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Catherine Holt, LIFE NCP, Beta Technology
How to Write a LIFE Application
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Contents
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Where to Start
The Proposal
Key Information
eProposal
Help and Support
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Where to Start?
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Essential Reading
Read the guidance documents at
least TWICE
• Multiannual Work Programme
• Guidelines for Applicants
• General Conditions
• Evaluation Guidelines
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EU legislation
Actions
ENVIRONMENTAL
PROBLEM
CAUSES
Objectives
Objectives
Objectives
Actions
Actions
Actions
Project
Results
Actions
Actions
Impact
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What Makes a Good Proposal
• Set the scene. Explain the extent to which the
identified problem is of EU importance
• Ensure there is a logical link between the
threats/problems and the objectives, actions
and expected results
• Link any background/pre-LIFE preparatory
work to the proposal
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What Makes a Good Proposal
• A monitoring method to assess impact of
actions is included
• Deliverables clearly linked to expected results
and address targeted problem
• Proposal has been discussed with relevant
stakeholders
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What Makes a Good Proposal
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Where to Start?
Writing a clear, well constructed, logical application you need to
show exactly:
• What the problem is you are looking to solve
• Why it is needed
• How you will do it
• Who will do it
• How much it will cost
• How you will prove it worked
(and don’t forget, all this wrapped up in the European context)
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Use Project Tools
Logical Framework
Problem Diagram
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Following a Logical Framework Approach
• Sets out the project in a logical structured way from overall
aim all the way down to each individual action showing how it
all links together
• Can reveal inconsistencies or oversights
• Helps identify risks and aids planning for contingencies
• Provides the structure from which writing the detail of the bid
becomes far simpler- including budget, timetable and
monitoring plans
• Makes it easier for progress to be assessed and reported
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How Long Will it Take?
Resources required/roles
• Technical lead/PM (developer): 8 weeks FTE (min)
• Funding technical lead/co-ordinator: 4-8 weeks
• Consultant bid writer: 4-8 weeks (optional; advisable for big
projects)
• Legal support: 1-2 weeks
• Finance support: 3 weeks
• Post submission, pre start: 6 weeks
Slide by Ed Clegg, Environment Agency at the Proposal Writing Workshop
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The Proposal
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Proposal Structure
Technical application forms
• A – administrative information
• B – technical summary and overall context of the project
• C – detailed technical description of the proposed actions
Financial application forms
• Budget breakdown for the project
• Costs broken down into cost categories
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A Forms
• All forms are mandatory
• Used to provide basic information about the project and
details of each participant
• All boxes must be complete – there should be no blanks
(write not applicable/none/no relevant information/etc.)
• Follow the guidelines, e.g. character limits
• The contact information provided here is the only one that
the EC will use throughout the life of the proposal – ignorance
is not accepted as an excuse!
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A Forms – Common Mistakes
A2/5 – Beneficiary Information
• Make sure email is (and will remain!) valid – will need to
check on a daily basis throughout the duration of the
evaluation procedure (A2).
• Coordinating Beneficiary: Describe your organisation to
allow the Commission to evaluate whether you have the
necessary experience and expertise for successfully
implementing the project (A2).
• Legal status: public / private (A2, A5). A NGO is NOT a public
authority.
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A Forms – Common Mistakes
A6 – Co-financier
• Allowed wording includes ‘The co-financing is binding provided the
project will be awarded in the programme’
• ‘To be confirmed’ is not sufficient detail
A7 – Other EU Funding
• Do not underestimate the importance of the A7 form
• Mention any similar projects supported, even in other EU
programmes
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A8 Form – Declarations
of Support
• Need one for each
country participating in
the project - UK = 4 A8s!
• Email B1 and B2 to
Competent Authority
• Deadline 5th September
• Discuss with the relevant
Agency NOW
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B Forms
• Provides a technical outline of the project
• Information provided should be structured, concise and clear
• Use the character limits as a guide to the amount of
information you need to provide - BUT - they are not
compulsory targets to be reached
• Don’t leave any blank fields, write not applicable, etc, rather
than nothing
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Summary Description
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Six sections describing the project
What must be done?
When?
Is it realistic?
Constraints and risks
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Environmental Problem/Species/Habitat Targeted
• Describe clearly the pre-operational context (problems and
threats, status of preparatory activities, permits, etc.).
• If previous similar LIFE projects exist, a description of how the
proposed project has taken the findings of the previous
projects into account
• Describe in detail and quantify the problem being addressed
• Explain what the logical link is between the actions and
expected results
• Make sure expected results are quantified
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EU Added Value
• Something over and above the ‘value’ which would have been
produced in the absence of public expenditure or by MS acting
individually
• Emphasise replication/transferability to other EU locations
• Justify the added value of any transnational approach and/or
multinational partnership, if applicable
• For each EU added value point describe how it will be delivered which activities and deliverables will deliver the EU added value?
• Link to stakeholders/networks/skill bases that will contribute to
the delivery of EU added value.
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Examples of EU Added Value
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Relevance of results to Member States facing similar problems
The project results will lead to better regulation in XX area
Results will reduce regulatory burdens through streamlining processes
Project will demonstrate to other EU Member States a viable approach to
reducing/removing an environment related problem
Improve access to and exchange of data between EU MS
Reduce cost and risk for public bodies
Information and knowledge sharing within project partnership and wider
EU stakeholders
EU statutory obligations, requirements and targets will be contributed to
by the project – detail all Directives, themes, annexes
Contribution to the EU knowledge base, competitiveness and sustainable
economic growth
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Character
• Describe how your project fits the character of the Traditional
Project you have chosen, i.e. Pilot, Demonstration, Best
Practice (pilot, pre-industrial, full, etc.)
– E.g. how will you demonstrate replicability and
transferability of core actions – include actions in the
proposal
• Describe activities to monitor/measure and/or evaluate the
project.
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Socio Economic Effects & Carbon Footprint
• Socio-economic effects of the project - indicate the potential
impact of the project on the local economy and population
– Tourism – link to communication released by EC (Europe,
the world’s No 1 tourist destination - a new political
framework four tourism in Europe)
• Explain how you intend to ensure that the carbon footprint of
your project remains as low as is reasonably possible (e.g.,
reduction of travel, use of recycled paper, etc. Base it on how
the beneficiaries will keep it low, not the project.
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http://ec.europa.eu/environment/gpp/toolkit_en.htm
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Stakeholders And Target Audience
• Identify clearly and describe (quantitatively and qualitatively)
who your audience and stakeholders are and why they are
interested in the project
• Distinguish what their different roles and functions are
• Explain how you intend to involve them in the project – your
methods for the dissemination of knowledge
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Expected Constraints and Risks
• Identify external events with potential negative impact on
the successful implementation of the project (including the
socio-economic environment).
• Be specific - general or vague will mark you down
• Includes threats from a local – global scale and risk of overall
project failing
• Include licences, permits, EIA, etc., and any support from the
competent bodies responsible for such authorisations.
• Explain the measures planned to prevent or minimise the
potential risks (e.g., contingency plan).
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Continuation and Valorisation of results
• Describe how the project will be continued after LIFE funding
• How will you ensure the sustainability of the project results
after the project’s lifetime?
• Describe dissemination activities planned for after the end of
the project.
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C Forms
• Provides detailed description of your proposal - average 10-12
• Make sure the project has sufficient range and extent of
actions to achieve the objectives and results
• Detail all of the activities you are going to be carrying out
• Don’t be afraid of using bullets, headings, etc. to structure
your responses
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Preparatory Actions
• Not obligatory, but most projects include preparatory actions
• Preparatory actions must lead to direct implementation
during the project
• In general, they should be of a limited duration (significantly
shorter than the duration of the project)
• Be careful about the balance between preparatory actions
and information/groundwork/baseline data needed for the
proposal (B section)
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Main Project Actions
• Aimed at solving the environmental problem
• The Guidelines for Applicants suggests the kinds of actions
appropriate for your LIFE component
• LIFE Nature and Biodiversity: minimum 25% of budget for
concrete conservation/demonstration actions
• Recurring actions are ineligible
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Public Awareness & Dissemination of Results
Obligatory for all projects:
• Layman’s Report, website, notice boards
• Networking with other LIFE projects (mistake in ER&I G4A)
• Demonstration/pilot projects should have significant set of
actions to disseminate results
• Describe any difficulties may face and how to address them
• Communication is not an after-thought – start from day 1
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Project Management & Monitoring of Project Progress
• Activities for the administrative, technical and financial
management of the project
• Describe role and relationship between the beneficiaries
• Monitor project progress (including social aspects)
• Impact of project actions - include a scheme to effectively and
efficiently measure project impact (to do this you will have
already needed to set the baseline)
• Foresee sufficient management, administrative and financial staff
• Provide management chart and describe operational hierarchy
• Describe any difficulties may face and how to address them
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Deliverables, Milestones and Reports
• Deliverable products: tangible products that can be physically
produced
• Project milestones: key moments during project
implementation
• Activity reports: minimum 18 months apart.
– Mid-term report(s)
– Progress reports
– Final report
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F Forms
• Budget from the bottom up – a lot of detail required!
• Clarify and justify roles
• Explain and justify all costs in the action description
– Daily personnel rates, esp. management costs compared to
technical
– External assistance
– Travel - number of trips, people travelling, duration, distance
– Durable goods/Consumables - what is it and why is it needed
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F Forms
• Demonstrate link between items on F forms and the project
actions
• Does budget represent value for money in terms of
environmental benefits?
• Think carefully about the Euro exchange rate you use – what
will it be in July 2018?
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Reasons for Failure
• Problem is only generally described and not quantified
• Actions do not relate to any of the priority areas
• Actions poorly conceived and not well described with
insufficient detail
• Proposals are neither pilot/demonstration/best practise so do
not fall within the scope of LIFE
• Weak logical framework of the proposal and lack of
coherence - no logical link between problem, objectives,
actions and results
• Environmental impact not quantified
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Reasons for Failure
• Impact of the project not seen during lifetime of project
• Project key messages are not well defined or described
• Results not well identified or quantified – difficult to assess
permanence; contribution to solving the problem/policy
• Poor dissemination strategy
• Delays in project implementation not considered - inadequate
planning with buffer times for permits and authorisations
• No management structure
• Costs are not well described and justified
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Key Information
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http://ec.europa.eu/environment/life
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Call Documentation
• Multi Annual Work Programme
• Application package will include:
• Guidelines for Applicants
• Evaluation Guidelines
• Model Grant including the General Conditions
• Orientation Paper:
• LIFE vs. Horizon 2020
• Traditional Projects vs. Integrated Projects
• Sub Programmes: Environment vs. Climate Action
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eProposal
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eProposal
• Full online process
– Preparation and submission
– Communication
– Revision
– Amendment
• Proposal is a structured set of forms
• Can allow third parties to see applications in development
• For traditional projects only
https://webgate.ec.europa.eu/eproposalWeb/
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https://webgate.ec.europa.eu/eproposalWeb/
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Sign Up
Thank you for registering, you will receive an e-mail allowing you to
complete the registration process.
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Passwords
• It can take up to 30 minutes for the email to arrive
• You then have 90 minutes to activate your username with a
password
• Minimum 10 characters long and contain at least 3 of the 4
types:
–
–
–
–
Capitals: A-Z
Lower case: a-z
Number: 0-9
Character: !”#$%&’*~{}[]^_=+:;@,.?
• Example: iL0ve_L!FE
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Click on Create New Proposal
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Help and Support
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www.BetaEurope.co.uk
• Example proposals from Environment
Agency and Natural Resources Wales
• Financial spreadsheet from
Environment Agency
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Key Things to Remember
• Read the call documents
• Be sure LIFE is the appropriate funding programme for you –
it is not a structural fund, do not see it as an operational
business financing tool
• Be aware of all the exceptions and rules that may apply to you
• Ensure financial coherence; watch for cost effectiveness and
value for money
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Key Things to Remember
• Do not include actions not related to the objective of your
proposal
• If your project doesn't fit a priority project topic, you will
receive fewer evaluation points!
• The selection procedure of LIFE is very tough, thorough and
detailed
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And Finally…
Make sure you don’t leave the
evaluator …
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Free NCP Service
Proposal pre-screening deadline – 5th September
Email proposals to: [email protected]
Priority given to organisations that submitted a
concept note
www.BetaEurope.co.uk
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