05/12/2017

Horizon 2020 Advanced Training Workshop
December 5, 2017 – afternoon
Organised by : NCP Brussels, NCP Academy, NCP Japan
Venue: the Delegation of European Union to Japan, Tokyo, JapanThe Brussels Enterprise Agency
NCP Academy – Partner© the Brussels Enterprise Agency – 2017

1Recap© the Brussels Enterprise Agency – 201721

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Horizon 2020 collaborative project management© the Brussels Enterprise Agency – 201742

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Mid-term importance: full project cycle is long

© the Brussels Enterprise Agency – 2017

5Use standard project structure

Description of Action(DoA) = same as in theProposal
Work Packages (WP),Tasks
Not ready yet? Learn
through associated role
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Have a suitable role for eachPartner

Responsible forContribute•

Consortium agreement•Relations with Project Officer•

Relations with all Partners•

Ensure project cycle management
Budget - Deadline - Quality•+ Do own tasks and deliver•

Do own tasks and deliver•

Adapt to Consortium set-up,culture•

Refer to Coordinator© the Brussels Enterprise Agency – 2017

7Consortium “Magic Formula”•Complementary•

Covers full scope but NOT more•

Trust in each other© the Brussels Enterprise Agency – 201784

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What is described in the Grant Agreement• List of all Partners, start, end, description, estimated budget• Grant (amount, eligibility of costs)• Rights and obligations (including 3d Parties / Partners organisations):• Implementation (Beneficiaries, Sub-contractors…)• Administration (recording, deliverables, payments, impact…)• Background and results (Intellectual Property management)• Others (gender, ethics, conflicts of interest, confidentiality, visibility for EU
funding…)• Roles and responsibilities (Coordinator/Partners, Consortium Agreement)• Rejection of costs, reduction of grant, penalties, liability for damages, suspension
and termination…)© the Brussels Enterprise Agency – 2017

9Who signs the Grant Agreement• Coordinator signs the Grant
Agreement• Each Partner signs anAccession Form
• E-signature via Participant
Portal© the Brussels Enterprise Agency – 2017105

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What is described in the Consortium
Agreement

Minimum (see GA): “internal arrangements regarding their operationand coordination to ensure that the action is implemented properly”. It
may cover• internal organisation• management of access to the electronic exchange system• distribution of EU funding• additional rules on rights and obligations related to background andresults (including whether access rights remain or not, if a beneficiary is inbreach of its obligations)• settlement of internal disputes• liability, indemnification and confidentiality arrangements© the Brussels Enterprise Agency – 201711

What is described in the Consortium
Agreement• The Consortium Agreement must
not contain any provisioncontrary to the Grant Agreement• Written agreement• Paper• If according to Belgian Law: (default
option of DESCA template): one
original signed document for eachparty© the Brussels Enterprise Agency – 2017126

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What is the project about

Description Of Action (DoA) = what you
need to do and achieve
To ensure success: each Partner should
monitor on a regular basis the project’sactivities
Progress – Results – Deviations andcorrective actions

13© the Brussels Enterprise Agency – 2017

Stick to the project management
description (1)Timing of the different work packages

Graphic presentation of project

Gantt Chart (or similar)

Pert Chart (or similar)© the Brussels Enterprise Agency – 2017147

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Stick to the project management
description (2)Milestone = check at a certain
momentDeliverable = something is provided© the Brussels Enterprise Agency – 2017

Source: Proposal template15

Why record and monitor milestones
and deliverablesfrom project proposal

add progress/deviation© the Brussels Enterprise Agency – 2017168

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Record and follow-up the use of resources• People (staff effort):• Costs (“Other direct costs”):© the Brussels Enterprise Agency – 201717

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Why monitoring is fundamental• To keep track of
TIMING• Activities• Deliverables• Milestones

PARTNERSBUDGETIMPACT• To quickly respond to any shift (RISK MANAGEMENT)• To make Technical and Financial REPORTING to Coordinator/EC© the Brussels Enterprise Agency – 2017189

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Reporting periods and cascade
Activities done in
the project’s
lifetime

Coordinator
WP leader

Person months
usedOverall budget
spent

Reporting periods- generally 18M- defined in the GAe.g. Project XYZ – Duration 36 months
 3 official reporting periods to the EC
6 internal reporting periods

Task leader
Project partners© the Brussels Enterprise Agency – 201719

© the Brussels Enterprise Agency – 201720

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All Electronic System

The Participant Portal allows for• Topics search & description• Proposal submission• Project and grant management• Technical reporting• Financial reporting• Support© the Brussels Enterprise Agency – 201722211

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Two levels system

Anyone can browse and have access togeneral information including work
programs and topics
Only registered organisations andusers can submit proposals / takepart in projects© the Brussels Enterprise Agency – 2017

232Registering as future Participant• Each Partner has to register on the Participant Portal and obtain its own
PIC Number
http://ec.europa.eu/research/participants/portal/desktop/en/organisations/register.html

9-digit Participant Identification Code• To get a PIC number, at least 1 user has to create a personal EU login
account
http://ec.europa.eu/research/participants/docs/h2020-funding-guide/user-account-and-roles/ecas-login_en.htm

EU login (previously named “ECAS”) is needed to login
NCPs, Participants, experts are EXTERNAL users
Check whether your (Partners) organisation already has a PIC number before
creating one (1 entity = 1 PIC number)
http://ec.europa.eu/research/participants/portal/desktop/en/organisations/register_sec.html© the Brussels Enterprise Agency – 2017

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Access before / after proposal
submission•

After registration, Coordinator and Partners select the call and download the template
specific to the topic•

Coordinator creates the draft Proposal and invites Partners to join•

Editing: the ‘Coordinator contact(s)' can edit any part of the administrative form, ‘Participantcontacts' can only edit their respective part•

ALL exchanges with the EC (proposal & project) are done through the Participant Portal
Do not wait before creating EU login & PIC: have the administrative part readybefore you join a consortium and start writing© the Brussels Enterprise Agency – 201725

2Different roles have different accessrights•

At Beneficiary and at Project level•

Only the LEAR and Primary Coordinator Contact aredefined/modified by the EC. The rest is decided by
the consortium•One person can have several roles•

The minimum configuration is:
 The Primary Coordinator Contact
 1 Participant Contact per beneficiary 1 LEAR per organisation
 1 Legal Signatory per organisation
 1 Financial Signatory per organisation
NOT needed if NOT partner (coordinated calls) - Variation for MSCA
http://ec.europa.eu/research/participants/docs/h2020-funding-guide/user-account-and-roles/roles-and-access-rights_en.htm© the Brussels Enterprise Agency – 2017

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Roles for project management•

LEAR is appointed officially by the Legal Representative of the organization (statutes)
Previously the only signed paper document to send by post
Now signed document should be upload in the PP (scan version)•LEAR nominates online persons in his/her organization authorized to sign grants andamendments (LSIGNs) and financial statements (FSIGNs)•Participant Contacts assign signatories to one grant from the list established by the LEAR•LSIGNs (FSIGNs) are prompted when a grant/amendment (financial statement) is due forsignature•

COM/Agency signs electronically in COMPASS© the Brussels Enterprise Agency – 201728

2Finding topics

Three ways:• Following the calls structure
Calls – H2020• Searching for Topics
Forthcoming – Open - Closed

Choose your preferred way
Ask your NCP
Check with free text search• Free text search
Based on own keywords
http://ec.europa.eu/research/participants/portal/desktop/en/opportunities/index.html© the Brussels Enterprise Agency – 2017

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Topics structured information

Deadline
1. Challenge
2. Scope
3. Impact+
Budget and TRL
indicated© the Brussels Enterprise Agency – 201730

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TRL – Technology Readiness Level

Helps to clarify EC’s expectations
and to better target calls inaccordance with your project’sprogress (from lab to market)© the Brussels Enterprise Agency – 2017

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PP example at proposal stage• Fill in all items in white (zero if not relevant)• Items in grey = calculated automatically© the Brussels Enterprise Agency – 201732

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PP example of automatic prompting© the Brussels Enterprise Agency – 2017

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PP example of grant management:SyGmA-PPGMS© the Brussels Enterprise Agency – 201734

Technical & financial reporting

All Partners should contribute© the Brussels Enterprise Agency – 20173517

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Available resources and partnering© the Brussels Enterprise Agency – 20173718

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Information and on-line guidance inthe PP•

Everything is described in the on-line manual
No bundled version but separate pdf available
http://ec.europa.eu/research/participants/docs/h2020-funding-guide/index_en.htm•

Check published FAQ (search function)
http://ec.europa.eu/research/participants/portal/desktop/en/support/faq.html•IT questions about the Participant Portal
http://ec.europa.eu/research/participants/api//contact/index.html

Add screenshots / images to describe exactly•

Content-related questions
Only neutral answers / clarifications
http://ec.europa.eu/research/participants/portal4/desktop/en/support/research_enquiry_service.html

Documents are updated by the EC
Always use / provide the link to the Participant Portal rather than previously downloaded
documents© the Brussels Enterprise Agency – 201738

National Contact Points•

In Japan :http://www.eu-japan.eu/h2020-national-contact-point••

Help desk service: guidance on choosing relevant H2020 topics and types ofaction, advice on administrative procedures and contractual issues, assistancein partner search
Provision of Japanese translations of key documents necessary foradministrative staff of the research organizations
http://www.ncp-japan.jp/••

Information and awareness raising (ex videos)Your EU Partners can also ask questions to their NCP !
https://ec.europa.eu/research/participants/portal/desktop/en/support/national_contact_points.html© the Brussels Enterprise Agency – 201739319

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Finding suitable Partners : usevarious channels
Check EU-funded
projects Partners

Individual partner search(yourself or through yourUsing professional socialmedia/networks

www.labsexplorer.com

NCP

Promote your lab
and find other labs)

Using intermediaries(clusters, EEN, EUassociations…)© the Brussels Enterprise Agency – 201740

Research & Technology partners
through NCP thematic networks•••

Free-of-charge partner-matching services to potential H2020
participants
Direct personal contact
On-line partner search•

Examples
http://www.partnersearch.c-energy2020.eu/
http://partnersearch.ncps-care.eu/
https://www.ideal-ist.eu/partner-search/pssearch© the Brussels Enterprise Agency – 20174120

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Tips for NCP partnering•

Be clear about your aim
Join an existing consortium looking for your expertise
Build your own consortium•Be specific (field of excellence, track record, topic…)•Consult your thematic NCP network website to identify relevant partnering events andpotential partners•

Follow-up any first contact (even if only to say “no thanks you”)•

Visit the NCP booth present at major events and ask their help

© the Brussels Enterprise Agency – 2017

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Finding partners with

3000
LOCAL
EXPERTS

600+

LOCATION
S60+

https://www.youtube.com/user/enterpriseeurope

COUNTRIESWORLDWIDE•World’s largest technology transfer database•

Helping small companies make the most of the business opportunities in the European Union :business partners, technology transfer, sourcing & licensing of technologies, EU laws andstandards, intellectual property rights, funding, innovation coaching, SME instrument and accessto risk finance, increase the sustainability of SMEs (Green Action Plan)© the Brussels Enterprise Agency – 20174321

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Japan is part of the network
http://een.ec.europa.eu/about/branches/jp/tokyo
EU-Japan Centre for Industrial Cooperation© the Brussels Enterprise Agency – 201744

Find project partners and exploit
R&I results© the Brussels Enterprise Agency – 20174522

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On Grant Agreement
Participant Portal• All model Grant Agreements (templates)• One annotated Grant Agreement (750p, many examples)
http://ec.europa.eu/research/participants/portal/desktop/en/funding/reference_docs.html#h2020gacrc

NCP Japan• Annotated GA in Japanese
http://www.ncp-japan.jp/© the Brussels Enterprise Agency – 201746

On Consortium Agreement

Horizon 2020 applicable Template + explanations of consortium agreement clauses
http://www.desca-2020.eu/Templates for specific areas and sectors• MCARD-2020 – mainly ICT industry http://www.digitaleurope.org/Services/H2020-Model-ConsortiumAgreement• EUCAR – Automotive industry http://www.eucar.be/eucar-model-consortium-agreement-horizon-2020/© the Brussels Enterprise Agency – 201747

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On IP rights and exploitation

https://www.iprhelpdesk.eu/FS_IP_joint_ownership© the Brussels Enterprise Agency – 201748

IPR Helpdesk: free of charge services
WebsiteAwareness Raising
Helpline

Services
Bulletin
Training

Publications
Newsletter© the Brussels Enterprise Agency – 2017service@iprhelpdesk.eu
Phone +352 25 22 33-333 (Helpline)
Fax + 352 25 22 33-334 (Helpline)
www.iprhelpdesk.eu
training@iprhelpdesk.eu
4924

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Tools to follow the progressperson months
Internal tools to monitor the TIME spent on the projects  TIMESHEETSEC template… but there are many more!

© the Brussels Enterprise Agency – 201750

Euraxess for MSCA

• Pan-European initiative
Information and support services to professional researchers
Supports researcher mobility and career development, while enhancing
scientific collaboration between Europe and the world• Search for jobs, post jobs in your organisation, search for project partners…
https://euraxess.ec.europa.eu/jobs

E-mail: japan@euraxess.net© the Brussels Enterprise Agency – 20175225

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