The Art of Writing tips and tricks for researchers and RMAs

Ellen Schenk Coordinator EU Funding Research Development Office, Erasmus MC e.schenk-braat@erasmusmc.nl @eamsb

BESTPRAC Meeting Tallinn - 12 March 2019

Outline

1. Personal introduction

2. Before the writing starts: what funding agencies want

3. Technical writing according to the Logical Framework

4. Tips to give your proposal the X Factor

Disclaimer • Views from a biomedical sciences RMA • Focus on Horizon 2020 • Writing of personal grants not (fully) addressed

1. Personal introduction

RMA in biomedical sciences since September 2002

Proposal writing experience Local and national funding programmes

European funding programmes: FP6, FP7, Horizon 2020

Intercontinental funding programmes: Movember, NIH

ESCALON

LIVE

PIPPI

2. Before the writing starts: What funding agencies want

Creative process of thinking and discussing

Garbage in, Garbage out

But the formula to winning is more than scientific excellence only

Funding agencies want:

1. Scientific Excellence

2. Impact

3. Structured Workplan

4. Talent and Collaboration

5. Open Science

But from different perspectives; not every funding agency will fit the idea and focus of a researcher

The Logical Framework

Example perspective: Horizon 2020 SC1

Grand Societal Challenge 1

Before the writing starts: align with the perspective of the funding agency

Read policy documents: understand overall aim of funding programme

Read call documents: understand scope of call, expected impact, and eligibility criteria

Know the evaluation criteria to make sure you will address the items that will be scored

Check agency’s website for updates and FAQs

Understand what impact is and how this can be achieved

Before the writing starts: Scientific Excellence

Get an idea about the evaluators evaluators can be from different research disciplines

Be familiar with current state of the art use recent references in the proposal, refer to competitors as well Design a novel (and innovative) idea or concept that will deliver

output that can lead to the expected impact - start thinking from the expected impact - check if research is already funded by the agency - think how project results can advance scientific field or be used as innovation

Before the writing starts: Impact

Know how project results can be used use of project results is needed to achieve impact

Know the stakeholders needed for uptake project results to achieve impact

Stakeholders needed for impact

Who are the potential users and end-users of the project results ? Scientific peers, clinicians, patients, industry, health insurers, policy makers, general public, others?

How will they benefit?

How will they be involved?

How will you make sure that your results will reach them?

Are there any Intellectual Property Rights issues?

Letters of Support/Intent/Commitment are helpful and sometimes mandatory

Before the writing starts: Workplan

Positioning and role of Workplan in proposal is challenging for researchers: it is not the start!

Bridge between Excellence section and Impact section Defined by Objectives and Impact (Logical Framework)

Problem, solution, objectives and impact should be defined prior to the Workplan

Only research activities that lead to project results needed to

achieve impact should be part of the Workplan

Before the writing starts: Talent and Collaboration

Stepping stone principle for talent

Have up-to-date personal webpages evaluators will check!

Think out of the box crucial for consortium applications

Before the writing starts: Building a consortium - what no longer works

Search in existing network for suitable partners

Application bended towards partners

Big risk: no perfect match with call

Funding call with predefined scope and impact

Before the writing starts: Building a consortium - think out of the box

Before the writing starts: Open Science no longer optional Open Data: make project data accessible

- Data management paragraph for application - Data Management Plan when approved

Open Access: make publications accessible

How? Where? When? Who?

3. Technical writing according to the Logical Framework

It is all about story-telling

The logical framework (Logframe) is a format designed to assist in drafting a funding proposal based on the following elements: • Why a project is to be carried out • What the project is expected to achieve • How the project is going to achieve it • Which external factors are crucial for its success • Where to find information required to assess the success of

the project • Which means are required • How much the project will cost.

The Logical Framework (Logframe)

Excellence describes Problem, What and How Story-telling line page 1+2 Which problem is addressed (e.g. knowledge gap, societal

challenge) -> specific challenge call Why is it not solved yet? Which solution do you propose? What is your overall goal, i.e. what will the project deliver? ->

relates to the expected impact How will you achieve your goal? -> objectives Why are you suited to achieve the project goal? The first two pages are critical: if convincing, evaluators tend to accept minor shortcomings

Excellence describes Problem, What and How

Concept and Methodology Define Specific Measurable Achievable Relevant Time-bound

objectives For each objective, define a Work Package (WP) Describe the research Concept using the WPs for structuring

and link back to Objectives Be as specific as possible in the Methodology, again using the

WPs for structuring Detailed tasks are part of Implementation Objectives ≠ activities

Bloom's Taxonomy of Cognitive Objectives

Implementation describes the details of How WP Description Forms Objective: use objective introduced in Excellence Break-down work into 4-5 tasks Be specific in task description Have 1 deliverable per task Have 1-2 milestones per WP Involve financial advisors for Resources! Deliverable = task completed with tangible output Milestone = accomplishment within WP

Impact Dissemination and Exploitation Key factor for convincing evaluators that project results can lead to expected impact is specific and targeted Plan for Exploitation and Dissemination of Results (PEDR).

The PEDR links the phases from:

output (results available at the end of the project)

to

outcome (the short-term effect of the use of the project results)

to

impact (the long-term effect of the use of the project results)

Impact Plan for Exploitation and Dissemination

Key Project Results

Short-term expected impact

Long-term expected impact

Plan for Exploitation and Dissemination of Results (PEDR) describes key factors needed to move from output to outcome to impact: • making project results available for use = exploitation • engagement of users and end-users of project results = dissemination • addressing barriers & obstacles = dissemination

Impact: Exploitation

Key questions for exploitation in view of your expected impact

How will you make sure that your project results are accessible ?

If you do not need to protect, how do you foresee uptake of project results ?

How will you ensure (open) access to your data and your publications (EU Policy = Open Science)?

Examples are open source platforms, databases and software, freely available tools and solutions

Do you need to protect your project results to allow for uptake by industry?

If yes, how will you arrange for this? Think about patent strategy, IP arrangements, licensing

Impact: Exploitation determined by project results

SCIENCE New knowledge

PROCESS New technologies and procedures

PRODUCT New product, e.g.

therapy, diagnostics

Impo

rtan

ce o

f bus

ines

s su

cces

s fa

ctor

s (e

.g. I

P, in

dust

ry p

artn

ers)

Output: from new knowledge to sellable product

Impact: Dissemination

Key questions for dissemination in view of your expected impact

Who are the users of your results?

Why do you need these users?

How will you inform users?

Do you need input from your users?

Who should take up results after the project?

What should users do with project results?

How will you inform and engage users effectively?

How will you receive feedback in a timely way?

What is the benefit for the users? Why would users be interested in project results?

Do you need to address barriers? How will you address barriers?

Impact: Dissemination Stakeholders determined by project results

Key Project Result Stakeholders (users & end-users)

Short-term expected impact

Long-term expected impact

Measures for dissemination

KNOWLEDGE Novel knowledge on genetic mutations in disease X

Scientists Advancing research on disease X

Unravelling the origin of disease X creating leads for curative therapy

Scientific publications and presentations

KNOWLEDGE TO PRODUCT / PROCESS Biomarker for disease X

• Diagnostic industry

• Pharma

• Further development into diagnostic assay

• Uptake as novel drug lead

• Improved diagnosis for patients

• Improved treatment for patients

• Industry partner in/outside consortium

• Meetings with selected companies

• Industry conferences

PRODUCT / PROCESS Proof of principle for gene editing as a therapy for disease X

• Industry • Clinicians

Further clinical development

EMA approval for market launch

• Industry partner in/outside consortium

• Consultation boards

BARRIER / OBSTACLE Opinion papers on gene editing therapy for disease X

• Healthcare professionals

• Insurers • Patients • Regulators

Increased acceptability of gene editing therapy by healthcare professionals, insurers, patients and regulators

Reduced barriers and obstacles for regulatory approval and clinical implementation of gene editing therapy

• Consultation boards • White paper • Meetings with

insurers, regulators, professionals

• Meetings with patients

Impact: Dissemination vs Communication Ladder of Participation

(co-)decision

co-production

consult

advice

inform

Dissemination

Communication

Impact: Communication EC wants PR on project in targeted way

Define target groups, message and communication means

4. Tips to give your proposal the X Factor

How to stand out from the crowd

And a little bit of luck is needed in the end

Tips to give your proposal the X Factor

This is the challenge:

How to make your proposal stand out ?

Tips to give your proposal the X Factor: Mind the things that matter in ranking of proposals with equal scores

Cross-cutting issues mentioned in the call topic

Gender in research and gender balance in consortium

Participation of SMEs

Participation of widening countries

Contribution to EU policies and strategic agenda

Tips to give your proposal the X Factor: In general

Follow proposal template and instructions

Use call keywords

Use facts and figures to educate the evaluator

Check spelling, grammar and lay-out

Visualise: use diagrams, figures, tables!

Tips to give your proposal the X Factor: A picture is worth a thousand words

Tips to give your proposal the X Factor: The 7 C’s and more

Tips to give your proposal the X Factor: Get support … and in time

Funding advisor for check call match and draft versions

Financial advisor for sound budget

Legal advisor for IPR and legal arrangements

Business developer for exploitation

Communication Dept for communication and dissemination

Programme officer funding agency for specific questions

Elevator pitch and review of draft proposal

Proposal writing training

Learn from evaluators and successful applicants

And in the end: a little bit of luck with your evaluators

Thank you!