Periodic Reporting for period 1 - EIT_XKIC_ShS (EIT Cross-KIC Shared Services)
Reporting period: 2023-01-01 to 2023-12-31
Shared Services Cross-KIC Initiative: Enhancing Synergies Among EIT KICs
1.1. Impacts
The Shared Services Cross-KIC initiative aims to foster synergies among EIT KICs by addressing funding eligibility requirements through CLC Consolidation, Communication and Dissemination, and operational compliance.
Initiated after the EIT Forum recommendation in Feb 2020, the initiative streamlines business processes, promoting joint procurement, shared IT solutions, and harmonization across thematic areas like Procurement, Audits, IT, and Offices. This approach enhances efficiency and knowledge exchange while freeing resources for core objectives.
CLC consolidation aims to increase the presence of KICs in cities with existing CLCs, enhancing visibility and fostering collaboration within the EIT Community. The Shared Services cluster, now in its second year, prioritizes gender balance, climate impact, and RIS involvement.
2. Impact
The impact encompasses consolidating business processes, expanding the office network across Europe, and prioritizing specific objectives such as audits, IT coordination, and gender mainstreaming support.
CLC Consolidation currently consists of four CLCs: Berlin, Espoo, Paris, and Stockholm. Future plans include expanding to cities like Barcelona, Madrid, Milan, Warsaw, and Amsterdam, facilitating collaboration and cost efficiency within the EIT Community.
1.1. Impacts
The Shared Services Cross-KIC initiative aims to foster synergies among EIT KICs by addressing funding eligibility requirements through CLC Consolidation, Communication and Dissemination, and operational compliance.
Initiated after the EIT Forum recommendation in Feb 2020, the initiative streamlines business processes, promoting joint procurement, shared IT solutions, and harmonization across thematic areas like Procurement, Audits, IT, and Offices. This approach enhances efficiency and knowledge exchange while freeing resources for core objectives.
CLC consolidation aims to increase the presence of KICs in cities with existing CLCs, enhancing visibility and fostering collaboration within the EIT Community. The Shared Services cluster, now in its second year, prioritizes gender balance, climate impact, and RIS involvement.
2. Impact
The impact encompasses consolidating business processes, expanding the office network across Europe, and prioritizing specific objectives such as audits, IT coordination, and gender mainstreaming support.
CLC Consolidation currently consists of four CLCs: Berlin, Espoo, Paris, and Stockholm. Future plans include expanding to cities like Barcelona, Madrid, Milan, Warsaw, and Amsterdam, facilitating collaboration and cost efficiency within the EIT Community.
WP1 Activities and Achievements:
Implemented Shared Services Cross-KIC coordination to ensure timely delivery of objectives while managing risks and EIT relations. Achieved successful amendment process and coordinated transition plan for 1st wave KIC.
WP2 Activities and Achievements:
Engaged audit firms for Certificate on Financial Statements (CFS) Audits, addressing operational challenges and conducting audits for subgrantees. Published Request for Proposals leading to engagement of audit companies resulting in the delivery of 123 CFSs.
WP3 Activities and Achievements:
Coordinated implementation of changes from Horizon Europe and BP2023-2025, establishing a common IT system supporting grant lifecycle and business processes. Achieved milestones including successful transition to NetSuite platform and streamlined grant management.
WP4-5 and WP 7-10 Consolidated Offices Activities and Achievements:
EIT House Brussels organized activities smoothly with 2182 visitors and 159 events. Budapest EIT Community Office provided workspace for KIC staff and enhanced visibility. Efforts in Berlin raised the EIT Community brand. Open Innovation House in Espoo functioned optimally. Paris and Stockholm CLCs underwent office selection and renegotiation, respectively, resulting in cost reductions and enhanced cooperation.
WP6 Activities and Achievements:
Focused on enhancing communication, organizing impactful events, and fostering stakeholder engagement. Initiated initiatives like establishing EIT Community as an umbrella brand and launching the 'Shaping Tomorrow' article series. Notable events showcased the innovative power of the EIT Community. Collaborative efforts strengthened stakeholder engagement.
WP11 Activities and Achievements:
Supported KICs in ensuring entities receiving subgrants comply with requirements. Implemented a "Partners Onboarding Service" to enhance efficiency and manage risk. Successfully tailored validation methodology and processed entities within 10 working days, meeting EC requirements.
Implemented Shared Services Cross-KIC coordination to ensure timely delivery of objectives while managing risks and EIT relations. Achieved successful amendment process and coordinated transition plan for 1st wave KIC.
WP2 Activities and Achievements:
Engaged audit firms for Certificate on Financial Statements (CFS) Audits, addressing operational challenges and conducting audits for subgrantees. Published Request for Proposals leading to engagement of audit companies resulting in the delivery of 123 CFSs.
WP3 Activities and Achievements:
Coordinated implementation of changes from Horizon Europe and BP2023-2025, establishing a common IT system supporting grant lifecycle and business processes. Achieved milestones including successful transition to NetSuite platform and streamlined grant management.
WP4-5 and WP 7-10 Consolidated Offices Activities and Achievements:
EIT House Brussels organized activities smoothly with 2182 visitors and 159 events. Budapest EIT Community Office provided workspace for KIC staff and enhanced visibility. Efforts in Berlin raised the EIT Community brand. Open Innovation House in Espoo functioned optimally. Paris and Stockholm CLCs underwent office selection and renegotiation, respectively, resulting in cost reductions and enhanced cooperation.
WP6 Activities and Achievements:
Focused on enhancing communication, organizing impactful events, and fostering stakeholder engagement. Initiated initiatives like establishing EIT Community as an umbrella brand and launching the 'Shaping Tomorrow' article series. Notable events showcased the innovative power of the EIT Community. Collaborative efforts strengthened stakeholder engagement.
WP11 Activities and Achievements:
Supported KICs in ensuring entities receiving subgrants comply with requirements. Implemented a "Partners Onboarding Service" to enhance efficiency and manage risk. Successfully tailored validation methodology and processed entities within 10 working days, meeting EC requirements.