Irene Larroy

1. Irene Larroy, 9- 14th May 2010
www.lavic.cat

2. DAY 3
Proposal evaluation +
Grant Agreement negotiation
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

3. Day 3 – Proposal evaluation + Grant Agreement Negotiation
9.00-10.30 Session 1:
 Exercise 5 “Consortium building”
- Insert your profile in Cordis
10.30-11.00 Coffee-break
11.00-12.00 Session 2:
 Who evaluates my proposal? The main aspects of evaluation process
 Criteria applying to the different types of programme lines and instruments
 The evaluation process: what the proposers need to know in order to
maximise the effectiveness of their proposal
 Exercise 6 “Evaluation of a section of a proposal”
 How to become an evaluator? Using the EMM database
 Exercise 7 “Registering in EMM”
12.00-13.00 Lunch
13.00-14.30 Session 3:
 Negotiation with commission –overall process
 Grant Preparation Forms (GPFs)
 Unique Registration Facility (URF)
 Exercise 8 “GPF filling”
14.30-15.00 Coffee-break
15.00-16.00 Session 4:
 Consortium agreement negotiation with partners
 Consortium check list
Jornada ACTec: Introducció a–lafor individual questions with trainer
16.00-17.00 Optional timeSTRD Project – Amman 9-14de projectes d'R+D+i
FP7 Training redacció de memòries May 2010 www.lavic.cat

4. Exercise about Consortium building
(exercise 3)
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

5. (Exercise):
Insert your organisation profile in Cordis
https://cordis.europa.eu/sur/index.cfm?fuseaction
=Reg.UserRegistration
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

6. Proposal evaluation
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

7. Open the “Guide for Applicants_ICT_Call 6”
Go to page 29 “Evaluation criteria and procedures”
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

8. Scoring the proposals
• Each one of the criteria are evaluated and get
an score between 0 and 5
• In general, each criteria need at least 3 points
to pass the threshold established by the EC
• In general, the total score of the proposal must
be over 10 points to pass the threshold
• If any of the criteria is under 3 points or the total
scoring of the proposal is under 10 points, the
proposal will be rejected  under the
threshold
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

9. Interpretation of scores
• 0- The proposal fails to address the criterion under
examination or cannot be judged due to missing or
incomplete information
• 1- Very poor. The criterion is addressed in a cursory
and unsatisfactory manner.
• 2- Poor. There are serious inherent weaknesses in
relation to the criterion in question.
• 3- Fair. While the proposal broadly addresses the
criterion, there are significant weaknesses that would
need correcting.
• 4- Good. The proposal addresses the criterion well,
although certain improvements are possible.
• 5- Excellent. The proposal successfully addresses all
relevant aspects of the criterion in question. Any
shortcomings are minor.
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

10. Interpretation of the scores
• 0- The proposal fails to address the criterion under
examination or cannot be judged due to missing or
incomplete information
• 1- Poor. The criterion is addressed in a cursory and
unsatisfactory manner or there are serious inherent
weaknesses in relation to the criterion in question.
• 2- Fair. While the proposal broadly addresses the criterion,
there are significant weaknesses
• 3- Good. The proposal addresses the criterion well,
although improvements would be necessary.
• 4- Very Good. The proposal addresses the criterion very
well, although certain improvements are still possible.
• 5- Excellent. The proposal successfully addresses all
relevant aspects of the criterion in question. Any
shortcomings are minor..
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

11. Impact?
Work plan?
This partner is a
wolf?
Or a sheep?
So we finished the
projects, what we do
now with the results?
You are not
answering what
they ask for
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

12. Exercise 6: proposal evaluation
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

13. Exercise 7: register as evaluator
https://cordis.europa.eu/emmfp7/index.cfm
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

14. Grant Agreement
negotiation
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

15. Sections of the Grant Agreement
• Core Model Grant Agreement - the GA itself
• Annex I - Technical Annex
• Annex II - General conditions to the GA
• Annex III - Specific provisions for different types of projects
(funding schemes)
• Annex IV - Form A (accession of partners to the GA)
• Annex V - Form B (request for accession of a new partner to
the GA)
• Annex VI - Form C (financial statement for each partner)
• Annex VII - Form D (terms of reference for the certificate of
financial statements)
• Annex VII -Form E (terms of reference for the certificate on
the methodology)
• Special Clauses
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

16. Sections of the Grant Agreement
• Core Model Grant Agreement
– Contractual obligations between the EC and the
Consortium
– Starting date and duration of the project
– Total funding
– Amount of pre-financing
– Reporting periods
– Communications
– Models available in Cordis
• Annex I – Technical Annex
– Technical description of the work (previous Part B)
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

17. The coordinator leads the negotiation with the
European Commission.
If you are the coordinator, 2 very important
documents to read:
- Negotiation Guidelines
- NEF user guide
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

18. Different Agreements in FP7
Coordinador
Partner 2 Partner 3 Partner 4
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

19. Invitation to negotiation
• The Coordinator of the proposal is invited by a formal
letter signed by the Project Officer to negotiate his
proposal with the Commission
– a time and date for the negotiation meeting (if any)
– the recommendations from the expert evaluators
– the recommended grant
– the Negotiation Mandate
– starting to prepare the Grant Agreement Preparation
Forms (GPF)
If there are not too many changes required for a
proposal, the Project Officer may agree with the
Coordinator, not to organize a Negotiation meeting 
Negotiation via e-mail and phone
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

20. Changes during the Negotiation
• Proposal becomes Project only after the
signature of the Grant Agreement (Contract)
• Part B of the proposal is called “Description of
Work”
• When the Grant Agreement (GA) is signed, the
Description of Work becomes “Annex I” to the
GA.
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

21. Part A of proposals
• Part A of proposal is transferred into the Grant
Agreement Preparation Form (GPF)
– special electronic form partially filled in by
the Commission with data collected from Part
A of proposal
– more details are required to each partner
– A1, A2, A3 (budget)
• Duration: 2 – 3 weeks (normally)
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

22. Part B of proposals
• Part B of the proposal should be transformed into what
will become the Description of Work (Annex I)
• It will be an Annex to the Grant Agreement 
extremely important (what you write you are doing in
the Annex, you’ll have the obligation towards the EC to
do so. i.e deliverables)
• It should take into consideration all recommendations
made by the evaluators and the Project Officer during
the Negotiation
• Duration: normally 3-4 weeks (in parallel with Part A)
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

23. The Consortium Agreement
• The conclusion of a Consortium
Agreement (CA) before the signature of the
Grant Agreement is mandatory in almost all
the calls
• It regulates the internal functioning of the
consortium and the way the partner will
distribute the Intellectual Property Rights
• It is a complex legal document, see models
in Cordis.
• Try to have an excellent CA. Important!
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat

24. CONTACT
Irene Larroy
LAVIC Technologies
C/Montserrat 8, D
08172 Sant Cugat del Vallès
Barcelona
t. +34 93 5895936
f. +34 93 6742159
irene.larroy@lavic.cat
Jornada ACTec: Introducció a–la redacció de Amman 9-14de projectes d'R+D+i
FP7 Training STRD Project – memòries May 2010 www.lavic.cat