How to Prepare a Good Proposal?

Transcription

1 How to Prepare a Good Proposal? Life Infotilaisuus, Suomi Helsinki, YM Pankkisali Pekka Harju-Autti Ympäristöministeriö

2 Facts of LIFE 1) There is significant competition for LIFE funds 2

3 Submission Trend (Total) CLIMA proposals are included in ENV and INF strands

4 Success Rate slide to be updated when the final information becomes available

5 Facts of LIFE 2) You can't get a grant if you don't submit an application. 5

6 Dates Call for Proposals launch: 1 June 2015 Deadline for submission by applicants of traditional projects: 15 September climate action sub-programme 1 October 2015 environment & resource efficiency 7 October 2015 nature & biodiversity, environmental governance & information 30 October 2015 preparatory projects Earliest project start date: 15 June 2016 for climate subprogramme, 1 July (Env&Resource efficiency, GIE, 7 July NAT projects) 6

7 Facts of LIFE 3) It takes time and money to prepare an application 7

8 Facts of LIFE 4) Proposals that fail are poorly prepared or simply no good as the others, funding is limited 8

9 Information Sources LIFE Regulation priority areas MAWP (Multi-annual work-programme) project topics Application Packages Guides for evaluation of LIFE project proposals LIFE Web site It contains everything you need 9

10 Beneficiaries could be: Who Can Apply? Public bodies Private companies Non-profit entities, including NGOs Coordinating beneficiary must be based in the EU, associated beneficiaries can be located in non-eu countries (territories to which the European Treaty applies) 10

11 EU Contribution For most projects, maximum EU contribution is 60% of total eligible costs ( period) For nature projects that focus on priority habitats/species of the Birds and Habitats Directives and that allocate at least 50% of costs to concrete conservation actions up to 75% Capacity building projects 100% NGO Operating Grants 100% 11

12 Components of the 2015 LIFE Call "Traditional" Projects: LIFE Nature and Biodiversity (NAT) LIFE Environment and Resource Efficiency (ENV) LIFE Environmental Governance and Information (GIE) LIFE Climate Change Mitigation (CCM) LIFE Climate Change Adaptation (CCA) LIFE Climate Governance and Information (GIC)

13 Types of Projects Preparatory Projects Integrated Projects Technical Assistance Projects Capacity Building Projects (Separate: NGO Operating Grants; Financial Instruments)

14 Best Practice Distinct Approaches applies appropriate, cost-effective, state-of-the-art techniques and methods for the conservation of species/habitats. Testing and evaluating of best practice techniques should NOT be part of the project as they are already state of the art. Monitoring, however, is obligatory. 14

15 Distinct Approaches Demonstration puts into practice, tests, evaluates and disseminates actions, methods or approaches that are to new or unfamiliar in the project s specific context and that could be applied elsewhere in similar circumstances. Monitoring, evaluating and dissemination are integral parts of the demonstration approach. 15

16 Application Package (per project type, per priority area) Guidelines for Applicants (and forms) Evaluation Guidelines Model Grant Agreement and Common Provisions Comparative Document (is LIFE the right instrument? Which strand?): vs. Horizon 2020 (vs. structural funds)? NAT vs. BIO vs. ENV vs. CCA vs. CCM // GIE vs. GIC? 16

17 Priority areas: The Union Biodiversity Strategy 2020 Birds and Habitats Directives LIFE NAT Projects Projects that support the management of NATURA 2000 network Development, implementation, monitoring, assessment, evaluation of EU nature and biodiversity policy and legislation Multi-annual work-programme defines project topics (not mandatory, but projects that clearly fit under these topics get points during evaluation 10 for NAT, Env&Resource Efficiency, GIE) Handbook on financing NATURA 2000 Part I (May 2014 version): k.pdf Part II: analysis of measures eligible for financing: 000financingHandbook_part2.pdf 17

18 Five priority sectors: LIFE ENV Projects Water, including marine environment Waste Resource efficiency, including soil and forest, green and circular economy Environment and health Air quality Annex III of the LIFE Regulation describes thematic priorities within these five sectors Projects topics are defined in the MAWP projects that clearly and fully fit under the topics get extra points during the evaluation 18

19 LIFE GIE Projects Specific objectives of GIE projects are: Awareness raising on environmental issues Communication and information dissemination, sharing of successful environmental practices, training, developing cooperation among stakeholders Contribution to better implementation of EU environmental legislation Promoting better environmental governance Annex III of the LIFE Regulation describes priorities for GIE projects Projects topics are defined in the MAWP projects that clearly and fully fit under the topics get extra points during the evaluation 10 for GIE projects 19

20 LIFE Climate Change Mitigation (CCM) Policy priorities for 2015: Energy intensive industries Replacement of ozone-depleting substances Land use, land use change and forestry (=2014 policy priority)

21 CCM Priority 1: Energy Intensive Industries Significant investments in industrial innovation and demonstration plants are required to reach EU's 2030 climate and energy framework targets, therefore LIFE will support in particular: Energy intensive industries, especially exposed to a significant risk of carbon leakage Development and demonstration of innovative/ cost-effective technologies to reduce emission intensity of manufacturing & process industries Design, demonstration and implementation of breakthrough solutions in industrial manufacture or processes with longterm impact new raw-materials that allow a reduction in specific GHG emission

22 CCM Priority 2: Replacement of ozone-depleting substances EU aims to replace ODS by climate-friendly alternatives by e.g. phasing-down of sales of HFCs (80% by 2030) and use of other fluorinated gases ( times more climate-warming properties than CO2). LIFE will support e.g.: innovation/demonstration projects showing the use of low Global Warming Potential (GWP) alternatives in e.g. air conditioning and refrigeration equipment, heatpumps, electric switchgears, production processes in electronic industry, metered dose inhalers/ "asthma sprays" new blowing agents for insulation foam new non-halon fire-fighting systems (for ships and aircraft) alternatives for laboratory and analytical use of ODS

23 CCM Priority 3: Land use, land use change and forestry (1) Key challenge: collecting carbon data from land use/ soils/ forests; developing rules that are practicable at EU/ global scale. LIFE will support: in the land use sector, e.g. landscape and land management strategies/ practices which limit emissions Creation of local, (cross-)regional concepts for enhancing and maintaining carbon storage potential of soils Greenhouse gas monitoring and accounting of land use, e.g. improve monitoring and accounting of carbon stocks, effects of loss of grasslands or peatlands Contribution to LULUCF accounting rules

24 CCM Priority 3: Land use, land use change and forestry (2) Sustainable use of solid biomass, e.g. new approaches for production, consumption of biomass, in a sustainable way transformation into long term carbon stores Agriculture, e.g. implementation of low carbon farming practices with a transformational impact, or which increase carbon storage/ levels of organic soil matter analysis and development of improvements for existing climate measures under the CAP, e.g. with regards to the potential carbon sequestration and carbon storage potentials

25 LIFE Climate Change Adaptation Policy Priorities for 2015 Policy priorities remain the same as in the 2014 call Vulnerable areas indicated in the EU Adaptation Strategy: cross-border floods management, cross-border coastal management urban environment mountain and island areas drought-prone areas (water, desertification, fire risks) Green infrastructure and ecosystem-based approaches Vulnerability assessments and adaptation strategies, including those with a cross-border nature Encourage proposals on urban adaptation 25

26 LIFE Climate Change Adaptation the Urban Environment Developing and implementing local adaptation strategies in the framework of "Mayors Adapt" Developing and deploying innovative adaptation technologies in urban areas, including in the water, energy and construction sectors Promoting and developing green infrastructure in cities Projects contributing at the same time to climate mitigation and adaptation and nature conservation and biodiversity objectives in urban areas 26

27 LIFE Climate Governance and Information (1) Climate governance and capacity-building are strongly encouraged, not pure awareness raising activities. LIFE projects should e.g.: build national 2030 climate and energy strategies and design effective investment programmes through e.g. exchange of good practice enhance monitoring and reporting, e.g. a solid system for tracking progress (EU ETS impacts etc.) 27

28 LIFE Climate Governance and Information (2) focus on training for industry on the implementation of new climate legislation ("train the trainers") build coordination platforms on climate policy monitoring, assessment, ex-post evaluation (for adaptation incl. adaptation indicators, risk communication and management) focus on the exchange of best practice and awareness raising on climate change vulnerabilities and adaptation options 28

29 Which Subprogramme? Environment Projects falling under one of the project topics Climate mitigation or adaptation is a by-product but not the central objective Clear link to the specific objectives for the three environmental priority areas Climate Climate mitigation or adaptation is the main goal Clear link to the specific objectives for the three climate action priority areas

30 Be AWARE READ the application guidelines Be SURE that LIFE is the appropriate funding programme for you: LIFE is not a structural fund: do not see it as an operational business financing tool Be AWARE of all the exceptions that may apply to you Ensure financial coherence; Watch COST EFFECTIVENESS FOCUS - Do NOT include actions not related to the objective of your proposal Remember: If your project doesn't fit a priority project topic, you will receive fewer points! The SELECTION procedure of LIFE is very tough, thorough and detailed. 30

31 Project Budget Only costs incurred for actions implemented during project life-time can be eligible! Personnel 2% rule for public bodies Daily rate based on gross salary + contributions according to the national legislation (social security, pension, etc.) Travel costs according to internal rules of project beneficiaries External assistance not more than 35% of the total budget Durable goods 100% for NAT projects, for the rest, only depreciation costs can be financed by the Union support (up to 25% for infrastructure, up to 50% for equipment), has to bear LIFE logo Prototypes 100% if developed specifically for LIFE project, cannot be used for commercial purposes at least 5 years after the project end Public tender mandatory for contracts above 130,000 Public entities must comply with national legislation Good value for money has to be demonstrated even if public tender is not necessary 31

32 2% rule - example Example of budget: Personnel Non-additional 105 Additional staff 20 External Assistance 50 Equipment 25 Life+ contribution = 50% but Minimum own contribution from public beneficiaries = % = 107,10 Maximum Life+ contribution = 92,90 Total

33 Lessons from the Evaluation Phase 33

34 Project Design (1) Sometimes, the sequence of actions does not follow logically Baseline descriptions are often not detailed enough, sometimes even absent, although they are essential for evaluating the project impact Expected results and quantitative output indicators should be provided for each action Potential for replicability and transferability often not taken into account and activities to achieve them often not sufficiently elaborated Include buffer period for unexpected developments 34

35 Project Design (2) EU added value often not clear Activities/plans to ensure sustainability of the project results are often poor Clear description of staff involved in specific actions sometimes missing Green procurement and carbon footprint are often not considered Private companies are sometimes reluctant to share results, even though they are obliged to 35

36 Project Design (3) Green procurement and carbon footprint are often not considered Difference between milestones and deliverables: Milestones are significant or important events - number of milestones should be limited (in some cases even 60 for 2 year projects) Deliverables are products resulting from project actions Activity reports are not deliverables 36

37 Project Planning (1) Project duration should take into account: Possible delays due to weather or other external events (mainly NAT projects), Delays in obtaining permits and authorisations authorisations needed, procedure and time needed to get them should be clearly described some applicants initiate the procedures before actual project start (might be risky) 37

38 Project Planning (2) Project duration should take into account: Sufficient project duration to gather information about the impact of project activities Land purchase (NAT projects) is a demanding activity, highly depending on the willingness of private owners to sell - failure may cause delays or changes in project planning! Some NAT projects are a subject to an Environmental Impact Assessment (EIA) or NATURA 2000 assessment 38

39 Project Management Partnership structure too many partners, not clear who is doing what. Complementarity vs redundancy of expertise Important stakeholders should be involved in application phase Project management if technical/administrative support is subcontracted, regular contact with the CB should be ensured Deliverables are products resulting from project actions Activity reports are not deliverables! 39

40 Project Budget Daily rates of personnel costs are too high or the beneficiary uses flat rates Double funding risk project or certain activities funded by another EU programme Direct treaty often selected for relatively high amounts or slicing technique applied to avoid 130,000 threshold for a public tender procedure Some costs are put in wrong categories: Catering should be under other costs Software costs should be in equipment category Costs for dissemination materials (normally) should be other costs Please read carefully the Application Guidelines and General Conditions! 40

41 Lessons from Monitoring Long-term sustainability is becoming more important The application process already encourages to look beyond the project period through: Overall (long-term) objectives Monitoring the impact of project actions (including socioeconomic impact) Impact on the EU policy/legislation development/implementation Self-assessment of success After-LIFE plans Web-sites and dissemination 41

42 Project Design Good design Motivated and full time project manager Motivated consortium Complete consortium Important stakeholders integrated User is part of team Solid research of pre-situation Clear objectives Common problems Poor partnership Partners don t fit regarding knowhow, language or interest Insufficient consultation Over-optimistic Insufficient background information Lack of initial stakeholder support Objectives too broad 42

43 What we look for in Final Reports LIFE-Environment Technical and commercial application Environmental benefits Relevance for policy areas Long-term sustainability Environmental, economic and social benefits Demonstration, transferability, cooperation Innovation LIFE-Nature Environmental benefits Policy and legislation implications Conservation status improvement Short-term leverage effect Long-term sustainability Regional / National / International impact Innovation, demonstration value Socio-economic effects 43

44 Key Factors for Project Sustainability Included in project design Institutional structures & willingness to support work Funding mechanisms Good reputation Sound demonstration Based on solid scientific data Financial incentives Stakeholder support, participation and engagement 44

45 Sustainability of NAT Projects Funding for recurring activities An organisation for maintaining planned post-project measures The formal participation of relevant authorities Land purchase leading to full control of land use Effects of a targeted awareness-raising campaign Legal protection and /or enlargement of Natura 2000 sites One-off measures for nature conservation which have a sustainable character (e.g. drain blocking) 45

46 Importance of Links to Policy/Legislation Increasingly important to show relevance to policy/legislation in application and throughout project Project is expected to keep up to date with policy Opportunities should be taken to engage with policymakers What is the impact of LIFE project on policy and legislation? 46

47 Dissemination and Networking An obligation and an opportunity yet often poorly delivered Interest in dissemination should be made clear in application Projects should be attending events such as Green Week NAT projects must promote Natura 2000 NAT projects should be a part of the NATURA 2000 Biogeographical process All projects can benefit from a communication plan and identification of Main Target Audiences Assess value of networking before, during and after project MEPs and local politicians have an interest 47

48 Pitfalls-barriers to long-term success LIFE-Nature Continuation of threats Uncertain funding Poor dissemination of results Lack of interest from authorities Loss of public support Little impact on younger stakeholders Lack of monitoring LIFE-Environment Not all technical problems resolved Motivation does not last beyond project User is not involved from the beginning Poor dissemination of results Changes in Public sector Effect of solution not visible enough 48

49 Common Reasons for Failure of Applications Less than 25% of the total eligible budget allocated to Concrete Conservation actions (NAT) Not convincingly demonstrative or pilot (for specific topics in BIO; all of ENV, CCA and CCM) 49

50 eproposal (for traditional projects) Full online process Preparation / Submission Communication Revision Amendment Structured data Can allow third parties to see applications in development eb/

51 Remember LIFE does not finance: Compensatory action under Art. 6 of the Habitats directive Actions that should be (or are) financed under Structural Funds or CAP Research projects Be clear and precise applications are evaluated on what is submitted (not on the potential of the idea) Read documents Read about and talk to ongoing projects START EARLY!!! 51

52 Thank you for your attention!