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 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 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 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 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: - - 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 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, …) 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 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 Why How 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 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. 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