Safer Internet plus INFO DAY

18 APRIL 2008Budapest

HOW TO PREPARE and SUBMIT A PROPOSALDr. Michael Busch

European CommissionDG Information Society & Media

Unit E6 – eContent & Safer Internet

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Week 1 – a few days after the Info Day

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Let’s have a look at the calendar and talk to our partners

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WEEK 1: In view of the consortium meeting

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It was good to know about the FAQs

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Week 2: Consortium meeting

Objectives of the meeting:• Definition of roles and responsibilitiesOverall administrative/financial co-ordinatorTechnical co-ordinators if required• Tasks’ and budget’s distribution• Set up deadlines for drafts and input

from partners• Agree on a joint advisory board and

system to collect letters of support

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Results of the meeting: this is the planning and I am the co-ordinator…

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Proposal submission: what to submit

• A proposal consists of three parts:– Part A: Forms A1, A2, A3 and A4– Part B: Narrative Description of

Work (DoW)– Part C: Forms C1 and C2

You must fill in and submit all three parts (forms A, B and C)

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What does it mean?

• My shopping list:• Administrative forms:• I have to fill in form A1 and A3 (budget)• I have to collect forms A2 and A4 from each

partner (included the co-ordinator)• I have to collect forms C1 and C2 from all

partners which are not public bodies

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What does it mean? (cont.)

Part B:

• I have to prepare the first draft and send it to the partners for comments

• I have to collect from my partners:all letters of support and list them in

point 7.2 of part B;description of their organisation, their

role in the project and their key personnel (brief CV) for point 5 of part B.

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What does it mean? (cont.)

Overall proposal:

• I have to prepare 1 unbound original + 5 bound copies of all parts

• I have to burn a CD-rom with xls files for the administrative files and pdf of part B

• I have to make sure that the proposal arrives at the Commission by the date and time set in the call

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What does it mean? (cont.)

Last but not least… I have to go back to the Safer Internet Helpdesk in order to clarify one issue that after the consortium meeting is still pending.

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What does it mean? (cont.)

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What does it mean? (cont.)

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WEEK 2 and 3: Doubts while preparing the draft of Part B

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WEEKS 3-4: Doubts while preparing the draft

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WEEK 3: Doubts while preparing the budget…

Q. Should I indicate the name of a potential subcontractor in the proposal?

Q.To what extend the budget breakdown is « indicative »? Can we transfer money between cost categories?

Q.We will receive some sponsorhip. Where should I mention this?

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Direct Costs(eligible for all project types)

Personnel costs: personnel working for the project Travel & subsistence costs incurred for project

according to usual rules of applicant Subcontracting: identified in Part B of the proposal;

bid offering best value for money Other specific costs = costs not eligible under other

mentioned cost categories, subject to Commission approval if not listed in grant agreement

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Indirect Cost

Overheads: Flat rate up to 30% of personnel costs.

general management and administration costs depreciation of buildings and equipment rent, heating, water, electricity, office furniture personal computers, office supplies including printer

ink and stationery telecommunications and postal charges.

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Week 4: doubts while collecting A Forms

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WEEK 4/5: self assessment: using the IARs

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Week 6 = 28 May = deadline for proposal to arrive in Luxembourg

THANK YOU!Safer Internet plus Helpdesk:Saferinternet@ec.europa.eu

Safer Internet plus web site:http://ec.europa.eu./saferinternet