[Title of the proposal]
Proposal in the programme 
State Major Instrumentation 

[Responsible spokesperson]
[Applying institution]
[Federal state]
<Grey texts are intended to provide guidance for completing the form and should be deleted prior to submitting your proposal. Black text should be retained as presented here in the submitted document.

The funding programme State Major Instrumentation is described in the respective guidelines with proposal preparation instructions (DFG form 21.2). The guidelines and the proposal preparation instruction are to be followed when submitting a proposal.

www.dfg.de/formulare/21_2

Important: This template is exclusively to be used for applications for central equipment (e.g. for central IT systems, IT network systems, Hospital Information Systems (HIS) / Clinical Workplace Systems (KAS), or complex image and sound studios).

The DFG published notes and information for some technologies and types of instrumentation (e.g. electron microscopes, mass spectrometers, central IT-systems) that are to be considered when preparing the proposal (available in German only!)

www.dfg.de/.../wgi/beantragung_betrieb

If you have doubts, whether using this template is appropriate please contact the DFG head office:

www.dfg.de/wgi

Index
1.	Proposal overview
2.	Core information and general concepts in place
3.	Objectives of the proposal
4.	Current equipment
5.	Planned equipment and performance characteristics
6.	Implementation plan and schedule
7.	Use and management concept
8.	Choice of configuration and vendor
9. 	List of attachments

1.	Proposal overview
[Title of the proposal]
1.1	Summary 
<A short description of the rationale, the content and the science-related objectives of the proposal (max. 3000 characters, no special characters). Do not use names of person or provide information about instrumentation that would allow identifying a company or vendor. This text should be equal to the summary within the elan-portal. Maximum of 3000 characters, no special characters.> 

[text]

1.2	Responsible spokesperson 
<Identical with the name provided the elan portal, under the section: Leader of the working group that will primarily use the equipment. Only one person possible.>
	
[text]
1.3	Most relevant institutions, institutes, or representatives 
<Applying university and faculties mainly using the instrument. Additionally, institutions, institutes or persons can be mentioned that are significant in respect to financing, usage share, operation, or site of operation. Only mention protagonist central to the proposal, detailed information is to be provided in chapter 2.>  

[text]

1.4	Percentages of usage shares regarding purpose 
<Tabular overview of the planned usage shares regarding research, teaching and training; as well as clinical care If applicable necessary further broken down by institutions or clinics.>

Use in	%	
Research	[amount]	
Teaching and training	[amount]	
Clinical care	[amount]	
Total sum	100%	

[text]
1.5	Tabular overview of cost
<The subsequent table should represent a brief overview of the requested funds requested only listing main items. The table can be adjusted or extended if necessary. A detailed breakdown of individual position will be done in chapter 6 on instrument configuration. Please check for consistency with entries in table 6.1. The total sum is identical to the requested funding amount in the elan-portal.>

Instrument name (vendor neutral)	EUR (inkl. VAT)	
[Main instrument]	[amount]	
[Accessory instrument]	[amount]	
[Accessory instrument]	[amount]	
Additional costs, if not included in the quotes provided
 (e. g. transport, customs, installation, and training)	[amount]	
Total requested funding amount (rounded up to full thousands)	[amount]	

[text]

1.6	Connections with other applications 
<Name the reference number of preceding proposals, but also other larger projects like CRC proposals under review, if they are of relevant to this proposal and shortly describe the relation. 

If further proposals with a direct or scientific connection to this proposal are planned, please provide a title for such proposals together with a prospective date for submission. Explain why the applications are not put forward together. 

Please take note, that in some cases, the review process for an instrument is only insufficiently possible without knowledge about currently planned or already applied for major instrumentation. In such cases, it is recommended to contact the responsible person for the technology in the DFG head office in order to clarify whether preparation of a package proposal would be appropriate.> 

[text]

2.	Core information and general concepts in place
2.1	General characteristics of the applicant institution
<Institution means the university or the university clinic as a whole. 

Tasks and main parameters (locations, staff and students, university courses, number of clinically cared for people, hospital beds, etc.) should be presented to be in a meaningful relation to the objectives of the proposal. 
Furthermore, those departments or units should be mentioned, that are actively involved in the operation or implementation of the proposed project. Also mention those that will specifically benefit from it. Possibly. It is reasonable to mention and refer to other facilities that offer similar infrastructures to those planned in this proposal (usually 1-2 pages).>
[text]
2.2	General concepts of relevance to the proposal
<Meant are existing IT- or network-system concepts, as well as central research data management plans. Please briefly (approx. 2-4 pages) elaborate, in what way the planned central equipment will incorporate into these central concepts, of the institution or even larger (e.g. regional) concepts. In this section also describe the connection to and context with university or larger networks, repositories or collaborative associations. 
This section should aim to be written in a way to be accessible and self-explanatory, Make explicit references to central concepts and documents that are attached to the proposal.>
[text]

3.	Objectives of the proposal	
<Objectives are to be understood in relation to capacity building, modernization, upgrade, pursuit of strategic goals, implementation of new or more powerful services.>
3.1	General objectives 
<Aims the proposal at continuing existing and current responsibilities and services, or are there novel goals and objectives? 
Who sets the goals (e.g. facility management, data centre)? Please also describe the processes that led to the objectives.
Briefly describe the schedule until these goals and objectives are achieved.
Is this a long-term infrastructural project? This is the case if the full scope of the planned infrastructural measures extends 2-3 years (e.g. the establishment of a new hospital information system (HIS), extensive IT-network renewals, or more than regional data-storages-systems). If so, please describe in this section the general concept and direction of the full project. Provide information about the current situation, overarching goals, timeframe, and resource planning (investment, personnel, operational costs, and upgrades) including prognosticated costs. Typical project management tools might here be of help (e.g. milestones, subprojects, timelines).  
Please take note, that the review process by the DFG has its focus on making a recommendation regarding concrete measures typically to be conducted in a 2-3 year period. If the total project extends this timeframe, follow-up proposals can be an option to receive the respective funding recommendations.>
[text]

3.2	Science related goals and added value in the respective areas of use
<The State Major Instrumentation Programme reviews proposal for instrumentations that are to be used for research, teaching and training and clinical care. Therefore, it is necessary to describe these science related areas and the expected benefits for them. This is regardless of the situation that the proposed equipment itself is not directly used in these areas, because this information is also necessary to decide whether the DFG will accept this proposal for review and assessment. 

This section should demonstrate the central equipment’s relation of each of planned areas of use. Please specify in each section the particular benefits expected as well as the necessity for a certain performance class or specifications needed for the successful utilization in these areas. Usually between half and one page per area of use is considered to be sufficient.>

3.2.1 Research 
[text]
3.2.2 Teaching and training
[text]

3.2.3 Clinical care 
[text]

4.	Current equipment
<Describe the current state and present equipment. A thorough analysis of the present situation is a prerequisite for the proposed measures to be described in chapter 5. 
What equipment is currently present to provide for the required tasks and services? In what cycle have major replacements, purchases or upgrades been made in the past? What is the experience with the existing equipment in relation to the requirements? How is the extent and kind of usage monitored? At this point, a concrete, quantified representation of the previous use should be selected (e.g. for IT hardware CPU, I / O utilization; main memory usage; job profiles). If the application relates to a previous measure, it should be described which aims have been achieved and which not. Changes and adjustment that became necessary during the previous period should be explained.
Provide detailed, possibly tabular information on the performance characteristics of the existing equipment and the year of its commissioning; Specify all central equipment grants received in the last five years including the funding sum in the central IT sector.
If applicable, include a sketch of the layout of the existing equipment (with the characteristic capacity or performance information in the sketch).>
[text]

5.	Planned equipment and performance characteristics 
<In this section describe the desired state. The intended measures to be financed through this proposal should encompass a period of less than three years. Longer-term projects and measures should refer to chapter 3.>  

5.1	Planned investments and configuration
<Please present in a suitable form (e.g. a table) the applied for instrumentation including components and accessories mentioning their main specifications and listing their respective costs. If appropriate, include a reference to currently present equipment or parts that are to be replaced through this proposal. Check for consistency with chapter 1.5. 
If applicable, include a sketch of the layout of the existing equipment (with the characteristic capacity or performance information in the sketch).>
[text]

5.2	Justification of the desired performance characteristics and aims
<Description of the requirement based on the underlying usage analysis, needs assessment etc. This chapter should explicitly refer to the information provided in the previous section. Please explain the specific added value expected from the equipment’s utilization in research, teaching and training as well as, if applicable, clinical care. Specific features or performance characteristics to be justified from the needs and perspectives of individual types of use are to be described in a dedicated manner.>
[text]

6.	Implementation plan and schedule
<This section presents the steps and milestones of the planned measures as well as their prospective schedule. Please adjust the level of detail provided in relation to the measures complexity. Structure the steps according to individual procurements, intermediate stages or steps. Describe the projected time course of the project, addressing the use of investment funds and the personnel plan and considering how service provision is secured during the implementation. 
How much personnel and what skillset and level of expertise is required? Is this personnel available? How are responsibilities organized? Are all infrastructural prerequisites and building requirements met?
Are structural requirements of concern (e.g. training courses, board resolutions, or regulations for equipment use)?
How are milestones and goals monitored?>
[text]

7.	Use and management concept
<This chapter should address the operational state after the proposed measures are completed. Dieses Kapitel soll Aspekte des späteren Betriebs (also nach Umsetzung der Maßnahme) erläutern. Typical aspects and questions are listed below.
Which people with what qualifications (broken down into scientific, technical and administrative staff) are available for the appropriate operation and maintenance?
How are access and allocation of user shares regulated?
How are potentially necessary decisions about prioritizations made?
Is the monitoring the usage extent of the offered services planned?
Estimate annual follow-up costs for the expected operational time until decommissioning (ideally total cost of ownership), in a table containing:
• Operating costs (energy, water, consumables, etc.)
• Maintenance costs (maintenance, repairs, replacement / wear; testing, license fees)
• Other (e.g. updates, additions).
How is the financing of follow-up costs and repairs secured?
How are contacts and liaisons to other institutions and entities organized, initiated and maintained?>
[text]

8.	Choice of configuration and vendor
<Explanation of the market research: Which products and companies are potential candidates for the planned investment and contracts? Which products can be considered suitable and capable to I principal meet the requirements? Comparison of the options taken under consideration, weighing the criteria for later selection based on specifications, price / performance ratio, compatibility with existing equipment, follow-up costs or other aspects. The exemplary/favoured configuration should be compared to concrete alternative configurations and options, ideally through a comparison with broken down quotes or adequate supplier information by alternative companies (quotes or adequate supplier information are to be enclosed as attachments). 
Aspects to consider are profitability calculations, like aspects follow-up and operating costs, dependencies to be expected from due to a link to one technology or company. Existing and planned general agreements are to be explained in a manner that allows the comparison to alternative offers. Additionally if appropriate investment strategies to ensure an access to competitive prizes in the long run should be de that are not confined to this proposal should be described, Are there prospective fitting time-points when a change of technology would be possible, are there synergies to be established by a cooperation with other institutions? 
This chapter provides the information necessary to judge how thorough and with what level of expertise the process of procurement is planned. 
Important: this chapter does not replace or substitute any necessary procedures and legal requirements to award contracts at the time of investment or predetermine the outcome. All funding recommendation by the DFG are neutral to manufacturers and suppliers. The recommendation by the DFG is not to be used as an argument to speed up procurement procedures.>
[text]

9. 	List of attachments

A-	Scientific CVs of persons most relevant to the proposal 
a.	[Name]
b.	[Name]
c.	…
B-	Quote(s) or corresponding manufacturer information for the exemplary/favoured configuration of the instrumentation 
a.	[Firma] 
b.	[Firma]
c.	… 
C-	Quote(s) or corresponding manufacturer information for the alternatively considered configurations of the instrumentation 
a.	 [Firma]
b.	[Firma]
c.	…
D-	Further attachments (e.g. IT-concepts, usage rules, cooperation agreements, research data management plans)
a.	… 
b.	…
c.	…