EDIRE Toolkit: Templates and tools for Project Design and Management

This project has received funding from the European Union’s Horizon Europe program for widening participation and spreading excellence under Grant Agreement number 101060145 EDIRE Toolkit: Templates and tools for Project Design and Management Milestone 7: Templates and tools for project design and management ready EDIRE HorizonEurope project number: 101060145 Date: 05.09.2024 This document serves as a comprehensive guide to essential templates, tools, and resources designed to support stakeholders in the development, implementation, and evaluation of research and innovation projects within the EDIRE initiative and beyond. With a focus on gender equality, inclusion, accessibility, and ethical considerations, this guide empowers project teams to align with European and global standards while achieving high-impact outcomes. About the Project: Equality, Diversity, and Inclusion for research enhancement (EDIRE) in Bosnia and Herzegovina aims to create a networking collaboration between the University Sarajevo School of Science and Technology (SSST) and four renowned research institutions in France, Italy, Ireland, and Spain, with the final aim of increasing SSST research profile, boosting its research capacity, especially in the field of Equality, Diversity, and Inclusion (EDI). Research on EDI is almost totally unaddressed in Bosnia and Herzegovina, therefore EDIRE will contribute to introducing new lines of research in such strategic topics for the quality of research. These transversal research areas will be embedded in intensive training and networking actions addressing SSST research and management capacity in general. This project has received funding from the European Union’s Horizon Europe program for widening participation and spreading excellence under Grant Agreement number 101060145 List of templates and tools 1. Roadmap for preparing project proposals 2. How to guide (with screenshots from AGA) 3. Partners’ selection – tips 4. Examples of a Gantt chart 5. Example of a Pert chart 6. Budget sheet – examples 7. Timesheet examples - from the GA and others 8. Digital accessibility: following EU requirements (https://www.siteimprove.com/blog/the-eu-web-accessibility-directive-faq/; 9. Web Content Accessibility Guidelines (WCAG) 2.1, for project websites, online platforms, or digital tools. https://www.w3.org/TR/WCAG21/ 10. Logical framework (logframe) template (numerous resources online) https://www.theguardian.com/global-development-professionalsnetwork/2015/aug/17/how-to-write-a-logframe-a-beginners-guide; 11. Risk register template (numerous resources online) https://thedigitalprojectmanager.com/download/risk-register-template/ 12. EDI as a pervasive dimension 13. Gender in research and project construction GenderX 14. Ethics and AI in a research and innovation project This project has received funding from the European Union’s Horizon Europe program for widening participation and spreading excellence under Grant Agreement number 101060145 1. Roadmap for Preparing Project Proposals A detailed roadmap that outlines each phase of proposal development: from ideation, partner engagement, stakeholder mapping, and aligning with EU priorities, to preparing deliverables and submission. This tool helps in organizing the timeline and strategic steps to ensure timely and high-quality applications. When forming your project consortium, pay close attention to the eligibility criteria outlined in the specific call, particularly those related to the geographical distribution of partner institutions. Collaborations that include institutions from both the European Union and the Western Balkans—or even beyond Europe—can significantly enhance your proposal’s competitiveness by earning additional evaluation points. Please be aware that almost all programmes have additional criteria, which may broaden or narrow the group of entities that can apply. Some programmes are open to participants from the entire world (e.g., Horizon Europe), while others are specifically restricted to EU countries only (e.g., EDF). Moreover, ensure that gender balance is considered in the selection of consortium representatives, as this is often a critical component in line with European values and project assessment criteria and please follow next steps: ▪ Establish the consortium ▪ Identify the writing team from each partner ▪ Think of the contribution and competences to add in the proposal ▪ Willingness to lead a Work Package ▪ Think of the specific activities to include ▪ Initiate internal procedures and CA/NDA ▪ Initiate writing This guide supports project developers in shaping a solid idea into a compelling project concept. It includes strategies to match project ideas with suitable calls, as well as insights into innovation potential, societal relevance, and alignment with SDGs and Horizon Europe missions. Includes links to European Commission portals, national funding bodies, and thematic platforms. Updated frequently to reflect available calls in research, education, and innovation. The advertisement section helps teams disseminate opportunities to interested partners. This project has received funding from the European Union’s Horizon Europe program for widening participation and spreading excellence under Grant Agreement number 101060145 2. How-to Guide (with AGA Screenshots) Screenshots and instructions from the Annotated Grant Agreement (AGA) portal provide users with practical insights into submission procedures, cost eligibility, budgeting structure, and compliance requirements. Useful for both newcomers and experienced applicants. It is very important to follow next steps such as: ▪ Find Grants Procedures ▪ Find partners ▪ Create an EU Login Account ▪ Register and Organisation to get PIC Number ▪ Sumbit your Grant Proposal This project has received funding from the European Union’s Horizon Europe program for widening participation and spreading excellence under Grant Agreement number 101060145 This project has received funding from the European Union’s Horizon Europe program for widening participation and spreading excellence under Grant Agreement number 101060145 This project has received funding from the European Union’s Horizon Europe program for widening participation and spreading excellence under Grant Agreement number 101060145 This project has received funding from the European Union’s Horizon Europe program for widening participation and spreading excellence under Grant Agreement number 101060145 3. Partner Selection Tips This guide provides a structured approach to identifying, assessing, and recruiting consortium partners based on thematic relevance, expertise, geographic balance, and past performance. It includes partnership agreement templates and criteria checklists. Generally, most EU funding programmes require that participants (Beneficiaries and Affiliated Entities) are: ▪ legal entities (public or private bodies, including international organisations) ▪ established in one of the eligible countries, which include: o EU Member States (including EU overseas countries and territories (OCTs)) eligible non-EU countries: o EEA countries (Iceland, Liechtenstein and Norway — if opted-in for the programme) associated countries (countries associated with the funding programme by paying a contribution — list differs for each programme) o Useful links: ▪ https://horizoneuropencpportal.eu/sites/default/files/202205/guide-for-ps-tool.pdf ▪ https://ec.europa.eu/research/participants/docs/h2020-fundingguide/grants/applying-for-funding/find-partners_en.htm ▪ https://lelaba.eu This project has received funding from the European Union’s Horizon Europe program for widening participation and spreading excellence under Grant Agreement number 101060145 4. Gantt Chart Examples Customizable templates and examples illustrate how to visually organize project activities over time. Each task includes a defined duration, responsible partner, and milestone alignment to support real-time tracking and reporting.