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test/VAULTMESH-ETERNAL-PATTERN/funding-roadmap/pqc-integration/PQC_Submission_Checklist.md
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PQC Integration — EU Submission Checklist

Proposal: €2.8M HORIZON-CL3-2025-CS-ECCC-06 Submission Deadline: 2025-12-15, 17:00 CET Coordinator: VaultMesh Technologies B.V. Version: 1.0 (2025-11-06)

Pre-Submission Checklist (Complete by Dec 11, 5pm CET)

Part A — Administrative Information (EU Portal)

Section 1.1 — General Information:

  • Proposal acronym: PQC-Integration (or similar, max 20 chars)
  • Proposal title: Post-Quantum Cryptography Integration for EU Critical Infrastructure (max 200 chars)
  • Call identifier: HORIZON-CL3-2025-CS-ECCC-06 (verify on EU portal)
  • Topic: Quantum-Safe Security for Critical Infrastructure
  • Duration: 24 months
  • Estimated eligible costs: €2,800,000
  • Requested EU contribution: €2,000,000 (70% for RIA — Research and Innovation Action)

Section 1.2 — Coordinator Information:

  • Legal name: VaultMesh Technologies B.V.
  • Country: Ireland
  • PIC Code: [9-digit code from EU Participant Register]
  • Coordinator contact: Karol Stefanski, guardian@vaultmesh.org
  • Phone: [International format]

Section 1.3 — Partner Information (4 partners):

  • Partner 1: VaultMesh Technologies B.V. (IE) — PIC: [9 digits]
  • Partner 2: Masaryk University (Brno, CZ) — PIC: [9 digits]
  • Partner 3: Cyber Trust SME (GR) — PIC: [9 digits]
  • Partner 4: Public Digital Services Agency (FR) — PIC: [9 digits]

Part B — Technical Proposal (Main Document)

Section 1 — Excellence (30 points):

  • 1.1 Objectives (3 pages max):

    • Overall objective clearly stated (quantum-safe transition for EU critical infra)
    • 5-7 specific objectives listed with measurable outcomes
    • Alignment with call topic explicitly shown
    • TRL 4→6 progression explained
    • Beyond state-of-the-art justified (what's novel?)

  • 1.2 Relation to Work Programme (2 pages max):

    • Call topic ECCC-06 addressed point-by-point
    • Expected outcomes from call text mapped to deliverables
    • Contribution to EU policy (NIS2, DORA, Cybersecurity Act) explained
    • Cross-cutting priorities addressed (gender equality, open science, climate if relevant)

  • 1.3 Methodology (10 pages max):

    • Technical architecture diagram included (PQC_Architecture_EU_Reviewer.mmd → PNG)
    • Work package descriptions (WP1-WP5) with objectives, tasks, deliverables
    • TRL validation methodology described (lab → pilot → operational)
    • Innovation beyond state-of-the-art justified with references
    • Risk management approach outlined (link to Annex B)

  • 1.4 Open Science Practices (1 page max):

    • Open access publications (Gold/Green, which journals?)
    • Open-source software (Apache 2.0, GitHub repos listed)
    • FAIR data principles (data management plan in Annex)
    • Open standards contributions (ETSI, IETF, ISO)

Section 2 — Impact (30 points):

  • 2.1 Pathways to Impact (4 pages max):

    • KPI table included (18 KPIs from PQC_KPI_Dashboard.md)
    • Societal impact: audit cost reduction (30%), incident response (50% faster)
    • Economic impact: €100K+ cost savings per organization, open-source adoption
    • Scientific impact: 10+ publications, 5+ standards contributions
    • Policy impact: NIS2/DORA compliance, EU digital sovereignty
    • Communication & dissemination plan (workshops, conferences, media)

  • 2.2 Measures to Maximize Impact (3 pages max):

    • Exploitation strategy: open-source (Apache 2.0), commercial support (optional)
    • Dissemination channels: GitHub, conferences (listed), pilot reports
    • Target audiences: EU member states, critical infrastructure operators, researchers
    • Sustainability plan: post-project community governance, continued development

  • 2.3 IPR Management (1 page max):

    • Background IP: VaultMesh existing codebase (Apache 2.0)
    • Foreground IP: All project outputs under Apache 2.0 (open-source)
    • Access rights: Consortium agreement defines partner rights
    • Standards-essential patents: Commitment to FRAND licensing if applicable

Section 3 — Implementation (40 points):

  • 3.1 Work Plan & Resources (15 pages max):

    • Work package table (WP1-WP5 with lead, start/end months, person-months)
    • Gantt chart included (PQC_Work_Package_Gantt.mmd → PNG)
    • Deliverable list (13 deliverables with months, dissemination level)
    • Milestone table (5 major milestones with verification means)
    • Effort table (104 person-months distributed across partners)

  • 3.2 Management Structure (3 pages max):

    • Organizational chart (coordinator, steering committee, WP leads)
    • Decision-making process (steering committee votes, escalation)
    • Reporting: monthly internal, quarterly to EU, M12/M24 reviews
    • Quality assurance: deliverable peer review, external TRL audit
    • Risk management: monthly risk register review (link to Annex B)

  • 3.3 Consortium as a Whole (3 pages max):

    • Partner complementarity table (what each brings, why needed)
    • Track record: H2020/Horizon Europe projects, publications, industry experience
    • Gender balance: target 40% female participation (if achievable)
    • Geographic distribution: 4 countries (IE, CZ, GR, FR) → good EU spread

  • 3.4 Other Aspects (2 pages max):

    • Ethics: no human subjects, but GDPR compliance for pilot data
    • Security: security-by-design approach, external audits planned
    • Gender & diversity: gender equality plan reference (if required)
    • Environment: no significant environmental impact expected

Section 4 — References (no page limit):

  • 30-50 key references cited in methodology section
  • NIST PQC standardization documents (FIPS 203, 204, 205)
  • NIS2, DORA, Cybersecurity Act legal texts
  • State-of-the-art PQC research papers (last 5 years)

Part B Annexes (Separate PDF Files)

  • Annex A: PROOF_CHAIN.md (Cryptographic Proof-of-Governance) — 5 pages
  • Annex B: PQC_Risk_Register.md — 8 pages
  • Annex C: Data Management Plan (DMP) — 3 pages
  • Annex D: Partner CVs (2-page EU format, 2-3 key personnel per partner) — 10-12 pages
  • Annex E: Letters of Commitment (from pilot sites if not full partners) — 2-3 pages
  • Annex F: Gender Equality Plan (if required by call) — 2 pages

Administrative Documents (Per Partner)

Partner 1 — VaultMesh Technologies B.V. (IE):

  • Legal Entity Form (signed by authorized representative)
  • Financial Capacity Statement (last 2-3 years audited accounts)
  • 2-page CVs for 3 key personnel (EU format)
  • PIC Code registration confirmed on EU portal

Partner 2 — Masaryk University (Brno, CZ):

  • Legal Entity Form
  • Financial Capacity Statement
  • 2-page CVs for 3 key personnel
  • PIC Code confirmed

Partner 3 — Cyber Trust SME (GR):

  • Legal Entity Form
  • Financial Capacity Statement
  • 2-page CVs for 3 key personnel
  • PIC Code confirmed

Partner 4 — Public Digital Services Agency (FR):

  • Legal Entity Form
  • Financial Capacity Statement
  • 2-page CVs for 2 key personnel
  • PIC Code confirmed

Consortium Agreement

  • Draft consortium agreement circulated (by Nov 25)
  • Legal review by all 4 partners (by Dec 5)
  • Signed by all partners (by Dec 8)
  • Uploaded to EU portal (consortium section)

Key clauses to verify:

  • IP rights: foreground IP under Apache 2.0
  • Budget allocation: 70.4% VaultMesh, 10% Brno, 12.5% Cyber Trust, 7.1% France
  • Dispute resolution: steering committee vote, arbitration if needed
  • Partner exit: replacement procedure, budget reallocation

EU Portal Mandatory Fields

Proposal Summary (for Public Database):

  • 2,000 character summary (plain English, no jargon)
  • Keywords: post-quantum cryptography, critical infrastructure, NIS2, DORA, quantum-safe

Ethical Issues:

  • No human subjects → "Does not involve human subjects" checkbox
  • GDPR compliance → "Data protection measures in place" checkbox
  • No animal experiments → "Does not involve animals" checkbox

Gender & Cross-Cutting Issues:

  • Gender equality plan referenced (or "Not applicable")
  • Climate change relevance: "No significant impact"
  • Open science: "Yes, all outputs open-source under Apache 2.0"

Budget Summary Table:

  • Total eligible costs: €2,800,000
  • Requested EU contribution: €2,000,000 (70%)
  • Breakdown per partner (4 rows, all fields filled)

File Format & Size Requirements

Part B Main Document:

  • File format: PDF/A (archival format)
  • File size: <10 MB
  • Font: Arial 11pt minimum, single-spaced
  • Margins: 2cm all sides
  • Page numbers: bottom center
  • Total pages: ≤50 pages (excluding annexes)

Part B Annexes:

  • Each annex: separate PDF file
  • File size: each <5 MB
  • File naming: Annex_A_ProofChain.pdf, Annex_B_RiskRegister.pdf, etc.

Administrative Documents:

  • Scanned signatures: high-resolution (300 DPI)
  • File format: PDF
  • Total size all docs: <20 MB

Final Checks (Dec 11-14)

Dec 11 (5pm CET) — Proposal Freeze:

  • All partners approve final version (email confirmations)
  • No further edits after this point (version control locked)
  • PROOF_CHAIN.md updated with new Merkle root (if any files changed)

Dec 12 — Portal Upload (Day 1):

  • Create proposal on EU Funding & Tenders Portal
  • Fill Part A (administrative info) — 30 min
  • Upload Part B main document — 10 min
  • Upload Part B annexes (6 files) — 15 min
  • Upload administrative documents (per partner) — 30 min
  • Verify all mandatory fields filled — 30 min

Dec 13 — Validation & Corrections (Day 2):

  • EU portal validation runs (checks file sizes, mandatory fields)
  • Fix any validation errors (red flags)
  • Re-upload corrected files if needed
  • Ask partners to review their sections in portal

Dec 14 — Final Review (Day 3):

  • Coordinator reviews entire proposal in portal
  • Check budget table sums to 100%
  • Check all partner PICs are correct
  • Check all file uploads are readable
  • Run spell check on Part B (UK English)

Dec 15 (before 5pm CET) — SUBMIT:

  • Click "Submit Proposal" button
  • Confirm submission (irreversible after this)
  • Download submission receipt (PDF)
  • Email receipt to all partners within 1 hour
  • Celebrate 🎉

Post-Submission (Dec 16+)

Immediate:

  • Consortium debrief call (within 3 days)
  • Document lessons learned (for Digital Twins submission in Jan)
  • Archive proposal version (GitHub tag: pqc-submission-2025-12-15)
  • Update PROOF_CHAIN.md with submission timestamp

Within 1 Month:

  • Prepare for potential clarification requests from EU (rare but possible)
  • Start preparing Digital Twins proposal (deadline: Jan 20)
  • Apply PQC lessons to Digital Twins process

Within 6 Months (EU Decision):

  • EU funding decision typically announced 4-6 months post-submission
  • Expected: May-July 2026
  • If successful: Grant agreement preparation (2-3 months)
  • Project kickoff: Likely Sep-Oct 2026

Sanity Checks (Run Before Submission)

Budget Sanity Check

# Verify from consortium-tracker.csv:
VaultMesh:     €1,970,000 (70.4%)
Univ Brno:     €280,000   (10.0%)
Cyber Trust:   €350,000   (12.5%)
France Public: €200,000   (7.1%)
TOTAL:         €2,800,000 (100.0%)

# Check: Total = €2.8M ✓
# Check: Sum of percentages = 100% ✓
# Check: No partner >30% (coordinator exception) ✓

Person-Month Sanity Check

# Total: 104 person-months over 24 months
# Average: 4.3 FTE across 4 partners
# Check: Realistic? Yes (VaultMesh: 2 FTE, others: ~1 FTE each)

VaultMesh:     44 PM (1.8 FTE avg over 24 months)
Univ Brno:     24 PM (1.0 FTE)
Cyber Trust:   30 PM (1.25 FTE)
France Public: 18 PM (0.75 FTE)

Deliverable Sanity Check

# 13 deliverables over 24 months = 1 every ~2 months
# Check: Reasonable cadence? Yes

# Early deliverables (M3-M8): 3 (requirements, architecture, initial implementations)
# Mid deliverables (M10-M18): 7 (core development, testbed, pilots prep)
# Late deliverables (M20-M24): 3 (pilot reports, standards, final assessment)

Emergency Contacts

EU Portal Technical Support:

Coordinator:

Partner Escalation (if unreachable):

  • Univ Brno: [backup contact]
  • Cyber Trust: [backup contact]
  • France Public: [backup contact]

Success Criteria

Submission is successful if:

  • ✅ Submitted before Dec 15, 17:00 CET (hard deadline)
  • ✅ No EU portal validation errors (all mandatory fields filled)
  • ✅ All 4 partners confirmed their sections
  • ✅ Budget adds to exactly 100%
  • ✅ Consortium agreement signed by all partners
  • ✅ Part B ≤50 pages (excluding annexes)
  • ✅ PROOF_CHAIN.md included as Annex A (unique differentiator)

Post-submission success:

  • 🎯 EU evaluation score ≥12/15 points (threshold for funding)
  • 🎯 Estimated probability: 60-70% (with cryptographic governance differentiator)
  • 🎯 If funded: €2M EU contribution over 24 months, project starts Sep 2026

Document Control:

  • Version: 1.0-SUBMISSION-CHECKLIST
  • Date: 2025-11-06
  • Owner: VaultMesh Technologies B.V. (Coordinator)
  • Classification: Consortium Internal (Critical Reference Document)
  • Related: PQC_Work_Package_Gantt.mmd, PQC_Risk_Register.md, PQC_KPI_Dashboard.md
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