Structure of Annex I to the Grant Agreement (Description of Work)
FP7 Collaborative Projects, Networks of Excellence, Coordination and Support Actions, Research for the Benefit of Specific Groups (in particular SMEs)
These guidance notes are aimed at assisting participants who are invited for project negotiation following the evaluation of their proposal. It outlines the structure of Annex I – Description of Work. It is provided for information purposes only and its contents are not intended to replace consultation of any applicable legal sources or the necessary advice of a legal expert, where appropriate. Neither the Commission nor any person acting on its behalf can be held responsible for the use made of these guidance notes.
1. Introduction 4
Structure of Annex I for Collaborative Projects (Description of Work) 6
2. PART A 7
2.1. Cover Page 7
2.2. Table of contents 8
2.3. A1. The project summary 8
2.4. A2. The list of beneficiaries 8
2.5. A3. The budget breakdown 9
2.6. A4. RTD Performers (applicable for the BSG-SME funding schemes) 10
2.7. A5. Project Results (applicable for the BSG-SME funding schemes) 10
Project results (including knowledge) to be acquired by the participants 10
2.8. Workplan Tables – Detailed implementation 12
2.8.1. WT1 List of work packages 14
2.8.2. WT2 list of deliverables 15
2.8.3. WT3 Work package descriptions 17
2.8.4. WT4 List of milestones 21
2.8.5. WT5 Tentative schedule of project reviews 22
2.8.6. WT6 Project effort (in person-months) by beneficiary per work package 23
2.8.7. WT7 Project effort by activity type per beneficiary 24
2.8.8. WT8 Project efforts and costs 25
3. PART B 26
B1. Concept and objectives, progress beyond state-of-the-art, S/T methodology and work plan 26
B2. Implementation 28
B3. Impact 30
B4. Ethics issues (if applicable) 31
B5. Gender aspects (optional) 31
Annotated Structure of Annex I – Networks of Excellence 33
Annotated Structure of Annex I – Coordination Actions 35
Annotated Structure of Annex I – Support Actions 36
Annotated Structure of Annex I – Research for the benefit of specific groups (in particular SMEs) 37
Structure of the Description of Work
The Description of Work, which is Annex I to the Grant Agreement, contains the details of the implementation of the project with regard to the work packages, deliverables, milestones, resources and costs of the beneficiaries – organised in a table format - as well as a detailed narrative description of the work.
It consists of two parts:
1. Part A of Annex I contains the cover page, the project summary, the list of participants and the budget breakdown as well as 8 Workplan Tables, which provide details on the implementation of the project.
2. Part B of Annex I is based on information from Part B of the proposal. However, during the negotiation stage several sections of the original proposal need to be updated and the Consortium may be requested to shorten certain sections of the proposal and elaborate on others. Part B of Annex I is the narrative part of Annex I. All pages must be numbered and each page should be headed with the project acronym and proposal number.
Online support for the preparation of the Description of Work
The DoW of the projects can be prepared with the help of the online tool NEF (NEgotiation Facility). For the calls published after October 2009, the use of this tool for the preparation of the DoW is highly recommended.
The cover page and Part A are generated by NEF based on the information given already in the GPFs.
With the help of NEF, the necessary work tables can be edited in an intelligent way, taking into account the links between the different tables and pre-filling some of the information after you have filled in the information under the titles 'work packages' and 'project review'.
The Part B of the Description of Work is uploaded into NEF by the coordinator as a pdf document.
In case you are using NEF for the preparation of the Description of Work (Annex I.), the system will create the Description of Work out of two files:
one file generated by NEF containing PART A
a second file "PART B - narrative part" uploaded in NEF.
NEF will create out of the two files the Description of Work (Annex I).
Please note that the access to the NEF system has changed. The previous session key mechanism is replaced by the use of the services accessible via the Participant Portal: http://ec.europa.eu/research/participants/portal.
Each contact person of a given project, who would like to access NEF, has to register for an ECAS account (or use the existing one) – with the same e-mail address that was given during the proposal submission and later on during the negotiation phase.
After obtaining an ECAS account, each participant and the coordinator will be able to access and edit information in NEF in case a session is open or view the previous data in case no session is open under the 'My Projects' tab. The services of the Participant Portal will be able to recognise the roles of a certain 'client' entering the Portal.