jisc rsc eastern - tevims rsc bid writing workshop nov 2013
DESCRIPTION
By looking at last year’s call and projects we aim to give an understanding of ; - the types of projects JISC funds - what worked well - any major problems encountered - the themes for this year’s call and your initial ideasTRANSCRIPT
Bid Writing Workshop:
Innovation throughtechnology funding call
Dr Angus I. Carpenter
JISC RSC EasternAnglia Ruskin University (Chelmsford campus)
07th Nov. 2013
Contents:Session Name Description Time
Registration & refreshments Registration & refreshments 09:30
Welcome & Introduction Welcome & Introduction 10:00
What are you interested in? Project exemplars and your project ideas 10:10
Live Online Briefing 11:00Lunch Lunch 12:00
Project development process Considerations for collaborative bids 12:45
Funding call documents Aligning the project documents with your ideas 13:30
Refreshment Break Refreshment Break 14:00
Developing your project Putting the theory into practice 14:15
Discussion and Feedback Discussion and Feedback 15:15
Close 15:30
2
Contents:Session Name Description Time
Registration & refreshments Registration & refreshments 09:30
Welcome & Introduction Welcome & Introduction 10:00
What are you interested in? Project exemplars and your project ideas 10:10
Live Online Briefing 11:00Lunch Lunch 12:00
Project development process Considerations for collaborative bids 12:45
Funding call documents Aligning the project documents with your ideas 13:30
Refreshment Break Refreshment Break 14:00
Developing your project Putting the theory into practice 14:15
Discussion and Feedback Discussion and Feedback 15:15
Close 15:30
3
4
Welcome and introduction:
5
Welcome and introduction:
Who’s who today…
Catherine Bone Nigel EcclesfieldMalcolm Bodley Angus Carpenter
Contents:Session Name Description Time
Registration & refreshments Registration & refreshments 09:30
Welcome & Introduction Welcome & Introduction 10:00
What are you interested in? Project exemplars and your project ideas 10:10
Live Online Briefing 11:00Lunch Lunch 12:00
Project development process Considerations for collaborative bids 12:45
Funding call documents Aligning the project documents with your ideas 13:30
Refreshment Break Refreshment Break 14:00
Developing your project Putting the theory into practice 14:15
Discussion and Feedback Discussion and Feedback 15:15
Close 15:30
6
Project exemplars and your project ideas:
7
Aim of session:
By looking at last year’s call and projects we aim to give an understanding of ;
- the types of projects JISC funds- what worked well- any major problems encountered
- the themes for this year’s call and your initial ideas
8
Project exemplars and your project ideas:
Last year’s themes & projects:
1) Last year’s call; the themes
2) Last year’s projects; what were fundedwhat we learnt (good & bad)
Last years call
33 Resource and Development Projects across the UK – 130 partners
Project Details - http://bit.ly/17bK8QR
Resources from the programme are available on Jorum using the search tag ‘FEskills’
www.jorum.ac.uk
RSC Eastern Update September 2013 9
Further Education and Skills: Development and Resources Programme 2012 –2013
Exemplar Bids - KM Training (WBL)
• An online resource to support e-learning for vocational, education and training.
• Freely available resources for the use of all learners, apprentices, employers and teachers.
• Travel and tourism, retail, sports therapy, hospitality, beauty, customer service.
Free resources for hairdressing, childcare, and more
Funding £21,800
RSC Eastern Update October 2013 10
www.education-net.org/
Exemplar Bids - Lagat Training (WBL)
• Develop a Virtual Learning Library (VLL) of resources specific to the occupational areas in which we deliver
• Implement and use Tablets to improve efficiency in staff delivery
• Develop an electronic web based induction program
Case study – moving to mobile devices in the workplace
Funding - £11,468
RSC Eastern Update October 2013 11
www.eeles643.co.uk/RSC/
Exemplar Bids - Bedford College (FE)Moodle Grades @ Bedford College - Funding £99,070
RSC Eastern Update October 2013 12
• The Grade Tracker is a module and block that has been developed by Bedford College to aid in the tracking of qualifications by staff and students for their courses.
• It was written for Moodle 1.9 and, after funding from JISC regional, it is being developed for Moodle 2.x to be released to the community
Exemplar Bids - Consortium (FE & Skills)
• Project managed by JISC TechDis
• Partner driven project: The partner providers were drawn from across the FE & Skills sector
• Adaptation, repurposing or contextualisation of existing resources
• A Discover JISC project website is planned to be launched by the end of November 2013. The site will include:
• Content for Teaching
• Teaching Techniques
• Case studies from project partners
RSC Eastern Update October 2013 13
Discover JISC Inclusion Consortium - Funding £129,500
Exemplar Bids - West Herts College (FE)
• Audio feedback project to provide a more efficient procedure to mark and assess learner work.
• Utilised Microsoft Office OneNote as a simple tool to provide these verbal comments to learners.
• Training on audio feedback
• Focus on sharing best practice
• Resources available on Jorum
Verbal tagging project – Funding £5000
RSC Eastern Update October 2013 14
What we learnt - good
• A project must have very clear objectives
• You can achieve a lot with a small amount of funding
• Well organised consortiums were successful in bidding and achieving project outcomes
• Need a good Project Manager with time to manage
RSC Eastern Update October 2013 15
What we learnt - bad
• Not allowing enough time to write the bid
• Failing to identify risks
• Focusing on kit rather than desired outcomes/objectives
• Writing a bid that is not innovative
• Focusing on something that is not easily shared
RSC Eastern Update October 2013 16
17
Project exemplars and your project ideas:
The themes of this year’s call:
Projects will be funded to: 1. Integrate new technologies in learning and teaching,
assessment and business activities 2. Overcome barriers to the adoption and use of
technology in the sector 3. Develop new uses for technology or innovative adaption
and rollout of technologies
The sorts of things Jisc is looking to fund include: creating resources creating augmented reality resources developing new uses for technologies developing appsdeveloping organisational/collaborative processes using digital technologies developing improving or adapting current technologies/resources
See more at: http://www.jiscrsc.ac.uk/news/2013/october/innovation-through-technology-funding-call.aspx#sthash.dCyMcwr5.dpuf
18
Project exemplars and your project ideas:
Take your idea and develop or
develop and idea
Everyone padlet an idea& present brief explanation
19
Project exemplars and your project ideas:
Take your idea and develop or
develop and idea
20
Project exemplars and your project ideas:
Everyone padlet an idea& present brief explanation
Live Online Briefing:
21
Nigel Ecclesfield
Contents:Session Name Description Time
Registration & refreshments Registration & refreshments 09:30
Welcome & Introduction Welcome & Introduction 10:00
What are you interested in? Project exemplars and your project ideas 10:10
Live Online Briefing 11:00Lunch Lunch 12:00
Project development process Considerations for collaborative bids 12:45
Funding call documents Aligning the project documents with your ideas 13:30
Refreshment Break Refreshment Break 14:00
Developing your project Putting the theory into practice 14:15
Discussion and Feedback Discussion and Feedback 15:15
Close 15:30
22
Considerations for collaborative bids:
23
Aim of session:
Project development stages will be covered with the intention that
this will make you more fully aware of all the areas you will need to
address; ultimately, making the bid writing experience a less
painful one!
24
Considerations for collaborative bids:
Why bid for funding?
25
Considerations for collaborative bids:
To gain a track record of securing external funds one needs to instil confidence in the funder issuing the funds
To instil confidence in the funder one needs a history of successful project completion
Thus, getting the first project funding to show this could be
the hardest?
26
Considerations for collaborative bids:
Collaborationis key!!
But be explicit re:
- objectives- roles &
responsibilities
27
Considerations for collaborative bids:
28
Considerations for collaborative bids:
Key project players
The Project manager
Senior manager(named PI)
The Researcher?
Project partnersFinance
dept.
The Study group
29
Considerations for collaborative bids:
Key tasks & time taken
Task Days Req.
Project period
Month 1 Month 2 Week 1 Week 2 Week 3 Week 4 Week 1 Week 2 Week 3 Week 4
Identify project team / roles & responsibilities 1
All parties sign-off 1
Establish project codes / finance 0.5 Monday
Recruit project researchers 10
Recruit project participants 5
Conduct activity 1 5
Conduct activity 2 5
Conduct activity 3 5
Review / analysis data 20
Draft report 10
Draft presentation 5
Agree report amendments with team 2 Mon/Tues
Final report submitted 5
Where ‘planned’ ≈ ‘window’ allocated then a potential high risk. Thus, good idea to assign some contingency days around those tasks!
http://www.jiscinfonet.ac.uk/tools/gantt-charts/
30
Considerations for collaborative bids:
So how much time to allocate…
One estimate for time allowance is the ‘Three point estimate’:
Most optimistic (MO)Most likely (ML)Most pessimistic (MP) 6
)*4( MPMLMO
Experience is essential here!
It can make or break: project financialsproject staff confidenceinstitutional reputationproject findings / impacts
= Calc. allowance(A)
http://www.jiscinfonet.ac.uk/infokits/project-management/planning/estimating/
31
Considerations for collaborative bids:
Costing staff
There is no single right way!
Buy-out = £45 hr-1 Remission
Working contract reduction CPD
Directly recruited staff? Other?
32
Considerations for collaborative bids:
Project code: RS1212 Project value: 6500
Project title: Cooking with eggs Project duration (months) 3.5
Project
Actual Profile Actual Profile Actual Profile Actual Profile Profile
Income points 3,000.00 0.00 3,500.00 6,500.00
Income Total 0.00 3,000.00 0.00 0.00 0.00 3,500.00 0.00 6,500.00 6,500.00
Payroll
Project mgt (RS01) 150.00 150.00 150.00 450.00
Researcher 750.00 750.00 750.00 2,250.00
Project admin (RS01) 50.00 50.00 50.00 150.00 2,850.00
Payroll Total 0.00 950.00 0.00 950.00 0.00 950.00 0.00 2,850.00 2,850.00
Non-payroll 0.00
report production 0.00 0.00 1,000.00 1,000.00
dissemination workshop 0.00 0.00 1,151.00 1,151.00
consumables 0.00 0.00 150.00 150.00
contingency 0.00 0.00 50.00 50.00 2,351.00
Non-Payroll Total 0.00 0.00 0.00 0.00 0.00 2,351.00 0.00 2,351.00 2,351.00
Contribution (20%) 433.00 433.00 433.00 1,299.00 1,299.00
Balance 0.00 1,383.00 0.00 1,383.00 0.00 3,734.00 0.00 0.00 0.00
Cumulative TotalMar-10 Apr-10 May-10
Costings profile
33
Considerations for collaborative bids:
Risk matrix
Probability = how likely it is going to happen
Impact - if it happens
Proximity = fluctuating risk
34
Considerations for collaborative bids:
Project code: RS1212 Project value: 6500
Project title: Cooking with eggs Project duration (months) 3.5
Project
Actual Profile Actual Profile Actual Profile Actual Profile Profile
Income points 3,000.00 0.00 3,500.00 6,500.00
Income Total 0.00 3,000.00 0.00 0.00 0.00 3,500.00 0.00 6,500.00 6,500.00
Payroll
Project mgt (RS01) 150.00 150.00 150.00 450.00
Researcher 750.00 750.00 750.00 2,250.00
Project admin (RS01) 50.00 50.00 50.00 150.00 2,850.00
Payroll Total 0.00 950.00 0.00 950.00 0.00 950.00 0.00 2,850.00 2,850.00
Non-payroll 0.00
report production 0.00 0.00 1,000.00 1,000.00
dissemination workshop 0.00 0.00 1,151.00 1,151.00
consumables 0.00 0.00 150.00 150.00
contingency 0.00 0.00 50.00 50.00 2,351.00
Non-Payroll Total 0.00 0.00 0.00 0.00 0.00 2,351.00 0.00 2,351.00 2,351.00
Contribution (20%) 433.00 433.00 433.00 1,299.00 1,299.00
Balance 0.00 1,383.00 0.00 1,383.00 0.00 3,734.00 0.00 0.00 0.00
Cumulative TotalMar-10 Apr-10 May-10
How financial profiles help monitoring…
3,000.00
150.00850.00 50.00
150.00
433.00
000.00000.00
000.00
Identify concern costs early, re-profile projects
accordingly
35
Considerations for collaborative bids:
Task Days Req. Project period Month 1
Week 1 Week 2 Week 3 Week 4
Identify project team / roles & responsibilities 1 All parties sign-off 1
Establish project codes / finance 0.5 Monday Recruit project researchers 10 Recruit project participants 5 Conduct activity 1 5 Conduct activity 2 5 Conduct activity 3 5 Review / analysis data 20 Draft report 10 Draft presentation 5 Agree report amendments with team 2 Final report submitted 5
RAG
Progression profile (Gantt and milestone)
Assign RAG ratings for tasks following your weekly / monthly(?) meetings with project staff.
36
Considerations for collaborative bids:
Institutional name
Project approvals / securities…
37
Considerations for collaborative bids:
The boring, but essential bit!
38
Considerations for collaborative bids:
How to get funding …
• read the guidance notes• clarity in how it meets / relates to the call• ensure it meets the scope• check the structure / format & include what is
asked for: introduction/context clear work plan focussed research questions detailed methodology (eg. sample size, sampling method, data types and collection methods)data analysis methods evaluation planoutcomes & outputs dissemination plan
39
Considerations for collaborative bids:
• ensure the proposal is within page/word limit• demonstrate staffing requirements are realistic
eg. staff have the skills and/or experience
• include sufficient information on:management structure, governance, decision-making & funding arrangements
• include partnership agreements where appropriate• contains letter of commitment from all partners
How to get funding … cont.
40
Considerations for collaborative bids:
How to get funding … cont.
• review and reference previous work- read previous bids
- read published and grey literature
• define the relationship to institutional and national strategies
• identify benefits to the wider community• provide full budget information
- include an institutional contribution, if permitted?
• commit the time to writing the bid
41
Considerations for collaborative bids:
Cover Sheet for Proposals (All sections must be completed)
Business Intelligence JISC Grant Funding 12/10
Name of Lead Institution: College X
Name of Proposed Project: Business intelligence lead strategic planning using live data management.
Name(s) of Project Partners(s) (except commercial sector – see below)
None
This project involves one or more commercial sector partners NO
Name(s) of any commercial partner company (ies)
Full Contact Details for Primary Contact: Name: Mr R Somebody Position: Vice principal Email: [email protected] Tel: 03603 975 303 Address: College X, Marble Road, Town X, County, XX42 6YY Length of Project:
18 months
Project Start Date:
February 2011 Project End Date:
August 2012
Total Funding Requested from JISC:
Funding requested from JISC broken down across Financial Years (Aug-July) Aug10 – July11 Aug11 – July12
£17,424 £32,423
Total Institutional Contributions: £3000 Outline Project Description A really strong summary of the project given!! I have looked at the example FOI form at Appendix A and included an FOI form in this bid
No
I have read the Funding Call and associated Terms and Conditions of Grant at Appendix B
No
42
Considerations for collaborative bids:
Past experiences: eLearning capital fund (Styles, 2007)
(40%)(37%)(36%)(34%)(28%)(27%)(26%)
(n = 56)
(5%)
43
Considerations for collaborative bids:
Past experiences: Learning & Teaching Innovation Grant (Witt, 2010) Bids
Sub’edOut of Scope
Bids In Scope
called inter’w
Bids funded
Call 1 82 63 19 9 2Call 2 85 54 31 6 2
For bids submitted under Call 1, the 10 bids considered as In Scope but not called for interview were failed mainly because:
- they did not address a recognised need (5 bids);- they were not considered to be innovative (5 bids).
For bids submitted under Call 2, the 25 bids considered as In Scope but not called for interview were failed mainly because:
- they did not address a recognised need (15 bids);- they were not considered to be innovative (2 bids);- they did not fit the vision & intended outcomes of the e-learning
programme (3 bids); - they were not considered to be a realistic proposal given the
timescale & resources available (5 bids)
44
Considerations for collaborative bids:
Any questions?
Contents:Session Name Description Time
Registration & refreshments Registration & refreshments 09:30
Welcome & Introduction Welcome & Introduction 10:00
What are you interested in? Project exemplars and your project ideas 10:10
Live Online Briefing 11:00Lunch Lunch 12:00
Project development process Considerations for collaborative bids 12:45
Funding call documents Aligning the project documents with your ideas 13:30
Refreshment Break Refreshment Break 14:00
Developing your project Putting the theory into practice 14:15
Discussion and Feedback Discussion and Feedback 15:15
Close 15:30
45
Funding call documents:
46
Aim of session:
By exploring the call’s documentation, we will start to identify
where the information and ideas taken from previous sessions
begins to fit / map to the call’s documentation requirements.
47
Funding call documents:
http://www.jisc.ac.uk/fundingopportunities/funding_calls/2013/10/innovation-through-technology
48
Funding call documents:
3. Proposals should describe how bidders will undertake innovative projects in the use of technology in the sector, in line with the FE and Skills Development and Resources Programme’s aims, to:
a. Improve the experiences of learners
b. Develop resources, tools, products and processes that will improve the operational efficiency and effectiveness of providers
c. Increase the capacity and capability of providers and their workforces
d. Engage and support employers and other stakeholders to increase their engagement in the work of the sector and use of technology
e. Increase the accessibility of learning opportunities and extend inclusion to meet learner, employer and community needs in contexts such as employment, skills and progression
Project’s aims:
49
Funding call documents:
Project objectives:
Integrating new technologies: to integrate new technologies, software or technology-related processes in learning and teaching, assessment and business activities – such as marketing and initial assessment
Overcoming barriers to the adoption and use of technology in the sector: to address identified barriers to the use of technology in organisations, to report the results and develop resources which will assist other providers to overcome those barriers and will sustain the use of technology and the benefits to be gained by its use
Developing new uses for technology and / or the innovative adaption and rollout of technologies: to develop products, process or resources, or to adapt existing technologies in innovative ways
30. You will be asked to identify the primary objective being delivered in your bid
50
Funding call documents:
Timeline / deadline for call:
The deadline for receipt of proposals in response to this call is:
12:00 noon; Friday 6th December 2013
Notification: Late January 2014
Week beginning: Wk. No.4th Nov. 111th Nov. 218th Nov. 325th Nov. 42nd Dec. 5
Time left to develop bid: Project timescales:
Start date: February 2014Duration: up to 21 monthsComplete by: 31st Oct. 2015
51
Funding call documents:
Eligibility criteria for call:
19. Proposals may be submitted by FE and skills providers funded via the Department for Business, Innovation and Skills
(BIS)
21. Proposals may be from a single FE or skills provider or from consortia. Partnership arrangements are encouraged for project types B & C (developed with other providers or outside the sector, eg. HEIs, membership / professional bodies, etc). The lead partner must meet the criteria in paragraph 19 & funds can only be allocated through the lead partner. Type A projects are not suitable for partners and should only involve the lead organisation
22. Eligible organisations (see paragraph 19) may lead a proposal in all of the three project types (ie project type A, B and C). They may also be a partner in project type B and C projects.
52
Funding call documents:
Funding for call:
53
Funding call documents:
Project phases:Successful projects will need to produce a detailed project plan within four weeks of their start date. All project plans will need to include details of the following phases: Initiation – bringing the people and other resources together to produce a plan, which sets out how you will move from proposal to implementation
Development & production – implement your specifications to construct and prepare for testing the resources or applications you have designed
Testing & roll-out – This phase focuses on the products of your project. You should assess and explore the limits of your resources and roll out or disseminate them within your organisation and to other providers
Evaluation & dissemination – a final report covering assessments of the project’s outcomes; 1/ what was learned, 2/ how you’d do things differently, 3/ the next stages of work, 5/ how you will ensure sustainability of the work and support for users
Capacity building – once you have evaluated your project you will need to consider how it can help your organisation, other providers, practitioners and learners to enhance their capacity to use technology
54
Funding call documents:
Project management:
54. All projects will be managed following our project management guidelines, which can be found at jisc.ac.uk/research/running-a-jisc-project. You may find these guidelines useful for writing your project proposal.
55
Funding call documents:
Project management…cont.:
http://www.jisc.ac.uk/fundingopportunities/projectmanagement/working/governance.aspx
56
Funding call documents:
Project communication:
Effective communications, both internal and external, are required in all aspects of the project to help organise, inform and promote the project to all those needing to know what is happening and to initiate actions that take the project forward.
Our expectations regarding project communications, including any guidance, will be provided during the course of the project as appropriate.
Projects must work with the Jisc Marketing and Communications team to ensure that any communication is in line with our corporate standards and values.
57
Funding call documents:
Structure of proposals; proposal template:
58
Funding call documents:
Structure of proposals; template sections:S1: contact details, project type & project objectives
S2: project description - how funding helps achieve project objective(s). Identify the need for the outputs & how the resulting benefits will be realised. Address sustainability and capacity building.
S3: work plan & outputs - attach high level work plan/Gantt chart, which identifies (a) outputs, (b) sets out key activities, (c) dates/timescales. Type B and C projects (>£15,000) should detail the work packages to be undertaken.
S4: engaging with the community & Jisc - describe how the project will involve external organisations & work with Jisc, use other resources, evaluate the work, enhance the project outcomes, achieve wide dissemination and embed outcomes.
S5: activity costs - completed by type A projects only (para 41 more info)
S6: budget - completed by type B & C projects only (para 42 more info)
S7: risk assessment - complete & attach a risk assessment (para 47 more info)
S8: project team - provide information on experience and capacity of the team including any partners involved in the project.S9: letters of support - attach letter(s) of support from partners / supportive org’s describing how they / relevant staff will engage in the project
59
Funding call documents:
Structure of proposals; activity cost / budget:Annex C
Example budget template for type B & C projects only
Type A projects have a slightly different template
60
Funding call documents:
Structure of proposals ; activity cost / budget…cont.:
Lead organisations submitting bids should use their usual costing and pricing practices but all costs should be clear and transparent, clarifying the number of days individuals work on activities, to
- assist evaluators in determining value for money of proposals
Where HEI / commercial company are partners, activity costs should use institutional costing practices and clearly identify partner contributions.
- bids should indicate contributions sought from Jisc
Staff costs:
- payroll costs (including on-costs) for all project staff supported by audit trail (unless 100% staff)
- time estimated in numbers of hours / days per project year converted to % FTE
- include daily charge out rates for any consultants used
61
Funding call documents:
Structure of proposals ; activity cost / budget…cont.:Non-staff costs:
Travel & expenses - 1/ project staff travel & subsistence (include meeting attendance) and other relevant meetings, dependent upon the project / Jisc requirements
Dissemination - the cost of all proposed project dissemination activities
Evaluation - cost of all proposed project formative or summative evaluation activities
Additional costs - item costs dedicated to the project (inc. consumables, recruitment - provide details of these. Add additional rows to the budget template as required.
Overheads: Provide a breakdown of the overheads included in the project’s costs
Project partners: Funding for project partners, eg staff time, clearly identified under relevant headings. Resources (eg. cash, in-kind) provided by partners clearly identified
Qualitative and quantitative benefits: Provide a summary of qualitative / quantitative benefits expected from the project in order to inform the funding requested from Jisc
62
Funding call documents:
Structure of proposals; risk management:
http://www.jiscinfonet.ac.uk/infokits/risk-management/
63
Funding call documents:
http://www.jisc.ac.uk/fundingopportunities/projectmanagement.aspx
http://www.jiscinfonet.ac.uk/infokits/risk-management
/
Contents:Session Name Description Time
Registration & refreshments Registration & refreshments 09:30
Welcome & Introduction Welcome & Introduction 10:00
What are you interested in? Project exemplars and your project ideas 10:10
Live Online Briefing 11:00Lunch Lunch 12:00
Project development process Considerations for collaborative bids 12:45
Funding call documents Aligning the project documents with your ideas 13:30
Refreshment Break Refreshment Break 14:00
Developing your project Putting the theory into practice 14:15
Discussion and Feedback Discussion and Feedback 15:15
Close 15:30
64
Putting the theory into practice:
65
Aim of session:
This session aims to get you pulling all the information and ideas
together, so that you leave today with;
- consolidated knowledge on the call’s requirements- well developed project idea(s)
- considered / built new working relations / potential new project partnerships
- have a good idea of where you are at and what you need to do
66
Putting the theory into practice:
Time Activity description
20 min
10 min
30 min
Develop project ideas further
&Record on the padlet wall
Present the idea so far to the group &
Highlight what you plan to do next
Group to discuss ideas / thoughts and plans going
forward – where they would like help, etc
67
Putting the theory into practice:
5
68
Putting the theory into practice:
4
69
Putting the theory into practice:
3
70
Putting the theory into practice:
2
71
Putting the theory into practice:
1
72
Putting the theory into practice:
Time up!