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
Report of the Kick-off Meeting (D6.1) EaP PLUS
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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:
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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.
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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.
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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;
Report of the Kick-off Meeting (D6.1) EaP PLUS
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- 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);
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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
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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
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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
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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
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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
Katherine Skuratovich
BelISA
Diana Grozav
CIP
Lidia Romanciuc
CIP
Joern Gruenewald
DLR
Raffaele Buompane
EBN
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Natia Gabitashvili
ICARTI
Georgia Chatzi
ICBSS
Alexia Timotheou ICBSS [email protected]
Svetlana Klesova
INNO TSD
Kamille Duran
INNO TSD
Zygmunt Krasinski
IPPT-PAN
Olga Zyrina
IPPT-PAN
Tigran Arzumanian
NAS RA
Karyna Shakhbazian
NASU
Ildiko Dorogi
RCISD
Adam David
RCISD
Elchin Babayev
SDF-AZE
Laman Huseynbayli
SDF-AZE
Mulayim Guliyeva
SDF-AZE
Douglas Thompson
SPI
Francisco Rocha SPI [email protected]
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Mariam Keburia
SRNSF
Olena Koval
UKRTECHINFORM
Stella Shapoval
UKRTECHINFORM
Gorazd Weiss
ZSI
Carmen Heidenwolf
ZSI
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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)
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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
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(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
(Detailed presentation by: ZSI)
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
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(Detailed presentation by: ZSI)
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
Report of the Kick-off Meeting (D6.1) EaP PLUS
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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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