Work packages, Deliverables and Milestones
Leonardo Piccinetti
EFB

• Template given in Annex to Guide for applicants – stick to it!
• Stay within the indicated maximum length per section
• Where no max: keep your text clear and concise
• Say important things.

• Title and Contents page + Summary
• Scientific and Technical Objectives
• Innovation (above the state of the art)
• Project Work plan and Methodology
• Deliverables Table
• Contribution to Objectives
• Dissemination and Exploitation of
Results

1.1 Concept and objectives
Information to be included in this section: general purpose of the project and vision statement organic description of activities to be carried out (phases of the project) specification of scientific and technical objectives of the project definition of expected outcomes for each phase of the project
This section is crucial for the evaluation of the quality of the proposal; highlight the scientific basis of the project; describe the connections of the different activities; describe utility of the expected the outcomes and their value in the framework of the project;
Suggested length 2-3 pages

1.2 Progress beyond the stat-of-the-art
Information to be included in this section:
Description of the state of the art
Identification of main problems, needs, constraints addressed by project;
Description of alternative methodologies/tools actually available on the market;
Detailed description of the benefit of the proposed methodology/tool in terms efficiency, effectiveness, safety, time consumption, costs, environment, etc.)
Section 1.2 is linked to the innovative aspects of the proposal;
Highlight benefit of proposed methodology/tool, comparing to the existing ones;
Include numbers and figures when possible;
Suggested length: 2-3 pages.

1.3 S/T methodology and associated work plan
Description of scientific and technical methodology to implement project activities;
Identification of WP’s and Tasks;
Development of a detailed work plan, including deliverables and milestones;
It is important to highlight how the partners intend to achieve the scientific and technical objectives including intermediary steps; how the partners will monitor and assess the scientific risks of the work to carry out; the temporal dimension of each task (and linking each task to other ones)
Description of the activities should be reflected in all the tables required for this section.
Suggested length: 6-7pages, excluding tables

• Reports: contractual, policy statements, guidelines, handbooks, draft standards, procedures, R&D strategy, etc.
• Prototypes: Technical Prototypes,
Commercial Prototypes
• Data: Statistics, Data in databases,
Trends, Indicators, etc.
• Software: Algorithm, code, database, integrated system, etc.

• IPR: Patent, copyright, trademark, registered design, etc.
• Educational: Lecture material, course material, CD, etc.
• Meetings: Workshop, seminar, conference, etc.
• Media: Website, Video, CD, etc.
• Publications: Scientific Journal,
Newsletter, proceedings, etc.

Number Task Deliverable Time
D.SP2.1
2.1
D.SP2.2
2.1
D.SP2.3
2.2
D.SP2.4
2.3
D.SP2.5
2.3
Preliminary cost analysis for full-scale production of module concepts of interest
Simulation of production lines in 3D for module concepts of interest
Month 16
Month 16
Machinery for all specified production steps has been developed to pilot line level (4 modules of 50 cm x 50 cm per day) and is delivered to INAP
Month 28
Design of production line for 10 MW peak
/year (1 module of 50 cm x 50 cm per minute)
Month 36
Final cost analysis Month 36

WP n
°
Title
Activity type
Start date
Person-months per participant
Objectives
How will you achieve the objectives? TASKS
Deliverables and month of delivery

•
•
•
•
Header: title, work package leader, effort per participant, start date
Objectives: clear and not to be confused with tasks!
Description of work: the activities; subdivided into tasks (numbering: T1.1, T1.2..
T2.1, T2.2…)
Deliverables: tangible evidence of project progress (reports, website, training material, communication material, benchmarking…) (numbering: D1.1, D1.2..
D2.1, D2.2…)

Numbering of Tasks, Deliverables and Milestones follows a simple constant numbering logic:
• A letter determines if it is a Task , Deliverable or Milestone : T , D or M
• The first digit is the Work Package number: 1, 2, 3...
• The second digit is a sequence number: 1, 2, 3…
• E.g.:



D3.2
= Second deliverable of WP3
M1.1
= First milestone of WP1
T4.3
= Task 3 of WP4

Do we know what we are talking about?
Programme Funding measure of the EC which finances
Projects
Project An action funded by one of the EC Programmes
Proposal A proposed action for funding under a Call for
Proposal
Work Programme Detail of what the EC intends to finance under each specific Call
Work Package “Phase” within an FP7 proposal work plan, also indicated as WP

Effort table is thoroughly checked for coherence and balance by evaluators!

Milestones are control “go-no-go” points

The PERT (Programme Evaluation and Review Techniques) Chart describes the links
•
Chart
• It must demonstrate that the focus of the management is on the prompt and proper accomplishment of the workpackages and deliverables.
• It is good idea to have one workpackage for Coordination and Management
• It is also usual to have a separate workpackage for the project management
Be careful
• Do not include all the partners in all the workpackages. This is sign of poor planning and organisation.
• Do not involve a partner in all the workpackages. Every partner has specific competencies and should be involved in specific tasks.
• Every partner in the project should have specific responsibilities for justifying their role in the proposal.

PERT CHART (Example)
WP1
Co-ordination and Project Management
Workpackage Leader: 1
Partners: All
WP2
Title: Sensor Development
Workpackage Leader: 3
Partners:1,2,7
WP3
Title: Hardware development
Workpackage Leader: 2
Partners:3,6,5
WP5
Title: Integration
Workpackage Leader:1
Partners:,6,7,1
WP6
Exploitation Plan
Workpackage Leader:4
Partners: All
WP4
Title: Software Development
Workpackage Leader:6
Partners: 4,5

PART B – Tables
PERT Diagram
WP1 Propose a sound taxonomy to describe deviations from assigned treatment in ambulatory patients (non-compliance) j e c t
P r o
W
P
9 t n e m e a g m a n
WP2 Identification and classification of the determinants of non-compliance with short-term and chronic
WP3 Development of the conceptual framework for the determinants of non-compliance
WP4 Exploring the current practices of compliance management by healthcare professionals and the pharmaceutical industry
WP5 Identification and assessment of complianceenhancing interventions
WP6 Assessment of the costeffectiveness of interventions that promote compliance
WP7 Preparation of policy recommendation for promoting patient compliance in European healthcare
D i s s i n e m a ti o n
W
P
8

2.1 Management structure and procedures
Information to be included:
Organisational structure of the consortium;
Roles, bodies and responsibilities (PM, AoP, SCB, etc);
Consortium agreement;
Decision making mechanism, conflict resolution and recovery;
Technical and financial control of the activities
Quality assessment procedures;
Reporting and administrative management;
Adapt management to the project complexity and size of consortium.
Include graphical representation of mgmt structure;
Maximum length for section 2.1: five pages

Contractual issues
Project Management issues
Ensure the prompt and proper accomplishment of project deliverables and milestones (Annual reviews, Mid-term reviews, Final review)
Financial issues
Financial project management
(underspending/overspending), Justification of costs,
Summary certified statement, Payement and distribution of money to the partners.
Legal issues Project core contract + model contract, consortium agreement, collective responsibility, consortium changes
General management issues
Workflow and Work Scheduling. Communication between partners and EC. Management of conflicts. Reporting.
Other issues Exploitation & dissemination of results, other innovation activities, IPR, Gender & Equality issues, ethical issues.

Consortium Management Structure
Governing Assembly (Names of Individuals)
-Senior Partner Representatives
-External Experts
-European Commission Representatives
-Funding Agency’s Representatives
Scientific Committee (Individuals)
Scientific representatives from partners
Only for IPs/NoEs
Management Group (Individuals)
-Consortium Manager
-Workpackage managers
Consortium (Organizations)
Partner Partner
Partner Partner

Consortium Management Structure
Project council
Management board
Coordinator, SP coordinators & Liaison Officer, Chairpersons of Committees
Theory
Working
Group
Models
Working
Group
Project Coordinator
SP1 Coordinator
Subproject 1
Probe development
SP2 Coordinator
Subproject 2
Animal Imaging
Whole animal
Imaging
Embryo
Imaging
Biological Applications
Theory and Experiments
SP Liaison Officer
SP3 Coordinator
Subproject 3
Cell Imaging
Microscopic
Imaging
Nano-scale
Imaging
Biological Applications
Theory and Experiments
Training Committee
Innovation Committee

Project Management/ Work breakdown
Describes the division of the project into workpackages (or even into sub-projects in the case of Integrated Projects)
Project Acronym
Project Title
Co-ordinator: Partner #x
WP1
Partner #x
Task 1.1
Task 1.2
WP2
Partner #x
Task 2.1
Task 2.2
WP3
Partner #x
Task 3.1
Task 3.2
WP4
Partner #x
Task 4.1
Task 4.2
WP5
Partner #x
WP6
Partner #x
Task 6.1
Task 6.2
Task 6.3
WP7
Partner #x
Task 7.1
Task 7.2

2.2 Individual participants
Each participant provides a short description of the organisation including relevant info pertaining to project activities and context, as well as prior experience in EU projects
Information to be included:
Profile of each organisation
23 CV’s of project assigned staff
Common misunderstanding: NO FORMATTED CV PLAIN TEXT ONLY
Profiles of organisations and key people should be addressed to the project activities, highlighting the experiences gained in the field of interest.
Maximum length for section 2.2: one page per participant

Define who will be involved in the work and their role
Organisations Contact Country Role

2.3 Consortium as a whole
“Describe how the participants collectively constitute a consortium capable of achieving the project objectives, and how they are suited and are committed to the tasks assigned to them”
Information to be included
Description of the consortium in terms of roles, expertise and specific involvement in project activities;
Highlight complementarity between participants
Description of the industrial involvement to ensure exploitation of the results.
Subsection.
i) Sub-contracting ii) Other countries iii) Additional partners
Maximum length for section 2.3: four pages

2.4 Resources to be committed
Rationale: very much is acceptable if duly explained and justified
Information to be included
Identify necessary resources
Justify resources according to project activities description of how the resources will be mobilised, including any resources that will complement the EC contribution (contribution of partners)
There is no specific template for this section it is up to you to make it as clear and easy to read as possible
Providing detailed information on the budget is positive for the evaluation of the project but risky for the future implementation of the project activities.
Maximum length for section 2.4: two pages

3.1 Expected impacts listed in the work programme
Contribution towards the expected impacts in work prog.
Other identified impacts (short-mid-long term/direct-indirect)
Explain why this contribution requires a European (rather than a national or local) approach.
Why will the consortium/project achieve these impacts?
Information to be included





Use same key words as in work plan;
Describe main constraints of industry/sector where the project will impact; include figures of the potential impact of the project (e.g. before and after); highlight the geographical dimension of the project; suggested length: 4-5 pages 3 – (Maximum length for the whole of section 3 – ten pages)

3.2 Dissemination and/or exploitation of project results, and management of intellectual property
Describe the measures you propose for the dissemination and/or exploitation of project results, and the management of knowledge, of intellectual property
Information to be included:




A detailed exploitation plan, including the description of the steps to bring the outcome of the project to the market;
Prevision for IPR between partners;
Dissemination and communication of the results to the scientific community;
Interaction with other on going projects and research initiatives at European level;
Must be appropriate for activities and work plan!
Suggested length 5-6 pages (Maximum length for the whole of section 3 – ten pages)

The following special issues should be taken into account:
Informed consent;
Data protection issues;
Use of animals;
Human embryonic stem cells;
Each proposal must include the Ethical Issues Table (provided in template)
Additional comments such as:
“Only in exceptional cases will additional information be sought for clarification, which means that any ethical review will be performed solely on the basis of the information available in the proposal. Projects raising specific ethical issues such as research intervention on human beings; research on human embryos and human embryonic stem cells and nonhuman primates are automatically submitted for ethical review.”

• Preliminary considerations:
– Ethical review will be performed solely on the basis of the information available in the proposal.
– Projects raising specific ethical issues such as research intervention on human beings; research on human embryos and human embryonic stem cells and non-human primates are automatically submitted for ethical review.
– To ensure compliance with ethical principles, the Commission Services will undertake ethics audit(s) of selected projects at its discretion.
• Issues to be clarified:
– Informed consent: When describing issues relating to informed consent, it will be necessary to illustrate an appropriate level of ethical sensitivity, and consider issues of insurance, incidental findings and the consequences of withdrawing from the study.
– Data protection issues: Avoid the unnecessary collection and use of personal data. Identify the source of the data, describing whether it is collected as part of the research or is previously collected data being used. Consider issues of informed consent for any data being used.
Describe how personal identification in the data is protected.
– Use of animals: Where animals are used in research the application of the 3Rs (Replace,
Reduce, Refine) must be convincingly addressed. Numbers of animals should be specified.
Describe what happens to the animals after the research experiments.
PromedAccess, 8-10/01/08
Service Europe UnivMed/Protisvalor

– Human embryonic stem cells: Research proposals that will involve human embryonic stem cells (hESC) will have to address all the following specific points:
• the necessity to use hESC in order to achieve the scientific objectives set forth in the proposal.
• whether the applicants have taken into account the legislation, regulations, ethical rules and/or codes of conduct in place in the country(ies) where the research using hESC is to take place, including the procedures for obtaining informed consent;
• the source of the hESC
• the measures taken to protect personal data, including genetic data, and privacy;
• the nature of financial inducements, if any.
– Identify the countries where research will be undertaken and which ethical committees and regulatory organisations will need to be approached during the life of the project.
– Include the Ethical issues table. If you indicate YES to any issue, please identify the pages in the proposal where this ethical issue is described.

• Content:
– Describe actions that would be undertaken during the course of the project to promote gender equality in your project, or in your field of research.
– Examples:
• actions related to the project consortium: e.g. improving the gender balance in the project consortium, measures to help reconcile work and private life, awareness raising within the consortium)
• actions aimed at a wider public: e.g. events organised in schools or universities
• Conclusions on Part 5:
– Pages limit:
• One page
– Evaluation criteria:
• None
• This part will be discussed during negotiations if the project is successful

Actions that would be undertaken during the course of the project to promote gender equality in the project and/or field of research.
actions related to the project consortium (e.g. improving the gender balance in the project consortium, measures to help reconcile work and private life, awareness raising within the consortium); or, where appropriate, actions aimed at a wider public (e.g. events organised in schools or universities).
(Maximum length for section 5 – one page)

Thank you!
Leonardo Piccinetti