3. Understanding Work Packages & Budget Key tips on completing the Work Package and Budget sections of a guide to completing a Transfer of Innovation application form in 2012
Please make sure you read this together with 2012 Applicant Guide which provides an overview of the key aspects of completing an application form, the Supplement to the eForm which includes all the Annexes you will need to complete key sections of the budget and Applicant's Technical Guide which gives an overview of the technical aspects of completing an electronic application form. Finally you should also familiarise yourself with Assessment Grid as it will be used by assessors to assess your application.
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Contents Introduction .................................................................................... 3 Work Packages............................................................................... 3 Budget  A word of warning............................................................. 6  Use detail ........................................................................... 7 Understanding the assessment grid ............................................ 8 Useful Contacts.............................................................................. 9
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Introduction Leonardo Transfer of Innovation The UK National Agency has identified two areas of a TOI application form that causes the majority of applicants the most difficulty in completing: Work Packages & Budget. These two areas of the application form should not be underestimated. In the majority of applications, getting these two sections “right” will significantly increase the chances of an application being approved for funding. The Work Packages section (D.4) in the form should combine all elements of your application and must provide a detailed breakdown of all project related activities - from how you plan to start the project to how you will sustain the project results once the funding period is over. The Budget section (E) should describe, in detail, all the costs required to carry out the project and relate directly to those activities and results described in the Work Packages. This short guide concentrates on the Work Packages & Budget section of the 2012 TOI application form. It should be read in conjunction with other documents in your application pack. If you have any questions or require further information please contact the Leonardo helpline on 0845 199 2929. The UK National Agency is committed to increasing participation in the Lifelong Learning Programme and improving the quality and potential impact of projects. This new document has been designed to support applicants in completing these two key sections. We welcome your feedback on all the guides we produce.
Work Packages Work Package Title
Be clear and try to avoid combining work packages that should be separate, for example Evaluation & Dissemination.
On average TOI projects have between 6 and 9 work packages
You should ensure work packages cover key phases/areas of your project.
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Start month/end month
Some work packages will run for the lifetime of the project, others such as piloting may take place in certain months.
Please consider the amount of time allocated is appropriate and will give you the required length of time to complete work package aims.
Some work packages will have links to each other, for example research & needs analysis—transferring/adapting— piloting—evaluation: ensure this is considered when planning start/end months of the project
Ensure costs are realistic, consistent with your activities and represents value for money.
Work package costs must be consistent with the costs de- tailed in the Budget section of
Costs
the application form. Package leader
Assessors will be looking at the task allocation to find evidence of effective partnership working and particularly an appropriate balance of work.
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Work Package aims and description of activities
Two concepts are crucial to the work programme: consistency and relevance
Set out clear aims and objectives of each work package
Ensure aims are achievable in time allocated and ensure activities demonstrate how you will meet these
Number your aims — this will help when relating the activities of the work package to its aims
You should ensure work packages cover key areas such as project management, dissemination and piloting.
Describe in detail activities to achieve every output of your proposed project
Roles and tasks of sub-contractors (if any)
Ensure you fully justify the role of any sub-contractor by detailing specific tasks and responsibilities.
Ensure this is consistent with the aims and activities of the work package
Project management (including financial) and main project activities should not be subcontracted
Please take into account the financial rules regarding subcontracting—have you factored in a tendering process (if relevant)?
Remember — your Work Packages should give you, your partners, assessors and the National Agency a clear plan for how the project will achieve its aims and objectives.
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Budget…A word of warning The Cost Benefit Ratio For every Call year, on average, the Cost Benefit Ratio of the European Assessment Criteria is the lowest scoring criterion for applicants to Leonardo TOI. It is your responsibility, as the applicant organisation, to ensure your budget is balanced, well justified, is relevant to project activities and offers value for money. To increase the possibility of your application being successful and to avoid your requested grant being reduced you should consider the following:
Are you building project activities around the maximum budget available? Please start by considering activities rather than how much funding you would like.
Remember, the Leonardo funding for TOI is up to €150,000 per project year. Once you are certain of the project activities, you can then begin to assign a budget.
Is your budget relevant to those activities described in your work packages?
Have you considered your partners carefully? Every organisation involved in a TOI project is expected to have the capacity to participate in the project already. Capacity can be seen as; Expertise, Time, Resources & Financial capacity. If your project is requesting a high percentage of subcontracting costs or equipment costs, assessors will question the capacity of the consortium to carry out the project.
Have you provided a detailed breakdown of your requested budget? See page 8 for more information.
Remember you are applying for public funds. If your budget is not clear and does not relate to project activities it will be reduced.
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Budget…Use Detail
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It is important to use detail in the budget section — your budget is as important as the narrative part of your application so be sure to allow plenty of time to complete it.
The above example relates to equipment but is just as relevant to other budget sections in the form such as sub-contracting and other costs. Be sure to separate costs; do not be tempted to combine costs on one line.
Ensure any requested budget is relevant to achieving the aims and objectives of your project and relates directly to your work packages.
Work with your project partners — discuss with your partners their allocated budget and ensure it is consistent to their project activities
Make sure you read the Call documents—it is important you understand the financial rules of TOI and demonstrate this in your budget. Pages 41 to 50 of the document Lifelong Learning Programme (LLP) Guide 2012 Part I: General provisions sets out the rules—also, make sure your partners have a copy http://ec.europa.eu/education/llp/doc848_en.htm
Please remember all reductions carried out at assessment stage are final and we can not contact you for further clarification during this stage. Even if successful, there are no opportunities to provide further clarification to reinstate the reduced funds.
Understanding the Assessment Grid
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Included in your 2012 application pack is the European Assessment Grid. This is an important document to familiarise yourself with as it will be used by assessors to assess your application. The European Assessment criteria are broken down into 8 sections. Each criterion is weighted. In the above example, you will see the QUALITY OF THE WORK PROGRAMME section carries a maximum score of 20 points with a threshold of 9 points. Applications must meet ALL scoring thresholds in order to be considered for funding. To be awarded the full points available per European Criteria your application must address in DETAIL all points to be assessed. Please note this list is not exhaustive but should be used as an important reference when completing your application.
Useful Contacts Leonardo is for you if you’re involved in vocational education and training. www.leonardo.org.uk Grundtvig is the place to look if you’re involved in adult education. www.grundtvig.org.uk If you plan or oversee education or training provision, you may be able to go on a week-long Transversal study visit www.transversal.org.uk For general enquiries, call 0845 199 2929 or email llp@uk.ecorys.com For information about the Comenius (schools) or Erasmus (Higher Education) programmes see: www.lifelonglearningprogramme.org.uk
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