Evaluation of FP7 Proposals - Seventh EU Framework Programme ...

3About Calypso FP7

Participating inFP7: Theproposal7

9Having a high mark of theevaluation of the proposal isthe only way to get funded!

Let’s talk about Evaluation!10

Evaluation:What, Why,How?11

12Why Evaluations?There needs to be anIndependentCredibleUndisputable… way of selecting the proposals to befundedOnly the best, most relevant, most innovative,with the most impact proposals should beselected

13What are Evaluations?The process of marking proposals…. by independent selected experts…. so that at the endAll proposals are evaluated in a concerted wayAll proposals are ranked by their marksThe eligible for funding proposals are identifiedEvaluations are held during a definedtimeframe and a very close framework

15How are Evaluationsperformed?Evaluators welcome and briefingDistribution of proposals and meetings scheduleFor each proposalIndividual ReadingIndividual Comments and MarkingConcertation Meeting (with 3 experts or 5 experts)Concerted Assessment Report DefinitionPanel MeetingRanking Process

Proposal16EligibilityIndividualEvaluationConsensusThresholdsPanel ReviewHow areproposalevaluated?InitialInformation toapplicantsCommissionRankingNegotiationCommissionDecisioncommunicatedCommission RejectionDecisionCommission DecisionDecision

The big day17ProposalCopy 1ProposalCopy 2ProposalCopy 3Evaluator 1Evaluator 2Evaluator 3IndividualAssessmentReportExpert 1IndividualAssessmentReportExpert 2IndividualAssessmentReportExpert 3ConcertationMeetingConsensusscores andComments2HearingQuestionsConsolidatedConsensusReport

Evaluationcriteria18

Who are theEvaluators?19

20There are not all dentists!…. But they will do a indepthand clean job toevaluate…… and they are specialists!

Experts… across Europe andAssociated countries21Experts in their domainsDomains are in line with the call and challengecoveredSelected by the European CommissionBased on their expertiseBased on their experienceBalanced by Geography and GenderIndependent ExpertsWith no conflict of interestThey are people like you and I with specific skills

From an Evaluatorpoint of view22

23You are writing the proposalfor the evaluator!

24They need to find answersto help them evaluatingand filling the IndividualEvaluation FormIt is your job to provide themwith the answers!

25What information isexpected by theevaluators?

Evaluationcriteria26

27What information will helpevaluators?

28A great, innovative ideaUnderstanding the idea and the objectivesAre the objectives clear and well defined?Is the concept clear and compelling?Is it a great idea?Is it linked to the work program?Is it in line with the European policies andobjectives?Is it innovative, novel?Is it now the right time to do so?Very clear objectives and Concept, and welldiscussed!

What does this mean forEuropean Research?29 Understanding what is the progress over the SOA Is the SOA complete and well documented? Is the progress over the SOA well discussed? Is the progress clear? Are they linked to the Objectives or the Concept? Is the progress going to have an impact? Is it going to improve European Research place inthe world?Well defined progress over the SOA and what ismeans? They will need to link with the objectives!

How it will implemented tosuccess? Understanding how it is implemented The overall work breakdown, Is the work package structure simple to understand? Are the tasks well distributed in WP? Are the deliverables going to help deliver theobjectives? Are the milestones going to help to track the project? Is the overall timing realistic? Is the project manageable? Introduction of the partners! Do they have the right skills? Is the work well distributed? Are the partners complementary?Well defined defined Work breakdown anddemonstrating it can be managed, and is linked tothe Objectives30

Will the project bemanaged?31 Is this the best management structure that will deliver the project drive it to deliver all the deliverables and milestones manage the issues in the consortium can communicate to the commission in the mostefficient way and meet the expectations. Is it an efficient and appropriate structure Needs to be right for the size of the project Not too complicated Roles well definedIt is an important Section, as it brings theconfidence and professional dimension to theproposal

Is this the best Consortiumfor the project?32 Is it a very strong consortium? Is the consortium multi-disciplinary an well balanced? Are each partner bringing something unique? Are some partners complementary and can collaborate? Is this the best consortium? Are the key personnel relevant to the proposal (not onlythe standard key personnel)? Are all tables a complement to the “Sales” of theconsortium?This is the Sales speech of the consortium – This isthe best consortium to deliver all the outcomes ofthe project

Will the project haveoutcomes…33 To be exploited By the consortium (this shows commitment) By external potential companies Will it have value? Should it be funded… because… Will have a desirable Impact? How will it be known?This is the Sales speech of why funding this proposalversus another proposal is the best choice!

34It is all of this an Evaluatorneeds to understand andbelieve in!

Evaluators are Human!35

Helping theEvaluator36

37A Proposal is a story thatbuilds….…. From the Title … to theImpact!

38Thetimeframe islimitedUnderstandingthe proposalMarking andcommentingFindinginformationIn roughly 2 hoursDiscoverConsortium andprojectCollect all theinformation

This means39Creating the mental imageFrom the Summary, the acronym … to the fullstoryCreate the place in the brainAdd the pieces of the jigsawPlaces that fit well, and make the full pictureTo be able to objectively mark the proposal …getting excited by it ….and believe in it!You have to bring the story to the evaluators!

40This also meansIf part of the proposal are unclearThis will be unclear for the EvaluatorThis create uncertaintySo the proposal will be “killed”If information is not foundThere is no way to fill and mark the formobjectivelyThere is a likelihood that the proposal will just goover threshold, if it is a great ideaEvery part of the proposal needs to be solid

What you need toremember41

42You are writing the proposalfor the evaluator!

Evaluationcriteria43

Evaluators are Human!44

45Last Tips

46Last TipsInnovate in the idea, not on the templateBe consistent with orders, names of partnersBe consistent with numbers (effort, costs, all over the proposal)Avoid Copying and Pasting (even the management section)Avoid last minute preparation (these mistakes are very costly)Keep the language appropriate for each sectionTake time to review, review and review the proposal beforesubmissionSubmit often

47Seek Help

External Consultants48To help the proposal preparationCreate the proposal for the EvaluatorsHelp managing the overall processLog issues and risks, and create mitigation plansCreate the highest quality proposal or join thebest projectTo pre-evaluate the proposalHave a check before sending it for evaluationUnderstand how the proposal would beperceived by evaluatorsIncrease the readability and the story telling ofthe proposalThe value of engaging external consultants:consider this

49Calypso FP7 Pre-EvaluationClose to reality evaluation3 evaluators (selected for the call, challenge, …)Time Constraint: 2 hoursConcertation meeting and consolidation of marks andcommentsFull review by each expert (2 hours)Consolidation and discussion between ExpertsDocumentation and Communication to CoordinatorOutcomesConsolidated Evaluation ReportsComments and RemarksRecommendations on the proposalFull and in-depth analysis and comment of the proposalOn average 1 to 1.5 points increase

Bertrand DoryBertrand@calypso-fp7.euhttp://www.calypso-fp7.euhttp://www.fp7ebook.euTwitter: bertranddorylinked-in: bertrand_dory50