Elaboration phase
Making the decision to participate in a European project is always accompanied by a reflection on which role will need to be assumed: that of Coordinator, that of Partner, that of Associate or that of Subcontractor.
But what does each role entail?
Parnters contribute to the implementation and receive funds that they will have to justify properly.
Out of all partners, the partner-coordinador is the main responsible for the project implementation. This organization should have a good previous experience in European projects.
Partnerassociates contribute to implement a small part of the project but are not beneficiaries of funds.
The subcontractators implement a specific project activity. They are not part of the Partnership and are usually selected through competitive processes (bids).
OPTION A:
PARTNER OF A PROJECT
Being a partner in a project requires developing its own narrative and disseminating it to potential leaders.
1
Developing our narrative
It will be our calling card to find other partners or line leaders, and may include:
Infodays
Other events
Search tools
of Programs
National Entry Points
2
Circulating the narrative through the right channels
2
Circulating the narrative through the right channels
Infodays
Other events
Search tools
of Programs
National Entry Points
3
Once we are part of a
partnership as members,
we will have to develop
the following contributions:
Do all the necessary administrative procedures
For example, for most European Programs managed from Brussels, it is mandatory to obtain the PIC number.
Contribute to the elaboration
of the project proposal
The Coordinator will require the active involvement of all partners, both for the Project Description (technical part) and for the Budget (financial part).
OPTION B:
PROJECT COORDINATOR
1
Building a European partnership
Coordinator
The Coordinator is the main partner responsible for the project.
Requirements
Not any organization can act as Coordinator. It requires having a good amount of previous European experience and financial strenght (internal resources).
Key role
The Coordinator must lead the design of the proposal and coordinate the contributions provided by the rest of the partners. It is the main interlocutor with the European Program.
ADVICE
“Give yourself time to grow”
Move slowly but surely: start by partnering with an experienced organization before leading a project. Better not to risk being a Coordinator if we don’t have previous experience.
Partner
Partners are a key element to any European project.
ADVICE
“Build alliances”
Build strong local and international alliances, which can lead us to new proposals and future projects.
Once the partnership is set up, it is essential to involve the partners in the development of the Project, both at a technical and financial level.
A technical report
2
Drafting the proposal
Coordinate partners’ inputs
The report is a description of the project of approximately 70-100 pages.
It contains the following sections:
Objectives
Indicate how your proposal addresses the specific challenge and scope of the topic, and is in line with EU policies in the matter
Methodology
Overall concept underpinning the project. Main ideas, models or assumptions involved
Target group audience
Who will benefit from your project?
Work programme
Set of activities structured in different work packages
Budget
The budget must be very well designed right from the start. Depending on the programs, the types of eligible expenses may vary and include more or fewer categories.
Common categories
Personnel
Equipment
Subcontracting
Administrative & office
Travel & subsistence
Flat rate
Flat rate: percentage of expenses – justification not required
Categories not always covered
Infrastructure
Preparation costs
Lump sum
Lump sum: amount paid in one go at the beginning of the project
Coordinator
TheCoordinador is in charge of drafting the proposal. It has the inputs of the Partners who also take part in its preparation.
External provider
There is also the possibility of receiving support from an external company specialized in the formulation of proposals.
3
Deliver the final proposal
Below you will find an indicative schedule of a complete cycle, from the publication of the call to the implementation of the project.
ADVICE
“Be patient and persevere”
The process to achieve positive results is long and we may encounter disappointments. You have to persevere and not despair, there will always be new opportunities!
If the proposal is not selected, the evaluation committee sends the consortium detailed feedback with the proposal evaluation and detection of weak points. It is a key document in case we want to present an improved version in the next call.
Coordinator
TheCoordinador is in charge of drafting the proposal. It has the inputs of the Partners who also take part in its preparation.
External provider
There is also the possibility of receiving support from an external company specialized in the formulation of proposals.
3
Deliver the final proposal
Below you will find an indicative schedule of a complete cycle, from the publication of the call to the implementation of the project.
ADVICE
“Be patient and persevere”
The process to achieve positive results is long and we may encounter disappointments. You have to persevere and not despair, there will always be new opportunities!
If the proposal is not selected, the evaluation committee sends the consortium detailed feedback with the proposal evaluation and detection of weak points. It is a key document in case we want to present an improved version in the next call.
OPTION C:
PARTNER ASSOCIATE
PARTNER ASSOCIATE
The role of Associate is contemplated in some European Programs.
OPTION D:
SUBCONTRACTED
SUBCONTRACTED
The subcontractor is not part of the partnership or consortium and has no responsibility towards the European Commission.
One of the budgetary cathegories in a European Project is that of subcontractor. Through this item, you can count on the expertise of a third party to carry out a very specific project task (for example the development of a website or an app; a research study; a module training, etc.).
Subcontractors are generally selected through a competitive process managed by the Project Coordinator or Partner who manages this part of the budget.
One of the budgetary cathegories in a European Project is that of subcontractor. Through this item, you can count on the expertise of a third party to carry out a very specific project task (for example the development of a website or an app; a research study; a module training, etc.).
Subcontractors are generally selected through a competitive process managed by the Project Coordinator or Partner who manages this part of the budget.