Road Show "How to successfully
participate
in FP7 ICT projects"
Participation in a funded project Success story of M acedonian project coordinator
Dr. Marija Kacarska, FEIT – Macedonia
Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
O utline of presentation
• Participation in funded projects
An example – project FP6 SAFE EMF
• Characteristics of funded project SAFE
EMF
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
EC FP6 project “SA FE EM F” • Title: Upgrading the research capacities for
safety and health effects of human exposure
to electromagnetic fields
• N um ber: INCO-CT-2007-043638
• D uration: 24 months (April 2007 – April 2009)
• G rant: 269.856,00 €
• C all: FP6-2005-INCO-WBC/SSA-3
 one partner – the coordinator should be a legal entity
based in one of the WBC
 participants are not required to conclude a
consortium agreement
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Partners
– C entre for Electrom agnetic C om patibility (C EM C ),
Faculty of Electrical Engineering
and Information Technologies
Ss. Cyril & Methodius University
Skopje, Macedonia
Project coordinator – Acad. Prof. d-r Leonid Grcev
R ole in project: Responsible coordinator for preparation and
submission of project proposal, EC contract negotiations, project
administration and management of overall project performance.
C EM C has m ain role in all project activities and performs
supporting and promoting dissemination activities by regular
communication to external parties.
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Partners
– Technische Universiteit Eindhoven,
The Nederland
– Université Blaise Pascal in Clermont-Ferrand,
France
– Institute of Non-Ionizing Radiation – Ljubljana,
Slovenia
– École Polytechnique Fédérale de Lausanne,
Switzerland
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Project objectives
• SAFE EMF – Upgrading the research capacities
for safety and health effects of human exposure
to electromagnetic fields
• The main objective of the SAFE EMF project is to
reinforce the research capacities of the CEMC at
the Faculty of Electrical Engineering and
Information Technologies in Skopje in terms of:
– Equipm ent
– K now ledge
– H um an potentials
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Equipm ent upgrade
• SET 1: NARDA (USA), SRM-3000, Selective Radiation Meter
• SET 2: NARDA (USA), EFA-300/FFT 32 kHz, EM Field Analyzer
Set, 5Hz-32kHz, With E-Field Probe
• SET 3: NARDA (USA), NBM-500, Broadband Field Meter
• SET4: NARDA (USA), Broadband Area Monitoring Station, AMB8957-03
• SET 5: SATIMO (FRANCE), 5 dosimeters EME SPY 121
• PCs and software
Total for equipment:
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127.549,15 €
Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
H um an potentials upgrade
– Spase Petkoski, dipl. el. ing.
EMF measurement methodologies
and result analysis
– M ilivoj Sim eonovski, dipl. inf. ing.
Software engineering
– B iljana G joneska, medical doctor
EMF health effects analysis
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
K now ledge upgrade
–
Spase Petkoski:
• 4th International Summer School on Emerging
Technologies in Biomedicine in Patras, Greece – 1
week in J uly 2008
• Second International Measurement Comparison in
Dubrovnik, Croatia - 1 week in November 2008
• LASMEA, University Blaise Pascal in ClermontFerrand, France – 1 week in February 2009
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Knowledge upgrade
– M ilivoj Sim eonovski:
• Faculty of Information Technology, mathematics and
electrical engineering; Department of telematics; The
Norwegian University of Science and Technology,
Trondheim, Norway – 2 weeks in March 2009
– B iljana G joneska:
• 15th International Summer School of Cognitive Science in
Sofia - Bulgaria - 3 weeks in J uly 2008
• International workshop “Open Questions in the Research on
Biological and health Effects of Low-Intensity RF-EMF” in
Stuttgart-Germany - 1 week in November 2008
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Outline of presentation
• Participation in funded projects
An example – project FP6 SAFE EMF
• Characteristics of funded project SAFE
EMF
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Characteristics of funded project
• Proper open call for projects
 FP6-2005-INCO-WBC/SSA-3
New specific area: R einforcem ent of the W B C research capacities
(3 out of 20 proposals from Macedonia)
 14 out of 223, Macedonian proposals in first
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• FP6 office and NPC help
 Workshop "Training for writing FP6 project
proposals", 9-10 February 2006, with expert
Mr. Aleksandar Belic
• Proposal writing and evaluation
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Characteristics of funded project
• Writing the proposal (part A and B ) following
published guides for contract, negotiation and
evaluation
• Several partners from several EU countries
• Project budget appropriate for call
 90% for capacity building 45% equipment
45% people - training and salary
• Financing from European Commission
is a grant to the project cost
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
C haracteristics of funded project
• Project evaluation
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C haracteristics of funded project
• Project negotiation process
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ICT-WEB-PROMS Workshop 09.06.2010, Tetovo, Macedonia
© ICT-WEB-PROMS Consortium
Start of the Project
• Start date is written in the C ontract
• Pre-payment is done within 45 days of contract
signature (usually 60% of the grant)
• Participants have to familiarise themselves with
the important project documents:
– Annex I (this is project "bible", what you will have to
do)
– Contract and its annexes (Annex II)
– Consortium Agreement if available
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Project Management
IM PLEM EN TA TIO N O F TH E PR O JEC T
• Periodic reports (SAFE EMF 1st year report)
• Payment schedule (SAFE EMF with two payments)
• Budget changes (not in SAFE EMF)
• Final reporting (SAFE EMF 2nd year and final)
FO LLO W U P A N D M O N ITO R IN G
• Reviews
– Regular follow-up by Commission services
(Scientific officer Mr. Arman Beuf on 30 J une 2009)
• Audits (EC recognized audit company in Macedonia)
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Project M anagem ent
• Based on contract and consortium agreement
• Work towards your milestones and deliverables
• Several levels of management:
– Project, Work Package, Task level
• Partners should be open about problems as
soon as they become transparent
• Project management should be light weight
and flexible. The coordinator should not micromanage the project
– Even if the project officer does
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
R eporting – O verview • Formal reporting is basically financial and
progress of work
• Periodicity defined in the contract, usually
required every year
• Linked to payment cycle
• Templates provided by European Commission
• At the end of every interim period, a periodic
report delivered to the EC within 45 days
• Interim reporting to the coordinator may be more
frequent
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
R eporting – Progress Tracking
• Progress Tracking is base for reporting
• Regular (daily!) records of hours and activities
• Recorded in time sheets
– Certified by person in charge of the work
– No time estimates allowed
– To be kept for verification
• Coordinator to maintain and distributed a
tracking chart with past and planned events,
deliverables, milestones, deadlines
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Exam ple of Tim e Sheet
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
Exam ple of Tim e Sheet
You are free to choose your ow n form at!
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
C ontract A m endm ent
• Has to be done for:
– Change of partnership
– An amendment to the GA (grant agreement) will be necessary
if a budget transfer arises from a significant change in Annex I
that affects the technical work
– In case of doubt, it is recommended to consult the responsible
project officer within the Commission
• Request for contract amendment has to be submitted by
the coordinator
• A contract amendment has to go through a laborious
process in Brussels and can take several months
• Extension of project duration is frequent although
European Commission may not like it
• The transfer of budget between activities and beneficiaries
is allowed without the need for an amendment of the GA if
the work be carried out as foreseen in Annex I
• SAFE EMF extension of project duration to 27 months
because of transferring to Integrated University
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
For more information please address
to CEMC web site:
http://www.cemc.feit.ukim.edu.mk
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium
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C ontact
Thank you for your attention!
Q uestions ?
The IC TW EB PR O M S C onsortium
[email protected]
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Road Show "How to successfully participate in FP7 ICT projects", 17.06.2010, Stip
© ICT-WEB-PROMS Consortium