Project proposals

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How to write a successful proposal
Jacob Bangsgaard
Head of International Cooperation
ERTICO – ITS Europe
j.bangsgaard@mail.ertico.com
Bratislava – 28 January 2005
ERTICO – ITS Europe
ERTICO
Why
How
If successful
Some examples
 Promotes and supports the implementation of ITS in
Europe and internationally
 95 partners from Authorities, Operators, Industry,and
Users
 ITS World Congress
 European ITS development for Galileo, Digital mapping,
ITS-architecture, TMC, eSafety, e-Call, Hazardous goods,
Tracking-Tracing, In-vehicle open telematics platform,
Road Charging Interoperability, Digital Tachograph, DAB,
e-Logistics, Electronic Vehicle Identification, International
Cooperation, etc.
Bratislava – 28 January 2005
Why write an EC proposal?
ERTICO
Why
How
If successful
Some examples
 Money, in-house development,
internationalisation, R&D
 A good idea or further develop existing work
 Do you have the necessary resources to do the
proposal and the work?
 Will the proposal be better than the others?
 Is it the right solution? Can your activity wait?
Bratislava – 28 January 2005
What is needed?
ERTICO
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Why
How
If successful
Some examples
Idea
Consortium
Ways of funding (budget, own funding)
Call (eligibility criteria for participation and funding)
Proposal and budget
Make the deadline
Do you have the knowledge on how to write a
proposal?
Bratislava – 28 January 2005
The process (1-2 years)
ERTICO
Why
How
If successful
Bratislava – 28 January 2005
Some examples
Ways of funding
ERTICO
Why
How
If successful
Some examples
 Call Publication (Cordis, OJ)
- Eligibility criteria for participation and funding
- Budget
- Deadline
 Select the right instrument
- Integrated Projects (IP)
- Network of Excellence (NoE)
- Specific Targeted Research Projects (STREP)
- Coordination Actions (CA)
- Specific Support Actions (SSA)
Bratislava – 28 January 2005
Proposal outline
ERTICO
Why
How
If successful
Some examples
 Clear objectives (1-2 pages)
 Clear structure
 Define work plan
 Define links to the Work Programme
 Use background documents from the EC
 Meet the requirements of the call
Bratislava – 28 January 2005
Create a consortium
ERTICO
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Why
How
If successful
Some examples
Who can participate?
Who do you need for the work (incl. sectors)?
Who would be good to include?
Partners should complement each other
Are the right persons from each partner involved?
Do you have a European balance?
Is there a balance in partners’ workload?
Where can you search for partners?
Bratislava – 28 January 2005
Final proposal adjustments
ERTICO
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Why
How
If successful
Is the proposal clearly written?
Does the proposal address the work programme?
Are the objectives clear?
Is the way to achieve them clearly laid out?
Are expectations realistic?
Is the timeframe reasonable?
Are the deliverables meaningful?
Is there a sound project cost?
Perform a screening (Experts, EC, NCP, etc.)
Make an internal evaluation
Complete and send your proposal to the EC
Bratislava – 28 January 2005
Some examples
Next steps
ERTICO
Why
How
If successful
Some examples
 Evaluation process
Communication of evaluation results to Member
States & proposers (get national support)
 Negotiation process
Meetings with the Commission
Contract Preparation Forms (CPF)
Budget revision
Legal issues
 The contract
Consortium agreements
Bratislava – 28 January 2005
Project management
ERTICO
Why
How
If successful
Some examples
 Project reporting - dissemination
Project fact sheets, Website, Periodical reports
Deliverables, Events
 Financial reporting
Justification of costs, Audit certificates, Financial
statements
 Project reviews
Technical reviews, Financial audits
Bratislava – 28 January 2005
Examples of ongoing activities
ERTICO
Why
How
If successful
 e-Thematic – CA
 eScope – SSA
 SIMTAG - STREP
Bratislava – 28 January 2005
Some examples
e-Thematic - CA
ERTICO
Why
How
If successful
 The Concept
Bratislava – 28 January 2005
Some examples
e-Thematic - CA
ERTICO
Why
How
If successful
Some examples
Partners
 Buck Consultants International (Coordinator)
 ERTICO – ITS Europe
Members
Allagraf, UK, British International Freight Association, UK, Brunel University,
UK, European Car Transport Group of Interest, Belgium, European Federation
of Inland Ports, Belgium, ILiM, Poland, SCOR Training Center, The
Netherlands, ShipServ Ltd, UK, Thomas Miller & Co Ltd, UK, WebHouse,
Denmark
Bratislava – 28 January 2005
eScope - SSA
ERTICO
Why
How
If successful
 Dissemination
 2 Year duration
 600.000 EUR budget
 100% funding
Bratislava – 28 January 2005
Some examples
eScope - SSA
ERTICO
Why
How
If successful
Partners
Advisors and Observers
 Monitor the progress of eScope
 Guide the work to secure consistency and
assure that the project is in line with the needs
of the eSafety stakeholders
 Panel of EU Member State representatives,
invited to report on eSafety activities
Bratislava – 28 January 2005
Some examples
SIMTAG - STREP
ERTICO
Why
How
If successful
Some examples
 Scope
SIMTAG – aims to improve safety and security of
intermodal freight transportation:
..knowing where
things should be
and what
condition they
should be in; and
knowing where
things are and
what condition
they are in..
Bratislava – 28 January 2005
SIMTAG - STREP
ERTICO
Why
How
If successful
 Partners
• 2 Years - January 2003 – December 2004
• Budget 1.420.000 EUR
• 50% funding
Bratislava – 28 January 2005
Some examples
Example of an IP proposal
ERTICO
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Why
How
If successful
Some examples
Global System for Telematics – GST
Bratislava – 28 January 2005
GST - IP
ERTICO
Why
How
If successful
Some examples
 Need of a common architecture and standardised interfaces
 Key to mass market instead of fragmented market
 Key to free competition leading to high quality and choice for low process
Bratislava – 28 January 2005
GST - IP
ERTICO
Why
How
If successful
Some examples
 Integrated Project
Total budget: 21,5 million EUR, EC contribution: 11 million EUR
Start: March 2004, end: February 2007 (36 months)
 Steering Committee (14):
Chairman: RENAULT, Vice-chairman: BMW, Coordinator: ERTICO
ALLIANZ, BMW , BOSCH, DAIMLERCHRYSLER, FIAT CRF, FORD, FRANCE
TELECOM, OPEL, RENAULT, SIEMENS VDO, SNRA, T-SYSTEMS, TELECOM
ITALIA, VOLVO
 Partners (50): ALLIANZ, AVE, BMW , BOSCH, DAIMLERCHRYSLER, EBU,
ERTICO, FIAT CRF, FORD, FRANCE TELECOM, GATESPACE, GEWI, ISMB, KREIS
OFFENBACH, KU LEUVEN, MECEL, MIZAR, MOTOROLA, NAVTECH, OPEL, ORANGE,
PMI, PROSYST, PTV, Q-FREE, RENAULT, RSA, SES GLOBAL, SIEMENS VDO, SRA,
SUSSEX POLICE, TDF, TUM, TELCORDIA, TELE ATLAS , TELECOM ITALIA, TELEMATICS
CLUSTER, TELMACON, TNO, TRIALOG, TRUSTED LOGIC, T-SYSTEMS, TUV, VIALIS,
VIKTORIA INSTITUTE, VOLVO, WIRELESS CAR
Bratislava – 28 January 2005
GST - IP
ERTICO
Why
How
If successful
Bratislava – 28 January 2005
Some examples
GST - Proposal
ERTICO
Why
How
If successful
50 Partners
380 pages proposal
 Table of Contents
 Terminology
 References
 Figures
 Tables
 Vision
 Proposal
Bratislava – 28 January 2005
Some examples
GST - Proposal
ERTICO
Why
How
If successful
1 Project summary
1.1 Proposal full title
1.2 Proposal acronym
1.3 Strategic objectives addressed
1.4 Proposal abstract
Bratislava – 28 January 2005
Some examples
GST - Proposal
ERTICO
Why
How
If successful
Some examples
 GST addresses IST Strategic Objective
10 “eSafety of road and air transport”.
 GST has also important links to IST
Strategic Objectives 4 to 6:
-
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Mobile and Wireless Systems Beyond 3G
Towards a global dependability and security
framework
Multimodal interfaces.
Bratislava – 28 January 2005
GST - Proposal
ERTICO
Why
How
If successful
Some examples
2 Project objectives
2.1 An open market for on-line services
2.2 Enabling safety services reducing the
number of fatal accidents
2.3 Objectives for the GST sub-projects
2.4 How the sub-project objectives interlink
3
Participant list
Bratislava – 28 January 2005
GST - Proposal
ERTICO
Why
How
If successful
Some examples
Sub-projects:
Open Systems objectives (OS sub-project)
Certification objectives (CERTECS sub-project)
Payment objectives (S-PAY sub-project)
Security objectives (SEC sub-project)
Rescue objectives (RSQ sub-project)
Extended Floating Car Data objectives (EFCD sub-project)
Safety Channel objectives (SAF-CHAN sub-project)
Bratislava – 28 January 2005
GST - Proposal
ERTICO
Why
How
If successful
Some examples
Partners:
List of participants
#
Role*
Name
1
CO
EUROPEAN ROAD
TRANSPORT
TELEMATICS
IMPLEMENTATION
COORDINATION
ORGANISATION SCRL
Allianz Zentrum für
Technik Gmbh
ave Verkehrs- und
Informationstechnik
Gmbh
BMW Forschung &
Technik Gmbh
Robert Bosch Gmbh
DaimlerChrysler AG
2
CR
3
CR
4
CR
5
6
CR
CR
Short name
Country
Belgium
Date enter
project**
Month 1
Date exit
project**
Month 36
Germany
Month 1
Month 36
Germany
Month 1
Month 36
Germany
Month 1
Month 36
Germany
Germany
Month 1
Month 1
Month 36
Month 36
ERTICO
ALLIANZ
AVE
BMW
BOSCH
DAIMLERCHR
YSLER
Bratislava – 28 January 2005
GST - Proposal
ERTICO
Why
How
If successful
Some examples
4 Relevance to the objectives of the
specific programme and/or thematic priority
4.1 Contributions and links to IST scientific
and technical objectives
4.2 Contribution to IST wider societal and
policy objectives
4.3 Advancing the state-of-the-art
4.4 Conclusion
Bratislava – 28 January 2005
GST - Proposal
ERTICO
Why
How
If successful
Benefits of GST
car manufacturers
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save costs by having a
choice between suppliers
(control centre operators,
middleware providers,
terminal manufacturers,
service providers, security
system providers,
payment and billing
providers, …)
richer and more flexible
portfolio of services that
can be offered to users
option to work with
different partners in
different countries when
offering pan-European
services
save costs by avoiding
expensive recalls
terminal manufacturers
reduction of development
costs
increase revenue as it
becomes easier to work
with any client or supplier
(car manufacturer, control
centre operator,
middleware provider,
service provider, security
system provider, payment
and billing provider, …)
control centre operators and
middleware providers
 reduction of development and
operational costs
 increase revenue as it becomes
easier to work with any client or
supplier (car manufacturer,
terminal manufacturer, service
provider, security system
provider, payment and billing
provider, …)
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service providers
reduction of development and
operational costs
reduction of time to market
increase revenue as it becomes
easier to work with any client or
supplier (car manufacturer,
control centre operator,
middleware provider, terminal
manufacturer, security system
provider, payment and billing
provider, …)
possibility of tailoring one
technical development to many
implementations
roaming between control
centres
Telco operators
insurance companies, fleet
managers, public authorities
 access to in-vehicle devices
 reduction of development
costs
 increase revenue as it
becomes easier to work with
any client or supplier (car
manufacturer, control centre
operator, middleware
provider, terminal
manufacturer, service
provider, security system
provider, payment and
billing provider, …)
 get access to the in-vehicle
telematics market
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end users
greater selection of services
to choose from
lower cost for services
(possible to select services
with different
performance/cost)
seamless access to
personal services when
driving
increase of airtime revenue
new business opportunities (telcos are well-suited to take on the new role of control centre operator)
possibility to work with all actors in the value chain possibility to work with all actors in the value
chain
Bratislava – 28 January 2005
Some examples
GST - Proposal
ERTICO
Why
How
If successful
Some examples
 5 Potential impact
 5.1 Re-inforcing competitiveness
 5.2 Societal impact
 5.3 Innovation
 5.4 Exploitation and dissemination plans
 5.5 Added-value of carrying out the work at the
European level
 5.6 National and international research activities
 5.7 Contributions to standards
 5.8 Contribution to policy developments
 5.9 Risk assessment
Bratislava – 28 January 2005
GST - Proposal
ERTICO
Why
How
If successful
Bratislava – 28 January 2005
Some examples
GST - Proposal
ERTICO
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Why
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If successful
6
Outline implementation plan
6.A Activities
6.1 Introduction
6.2 Research, technological development and innovation
6.3 Demonstration
6.4 Training
6.5 Consortium management
6.B Plans
6.6 GST Quality handbook
6.7 GST Gender action plan
6.8 GST Risk management plan
6.9 GST Collaboration plan
6.10 GST Validation plan
6.11 GST Communication plan
6.C Milestones
6.12 Major milestones during project lifetime
Bratislava – 28 January 2005
Some examples
GST - Proposal
ERTICO
Month
4
4
3
8
8
16
18
34
4
12
36
Why
How
If successful
Milestone
GST Quality handbook (incl. maintenance)
GST Progress reports
GST On-line collaboration tool
GST Scenarios and business use cases (incl.
maintenance)
GST Use cases and system requirements (incl.
maintenance)
GST High-level architecture (incl. maintenance)
GST Framework architecture and interface
specifications (incl. maintenance)
GST Validation plan
GST Validation results
GST Communication plan
GST Workshops
GST Training seminars
GST Dissemination and use plan
GST TIP
Bratislava – 28 January 2005
Some examples
GST - Proposal
ERTICO
Why
How
If successful
Some examples
7 Project management
7.1 Matrix organisation
7.2 Management entities
7.3 Special role of the Open Systems subproject
7.4 Collaboration in practice
7.5 Link to EUCAR’s Integrated Safety
Programme
Bratislava – 28 January 2005
GST - Proposal
ERTICO
Why
How
If successful
Bratislava – 28 January 2005
Some examples
GST - Proposal
ERTICO
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Why
How
If successful
Some examples
8 Detailed implementation plan
8.1 Introduction
8.2 Common deliverables and tasks across sub-projects
8.3 IP Management and support
8.4 Certification sub-project (CERTECS – Certification of
Telematics Components & Services)
8.5 Enhanced Floating Car Data sub-project (EFCD)
8.6 Security sub-project (SEC)
8.7 Open Systems sub-project (OS)
8.8 Rescue sub-project (RSQ)
8.9 Safety Channel sub-project (SAF-CHAN)
8.10
Service Payment sub-project (S-PAY)
Bratislava – 28 January 2005
GST - Proposal
ERTICO
Why
How
If successful
Bratislava – 28 January 2005
Some examples
GST - Proposal
ERTICO
Why
How
If successful
Bratislava – 28 January 2005
Some examples
GST - Proposal
ERTICO
Why
IP Level
1.
2.
3.
4.
5.
6.
7.
1.
2.
3.
4.
5.
6.
7.
8.
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How
If successful
SP Level
Objectives
To operate the IP-level work plan and
1.
To operate the sub-project work plan and
ensure work progress according to the
ensure work progress according to the
plan.
plan.
To develop and apply sound quality
2.
To develop and apply sound quality
management procedures at IP level.
management procedures.
To develop and apply sound financial
3.
To maintain the on-line collaboration tool
management procedures for the IP and
supporting all activities within the subapply them.
project.
To develop and maintain all contractual
4.
To ensure appropriate co-operation with
documents for the IP.
other sub-projects and with related
To install and maintain an on-line
projects.
collaboration tool supporting all activities
5.
To act as a technical guardian for the
within the integrated project.
project.
To ensure appropriate co-operation
between the sub-projects and with
related projects.
To act as a technical guardian for the
project.
Description of work
Develop a quality handbook addressing
1.
Apply the quality handbook addressing
all quality assurance issues likely to be
all quality assurance issues likely to be
encountered at IP level.
encountered at sub-project level.
Carry out the overall co-ordination of the
2.
Carry out the overall co-ordination of the
project ensuring consistent progress with
project ensuring consistent progress with
the
work
plan
(monitoring
progress,
the
work
plan
(monitoring
progress,
identifying
difficulties,
implementing
identifying
difficulties,
implementing
corrective
actions)
including
the
corrective
actions)
including
the
development
and
application
of
development
and
application
of
management and consensus building
management and consensus building
procedures and responsibility of final
procedures and responsibility of final
decisions where necessary.
decisions where necessary.
Produce periodic progress reports and
3.
Support the IP periodic progress reports
send them to the Commission.
with information from the sub-project.
Maintain a SAP-based financial system
4.
Prepare documents, meetings, agendas
to support all transactions to be carried
and invitations for the management team
out in the context of the IP.
and the steering committee.
Take
care
of
contracts,
contract
5.
Produce
minutes
of
meetings
and
amendments, admission of new partners
provide circulation of documents.
and any legal issues.
6.
Ensure links and co-ordinate technical
Prepare documents, meetings, agendas
activities with other projects and external
and invitations for the core team, the
bodies.
steering
committee
and
the
general
assembly.
Produce
minutes
of
meetings
and
provide circulation of documents.
Ensure links and co-ordinate technical
activities with other projects and external
bodies.
Deliverables
D.GST.1.1 - GST Quality Handbook (incl.

D.SP.1.1 - SP Quality Handbook (incl.
maintenance)
maintenance)
D.GST.1.2 - GST Progress Reports

D.SP.1.2 - SP Progress Reports
D.GST.1.3 - GST Final Report

D.SP.1.3 - SP Final Report
Milestones
M4 – D.GST.1.1

M4 – D.SP.1.1
M6 – D.GST.1.2 (every 6 months)

M6 – D.SP.1.2 (every 6 months)
M36 - D.GST.1.3

M36 - D.SP.1.3
Bratislava – 28 January 2005
Some examples
GST - Proposal
ERTICO
Why
How
If successful
Some examples
9 Project resources and budget overview
9.1 Overall budget
9.2 Budget first 18 months
9.3 Management description of resources
10 Ethical issues
11 Other issues
Bratislava – 28 January 2005
GST - Proposal
ERTICO
Name
Why
Personnel
Overhead
How
Travel
Subcontracting
If successful
Durable
equipm.,
consumables
and
computing
Protection
of
knowledge
Some examples
Other
ERTICO
ALLIANZ
AVE
BMW
BOSCH
IMLERCHRYSLER
EBU
FIAT CRF
Bratislava – 28 January 2005
Total
art.
#
1
GST - Proposal
ERTICO
Org. short
Name
Why
Cost
mode
l used
How
If successful
Some examples
Costs and EC contribution per type of activity
Estimated eligible
costs and receipts
RTD
Demonstratio
n
Training
Consortium
management
direct
of which
subcontr.
indirect
Eligible
costs
ERTICO
FC
total eligible
Requested EC
contribution
Bratislava – 28 January 2005
Total
GST - Proposal
ERTICO
Why
How
If successful
Some examples
Appendix A – Consortium description
A.1 Participants and consortium
A.2 Sub-contracting and other special cost
items
A.3 Third parties
A.4 Competitive calls
New partners
A.5 Funding of third country participants
Bratislava – 28 January 2005
GST - Proposal
ERTICO
Why
Content
TSP
Middle layer
AVE
Navtech
Allianz
Kreis
Offenbach
MIZAR
GATESPACE
PROSYST
PTV
T-Systems
SNRA
Sussex
Police
Wireless Car
Tele Atlas
Telematics
Cluster
Vialis
RSA Security
How
If successful
Access
layer
EBU
FRANCE
TELECOM
Orange
Automotive
supplier
BOSCH
GEWI
SES
GLOBAL
TDF
Telecom
Italia
Some examples
OEM
Other
Mecel
BMW
DaimlerChrysler
FIAT CRF
Motorola
FORD
ERTICO
KU
LEUVEN
Techn.
Univ.
Munich
Telcordia
PMI Intl
Q-FREE
OPEL/GM/Onstar
RENAULT
TNO
TUV
SIEMENS
VDO
Volvo
Technology
Corp.
Viktoria
Institute
Telmacon
Trialog
Trusted
Logic
Bratislava – 28 January 2005
Pendragon
ADSE
ISMB
Good luck with your proposal…..
Jacob Bangsgaard
Head of International Cooperation
ERTICO – ITS Europe
j.bangsgaard@mail.ertico.com
Bratislava – 28 January 2005
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