Lead Organization -â Instructions for Preparing an

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Page 1 of 9
INSTRUCTIONS FOR LEAD ORGANIZATION TO PREPARE INNOVATION SYSTEM
DEVELOPMENT PROJECT PROPOSAL
Lead Organization -‐ Instructions for Preparing an Innovation System Development Project Proposal The purpose of this document is to provide the Lead Organization, who represents a consortium, with
guidance about how to develop a strong proposal for IPP2 program’s grant call in the spring 2015.
More information about Innovation Partnership Program Phase 2 and the grant is available in the
Request for Proposals document, Proposal Form and at www.ipp.vn/opencall/systems
1 Proposal Form Submission Lead Organization is requested to submit the proposal and related documents
•
by uploading them at www.ipp.vn/opencall/systems by the deadline
•
and sending them by the deadline as paper versions to IPP office:
o
Room 1502, 15th Floor, Thang Long Tower No. 98A Nguy Nhu Kon Tum Street,
Thanh Xuan District, Hanoi.
Electronic version of the proposal and attachments must have arrived to IPP by the deadline. Lead
Organization submits all files at IPP’s web site www.ipp.vn/opencall/systems as MS Word, MS Excel
or PDF files.
The paper copy of all proposal documents has to be sent by the deadline as a registered letter or
shipment and the sender must have a receipt with a time stamp available if asked by IPP.
All consortium members who are applying for IPP’s grant money are required to submit their own
Applicant Specific Proposal Form for Innovation System Development Project to IPP as IPP will make
a separate agreement with each organization who receives IPP’s support. This means that the Lead
Organization must submit both a joint proposal on behalf of the whole consortium and its own
applicant specific proposal.
1.1 Lead Organization for the whole consortium project The lead organization of the consortium is required to send to IPP the following additional documents
on behalf of the consortium:
1. Appendix 1. Main activities of the whole project with achievable milestones as a high level
summary of the implementation plan in table format.
2. Appendix 2. Manpower Plan in table format, including all project team members.
3. Appendix 3. Project Budget of the whole project in one table: Total cost breakdown of the
whole project.
4. A scanned electronic copy of the last page (or all pages) of this form to show the signature
and statement about financial details by the call deadline to IPP as part of the electronic
proposal package
5. Consortium Agreement between the project partners, including all key partners (not only the
ones seeking for IPP’s support). The consortium agreement must be finalized and signed
before consortium members sign their support contracts with IPP.
Chương trình Đối tác Đổi mới Sáng tạo Việt Nam - Phần Lan, Giai đoạn II
Finland - Vietnam Innovation Partnership Programme, Phase II
http://ipp.vn
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1.2 Sub-‐project Lead Organization (when applicable) In case of a consortium that is divided to clear sub-consortia and whose large joint project is divided
into clear sub-projects, the Grant Proposal can be presented with additional level. In this case, the
Lead Organization presents the whole project and the items in the lead organization specific list
above in summary format, and nominates Sub-Project Lead Organizations. Each of these Sub-Project
Lead Organizations presents the following sub-project details on behalf of the partners in their subconsortium:
1. Appendix 1. Main activities of the sub-project with achievable milestones as a high level
summary of the implementation plan in table format.
2. Appendix 2. Manpower Plan in table format, including all sub-project team members.
3. Appendix 3. Project Budget of the sub-project in one table: Total cost breakdown of the subproject.
4. A scanned electronic copy of the last page (or all pages) of this form to show the signature
and statement about financial details by the call deadline to IPP as part of the electronic
proposal package
Please note – the above lists are indicative and IPP may seek additional documents and information
from individual project applicants as well. Lead Organizations will have one week to send in the
missing information after request from IPP.
http://ipp.vn
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2 Guidelines for filling in the proposal form The following table is a copy of the proposal form with additional information in the cells that in the
real form are used for applicant’s input. This additional information includes guiding comments and
some, but not all, of the potential questions the evaluators will focus on for each topic. Strong
proposals cover most of the points highlighted with the following lists. A strong proposal form is
concise and sharp, so it is 3-6 pages long.
Consortium number
For IPP to fill HERE
Date received
For IPP to fill HERE
0.1 Name of your
organization
Give here the name of your organization that is the leader of the
consortium or sub-consortium
0.2 Name of the
consortium project
Define a descriptive short name for your project that seeks IPP’s support.
This name will be used in all communications with you, and with public if
the project receives IPP’s grant.
Examples of good short names are ‘Starting an incubator for start-ups in
Hanoi University’ and ‘Planning a fund to support start-ups in southern
Vietnam’
Give the name of the whole project. An example is ‘Development of
Cantho startup ecosystem’.
0.3 Name of the subconsortium project (if
applicable)
If the consortium is divided into sub-consortiums, give the name of a subproject described in this proposal form. An example is ‘ICT incubator subproject’.
1. Consortium details
1.1 Consortium Lead Organization
1.1.1 Name of the
organization
Tell the official name of the organization. IPP will use this name in
communications with you, and with public if the project receives IPP’s
grant.
1.1.2 Authorized
leader of the
organization
Give the name and contact details of lead organization’s leader who is
authorized to be responsible for the project that is described in the grant
proposal. This person signs the joint project proposal on behalf of the lead
organization.
1.1.3 Project manager
for the whole
consortium project
Give the name and contact details of the operational project manager of
the proposed consortium project. IPP will communicate with this person
during the evaluation of the proposal, and during the project if it receives
IPP’s grant.
http://ipp.vn
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1.2 Sub-consortium Lead Organization (if applicable)
1.2.1 Name of the
sub-consortium lead
organization
Tell the official name of the organization. IPP will use this name in
communications with the partner organization, and with public if the project
receives IPP’s grant.
1.2.2 Authorized
leader of the
organization
Give the name and contact details of partner organization’s leader who is
authorized to be responsible for the project.
1.2.3 Project manager
of the sub-project in
organization
Give the name and contact details of the contact person for the project in
the sub-consortium lead organization. IPP will communicate with this
person during the evaluation of the proposal, and during the project if it
receives IPP’s support.
This person signs the project proposal and later the potential project
contract with IPP on behalf of the partner organization.
1.3 Consortium partner applicant
1.3.1 Name of the
applicant
organization
Give the same key details as in item 1.2 about each project partner who
are part of the consortium. Only the ones who will apply for IPP’s support
will send their project proposal form copy with their signature and stamp,
and organization specific additional document, to IPP.
1.3.2 Authorized
leader of the
organization
1.3.3 Project contact
person in
organization
1.4 Consortium partner applicant
1.4.1 Name of the
applicant
organization
1.4.2 Authorized
leader of the
organization
1.4.3 Project contact
person in
organization
http://ipp.vn
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Add here rows and copy/paste respective cells for each additional project partner.
2. Public summary of your project
Give a short summary of your project. This summary will be published by IPP if the project receives
IPP’s grant. A good length is 3-5 lines of text.
2.1 Public summary of your project (in Vietnamese)
Your own translation of the public description of your project. This description will be published,
together with the English description, in IPP’s communications if you receive IPP’s positive support
decision.
3. Project Team
Who are the core team members, that is, the individuals working in the project? What is their
expertise and experience?
Describe your key team members, they strengths and why are they in the project.
The strengths should convince the evaluators that you have the key skills, knowledge, experience
and connections in your team.
You can grow your team during the project. If your team does not yet have all needed strengths in
the team you should describe how you collaborate with additional resources in the Collaboration (#4)
or in the Implementation part of the proposal (#10).
Show that the project team are fully committed to the project and also to the training and coaching
provided by IPP.
Project team
members who will
participate in training
Give the names of at least 3 core team members who will participate in
training sessions provided by IPP
4. Collaboration
Who are the consortium members applying for IPP’s support and why are they in the project? Who
are consortium members who are not applying for IPP’s support?
Give a short summary of the consortium members and explain why they are in the project.
Tell about the roles of the consortium partners in the project.
Show that the consortium members are fully committed to the project and their overall joint vision.
Describe your ideas and plans for networking and partnering with potential investors and supporters,
companies, partners and other stakeholders locally, in national level and internationally.
If you already know about future partners, list them and their roles here.
Provide the summary of the status of the consortium agreement and the planned schedule of signing
it.
http://ipp.vn
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5. Need
What are the needs of innovative growth companies in the region that are targeted with this project?
What are other needs in the innovation system that project will answer?
Describe what needs of the innovative growth companies who target international markets you are
addressing with your solution. Tell shortly also how you know about these needs.
Tell about other needs in the regional and national innovation system you are going to solve with the
development activities in the project.
5.1 Need (in Vietnamese)
Your own translation of the Need described above. This translation will be used during evaluation, for
example, for policy relevance check.
6. Solution
What is the solution/approach/entity/program that will be the target of development in this project?
How will the project build regional, national and international capabilities and collaboration to enable
the innovation and growth business?
Describe the products, services, processes, organizations and any other main things you will develop
to answer the needs of your target beneficiaries.
Tell in what stage your solutions are now and what will be their status in the end of this project.
Explain how the solution answers to the demand and needs in the innovation system locally and
nationally, and in the growth companies.
Describe how your solution is new in local and national level and what is innovative about it.
6.1 Solution (in Vietnamese)
Your own translation of the Solution described above. This translation will be used during evaluation,
for example, for policy relevance check.
7. Benefits
What benefits will the solution bring for:
•
innovative potentially high growth companies in the region,
•
innovation system in the region and Vietnam, and
•
consortium members and their partners?
Tell why your future beneficiaries will use your support and help. Tell about the benefits they receive
by choosing your solutions over direct and indirect competition.
Describe what benefits your solution will bring to the innovation system.
Outline the main benefits of the project and solutions it develops to the consortium members and
their partners.
http://ipp.vn
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8. Competition
What other solutions/approaches will compete with the one developed in the project? How will your
solution stand out from the competitors? How will some of the potentially competing solution and
their owners become partners for the consortium?
Tell about competition to your solution, both direct competing solutions and indirect competition.
Write about your competitive advantages. Tell who are your main competitors and why your solution
is better choice for the innovative growth companies than theirs.
Describe what differentiates your solution from competition and how will you use that to get
customers and beneficiaries.
9. Sustainability
What is your current idea of the sustainability beyond IPP’s financial support?
How will you make money or get support to pay your bills right after this project?
How will you do it later?
What will you do after this project to develop the solution and your operations further?
10. Implementation plan
Describe here the following:
What is ready in the end of this project?
When does the work start and finish – note that the acceptable project length is 6 – 9 months?
What will you do after this project to develop the solution and business further?
In addition, describe the main activities with achievable milestones by listing their content in high
level and duration in Appendix 1 (template attached).
11. Project Budget
Give the total cost of the proposed consortium project in Vietnam Dong during 6-9 project months.
If this proposal describes a sub-project, give both the consortium project and sub-consortium figures..
Remember that the maximum IPP grant value that IPP may pay to the whole consortium is
1,150,000,000 VND being 70% of your costs. This means that the maximum project costs IPP will
take part in are 1,640,000,000 VND.
If your real human resources related project costs are higher than 1,640,000,000 VND, tell (and
break down in the appendix tables) the real costs. This will enable IPP to take this into account in
case some of the costs are not eligible for reimbursement.
You describe the details of the budget in appendices 1 - 5. Note that IPP accepts your costs for
reimbursement starting from 1.7.2015 or later.
http://ipp.vn
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12. Appendices
Mark here with ‘X’ the additional documents you submit with this proposal form to give details of the
consortium project (or sub-consortium project).
Describe the budgeting related details in the Appendices 1 - 3 and follow the instructions below:
Appendix 1. Implementation Plan. Describe the main activities of the project (or sub-project) during
6-9 project months with achievable milestones by listing their content and duration in this table. You
and the consortium members use this information for planning the resources for the project. Share
the document with the consortium members as they must submit a copy of this with their proposals to
IPP.
Appendix 2. Human Resource Plan. Describe who will work for the project (or sub-project), how
many man months and when.
Appendix 3. Total Project Costs for whole project (or sub-project) during 6-9 project months
(i) Personnel cost: Remuneration inclusive of Basic Salary, Overhead, Personnel Income Tax
(PIT) and social insurance.
(ii) Services: inclusive of differences costs categories:
Travel cost: Project Related Travel, Domestic & International.
External services: Consultancy fees and other payments for third parties. Provide
names of these subcontractors if already known.
Training: Cost of the training provided by IPP and any other training.
Other expenses (if any)
The project cost calculation is your best estimate. If you are unsure about the right row for a certain
cost item, please ask from IPP or raise that up in the discussions with IPP during IPP’s evaluation
process.
Include also:
A scanned electronic copy of the last page (or all pages) of this form to show the signature by the
call deadline to IPP as part of the electronic proposal package
Consortium Agreement if you already have it, even a preliminary version. The consortium
agreement must be finalized and signed before consortium members sign their support contracts
with IPP.
http://ipp.vn
Page 9 of 9
Signature and stamp Signature and Full
Name of the Authorized
Leader of the Lead
Organization
Signature:
____________________________________
Full name: Write the full name of the person who signs above
Stamp (If any)
Put your stamp here if your organization has one.
Date
Write the date of the signing of this document.
http://ipp.vn

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Lead Organization -â Instructions for Preparing an