Dear Eurofunding subscriber, We thank you for having ordered the 2014 Guideline for European Project Leaders,

16th edition. Since January 1st, the new programming stated by the European Commission has been implemented for a 7-year cycle. For 2014-2020, the EU pursue a policy of consolidation of funding programmes initiated during the previous programming; however this does not imply a decrease of opportunities! As you will see, the European funding programmes relevant for your organisations projects are still very numerous. As we write these lines, all the European Commission DGs have not published their workplan for 2014 yet, however this guide will help you anticipate future funding opportunities. Do not hesitate to follow the publication of the new calls for proposals on www.welcomeurope.com site. Our Welcomeurope team is delighted to count you among our subscribers. We hope that Eurofunding 2014 will be a key tool in developing your European success stories, which is the case for thousands organisations all over Europe For this edition, we would especially like to thank Sgolne Allix, Claire Blry, Camille Dieudonn Lucie Guilloteau and Youssef Rais.

ABIGAL FAURE CHIEF EDITOR 2014

SOPHIE LE GRAND EDITORIAL MANAGER

Eurofunding Conception Publishing Director

Mireille van der Graaf Lorraine de Bouchony

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TABLE OF CONTENTS
THE PROJECT LEADERS JOURNEY IN 3 STEPS STEP 1 : CHAPTER 1 CHAPTER 2 CHAPTER 3 CHAPTER 4 CHAPTER 5 CHAPTER 6 CHAPTER 7 CHAPTER 8 CHAPTER 9 CHAPTER 10 STEP 2 :
CHAPTER 11 CHAPTER 12 CHAPTER 13 CHAPTER 14 CHAPTER 15 CHAPTER 16 CHAPTER 17 CHAPTER 18 CHAPTER 19

PREPARE YOUR PROJECT

2014-2020: 960 billion for a Smart, Sustainable, and Inclusive Growth  Dene a solid and pertinent project Notions of results, output, deliverables and impact Understand the expectations of the European Commission Understand how the programmes work Identify the relevant programme Set up a monitoring system The project participants Formalise the network of partners Consortium Agreement

1 9 13 15 19 27 31 33 41 45

FORMALISE YOUR APPLICATION

Reference documents Read and analyse a call for proposals The application The budget Streamline the application writing Appendices to the application le and the check-list Schedule and structure the project Assessment and selection of your project by the European Commission  The grant agreement and possible amendments 49 53 55 61 67 69 71 75 81

STEP 3 :
CHAPTER 20 CHAPTER 21 CHAPTER 22 CHAPTER 23 CHAPTER 24 CHAPTER 25 CHAPTER 26 CHAPTER 27 CHAPTER 28

IMPLEMENT AND MANAGE YOUR FUNDED PROJECT

Reporting of projects funded by the European Commission Visibility of the EUs support, advertising obligation The checks Project monitoring Create an evaluation system The project leaders kit and tools Manage your nances during the grant period Financial monitoring Lobbying for projects and cooperation with European netwoks 85 91 93 97 101 105 111 115 119 121

Appendice

STEP 1 - PREPARE

YOUR PROJECT

Step 1 : Prepare your proJect

CHAPTER 1

2014-2020: 960 BiLLion for a SMart, SustainaBLe, and IncLusiVe GroWtH

1. Europe 2020 strategy 2. The multiannual nancial framework 2014-2020 3. The intercommunity programmes 4. The thematic and geographic external cooperation programmes 5. Structural funds 1. Europe 2020 strategy Europe 2020 strategy sets the common objectives for all the European funding programmes focusing on smart, sustainable and inclusive growth. Europe 2020, that follows the Lisbon strategy, is addressed to overcome the current crisis. Adopted in 2010, this strategy aims at funding the EUs economy on knowledge and innovation and making it low-carbon and resource-efficient as well as establishing high employment rate that contributes to social and territorial cohesion. To achieve this growth strategy, seven agship initiatives and ve headline targets to measure progress that the European Union should achieve in these key areas by 2020, have been dened.

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Summary table of the 2020 strategy 5 EU targets : Implemented by States at the national level 75% of 20-64 year-olds employed 3% of the EUs GDP invested in R&D/innovation 20-20-20 : environmental targets for EU climate and energy package: 20 % greenhouse gas emissions ; 20% of energy from renewable sources; 20% in energy efficiency School drop-out rates < 10%; 40% of 30-34-year-olds completing third level education 20 million fewer people in or at risk of poverty and social exclusion Seven agship initiatives Smart growth Digital agenda for Europe Innovation Union Youth on the move Sustainable growth Resource efficient Europe  An industrial policy for the globalisation era Inclusive growth An agenda for new skills and jobs European platform against poverty

2. The multiannual nancial framework 2014-2020 On 1 January 2014, a new programming EU funding started for a 7-year cycle with a budget of 960 billion. In 2014, the EU plans to spend 142.6 billion.

Budget allocation in 2014  55 883 million for sustainable growth and natural resources (Common agricultural policy-CAP, Rural development-EAFRD, European Maritime and Fisheries Fund -EMFF, Life)  44 678 million for economic, social and territorial cohesion (ESF, EAFRD, Cohesion fund, Youth Employment Initiative )  15 605 million for competitiveness for growth and jobs (funding programmes Horizon 2020, COSME, Erasmus+, Galileo, Copernicus, ITER, Connecting Europe Facility)  7 854 million for external relations (Neighbourhood Policy, pre-accession, humanitarian aid, development cooperation)  2 053 million for security and citizenship (Asylum and Migration, Rights and Ctizenship, Creative Europe, Europe for citizens, Food safety, Health for growth ) 8 245 million for administration and compensation. 3. The intercommunity programmes Most existing funding programmes are renewed for seven years. For 2014-2020, the European Commission has pursued a policy of consolidation of programs initiated during the previous programming, both in the eld of Research and Innovation with Horizon

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2020, in the eld of education with Erasmus+ or in the social policy and employment with the Program for Employment and Social Innovation (EaSI). This new programs also want to facilitate and simplify access to EU funding to make them accessible to the greatest number of stakeholders and accelerate payments to beneciaries. Focus on Horizon 2020 This framework program dedicated to research and innovation, with 70.2 billion in 2014-2020, is the agship initiative of the EU for this new programming. It includes the FP, Euratom, actions for innovation from the competitiveness and innovation framework program-CIP and the European Institute of Innovation and Technology, EIT. This framework program is divided into three priorities: Excellence Science, Industrial leadership, Societal challenges. It should be noted that access to these funds will be facilitated by faster allocation decisions and simplied cost models.

Focus on Erasmus+ Erasmus+ is the new EU umbrella programme for education, training, youth and sport from 2014 to 2020. With 14.7 billion to Erasmus+, the EU increases very signicantly - by 40% - funds spent on education and training. The objective is to increase by 50% the number of mobilities compared to the previous period (two thirds of the budget). Erasmus+ includes the following programmes: Erasmus, Leonardo da Vinci, Comenius, Grundtvig, Youth in Action) and ve international programs (Erasmus Mundus, Tempus, Alfa, Edulink and cooperation programs with industrialized countries). For the rst time, sports activities will be supported (social inclusion, ght against doping, intolerance and discrimination). Finally, a European Student Loan Guarantee Facility is designed to support Master students who go abroad to study.

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Summary table of the main intercommunity programmes 2014-2020 Programmes 2007-2013 Programmes Provisional budget Major modications

Grouping six nancial instruments managed by DG Internal Affairs: the European Fund for the Integration of thirdcountry nationals Asylum and Migration Fund European Refugie Fund External borders Fund European Return Fund Programme Prevention of and ght against crime Programme Prevention, Preparedness and Consequence Management of Terrorism and other Security and Safety Related Risks

3 137,42 million (subject to the adoption)

Internal Security Fund

3 764,23 million (subject to the adoption) Project bond is an intergral part of the programme easing the mobilisation of private funds and enabling the use of innovating nancial instruments such as Risk Sharing Finance Facility and Loan Guarantee instrumentet.

Connecting Europe Facility (CEF)

Trans-European transport, energy and digital networks : TENT-T TEN-E INFSO

21 936,76 million

Consumer Programme

Consumer Policy

188,83 million (subject to the adoption)

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2014-2020 Programmes COSME Programme for the Competitiveness of enterprises and SMEs Creative Europe

2007-2013 Programmes

Provisional budget

Major modications Three target groups: Entrepreneurs, Member country authorities and citizens desiring an independent status

CIP/PIE

2 298,24 million

Programme Culture Programme MEDIA Douanes 2013

1 462,72 million 547,3 million (subject to the adoption) Micronance facility as tool for micro-entrepreneur start-ups

Customs 2020

EaSI Employement and social Innovation Programme

Groupes 3 programmes : Progress EURES 919,47 million EURES: only Micronance facility transnational acti(Progress) vities. National and cross-boarder activities are nanced by the ESF

Erasmus+

Grouping Lifelong learning and apprenticeship programmes (LLP Erasmus, Lonardo, etc.), Erasmus Mundus, Tempus, Alfa and Edulink programmes, Youth in Action programme and cooperation programmes with industrialised countries.

Three types of action are supported : Individual mobility Cooperation and Innovation  Reform of educa14 774,52 miltional systems lion Three proposed components : Education and training Sport (major innovation) Youth

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2014-2020 Programmes Europe for the Citizens Fiscalis 2020 Health for Growth

2007-2013 Programmes Europe for the Citizens

Provisional budget 185,47 million (subject to the adoption) 234,3 million (subject to the adoption) 449,39 million (subject to the adoption)

Major modications

Fiscalis 2013

Public Health

Horizon 2020

Programme grouping: FP7 CIP (IEE/ICT/Eco-innovation)

79 401,83 million

 A common set of regulation Reducing administrative burdens Integration of research and Innovation Refunding rate could reach 100%

Justice Programme

Rights and Citizenship Programme

Civil Justice Criminal Justice Daphn III Programme Drug prevention and public information Sections Anti-discrimination and diversity and Gender equality of the PROGESS programme

377,60 million (subject to the adoption)

439,47 million (subject to the adoption)

LIFE

LIFE+

3 456,66 million

New sub-programme Action for Climat Integrated projects supporting young people not in education, employment or training in the Unions regions with a youth unemployment rate > 25 %

Youth employment initiative

New initiative

3211,22 million + 3 billion from the ESF

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4. The thematic and geographic external cooperation programmes Budget allocations support the European Commissions new approach - the Agenda for Change- to focus EU aid in fewer sectors supporting democracy, human rights and good governance and creating inclusive and sustainable growth. Under the new principle of differentiation, the EU will allocate a greater proportion of funds where aid can have the highest impact: in the regions and countries that are most in need, including in fragile states. One of the major innovations and a key external policy tool is the new Partnership Instrument. It will allow the EU to pursue agendas beyond development cooperation with industrialised countries, emerging economies, and countries where the EU has signicant interests. Note: The thematic programmes of development cooperation are simplied and reduced to three: Global public goods and challenges, Civil Society Organisations and Local Authorities and Pan-African programme. Summary table of external cooperation programmes Pre-accession instrument (IPA2) European Neighbourhood Instrument (ENI) Development Cooperation Instrument (DCI) Instrument for Greenland European Instrument for Democracy & Human Rights (EIDHR) Instrument for Nuclear Safety Cooperation 11th European Development Fund (EDF) Instrument for Stability (IfS) Partnership Instrument (PI) Pre-accession instrument (IPA1) European Neighbourhood and Partnership Instrument (ENPI) Development Cooperation Instrument DCI) Instrument for Greenland European Instrument for Democracy & Human Rights (EIDHR) Instrument for Nuclear Safety Cooperation 10th European Development Fund (EDF, outside EU Budget ) Instrument for Stability (IfS) Partnership Instrument with industrialised and other high income countries (PI) 14,110 million 18,182 million 23,295 million 219 million 1,578 million 631 million 34,276 million 2,829 million

1,131 million

Thematicinstruments: Global public goods and challenges Civil societyorganisationsand local authorities

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5. Structural funds Cohesion policy remains the second largest item in the budget of the EU. 325 billion will be allocated to this policy for the 2014-2020 period: 34% of the budget. The Commission has proposed several signicant changes on the design and implementation of cohesion policy as encourage integrated programming; reward performance and focus on results; strengthen territorial cohesion and simplify procedures. The ESF and the ERDF have also to include two cross-cutting priorities: Sustainable development; The ght against discrimination / equality between men and women.

Allocation of structural funds Do not forget that the procedures are implemented at a national level and at a regional level. The European Commission does not interfere in any way with the projects selection.

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CHAPTER 2

Define a soLid and pertinent proJect

1. The project basis 2. The project sheet 3. The project composition

1. The project basis Before requesting the Community authorities for nancing, you should be able to methodically outline a preliminary stage. This rst step is crucial as it allows you: To assess the pertinence of a project in relation to the dened problem and the European priorities, To dene it right from the beginning in compliance with the structure expected by the European Commission. This work of outlining the pre-project is not an additional task but is rather the rst step in your application, as the key questions that you will answer in your project sheet can be picked up and developed in your application form. A preliminary presentation document This pre-project shall also give you a brief preliminary presentation document, useful during your rst contacts with potential partners and co-nancers.

2. The project sheet The project-sheet shall be no longer than one to three A4-size pages and must answer the main initial questions. Why? What is the context of your project (political, legislative, projects already funded in this eld)? You shall show your knowledge of the context and the dened problem and then present the legitimacy of your project in this context. What are the works carried out prior to your project? What is the starting point? Which need(s) / identied problem(s) does your project meet? What is your opinion/position on the problem to be solved?

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What are its objectives? A differentiation must be made between two levels of objectives: global objectives (response to a policy for example or a collective objective such as the Kyoto Protocol) and specic objectives. Specic objectives are those that you would like to achieve within the exact framework of your project. They are therefore bound by a timetable and their execution and results are open to an assessment. Who does your project address? What are the direct and indirect targets (groups likely to benet from your action)? The direct target is the rst beneciary of your action and directly affected by the activities (e.g. trainees of a professional training programme being conducted). The secondary or indirect target shall be affected by the impact on the rst target (e.g. colleagues of the trainees who participated in the training programme). Most of the funding programmes aim at improving the situation of a specic group of beneciaries. It is necessary to be very specic in describing the target groups, to quantify them and select consistent actions to act on these target groups. How? Which activities should be undertaken to achieve your objectives? This data shall help in breaking down the project into several major steps to be implemented through which you shall specify the necessary means (human resources, equipment, etc.) Next, you must ask yourself the question about the need to implement all these actions to achieve the xed objectives. By detailing all the activities needed to be carried out for the project, you will be able to list the required capabilities and thus be in a better position to identify the necessary partners. With whom? What are the skills and expertise needed for the project? What do you already have within your organisational structure and in organisations that you have already contacted or that exist in your network? Does the geographic distribution of potential partners correspond to the projects objectives (North-South problem, EU27, third countries, etc.)? Where? Where the project activities shall be localised? Explain why the selected territory or the scope of actions is legitimate and has a bearing on the project, the target, etc.

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What shall be the results? What concrete results do you aim at obtaining through this project? It must be possible to measure, view, assess and check the results. Thus, you must think in terms of production or deliverables. Which criteria can be used to measure the success of each action? Try to demonstrate these points with the help of quantitative and qualitative indicators: for example, the number of persons affected by the action, the quality of the knowledge level acquired by the action, etc. This data should integrate quantitative information (number of editions, number of participants, etc.). In a broader sense, a project should be able to make a much larger impact. Demonstrating the potential impact of your project will give an idea on the possible sustainability of the project and its scope. In case of external cooperation projects, we advise you to use the project sheet to outline your action before formalising the application, but beware: the external cooperation programmes require the use of a logical framework (summarised chart of your project). In accordance with the rules of the logical framework, you must normally identify only one single specic objective.

A rst identity to your project While being useful in all your future actions, the project sheet shall also serve you in identifying the correct funding programme. The sheet shall be improved along with the scheduling of your work. A lot of information contained in this sheet can be included in the application form. 3. The project composition A European project has to be well built. It has to meet a global objective and several specic objectives. Each specic objective is achieved by one (or more) activity which gives a tangible and measurable result when carried out. These results are the response to the realisation of the given objective. It is very important to prioritise the objectives in order to show the necessity and relevance of the concrete actions in the project. The impact or outcomes of the project should have a link with the global objective set out when you started thinking about the project.

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