Authors: Prof. Dr. Steve Quarrie; Mr. Bosko ... - Razvoj karijere

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Authors: Prof. Dr. Steve Quarrie; Mr. Bosko ... - Razvoj karijere

Excellence in European project developmentand proposal writingTime:10.00 – 12.15Balkan Security Network Lecture for the Business Academy26. January 2013Authors: Prof. Dr. Steve Quarrie; Mr. Bosko Nektarijevic


IntroductionBoško Nektarijević‣ BBA - Bachelor of Business Administration - Paris, France „99‣ MBA - Master of Business Administration‣ Solvay Business School - University of Brussels „02‣ Executive education at Harvard University, USA ‘05‣ Master programs at Boston University and various other trainings..‣ Training reform leaders since 2002 in leadership, cross cultural negotiations,project development, project proposal writing, etc.‣ Principal designer of many educational programmes for over 3000 managersfrom business, government, academic, and NGO sectors ..‣ Founding member and executive manager of the BSN26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I2


Agenda for todayIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderCreating aBackground documentProvide sufficientEvidence and DetailsCausality andconsistency principles‣ Why is the EU giving you money for projects?‣ How do EU funding programmes work?‣ Key steps and success factors for project development‣ Effective context and stakeholder analysis‣ How to create a Background document‣ How to provide sufficient evidence and detail‣ How to impress evaluators26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I4


Challenges ahead for your organizations?Intro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderCreating aBackground documentProvide sufficientEvidence and DetailsCausality andconsistency principlesFour major problems are evident in proposals Ihave reviewed for projects in Serbia: Irrespective of how intelligent they are, peopleare unable to read and implement instructions! Statements are made without any supportingevidence so evaluators are not convinced. Insufficient details are given of activities that willbe carried out to convince evaluators of impact. The text of different parts of a proposal is notconsistent so evaluators get confused.26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I6


Philosophy you need for successEuropean CommissionPolicyYourprojectYour impactFundingprogrammesBeneficiariesPoliticiansTheirimpactImpact26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I


Philosophy you need for successSo, your project needs to have significant impact.So, you need to know how to convert this:The format for a proposal that is going to fail -• Poor definition of starting point(no needs analysis).• Poor definition of finishing point(poor impact analysis).• Poor definition of how to get tothe finishing point(description of activities).impactstartfinishTime during the project26. January 2013 I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I10


Philosophy you need for successAnd one more criterion you need to satisfy:It also has to give the best value for money!impactcostAn importantconcept forpeople inWBCs tounderstand!startfinishTime during the project26. January 2013 I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I12


Main EU Funding InstrumentsTREATIES :POLICIES:INSTRUMENTS:- EU LEGISLATION- NAT. LEGISLATION- FUNDING PROGRAMSTreaty of NiceTreaty of AmsterdamAccessionTreatiesLisbon Treaty etc..Foreign PolicyAgricultural PolicyHealth PolicyEnterprise PolicySocial PolicyEnviron. PolicyRegional PolicyResearch policy..FUNDING PROGRAMSCIPProgressFramework 7EU Social FundLIFE ProgramStructural Fundsetc…Grants, funds and programmes by EU policy - http://ec.europa.eu/contracts_grants/index_en.htm26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I


Main EU Funding InstrumentsStructural andCohesion Fundsinternal funds operated by the NationalintermediariesCommunity ActionProgramsoperated by the European Commission inBrusselsExternal cooperationProgramsoperated by the EC Delegations and coordinated by theEuropeAidERDFinfrastructure,innovation,investmentsetc.ESFemployment,social inclusion,institutionalcapacityCohesionFundenvironment andtransport infrastructure,renewable energyProgrammes for CSOhttp://www.tacso.org/doc/doc_manual_3.pdfProgrammes for SMEs:http://ec.europa.eu/enterprise/newsroom/cf/_getdocument.cfm?doc_id=4619Programmes for Research andInnovation:ftp://ftp.cordis.europa.eu/pub/fp7/docs/practicalguide-rev3_en.pdfCIP - Competitiveness and Innovation FrameworkProgrammeCulture 2007 ProgrammeCustoms 2013Europe for CitizensFiscalis 2013FP7 - Seventh Framework ProgrammeFundamental Rights and JusticeGalileoHercule II.LIFE+ - Financial Instrument for the EnvironmentLLP - Lifelong Learning programmeMarco Polo II.Media 2007Pericles ProgrammeProgressPublic Health ProgrammeSafer Internet ProgrammeSecurity and Safeguarding Liberties FrameworkprogrammeTEN-E - Trans-European Energy NetworksTEN-T - Trans-European Transport NetworksYouth in Action etc…Trans: Stability - Macro financial assistance - HumanitarianAidPre-defined geographical zones:The European Development Fund (EDF)European Neighbourhood and Partnership Instrument (ENPI)The financing instrument for development cooperation (DCI)Instrument for Pre AccessionThematic : Asylum and Migration - Food Security –Environment and EnergyInstrument for Democracy and Human Rights EIDHRNon-state actors and local authorities – investing in people etc26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I


EC Project Cycle Management26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I


Key factors for success in project developmentIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderProject IdeaResearch andAnalysisContext andstakeholdersUnderstand theexpectations ofthe EC.Partner SearchRefiningconcepts andprofilesProjectEnvironmentBackgrounddocumentProposal writingTeambuildingLobbyingConsortiumformalizationRefining proposalPre-evaluationof project proposalsProposalsubmissionCreating aBackground documentProvide sufficientEvidence and DetailsCausality andconsistency principlesCreate internalconcept noteBrainstorm aboutthe stakeholdersAnalyze theirexpectationsCreate astakeholdersregister P&I gridand communicationstrategyAnalyze workprogramme and callfor proposalsRefine the conceptnote and yourorganization'sprofileContact potentialpartnersDownload allreferencedocuments,And create a jointteam’s template forwriting yourproject proposalBuild a teamFormalizepartnershipIntegrate all workpackagesMake external preevaluationandrefine yourproposalRegister at EPSSor PADOR and sim26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I16


Context and Stakeholder AnalysisIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderCreating aBackground documentProvide sufficientEvidence and DetailsCausality andconsistency principlesoooooooCreate a Stakeholders RegistryMake Power & Interest analysisCreate Communication strategy,Explain how will you manage stakeholders expectationsAnalyse problems in both-way communicationIdentify how are they inter-related and prioritisedBrainstorm about solutions and define objectivesPreselect ideal (possible) partnersHigh PowerLow InterestLow PowerLow InterestUnderstand the expectations form the ECHigh PowerHigh InterestLow PowerHigh Interest26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I17


Project Environment FolderIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderCreating aBackground documentProvide sufficientEvidence and DetailsCausality andconsistency principlesPEF is an effective tool for Research and Analysisto manage the large amount of necessary information!Download into PEF all relevant documents (and share them):Policy level: EU Policies, strategies, action plans..EU Funding Programme level: work programmes, actionplans, guidelines, FAQ ...Project level: market/industry analysis,research papers, publications, project models..Regional National and Local level (if relevant) ..and other relevant non-state initiativesimportant for your project idea ..26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I18


Project Background DocumentIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderCreating Background a documentProvide sufficientEvidence and DetailsCausality andconsistency principlesAdjust project application formas a template for your proposaland add evaluation criteriawhere it’s approapriateShare PBD with your project teamCopy all relevant paragraphsfrom the reference documents into PBD!Application Form Evaluation Criteria2. Implementation2.1 Managementstructure andprocedures2.2 Individualparticipants2.3 Consortium as awhole2.4 Resources to becommittedAppropriateness ofthemanagementstructure andproceduresQuality and relevantexperience of theindividualparticipantsQuality of theconsortium as awhole (includingcomplementarity,balance)Appropriateness oftheallocation andjustification ofthe resources to becommitted26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I19


How to read the Work programme• Objective ICT-2011.4.4 Intelligent InformationManagement• Target outcomes• a) Reactive algorithms, infrastructures andmethodologies (parallelisation, approximation, onlineprocessing, compression) for scaling data intensivetechniques (including but not limited to machine learning,inference, statistical analysis) up to extremely large datavolumes and real time performance. Implementations mustbe rigorously tested on extremely large and realisticallycomplex data sets coming from diverse resourcescontributed by organisations with a clear stake in thesolution and a clear path to deploying it if effective.26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I20


How to read the Work programme• Objective ICT-2011.4.4 Intelligent InformationManagement• Target outcomes• a) Reactive algorithms, infrastructures andmethodologies (parallelisation, approximation, onlineprocessing, compression) for scaling data intensivetechniques (including but not limited to machine learning,inference, statistical analysis) up to extremely large datavolumes and real time performance. Implementations mustbe rigorously tested on extremely large and realisticallycomplex data sets coming from diverse resourcescontributed by organisations with a clear stake in thesolution and a clear path to deploying it if effective.26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I21


Project Background DocumentIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderCreating aBackground documentProvide sufficientEvidence and DetailsCausality andconsistency principlesAnswer evaluators’ questions usingsentences from PEF;Address all relevant pointsfrom the WP and GFAEducate evaluators in simple and easy tounderstand language26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I22


Answering evaluators equationsIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderCreating BackgrounddocumentProvide sufficientEvidence and DetailsCausality andconsistency principlesICT policy objective:“Bla bla .. we must all be able to obtain the skillsneeded to live and work in the information age”Example of the adjustments you can make:During the second year of the project 120 expertswill be trained in bla bla and obtain the skillsneeded to live and work in the information age.This will clearly contribute to achieve the first EUICT policy objective*Make sure that it’s easy to understand!26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I23


Provide the evidence for your statementsIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderCreating aBackground documentProvide sufficientEvidence and DetailsCausality andconsistency principlesBe intelligent in implementing the instructions.Every word of the policy document has a meaning.Here‟s an example from an EU Work Programme:“Bla, bla, bla, bla, bla … close cooperation with atleast 3 European outstanding …. partneringorganisations”. [Their italics, not mine!]“outstanding” - so you must provide the evidence!So do not write “Our three European partners areoutstanding” and expect evaluators to believe you!26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I24


Give sufficient detail to define impactIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentNeedsanalysisContext andStakeholders AnalysisActivitydescriptionCreating a ProjectEnvironment folderImpactanalysisCreating aBackground documentProvide sufficientEvidence and DetailsCausality andconsistency principles“One of our young R&D scientists will spend one month in project year 1 atInstitute X in Paris to be trained in how to use an ABC machine.”“Our institute currently has no ABC machine, though we plan to buy one inproject Year 1, as it is essential to develop the diagnostic tests of Objective 4.Thus, 1 of our talented scientists will work in the institute of Dr X in Paris for1 month immediately before commissioning the ABC machine. Dr X hasused ABC since 1998 and she has two machines, one of which is regularlyused to train visiting workers.Upon return to our institute, the young R&D scientist will help commission thenew ABC machine and give training in its use to others to ensuredissemination and sustainability of the newly-acquired expertise.”So, make sure you define the activitiessufficiently to give the evidence that objectiveswill be achieved.26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I25


Give sufficient detail to define impactIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderCreating aBackground documentProvide sufficientEvidence and DetailsCausality andconsistency principlesAdjust the amount of detail you give to describe the work/tasks to be doneaccording to the project scale and type.A small-scale project for your first proposal (e.g. a staff training visit) wouldneed more description of day-to-day activities than a large internationalcollaborative project by experienced staff.“We plan two stakeholder conferences to discuss the issues.”,“We plan a 3-day international stakeholder conference in Belgradein year 1 and another 3-day event in Niš in year 2 …”“We plan to invite key Ministry representatives and EU experts.”…”“We plan to discuss key problems of inclusivity on day 1 and topresent potential solutions implemented in EU states on day 2...”You have to decide which level of detail is appropriate, butyou must convince evaluators that objectives will beachieved.26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I26


It is very important to format text to make it easy for the evaluators to read.Use subheadings, indents, and break up text with tables or pictures occasionally:Note: I find information easier to assimilate (take in or understand fully)when written in Arial fonts and not in Times New Roman fonts.27


Make sure to respect causality and consistency principlesWhy?Project environmentand Background documentsJustification & problem analysisStakeholders analysis/needsWhat?Objectives and PurposeTo/For whom?Refine the scope,target groups/beneficiariesDefine outcomes&resultsResults, Risks & Impact?Monitor changes to the project,make corrections, adjust your scheduleto respond to problems, oradjust your expectations and goals.How?Refine the strategy,methodology, Activities;Means, available resources26. January 2013Who & When? Where?identify Work plan and tasksand develop a scheduleand resources, budget..I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I28


Key factors to avoid for project proposal successIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderCreating aBackground documentProvide sufficientEvidence and DetailsCausality andconsistency principleso No respect for instructions. Be intelligent in implementing the instructions.Every word of the policy document has a meaning.o The text of different parts of a proposal is not consistent so evaluators getconfusedo Lack of understanding of Evaluation criteria (objective vs subjective)o Poor needs analysis and description of the starting point (stakeholders,problems, target groups, state-of-the-art, markets, etc)o Small relevance for the call objectiveso Insufficient detail given of planned activities as evidence to convinceevaluators of impacto Poor impact analysis26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I29


Key factors for success in project developmentIntro & How EUProgrammes workKey factors forsuccess in projectdevelopmentContext andStakeholders AnalysisCreating a ProjectEnvironment folderCreating aBackground documentProvide sufficientEvidence and DetailsCausality andconsistency principleso Educate evaluators in simple and easy to understand language usingreferences from background documentation;o Answer evaluators’ questions and make sure you understand assessmentcriteria before you start writing;o Provide ‘just enough’ details needs analysis, activity description and impactanalysis;o Provide measurable evidence of your claims from credible info sources;o Present information in the best format for the readers to understand them.o Make sure to respect Causality principle: and directly interconnect why –what – how – etc.. There should be nothing more and nothing less in yourproject proposal;o Make sure to be Consistent in all parts of the project proposal;26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I30


Questions and answersThank you for your attention!Some Useful Links before we continue:‣ EU funds info www.eufinds.info‣ Balkan Security Network www.balkansecurity.net‣ ICIP http://www.icip-serbia.org/‣ CORDIS Partner Search http://cordis.europa.eu/partners/‣ EEN Technology transfer http://www.enterprise-europe-network.ec.europa.eu/services/technology-transfer‣ EEN Serbian contact http://www.een-srbija.rs/‣ The network of European NCP-SME http://www.ncp-sme.net/‣ WBC-Inco Net http://www.wbc-inco.net/object/news/list26. January 2013I Balkan Security Network I www.eufunds.info I info@balkansecurity.net I31

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