – Related to the major results of the project

– According to complexitity of work and required division of roles

– WP numbers: WP1, WP2 etc.

• Tasks – Detailed work-definition

– Tasks numbers coherent with WPs: • WP 1 – Task 1.1, Task T 1.2

• Deliverables – Result for each Task

– Deliverable numbres coherent with Tasks • Task 1.1. – Deliverable D.1.1.

7

Work package overview

8

Work package description

9

Milestones

10

Deliverables list

11

GANTT Chart

12

GANTT Chart

13

GANTT Chart

14

PERT Diagramme

WP1

Co-ordination and Project Management

Workpackage Leader: 1

Partners: All

WP1

Co-ordination and Project Management

Workpackage Leader: 1

Partners: All

WP6

Exploitation Plan

Workpackage Leader:

Partners: All

WP6

Exploitation Plan

Workpackage Leader:

Partners: All

WP2

Title:

Workpackage Leader:

Partners:

WP2

Title:

Workpackage Leader:

Partners:

WP3

Title:

Workpackage Leader:

Partners:

WP3

Title:

Workpackage Leader:

Partners:

WP4

Title:

Workpackage Leader:

Partners:

WP4

Title:

Workpackage Leader:

Partners:

WP5

Title:

Workpackage Leader:

Partners:

WP5

Title:

Workpackage Leader:

Partners:

15

PERT Diagramme

16

PERT Diagramme

17

Budget

18

Budget

19

Project Management

Information to be included in this section:

Organisational structure of the consortium;

Roles, bodies and responsibilities (PM, AoP, SCB, etc);

Consortium agreement;

Decision making mechanism, conflict resolution and recovery;

Technical and financial control of the activities

Quality assessment procedures;

Reporting and administrative management;

Adapt management to the project complexity and size of consortium.

Include graphical representation of mgmt structure;

Maximum length for section 2.1: five pages

20

Contractual issues

Ensure the prompt and proper accomplishment of project deliverables and milestones (Annual reviews, Mid-term reviews, Final review)

Financial issues Financial project management (underspending/overspending), Justification of costs, Summary certified statement, Payement and distribution of money to the partners.

Legal issues Project core contract + model contract, consortium agreement, collective responsibility, consortium changes

General management issues

Workflow and Work Scheduling. Communication between partners and EC. Management of conflicts. Reporting.

Other issues Exploitation & dissemination of results, other innovation activities, IPR, Gender & Equality issues, ethical issues.

21

Project Manager

Ronald Peters GAUS/GZVB Competence

Center GmbH

WP2000 Concept Development

WP Manager:

Prof. Hofmann-

Wellenhof

TUG

WP3000 Syllabus

WP Manager:

Prof. Beringuer

UPC

WP4000 Education Tools

WP Manager:

Prof. Hecker

TUBS

Contract Manager

Harry Evers GAUS/GZVB Competence

Center GmbH

Quality Manager

Dr. Proskawetz GAUS/GZVB Competence

Center GmbH

WP7000 Dissemination &

Awareness

WP Manager:

Ronald Peters

GZVB

WP6000 Evaluation &

Recommendation

WP Manager:

Prof. Hecker

TUBS

WP5000 First Master Study

WP Manager:

Prof. Beringuer

UPC

22

Consortium (Organizations)

Consortium Management Structure

Governing Assembly (Names of Individuals) -Senior Partner Representatives

-External Experts

-European Commission Representatives

-Funding Agency’s Representatives

Scientific Committee (Individuals)

-Scientific representatives from partners

Management Group (Individuals) -Consortium Manager

-Workpackage managers

Only for IPs/NoEs

Partner Partner

Partner Partner

23

Consortium Management Structure

Project Coordinator

Op

era

tion

al P

roje

ct m

ana

ge

me

nt

Scie

ntific

Ad

vis

ory

Co

mm

ittee

Project council

Training Committee

Innovation Committee

Management board

Coordinator, SP coordinators & Liaison Officer, Chairpersons of Committees

Models

Working

Group

SP2 Coordinator

Subproject 2

Animal Imaging

Embryo

Imaging

Whole

animal

Imaging

Biological Applications

Theory and Experiments

Subproject 3

Cell Imaging

Nano-scale

Imaging

Microscopic

Imaging

Biological Applications

Theory and Experiments

SP3 Coordinator

Subproject 1

Probe development

SP1 Coordinator

SP Liaison Officer

Theory

Working

Group

24

Individual participants

Each participant provides a short description of the organisation including relevant info pertaining to project activities and context, as well as prior experience in EU projects

Information to be included:

Profile of each organisation

2-3‏CV’s‏of‏project‏assigned‏staff‏

Common misunderstanding: NO FORMATTED CV PLAIN TEXT ONLY

Profiles of organisations and key people should be addressed to the project activities, highlighting the experiences gained in the field of interest.

Maximum length for section 2.2: one page per participant

25

Consortium as a whole

“Describe how the participants collectively constitute a consortium capable of achieving the project objectives, and how they are suited and are committed to the tasks assigned to them”

Information to be included

Description of the consortium in terms of roles, expertise and specific involvement in project activities;

Highlight complementarity between participants

Description of the industrial involvement to ensure exploitation of the results.

i) Sub-contracting

ii) Other countries

iii) Additional partners

Maximum length for section 2.3: four pages