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Complete method for preparing your project and organising your application file 20 pages of practical guidance Extracts from the comprehensive guide (140pages) THE 2013 GUIDELINES FOR EUROPEAN PROJECT LEADERS urofunding 2013 Eurofunding is a publication of Welcomeurope 38, rue Léon - 75018 Paris - France Tél. : 33 (0) 1 42 54 60 64 - Fax : 33 (0) 1 42 54 70 04 email : [email protected] www.welcomeurope.com

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WWW.WELCOMEUROPE.COM

Welcomeurope©2013www.welcomeurope.com

Tel 33 1 42 54 60 64 [email protected]

www.welcomeurope.com

Complete method for preparing your project and organising your application file

20 pages of practical guidance

Extracts from the comprehensive guide (140pages)

THE 2013 GUIDELINES FOR EUROPEAN PROJECT LEADERS

€uro

fund

ing

2013

Eurofunding is a publication of Welcomeurope

38, rue Léon - 75018 Paris - FranceTél. : 33 (0) 1 42 54 60 64 - Fax : 33 (0) 1 42 54 70 04email : [email protected]

WWW.WELCOMEUROPE.COM

Welcomeurope©2013www.welcomeurope.com

Tel 33 1 42 54 60 64 [email protected]

www.welcomeurope.com

welcomeurope also means ...

www.welcomeurope.com

welcomeurope.com, the number one portal for European funding

All the information you need on European funding with a single click!

• Calls for proposals• Calls for tenders• European funding programmes• European public procurement• Structural funds• Partnership research database • E-mail alerts on European funds • E-mail alerts on European procurement contracts• E-mail assistance service

To find out more see

A Web Site>

Training welcomeurope>15 training modules on European Funds

More than 7.200 participants trained by Welcomeurope each year

50 tailor-made training sessions a year across Europe

Contact us and ask for our training catalogueMalgorzata Hiszka [email protected]

> TAILOR-MADE STRATEGIC MONITORING

Information to take the best decisions

* For political and strategic ends : position your organisation, in-fluence the direction of the policies * For operational purposes: obtain funds, realise European projects

Contact Namia Selahi - Silini : [email protected]

partnership welcomeurope>Partnership creation based on Welcomeurope’s experience

Contact Nicolas Gerschel : [email protected]

Assistance>Assisting you with your funding and partnerships

Welcomeurope is there to offer you close and sustained support in:

- setting up your projects, drafting your applications, plan-ning budgets, complying with funding rules and optimi-sing your projects

- developing a network of partners at Community level and thus play an active part in defining policies and programmes

- talking to institutions in order to promote your interests and your projects

Contact Valérie [email protected]

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Welcomeurope©2013www.welcomeurope.com

Tel 33 1 42 54 60 64 [email protected]

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TITLE

2007-2013: a new generation of European programmes

Step I - Prepare your project

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

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

CHAPITER

1

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3

4

5

6

7

8

9

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13

The project leader’s journey in 2 steps

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Welcomeurope©2013www.welcomeurope.com

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Summary of the comprehensive project leader guideFree with the 2013 Eurofunding Guides

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Welcomeurope©2013www.welcomeurope.com

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The Financial perspectives of the European Union adopted in April 2006, have set the priorities of the Euro-pean 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 objec-tive, 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.

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

1. The Community action programmes2. External cooperation programmes3. Structural funds

Most of the existing programmes have been renewed for the new programming period of inter-nal 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 techno-logies.

1. The Community action programmes

All the programmes are available in the EUROFUNDING tool, contact Welcomeurope to subscribe. [email protected]

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. Wel-comeurope 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?

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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 stabi-lity 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 Euro-pean social fund) shall subsist and support the actions pertaining to the 3 objectives of Conver-gence, 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.

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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. [email protected]

You need some help to identy which programme cor-responds the most to your project? Welcomeurope can analyse all the possibilities available to you and prepare a review of specific opportunities. More information: [email protected]

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Chapter 2. Define a solid and pertinent project

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 parti-cipants

6. Formalise the partner network

7. Identify the rele-

vant programme

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.

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.

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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 apprecia-tes 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 Community’s policies

Your project must fall within a specific legislative and political context of the Community

Action planIn 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.

www.welcomeurope.com 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 parti-cipants

6. Formalise the partner network

7. Identify the rele-

vant programme

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Welcomeurope©2013www.welcomeurope.com

Tel 33 1 42 54 60 64 [email protected]

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Chapter 4. Understand how the programmes work

1. Example of a EUROFUNDING fulfilled programme sheet

Preparing a European Community grant request requires a minimum knowledge about the logic of the Community’s programmes.

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 capacityBudget 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 SMEsThis 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 performersPARTNERSHIP: at least 3 SME from different countries and 2 RTD performers.* Research for SME associationsThis 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 PROJECTSAmount : 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 :[email protected]

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

212 More info on www.welcomeurope.com - Welcomeurope 2007 ©

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 parti-cipants

6. Formalise the partner network

7. Identify the rele-

vant programme

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2. The life cycle

The preparation phaseThis is the programme analysis and feasibility step.

The programming phaseOnce the programme is adopted and the legal aspects are defined for one or more years,

The implementation phaseBefore the 31st March of each year, the European Commission has to published an annual workprogram-me which defines the priorities of the programme and which gives the financial decision for the year.

The re-programming phaseAn 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 Wel-comeurope

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 pro-gramme. This timetable is in general integrated to the Directorate General’s workprogramme.

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 parti-cipants

6. Formalise the partner network

7. Identify the rele-

vant programme

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Chapter 5. The project participants

1. The transnational network

Definition and characteristics«Transnational network» means the organisation mode that governs the functioning of the Euro-pean projects.

2. Participants in the partnership

The contractorThis term is used to qualify the organisation that has prepared the funding request and which shall be signing the grant agreement with the European Commission’s 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-contractorThe sub-contractor is entrusted by the project leader or by a Member of the partnership to exe-cute a part of the project based on a remunerated service delivery corresponding to the market price.

The associate partner or collaboratorThe associate or collaborative partner is mentioned as such in the application as a value addition to the project

The committeeTo 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-financerEach project involves a set of organisations that financially support the actions.

The sponsorPersonalities may support the projects under sponsoring.

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 par-ticipants

6. Formalise the partner network

7. Identify the rele-

vant programme

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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 pointsFor each programme having a national level relay, Eurofunding gives you the direct link to the list and the contact details of your interlocutors.

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.

www.welcomeurope.com

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 par-ticipants

6. Formalise the partner network

7. Identify the rele-

vant programme

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Tel 33 1 42 54 60 64 [email protected]

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Chapter 6. Formalise the partner network

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 letterThe Commission often provides standard letters of intent for the partners to be annexed to the applica-tion form. Thus, the partnership is officially declared by all the partner organisations.

A transnational network must overcome triple distance barriers: geographic, linguistic and cultural.

2. Information system of the network

Internal informationInternal information should be clearly dissociated from external communication of the project.

The toolsThus, 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 Eu-ropean project leaders. It has been developed

in partnership with a computer firm.

More information, click here

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 parti-cipants

6. Formalise the partner network

7. Identify the rele-

vant programme

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Chapter 7. Identify the relevant programmeAny 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 candidateAs 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 go-vernments, 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.

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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 parti-cipants

6. Formalise the partner network

7. Identify the rele-

vant programme

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Welcomeurope©2013www.welcomeurope.com

Tel 33 1 42 54 60 64 [email protected]

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Chapter 8. Reference documents

Programme decision

The programmes are jointly decided by the Council and the European Parliament on the European Com-mission’s 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.

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 year’s call for proposals can provide you with precious information on the exact manner in which the selec-tion 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).

1. The programme

Call for proposals (2)

Select the calls for proposals that suit you, using the 31 sectors available on Welcomeurope.com.

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Step II - Formalise the application

8. Reference docu-ments

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

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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.

Step II - Formalise the application

8. Reference docu-ments

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

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Chapter 10. The application

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

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

1. The application file documents

Step II - Formalise the application

8. Reference docu-ments

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

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What the European Commission expects?

1. Situation analysis

2. Planning

3. Implementation

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 program-mes.

Step II - Formalise the application

8. Reference docu-ments

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

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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).

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.

Step II - Formalise the application

8. Reference docu-ments

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

Welcomeurope offers a training session dedicated to the budgetary planning of a Euro-pean 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 Euro-pean budget (working on a Case Study).

Objective :Optimizing the budget planning and grant award and anticipating the sound manage-

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Chapter 13. Schedule and structure the project

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.

1. Prepare a work plan

To help you finalising your file, the European Commission will provide you with a check-list. This check-list 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.

To keep in touch with the news on European funds, do not hesitate to subscribe to our free newsletter: :

click here

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A TEAM AT YOUR SERVICE

Welcomeurope is at your disposal to assist you in all phases of your project.

Assistance / ConsultancyFormalising applications, building partnerships, designing budgets…Valérie Buisine [email protected] van der Graaf [email protected]ëlle Radosevic [email protected]

Tailor made training sessions More than 70 sessions a year for specific needs all through EuropeNamia Selahi-Silini [email protected]

Welcomeurope training subscriptions15 modules designed by Welcomeurope, 60 sessions a year in Paris or BrusselsNamia Selahi-Silini [email protected]

Customer service / EurofundingSales managementDominique Guillard [email protected] Ajavon [email protected]

PartnershipsGetting visibility, building bridges between usNicolas Gerschel [email protected] Acktar Warishanally [email protected]

Executive BoardLorraine de Bouchony [email protected]

WELCOMEUROPE© 38 rue Léon - 75018 Paris - FranceTel 33 1 42 54 60 64 - Fax 33 1 42 54 70 04

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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:

Valérie Buisine, Mireille van der Graaf ,Lorraine de Bouchony.

This Guide is the property of Welcomeurope©.

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Welcomeurope 2013 ©

All rights reserved

Copyrights of all intellectual works are protected, irres-pective of the form of expression, genre, merit or des-tination. 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 ex-ploiting the Copy rights (CFC, 20 rue des Grands Augus-tins / F - 75006 Paris).