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7
Steps
to FP7
Guide to successful SMEs participation in the Health Theme
The KAPPA-Health project is funded by the European Commission
7 Steps to FP7 | www.kappa-health.org | Page 1
Start
Basics of the 7th Framework Programme EU funding for research and innovation activities provides SMEs with the resources and opportunities to remain competitive in a global economy. This step-by-step guide contains recommendations for obtaining funding from the EU 7th Framework Programme (EU FP7), specifically referred to as the “Cooperation” programme, in the Health Research thematic area. Several guides and “first aid” packages already exist that describe FP7 funding schemes and optimal project preparation. Please refer to these guides for specific procedures, eligibility criteria and grant agreement models. The “Cooperation” programme of FP7 has ten thematic areas that cover a large spectrum of research and development. The topics in each thematic area are predefined (top-down approach). You can learn more about EU Framework Programme thematic areas at: http://cordis.europa.eu Themes and research topics are predefined and presented as specific “calls” for participation with defined deadlines. Participants can keep track of pre-call information and find call announcements through their National Contact Point (NCP) in the Health area: http://cordis.europa.eu Funding Get support National Contact Points or www.healthncpnet.eu
Step
01
Establish your company’s profile You certainly already have a clear picture of the research skills in your organisation. Nevertheless, we encourage you to prepare the following overview. ACTUAL
GOAL
ASSET
Name and list of all ongoing research projects (capacity)
Name and list of all planned research projects (ideas)
Identification and list of complementary research expertise (partnership)
Based on the overview, define your core competences and identify relevant keywords for searching in published calls. You can publish your profile on Fit for Health portal at : www.fitforhealth.eu
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Step
02
Question yourself Are you ready to submit a research proposal to the FP7? Question
Yes
Do you have clear objectives and expectations for your participation in an FP7 project and research partnership? Do you have at least two full working weeks available for proposal preparation? Do you have a good command of English? Are you ready to work together with other research organisations and companies in different countries? Are you open to cooperation with researchers in fields complementary to yours? Are you ready to report your research activities to the EC? Can you finance the labour costs in advance and contribute 25-50% of the research budget?
Step
03
Carefully look for research calls Visit the CORDIS web portal http://cordis.europa.eu is an extensive web platform about the FP7, established by the EU. Here you can find information and current open ‘Calls’. Calls are public invitations for researchers to submit a project proposal in a specific area of the Framework Programme within a defined period. Download the actual Work Programme On http://cordis.europa.eu/fp7/dc you will find all upcoming calls from the various specific programmes (Cooperation, Ideas, People, Capacities). Search within the chosen programme for the distinct theme that corresponds to your area of research and download the respective Work Programme (PDF).
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How do I find the right call for my research? Within the Table of Contents of the relevant Work Programme, search for a title that corresponds to your research interests. Follow the title to the respective page and check for research call topics relevant to your research. Note: Sometimes a promising title will contain no research topics of interest to you. Instead, another not so promising title may contain a completely suitable project description. Therefore, we suggest the following before you proceed with reading the whole Work Programme. Separately enter keywords that represent your target goals/projects in the Adobe® Reader® search field or select Ctrl+F and then search the entire document for relevant research projects for you. Important: Read a call carefully several times and observe EVERYTHING that the European Commission wants to achieve with it. Only then will you know if it really is the right call for you. The more precisely you understand a call, the more apt you will be in aligning your application with it and thus, increasing your chances to get your project funded by the EC.
Step
04
Collect useful documents How to proceed when you have found a matching call? Before you start writing a proposal, read through the general conditions of the Work Programme and the Guide for Applicants (GfA). The Guide for Applicants can be downloaded from the same website as the Work Programme. Reading the general conditions is important as false assumptions can cost you a lot of time and money and ultimately lead to the disqualification of your proposal. A lot of important information related to the FP7 is not written down anywhere. These unwritten rules are crucial to the success of your proposal, especially, if you do not possess any previous experience within EU FP. In this case we suggest contacting your FP7 National Contact Point (NCP). A list of NCPs can be found in CORDIS: http://cordis.europa.eu Go local Note: For more information and useful links, please refer to the last page
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Step
05
Set up your R&D consortium FP7 research projects are always conducted by cross-border partnerships called consortia. The composition of the consortium is a deciding factor for the success of a proposal. It is also advantageous to include some reliable partners with whom you have worked previously. Organising / participating in a research project In the case that you have a research idea that matches a call, you have two possibilities: You can organise the research project yourself. This means that you will put together the consortium according to your research idea You can join a consortium already initiated by another organisation Composition of project partners Whether you decide to build a consortium or join one, you should pay attention to the following criteria: The consortium is mainly formed from organisations residing in EU Member States or in Associated Countries The participation of organisations from various countries should be balanced The consortium, always formed according to the call description, can contain companies in addition to universities and research institutions The consortium should include big as well as small organisations The professional competence of the consortium partners should complement each other to enable achievement of the best results It is advantageous to include partners who have previously participated in FP projects into the consortium Experienced and well reputed organisations increase the value of the consortium. In addition, they add valuable experience during proposal writing Partnering to form consortia Appropriate partnering platforms provide another possibility for finding project partners. You can provide your own profile, project ideas and search partners for your project in these two partnering platforms: ttp://cordis.europa.eu 7th framework programme partners h www.fitforhealth.eu Use our partner search service
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What makes a good EU FP partner? You should start with the partner search as soon as possible and continue patiently throughout the preparations. Use your personal contacts and take part in networking events such as conferences and workshops in your field. Sometimes it takes time to build good contacts. Some important qualities of a good partner in EU FP: Communication, mainly in English, works well by means of email and phone Partner is available on request Partner delivers agreed results Partner collaborates systematically and contributes to the planning of the project Scientific quality of an academic partner is verifiable (e.g. through publications or other acquired funds) Economic situation of the company allows cooperation You can trust the partner Partner has experience in EU FP collaboration and has a positive attitude The key role of the coordinator To coordinate an EU FP project is a 50-100% job. Consider carefully if you want to invest this time. The coordinator is responsible for a significant part of the success of the project. He or she: leads the project communicates openly and clearly moderates in conflict situations and makes decisions that the majority of the consortium will accept controls the progress at regular intervals motivates partners to achieve their milestones keeps the group together It is typical for one of the scientists to act as the coordinator, but experienced project managers are also suitable for this task. It is mandatory that the coordinator is well informed regarding the EU FP guidelines. Note: Some professional e-management tools are available to facilitate the project management (Xtranet communication platform, reporting on tasks and budget, Q&A, WP management tools).
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Step
06
Register in the Participant Portal All organisations, whose research is funded by the EC, have to register to the Participant Portal and receive a Participant Identification Code (PIC)-number. Information about this portal and related processes is available from: http://ec.europa.eu/research/participants/portal ď‚„ Login to obtain your PIC-number
Step
07
Write your FP7 proposal Building a consortium takes time. Therefore, it is advisable to start writing the proposal and structuring it according to the requirements of the EC in parallel to the partner search for the consortium. First drafts will help you present your project to the partners that you would like to have in your consortium. Ideally, an experienced future project partner takes over the coordination of the project proposal. It is also possible to give a mandate to a consulting agency that will moderate the planning process in a professional and neutral manner. If you chose to use a consulting agency, it is important to ensure that your ideas and perception of how the project can be successful are incorporated during the planning phase.
Arrival
Submit your proposal on time !
Useful links
Additional valuable information as well as support in proposal writing and submission can be obtained from specialised private organisations. A few helpful links from the KAPPA-Health project partners are: Euro Top Cooperation Partners, Belgium (Coordinator) www.eurotop.be , www.xtranet-isa.com Alma Consulting Group, France www.almacg.com Beacon Tech, Israel www.beacontech.eu eurelations AG, Switzerland www.eurelations.com Steinbeis-Europa-Zentrum, Germany www.steinbeis-europa.de Bionova Ltd, Greece www.bionova.gr Venture Valuation, Switzerland www.venturevaluation.com Publications European Union support programmes for SMEs: www.kappa-health.org Publications CIP Financial Instruments: http://ec.europa.eu/enterprise/policies/finance CIP Financial Instruments Brochure “CIP Financial instruments” Access to additionnal funding Better access to finance: http://ec.europa.eu/enterprise/policies/finance EU finance for small and medium-sized entreprises (SMEs): www.access2finance.eu SME Techweb, introduction to SMEs in FP7: http://ec.europa.eu/research/sme-techweb
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The opinions expressed are those of the author(s) only and should not be considered as representative of the European Commission’s official position.