Report of the Kick-off Meeting - EaP PLUS...Report of the Kick-off Meeting (D6.1) EaP PLUS 6 1...

This project has received funding from the European Union’s Horizon 2020 research and innovation

programme under grant agreement No 692471.

Report of the Kick-off Meeting

Project STI International Cooperation Network for Eastern Partnership

Countries – PLUS

Project Acronym EaP PLUS

Project Number 692471

Deliverable Number: D6.1

Submission Date 01.12.2016

Responsible author(s): CeRISS

Report of the Kick-off Meeting (D6.1) EaP PLUS

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Document Control Sheet

Work package Number WP6

Work package Title Management & Quality Control

Task Number T6.1

Task Title Scientific Coordination

Deliverable Number D6.1

Deliverable Title Report of the Kick-off Meeting

File Name D6.1_final

Number of pages 37

Dissemination level Restricted

Main author George Bonas (CeRISS), Yannis Kechagiaras (CeRISS)

Contributors n/a

Quality Assurance No

Versioning and Contribution History

Version Date Author/Editor Contributors Description/Comments

_v01 25.11.2016 George Bonas,

Yannis Kechagiaras

_final 01.12.2016 George Bonas,

Yannis Kechagiaras

Document last saved on 01.12.2016


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Content

Content ............................................................................................................................................................ 3

List of Abbreviations .................................................................................................................................... 4

Executive Summary ......................................................................................................................................... 5

1 Introduction ............................................................................................................................................. 6

2 WP 1 “Policy Dialogue & Strategic Priority Setting ................................................................................. 8

3 WP 2 “Stronger interaction between researchers & participation in H2020” ...................................... 11

4 WP3 “Enhancing EU-EaP research and innovation partnership” .......................................................... 15

5 WP4 “Optimal framework conditions and increasing coordination in policies and programmes” ...... 18

6 WP5 “Communication, Dissemination, Outreach and Exploitation” .................................................... 20

7 WP6 “Management and Quality Control” ............................................................................................. 23

Annexes ......................................................................................................................................................... 26


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List of Abbreviations

BEs Brokerage Events

C2C Cluster to Cluster

COST European Cooperation in Science and Technology

EaP PLUS STI International Cooperation Network for Eastern Partnership

Countries - PLUS

EC European Commission

EEN Enterprise Europe Network

EPO European Patent Office

ETPs European Technological Platforms

EU MS/AC EU Member States/Associated Countries

GA Grant Agreement

IPR Intellectual Property Rights

JPIs Joint Programming Initiatives

JRC Joint Research Centre

LoP List of Participants

NCP National Contact Point for H2020

PMPRs Policy Mix Peer Reviews

QC Quality Control

R&I Research & Innovation

ToR Terms of Reference

SMEs Small and Medium Enterprises

STI Science, Technology and Innovation

SWOT Strengths, Weaknesses, Opportunities and Threats

UTP Ukrainian Technological Platforms

WP Work Package


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Executive Summary

Deliverable 6.1 includes the Conclusions of the Kick-off Meeting of the Project EaP PLUS that took

place in Athens, on 26 September 2016 at Electra Palace Hotel. It includes key messages of the

meeting, guidelines of the project’s implementation and decisions taken related to the

implementation of each WP and task with emphasis on actions to be taken for the first year of the

project (M1-M12). The report addresses the consortium partners and constitutes a restricted

deliverable which is not under the quality assurance process. It aims to be a reference document

- guide for the activities of the project along with the DoW.


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1 Introduction

The Kick-off Meeting of the EaP PLUS project – “STI International Cooperation Network for

Eastern Partnership Countries PLUS– took place on 26 September 2016 in Athens. It was organized

by CeRISS - the Centre for Regional and International STI Studies & Support, and all the 17

consortium partners were represented. The Coordinator of the project and Managing Director of

CeRISS, Dr. George Bonas, chaired the meeting, while the Project Officer of EaP PLUS, Mr. Thierry

Devars, represented the European Commission. The project started on 1 September 2016 and will

end on 31 August 2019.

The inception of EaP PLUS marks an important moment in the EU-EaP STI cooperation: the 1st EU-

EaP Ministerial Meeting on R&I will take place in Yerevan, on 17 November 2016 (at the level of

Ministers of Foreign Affairs and of Ministers responsible for R&I), while the next EaP Summit will

take place in Estonia in the second half of 2017, with R&I topics being a priority in the agenda.

The project coincides with a milestone in the EU – EaP cooperation with four EaP countries are

already Associated to H2020, (Armenia, Georgia, Moldova and Ukraine), while the STI relations

with Belarus and Azerbaijan are presenting positive trends.

Associated Countries have equal access to H2020 funding with EU M/S. At the same time,

Association implies that reforms in R&I national systems need to take place as well in order to

fully benefit from the Association. To this direction, initiatives, such as the Policy Mix Peer Reviews

(PMPRs), are very pertinent, as was the case with the recent Peer Review in Moldova conducted

through the H2020 Policy Support Facility, or the previous PMPRs in Georgia and Armenia

conducted through the IncoNet EaP project.

Within that context, EaP PLUS needs to establish sustainable ways to interact with the ongoing

EU-EaP policy dialogue by also stimulating a co-ownership approach of the EaP countries. The

project needs to produce concrete output supporting the emerging dynamics, as well as to play its

typical role, i.e. increase the participation of EaP countries in H2020.

As a result, there is a chance for EaP countries (in particular the Associated ones), represented by

local partners in the EaP PLUS, to grasp the existence of the project, to establish synergies with

new EU STI actors, e.g. through JRC or COST cooperation, as well as to be “part of the cook”

adopting a more proactive attitude in demanding instruments such as the SME Instrument and

the ETPs. EaP PLUS relevant activities provide this opportunity.

Building on previous projects and, in particular, on IncoNet EaP, the EaP PLUS project is placed in

the interface between Policy and Support. A key message from the Kick-off meeting was that the

impact baseline for the project is to implement all the activities and to submit all the deliverables

in good quality. But more is needed and expected:

High, added value in everything undertaken;

Impact-oriented individual activities;

Dissemination and outreach to make our effort visible and profitable to the STI community.


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A particular message to the partners from the EaP countries was to display pro-active involvement,

to raise suggestions, and to build on co-ownership with a view to fine-tune this project to their

real needs!

During the Kick-off meeting, the six Work Packages of the project were presented at the level of

tasks by the respective task leaders. Partners briefly discussed the implementation of tasks and

related activities with emphasis on Year 1. In all WPs, presentations by the task/activity leaders

included (a) objectives of task, (b) involved partners, (c) methodology & timeline, (d) activities of

M1-M12 (what, when, who), and (e) deliverables.

The major forthcoming activities and events for the period Sept. 2016 – Aug. 2017 are:

- The EaP Panel on R&I that will take place on 14 Dec. 2016, in Brussels;

- The Conference on “Sharing experiences from the Association to H2020” that will take place in

Kiev, in March 2017;

- The Workshop for Programme Committee members from Associated EaP countries that will

take place in Kiev back-to-back with the Conference (March 2017);

- Info Day at the Kiev Polytechnic Institute (KPI) in Kiev, Ukraine, April 7, 2017 during the

Ukrainian-Polish Days of Science, Education and Innovation.

- The organisation of “Scientific Diaspora Workshops” in each EaP country from June to

September 2017;

- Review of the state of development of clusters and emerging clusters in EaP (Feb. 2017);

- The 1st High-level Training Seminar in Research and Innovation policy with study visits (Vienna,

May-June 2017);

- A Communication and Dissemination Strategy (Dec. 2016);

- A web-platform of the project and social media services (Dec. 2016).

Detailed calendar on the next steps of the project can be found in Annex I. List of Participants and

Agenda of the Kick-off Meeting are annexed (Annex II and Annex III accordingly). A breakdown of

the first budget instalment is in Annex IV.


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2 WP 1 “Policy Dialogue & Strategic Priority Setting

Task 1.1 Supporting the EU-EaP STI Policy Dialogue

Activity 1.1.a Supporting Policy Dialogue fora (Leader: CeRISS)

This is a very important activity of the project, since it will provide a 2-way communication (with

support) to the EaP Panel on R&I, and it will screen other important policy dialogue fora. In

addition, it will specifically provide evidence collection feeding the Annual Policy Briefs with

recommendations.

Actions for M1-M12:

First, it was agreed that input for the EU-EaP Ministerial Meeting in Yerevan (Nov. 2016) will be

provided to the Project Officer;

Second, the EaP PLUS will be represented at the next EaP Panel meeting (Dec. 2016). According

to DoW, the EaP Panel will function as an ad-hoc Advisory Board for the project;

Evidence collection: The 1st round with EaP data/statistics related to H2020 (Work Programmes

2014-15 / 2016-17) will take place in Feb. 2017. To this direction, InnoTSD recommended the

setting up of a “Repository” of policy analysis, thematic studies, cluster reports, innovation and

tech transfer guidelines related to EaP (links with WP5); the repository will include

documentation from the “Interreg Europe Policy learning Platform”;

Screening activities of other fora: The 1st round of screening activities of other policy dialogue

fora will be carried out. It will include narrowing-down of stakeholders & creation of a

communication list with identified officers (Jan. 2017). Synergies with the BSH Project will be

established;

First Annual Policy Brief: It will be drafted in Sep. 2017, and it will include results from the policy

dialogue and evidence collection. It will serve as a reference for future strategy development &

actions.

Activity 1.1.b Cooperation with the Thematic Directorates (DG R&I) (Leader: CeRISS)

Since stimulating the interest of Thematic Directorates is considered to be very important for the

participation of EaP in H2020, this activity will include systematic contacts with Thematic

Directorates through interviews to promote EaP PLUS outcomes and to stimulate targeted

thematic activities, when possible.

Actions for M1-M12:

First round of interviews with Thematic Directorates including JRC representatives will take

place, during the period from Dec. 2016 to Apr. 2017.


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Task 1.2 Maximizing the impact of the Association to H2020

Activity 1.2.a Conference on “Sharing experiences from the Association to H2020” (Leader:

UKRTECHINFORM)

This activity will focus on the exchange of views and sharing of experiences on the way the national

authorities are organizing themselves in order to take full advantage of and to remove barriers

from Association to H2020.

Actions for M1-M12:

It was agreed that a Concept Note resuming all the important elements for the implementation

of the Task will be prepared in Nov. 2016;

The Conference on “Sharing experiences from the Association to H2020” will take place in Kiev,

in March 2017.

Emphasis needs to be placed on the raised problems/obstacles during the implementation of

Association.

Activity 1.2.b Training for Programme Committee members from Associated EaP countries

(Leader: RCISD)

This activity aims to stimulate the active participation of Associated Countries (in particular, the

nominated programme committee members) in the H2020 procedures. It was agreed among the

consortium partners that the term “Training” might be misleading, and it will be replaced by the

simpler term “Workshop” or some alternative. Moreover, it was agreed that this Workshop will

focus on exchange of practices among programme committee members, i.e. NOT on

“Committology” but rather on national consultation processes.

Actions for M1-M12:

A 2-days Workshop for Programme Committee members from Associated EaP countries will

take place in Kiev back-to-back with the Conference Task 1.2.a (March 2017);

It was agreed to invite decision-makers, if Programme Committee members from EaP countries

are not yet nominated;

Topics will include: Way of functioning of Programme Committees & Planning and

implementation of the internal preparatory work at the level of the AC (internal consultation

process);

A detailed Concept Note will be drafted in Nov. 2016


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Task 1.3 Shaping the Future of the EU-EaP STI cooperation

Activity 1.3.a Fact-finding activities for the EaP countries (Leader: DLR)

This activity will identify recent STI developments and dynamics in EaP countries providing input

for recommendations for future EU-EaP STI cooperation (through available evidence or brief

targeted missions).

Actions for M1-M12:

To screen and build on previous activities and use their output as starting point (White Paper,

PMPRs, other sources);

A Concept note and a template for interviews will be drafted by Jan 2017;

Individual interviews: research authorities (highest possible level), rectors of leading

universities, directors of research institutions, innovation clusters, technology transfer

institutions and industry;

Focus: understanding STI system, local needs/expectations regarding EU-cooperation and

existing barriers for cooperation;

Missions will take place in the period spring 2017 to spring 2018.

Activity 1.3.b STI policy recommendations “EU-EaP beyond 2020” (Leader: DLR)

This activity will be one of the main deliverables of the project. It will synthesize the results of

policy dialogue activities (Tasks 1.1 and 1.2), of fact-finding activities (Task 1.3.a) and other EaP

Plus project activities leading to a document with STI policy recommendations “EU-EaP beyond

2020”.

Its envisaged activities (i.e. Collecting and analysis of information, setting up of Editorial board,

Meeting in Bonn) will take place after the Missions in Task 1.3.a, which means that no actions will

be taken for M1-M12.


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3 WP 2 “Stronger interaction between researchers & participation in H2020”

Task 2.1 Organization of H2020 Info Days and of a local NCPs training

Activity 2.1.a Organization of H2020 Info Days (Leader: IPPT-PAN)

“Call-dependent” Info Days will take place in all the 6 EaP countries organized with a certain H2020

thematic focus of priority. The Info Days will include match-making micro-meetings, and

information material will be available online.

Actions for M1-M12:

One Info Day will take place per country after the announcement of the new WP (i.e. fall

2017);

Combined with match-making micro-meetings;

EaP Countries are requested to express their interest on candidate dates;

Belarus is in the process of agreeing with the DG R&I on a bi-lateral conference which will

play the role of a launch event for the informal Sector Dialogue on R&I between the EC and

the BY government. If the conference occurs in May-June, BelISA proposes to move the

Info-day to September 2017 (TBD).

Envisaged Info Day at the Kiev Polytechnic Institute (KPI) in Kiev, Ukraine April 7, 2017

during the Ukrainian-Polish Days of Science, Education and Innovation.

Activity 2.1.b Training of the NCP network in each EaP country (Leader: SPI)

The project will organize one training session in each EaP country for the whole (national) NCP

network. It will be provided by experienced NCPs from EU MS/AC, covering both horizontal (e.g.

financial and administrative; infrastructures; etc.) and thematic aspects.

Actions for M1-M12:

1 NCP Training per EaP country will take place including at least 2 trainers;

All trainings will take place from Jan. 2017 until Feb. 2018;

It was agreed that the NCP Trainings need to be tailor-made to each country (increased

impact);

To this end, a case-by-case preparation needs to take place in cooperation with each local

partner;

NCP academy to be involved;

Establish synergies with the new Service Facility Framework Contract in order to avoid

duplication of efforts;

If no high demand is expressed from an EaP country, then postpone it and organize an

additional one, where demand is really high.


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Task 2.2 Targeted Cooperation with Scientific Diaspora

(Leader: NASU)

This task will review the Scientific Diaspora of the EaP countries in view of joint applications and it

will encourage targeted cooperation between the EaP research communities and the national

Scientific Diasporas in EU - to stimulate synergies among them.

IMPORTANT: Selection criteria are needed; Tailor-made for each EaP country, building on

available networks or data.

Actions for M1-M12:

Elaborating and sending out questionnaire: among research institutes and universities for

contacts with experts. Template to be developed (Oct. 2016);

Analysis of consortia of international projects: (FP, NATO, ERASMUS, bilateral); All partners

from EaP countries responsible for providing analysis on their country (wherever possible),

according to a template elaborated by NASU (March 2017);

Establishing links with Scientific Diaspora (letters of invitation + feedback). Each partner

from EaP countries responsible for providing analysis on their country, according to a

template, elaborated by NASU (April-May, 2017)

Preparing the Workshops concept note: The Workshops will also promote the idea of

international peer reviewing in national research grants and the involvement of the

Diaspora in the evaluation (May 2017);

Organizing “Scientific Diaspora Workshop” in each EaP country: They will take place from

June to Sept. 2017; dates to be agreed with each EaP partner and in line with the progress

in each country;

Task 2.3 Enhancing contacts: Grants for networking

(Leader: RCISD)

This activity will develop two types of grants: providing grants for invitation of EaP researchers by

counterparts in EU MS/AC to jointly develop H2020 applications (preparatory meetings) OR

providing grants for participation in BEs.

Actions for M1-M12:

Announcement of the first call for proposals (Jan. 2017);

10.000 Euro/country; Approx. 5 grants x 2000 euros

N.B.: Avoid showing the max. grant amount!

One criterion to be included: Cases with industrial relevance (e.g. industrial plants working

with universities) or municipalities; experience has shown that industrials and academia

are also often looking for test beds in EU MS/AC countries and beyond those, which

municipalities can provide (examples and info can be provided by Inno);

Deadline for closing the call (Sept. 2017);


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2 follow up questionnaires: Follow-up template I - filled in right after the BE/meeting -

served as a basis for the short term ex post evaluation of the Grant for Networking. Follow-

up template II will be sent to all the grantees 1 year after the BE/meeting in order to

evaluate the long term result of the Grant for networking

Task 2.4 Development of Webinars on H2020 & Innovation

Activity 2.4.a Webinars for H2020 (Leader: IPPT-PAN)

This activity will provide continuous on-line assistance to EaP researchers who wish to participate

in H2020. Researchers from academia and business, with emphasis to young researchers will be

the target audience.

Actions for M1-M12:

11 webinars of approx. 60 minutes will take place: Basic Webinars for beginners (3

webinars); Call Dependent Webinars (5 webinars); MSCA Webinars (3 webinars);

Webinars will be organized with the utilization of the “GoToMeeting” tool and not the

project’s website; therefore, webinars will be led exclusively by responsible activity leader

and not ZSI;

Webinars will be recorded and available online afterwards at the project’s website under

“Capacity Building – Webinars/Stakeholder conferences”. Please note that the activity

leader needs to provide a signed statement of the presenters that they allow this;

December 2016: 1st Basic webinar on H2020 through GoToMeeting; 1-2 Months prior to webinar – information about webinar will be announced on the

project’s website and disseminated through partners’ channels;

By August 2017: 5 more webinars

IMPACT: Quality/attraction of participants is an issue; it needs targeted action;

Activity 2.4.b RDI-related Webinars (Leader: innoTSD)

These webinars will focus on specific innovation-related topics, exploitation paths and other

horizontal issues important to develop the EU-EaP RDI cooperation. Those interested in RDI

collaboration EU-EaP – from public and private sector will be the target audience.

Actions for M1-M12:

6 seminars of 1.5 hours each will take place;

Based on the analysis of demand + review with the identified clusters;

Analysis of demand: via on-line questionnaire;

Implementation: a webinar every 3-4 months;

Oct. – Nov. 2016: Online questionnaire;

Jan.–Feb. 2017: analysis of demand; Sharing findings with all partners;

March 2017: announcement on the website;


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April/May 2017: 1st Webinar;

IMPACT: Quality/attraction of participants is an issue; it needs targeted action;


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4 WP3 “Enhancing EU-EaP research and innovation partnership”

Task 3.1 Co-patenting analysis focusing on international patents

(Leader: ZSI)

This activity will provide a base for monitoring the innovation cooperation, and will identify

relevant actors in the region, using patent applications as a proxy for innovative activities.

Actions for M1-M12:

Database: European Patent Office (EPO) PATSTAT (current version: April 2016);

Analysis of co-invention and foreign ownership patterns of international patent

applications (by spring 2017);

Time scope: 2005 – 2014;

Focus: inter-regional linkages, major foreign partners, major institutions, detailed analysis

of technology fields

Task 3.2 Training for technology managers

(Leader: SPI)

A 3-day training seminar will be organized in Minsk aiming at strengthening the competences of

current or prospective technology managers in relevant PRO’s in EaP countries.

The training should take place in Year 2 (between Jul. - Sept. 2018).

Task 3.3 Boosting Clusters in EaP

This Task will strengthen clusters in EaP countries, by transferring EU’s good practices, and

facilitating sustainable inter-cluster cooperation between EU’s and EaP countries’ existing or

emerging clusters.

Partners in EaP will be required to contribute on the analysis and activities (cluster analysis,

evaluation of applications, etc.) in their country, as well as ensuring dissemination activities and

stakeholders’ involvement in their country. Other EU partners (DLR, CERISS, EBN, SPI) will be

required on a case by case basis to contribute to reviewing the methodology and contributions as

well as to perform dissemination activities where relevant.

Activity 3.3.a Review of the state of development of clusters and emerging clusters in EaP (Leader:

innoTSD)

This Review will provide deep understanding and knowledge allowing a better focus on the

following task activities.


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Actions for M1-M12:

Leading partners: inno + BELISA – Each partner from EaP countries responsible for providing

analysis on their country, according to a template and analytical matrix (Oct.-Nov. 2016);

Analysis: Desk research in each country as well as interviews with relevant contacts (incl.

strengths and weaknesses);

Analysis of opportunities for cooperation identified with clusters from the EU &

Conclusions + summary of recommendations (Feb. 2017);

Activity 3.3.b Cluster grant scheme (Leader: inno TSD)

This activity will contribute to the emergence of Cluster to Cluster (C2C) partnerships between the

EU and EaP. This will be achieved by financing the cluster to cluster EU-EaP collaboration, especially

emerging initiatives. Successful applicants will be selected on specific criteria including RDI

orientation. Links of EU partners to the European Cluster Collaboration Platform and other

European cluster initiatives will be used as instruments.

Actions for M1-M12:

Six grants of up to 10.000 Euros will be allocated to 1 EaP cluster + 1 EU cluster, at least;

Concept Note (Jun. 2017) and Call for Grants tentatively in Sept. 2017.

Activity 3.3.c Funded clusters workshop (Leader: NASU)

This activity will aim to a successful dialogue on good practices of cluster activities dedicated to

RDI cooperation and transfer of good practices in EaP through the organization of a funded clusters

workshop.

The workshop will take place at the end of Year 2 in Tbilisi.

Activity 3.3.d Report on cluster potential in EaP and recommendations (Leader: inno TSD)

This activity will provide the Conclusion of the task, allowing the replicability and transmission of

methodology and recommendations to other projects. Recommendations on the clusters activity

and potential in EaP countries based on the conducted Review and enriched with the feedback

from supported EaP clusters and complementary interviews.

The workshop will take place during Year 2 and Year 3.


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Task 3.4 Promoting the ETPs concept in EaP

(Leader: NASU)

This activity will further promote and strengthen the ETPs concept by transferring the experience,

creating links between the Ukrainian platforms (or similar structures in other EaP countries) and

the ETPs, expanding this approach to other EaP countries. It will include a Reviewing of the State

of Art on existing UTPs & ETPs, a Workshop (Kiev/Jun. 2018) to create or reinforce the links

between the ETPs and similar structures in EaP & Follow-up activities.

This Task will commence in M13 (Sept. 2017).


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5 WP4 “Optimal framework conditions and increasing coordination in policies

and programmes”

Task 4.1 Policy development framework

Activity 4.1.a Training seminars in Research and Innovation policy (Leader: ZSI)

This activity will develop a policy development framework to inform and coach STI policymakers

and stakeholders from EaP countries.

Actions for M1-M12:

High-level training with study visits in Vienna (May/June 2017) and then in 2nd year

(Athens);

Topics: a broad range (IPR, science/industry links, peer review, research integrity (ethical

behavior);

Study visits: agencies, ministries, etc.;

Trainers: senior experts from consortium and external experts

Activity 4.1.b STI Cooperation Barometer (Leader: RCISD)

This activity will analyse any perceived developments on the ground regarding the development

of framework conditions, cooperation opportunities and potentials of bi-regional STI cooperation.

In parallel, it will monitor the cooperation over time and observe the trends, which will feed other

tasks (e.g. policy dialogue, training and dissemination activities, etc.).

Actions for M1-M12:

Development of an online questionnaire (before Feb. 2017);

Report on the questionnaires (Apr. 2017);

Sending out the first questionnaires (1st Round/ Year 2);

Sending out the second questionnaires (2nd Round/ Year 3);

Comparing data with results of STI Barometer in IncoNet EaP project

Task 4.2 Increase coordination and synergies between policies and programmes of EU/MS and EaP

Activity 4.2.a Exploring cooperation with JPIs (Leader: IPPT-PAN)

This activity will provide a systematic review of the ongoing JPIs in EU to identify themes,

stakeholders, governance and potential for EaP countries cooperation with them.

Actions for M1-M12:

Participating in the Conference “Impacts of Public-Public Partnerships - expectations and

experiences” in Brussels (22-23 Nov. 2016) to contact directly with people dealing with JPIs


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and to also discuss with them project related questions and tasks such as how JPIs could

better cooperate with EaP countries;

Desk research: Analysis of existing 10 JPIs; exploring possibilities for EaP cooperation with

JPIs; Identifying themes, stakeholders and governance; analyzing national priorities in EaP

countries; Providing conclusions; First part of analysis by March 2017; final report by June

2017

Results will be presented at the EaP Panel on R&I (T1.1) and to any other relevant policy

dialogue forum or event;

The project will provide support in cases where a potential JPI – EaP country cooperation

will emerge

Activity 4.2.b Exploring cooperation with COST (Leader: IPPT-PAN)

This activity will provide reviewing of COST Actions and of the involvement/ possible involvement

of EaP countries.

Actions for M1-M12:

Desk research: Analysis of existing COST Actions; exploring possibilities for EaP cooperation

with COST Actions; Identifying themes, stakeholders and governance; analyzing national

priorities in EaP countries; Providing conclusions; First part of analysis by March 2017, final

report by June 2017

N.B.: COST does not set any research priorities; COST encourages researchers from Near

Neighbour Countries to participate in COST Actions on the basis of mutual benefit (new

proposals, joining existing actions, external experts).

The project will provide support in cases where a potential COST – EaP country cooperation

will emerge

Activity 4.2.c Exploring participation of EaP countries in EU MS programmes (Leader: ICBSS)

This activity will review the major national STI programmes in the EU MS to identify those

potentially open to EaP participation. EaP scientific communities, local information multipliers &

researchers identified in the mapping exercise of IncoNet EaP will be the target group of this

activity.

Actions for M1-M12:

Identification of programmes, procedures and conditions of participation (desk research,

use of results from IncoNet EaP, Black Sea Horizon) (May 2017);

Assessment of the participation of the EaP countries in EU MS programmes; highlighting

benefits, challenges and opportunities for improvement (May 2017);

Dissemination of results through web-based info systems and other targeted means to

target audience.


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6 WP5 “Communication, Dissemination, Outreach and Exploitation”

Task 5.1 Coordination of communication, dissemination and exploitation

(Leader: ZSI)

This task will deliver a clear Dissemination, communication and exploitation plan to coordinate the

dissemination activities with other channels (e.g. other H2020 projects and other EU initiatives

targeting the EaP Region, etc.)

Actions for M1-M12:

Preparation of a Communication and Dissemination plan including a stakeholders’

analysis (Nov. 2016);

Setting up the quantitative indicators to measure the impact (in coop. with Task 6.3

Quality control);

Preparation of the exploitation strategy (Dec. 2016)

Task 5.2 Dissemination material and technical implementation

Activity 5.2.a Project’s visual identity and dissemination materials (Leader: ZSI)

This activity will develop the project’s logo, the web platform/website layout (a URL is already

reserved for www.eap-plus.eu), a poster as well as project business cards and leaflets.

Actions for M1-M12:

Finalization of Project’s logo (out of 3 options), the web platform/website layout (a URL is

already reserved for www.eap-plus.eu), poster/project business cards and leaflets (by

end of Dec. 2016);

Organisational procedures for the graphic design and the integration of the “project

identity” in all project related aspects (deliverable format, publication format, layout for

power-point-presentations, etc.);

Production of an internal communication handbook to facilitate the correct use of the

project virtual identity (Feb. 2016);

Ensuring the printing of project’s outputs along its duration.

Activity 5.2.b Web Platform (Leader: ZSI)

This activity will implement the web platform of the project. In addition, an internal workspace as

a platform for communication (“OwnCloud”) will be the online repository of the EaP PLUS project.

All partners have access already.

Actions for M1-M12:

http://www.eap-plus.eu/

http://www.eap-plus.eu/


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An interactive web platform with Web 2.0 and guidelines will be set up providing easily

accessible information through different user-agent formats usage of the portal;

An external area for publicly available content (e.g. project-related information like news,

reports, press releases, visualisations, etc.).

Creation of an internal workspace (OwnCloud) in Nov. 2016 that will include lists of

stakeholders, internal project-related documents, etc. From the website a direct link to

login at the OwnCloud will be given in the footer.

Activity 5.2.c Linkage with incrEAST (Leader: DLR)

This activity will set links with incrEAST, a meta-platform designed to inform about STI cooperation

opportunities between the EU and the Eastern European, Central Asian and South-Caucasian

countries

Actions for M1-M12:

Continuous upload of news related to the EaP PLUS

Activity 5.2.d Social media – innovative ways of dissemination (Leader: RCISD)

This activity will disseminate information of EaP PLUS through social media i.e. LinkedIn, Twitter,

and Facebook.

Actions for M1-M12:

Concept Note to be prepared by Nov. 2016

RCISD creates account for EaP PLUS Facebook, LinkedIn, Twitter, ResearchGate and ‘EaP

PLUS News’ YouTube channel (Nov. 2016)

Task 5.3 Content Management

(Leader: ZSI)

This task will manage the content of the website of the project in line with the Communication and

Dissemination Plan. It will also support information to be disseminated through social media.

Actions for M1-M12:

Content Management of the Website: information services (news, calls, e-newsletter,

events, glossary, other related info) from EU MS and EaP countries; details to be set in

the communication and dissemination plan;

All partners and, in particular, partners involved in this task need to provide content: ZSI,

BelISA, CIP, ICARTI, Inno TSD, NAS-RA, NASU, SRNSF, SDF-AZE,UKRTECHINFORM;

Partners will also get password to upload the content to website by themselves.


22

Information to be prepared also for the dissemination and interaction in social media

(connected with T5.2d)

Task 5.4 Final dissemination conference

(Leader: EBN)

Under this task, a final conference on "EU-EaP STI cooperation: Beyond 2020" will be organised to

disseminate the main outcomes of the project. Support will be provided by various push-type

dissemination tools and social media activities (on-line broadcasting through ResearchGate, well-

prepared twitter campaign, printed leaflets, media session for journalists, newsletter, an

informative but eye-catching Vlog, etc.). The target group will include EU and EaP policy makers

and representatives of the research communities, NCPs, EC officials, representatives of COST,

EUREKA, EEN, ETPs, JTIs, European Parliament, etc.

This task will be implemented in Year 3 of the project.


23

7 WP6 “Management and Quality Control”

Task 6.1 Scientific Coordination

(Leader: CeRISS)

This tasks ensures the Scientific Coordination among WPs, the Final output of project through

optimum standards, the timely submission of deliverables, synergies with other projects and the

scientific periodic reports of the project.

IMPORTANT:

- All emerging issues e.g. change of plan, delays, deviations, etc. to be discussed with the

Coordinator! We need to have an overview anytime!

- Deliverables should be submitted in advance for QC – approx. 1 month before; first check by

Coordinator;

- Preparation of any event should start at least 3 months before the event’s date;

- Feedback Forms are very important to be distributed to all the participants of events and to be

returned back;

- Consistence/quality of all documents (Agenda, LoP, Invitations, etc.);

- Event press releases (before and after) or Conclusions of event should always be prepared (task

leaders are most responsible) and sent for uploading at the project’s website.

Actions for M1-M12:

Preparation of templates for Event Report Forms and Feedback Forms (Nov. 2016);

Preparation of project templates in coop. with ZSI (for deliverables, for invitation letters,

for PPT, etc.) (Nov. 2016);

Managerial Board Meetings will take place every 3 months (Dec. 2016, Mar. 2017; June

2017);

1st General Assembly meeting (Sept. 2017) in Vienna;

Task 6.2 Administrative Coordination

(Leader: CeRISS)

This task will take care of the Administrative Coordination among Partners, the implementation of

GA, the submission of Financial Reports, the Communication with the EC, the Overview of finances

of project in a sustainable and efficient way and the Day-to-day management of project. (see 1st

Instalment’s Breakdown in Annex IV).

BUDGET:

- Pre-finance by the EC (29 Aug. 2016) : 45% of the total budget has been received;


24

- 1st instalment to partners (M1) : 30% of total budget or approx. 2/3 of the pre-finance

- 2nd instalment (M9): remaining amount of pre-finance (approx. 1/3)

- 3rd instalment (after mid-term report – M18) : pending on the amount to be received (same

method as in 1st payment)

- 4th instalment (M27) : same method as in 1st payment

- 5th instalment: after the end of project up to 15% of the total EC contribution;

- Duly justified deviations of the previous rules will be positively evaluated by the coordinator,

if needed;

IMPORTANT:

- If not feasible for a partner to lead a task, the leadership will change;

- When closing an event, a review of budget (event costs) may take place;

- Closer to the end of project an overview of unspent budget (other costs) will take place;

actions may be taken by decision of the GA;

- Any financial queries should be directed to Coordinator through email exchange; however, a web-meeting on financial issues is also envisaged before the interim report;

- Have at least 3 offers from Hotels/Restaurants in view of an event; - Please check eligible costs (e.g. exclude VAT, if not recoverable; in H2020, VAT from trips

abroad is considered as not recoverable and therefore can be claimed)

Actions for M1-M12:

A tool for conducting financial reports will be distributed one month before the 1st interim

report (i.e. April 2017);

1st Interim Report (May 2017);

Task 6.3 Quality Control

(Leader: CeRISS)

This Task will provide analysis of project’s implementation (indicators + SWOT) and Quality Control

of main deliverables.

Actions for M1-M12:

Analysis of project’s implementation:

Draft Concept Note (Nov. 2016);

WP Leaders will recommend Managerial & impact indicators for WPs (Dec. 2016); the

coordinator will finalize the indicators (Dec. 2016); first results will be presented at 1st GA

meeting;

Questionnaires related to the implementation of the project (performance of coordinator,

etc.) will be distributed before the GA in Vienna (Aug. 2017);


25

Quality control of the Deliverables

Preparation of a QC Plan incl. main deliverables (Oct. 2016);

All partners to recommend experts for disseminating the info about the call (Oct.-Nov. 2016);

Open call for hiring one QC Expert (ToR), (Nov. 2016);

Overview of deliverables to be submitted in Year 1

After QC, Delivery Leaders to upload the documents at the SyGMA


26

Annexes

Annex I – EaP PLUS, Kick-off Meeting / Calendar of Activities (Sep. 2016-Aug. 2017)

EaP PLUS, Kick-off Meeting / Calendar of Activities (Sep. 2016-Feb. 2017)

SEPTEMBER

OCTOBER

NOVEMBER

DECEMBER

JANUARY

FEBRUARY

WP1

Task 1.1: EU-EaP Ministerial Meeting in

Yerevan (17 Νοv.)

Task 1.1: EaP Panel

meeting (14 Dec.)

Task 1.1: 1st Round of

Interviews with Thematic

Directorates (Dec.-Apr.)

Task 1.3: Concept

note and a template

for interviews (“EU-

EaP Beyond 2020”)

Task 1.1: 1st Round of

Evidence Collection on

EaP in H2020 (Statistics/

Data)

WP2

Task 2.1: EaP Partners to express interest

for Dates of Info Days/NCP Trainings

Task 2.4.b: Online questionnaire for RDI

webinars

Task 2.4: 1st Basic webinar

on H2020

Task 2.3: Announ-

cement of the first

call for Grants

Task 2.4.b: Analysis of

demand for RDI Webinars

WP3

Task 3.3: Template & Matrix for the Review

of Clusters

Task 3.3: Review of

Clusters


27

WP4

Task 4.1: Development of

Online Questionnaire

(Barometer)

WP5

Task 5.2: Project’s Logo Task 5.2: Project’s

Website/Leaflets

Task 5.1: Project’s

Dissemination Plan

WP6

Task 6.2: Kick-off

Meeting, Athens

(26 Sept.)

Task 6.3: QC

Plan incl. main

deliverables

Task 6.1: Templates for Event Report

Forms/ Feedback Forms/Etc.

Task 6.3: Open call for hiring one QC Expert

(ToR)

Task 6.1: 1st Managerial

Board Meeting (WP

Leaders)

Task 6.3: Setting

Managerial & impact

indicators


28

EaP PLUS, Kick-off Meeting / Calendar of Activities (Mar. 2017-Aug. 2017)

MARCH

APRIL

MAY

JUNE

JULY

AUGUST

WP1

Task 1.2: Conference

on “Sharing experie-

nces from the Assoc.

(Kiev)

Task 1.2: Workshop for

Programme

Committee members

(Kiev)

Task 1.1: 1st Annual Policy

Brief (Aug.-Sep)

WP2

Task 2.2: Analysis of

Scientific Diaspora

Consortia

Task 2.1: Info Day at

the Kiev Polytechnic

Institute (7 April,

Kiev)

Task 2.4.b: 1st RDI Webinar Task 2.2: Organisation of

6 Scientific Diaspora

Workshops (Jun. – Sept.

2017)

Task 2.3: Closing of the

Grants Call (Aug-Sept.)

WP3


29

WP4

Task 4.1: Report on

the questionnaires

(Barometer)

Task 4.1: High-level training

with study visits in Vienna

Task 4.2: Identif/Assessment

of participation of EaP in EU

MS programmes

WP5

WP6

Task 6.1: 2nd

Managerial Board

Meeting (WP Leaders)

Task 6.2: Tool for

conducting financial

reports

Task 6.2: 1st Interim Report

(Financial + Scientific)

Task 6.1: 3rd Managerial

Board Meeting (WP

Leaders)

Task 6.1: 1st GA Meeting in

Sept. 2017 (Vienna)

Task 6.3: Questionnaires

related to the

implementation of Year 1

Annex II – List of Participants

EaP PLUS | Kick-off Meeting

Athens, 26 September 2016

Venue: Electra Palace Hotel,

18 Nikodimou Street, Plaka, Athens

LIST OF PARTICIPANTS

NAME INSTITUTION EMAIL

Thierry Devars European

Commission [email protected]

George Bonas CeRISS [email protected]

Yannis Kechagiaras CeRISS [email protected]

Anastasia Vlyzioti CeRISS [email protected]

Olga Meerovskaya

BelISA

[email protected]

Katherine Skuratovich

BelISA

[email protected]

Diana Grozav

CIP

[email protected]

Lidia Romanciuc

CIP

[email protected]

Joern Gruenewald

DLR

[email protected]

Raffaele Buompane

EBN

[email protected]

mailto:george.bonas@ceriss

mailto:yannis.kechagiaras@ceriss

mailto:anastasia.vlyzioti@ceriss

mailto:d.grozav@h

mailto:Joern.Gruenewald@dlr

mailto:raffaele.buompane@ebn


31

Natia Gabitashvili

ICARTI

[email protected];

[email protected]

Georgia Chatzi

ICBSS

[email protected]

Alexia Timotheou ICBSS [email protected]

Svetlana Klesova

INNO TSD

[email protected]

Kamille Duran

INNO TSD

[email protected]

Zygmunt Krasinski

IPPT-PAN

[email protected]

Olga Zyrina

IPPT-PAN

[email protected]

Tigran Arzumanian

NAS RA

[email protected]

Karyna Shakhbazian

NASU

[email protected]

Ildiko Dorogi

RCISD

[email protected]

Adam David

RCISD

[email protected]

Elchin Babayev

SDF-AZE

[email protected]

Laman Huseynbayli

SDF-AZE

[email protected]

Mulayim Guliyeva

SDF-AZE

[email protected]

Douglas Thompson

SPI

[email protected]

Francisco Rocha SPI [email protected]

mailto:[email protected]






32

Mariam Keburia

SRNSF

[email protected]

Olena Koval

UKRTECHINFORM

[email protected]

Stella Shapoval

UKRTECHINFORM

[email protected]

Gorazd Weiss

ZSI

[email protected]

Carmen Heidenwolf

ZSI

[email protected]





33

Annex III – Agenda

EaP PLUS | Kick-off Meeting

Athens, 26 September 2016

Venue: Electra Palace Hotel,

18 Nikodimou Street, Plaka, Athens

AGENDA

8.45 – 9.00 Registration

9.00 – 9.10 Welcome by the Coordinator

EaP PLUS Coordinator, Dr. George Bonas, CeRISS

9.10 – 9.40 Tour de Table

Brief presentation of partners and participants

9.40 – 9.55 Context of the Project and Expectations from the European Commission

Thierry Devars, Policy Officer, DG Research and Innovation, European Commission

9.55 – 10.15 Guidelines for the EaP PLUS Project

Presentation of the main guidelines for an efficient implementation of the Project in order

to maximize its impact and the coordination among partners (George Bonas, Coordinator,

CeRISS)

10.15 – 11.05 Work Package 1: Policy Dialogue & Strategic Priority Setting

Note: Review of the Work Packages; specification of implementation of tasks and related

activities with emphasis on Year 1. In all WPs, presentations by the task/activity leaders will

include (a) objectives of task, (b) involved partners, (c) methodology & timeline, (d) activities

of 1M-12M (what, when, who), and (e) deliverables

10.15- 10.30 Task 1.1: Supporting the EU-EaP STI Policy Dialogue

(Detailed presentation by: CeRISS)


34

10.30-10.50 Task 1.2: Maximizing the impact of the Association to H2020

(Detailed presentations by: UKRTECHINFORM, RCISD)

10.50-11.05 Task 1.3: Shaping the future of the EU-EaP STI cooperation

(Detailed presentation by: DLR)

11.05-11.35 Coffee Break

11.35 – 12.45 Work Package 2: Stronger interaction between researchers &

participation in H2020

11.35 - 11.55 Task 2.1: Organization of H2020 Info Days and of a local NCPs training

(Detailed presentations by: IPPT-PAN, SPI)

11.55-12.10 Task 2.2: Targeted Cooperation with Scientific Diaspora

(Detailed presentation by: NASU)

12.10-12.25 Task 2.3: Enhancing contacts: Grants for networking

(Detailed presentation by: RCISD)

12.25-12.45 Task 2.4: Development of Webinars on H2020 & Innovation

(Detailed presentations by: IPPT-PAN, Inno TSD)

12.45 – 13.50 Work Package 3: Enhancing EU-EaP research and innovation

partnership

12.45-13.00 Task 3.1: Co-patenting analysis focusing on international patents

(Detailed presentation by: ZSI)

13.00 – 13.15 Task 3.2: Training for technology managers


35

(Detailed presentation by: SPI)

13.15 – 13.35 Task 3.3: Boosting clusters in EaP

(Detailed presentations by: Inno TSD, NASU)

13.35 – 13.50 Task 3.4: Promoting the ETPs concept in EaP

(Detailed presentation by: NASU)

13.50-14.50 Standing Lunch

14.50 – 15.30 Work Package 4: Optimal framework conditions and increasing

coordination in policies and programmes

14.50-15.10 Task 4.1: Policy development framework

(Detailed presentations by: ZSI, RCISD)

15.10-15.30 Task 4.2: Increasing coordination and synergies between policies and

programmes of EU/MS and EaP

(Detailed presentations by: IPPT-PAN, ICBSS)

15.30 – 16.30 Work Package 5: Communication, dissemination, outreach and

exploitation

15.30-15.45 Task 5.1: Coordination of communication, dissemination and exploitation


15.45-16.05 Task 5.2: Dissemination material and technical implementation

(Detailed presentations by: ZSI, DLR)

16.05-16.20 Task 5.3: Content management


36


16.20-16.35 Task 5.4: Final dissemination conference

(Detailed presentations by: EBN)

16.35 – 17.05 Coffee Break

17.05 – 17.35 Work Package 6: Management and Quality Control

17.05-17.25 Task 6.1 & 6.2: Scientific and Administrative Coordination

(Detailed presentation by: CeRISS)

17.25-17.35 Task 6.3: Quality Control

(Detailed presentations by: CeRISS)

17.35 – 18.30 Closing Session

17.35 – 17.50 Summary of main decisions and milestones for Year 1 (Calendar of activities

for 2016-2017)

(Chaired by: CeRISS)

17.50 – 18.20 Open Discussion

18.20 – 18.30 Wrap-up & Conclusions

(Chaired by: CeRISS)

20.00 – 23.00 Closing Dinner (Attikos Greek House Restaurant, 7, R. Garibaldi str.)

Meeting Point: Lobby of the Electra Palace Hotel


37

Annex IV – Instalments Breakdown

INSTALMENTS BREAKDOWN -

EaP PLUS

Pre-financing Sept. 2016 EUR 706085,44

Participant Total

First Instalment (30%

total;approx.2/3pre-

finance)

Remaining Pre-

financing (approx.

1/3)

Remaining

Budget

CeRISS 193437,50 58031,25 29015,63 135406,25

BelISA 97375,00 29212,50 14606,25 68162,50

CIP 67875,00 20362,50 10181,25 47512,50

DLR 129500,00 38850,00 19425,00 90650,00

EBN 119093,75 35728,13 17864,06 83365,63

ICARTI 61250,00 18375,00 9187,50 42875,00

ICBSS 22031,25 6609,38 3304,69 15421,88

inno TSD 100625,00 30187,50 15093,75 70437,50

IPPT-PAN 65500,00 19650,00 9825,00 45850,00

NAS-RA 78485,00 23545,50 11772,75 54939,50

NASU 76187,50 22856,25 11428,13 53331,25

RCISD 55875,00 16762,50 8381,25 39112,50

SDF-AZE 56718,75 17015,63 8507,81 39703,13

SRNSF 46125,00 13837,50 6918,75 32287,50

SPI 81000,00 24300,00 12150,00 56700,00

UKRTECHINFORM 140125,00 42037,50 21018,75 98087,50

ZSI 177875,00 53362,50 26681,25 124512,50

Total 1569078,75 470723,63 235361,81 1098355,13

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