Abstract

Even though many researchers have a black belt in research application writing and especially in the parts regarding the excellence of their scientific work. Modern funding applications, e.g., Horizon Europe RIAs, consists of several parts outside their field of excellence and their master expertise. In addition, there is all too often a huge abyss between describing the research in the proposal and then transferring this into a fruitful and functional project implementation.

What could be done about this? By connecting project managers early in the proposal phase, several common proposal pitfalls could be avoided. Of course, there is always the possibility to correct minor errors during the grant agreement phase or via an amendment but here we showcase the importance and benefits of including experienced project managers from the very start of the proposal preparation process. We will also discuss possible impacts on the proposal quality and scoring.

An experienced PM add great value both to the proposal and to the experience of writing by guiding the PI to avoid the pitfalls that might lead to; an unsustainable workplan, too many milestones/deliverables, or a problematic budget, forgotten costs like open access publications’ fee, data storage, or missing bonus points that might be gained by paying attention to consortium composition and footprint, or an avoidable conflict, instalments of prefinance, veto rights considerations, etc. A PM could also help with other aspects of proposal preparation process, like finding partners that can fill in the competence gaps in the consortium by using their network they cultivated over the years or managing the partners’ contribution -scientific and administrative- throughout the process, sometimes even by chasing them.

On many occasions experienced PIs take on the PM role, during the proposal phase as well as the implementation. There are of course many challenges for a PI to face in the proposal process most famous of which is the constantly "evolving” portal that makes it hard for, even experienced, PIs to follow the application procedures. Especially right now with the new programme PIs do not have the inclination/time/interest to read up on the changes and nuances of the new processes or join in the information meetings of the commission to learn such things. So, it is the PMs job to follow the up on these and make sure the PIs do not miss anything.

And most of all, ensuring that the setup of the project already in the proposal is done in a “sustainable” way, has multiple benefits and improve the enjoyability for all project participants especially the PIs and project manager that don’t need to spend 3-4 years clearing up the mess of a broken proposal.