NCP* Office Management, Monitoring and Assessment Tools

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1 1 st INCO conference Athens 9-10 June 2010 NCP* Office Management, Monitoring and Assessment Tools an experience sharing presentation Nikos Melanitis PRAXI/HELP-FORWARD * Read National Contact Point, National Information Point, etc 1 Professionalism: it applies not only to companies Source: axonconsulting.it 2

2 Organising an NCP for best performance 1. NCP Strategy (what NCP wants to achieve) 2. NCP Targets (tangible and intangible) 3. NCP Character (what, how, with whom) 4. NCP Environment 5. NCP Action Plan 6. NCP Process Design service definitions 7. Process Monitoring 8. Information Management System 9. NCP International marketing 3 NCP Modus Operandi NCP Strategy & Targets Action Plan Process Design Service Provision Monitoring 4

3 NCP Strategy To maximise the benefits of the national participation (enterprises and Reasearch/Academic Organisations) in the EU RTD programmes Financial benefits from the EU RTD programmes Experience obtained from the international character of the EU RTD programmes (experience for the participants and the national authorities) 5 NCP Targets Tangible targets - National contribution / funds imported - recovered - Number and size of successful participations - Identification of thematic priorities of national importance and advantage Intangible targets - Promotion of international cooperation mentality - Introduction to the EU procedures - Strengthening the R&D Industry & Society link 6

4 NCP Character - Public welfare service (Yes/No or both AND why)? - Information Centre (where it starts & where it ends)? - Assistance & Advice provision (by whom, how much)? - Added value services (consultancy)? - NCP Profits/Gain (direct/indirect)? - Full time job? - Information Mediation - Define your limits: Consultancy 7 Mapping the NCP (National) Environment Internal External - Recipients/ customers (organisations and firms) recording & classification (thematic and economic) - Identification of priorities / pilot customers (technology producers and users) - Organisation and continuous training of network of NCP partners and NCP multipliers - Assignment of responsibilities and distribution of tangible targets and anticipated results 8

5 NCP Action Plan Customers database: Recording academic and research units, enterprises, consultants, public and regional organisations technology users, etc. Services development Awareness activities Contact activities Assistance activities 9 Customer portfolio: customer profile Organisation Name and contact details Person in charge and position Status (state, private, research, education) Organisation Activity, classification Areas of expertise (classification) Areas of interest (classification) Availability for international cooperation Relativity to FP7 priorities Technology audit data 10

6 Services to customers - Information on FP7 structure and rules of participation - Information on FP7 calls for proposals - Preparation of (outward) partner searches - Retrieval and dissemination of (inward) partner searches - RTD proposal drafting (from advice to consultancy) - Information Days / Brokerage Days - Training seminars on RTD proposal preparation - Monitoring of proposal progress - Assistance in negotiations with the EC services (GPF forms) - Assistance in consortium agreement drafting - Technology Audits - Technology Watch & NoveltyCheck (IPR & Innovation check) Let s organise the services 11 Awareness & information ACTIVITY DESCRIPTION INPUT OUTPUT Publications Dedicated Newsletter in Newspapers in magazines in Internet Mail / Fax / campaigns / individual Event Organisation Participation in exhibitions / fora No of recipients No of publications No of articles No of pages/sites No of campaigns / recipients (broad, targeted, sectoral campaigns) No of events No of invitations No of (pre)publications No of participants No of stand visitors No of stand visitors Number of responses * Number of responses * Number of responses * Number of visitors Number of responses for additional information, new registration to the NIP database Number of responses for additional information, registration to the NIP databases, post event publications Number of responses for additional information, registration to the NIP db * Number of responses for additional information or registration to the NIP databases (db) 12

7 Contact & mediation ACTIVITY DESCRIPTION INPUT OUTPUT Telephone Calls No of calls per month, per thematic / horizontal programme No of requests for additional material, for appointment for registration to NIP database Access to specialized databases, e.g. CORDIS Visits to and from customers (RTOs & firms) Training Events and seminars No of accesses (own and on behalf of customers) No of visits, duration of visits, new registrations No of Events No of invitations No of publications No of participations No of partner search profiles recommended to customers Identification of potential projects for RTD cooperation No of new registrations No of requests for further assistance 13 Assistance & Advice ACTIVITY DESCRIPTION INPUT OUTPUT Diagnostic Visits Partner Searches (PS) Brokerage Events Support in RTD proposal submission No of visits No of technol. problems addressed No of research skills identified No of outward PS, No of inward PS disseminated No of events, No of national profiles No of foreign profiles No fo customers requesting assistance in RTD proposal drafting, negotiations, No of customers supported No of RTD projects proposed, No of partner search mandates No of Expr. of Interest (in), No of Expr. of Interest (out), No of consortia formed / proposals submitted No of bilateral meetings, No of matchings No of agreements No of proposals submitted No of submitted proposals No of successful proposals No of organizations in successful proposals 14

8 Design of Processes Information Stream FP promotion Customers training on FP Call monitoring Mediation Stream Call promotion Customer attraction Call results monitoring Project / Profile Identification Clarification of terms PS preparation (outward) Click on links for tips and definitions Utilise NCP tools (Inward) PS retrieval Dissemination Matching Advice Stream Proposal preparation Progress monitoring Negotiations with EC GPF preparation After sales services 15 Process Design: FP Promo & Customer training Familiarisation of the NCP staff with FP documentation Continuous training of the NCP staff (EC Info days) Production of FP documentation in local language Preparation of electronic and print publications on FP Organisation awareness campaign through info events Training seminars with hand-on exercises Person to person advice by experienced NCP staff Information Stream 16

9 Process Design: Call monitoring & promotion Workprogramme observation for Roadmap of Calls for Proposals Cooperation with National Representatives in Programme Committees CORDIS monitoring for new Calls Dissemination campaigns for specific Calls (direct contacts, events, newsletters, use of electronic means), with respect to the deadlines! Identification of interested parties and marketing strategy for Call promotion Monitoring of Call results in view of the NCP targets (National participation in the Call, distribution of participants, statistics / revision of targets for next call in the same programme) Information Stream 17 Process Design: Customer attraction Website (classified calls, RTD proposals, FAQ) Call presentation and promotion on time Training seminars on specific technicalities (e.g. budget) Organisation and participation in brokerage events Dedicated Newsletter Visibility assessment Integration in the NCP information management system Mediation Stream 18

10 Process Design: project / profile identification From previous participations in RTD projects - national, international From established Universities, RTOs From Industrial Federations, Chambers, Sectors From investment institutions From personal contacts From previous Information campaigns (events) Integration in the NCP information management system Mediation Stream 19 Process Design: Clarification of terms Charter of NCP Services (what we CAN DO and CANNOT DO, obligations of parties, confidentiality issues). Provision of services under contract (regardless the charging policy) Detailed service description (novelty check, PS profile draft, active outward search, incoming PS scanning, assistance in proposal drafting following the formation of a consortium) Integration in the NCP information management system Mediation Stream 20

11 Process Design: PS preparation (outward) Check current inward PS portfolio (IMS necessary) Check other inward PS (CORDIS and other sources) Client reliability check* before the active PS promotion Securing customer commitment Drafting the Partner Search (PS) following the standards Submission of PS in the cooperating networks Integration in the NCP information management system Mediation Stream 21 Process Design : Use of NCP network & tools for inward PS promotion and outward PS identification CORDIS (Partners, Projects, Results, e-alert, ΕοΙ) Other BBS systems (IST) (NMP) National & international NCP BBS systems, NCP mailing lists Integration in the NCP information management system Mediation Stream 22

12 Process Design : inward PS promo to local clients Dissemination through Web / Internet / automatic matching tools Targeted dissemination through classified lists Printed dissemination through NIP Newsletters Publication of selected PS in the press Dissemination of thematically grouped PSs to federations, associations and sectoral groupings Integration in the NCP information management system Mediation Stream 23 Process Design: Matching making of a consortium Following an Expression of Interest (EoI) for a PS, the role of a NCP is rather limited Keeping the other NCP informed is a must Nevertheless, the NCP can and should assist his client and facilitate the communication between the interested parties, if this is delayed, obstructed or even interrupted in close cooperation with the other NCP Integration in the NCP information management system Mediation Stream 24

13 Process Design: Proposal preparation Advice in the non thematic content of the proposal Advice in topics as such socio-economic impact of the project, relevance to the programme objectives always bothering the proposers is extremely useful Advice on project management and contingency plans Advice and recommendations on consortium suitability and balance Advice on the dissemination plan Advice on the results exploitation plan & IPR issues Advice on project budget Checklist / proof reading Advice Stream 25 Process Design: Proposal progress monitoring Close cooperation with National authority (not just once per year for review) Frequent communication with the EC Programme NCP coordinator Close cooperation with the other NCPs indirectly or directly involved in the proposal Evaluation Summary Report: a learning tool Advice Stream 26

14 Process Design: Contract preparation / Negotiations If the proposal is provisionally accepted Amendments in the proposal may be required Budget revision may be requested Partners roles may have to be reassigned Consortia clustering may even be recommended by EC If the proposal is finally accepted Complicated GaPFs have to be completed Consortium Agreement (check list available) Management advice may be needed during the project Clarification of several point with the Commission services Advice Stream 27 Monitoring of Targets, Activities, Processes National Contact Point - Coordination Multipliers (NIP partners) Target Outcome Input/Output Input/Output Management & Performance Indicators Amendment or revision of targets / assignments at frequent and pre-defined time intervals 28

15 Definition of Management Indicators RTD Proposal RTD Consortium Partner Search Event Meeting Local RTD PS External RTD PS Local RTD PS published External RTD PS processed EOIs in local RTD PS EOIs in external RTD PS Clients A research proposal (to be) submitted for funding in an FP programme An international consortium formed to submit a RTD proposal A search for partnership in a RTD proposal to be submitted for funding An event with international participants, e.g., brokerage event, mission, etc. with the objective to establish RTD consortia A transnational one-to-one meeting between your NCP/NIP client and an external NCP/NIP to discuss a particular RTD PS RTD Partner Search proposal produced by your NCP/NIP RTD Partner Search produced by an external NCP/NIP A local RTD PS disseminated to the NCP network, through BBS and/or event catalogues, etc. An external RTD PS promoted to your local client through various means Total number of Expression of Interests from other NCP/NIP external clients in your local client s RTD PS Total number of Expression of Interests from your local clients in external RTD PS Total number of local clients (new and existing) that have received assistance in the RTD consortium formation 29 Performance Indicators Overall Results: An NIP/NCP total output Efficiency in getting clients to negotiate: Efficiency of the work put in to get clients to start talk with one another Efficiency in events: Efficiency in organising events, such as TTT-days, brokerage events, Technology missions, etc Efficiency in PS processing: Efficiency in producing/promoting local PS profiles and promoting external PS profiles # RTD consortia or proposals / # Targets or #FTE # Successful RTD consortia / # Targets or #FTE Funds from successful RTD proposals / Targets or # FTE # Negotiations started / #FTE # Negotiations started / #Total EOIs # Matches / # FTE# Matches / #Total EOIs # Meetings with matches / # Meetings # Local RTD PS profiles in events / # FTE # Meetings / # Local RTD PS profiles in events # Local RTD PS profiles published / # FTE # External RTD PS profiles processed / # FTE FTE = Full Time Equivalent 30

16 Information Management System (IMS) The vital tool for the monitoring of activities, allocation of tasks between NCP staff and associated partners (multipliers), provision of effective services, evaluation and measurement of performance is an integrated Information Management System 31 IMS: Whats & Whys What is an Information Management System for a NCP? A website / internet / intranet? A database? A paperless office? A platform which allows data recording, publication, promotion, service provision, activity recording Why an IMS? Fashionable? Saves time? Saves money and effort? Helps you know what you do, helps you show what you do, helps you find out what you do wrong 32

17 IMS: Reasoning What is the need for setting up an IMS To manage a huge amount of information (see CORDIS) To disseminate this information to the interested parties in a friendly and simple manner, taking into account language issues To collect and classify client profiles To record effectively the provision of services to clients To manage the customer portfolio To monitor and evaluate the effectiveness of the NCP local network To integrate NCP office activities To support in a structured and justified manner any NCP development programme and make a convincing fund raising application 33 Pre-requirements to set up an IMS Good knowledge of NCP processes (the NCP business), activities and services a high rank NCP officer should stick with the development team Technical expert team (databases, web design, web-database communication) with good understanding to management processes and capability to discuss in non-technical terms Commitment that the NCP staff is going to use it together with a design that forces them to use it 34

18 Basic Tables and Interelations XML / mobile agents / data mining / translation technologies may be utilised for obtaining, embedding and integrating international information to the national NIP IMS NCP/NIP IMS: a schematic technical analysis NIP / NCP Staff Activity Codes CLIENT Company/RTO Contact Person Activity Activity Code Interests SERVICE Information Partner Search Mediation Part. In Brokerage Activity Code EVENTS Portfolio PS PORTFOLIO Project Title Inward/Outward Activity Code Other entry fields... TRANSACTIONS Date Description by staff Status Client + Service + Portfolio entry IMS: Events Table fields a detailed example Event_ID: Event_Type: 1=Brokerage, 2=Conference, 3=InfoDay, 4=Seminar, 5=Mission, 6=Exhibition, 7=Internal Title (max 255) : Location (max 255) : Date: (date form) Organisers: (max 255) : NIP_Participation: 0=NO / 1=YES NIP_Role: 0=None, 1=Principal Organiser, 2=Co-organiser, 3=Speaker, 4=Delegate Deadline: for expression of interest to partcipate (date) Code_Classification (VEIC, CERIF, National): coded description of the Event content Participation_fee (max 255) : Event_Description: (free text) Information: (max 255) : Web_address: Internal_comments: Post_Report: Summary event report Participants_ Number: Bilateral_Meetings: (number) SUB TABLE 1: Partcipants List Organisation: Contact_Person: Telephone: Fax: ... [link to clients database/table] SUB TABLE 2: PS catalogue Title: Thematic Area: Potential Partner: Project_Type Deadline for EoI:... [link to PS Portfolio database] 36

19 IMS Interfaces -Intranet : -NCP Central Administrator: Full Access (view, write, edit,delete) -NCP staff / partners: Access to the topics of their concern (view, write, edit), under validation from Central Administrator -Internet: Public Access with registration (view), to selected information Restricted Access (view, possibly write), if charging policy is considered (public & private areas) Quick insertion of data, automated dissemination, fast access to information, instantaneous access recording, reporting capabilities 37 International Marketing Uploading national thematic NCP structure in CORDIS, to ensure: Access to all info available to formal NCPs Visibility to partner enquiries from abroad Utilisation of the contacts of INCO projects Make good use of the club spirit To be remembered when opportunities arise Utilsation of the NCP-networks CA projects For partner searching, training* opportunities, best practices, inside information Initiate/participate in twinning schemes, staff exchanges 38 * Subject to each CA technical annex.

20 The End Thank you for your patience! 39

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