GuideEN Projet Europeen 2011

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THE 2013 GUIDELINES FOR EUROPEAN PROJECT LEADERS

Complete method for preparing your project and organising your application file 20 pages of practical guidance Extracts from the comprehensive guide (140pages)
urofunding 2013
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- setting up your projects, drafting your applications, planning budgets, complying with funding rules and optimising your projects and thus play an active part in defining policies and programmes interests and your projects
- developing a network of partners at Community level
- talking to institutions in order to promote your

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* For political and strategic ends : position your organisation, influence the direction of the policies * For operational purposes: obtain funds, realise European projects
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The project leaders journey in 2 steps
CHAPITER 1
TITLE 2007-2013: a new generation of European programmes
Step I - Prepare your project

2 3 4 5 6 7 Define a solid and pertinent project Understand the expectations of the Commission Understand how the programmes work The project participants Formalise the partner network Identify the relevant programme
Step II - Formalise the application

8 9 10 11 12 13 Reference documents Read and analyse a call for proposals The application The budget Appendices to the application file and the check-list Schedule and structure the project
Summary of the comprehensive project leader guide

Free with the 2013 Eurofunding Guides
Chapter 1. 2007-2013: a new generation of European programmes

1. The Community action programmes 2. External cooperation programmes 3. Structural funds
The Financial perspectives of the European Union adopted in April 2006, have set the priorities of the European Union for the period 2007-2013. Based on this, the European Commission has prepared more than 300 funding programmes for this period with revised budgets and renewed priorities. The general spirit of the funding programmes remains similar to as it was during the period 2000-2006, but there is greater emphasis on competitiveness, innovation and employment.To achieve this transversal objective, several evolutions are expected for a better use of these new funds in the three programme categories: the Community action programmes, the external cooperation programmes and the programmes funded by Structural funds.
1. The Community action programmes

Most of the existing programmes have been renewed for the new programming period of internal policies (eg. youth, environment, justice). However, the emphasis shall be more on innovation. A new Competitiveness and Innovation framework Programme CIP - has been created, which groups a series of programmes favouring new technologies, SMEs or even environmental technologies. Example of a Welcomeurope programme sheet. These will help you obtain quickly the information you need. Whenever a new programme is adopted, the European Commission publishes a file of about 50 pages. Welcomeurope saves your time and sums it up in one page with all the elements you need to fill in an application. Can I benefit from it? Which actions can I take? Is my project eligible? How can I get it? Whom sould I contact? How do I proceed from here?
All the programmes are available in the EUROFUNDING tool, contact Welcomeurope to subscribe. contact@welcomeurope.com
2. External cooperation programmes

The European Union participates in nearly all geographic zones of the planet either by providing developmental aid or by cooperating with developed countries. To ensure prosperity and stability of countries outside the EU, the Commission has reorganised the financial instruments. 5 new instruments were implemented: - the Instrument for Pre-Accession (IPA) - the European Neighbourhood and Partnership Instrument (ENPI) - the Instrument of Cooperation with Industrialised Countries (ICI) - the Development Cooperation Instrument (DCI) - the Stability Instrument You will find in these instruments several specific funding programmes (aid to up-rooted people, gender equality, fight against Antipersonnel Landmines or drug trafficking, etc.)
3. Structural funds
Called for supporting the Lisbon Strategy, the new generation of Structural funds is also clearly reoriented towards innovation and support for competitiveness and employment. The Community Initiative Programmes shall disappear and will be reintegrated in the thematic axes of national or regional Operational Programmes. The ERDF and ESF financial instruments (European regional and development fund and the European social fund) shall subsist and support the actions pertaining to the 3 objectives of Convergence, Regional competitiveness and employment or even European territorial cooperation. The funds favouring fisheries (European Fisheries Fund - EFF) and rural development (European Agricultural Fund for Rural Development - EAFRD) shall no longer be part of the Structural funds.
You wish to be aware of the new funding opportunities and the changes due to the new programming period? Welcomeurope provides the EUROFUNDING 2007 guide which offers comprehensive information as well as a pass to the 450 programme sheets that are updated permanently. contact@welcomeurope.com You need some help to identy which programme corresponds the most to your project? Welcomeurope can analyse all the possibilities available to you and prepare a review of specific opportunities. More information: contact@welcomeurope.com
Chapter 2. Define a solid and pertinent project

1. The project basis
Before requesting the Community institutions for financing, you should be able to methodically outline a pre-project. This first step is crucial as it allows: - assessing the pertinence - defining it
2. The project sheet

The project-sheet is prepared based on one to three A4 size pages and must answer the main initial question.
Step I Prepare your project

2. Define a solid and pertinent project 3. Understand the expectations of the Commission 4. Understand how the programmes work 5. The project participants 6. Formalise the partner network 7. Identify the relevant programme
Why? What is the context of your project (political, legislative, projects already funded in this field)? What are its objectives? Whom does your project address? How? Which activities should be undertaken to achieve your objectives? With whom? What are the capabilities and appraisals needed for the project? Where? Where the project activities shall be localised? What shall be the results? What concrete results do you aim to obtain through this project?
3. The project composition

A European project has to be well built. It has to meet a global objectives and several specific objectives.
Chapter 3. Understand the expectations of the Commission

1. Meeting the priorities of the European Commission
Before presenting your application, reflect on the points that are its strong points and focus on whether they will interest the European Commission. In fact, the Commission especially appreciates projects that highlight: - the European dimension - an innovative character - impact on the long term - process assessment / monitoring modalities

2. Correspond to the objectives of the Communitys policies

Your project must fall within a specific legislative and political context of the Community Action plan In each economical and social field, the Commission has short and medium term action plans (in most cases pluri-annual). These plans are described on the sites of each Directorate General of the Commission and can be considered as the operational objectives fixed by the Union.
Chapter 4. Understand how the programmes work

Preparing a European Community grant request requires a minimum knowledge about the logic of the Communitys programmes.
1. Example of a EUROFUNDING fulfilled programme sheet

Legal basis, geographical coverage, eligible organisations, partnership criteria, date of the publication of the next call for proposals.

FIELDS Research New technologies SME Policy Innovation
FP7 - CAPACITIES - 2 RESEARCH FOR THE BENEFIT OF SMES
2007-2013

BENEFICIARIES Research centres Federations, Unions Agencies, Chambers SMEs Universities
ACTIONS Transnational cooperation Dissemination of information Applied research Creation of tools Support to production
Grants for projects supporting small enterprises to increase their knowledge and research intensity and innovation capacity Budget Line : 08 13 01
REGIONS European Union Candidate countries European Economic Area Switzerland Balkans
Global budget: 1,336 billion euro PROGRAMME DETAILS
The programme contains importants changes between FP6 and FP7. These modifications concern the rules of participation and IP questions. This action is the extension of the work undertaken in the CRAFT collaborative research and "FP6 SPECIFIC RESEARCH ACTIVITIES FOR SMEs". OBJECTIVES: * Strengthen the innovation capacity of European small and medium -sized enterprises and their contribution to the development of new technology based products and markets * Help SMEs to outsource research, increase their own research efforts, extend their networks, better exploit research results and acquire technological know-how FINANCED ACTIONS: Specific actions will be implemented to support SMEs or SME associations in need of outsourcing research to universities and research centres(RTD performers). These actions are not targeted at topics and can be carried out in all fields of science and technology. The evaluation of the project proposals will take due account of the expected economic impact for the SMEs. FINANCIAL SCHEMES: * Research for SMEs This scheme supports small groups of innovative SMEs to solve common or complementary technological problems. Projects, which are relatively short term, must be centred on the innovation needs of the SMEs which outsource research to RTD performers PARTNERSHIP: at least 3 SME from different countries and 2 RTD performers. * Research for SME associations This scheme supports SME associations to develop technical solutions to problems common to a large number of SMEs in specific industrial sectors or segments of the value chain through research needed, for example, to develop or conform to European norms and standards PARTNERSHIP: at least 3 SME associations from different countries and 2 RTD performers. SELECTION CRITERIA: * Other enterprises and end-users can participate in the schemes if it is in the interest of the SMEs or the SME associations * In addition to research, the projects should include activities to promote the take-up and effective exploitation of the research results, such as, testing, demonstration, training, technology transfer, knowledge management and IPR protection. * The Commission is in favour of increased participation of public laboratories.
WEB :cordis.europa.eu/fp7/capacities/research-sme_en.html FUNDING OF THE PROJECTS Amount : Global SME project budget is situated between 0,5 and 1,5 million euro. Global SME association project budget is situated between 1,5 and 4 million euro. Selection : Calls are published once to 3 times a year. Subscribe to our services and receive all calls in your mailbox. Steps : Financing will be allocated through two schemes: Research for SMEs and Research for SME associations. (see EUROFUNDING sheet " FP7 - SCHEMES"). Calculation of cost is based on 4 Categories of activities. CONTACT

Berndt REICHERT Tel : 32 2 295 46 17 Email :berndt.reichert@ec.europa.eu
European Commission DG Research T4 Rue de la Loi, 200 B-1049 Bruxelles
212
More info on www.welcomeurope.com - Welcomeurope 2007
2. The life cycle

The preparation phase This is the programme analysis and feasibility step. The programming phase Once the programme is adopted and the legal aspects are defined for one or more years, The implementation phase Before the 31st March of each year, the European Commission has to published an annual workprogramme which defines the priorities of the programme and which gives the financial decision for the year. The re-programming phase An evaluation is done at the end of the programme to obtain the operational results.

3. The procedure
To select projects as part of the programmes, the Commission uses the procedure of call for proposals.
Example of a call for proposals presented by Welcomeurope We gather for you all the funding available from the European institutions: save time and make sure you do not miss any opportunity! Every week, you will receive by emai the funding alerts according to your profile, with: * Application deadlines * The details of the call priorities and our advice * Application forms and guidelines
In all cases, the Directorate General must publish a provisional timetable for calls during the 1st quarter of the year as part of its annual work programme. This timetable is in general integrated to the Directorate Generals workprogramme.
Chapter 5. The project participants

1. The transnational network
Definition and characteristics Transnational network means the organisation mode that governs the functioning of the European projects.
2. Participants in the partnership

The contractor This term is used to qualify the organisation that has prepared the funding request and which shall be signing the grant agreement with the European Commissions services if the project is selected. The partner
A partner is a body that actively participates in the project (from its conception to its execution).
3. Other participants in the project
The sub-contractor The sub-contractor is entrusted by the project leader or by a Member of the partnership to execute a part of the project based on a remunerated service delivery corresponding to the market price. The associate partner or collaborator The associate or collaborative partner is mentioned as such in the application as a value addition to the project The committee To set up a suitable project monitoring and evaluation system, the project partnership of scientific or technical nature, may take the opinions of a scientific committee made up of external experts, who shall evaluate the progress and success of its objectives. The co-financer Each project involves a set of organisations that financially support the actions. The sponsor Personalities may support the projects under sponsoring.
4. Identification of partners
The Partner databases
They are available for the most important programmes (e-Content, PCRD, etc.). These databases allow you to publish advertisements and view the offers or requests for partnership. Several search criteria are available, especially the search by country or by type of entity.

Other sources
Other resource centres that are not specifically dedicated to research for partners may be approached: - national agencies of some major programmes - the European networks that are active in the field of action of the project - the representative offices of local governments, private offices in the European Union.
Agencies and national contact points For each programme having a national level relay, Eurofunding gives you the direct link to the list and the contact details of your interlocutors.
Chapter 6. Formalise the partner network

A transnational network must overcome triple distance barriers: geographic, linguistic and cultural.
1. Formalising the partnership with an agreement

The coordinator must prepare and propose to the partners a working method for the project and for the network. In the upstream, he must mainly reflect on the following points: - How to structure the partnership? - How will the tasks be assigned and implemented? , . The engagement letter The Commission often provides standard letters of intent for the partners to be annexed to the application form. Thus, the partnership is officially declared by all the partner organisations.

2. Information system of the network

Internal information Internal information should be clearly dissociated from external communication of the project. The tools Thus, for the number of existing networks, an internal information circuit, based on the basis of a monthly InfoMail written by the coordinator may be sufficient. Other tool being increasingly used by the European partners: Internet work space . This collaborative work space, secured by codes and different access levels, allows the network to work simultaneously and remotely on common tasks. It stores documents on line (contractual documents, budget, updated work plan, editorial documents, etc.) and integrates the forum functions, shared agenda and directory.
Discover now our work space dedicated to European project leaders. It has been developed in partnership with a computer firm. More information, click here
Chapter 7. Identify the relevant programme

Any project must fall within the framework of a strategy and internal dynamics of an organisation.
1. Selecting the programme
Selecting the optimal financing programme is a crucial step in your process! ! ! You should be aware that you cannot apply for several programmes at the same time for the same action.
2. Eligibility
In order to identify the correct financing programme, you must first ensure the complete eligibility of your project and then write the project in an ad hoc manner in compliance with the programme constraints.

Discover our search engine on European programmes!
Profile of the candidate As you can see in the Eurofunding Guide programme sheets, all types of structures can expect to receive the European Community grants: associations, enterprises, national administrations, territorial local governments, training centres, Universities, etc. The first eligibility criteria are therefore based on the status of the candidate organisation and its partners. However, the definition of candidates cannot always be as clear in the call for proposals texts.
Chapter 8. Reference documents
1. The programme
Programme decision
The programmes are jointly decided by the Council and the European Parliament on the European Commissions proposal (initiative). The annual work programme
The European Commission is bound by the new financial regulations to fix an annual work programme for each of its operations.
Step II Formalise the application

8. Reference documents 9. Read and analyse a call for proposals 10. The application 11. The budget 12. Appendices to the application file and the check-list 13. Schedule and structure the project
Financial regulation
The financial regulation informs the management and decision taking procedures as well as the budget execution rules of the European Union.
2. Invitation to submit the projects
Call for proposals (1)
The text of the previous years call for proposals can provide you with precious information on the exact manner in which the selection and evaluation procedure works. On the other hand, to write your application, you should base it on the text of the current call for proposals.
Addendum et corrigendum
After publishing a call, the Commission reserves the right to modify its content. Therefore, it publishes addendum (additional information) or corrigendum (modification of information).
Call for proposals (2)
Select the calls for proposals that suit you, using the 31 sectors available on Welcomeurope.com.
Chapter 9. Read and analyse a call for proposals
The call components

You do not have time to make a daily monitoring on the EU calls for proposals or on the EU programmes news? By being member of Welcomeurope, you can once a week receive per e-mail our funding-alerts which provide information about all the last calls for proposals in your sector of intervention published by the institutions.
Chapter 10. The application

The publication of a call for proposals is the official announcement about the opening of the grants allocation procedure and indicates the action priorities of the European Commission. This text is accompanied by other documents that you must collect and use to develop your application.

1. The application file documents

The guide for applicants or the guidelines The application form The budget appendix The financial data sheet (or bank identification form) La Check-list
Acknowledgement
2. The required information
Information on the coordinator and partners
In this part, you shall be mainly asked about administrative information and details about the structure Information about the proposed action
First, you shall indicate the title (an acronym may be required) and the action period. The volume of information and the formulation of questions may vary from one programme to another.

However, the following information shall always be asked: A summary about the action for which the grant is being requested The project objectives The beneficiaries of your project Planned actions The timetable for executing the action The project results The grant amount requested (in Euros) For programmes with external cooperation: the logical framework
The logical framework is a table appended to the application form for external cooperation programmes.
What the European Commission expects? 1. Situation analysis 2. Planning 3. Implementation
Chapter 11. The budget

The provisional budget to be sent to the European Commission must show in detail all the planned expenses and revenues. You must use the form pertaining to the call for proposals to which you have decided to reply.
Some broad principles

First the budget should be - - - detailed balanced in EUROS.

Welcomeurope offers a training session dedicated to the budgetary planning of a European project. Because specific rules apply to the financial reporting to the European Commission during the project implementation. Subjects covered : The general financial rules, the expenses heading planning, the receipts heading planning, financial reporting and follow-up, methods to be followed in building a European budget (working on a Case Study). Objective : Optimizing the budget planning and grant award and anticipating the sound manage-
Chapter 12. Appendices to the application file and the check-list

The European Commission asks the candidates to append some documents to the application file: - declarations of partner organisations - declarations of co-financing - the financial identification form, filled by your bank - declaration on exclusion criteria - statutes of the candidate or the official registration certificate - the last three annual financial reports available, or the external audit report certifying the accounts of the last available year - signed acknowledgement! These documents and the application formmust be provided in several copies (1 original and a large number of copies as a general rule).
To help you finalising your file, the European Commission will provide you with a check-list. This checklist is generally present in the guidelines for applicant or inthe formapplication form. The check-list may even contain a reminder of: the documents to be provided, the number of copies, the documents that must have an original signature, etc.
Chapter 13. Schedule and structure the project

1. Prepare a work plan
Before drafting the application form, it is useful to start scheduling activities and make a schematic and visual presentation of the project.
2. The useful instruments

The work plan is built in 3 stages: 1. Project breakdown into tasks and sub-tasks
The tasks (or activities) are associated with project objectives that you have defined from the beginning. The work plan shall give a list of tasks with specific names. 2. Estimation of the time required
You must link the work plan and its tasks to a timetable and define the duration of each task. 3. Budgetary planning
Lastly, task scheduling shall integrate the costs data. You shall calculate the cost or contribution of each task and sub-task.
To keep in touch with the news on European funds, do not hesitate to subscribe to our free newsletter: : click here
A TEAM AT YOUR SERVICE Welcomeurope is at your disposal to assist you in all phases of your project. Assistance / Consultancy Formalising applications, building partnerships, designing budgets Valrie Buisine vbuisine@welcomeurope.com Mireille van der Graaf mvdgraaf@welcomeurope.com Gwenalle Radosevic gradosevic@welcomeurope.com Tailor made training sessions More than 70 sessions a year for specific needs all through Europe Namia Selahi-Silini training@welcomeurope.com Welcomeurope training subscriptions 15 modules designed by Welcomeurope, 60 sessions a year in Paris or Brussels Namia Selahi-Silini training@welcomeurope.com Customer service / Eurofunding Sales management Dominique Guillard premium@welcomeurope.com Anne-Estelle Ajavon accounting@welcomeurope.com Partnerships Getting visibility, building bridges between us Nicolas Gerschel ngerschel@welcomeurope.com Acktar Warishanally a.warishanally@welcomeurope.com Executive Board Lorraine de Bouchony lbouchony@welcomeurope.com WELCOMEUROPE 38 rue Lon - 75018 Paris - France Tel 33 1 42 54 60 64 - Fax 33 1 42 54 70 04
Good luck with your projects and contact us for any assistance ! Or to discover the comprehensive guide for project leader (140 pages of operational advice), with a part dedicated to the management of projects
Following worked together to draft this guide: Valrie Buisine, Mireille van der Graaf , Lorraine de Bouchony.
This Guide is the property of Welcomeurope.
Welcomeurope 2013 All rights reserved

Copyrights of all intellectual works are protected, irrespective of the form of expression, genre, merit or destination. This protection is acquired without formality. It is prohibited to reproduce this work completely or partially, on any media what so ever (article L122-4 and L122-5 of the Intellectual property Code) without the authorisation of the editor or the French Centre of exploiting the Copy rights (CFC, 20 rue des Grands Augustins / F - 75006 Paris).

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www.welcomeurope.

THE 2013 GUIDELINES FOR EUROPEAN PROJECT LEADERS

Eurofunding is a publication of Welcomeurope

welcomeurope also means ...

welcomeurope.com, the number one portal for European funding

To find out more see

Assisting you with your funding and partnerships

15 training modules on European Funds

- developing a network of partners at Community level

- talking to institutions in order to promote your

TAILOR-MADE STRATEGIC MONITORING

Information to take the best decisions

Partnership creation based on Welcomeuropes experience

Contact Namia Selahi - Silini : training@welcomeurope.com

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

The project leaders journey in 2 steps

TITLE 2007-2013: a new generation of European programmes

Step I - Prepare your project

Step II - Formalise the application

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

Summary of the comprehensive project leader guide

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

Chapter 1. 2007-2013: a new generation of European programmes

1. The Community action programmes

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

2. External cooperation programmes

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

Chapter 2. Define a solid and pertinent project

2. The project sheet

Step I Prepare your project

3. The project composition

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

Chapter 3. Understand the expectations of the Commission

Step I Prepare your project

2. Correspond to the objectives of the Communitys policies

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

Chapter 4. Understand how the programmes work

1. Example of a EUROFUNDING fulfilled programme sheet

FIELDS Research New technologies SME Policy Innovation

FP7 - CAPACITIES - 2 RESEARCH FOR THE BENEFIT OF SMES

Step I Prepare your project

BENEFICIARIES Research centres Federations, Unions Agencies, Chambers SMEs Universities

Global budget: 1,336 billion euro PROGRAMME DETAILS

Berndt REICHERT Tel : 32 2 295 46 17 Email :berndt.reichert@ec.europa.eu

European Commission DG Research T4 Rue de la Loi, 200 B-1049 Bruxelles

More info on www.welcomeurope.com - Welcomeurope 2007

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

2. The life cycle

Step I Prepare your project

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

Chapter 5. The project participants

2. Participants in the partnership

Step I Prepare your project

3. Other participants in the project

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

The Partner databases

Step I Prepare your project

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

Chapter 6. Formalise the partner network

1. Formalising the partnership with an agreement

Step I Prepare your project

2. Information system of the network

WWW.WELCOMEUROPE.COM Welcomeurope2013 www.welcomeurope.com Tel 33 1 42 54 60 64 contact@welcomeurope.com

Chapter 7. Identify the relevant programme

- developing a network of partners at Community level

- talking to institutions in order to promote your