Final Report Summary - BILAT-UKR*AINA (Enhancing the BILATeral S&T Partnership with UKRraine * Advanced INnovative Approach)
Executive Summary:
BILAT-UKR*AINA enhanced the Ukraine-EU STI cooperation by providing tailor-made analytical reports and documents for evidence-based policy making; facilitating mutual EU-Ukraine STI dialogue; providing high quality information on EU-Ukraine STI cooperation and strengthening and increasing the capacities for cooperation in joint research projects.
In particular, the BILAT-UKR*AINA project:
• supported the institutional S&T policy dialogue among the European Commission, the EU Member States and Ukraine by providing analytical input and operational tailor-made support to the Joint S&T Cooperation Committee (JSTCC) and ensuring practical follow–up by monitoring and analysing the S&T cooperation;
• supported the association process of Ukraine to the Horizon 2020 programme though analytical inputs;
• transferred best practice concepts and know-how on funding programmes, technology transfer, innovation support measures etc.;
• supported the establishment of the Ukrainian Horizon 2020 NCP network and provided trainings for Ukrainian NCPs;
• enhanced Ukrainian participation in HORIZON 2020 in cooperation with National Contact Points (NCPs);
• provided training for researchers and organised 6 webinars, 3 in house trainings, networking and thematic workshops, a summer school on ’European RTDI Policies, Instruments and Participation Possibilities for young Ukrainian researchers as well as horizon 2020 promotion events;
• built synergies between existing programmes and facilitated the implementation of the joint EU-Ukraine STI roadmap through pilot activities. It did this especially through
establishing the Ukrainian National Technology Platform for Advanced Materials – UNTPAM and by identifying mutual research topics in the fields of nanotechnology and biotechnology to further support the road-mapping process between EU and Ukraine, and
• reached relevant policy-level institutions, funding bodies, NCPs, researchers, research managers/institutions, research-oriented SMEs and industry, other relevant EU projects and the public at large.
Project Context and Objectives:
The central objectives of BILAT-UKR*AINA were to:
• support the institutional dialogue on Science, Technology and Innovation (STI) policy among the European Commission, the EU Member States and Associates Countries and Ukraine,
• provide analytical input to the dialogue in the Joint Science and Technology Cooperation Committee (JSTCC) and
• ensure practical follow-up and sustainability.
Particularly, BILAT-UKR*AINA aimed to:
• foresee, in a flexible manner, pilot activities to facilitate the implementation of the joint EU-Ukraine STI roadmap;
• promote Research, Technology Development and Innovation (RTDI) cooperation opportunities to support the creation of networks and the participation in joint projects;
• monitor and analyse innovation and research cooperation expressed in co-publications, scientific and educational networks and in terms of joint projects;
• analyse, promote and monitor the participation of EU researchers in Ukrainian science and technology state programmes;
• secure the dissemination of the project to interested parties who were not consortium members and
• increase awareness about the benefits of RTDI cooperation with Ukraine.
During the implementation phase of the project (September 2012 – June 2015), the work performed involved all work packages (WP). The project activities were carried out according to Annex 1 to the grant agreement and according to the demands at that time resulting from the official S&T dialogue on the EU-Ukraine level as well as with close cooperation with the DG Research and Innovation represented by BILAT-UKR*AINA’s project officer.
The project archived following results:
WP1: Policy Dialogue
• Active support of the institutional S&T policy dialogue between the European Commission, the EU Member States and Ukraine by providing analytical input and operational tailor-made support to the Joint S&T Cooperation Committee and ensuring practical follow–up through monitoring and analysing the S&T cooperation.
• Organisation of the JSTCC preparatory meeting in Vienna (28 February 2013).
• Organisation of the First Stakeholder Forum for EU MS/AC programme owners and managers in charge of the bilateral STI cooperation programmes with Ukraine in Kyiv (D1.4) (21-22 May 2013).
• Comparative analysis of EU MS/AC policies and programmes towards Ukraine (D1.5).
• Supported the association process of Ukraine to HORIZON 2020 programme though analytical inputs;
• Organisation of the Second Stakeholder Forum for EU MS/ AC and Ukraine in January 2015 in Kiev.
WP2: Monitoring and Analysis
• Preparation of the first monitoring analysis version of FP7 and other cooperation programmes in the form of a Policy Brief and delivering it to the JSTCC as a support document identifying good practices and opportunities for further cooperation.
• Outline of D2.12 “Impact analysis and case studies” concept. The impact analysis is based on final results of projects and profits after their termination. The final version to be ready beginning of May 2014.
• Preparation of the inventory of Ukrainian national, State, academic and other S&T programmes open to EU researchers as input to www.access4.eu and www.bilat.eu online databases.
• Drafting the first version of EU-Ukrainian co-publication analysis (D2.20) published as two papers (one in English, one in Ukrainian) in the first half of 2013.
• Preparation of the first version of the D2.18 “Detailed results of FP7 (and Horizon 2020) monitoring”, based on information provided by Ukrainian participants in EU projects, including development of the relevant questionnaire and dissemination of the questionnaire with the Ukrainian experts. Upon the decision of the project consortium the university cooperation analysis will be included into the final version of report.
• Final version of D2.12 (Impact analysis and case studies).
• Final version of D2.18 (Detailed results of FP7/Horizon 2020 monitoring) based on information provided by Ukrainian participants in EU projects, including development of the relevant questionnaire and dissemination of the questionnaire with the Ukrainian experts.
• Information on UA research programs open to EU researchers fed into BILAT.EU database..
• Final version of D2.2 (EU-Ukrainian co-publication analysis including emerging trends).
WP3: Pilot Activities for Joint Actions (with MS/AC and to implement the joint S&T Roadmap)
• PA1: Ukrainian National Technology Platform on Advanced Materials (UNTPAM)
o Establishment of UNTPAM: launch conference successfully held (24 October 2014), legal status as civic union approved
o Successful international networking of UNTPAM achieved
o Strategy Research Agenda (SRA) for the UNTPAM thematic areas elaborated
• PA2: Identification of challenging mutual research topics in the field of Nanotechnologies and Biotechnologies to support further S&T road-mapping process between EU and Ukraine
o Survey conducted (Limesurvey questionnaire)
o Two focussed expert workshops successfully held
o Two lists of identified mutual priority topics in the fields of nanotechnologies and biotechnologies successfully set up and communicated to funding bodies and research community
WP4: Support Participation in Joint Projects (FP7, Horizon 2020, etc.)
• Organisation of the first webinar on Horizon 2020 in November 2013, addressing novice participants in EU S&T programmes. Next webinars will focus on the thematic JSTCC priorities for EU-Ukraine S&T cooperation.
• Preparation of the concept for the in-house trainings, which will be carried out in 2014 and 2015 in the EU.
• “Best project idea profile competition”: in the first round of the competition, three potential consortia were constituted with the aim to submit project proposals in the last FP7 ICT call. Based on the lessons learnt from this first round, the concept has been updated and a second round of the competition will be launched in the middle of the next project period.
• NCP workshop: an NCP workshop addressing the Ukrainian NCP network was held in parallel with the Horizon 2020 Launch Conference in Kiev in January 2014, in frame of which also a NCP performance monitoring tool has been presented by a INCONTACT representative.
• Preparation and dissemination of the online version of the “Horizon 2020 Handbook for Ukrainian researchers”.
• Training activities: four webinars on Horizon 2020 content and structure, and modalities for participation in EU projects; successful Summer school on EU project proposal writing for young UA researchers; three in-house trainings on proposal writing and project management.
• One workshop dedicated to Ukrainian NCPs focusing on sharing good practices in awareness rising with a special consideration of service approach which corresponds to Horizon 2020 challenges
• Initial results and conclusion UA NCP survey were presented during 2nd Stakeholder Forum in Kiev (27-28 January 2015).
• Two calls for awarding travel grants to Ukrainian researchers to participate in H2020 projects’ preparatory meetings in EU
• Final version D4.22 (Report on the performance of the UA NCP system)
WP5: Outreach to the Researcher Community and Increased Awareness
• Development of the BILAT-UKR*AINA communication and dissemination strategy.
• Carrying out clustering activities to link to and exchange information with other relevant projects (INCO-NETs, other BILAT projects) and stakeholders (SASII, Presidium of NASU, related STI institutions).
• Development and optimisation of a BILAT-UKR*AINA project flyer and other targeted promotion material.
• Development, setting- up and launching of BILAT-UKR*AINA project´s website.
• Publishing the 10 quarterly newsletters, containing the information about the scientific events as well other information about the project activities and H2020 calls.
• Carrying out clustering activities to link to and exchange information with other relevant projects (INCO-NETs, other BILAT projects) and stakeholders (SASII, Presidium of NASU, related STI institutions).
• Development and optimisation of a BILAT-UKR*AINA project flyer and other targeted promotion material.
WP6: Project Management
Under this WP project implemented a sound administrative and financial management with regular virtual meetings of the project management board, coordination of work packages and tasks by the respective leaders, implementation of most activities as planned, preparation of most deliverables as scheduled
Project Results:
The main activities and its results/foregrounds are described in below.
WP1- POLICY DIALOGUE
WP Leader: ZSI
Task 1.1 – Support to the Joint S&T Cooperation Committee (JSTCC)
Task Leader: ZSI
Task 1.1 is aimed at addressing the demands and adjusting the project results to the needs of the policy makers. Task 1.1 maintains continuous information exchange with the stakeholders in charge of the official STI EU-Ukraine dialogue (EU-Ukraine Joint Science and Technology Coordination Committee). Overall, following five policy briefs and further supporting documents were created in preparation of the JSTCC meeting in Kyiv:
• Overview of the internationalisation of Ukraine in STI including recent trends and developments (Policy Brief 1, Leader: NIP);
• Take-up of the EU-Ukrainian JSTCC Thematic Priorities in FP7 (2007-2013) (Policy Brief 2, Leader: ZSI);
• Coordinated and Joint Calls (Policy Brief 3, Leader: ZSI);
• Statistics on the number of EU researchers in national Ukrainian R&D programmes (Policy Brief 4, Leader: NASU);
• Research Infrastructures – update from the RI roadmap from 2010 (Policy Brief 5, Leader: NASU);
• D2.18 – Detailed results of FP7 (and Horizon 2020) monitoring (Leader: NIP);
• Working Paper on the (lack of) international orientation of the Ukrainian state S&T programmes (Leader: STEPS, NASU);
• Recommendations to the Meeting of the EU-Ukraine JSTCC Meeting 2013 (Leader: ZSI).
Supporting the preparation of the official JSTCC meeting, the JSTCC informal preparatory meeting has been organised in Vienna, Austria on 28 February 2013. The purpose was setting of the JSTCC agenda and discussion of the main project recommendations for the official JSTCC meeting which was to take place in May 2013 in Kyiv, Ukraine.
Moreover, addressing some of the recommendations from the first official JSTCC Meeting from 2011, BILAT-UKR*AINA has organised the Stakeholder Forum for STI programme owners and managers that took place on 22-23 May 2013.
The event has been followed by the official JSTCC Meeting that took place on 24 May 2013 with active attendance and presentations from partners ZSI and NIP.
By August 2012, the project partners have delivered more policy briefs than planned for the whole project duration; the support to the JSTCC has clearly become one of the top priorities and we hope project proved to be flexible and valuable JSTCC partner delivering high quality inputs tailor-made to the needs of the Committee and official level dialogue.
Due start of the negotiation between EC and Ukraine about the Ukrainian association process in in 2014, the project activities focused to supporting the Ukrainian stakeholders (MESU) and Horizon 2020 National Contact pint during this process. The activities performed by project under this task were agreed with BILAT-UKR*AINA project officer. The 2nd stakeholder forum (Task 1.2) was organised with support of partners involved to this task
Deliverables:
• D1.23 Progress report on support to the Joint RTDI Cooperation Committee (JSTCC), roadmap dissemination and implementation
Task 1.2– Support to coordination with MS/AC
Task Leader: DLR
The aim of task 1.2 was to link the programme managers and owners of national policies and programmes of EU MS and AC towards Ukraine with each other and with the policy dialogue taking place on EU-Ukraine level, ensuring communication, exchange of best practice on RTDI support measures and identifying options for coordination and joint actions, possibly to be realised under WP3.
The “First MS/AC programme owners & managers forum” (D1.4 MS5) was held in Kyiv on 21-22 May 2013, hosted by SASII. The event gathered programme owners and managers from the EU countries with the most active bilateral cooperation with Ukraine (DE, FR, PL, AT, HU, TR) and presented the European business perspective as well. From Ukrainian side, the following programme owners took part: SASII, the National Academy of Sciences of Ukraine (NASU), the State Fund for Fundamental Research (SFFR) and the National Space Agency of Ukraine (NSA). The minutes (including the agenda and the list of participants) and conclusions are available at the project website at http://www.bilat-ukraina.eu/en/378.php.
The analytical report “Comparative Analysis of EU MS/AC policies and programmes towards Ukraine” (D1.5) was prepared in February 2014. It takes stock of bilateral policies and programmes in the cooperation with Ukraine, identifies strengths and weaknesses and deducts recommendations for synergies and options for future joint actions. The report was to finalised after a last round of feedback and submitted beginning of March 2014. The report is available via the project website and will be also presented at the Second MS/AC programme owners & managers forum (D1.13) and used as input for the other WPs, in particular WP3.
In the 2 period of the project duration a Second Stakeholder Forum was organised in Kyiv, Ukraine, on 27th-28th January 2015 under the title ‘Enhancing Ukraine’s Competitiveness in RI on the way to the Association to Horizon 2020’. The event attracted approximately 70 participants from Ukraine and the EU (both EU Member States and Associated Countries). The event aimed to provide a forum for Ukrainian and EU stakeholders (including policy makers, NCPs, researchers and other actors in the field of research and innovation) to facilitate the exchange of good and transferable practices and defining common interest. The 2nd Stakeholders’ Forum aimed to provide a forum for Ukrainian and EU stakeholders (including policy makers, NCPs, researchers and other actors in the field of research and innovation) to facilitate the exchange of good and transferable practices and defining common interests. The second Stakeholders’ Forum of the project therefore aimed to put a special focus on:
• accumulating the experiences and best practices of EU Member States (MSs) and Associated Countries (ACs) to Horizon 2020 regarding the procedure of the association, exploitation of opportunities, and lessons learnt in the field,
• supporting the effective functioning of the NCP system in Ukraine
• innovation stimulation, functioning and means of innovation support policies, programmes, innovation instruments
• operation and services provided by EEN
• functioning and added value of Technology Platforms.
As a final output, the list of recommendations was prepared to further support the Ukrainian Association to Horizon 2020.
Deliverables:
• D1.5 “Comparative Analysis of EU MS/AC policies and programmes towards Ukraine
• D1.13: Second stakeholder forum report including recommendations
Task 1.3– Support coordination with various EU programmes
Task Leader: RCISD
Task 1.3 started in month 17. The workflow and the concept note of D1.16 “Report of possible synergies between the instruments offered under the financial framework 2014-2020” was provided by NIP and RCISD. The concept note was finalized with some delays in December 2014 (month 28) due to the continuously changing political situation elections in Ukraine, the process of association to H2020, etc. Nevertheless, in the meantime planned activities were in progress: the date (26-27 of March, 2015) and participants of the study visit to Brussels (Ukrainian policy makers and programme owners from MESU and NASU) were identified, and the first version of the report was available in February 2015 (month 30). The organization of interviews and informal meetings with various departments of DGs took place in February.
9 persons, including the representatives of the Ministry of Education and Science of Ukraine (MESU: Stella Shapoval, Liubov Dienga, Nataliia Kosmach), National Academy of Science of Ukraine (NASU: Karina Shakhbazyan, Valery Kukchar) as well as project partners (RCISD: Béla Kardon, NASU: Marina Gorokhovatska, NIP: Elena Koval, STEPS: Lidiya Kavunenko) took part at the study visit. The delegation visited
• the Directorate General for Education and Culture, Erasmus +,
• the European Research Council Executive Agency,
• the Directorate General for Education and Culture, Unit Responsible for MSCA Actions,
• the DG Regional and Urban Policy (Danube Region Strategy) and
• familiarized with activity of the European Liaison Office of the German Research Organisations (KoWi).
The final version of D1.16 was ready in June 2016 (M34) consisting of an overview on existing synergetic funding programmes focusing on the regional approach in RTDI on the one hand and on human resources development in RTDI on the other hand, the outcomes and a report of the study visit and a comprehensive funding source map.
Deliverables:
• D1.4 First MS/AC programme owners & managers forum
• D1.5 Comparative Analysis of EU MS/AC policies and programmes towards Ukraine
• D1.16: Possible synergies between the instruments offered under the financial framework 2014-2020
WP2 - MONITORING AND ANALYSIS
WP Leader: CNRS
Task 2.1 – Cooperation monitoring
Task leader: CNRS
Task 2.1 produced a first version of D2.18 “Detailed results of FP7/Horizon 2020 monitoring” in the form of Policy Brief 1 (Overview of the internationalisation of Ukraine in RTDI including recent trends and developments) for the JSTCC completed by mid-December 2012. This policy brief was presented in an informal preparatory meeting to the JSTCC (28/02/2013) and was delivered to the JSTCC as a support document (WP1). D2.18 includes information on:
- Ukrainian participation in FP7;
- Development of bilateral cooperation via MESYUkr;
- University cooperation and future young researcher collaboration between EU and Ukraine;
- Tempus/Erasmus mundus results and impact;
- Visegrad fund;
- Programmes running under European Territorial Cooperation;
- Other specific cooperation instruments.
The information was provided by NIP, CNRS, NASU, STEPS, ZSI, RCISD and gathered by NIP. D2.18 will be updated regularly in order to include recent monitoring results. Its purpose is to draw lessons about take-up, problems and further stimulation measures of cooperation between institutions in Ukraine and EU MS/AC. In the first phase of monitoring, started at the beginning 2013, NIP disseminated a questionnaire to Ukrainian research teams involved in EU projects and the deliverable was developed upon receiving the partners’ comments.
In the second period of the project, NIP has updated this document with new data from the European Commission (June 2015). CNRS contributed to D2.18 by providing an analysis on EU-Ukraine university cooperation (based mainly on data provided by the Ministry of Education and Science of Ukraine, as well as data on Ukraine’s participation in Tempus).
Deliverables:
• D2.18 “Detailed results of FP7/Horizon 2020 monitoring”
Task 2.2 – Impact assessment of joint RTD cooperation
Task leader: STEPS
The core of this task was to analyse impacts of EU-Ukrainian RTDI cooperation using quantitative as well as qualitative methods. Two activities are planned within this task: impact analysis based on final results of projects and profits after their termination (D2.12) and thematic EU/Ukraine co-publication analysis (D2.20).
A first version of the study on joint publications by Ukrainian and EU scientists (D2.20) has been delivered in the first half of 2013 and two papers were written– one in English for the international conference and a second one for the Ukrainian press.
A concept note on D2.12 “Impact analysis and case studies” was delivered in March 2013. The impact analysis was to be conducted starting May 2013, and targeted Ukrainian teams engaged in FP7 and other European programmes. The information will be collected via surveys and interviews. STEPS Centre has collected 22 filled forms from participants in said programmes. The process of collecting the forms was accompanied by a number of problems, as organisations and projects to be analysed were selected by other partners without taking into account possible complications, such as the targeted organisations being located in various regions of Ukraine thus rendering face-to-face interviews impossible as STEPS Centre didn’t have the means to cover the costs of several travels within the country. In addition, several organisations declined to answer questions for a number of reasons, in particular due to changes in their management or status. Some of the collected forms were not informative enough, partially due to the fact that the questionnaire covered very diverse aspects of cooperation which not all projects did address. Another reason for this relative lack of data is that in some cases it is too early to assess the results and impacts of the projects, or the period between the project’s end and the evaluation process is too short for a relevant assessment. The recent political tensions in Ukraine also had a negative impact on the process of collecting data and conducting interviews, as some of these interviews had to be postponed due to the unstable political situation (e.g. in Odessa) and as some scientists were focused on more urgent matters, related to a quick deterioration of their working conditions such as declining salaries as a result of accelerated inflation.
PAN is also involved in this task and has started conducting interviews with participants in collaborative projects in the beginning of 2014. Processing the questionnaires should be finished by April 2014. Additional data will be extracted from literature surveys and other sources. The results will be fed into discussion on new EU initiatives toward Ukraine and future research directions of EU-Ukraine cooperation.
Regarding D2.20 (Ukrainian co-publication analysis), ZSI has retrieved all publication data for Ukraine for the years 2003 to 2013, has cleaned the data and conducted the analysis in autumn 2014 and spring 2015. STEPS Centre contributed to D2.20 with an analysis of co-publications in Ukrainian journals, which are not comprised by the ‘standard’ widely-used databases Scopus and Web of Science.
Deliverables:
• D2.12: Impact analysis and case studies
• D2.20: Ukrainian co-publication analysis including emerging trends
Task 2.3 – Analysis, promotion and monitoring of the participation of EU researchers in Ukrainian state S&T programmes
Task leader: NASU
Task 2.3 provided an analysis of participation possibilities for EU MS/AC researchers in Ukrainian programmes, transferring the results into ACCESS4EU in order to increase the cooperation between Ukrainian and EU researchers.
To achieve this goal, an inventory of Ukrainian national, state, academic and other programs has been undertaken, as well as the analysis of those programmes in order to identify the ones open to EU researchers. This inventory will feed the BILAT.EU RTDI programme’s database and similar Ukrainian websites with the aim to promote EU/Ukraine cooperation to EU and Ukrainian experts (programme and project managers, researchers, etc.).
A concept note has been elaborated to determine how to use the ACCESS4EU RTDI programme’s database (ACCESS4EU website has been transferred under common BILAT Portal at www.bilat.eu) and similar Ukrainian websites with the aim to promote EU-Ukraine cooperation to EU and Ukrainian experts (programme and project managers, researchers, etc). The concept note’s purpose was also to consider how to involve EU researchers in joint projects/boards/expert councils within various Ukrainian state or other programmes. The first draft has been delivered in January 2013. The database will be updated during the duration of the project.
So far, the inventory registered about 100 Ukrainian State Target programmes, almost all of them being owned by Ukrainian State bodies (ministries, state agencies, national academies such as NASU or NAMS). It was found that only 58 of them contain “research conditions” i.e. they require some scientific support and research background from the applicants.
The gathered information was uploaded on the new common BILAT web portal on EU-Third countries bilateral science, technology and innovation cooperation (http://www.bilat.eu) in accordance with the requirements of the website and taking into account the following aspects of the registered programmes:
- Information on these programmes is limited to public access, as a rule, tender conditions are not published, as well as results of competitive selection and results of works funded by the program. Exceptions are the programs executed by the National Academy of Sciences of Ukraine.
- Information about each program is not made available in English by the program owner.
- Most State programs do not have their own websites.
- Facts and figures on foreign researchers’ participation in these programs do not exist, making impossible to relay any information of the kind on www.bilat.eu.
NASU also endeavoured to update the information on the mentioned State programmes on a purposely created website, with the aim of promoting these programmes in accordance with the laws of Ukraine, both in Ukrainian and English languages.
The tasks and brief results of targeted research programs of the NAS of Ukraine have been analysed based on materials collected under task 2.3. Three working meetings took place, gathering Heads of Scientific Councils and programme managers of the mentioned State programs. A number of interviews were carried out in margin of programme-related conferences. The main factors contributing to establishing effective contacts between Ukrainian and EU researchers in the framework of some programmes were identified.
The conclusions of this analysis have strong links with WP1, especially with task 1.3 and might have practical impact on the coordination of various Ukrainian, EU and/or European countries’ programmes. The final report will be available in month 34 – D2.27 Progress report on regular input to BILAT.EU.
Under task 2.3 programme owners are encouraged to open their programmes to foreign researchers, starting with making information available in English and disseminating it on common portals such as the BILAT.EU website, and to take international cooperation into account when defining the contents and goals.
In addition, NASU researchers’ participation in FP7 IRSES projects was presented during the 10th Meeting of the Eastern Partnership (November 2013, Brussels, Belgium). In the second period (month 18 -30) of the project the database was updated and prepared the report about the content of the database.
Deliverables:
• D2.17: Progress report on regular input to www.BILAT.EU
WP3 - PILOT ACTIVITIES
WP Leader: DLR
Task 3.1 – Priority list of pilot activities for joint actions, support and evaluation of the implementation of up to three of them
Task leader: DLR
Task 3.1 aims at providing flexible support to the implementation of the evolving JSTCC S&T roadmap by collecting ideas for pilot activities (PAs) for joint actions, thematically focussed or addressing general instruments or mechanisms. First proposals have already been included in the BILAT-UKR*AINA DoW as T3.2-T3.4.
The systematic establishment of a priority list of PAs for joint actions was postponed by the first PMB meeting in September 2012 in Vienna. Instead, the first PA (PA1) already proposed in the DoW (technology platform) was selected for realisation. Work in task 3.1 concentrated therefore on developing a PA fact sheet and a PA proposal template. In December 2012, both were uploaded on the project Communication Platform for further use.
Since the start of PA1 in July 2013, work in Task 3.1 consisted, in line with the DoW, in accompanying the implementation.
Task 3.1 has produced D3.6 “Brief report on detailing the setting up of the pilot activity 1“ in November 2013 (due in month 10 and delivered in month 15, delay mainly due reduced communication during the summer break and fine-tuning the involvement of the other consortium members).
During the 10th PMB meeting in April 2014 (virtual meeting), it was agreed (after consultation with the project officer) that the proposed activity “Identification of challenging mutual research topics in the field of Nanotechnologies and Biotechnologies to support further S&T road-mapping process between EU and Ukraine” would be realised as PA2 in task 3.4 (see below).
Since the start of PA1 in July 2013 and that of PA2 in April 2014, work in Task 3.1 consisted, in line with the DoW, in accompanying the implementation of the two PAs until their completion in May 2015.
Deliverables:
• D3.6: Brief report on detailing the setting up of the pilot activity 1
• D3.15: Brief report on detailing the setting up of the pilot activity 2
Task 3.2 – Proposed Pilot activity 1: Establishment of a (“mirror”) technology platform in Ukraine
Task leader: NASU
The main objective of this task is to support the kick-off of a Ukrainian National Technology Platform on Advanced Materials by combining efforts of the scientific community from the academician sector and universities and all kinds of industrial enterprises and business structures. It aims at creating suitable conditions for the practical realisation of innovative ideas and projects in the field of Advanced Materials.
In this task, a thorough proposal for PA1 “Ukrainian National Technology Platform for Advanced Materials – UNTPAM” was developed. It was then unanimously accepted by the BILAT-UKR*AINA consortium during its Project Management Board meeting in Kiev and presented to the JSTCC during its second meeting in Kiev. Following this, PA1 was started in July 2013, with a planned duration of 18 months, with RCISD, PAN and IPA contributing to the activity.
The following activities have been realised in the first reporting period:
• collecting relevant information from representatives of the three main target groups: academician institutes, universities, industrial enterprises;
• contacting representatives of government structures with propositions concerning the status of UNTPAM and representatives of Kiev and Ukraine Chambers of Commerce and industry for attracting the attention to UNTPAM;
• Market needs analysis in novel materials have been carried out for chosen fields of industry, although the analytical report is not finished yet.
An UNTPAM international workshop had been planned to be held in Kiev on 26 February 2014 but could not be held because of the impossibility to invite Ukrainian participants from regional centres and foreign participants due to the political developments in Ukraine. It will now be organised after the stabilisation of the political situation. Also the report about market needs, which had to be presented at this workshop, will be updated taking into account the latest political and economic developments relevant for the Ukrainian material research sector.
In addition, the following participations in exhibitions with information about Ukrainian Technology Platform on Advanced Materials and dissemination of leaflets took place:
• International scientific and technology forum "Science, Innovation, Technologies", 15-17 October, 2013, round table "Modern technologies of nanomaterials production" (October 16, 2013);
• Jubilee exhibition of scientific achievements of the institutes of National Academy of Ukraine (November 20-22,2013);
• Technology Meeting "Nanotechnologies and nanomaterials for business and production" on the 22-th of November where the results of the projects to be carried out in the framework of State Target S&T Programme “Nanomaterials and Nanotechnologies” had been presented (information presentation, leaflet and financial support of this meeting).
Two working meetings on the progress of this activity with the WP leader and BILAT-UKR*AINA project partners were realised (October 2013, January 2014) where the current state-of-art and further steps were discussed.
Following materials and activities supported the dissemination of PA1:
• Logo of UNTPAM has been designed and proposed;
• Leaflet printed and disseminated during Technology Meeting in November 2013;
• An article titled “Clusters and Technology Platforms as a mechanism for development of economy in Ukraine” by a group of authors including I. Bilan, L.Chernyshev and M. Gorokhovatska was prepared and delivered for edition to NASU monthly journal “Bulletin of the NAS of Ukraine”.
• On 24 October 2014, the Launch conference of the Ukrainian National Technology Platform on Advanced Materials (UNTPAM) took place in Kyiv. The event gathered more than 80 participants from universities, academician (National Academy of Sciences of Ukraine) and branch institutes, Ukrainian industrial entities, state and public organizations as well as project partners from ZSI, DLR, PAN, RCISD and IPA. A Memorandum of Understanding for Cooperation between UNTPAM and the Romanian Technology Platform for Advanced Engineering Materials and Technologies was signed during the Conference at the initiative of Romanian partner (IPA CA). About 10 representatives of research, industrial and public sectors of Ukraine became the founding members of UNTPAM.
• The legal status of the created Technology Platform was approved later by the appropriate Juridical Service as a Civic Union “Ukrainian Technological Platform ”New Materials and Perspective Technologies of their Manufacture”.
• As a follow up and for maintaining the sustainability of UNTPAM, a working meeting with a representative of Polish National TP on New Materials was organized by PAN as PA1 partner (February 2015, Warsaw) back to back with in-house training on NMP. It resulted in establishing additional contacts beyond BILAT-UKR*AINA project activity.
• Close to the end of the PA 1 duration (15 May, 2015) a second web-meeting was organized by PAN and IPMS NASU and carried out for UNTPAM members and partners. The KMM-VIN representative presented the main point and the examples of KMM-VIN activities followed by discussion about how to use the public-private experience in current and future situation in Ukraine.
• A first version of a Strategy Research Agenda (SRA) for the UNTPAM thematic areas was elaborated by the founders of UNTPAM, discussed with the interested partners and endorsed by the UNTPAM President.
Deliverables:
• D3.14: Progress report on the implementation of Pilot Activity 1
Task 3.3 – Proposed Pilot activity 2: Facilitating participation of Ukrainian funding agencies in multilateral funding schemes and ERA-NET activities
Task 3.3 was introduced in the original BILAT-UKR*AINA DoW as another optional Pilot Activity with the aim to assess the Ukrainian potential for participating in multinational funding activities (e.g. JPIs) and ERA-NETs and to acquaint Ukrainian stakeholders with relevant procedures, identifying existing and forthcoming joint funding opportunities and bringing Ukrainian programme owners (NASU, SASII, DFFD, MESU) in touch with them with the aim to identify possibilities for joint actions.
This task became obsolete because – as described above (Task 3.1) – preference was given by the consortium (after consultation with the project officer) to the realization of the other two Pilot Activities (Task 3.2 and Task 3.4).
Task 3.4 – Proposed Pilot activity 3: From research to application - Fostering cooperation and capacity building in technology transfer
Task 3.4 was developed with the aim to support the further S&T road-mapping process between EU and Ukraine in the field of nanotechnologies and biotechnologies (with an eventual inclusion of the identified topics in the future Horizon 2020 work programmes) and to prepare a methodology outline for the identification of research topics, using other project activities as inputs for preparing two workshops in Kiev and Brussels, bringing together research and administration experts in the respective field.
The work in the task started in May 2014. As the groundwork for later steps in this activity, project partners conducted desk research and mapped the current existing research cooperation in the two fields in summer 2014.
Based on the results of this research as well as relevant earlier project results, a list of preliminary research topics was drafted. This list served as a basis for the Limesurvey questionnaire sent to the identified EU and Ukrainian researchers and experts in the two topics.
The questionnaire results have been analysed and processed in order to feed the discussions in the two focused expert workshops that aimed to build upon the results of the questionnaires in the way of selecting, prioritising and defining selected topics in the field of Nanotechnology and Biotechnology. The main output of the workshops was to be digestible and immediately usable in the official institutional dialogue. To this end, the experts not only identified the research topics, but also defined them shortly. The first workshop with Nanotechnology experts took place in November 2014 in Kyiv, Ukraine; the second workshop took place in February 2015 in Paris, France.
As a result, two lists of identified mutual priority topics in the fields of nanotechnologies and biotechnologies for the mutual EU-Ukraine research cooperation were successfully set up.
Pilot Activity 2 (Task 3.4) was tailored to serve the needs of the official EU-Ukraine science and technology dialogue with the aim to serve as a valuable input for the future H2020 work programme discussions. To this end, the results were presented to the European Commission DG Research and Innovation – thematic departments responsible for nanotechnologies and biotechnologies as well as funding agencies from EU Member States with intergovernmental funding programmes with Ukraine and to Ministry of Education and Science of Ukraine. The identified topics could serve for forthcoming bilateral calls between Ukraine and EU Member States. Furthermore the lists of identified mutual topics in nanotechnologies and biotechnologies with short descriptions were disseminated widely over the incrEAST portal as well as the BILAT-UKR*AINA project website. Furthermore, the results were presented at SICA call- EaP countries: Assessment and Clustering Workshop; Kiev- Paton Institute and IPP organised by European Commission DG Resear4cha and Innovation on 10 March 2015.
Deliverables:
• D3.21: Progress report on the implementation of Pilot Activity 2
WP4 - SUPPORT PARTICIPATION IN JOINT PROJECTS
WP Leader: CNRS
Task 4.1 – Training on RTDI project development to increase participation in FP7/Horizon 2020 and in bilateral programmes between Ukraine and EU MS/AC
Task leader: CNRS
The main objective under this task was to provide intensive training of some of the best researchers and/or the most promising Ukrainian project experts of top-level Ukrainian RTDI organisations to increase their likelihood of participation in joint projects with EU partners. The main foreseen activities are open webinars (twice a year), yearly in-house trainings and a summer school.
A concept note on webinars was delivered by mid-March 2013. The next webinars’ agendas will be defined taking into consideration the outputs from other training and networking activities carried out in WP4, as well as the implementation of EU calls and bilateral programmes.
A first webinar took place in the first period of the project, on November 7th 2013. Three additional ones were held successively on March 13th, June 4th and July 17th, 2014. They were overall well attended (between 20 and 40 participants from the Ukrainian research community), much appreciated and the participants expressed their interest in future similar sessions. All presentations were made available on BILAT UKR*AINA website afterwards.
In addition, the BILAT UKR*AINA Summer school was held in Kiev from September 15th to 18th, co-organized by NASU and RCISD and ZSI. Applications for participation in the event were managed by NASU who performed a preliminary selection based on the following criteria: age (under 40), clear motivation letter, submitted recommendation from supervisor (head of chair/department/administrative unit), level of English knowledge, awareness of international programs, previous experience in international cooperation. The final selection was made by NASU, RCISD and ZSI and the list of participants consisted of 30 persons, distributed between four thematic priorities (Biotechnologies, Nanomaterials, ICT and Transports).
The invited speakers presented the framework conditions for EU-UA scientific cooperation (H2020 content and modalities, current agreements, etc) as well as the successive steps of proposal writing, including success stories. The participants have been then required as exercise to work in groups on a project proposal – from the initial idea to the activity and budget planning – and present it to the assembly. The exercise was overall successful and the participants, representing the young UA research community, proved to be well aware of the opportunities offered by EU program, and in high demand of training and information on them.
Regarding the in-house trainings, it was agreed in the previous period to share the efforts of hosting them. Three in-house trainings took place as follows:
• A first training focusing on ICT on October 6th-7th, 2014 in Budapest (RCISD);
• A second training focusing on Biotechnologies (and back-to-back with a PA2 workshop on the same topic – see WP3) on February 18th-20th, 2015 in Paris (CNRS);
• A third training focusing on Nanotechnologies on February 24th-25th, 2015 in Warsaw (PAN).
The agendas of the in-house trainings were two-folded: presentations of senior experts, NCPs researchers or research managers followed by open discussions; interactive training lead by senior project managers as trainers to provide hands-on learning for the participants. A total of 17 Ukrainian researchers benefited from the in-house trainings. All participants claimed that their expectations were met and were satisfied with the overall quality of the provided training as well as with the opportunity to establish new contacts for future cooperation.
Lastly, a first version of D4.9 (Handbook for Ukrainian researchers on available funding programs under Horizon 2020) was finalized by IPA in March 2014. It includes a general presentation of Horizon 2020, indications on project proposal writing and information on services in support to UA researchers. The handbook was updated in May 2015 following the ratification of Ukraine’s association to Horizon 2020.
Deliverables:
• D4.9 -Handbook for Ukrainian researchers on available funding programs under Horizon 2020
• D4.24 – Report on training activities and webinars carried out
• D4.17 - Summer school on European RTDI policies, instruments and participation possibilities
Task 4.2 – Thematic workshops and brokerage
Task leader: NASU
The main objective of this task is to support get-together and joint RTDI project preparations under FP7/Horizon 2020 based on “Best project idea profile competitions”.
The concept note outlining the process of undertaking the task’s activities has been developed and delivered in due time (end of November 2012).
The first internal “Best project idea profile competition” targeted the last FP7 ICT calls (only open calls remaining). The review of the calls’ topics and objectives was performed in order to facilitate the applicants’ choice of the relevant areas in which submitting their project ideas. The application forms, text of announcement and tentative agenda for a thematic workshop were delivered by mid-December 2012. The competition announcement was published on NASU website as well as communicated to NIP and ICT NCPs for dissemination through interested community, by the 25th of December, 2012.
This competition was open for participation to researchers from all Ukrainian scientific, research and educational institutions. 24 project ideas were submitted, by teams from institutes of NASU, Taras Shevchenko Kiev National University, National Technical University of Ukraine “KPI”, Pedagogical Sciences Academy and private research institutions. Selection criteria included scientific expertise, novelty level and relevance to the requirements of FP7 ICT Calls. The evaluation and selection of the project ideas was performed by the Ukrainian ICT NCPs and representatives of the Informatics Department of NASU. In the end, 8 best project ideas were selected, as well as 11 other potentially interesting project ideas for further evaluation and possible finding of project coordinators. It included communication with Ukrainian participants, preparation of information letters with evaluation results, e-mailing with possible foreign partners of the Ukrainian participants, etc.
In April 2013, only one consortium had been constituted for the following project idea: “The Cloud-based Learning Environment of Educational Institution: the holistic approach to e-learning delivery Proposal” by Dr. Mariya Shyshkina, Department of Informatization of Educational Institutions Institute of Information Technologies and Tools of Learning of the Academy of Pedagogical Sciences of Ukraine (Challenge 8: ICT for learning and Access to Cultural resources (ICT-2013.8.2 Technology enhanced learning). A travel grant has been awarded by NIP to Dr. Shyshkina to visit her potential project coordinator in Villach (Austria). Unfortunately, this project didn’t came to be submitted to the European Commission under the last FP7 ICT calls – for reasons not depending on Dr. Shyshkina or BILAT UKR*AINA consortium.
Conversely, a consortium for another selected project idea, supported by Prof. A. Petrenko (National Technical University of Ukraine “KPI”) could not be formed under the terms stipulated by the “Best project idea” competition rules and therefore didn’t receive a travel grant. But Prof. Petrenko was nevertheless able to constitute a consortium and successfully submitted a proposal under one of the last FP7 ICT call (Call ICT-2013-11, GA n°519619). While preparing this proposals, selected under the “Project best Idea competition” permanent consulting was provided by NASU and BILAT UKR*AINA partners.
These obstacles prevented from granting more travel grants to allow potential partners to meet and prepare full FP7 project proposals based on the selected project ideas, though 24 project ideas were submitted to the competition, engaging substantial time and human resources from NASU to proceed with the selection and evaluation of project ideas.
Taking into consideration the difficulties which arose during the practical implementation of the competition, as well as the recommendations of the Project Management Board and discussions with project coordinators during the Launch Conference in Kiev (January 2014), the methodology for the activity has been updated by simplifying the selection process and giving more attention to the evaluation by EU partners and the search for EU coordinators, which appeared to be the most difficult and less successful part of the activity.
In May 2014 BILAT-UKR*AINA project will announce a Сall for awarding travel grants for Ukrainian researchers to participate at the H2020 project preparatory meetings in EU. The thematic workshops will be organised in the second half of the project will be linked with the JSTCC priorities and H2020 open calls.
Deviations from the original timetable can be explained by the unstable situation in Ukraine. At the same time, current situation has no severe impact on further continuation of this task as several Horizon 2020 calls remain open, and will be opened, in the priority fields for EU-Ukraine S&T cooperation.
Task 4.3 – Support to NCPs in awareness raising
Task leader: PAN
The main activity within task 4.3 was the workshop dedicated to Ukrainian NCPs focusing on sharing good practices in awareness rising with a special consideration of service approach which corresponds to Horizon 2020 challenges. Involved partners (especially PAN, DLR and CNRS) have a large experience in NCP’s activities. It was agreed that the workshop would be one of the parallel sessions during the Horizon 2020 opening conference scheduled in Kiev in January 2014. A detailed agenda was prepared in cooperation with NIP as a response to Ukrainian NCPs’ specific needs and Horizon 2020 specificities such as the leading role of European industry or an application and market oriented research.
The workshop took place on January 16th 2014 in the framework of the Horizon 2020 Launch Conference in Kiev. It consisted of three complementary modules:
1. Benchmarking system and INCONTACT project experience in international cooperation (presented by George Baroutas, representing INCONTACT project)
2. Horizon 2020 specificity (EC changes and modifications in comparison to FP7, presented by Krzysztof Trojanowski representing PAN)
3. NCP services (present and future challenges, presented by Krzysztof Trojanowski representing PAN )
Each module was followed by discussions on issues of vital importance to the Ukrainian research environment and NCP system.
At the time of the workshop, the constitution of the official Ukrainian NCP network was not known yet – it was published at the beginning of February 2014. Therefore, Ukrainian NCPs didn’t have the opportunity to use the INCONTACT benchmarking tool, despite it being presented and tested during the workshop. This activity is foreseen in the next months of the project.
February 2014 has been a problematic month in Ukraine due to a very unstable political situation (riots in Kiev and tensions in Crimea). As chances for the return of political stability are growing, political difficulties should not interfere with T4.3 realisation.
The second important aspect of T4.3 is the methodology for evaluation of the Ukrainian NCP system (i.e. how fruitful and effective are NCP’s activities). The specific web tool elaborated within INCONTACT project might prove useful in terms of evaluation of NCP’s effectiveness. Initial contacts with INCONTACT representatives have been made and while said web tool is not available yet, once it is released it will be tested by project partners and possibly adopted and used in the framework of T4.3.
BILAT-UKR*AINA partners have been involved in the support of NCP network activities, in particular in terms of brokering (research and technology development projects in Horizon 2020 and other international programmes) common initiatives like:
• Study visits, workshops and trainings, conferences.
• Discussion of the webinars concept and dissemination announcements on the webinar conduct.
• Discussion of the in-house training concept.
• Discussion of the concept note for D.4.9.
• Preparation of the LC concept.
• Organizing and conducting of the Horizon 2020 Launch Conference.
The main activity within the reporting period was a HORIZON 2020 Launch Conference which was held in Kyiv, 16 January 2014. The main goal of the event was to promote widely as possible Horizon 2020 Program, present a very project activities and developed materials and create a background for more effective involvement of the Ukrainian S&T institutions, SME representatives in the cooperation with the EU both on the level of bilateral and Pan European SIT programs. The following promotion and dissemination activity has been implemented:
• Announcement on the Event was disseminated by the target group of the project well in advance and put on the web-sites of the BILAT-UKR*AINA Project, IncrEAST, S&T Gate UKR.EU and SASII
• Horizon 2020 Launch Conference Report has been prepared and submitted
The second important aspect of T4.3 is the methodology for evaluation of the Ukrainian NCP system (i.e how fruitful and effective are NCP’s activities). PAN prepared a concept note for D4.22 (Report on the performance of Ukrainian NCP system based on peer-review) by mid-October 2014, as well as a policy brief on the UA NCP system as an input for the second Stakeholder Forum.
Within the period October-November 2014, the structure of the questionnaire dedicated to evaluation of UA NCP system was elaborated. The questionnaire consisted of the thematic blocks on different elements of NCPs’ activities such as: type and specificity of the NCP, main customers, cooperation within the UA NCP network, international cooperation, main achievements, problems and challenges etc.
The questionnaires were sent to UA NCPs in mid-December (by the UA NCP coordinator: Mr Yegor Dubinsky) and the information was collected until January 20th.
The initial results and conclusion of the survey and evaluation of the UA NCP system were presented during the 2nd Stakeholder Forum in Kiev (27-28 January 2015).
Within the period of March-May 2015, the analysis of the collected information was elaborated aiming at the summary, conclusion, definition of main problems and challenges and preparation of recommendation of further activities for UA NCP system.
The results of the report should be used within next projects dedicated to support of R&D cooperation between UA and EU countries, specifically in terms of NCP system activities.
Deliverables:
• D4.9 Horizon 2020 Handbook for Ukrainian Researchers
• D4.7 Launch Conference on Horizon 2020 in Kiev
• D4.22: Report on the performance of the UA NCP system
WP5 - OUTREACH TO THE RESEARCHER COMMUNITY AND INCREASED AWARENESS
WP Leader: NIP
Task 5.1 – Public relations and communication concept
Task leader: NIP
The key objective is of this task is to ensure the highest possible outreach of the work and results delivered by this project to the interested scientific communities and policy makers in the EU and Ukraine. The activities with the task were implemented following the provisions of the Communication Concept of BILAT-UKR*AINA.
• NIP created the different version of the project logo, which were presented to the project consortium during the kick-off meeting. After selection of the project logo all materials/documents created and/or developed by BILAT-UKR*AINA project have had its identification mark.
• Information about BILAT-UKR*AINA was presented within all events conducted in Ukraine within the NIP/Ukraine activity
• Announcements about BILAT-UKR*AINA activity (Webinars, Summer School, Support of participation of Ukrainian researchers in BE, etc) published on the project Web, web of NIP/Ukraine, webs of State Authorities (including the Ukrainian version) and relevant educational and academic institutions
• Issues No 5 and 6 of the Project Newsletter were published upon collection and processing of the partners’ contribution. As a partner in charge, NIP Ukraine is really thankful to the project partners who helped to publish this issue. Short version of the Project Newsletters was translated in Ukrainian and published on the State Authorities (Agency) Portal
• At the end of the reporting period NIP Ukraine reminded about collection of materials for the Project Newsletter Issue No 7.
The DLR team, responsible for dissemination activities issues uploaded all issues on http://www.st-gateukr.eu/index.php and http://www.bilat-ukr.eu/ websites. Also, a related news item was created for www.increast.eu and www.kooperation-international.de.
Furthermore, the dissemination in Ukraine was carried out by NIP and MESU over the Ukrainian Horizon 2020 website. Dissemination on the national level (EU Member States) and EU was carried out by project partners from EU.
Detailed information about the dissemination activities is available in Progress report on dissemination activities as well as in the dissemination part of the Final report.
Deliverables:
• D5.25: Progress report on dissemination activities
Task 5.2 – Website development and maintenance and related activities and services
Task leader: DLR
The main objective of this Task was to maintain the project website and support the project’s outreach activities with specific electronic formats, including webinars.
• The BILAT-UKR*AINA public project website at www.bilat-ukraina.eu constituted one of the main dissemination channels of the project. The project website presents information about the project, its activities and results – including the public deliverables and other documents generated by the project – to a wide range of stakeholders and the general public. The website had been available from the very start of the project, being updated and enhanced in due course, and it is planned to keep it accessible for at least two more year after the end of the project runtime. Relevant input was provided to DLR by all consortium members according to their responsibility and expertise.
• All relevant internal project information (contact details of the consortium member representatives, minutes, templates, draft documents and other internal documents) was uploaded in area of the BILAT-UKR*AINA internal communication platform, thus making them accessible to each consortium member at any time.
• 4 PMB meetings (2 virtual and 2 face-to-face-meetings) and six BILAT-UKR*AINA webinars (five in WP4 and one in WP3) as well as several other internal project meetings (on WPs or task level) took place in the BILAT-UKR*AINA web conference room provided by DLR (using iLinc software via cme24).
• Project news of general importance as well as additional Ukraine-related news and information on events relevant in the BILAT-UKR*AINA context were continuously included in the web portal S&T Gate UKR.EU at www.st-gateukr.eu by DLR and also in the incrEAST portal at www.increast.eu run by the IncoNet EaP and its predecessor IncoNet EECA.
• 4 issues of Project Newsletters and the project flyer (several updates) were published on the BILAT-UKR*AINA website.
• Presentations of the project events (Webinars, Summer Schools) were published on the BILAT-UKR*AINA website.
• The BILAT-UKR*AINA website is also accessible via the BILAT umbrella portal at www.bilat.eu which offers, in addition, a database of national Ukrainian programmes maintained as part of the BILAT-UKR*AINA activities.
The BILAT-UKR*AINA website is also accessible via the BILAT umbrella portal at www.bilat.eu which offers a database of national Ukrainian programmes.
Task 5.3 – Quality Assurance
Task leader: ZSI
The main objective of this task is to improve the quality of work and results of the project based on a quality assurance (QA) plan guiding the QA process.
ZSI together with the external reviewers (Brian Warrington and George Bonas) have drafted and finalised deliverable D5.2 laying down the basic procedures concerning the Quality Assurance Exercise (both internal and external). All deliverables need to follow the procedure as defined in the D5.2 – at the beginning of the work, concept notes are written in line with the format available in the Annex of D5.2. Based on the feedback to each concept note, the work can continue. All deliverables need to be aligned to the deliverable format.
In case of externally reviewed deliverables, external reviewers are responsible for the review of defined concept notes and deliverables; WP Leaders are responsible for the review of the internally reviewed concept notes and deliverables. The Coordinator can play a supporting role in this process. 12 deliverables are to be externally reviewed; the rest is subject to internal scrutiny. All deliverables to be externally reviewed need to be submitted one month before the official submission of the deliverable at the latest.
It is important to note that this 2-stage process seems to work well since it ensures sufficient quality of the deliverables. Internal review process enjoys in general a good deal of discussion on the project mailing list.
Deliverables:
• Project Website: www.bilat-ukraina.eu
• D5.4 Short report about the Website (including the statistic for the first 18 months)
• D5.26 Progress Report on dissemination activities - Preliminary version (collection of dissemination tables – month 18)
WP6: Project Management
• Under this WP project implemented a sound administrative and financial management with regular virtual meetings of the project management board, coordination of work packages and tasks by the respective leaders, implementation of most activities as planned, preparation of most deliverables as scheduled.
Main activities done under WP6 were:
• Establishment of an internal and external project communication (establishing mailing lists, Telephone conferences, virtual and “face to face” Project Management Board meetings, etc.).
• Internal and external communication activities.
• Financial and administrative management.
• Communication with External Review members and Advisory Board Members.
• Conducted and chaired regular online meetings with the project consortium, creation of minutes.
• Organised review process of deliverables according to project plan and quality assurance plan (D5.2).
• Provided feedback to all deliverables, outlines and final versions. Final editing and submission.
• Organised the consortium kick-off meeting in Vienna and organising relevant project meetings (such as review meetings, the preparatory meeting for the JSTCC meeting).
• Organised internal periodic reporting procedures (activity report and financial reporting), providing a tool for financial reporting and templates for activity reporting, feedback to activities and final reporting, transfer of pre-financings according to reporting.
• Regular contact with WP leaders on WP matters and task leaders.
• Regular contact with Project Officer, providing updates of project activities.
• Collecting financial as well as other information necessary for the project's periodic reports.
• Corresponded with all consortium partners as necessary.
• Ensured that all communication channels amongst partners were open.
• Disseminating all information relevant to ensure partners are kept updated on consortium news.
Potential Impact:
Background
Ukraine is an important partner for the European Union due to several reasons such as geographical proximity with common borders as well as cultural, social and economic closeness. Ukraine is also a part of the Eastern Partnership region of the European Neighbourhood. With this region, a development towards a "Common Knowledge and Innovation Space" is envisaged according to the EC communication “A New Response to a Changing Neighbourhood: a Review of European Neighbourhood Policy " (2011).
The Ukraine-EU science and technology cooperation is based on the Ukraine-EU Agreement on Science and Technology Cooperation signed on the 4th of July 2002. Under the terms of this agreement the Joint Committee on S&T Cooperation (JSTCC) was established. The agreement was renewed (2014) for a further five years and is currently in force.
Despite a very difficult political situation in Ukraine in 2014 (economic, social and military/security context of armed conflicts), reforms were still carried out in the fields of STI and higher education. Despite all these challenges, Ukraine continued its democratic transition process and its civil society has been developing quickly. In order to meet the abovementioned acute political challenges in mid-2014 the European Commission established the Support Group for Ukraine. The support group concentrates and coordinates the resources and expertise of the European Commission in order not just to monitor, but also to assist Ukraine in the implementation of the Association Agreement and, crucially, in undertaking the deep and systemic reforms that will be necessary if the country is to draw maximum benefit from a closer relationship with the European Union .
In 2014 the EU-Ukraine Association Agreement (AA) (negotiation started in 2004) was finally signed and replaced the EU-Ukraine Partnership and Cooperation Agreement as the legal basis and framework for EU-Ukraine relations. The AA provides for a shared commitment to a close and lasting relationship based on common values, in particular full respect for democratic principles, rule of law, good governance, human rights and fundamental freedoms. The agreement also takes an ambitious innovative approach by including a Deep and Comprehensive Free Trade Area (DCFTA) . Moreover, in 2014 the governance of the Ukrainian STI system also changed. This led to a discontinuation of the State Agency for Science, Innovation and Informatisation of Ukraine, which was responsible for the international cooperation in the field of RTDI and the Ministry of Education and Science of Ukraine (MESU) took over its tasks as well as responsibility for the Ukrainian Horizon 2020 NCP system (in 2015).
In 2014, Ukraine formally requested association to the Horizon 2020 programme. After successful negotiations (in November 2014), Ukraine became an associated country to Horizon 2020 on the 20th of March 2015 (The Ukrainian Parliament (Verkhovna Rada) had ratified the Agreement of Association to H 2020 on 15-th July.) This means that since its association, Ukraine is invited to the Horizon 2020 Programme Committees and can fully participate in all Horizon 2020 calls. The agreement opens a wide range of new opportunities for Ukrainian research institutions, universities and businesses along the whole research and innovation value chain, from fundamental research up to close-to-market activities. For instance, Ukraine will now be able to host European Research Council (ERC) grants, apply for financial support to innovative SMEs, benefit from support for scientific excellence and other research policies and participate in the governance structures of the programme.
Results and Impact
BILAT-UKR*AINA provided a well-balanced range of activities targeting different stakeholders including research organisations, STI policy-level institutions, funding bodies, National Contact Points (NCPs), research-oriented SMEs, industry and the media to enhance bilateral RTDI cooperation between the EU and Ukraine. The main products offered to these stakeholders include:
• policy briefs to the Joint EU-Ukraine S&T Cooperation Committee (JSTCC);
• exchange of best practices on unilateral and bilateral RTDI funding instruments both in Ukraine and EU MS/AC through multinational coordination fora, stakeholder exchanges and newsletters;
• comparative analysis of EU MS/AC policies and programmes towards Ukraine;
• report on possible synergies among the diffrent tools offered under the financial framework 2014-2020;
• presentation of participation possibilities for EU researchers in Ukrainian programmes in the BILAT.EU database;
• Horizon 2020 handbook for Ukrainian researchers;
• monitoring and analysis of joint RTDI collaboration from FP7 and Horizon 2020 projects, co-publications and university partnerships;
• peer review of Ukrainian NCP system, performance monitoring of Ukrainian participation in FP7 and Horizon 2020 as well as workshop for Ukrainian NCPs;
• organisation of “Horizon 2020 Launch Conference” in Kyiv at the beginning of 2014;
• two thoroughly selected pilot activities resulting in for example the establishment of one further technology platform and identification of mutual research topics in the fields of nanotechnology and biotechnology to further support the road-mapping process between EU and Ukraine ;
• concrete training arrangements and reinforcement of networks with the aim of increasing awareness of Horizon 2020 and the likelihood of successful project involvement for example a summer school on ’European RTDI Policies, Instruments and Participation Possibilities in Ukraine, travel grants for participation of Ukrainian researchers in brokerage events and preparatory project meetings in the EU, online H2020 webinars and in-house trainings;
• targeted dissemination activities.
The BILAT-UKR*AINA project (September 2012 – June 2015) has provided an operational tailor-made support to the implementation of the EU-Ukraine STI Cooperation Roadmap (2011-2013) as well as policy support in form of policy briefs and consultations based on analytical evidence to the “Joint Science and Technology Coordination Committee (JSTCC) between EU and Ukraine”. The project also facilitated and organised a pre-meeting of JSTCC in Vienna in 2013. Besides furthering STI cooperation, the JSTCC also identified the most important research areas for further EU-Ukrainian STI cooperation: nanotechnologies and new materials, biotechnologies, ICT and transport aeronautics. Based on analytical evidence, BILAT-UKR*AINA provided a list of promising EU – Ukrainian research topics in nanotechnologies and biotechnologies, to be further taken up by the EC as well as intergovernmental programmes of EU MS and Ukraine. BILAT-UKR*AINA also organised 2 stakeholders forums on R&I in Ukraine as well as supported the creation of the new Horizon 2020 National Contact Point (NCP) system in Ukraine , which, due to lack of financial means, is still not professionalised. However, as recommended during the 2nd BILAT-UKR*AINA stakeholder´s forum, the NCPs have now a contractual relation with MESU. Furthermore, under BILAT-UKR*AINA project also a Ukrainian National Technology Platform on Advanced Materials (UNTPAM) was established in 2015.
BILAT-UKR*AINA contributed towards the expected impacts listed in the work programme (WP INCO-2012, page 15) as described below:
“The BILAT projects will support the policy dialogue and contribute to the definition and implementation of joint strategic agendas for research, development and innovation.”
BILAT-UKR*AINA’s WP1 was specifically designed to support policy dialogue. The analytical work (mainly WP2) as well as other diverse project activities contributed to the definition of the roadmap of the JSTCC and the pilot activities for the joint action of WP3. The implementation of the joint EU-Ukraine STI roadmap was done through pilot activities that led to for example the establishment of the Ukrainian National Technology Platform for Advanced Materials – UNTPAM. The identification of mutual research topics in the fields of nanotechnology and biotechnology assisted in supporting the road-mapping process between EU and Ukraine further and contributing to its implementation.
An increased level of cooperation through the whole research to innovation chain was achieved through the development of new partnerships and the strengthening existing partnerships. The preparation of joint collaborative projects and programmes like bilateral programmes between NASU and MESU with EU ministries responsible for research and funding agencies (DLR, CNRS, PAN) also contributed to increased cooperation. Furthermore, improved coherence of framework conditions for innovation for example through analytical support to Ukraine’s association to Horizon 2020 as well as targeted Horizon 2020 promotion activities enhanced the level of cooperation even further.
The partnerships on political level established in the previous BILAT Ukraine project was further strengthened, through the involvement of key partners in the advisory board of the project and the activities in WP1. Partnerships on researcher level were supported in WP4 in particular, where researchers were specifically supported in preparing joint projects. WP5 dealt with further outreach and dissemination.
The main neighbouring countries of Ukraine were directly involved as beneficiaries in the project. The cooperation with Ukraine is high on their political agenda and the respective national authorities participated in the project’s advisory board. The advisory board, which was open to participation from other EU Member States and Associated Countries, was established in the first month of the project and could be further enlarged over the duration of the project. WP1, in particular Task 1.2 aimed at the coordination of activities among MS/AC. The project organised two BILAT- UKR*AINA stakeholder forums which provided a forum for discussion and produced tangible recommendations to enhance the further STI cooperation.
The bilateral relations on science, technology and innovation have been made sustainable through an uptake of the coordination mechanisms by the stakeholders involved.
A wide set of stakeholders involved in the BILAT-UKR*AINA project including project partners, members of the advisory board, different stakeholders on the Ukrainian side were involved in project activities. The coordination mechanisms of BILAT-UKR*AINA and the fact that the relationships were already fostered through previous cooperation increased the sustainability of the activities of the JSTCC and its roadmap as well as provided a solid background for supporting the association process to Horizon 2020 (2014-2015). WP1 in particular, but also WP3, WP4 and WP5 contributed to the coordination and opening up of instruments, projects, programmes, etc.
Furthermore, BILAT-UKR*AINA broadly supported information sharing on relevant programmes like FP7, Horizon 2020, national and bilateral programmes of Ukraine, MS and AC as well as on important networks to strengthen cooperation for example with EEN in Task 1.3 and with the NCPs in Task 4.3. WP4 focused to increase the number of joint projects in FP7 and Horizon 2020 through training activities, workshops, brokerage, a launch conference and support to NCPs.
Beside systemic activities, BILAT-UKR*AINA also carried out a set of activities to promote the participation in joint projects in EU funding programmes, especially in Horizon 2020. It should also be noted that despite the unstable political situation in Ukraine in 2013 and 2014, the ongoing BILAT-UKR*AINA project, coordinated by the Centre for Social Innovation, has successfully carried out all its planned activities.
List of Websites:
http://www.bilat-ukraina.eu/index.php
BILAT-UKR*AINA enhanced the Ukraine-EU STI cooperation by providing tailor-made analytical reports and documents for evidence-based policy making; facilitating mutual EU-Ukraine STI dialogue; providing high quality information on EU-Ukraine STI cooperation and strengthening and increasing the capacities for cooperation in joint research projects.
In particular, the BILAT-UKR*AINA project:
• supported the institutional S&T policy dialogue among the European Commission, the EU Member States and Ukraine by providing analytical input and operational tailor-made support to the Joint S&T Cooperation Committee (JSTCC) and ensuring practical follow–up by monitoring and analysing the S&T cooperation;
• supported the association process of Ukraine to the Horizon 2020 programme though analytical inputs;
• transferred best practice concepts and know-how on funding programmes, technology transfer, innovation support measures etc.;
• supported the establishment of the Ukrainian Horizon 2020 NCP network and provided trainings for Ukrainian NCPs;
• enhanced Ukrainian participation in HORIZON 2020 in cooperation with National Contact Points (NCPs);
• provided training for researchers and organised 6 webinars, 3 in house trainings, networking and thematic workshops, a summer school on ’European RTDI Policies, Instruments and Participation Possibilities for young Ukrainian researchers as well as horizon 2020 promotion events;
• built synergies between existing programmes and facilitated the implementation of the joint EU-Ukraine STI roadmap through pilot activities. It did this especially through
establishing the Ukrainian National Technology Platform for Advanced Materials – UNTPAM and by identifying mutual research topics in the fields of nanotechnology and biotechnology to further support the road-mapping process between EU and Ukraine, and
• reached relevant policy-level institutions, funding bodies, NCPs, researchers, research managers/institutions, research-oriented SMEs and industry, other relevant EU projects and the public at large.
Project Context and Objectives:
The central objectives of BILAT-UKR*AINA were to:
• support the institutional dialogue on Science, Technology and Innovation (STI) policy among the European Commission, the EU Member States and Associates Countries and Ukraine,
• provide analytical input to the dialogue in the Joint Science and Technology Cooperation Committee (JSTCC) and
• ensure practical follow-up and sustainability.
Particularly, BILAT-UKR*AINA aimed to:
• foresee, in a flexible manner, pilot activities to facilitate the implementation of the joint EU-Ukraine STI roadmap;
• promote Research, Technology Development and Innovation (RTDI) cooperation opportunities to support the creation of networks and the participation in joint projects;
• monitor and analyse innovation and research cooperation expressed in co-publications, scientific and educational networks and in terms of joint projects;
• analyse, promote and monitor the participation of EU researchers in Ukrainian science and technology state programmes;
• secure the dissemination of the project to interested parties who were not consortium members and
• increase awareness about the benefits of RTDI cooperation with Ukraine.
During the implementation phase of the project (September 2012 – June 2015), the work performed involved all work packages (WP). The project activities were carried out according to Annex 1 to the grant agreement and according to the demands at that time resulting from the official S&T dialogue on the EU-Ukraine level as well as with close cooperation with the DG Research and Innovation represented by BILAT-UKR*AINA’s project officer.
The project archived following results:
WP1: Policy Dialogue
• Active support of the institutional S&T policy dialogue between the European Commission, the EU Member States and Ukraine by providing analytical input and operational tailor-made support to the Joint S&T Cooperation Committee and ensuring practical follow–up through monitoring and analysing the S&T cooperation.
• Organisation of the JSTCC preparatory meeting in Vienna (28 February 2013).
• Organisation of the First Stakeholder Forum for EU MS/AC programme owners and managers in charge of the bilateral STI cooperation programmes with Ukraine in Kyiv (D1.4) (21-22 May 2013).
• Comparative analysis of EU MS/AC policies and programmes towards Ukraine (D1.5).
• Supported the association process of Ukraine to HORIZON 2020 programme though analytical inputs;
• Organisation of the Second Stakeholder Forum for EU MS/ AC and Ukraine in January 2015 in Kiev.
WP2: Monitoring and Analysis
• Preparation of the first monitoring analysis version of FP7 and other cooperation programmes in the form of a Policy Brief and delivering it to the JSTCC as a support document identifying good practices and opportunities for further cooperation.
• Outline of D2.12 “Impact analysis and case studies” concept. The impact analysis is based on final results of projects and profits after their termination. The final version to be ready beginning of May 2014.
• Preparation of the inventory of Ukrainian national, State, academic and other S&T programmes open to EU researchers as input to www.access4.eu and www.bilat.eu online databases.
• Drafting the first version of EU-Ukrainian co-publication analysis (D2.20) published as two papers (one in English, one in Ukrainian) in the first half of 2013.
• Preparation of the first version of the D2.18 “Detailed results of FP7 (and Horizon 2020) monitoring”, based on information provided by Ukrainian participants in EU projects, including development of the relevant questionnaire and dissemination of the questionnaire with the Ukrainian experts. Upon the decision of the project consortium the university cooperation analysis will be included into the final version of report.
• Final version of D2.12 (Impact analysis and case studies).
• Final version of D2.18 (Detailed results of FP7/Horizon 2020 monitoring) based on information provided by Ukrainian participants in EU projects, including development of the relevant questionnaire and dissemination of the questionnaire with the Ukrainian experts.
• Information on UA research programs open to EU researchers fed into BILAT.EU database..
• Final version of D2.2 (EU-Ukrainian co-publication analysis including emerging trends).
WP3: Pilot Activities for Joint Actions (with MS/AC and to implement the joint S&T Roadmap)
• PA1: Ukrainian National Technology Platform on Advanced Materials (UNTPAM)
o Establishment of UNTPAM: launch conference successfully held (24 October 2014), legal status as civic union approved
o Successful international networking of UNTPAM achieved
o Strategy Research Agenda (SRA) for the UNTPAM thematic areas elaborated
• PA2: Identification of challenging mutual research topics in the field of Nanotechnologies and Biotechnologies to support further S&T road-mapping process between EU and Ukraine
o Survey conducted (Limesurvey questionnaire)
o Two focussed expert workshops successfully held
o Two lists of identified mutual priority topics in the fields of nanotechnologies and biotechnologies successfully set up and communicated to funding bodies and research community
WP4: Support Participation in Joint Projects (FP7, Horizon 2020, etc.)
• Organisation of the first webinar on Horizon 2020 in November 2013, addressing novice participants in EU S&T programmes. Next webinars will focus on the thematic JSTCC priorities for EU-Ukraine S&T cooperation.
• Preparation of the concept for the in-house trainings, which will be carried out in 2014 and 2015 in the EU.
• “Best project idea profile competition”: in the first round of the competition, three potential consortia were constituted with the aim to submit project proposals in the last FP7 ICT call. Based on the lessons learnt from this first round, the concept has been updated and a second round of the competition will be launched in the middle of the next project period.
• NCP workshop: an NCP workshop addressing the Ukrainian NCP network was held in parallel with the Horizon 2020 Launch Conference in Kiev in January 2014, in frame of which also a NCP performance monitoring tool has been presented by a INCONTACT representative.
• Preparation and dissemination of the online version of the “Horizon 2020 Handbook for Ukrainian researchers”.
• Training activities: four webinars on Horizon 2020 content and structure, and modalities for participation in EU projects; successful Summer school on EU project proposal writing for young UA researchers; three in-house trainings on proposal writing and project management.
• One workshop dedicated to Ukrainian NCPs focusing on sharing good practices in awareness rising with a special consideration of service approach which corresponds to Horizon 2020 challenges
• Initial results and conclusion UA NCP survey were presented during 2nd Stakeholder Forum in Kiev (27-28 January 2015).
• Two calls for awarding travel grants to Ukrainian researchers to participate in H2020 projects’ preparatory meetings in EU
• Final version D4.22 (Report on the performance of the UA NCP system)
WP5: Outreach to the Researcher Community and Increased Awareness
• Development of the BILAT-UKR*AINA communication and dissemination strategy.
• Carrying out clustering activities to link to and exchange information with other relevant projects (INCO-NETs, other BILAT projects) and stakeholders (SASII, Presidium of NASU, related STI institutions).
• Development and optimisation of a BILAT-UKR*AINA project flyer and other targeted promotion material.
• Development, setting- up and launching of BILAT-UKR*AINA project´s website.
• Publishing the 10 quarterly newsletters, containing the information about the scientific events as well other information about the project activities and H2020 calls.
• Carrying out clustering activities to link to and exchange information with other relevant projects (INCO-NETs, other BILAT projects) and stakeholders (SASII, Presidium of NASU, related STI institutions).
• Development and optimisation of a BILAT-UKR*AINA project flyer and other targeted promotion material.
WP6: Project Management
Under this WP project implemented a sound administrative and financial management with regular virtual meetings of the project management board, coordination of work packages and tasks by the respective leaders, implementation of most activities as planned, preparation of most deliverables as scheduled
Project Results:
The main activities and its results/foregrounds are described in below.
WP1- POLICY DIALOGUE
WP Leader: ZSI
Task 1.1 – Support to the Joint S&T Cooperation Committee (JSTCC)
Task Leader: ZSI
Task 1.1 is aimed at addressing the demands and adjusting the project results to the needs of the policy makers. Task 1.1 maintains continuous information exchange with the stakeholders in charge of the official STI EU-Ukraine dialogue (EU-Ukraine Joint Science and Technology Coordination Committee). Overall, following five policy briefs and further supporting documents were created in preparation of the JSTCC meeting in Kyiv:
• Overview of the internationalisation of Ukraine in STI including recent trends and developments (Policy Brief 1, Leader: NIP);
• Take-up of the EU-Ukrainian JSTCC Thematic Priorities in FP7 (2007-2013) (Policy Brief 2, Leader: ZSI);
• Coordinated and Joint Calls (Policy Brief 3, Leader: ZSI);
• Statistics on the number of EU researchers in national Ukrainian R&D programmes (Policy Brief 4, Leader: NASU);
• Research Infrastructures – update from the RI roadmap from 2010 (Policy Brief 5, Leader: NASU);
• D2.18 – Detailed results of FP7 (and Horizon 2020) monitoring (Leader: NIP);
• Working Paper on the (lack of) international orientation of the Ukrainian state S&T programmes (Leader: STEPS, NASU);
• Recommendations to the Meeting of the EU-Ukraine JSTCC Meeting 2013 (Leader: ZSI).
Supporting the preparation of the official JSTCC meeting, the JSTCC informal preparatory meeting has been organised in Vienna, Austria on 28 February 2013. The purpose was setting of the JSTCC agenda and discussion of the main project recommendations for the official JSTCC meeting which was to take place in May 2013 in Kyiv, Ukraine.
Moreover, addressing some of the recommendations from the first official JSTCC Meeting from 2011, BILAT-UKR*AINA has organised the Stakeholder Forum for STI programme owners and managers that took place on 22-23 May 2013.
The event has been followed by the official JSTCC Meeting that took place on 24 May 2013 with active attendance and presentations from partners ZSI and NIP.
By August 2012, the project partners have delivered more policy briefs than planned for the whole project duration; the support to the JSTCC has clearly become one of the top priorities and we hope project proved to be flexible and valuable JSTCC partner delivering high quality inputs tailor-made to the needs of the Committee and official level dialogue.
Due start of the negotiation between EC and Ukraine about the Ukrainian association process in in 2014, the project activities focused to supporting the Ukrainian stakeholders (MESU) and Horizon 2020 National Contact pint during this process. The activities performed by project under this task were agreed with BILAT-UKR*AINA project officer. The 2nd stakeholder forum (Task 1.2) was organised with support of partners involved to this task
Deliverables:
• D1.23 Progress report on support to the Joint RTDI Cooperation Committee (JSTCC), roadmap dissemination and implementation
Task 1.2– Support to coordination with MS/AC
Task Leader: DLR
The aim of task 1.2 was to link the programme managers and owners of national policies and programmes of EU MS and AC towards Ukraine with each other and with the policy dialogue taking place on EU-Ukraine level, ensuring communication, exchange of best practice on RTDI support measures and identifying options for coordination and joint actions, possibly to be realised under WP3.
The “First MS/AC programme owners & managers forum” (D1.4 MS5) was held in Kyiv on 21-22 May 2013, hosted by SASII. The event gathered programme owners and managers from the EU countries with the most active bilateral cooperation with Ukraine (DE, FR, PL, AT, HU, TR) and presented the European business perspective as well. From Ukrainian side, the following programme owners took part: SASII, the National Academy of Sciences of Ukraine (NASU), the State Fund for Fundamental Research (SFFR) and the National Space Agency of Ukraine (NSA). The minutes (including the agenda and the list of participants) and conclusions are available at the project website at http://www.bilat-ukraina.eu/en/378.php.
The analytical report “Comparative Analysis of EU MS/AC policies and programmes towards Ukraine” (D1.5) was prepared in February 2014. It takes stock of bilateral policies and programmes in the cooperation with Ukraine, identifies strengths and weaknesses and deducts recommendations for synergies and options for future joint actions. The report was to finalised after a last round of feedback and submitted beginning of March 2014. The report is available via the project website and will be also presented at the Second MS/AC programme owners & managers forum (D1.13) and used as input for the other WPs, in particular WP3.
In the 2 period of the project duration a Second Stakeholder Forum was organised in Kyiv, Ukraine, on 27th-28th January 2015 under the title ‘Enhancing Ukraine’s Competitiveness in RI on the way to the Association to Horizon 2020’. The event attracted approximately 70 participants from Ukraine and the EU (both EU Member States and Associated Countries). The event aimed to provide a forum for Ukrainian and EU stakeholders (including policy makers, NCPs, researchers and other actors in the field of research and innovation) to facilitate the exchange of good and transferable practices and defining common interest. The 2nd Stakeholders’ Forum aimed to provide a forum for Ukrainian and EU stakeholders (including policy makers, NCPs, researchers and other actors in the field of research and innovation) to facilitate the exchange of good and transferable practices and defining common interests. The second Stakeholders’ Forum of the project therefore aimed to put a special focus on:
• accumulating the experiences and best practices of EU Member States (MSs) and Associated Countries (ACs) to Horizon 2020 regarding the procedure of the association, exploitation of opportunities, and lessons learnt in the field,
• supporting the effective functioning of the NCP system in Ukraine
• innovation stimulation, functioning and means of innovation support policies, programmes, innovation instruments
• operation and services provided by EEN
• functioning and added value of Technology Platforms.
As a final output, the list of recommendations was prepared to further support the Ukrainian Association to Horizon 2020.
Deliverables:
• D1.5 “Comparative Analysis of EU MS/AC policies and programmes towards Ukraine
• D1.13: Second stakeholder forum report including recommendations
Task 1.3– Support coordination with various EU programmes
Task Leader: RCISD
Task 1.3 started in month 17. The workflow and the concept note of D1.16 “Report of possible synergies between the instruments offered under the financial framework 2014-2020” was provided by NIP and RCISD. The concept note was finalized with some delays in December 2014 (month 28) due to the continuously changing political situation elections in Ukraine, the process of association to H2020, etc. Nevertheless, in the meantime planned activities were in progress: the date (26-27 of March, 2015) and participants of the study visit to Brussels (Ukrainian policy makers and programme owners from MESU and NASU) were identified, and the first version of the report was available in February 2015 (month 30). The organization of interviews and informal meetings with various departments of DGs took place in February.
9 persons, including the representatives of the Ministry of Education and Science of Ukraine (MESU: Stella Shapoval, Liubov Dienga, Nataliia Kosmach), National Academy of Science of Ukraine (NASU: Karina Shakhbazyan, Valery Kukchar) as well as project partners (RCISD: Béla Kardon, NASU: Marina Gorokhovatska, NIP: Elena Koval, STEPS: Lidiya Kavunenko) took part at the study visit. The delegation visited
• the Directorate General for Education and Culture, Erasmus +,
• the European Research Council Executive Agency,
• the Directorate General for Education and Culture, Unit Responsible for MSCA Actions,
• the DG Regional and Urban Policy (Danube Region Strategy) and
• familiarized with activity of the European Liaison Office of the German Research Organisations (KoWi).
The final version of D1.16 was ready in June 2016 (M34) consisting of an overview on existing synergetic funding programmes focusing on the regional approach in RTDI on the one hand and on human resources development in RTDI on the other hand, the outcomes and a report of the study visit and a comprehensive funding source map.
Deliverables:
• D1.4 First MS/AC programme owners & managers forum
• D1.5 Comparative Analysis of EU MS/AC policies and programmes towards Ukraine
• D1.16: Possible synergies between the instruments offered under the financial framework 2014-2020
WP2 - MONITORING AND ANALYSIS
WP Leader: CNRS
Task 2.1 – Cooperation monitoring
Task leader: CNRS
Task 2.1 produced a first version of D2.18 “Detailed results of FP7/Horizon 2020 monitoring” in the form of Policy Brief 1 (Overview of the internationalisation of Ukraine in RTDI including recent trends and developments) for the JSTCC completed by mid-December 2012. This policy brief was presented in an informal preparatory meeting to the JSTCC (28/02/2013) and was delivered to the JSTCC as a support document (WP1). D2.18 includes information on:
- Ukrainian participation in FP7;
- Development of bilateral cooperation via MESYUkr;
- University cooperation and future young researcher collaboration between EU and Ukraine;
- Tempus/Erasmus mundus results and impact;
- Visegrad fund;
- Programmes running under European Territorial Cooperation;
- Other specific cooperation instruments.
The information was provided by NIP, CNRS, NASU, STEPS, ZSI, RCISD and gathered by NIP. D2.18 will be updated regularly in order to include recent monitoring results. Its purpose is to draw lessons about take-up, problems and further stimulation measures of cooperation between institutions in Ukraine and EU MS/AC. In the first phase of monitoring, started at the beginning 2013, NIP disseminated a questionnaire to Ukrainian research teams involved in EU projects and the deliverable was developed upon receiving the partners’ comments.
In the second period of the project, NIP has updated this document with new data from the European Commission (June 2015). CNRS contributed to D2.18 by providing an analysis on EU-Ukraine university cooperation (based mainly on data provided by the Ministry of Education and Science of Ukraine, as well as data on Ukraine’s participation in Tempus).
Deliverables:
• D2.18 “Detailed results of FP7/Horizon 2020 monitoring”
Task 2.2 – Impact assessment of joint RTD cooperation
Task leader: STEPS
The core of this task was to analyse impacts of EU-Ukrainian RTDI cooperation using quantitative as well as qualitative methods. Two activities are planned within this task: impact analysis based on final results of projects and profits after their termination (D2.12) and thematic EU/Ukraine co-publication analysis (D2.20).
A first version of the study on joint publications by Ukrainian and EU scientists (D2.20) has been delivered in the first half of 2013 and two papers were written– one in English for the international conference and a second one for the Ukrainian press.
A concept note on D2.12 “Impact analysis and case studies” was delivered in March 2013. The impact analysis was to be conducted starting May 2013, and targeted Ukrainian teams engaged in FP7 and other European programmes. The information will be collected via surveys and interviews. STEPS Centre has collected 22 filled forms from participants in said programmes. The process of collecting the forms was accompanied by a number of problems, as organisations and projects to be analysed were selected by other partners without taking into account possible complications, such as the targeted organisations being located in various regions of Ukraine thus rendering face-to-face interviews impossible as STEPS Centre didn’t have the means to cover the costs of several travels within the country. In addition, several organisations declined to answer questions for a number of reasons, in particular due to changes in their management or status. Some of the collected forms were not informative enough, partially due to the fact that the questionnaire covered very diverse aspects of cooperation which not all projects did address. Another reason for this relative lack of data is that in some cases it is too early to assess the results and impacts of the projects, or the period between the project’s end and the evaluation process is too short for a relevant assessment. The recent political tensions in Ukraine also had a negative impact on the process of collecting data and conducting interviews, as some of these interviews had to be postponed due to the unstable political situation (e.g. in Odessa) and as some scientists were focused on more urgent matters, related to a quick deterioration of their working conditions such as declining salaries as a result of accelerated inflation.
PAN is also involved in this task and has started conducting interviews with participants in collaborative projects in the beginning of 2014. Processing the questionnaires should be finished by April 2014. Additional data will be extracted from literature surveys and other sources. The results will be fed into discussion on new EU initiatives toward Ukraine and future research directions of EU-Ukraine cooperation.
Regarding D2.20 (Ukrainian co-publication analysis), ZSI has retrieved all publication data for Ukraine for the years 2003 to 2013, has cleaned the data and conducted the analysis in autumn 2014 and spring 2015. STEPS Centre contributed to D2.20 with an analysis of co-publications in Ukrainian journals, which are not comprised by the ‘standard’ widely-used databases Scopus and Web of Science.
Deliverables:
• D2.12: Impact analysis and case studies
• D2.20: Ukrainian co-publication analysis including emerging trends
Task 2.3 – Analysis, promotion and monitoring of the participation of EU researchers in Ukrainian state S&T programmes
Task leader: NASU
Task 2.3 provided an analysis of participation possibilities for EU MS/AC researchers in Ukrainian programmes, transferring the results into ACCESS4EU in order to increase the cooperation between Ukrainian and EU researchers.
To achieve this goal, an inventory of Ukrainian national, state, academic and other programs has been undertaken, as well as the analysis of those programmes in order to identify the ones open to EU researchers. This inventory will feed the BILAT.EU RTDI programme’s database and similar Ukrainian websites with the aim to promote EU/Ukraine cooperation to EU and Ukrainian experts (programme and project managers, researchers, etc.).
A concept note has been elaborated to determine how to use the ACCESS4EU RTDI programme’s database (ACCESS4EU website has been transferred under common BILAT Portal at www.bilat.eu) and similar Ukrainian websites with the aim to promote EU-Ukraine cooperation to EU and Ukrainian experts (programme and project managers, researchers, etc). The concept note’s purpose was also to consider how to involve EU researchers in joint projects/boards/expert councils within various Ukrainian state or other programmes. The first draft has been delivered in January 2013. The database will be updated during the duration of the project.
So far, the inventory registered about 100 Ukrainian State Target programmes, almost all of them being owned by Ukrainian State bodies (ministries, state agencies, national academies such as NASU or NAMS). It was found that only 58 of them contain “research conditions” i.e. they require some scientific support and research background from the applicants.
The gathered information was uploaded on the new common BILAT web portal on EU-Third countries bilateral science, technology and innovation cooperation (http://www.bilat.eu) in accordance with the requirements of the website and taking into account the following aspects of the registered programmes:
- Information on these programmes is limited to public access, as a rule, tender conditions are not published, as well as results of competitive selection and results of works funded by the program. Exceptions are the programs executed by the National Academy of Sciences of Ukraine.
- Information about each program is not made available in English by the program owner.
- Most State programs do not have their own websites.
- Facts and figures on foreign researchers’ participation in these programs do not exist, making impossible to relay any information of the kind on www.bilat.eu.
NASU also endeavoured to update the information on the mentioned State programmes on a purposely created website, with the aim of promoting these programmes in accordance with the laws of Ukraine, both in Ukrainian and English languages.
The tasks and brief results of targeted research programs of the NAS of Ukraine have been analysed based on materials collected under task 2.3. Three working meetings took place, gathering Heads of Scientific Councils and programme managers of the mentioned State programs. A number of interviews were carried out in margin of programme-related conferences. The main factors contributing to establishing effective contacts between Ukrainian and EU researchers in the framework of some programmes were identified.
The conclusions of this analysis have strong links with WP1, especially with task 1.3 and might have practical impact on the coordination of various Ukrainian, EU and/or European countries’ programmes. The final report will be available in month 34 – D2.27 Progress report on regular input to BILAT.EU.
Under task 2.3 programme owners are encouraged to open their programmes to foreign researchers, starting with making information available in English and disseminating it on common portals such as the BILAT.EU website, and to take international cooperation into account when defining the contents and goals.
In addition, NASU researchers’ participation in FP7 IRSES projects was presented during the 10th Meeting of the Eastern Partnership (November 2013, Brussels, Belgium). In the second period (month 18 -30) of the project the database was updated and prepared the report about the content of the database.
Deliverables:
• D2.17: Progress report on regular input to www.BILAT.EU
WP3 - PILOT ACTIVITIES
WP Leader: DLR
Task 3.1 – Priority list of pilot activities for joint actions, support and evaluation of the implementation of up to three of them
Task leader: DLR
Task 3.1 aims at providing flexible support to the implementation of the evolving JSTCC S&T roadmap by collecting ideas for pilot activities (PAs) for joint actions, thematically focussed or addressing general instruments or mechanisms. First proposals have already been included in the BILAT-UKR*AINA DoW as T3.2-T3.4.
The systematic establishment of a priority list of PAs for joint actions was postponed by the first PMB meeting in September 2012 in Vienna. Instead, the first PA (PA1) already proposed in the DoW (technology platform) was selected for realisation. Work in task 3.1 concentrated therefore on developing a PA fact sheet and a PA proposal template. In December 2012, both were uploaded on the project Communication Platform for further use.
Since the start of PA1 in July 2013, work in Task 3.1 consisted, in line with the DoW, in accompanying the implementation.
Task 3.1 has produced D3.6 “Brief report on detailing the setting up of the pilot activity 1“ in November 2013 (due in month 10 and delivered in month 15, delay mainly due reduced communication during the summer break and fine-tuning the involvement of the other consortium members).
During the 10th PMB meeting in April 2014 (virtual meeting), it was agreed (after consultation with the project officer) that the proposed activity “Identification of challenging mutual research topics in the field of Nanotechnologies and Biotechnologies to support further S&T road-mapping process between EU and Ukraine” would be realised as PA2 in task 3.4 (see below).
Since the start of PA1 in July 2013 and that of PA2 in April 2014, work in Task 3.1 consisted, in line with the DoW, in accompanying the implementation of the two PAs until their completion in May 2015.
Deliverables:
• D3.6: Brief report on detailing the setting up of the pilot activity 1
• D3.15: Brief report on detailing the setting up of the pilot activity 2
Task 3.2 – Proposed Pilot activity 1: Establishment of a (“mirror”) technology platform in Ukraine
Task leader: NASU
The main objective of this task is to support the kick-off of a Ukrainian National Technology Platform on Advanced Materials by combining efforts of the scientific community from the academician sector and universities and all kinds of industrial enterprises and business structures. It aims at creating suitable conditions for the practical realisation of innovative ideas and projects in the field of Advanced Materials.
In this task, a thorough proposal for PA1 “Ukrainian National Technology Platform for Advanced Materials – UNTPAM” was developed. It was then unanimously accepted by the BILAT-UKR*AINA consortium during its Project Management Board meeting in Kiev and presented to the JSTCC during its second meeting in Kiev. Following this, PA1 was started in July 2013, with a planned duration of 18 months, with RCISD, PAN and IPA contributing to the activity.
The following activities have been realised in the first reporting period:
• collecting relevant information from representatives of the three main target groups: academician institutes, universities, industrial enterprises;
• contacting representatives of government structures with propositions concerning the status of UNTPAM and representatives of Kiev and Ukraine Chambers of Commerce and industry for attracting the attention to UNTPAM;
• Market needs analysis in novel materials have been carried out for chosen fields of industry, although the analytical report is not finished yet.
An UNTPAM international workshop had been planned to be held in Kiev on 26 February 2014 but could not be held because of the impossibility to invite Ukrainian participants from regional centres and foreign participants due to the political developments in Ukraine. It will now be organised after the stabilisation of the political situation. Also the report about market needs, which had to be presented at this workshop, will be updated taking into account the latest political and economic developments relevant for the Ukrainian material research sector.
In addition, the following participations in exhibitions with information about Ukrainian Technology Platform on Advanced Materials and dissemination of leaflets took place:
• International scientific and technology forum "Science, Innovation, Technologies", 15-17 October, 2013, round table "Modern technologies of nanomaterials production" (October 16, 2013);
• Jubilee exhibition of scientific achievements of the institutes of National Academy of Ukraine (November 20-22,2013);
• Technology Meeting "Nanotechnologies and nanomaterials for business and production" on the 22-th of November where the results of the projects to be carried out in the framework of State Target S&T Programme “Nanomaterials and Nanotechnologies” had been presented (information presentation, leaflet and financial support of this meeting).
Two working meetings on the progress of this activity with the WP leader and BILAT-UKR*AINA project partners were realised (October 2013, January 2014) where the current state-of-art and further steps were discussed.
Following materials and activities supported the dissemination of PA1:
• Logo of UNTPAM has been designed and proposed;
• Leaflet printed and disseminated during Technology Meeting in November 2013;
• An article titled “Clusters and Technology Platforms as a mechanism for development of economy in Ukraine” by a group of authors including I. Bilan, L.Chernyshev and M. Gorokhovatska was prepared and delivered for edition to NASU monthly journal “Bulletin of the NAS of Ukraine”.
• On 24 October 2014, the Launch conference of the Ukrainian National Technology Platform on Advanced Materials (UNTPAM) took place in Kyiv. The event gathered more than 80 participants from universities, academician (National Academy of Sciences of Ukraine) and branch institutes, Ukrainian industrial entities, state and public organizations as well as project partners from ZSI, DLR, PAN, RCISD and IPA. A Memorandum of Understanding for Cooperation between UNTPAM and the Romanian Technology Platform for Advanced Engineering Materials and Technologies was signed during the Conference at the initiative of Romanian partner (IPA CA). About 10 representatives of research, industrial and public sectors of Ukraine became the founding members of UNTPAM.
• The legal status of the created Technology Platform was approved later by the appropriate Juridical Service as a Civic Union “Ukrainian Technological Platform ”New Materials and Perspective Technologies of their Manufacture”.
• As a follow up and for maintaining the sustainability of UNTPAM, a working meeting with a representative of Polish National TP on New Materials was organized by PAN as PA1 partner (February 2015, Warsaw) back to back with in-house training on NMP. It resulted in establishing additional contacts beyond BILAT-UKR*AINA project activity.
• Close to the end of the PA 1 duration (15 May, 2015) a second web-meeting was organized by PAN and IPMS NASU and carried out for UNTPAM members and partners. The KMM-VIN representative presented the main point and the examples of KMM-VIN activities followed by discussion about how to use the public-private experience in current and future situation in Ukraine.
• A first version of a Strategy Research Agenda (SRA) for the UNTPAM thematic areas was elaborated by the founders of UNTPAM, discussed with the interested partners and endorsed by the UNTPAM President.
Deliverables:
• D3.14: Progress report on the implementation of Pilot Activity 1
Task 3.3 – Proposed Pilot activity 2: Facilitating participation of Ukrainian funding agencies in multilateral funding schemes and ERA-NET activities
Task 3.3 was introduced in the original BILAT-UKR*AINA DoW as another optional Pilot Activity with the aim to assess the Ukrainian potential for participating in multinational funding activities (e.g. JPIs) and ERA-NETs and to acquaint Ukrainian stakeholders with relevant procedures, identifying existing and forthcoming joint funding opportunities and bringing Ukrainian programme owners (NASU, SASII, DFFD, MESU) in touch with them with the aim to identify possibilities for joint actions.
This task became obsolete because – as described above (Task 3.1) – preference was given by the consortium (after consultation with the project officer) to the realization of the other two Pilot Activities (Task 3.2 and Task 3.4).
Task 3.4 – Proposed Pilot activity 3: From research to application - Fostering cooperation and capacity building in technology transfer
Task 3.4 was developed with the aim to support the further S&T road-mapping process between EU and Ukraine in the field of nanotechnologies and biotechnologies (with an eventual inclusion of the identified topics in the future Horizon 2020 work programmes) and to prepare a methodology outline for the identification of research topics, using other project activities as inputs for preparing two workshops in Kiev and Brussels, bringing together research and administration experts in the respective field.
The work in the task started in May 2014. As the groundwork for later steps in this activity, project partners conducted desk research and mapped the current existing research cooperation in the two fields in summer 2014.
Based on the results of this research as well as relevant earlier project results, a list of preliminary research topics was drafted. This list served as a basis for the Limesurvey questionnaire sent to the identified EU and Ukrainian researchers and experts in the two topics.
The questionnaire results have been analysed and processed in order to feed the discussions in the two focused expert workshops that aimed to build upon the results of the questionnaires in the way of selecting, prioritising and defining selected topics in the field of Nanotechnology and Biotechnology. The main output of the workshops was to be digestible and immediately usable in the official institutional dialogue. To this end, the experts not only identified the research topics, but also defined them shortly. The first workshop with Nanotechnology experts took place in November 2014 in Kyiv, Ukraine; the second workshop took place in February 2015 in Paris, France.
As a result, two lists of identified mutual priority topics in the fields of nanotechnologies and biotechnologies for the mutual EU-Ukraine research cooperation were successfully set up.
Pilot Activity 2 (Task 3.4) was tailored to serve the needs of the official EU-Ukraine science and technology dialogue with the aim to serve as a valuable input for the future H2020 work programme discussions. To this end, the results were presented to the European Commission DG Research and Innovation – thematic departments responsible for nanotechnologies and biotechnologies as well as funding agencies from EU Member States with intergovernmental funding programmes with Ukraine and to Ministry of Education and Science of Ukraine. The identified topics could serve for forthcoming bilateral calls between Ukraine and EU Member States. Furthermore the lists of identified mutual topics in nanotechnologies and biotechnologies with short descriptions were disseminated widely over the incrEAST portal as well as the BILAT-UKR*AINA project website. Furthermore, the results were presented at SICA call- EaP countries: Assessment and Clustering Workshop; Kiev- Paton Institute and IPP organised by European Commission DG Resear4cha and Innovation on 10 March 2015.
Deliverables:
• D3.21: Progress report on the implementation of Pilot Activity 2
WP4 - SUPPORT PARTICIPATION IN JOINT PROJECTS
WP Leader: CNRS
Task 4.1 – Training on RTDI project development to increase participation in FP7/Horizon 2020 and in bilateral programmes between Ukraine and EU MS/AC
Task leader: CNRS
The main objective under this task was to provide intensive training of some of the best researchers and/or the most promising Ukrainian project experts of top-level Ukrainian RTDI organisations to increase their likelihood of participation in joint projects with EU partners. The main foreseen activities are open webinars (twice a year), yearly in-house trainings and a summer school.
A concept note on webinars was delivered by mid-March 2013. The next webinars’ agendas will be defined taking into consideration the outputs from other training and networking activities carried out in WP4, as well as the implementation of EU calls and bilateral programmes.
A first webinar took place in the first period of the project, on November 7th 2013. Three additional ones were held successively on March 13th, June 4th and July 17th, 2014. They were overall well attended (between 20 and 40 participants from the Ukrainian research community), much appreciated and the participants expressed their interest in future similar sessions. All presentations were made available on BILAT UKR*AINA website afterwards.
In addition, the BILAT UKR*AINA Summer school was held in Kiev from September 15th to 18th, co-organized by NASU and RCISD and ZSI. Applications for participation in the event were managed by NASU who performed a preliminary selection based on the following criteria: age (under 40), clear motivation letter, submitted recommendation from supervisor (head of chair/department/administrative unit), level of English knowledge, awareness of international programs, previous experience in international cooperation. The final selection was made by NASU, RCISD and ZSI and the list of participants consisted of 30 persons, distributed between four thematic priorities (Biotechnologies, Nanomaterials, ICT and Transports).
The invited speakers presented the framework conditions for EU-UA scientific cooperation (H2020 content and modalities, current agreements, etc) as well as the successive steps of proposal writing, including success stories. The participants have been then required as exercise to work in groups on a project proposal – from the initial idea to the activity and budget planning – and present it to the assembly. The exercise was overall successful and the participants, representing the young UA research community, proved to be well aware of the opportunities offered by EU program, and in high demand of training and information on them.
Regarding the in-house trainings, it was agreed in the previous period to share the efforts of hosting them. Three in-house trainings took place as follows:
• A first training focusing on ICT on October 6th-7th, 2014 in Budapest (RCISD);
• A second training focusing on Biotechnologies (and back-to-back with a PA2 workshop on the same topic – see WP3) on February 18th-20th, 2015 in Paris (CNRS);
• A third training focusing on Nanotechnologies on February 24th-25th, 2015 in Warsaw (PAN).
The agendas of the in-house trainings were two-folded: presentations of senior experts, NCPs researchers or research managers followed by open discussions; interactive training lead by senior project managers as trainers to provide hands-on learning for the participants. A total of 17 Ukrainian researchers benefited from the in-house trainings. All participants claimed that their expectations were met and were satisfied with the overall quality of the provided training as well as with the opportunity to establish new contacts for future cooperation.
Lastly, a first version of D4.9 (Handbook for Ukrainian researchers on available funding programs under Horizon 2020) was finalized by IPA in March 2014. It includes a general presentation of Horizon 2020, indications on project proposal writing and information on services in support to UA researchers. The handbook was updated in May 2015 following the ratification of Ukraine’s association to Horizon 2020.
Deliverables:
• D4.9 -Handbook for Ukrainian researchers on available funding programs under Horizon 2020
• D4.24 – Report on training activities and webinars carried out
• D4.17 - Summer school on European RTDI policies, instruments and participation possibilities
Task 4.2 – Thematic workshops and brokerage
Task leader: NASU
The main objective of this task is to support get-together and joint RTDI project preparations under FP7/Horizon 2020 based on “Best project idea profile competitions”.
The concept note outlining the process of undertaking the task’s activities has been developed and delivered in due time (end of November 2012).
The first internal “Best project idea profile competition” targeted the last FP7 ICT calls (only open calls remaining). The review of the calls’ topics and objectives was performed in order to facilitate the applicants’ choice of the relevant areas in which submitting their project ideas. The application forms, text of announcement and tentative agenda for a thematic workshop were delivered by mid-December 2012. The competition announcement was published on NASU website as well as communicated to NIP and ICT NCPs for dissemination through interested community, by the 25th of December, 2012.
This competition was open for participation to researchers from all Ukrainian scientific, research and educational institutions. 24 project ideas were submitted, by teams from institutes of NASU, Taras Shevchenko Kiev National University, National Technical University of Ukraine “KPI”, Pedagogical Sciences Academy and private research institutions. Selection criteria included scientific expertise, novelty level and relevance to the requirements of FP7 ICT Calls. The evaluation and selection of the project ideas was performed by the Ukrainian ICT NCPs and representatives of the Informatics Department of NASU. In the end, 8 best project ideas were selected, as well as 11 other potentially interesting project ideas for further evaluation and possible finding of project coordinators. It included communication with Ukrainian participants, preparation of information letters with evaluation results, e-mailing with possible foreign partners of the Ukrainian participants, etc.
In April 2013, only one consortium had been constituted for the following project idea: “The Cloud-based Learning Environment of Educational Institution: the holistic approach to e-learning delivery Proposal” by Dr. Mariya Shyshkina, Department of Informatization of Educational Institutions Institute of Information Technologies and Tools of Learning of the Academy of Pedagogical Sciences of Ukraine (Challenge 8: ICT for learning and Access to Cultural resources (ICT-2013.8.2 Technology enhanced learning). A travel grant has been awarded by NIP to Dr. Shyshkina to visit her potential project coordinator in Villach (Austria). Unfortunately, this project didn’t came to be submitted to the European Commission under the last FP7 ICT calls – for reasons not depending on Dr. Shyshkina or BILAT UKR*AINA consortium.
Conversely, a consortium for another selected project idea, supported by Prof. A. Petrenko (National Technical University of Ukraine “KPI”) could not be formed under the terms stipulated by the “Best project idea” competition rules and therefore didn’t receive a travel grant. But Prof. Petrenko was nevertheless able to constitute a consortium and successfully submitted a proposal under one of the last FP7 ICT call (Call ICT-2013-11, GA n°519619). While preparing this proposals, selected under the “Project best Idea competition” permanent consulting was provided by NASU and BILAT UKR*AINA partners.
These obstacles prevented from granting more travel grants to allow potential partners to meet and prepare full FP7 project proposals based on the selected project ideas, though 24 project ideas were submitted to the competition, engaging substantial time and human resources from NASU to proceed with the selection and evaluation of project ideas.
Taking into consideration the difficulties which arose during the practical implementation of the competition, as well as the recommendations of the Project Management Board and discussions with project coordinators during the Launch Conference in Kiev (January 2014), the methodology for the activity has been updated by simplifying the selection process and giving more attention to the evaluation by EU partners and the search for EU coordinators, which appeared to be the most difficult and less successful part of the activity.
In May 2014 BILAT-UKR*AINA project will announce a Сall for awarding travel grants for Ukrainian researchers to participate at the H2020 project preparatory meetings in EU. The thematic workshops will be organised in the second half of the project will be linked with the JSTCC priorities and H2020 open calls.
Deviations from the original timetable can be explained by the unstable situation in Ukraine. At the same time, current situation has no severe impact on further continuation of this task as several Horizon 2020 calls remain open, and will be opened, in the priority fields for EU-Ukraine S&T cooperation.
Task 4.3 – Support to NCPs in awareness raising
Task leader: PAN
The main activity within task 4.3 was the workshop dedicated to Ukrainian NCPs focusing on sharing good practices in awareness rising with a special consideration of service approach which corresponds to Horizon 2020 challenges. Involved partners (especially PAN, DLR and CNRS) have a large experience in NCP’s activities. It was agreed that the workshop would be one of the parallel sessions during the Horizon 2020 opening conference scheduled in Kiev in January 2014. A detailed agenda was prepared in cooperation with NIP as a response to Ukrainian NCPs’ specific needs and Horizon 2020 specificities such as the leading role of European industry or an application and market oriented research.
The workshop took place on January 16th 2014 in the framework of the Horizon 2020 Launch Conference in Kiev. It consisted of three complementary modules:
1. Benchmarking system and INCONTACT project experience in international cooperation (presented by George Baroutas, representing INCONTACT project)
2. Horizon 2020 specificity (EC changes and modifications in comparison to FP7, presented by Krzysztof Trojanowski representing PAN)
3. NCP services (present and future challenges, presented by Krzysztof Trojanowski representing PAN )
Each module was followed by discussions on issues of vital importance to the Ukrainian research environment and NCP system.
At the time of the workshop, the constitution of the official Ukrainian NCP network was not known yet – it was published at the beginning of February 2014. Therefore, Ukrainian NCPs didn’t have the opportunity to use the INCONTACT benchmarking tool, despite it being presented and tested during the workshop. This activity is foreseen in the next months of the project.
February 2014 has been a problematic month in Ukraine due to a very unstable political situation (riots in Kiev and tensions in Crimea). As chances for the return of political stability are growing, political difficulties should not interfere with T4.3 realisation.
The second important aspect of T4.3 is the methodology for evaluation of the Ukrainian NCP system (i.e. how fruitful and effective are NCP’s activities). The specific web tool elaborated within INCONTACT project might prove useful in terms of evaluation of NCP’s effectiveness. Initial contacts with INCONTACT representatives have been made and while said web tool is not available yet, once it is released it will be tested by project partners and possibly adopted and used in the framework of T4.3.
BILAT-UKR*AINA partners have been involved in the support of NCP network activities, in particular in terms of brokering (research and technology development projects in Horizon 2020 and other international programmes) common initiatives like:
• Study visits, workshops and trainings, conferences.
• Discussion of the webinars concept and dissemination announcements on the webinar conduct.
• Discussion of the in-house training concept.
• Discussion of the concept note for D.4.9.
• Preparation of the LC concept.
• Organizing and conducting of the Horizon 2020 Launch Conference.
The main activity within the reporting period was a HORIZON 2020 Launch Conference which was held in Kyiv, 16 January 2014. The main goal of the event was to promote widely as possible Horizon 2020 Program, present a very project activities and developed materials and create a background for more effective involvement of the Ukrainian S&T institutions, SME representatives in the cooperation with the EU both on the level of bilateral and Pan European SIT programs. The following promotion and dissemination activity has been implemented:
• Announcement on the Event was disseminated by the target group of the project well in advance and put on the web-sites of the BILAT-UKR*AINA Project, IncrEAST, S&T Gate UKR.EU and SASII
• Horizon 2020 Launch Conference Report has been prepared and submitted
The second important aspect of T4.3 is the methodology for evaluation of the Ukrainian NCP system (i.e how fruitful and effective are NCP’s activities). PAN prepared a concept note for D4.22 (Report on the performance of Ukrainian NCP system based on peer-review) by mid-October 2014, as well as a policy brief on the UA NCP system as an input for the second Stakeholder Forum.
Within the period October-November 2014, the structure of the questionnaire dedicated to evaluation of UA NCP system was elaborated. The questionnaire consisted of the thematic blocks on different elements of NCPs’ activities such as: type and specificity of the NCP, main customers, cooperation within the UA NCP network, international cooperation, main achievements, problems and challenges etc.
The questionnaires were sent to UA NCPs in mid-December (by the UA NCP coordinator: Mr Yegor Dubinsky) and the information was collected until January 20th.
The initial results and conclusion of the survey and evaluation of the UA NCP system were presented during the 2nd Stakeholder Forum in Kiev (27-28 January 2015).
Within the period of March-May 2015, the analysis of the collected information was elaborated aiming at the summary, conclusion, definition of main problems and challenges and preparation of recommendation of further activities for UA NCP system.
The results of the report should be used within next projects dedicated to support of R&D cooperation between UA and EU countries, specifically in terms of NCP system activities.
Deliverables:
• D4.9 Horizon 2020 Handbook for Ukrainian Researchers
• D4.7 Launch Conference on Horizon 2020 in Kiev
• D4.22: Report on the performance of the UA NCP system
WP5 - OUTREACH TO THE RESEARCHER COMMUNITY AND INCREASED AWARENESS
WP Leader: NIP
Task 5.1 – Public relations and communication concept
Task leader: NIP
The key objective is of this task is to ensure the highest possible outreach of the work and results delivered by this project to the interested scientific communities and policy makers in the EU and Ukraine. The activities with the task were implemented following the provisions of the Communication Concept of BILAT-UKR*AINA.
• NIP created the different version of the project logo, which were presented to the project consortium during the kick-off meeting. After selection of the project logo all materials/documents created and/or developed by BILAT-UKR*AINA project have had its identification mark.
• Information about BILAT-UKR*AINA was presented within all events conducted in Ukraine within the NIP/Ukraine activity
• Announcements about BILAT-UKR*AINA activity (Webinars, Summer School, Support of participation of Ukrainian researchers in BE, etc) published on the project Web, web of NIP/Ukraine, webs of State Authorities (including the Ukrainian version) and relevant educational and academic institutions
• Issues No 5 and 6 of the Project Newsletter were published upon collection and processing of the partners’ contribution. As a partner in charge, NIP Ukraine is really thankful to the project partners who helped to publish this issue. Short version of the Project Newsletters was translated in Ukrainian and published on the State Authorities (Agency) Portal
• At the end of the reporting period NIP Ukraine reminded about collection of materials for the Project Newsletter Issue No 7.
The DLR team, responsible for dissemination activities issues uploaded all issues on http://www.st-gateukr.eu/index.php and http://www.bilat-ukr.eu/ websites. Also, a related news item was created for www.increast.eu and www.kooperation-international.de.
Furthermore, the dissemination in Ukraine was carried out by NIP and MESU over the Ukrainian Horizon 2020 website. Dissemination on the national level (EU Member States) and EU was carried out by project partners from EU.
Detailed information about the dissemination activities is available in Progress report on dissemination activities as well as in the dissemination part of the Final report.
Deliverables:
• D5.25: Progress report on dissemination activities
Task 5.2 – Website development and maintenance and related activities and services
Task leader: DLR
The main objective of this Task was to maintain the project website and support the project’s outreach activities with specific electronic formats, including webinars.
• The BILAT-UKR*AINA public project website at www.bilat-ukraina.eu constituted one of the main dissemination channels of the project. The project website presents information about the project, its activities and results – including the public deliverables and other documents generated by the project – to a wide range of stakeholders and the general public. The website had been available from the very start of the project, being updated and enhanced in due course, and it is planned to keep it accessible for at least two more year after the end of the project runtime. Relevant input was provided to DLR by all consortium members according to their responsibility and expertise.
• All relevant internal project information (contact details of the consortium member representatives, minutes, templates, draft documents and other internal documents) was uploaded in area of the BILAT-UKR*AINA internal communication platform, thus making them accessible to each consortium member at any time.
• 4 PMB meetings (2 virtual and 2 face-to-face-meetings) and six BILAT-UKR*AINA webinars (five in WP4 and one in WP3) as well as several other internal project meetings (on WPs or task level) took place in the BILAT-UKR*AINA web conference room provided by DLR (using iLinc software via cme24).
• Project news of general importance as well as additional Ukraine-related news and information on events relevant in the BILAT-UKR*AINA context were continuously included in the web portal S&T Gate UKR.EU at www.st-gateukr.eu by DLR and also in the incrEAST portal at www.increast.eu run by the IncoNet EaP and its predecessor IncoNet EECA.
• 4 issues of Project Newsletters and the project flyer (several updates) were published on the BILAT-UKR*AINA website.
• Presentations of the project events (Webinars, Summer Schools) were published on the BILAT-UKR*AINA website.
• The BILAT-UKR*AINA website is also accessible via the BILAT umbrella portal at www.bilat.eu which offers, in addition, a database of national Ukrainian programmes maintained as part of the BILAT-UKR*AINA activities.
The BILAT-UKR*AINA website is also accessible via the BILAT umbrella portal at www.bilat.eu which offers a database of national Ukrainian programmes.
Task 5.3 – Quality Assurance
Task leader: ZSI
The main objective of this task is to improve the quality of work and results of the project based on a quality assurance (QA) plan guiding the QA process.
ZSI together with the external reviewers (Brian Warrington and George Bonas) have drafted and finalised deliverable D5.2 laying down the basic procedures concerning the Quality Assurance Exercise (both internal and external). All deliverables need to follow the procedure as defined in the D5.2 – at the beginning of the work, concept notes are written in line with the format available in the Annex of D5.2. Based on the feedback to each concept note, the work can continue. All deliverables need to be aligned to the deliverable format.
In case of externally reviewed deliverables, external reviewers are responsible for the review of defined concept notes and deliverables; WP Leaders are responsible for the review of the internally reviewed concept notes and deliverables. The Coordinator can play a supporting role in this process. 12 deliverables are to be externally reviewed; the rest is subject to internal scrutiny. All deliverables to be externally reviewed need to be submitted one month before the official submission of the deliverable at the latest.
It is important to note that this 2-stage process seems to work well since it ensures sufficient quality of the deliverables. Internal review process enjoys in general a good deal of discussion on the project mailing list.
Deliverables:
• Project Website: www.bilat-ukraina.eu
• D5.4 Short report about the Website (including the statistic for the first 18 months)
• D5.26 Progress Report on dissemination activities - Preliminary version (collection of dissemination tables – month 18)
WP6: Project Management
• Under this WP project implemented a sound administrative and financial management with regular virtual meetings of the project management board, coordination of work packages and tasks by the respective leaders, implementation of most activities as planned, preparation of most deliverables as scheduled.
Main activities done under WP6 were:
• Establishment of an internal and external project communication (establishing mailing lists, Telephone conferences, virtual and “face to face” Project Management Board meetings, etc.).
• Internal and external communication activities.
• Financial and administrative management.
• Communication with External Review members and Advisory Board Members.
• Conducted and chaired regular online meetings with the project consortium, creation of minutes.
• Organised review process of deliverables according to project plan and quality assurance plan (D5.2).
• Provided feedback to all deliverables, outlines and final versions. Final editing and submission.
• Organised the consortium kick-off meeting in Vienna and organising relevant project meetings (such as review meetings, the preparatory meeting for the JSTCC meeting).
• Organised internal periodic reporting procedures (activity report and financial reporting), providing a tool for financial reporting and templates for activity reporting, feedback to activities and final reporting, transfer of pre-financings according to reporting.
• Regular contact with WP leaders on WP matters and task leaders.
• Regular contact with Project Officer, providing updates of project activities.
• Collecting financial as well as other information necessary for the project's periodic reports.
• Corresponded with all consortium partners as necessary.
• Ensured that all communication channels amongst partners were open.
• Disseminating all information relevant to ensure partners are kept updated on consortium news.
Potential Impact:
Background
Ukraine is an important partner for the European Union due to several reasons such as geographical proximity with common borders as well as cultural, social and economic closeness. Ukraine is also a part of the Eastern Partnership region of the European Neighbourhood. With this region, a development towards a "Common Knowledge and Innovation Space" is envisaged according to the EC communication “A New Response to a Changing Neighbourhood: a Review of European Neighbourhood Policy " (2011).
The Ukraine-EU science and technology cooperation is based on the Ukraine-EU Agreement on Science and Technology Cooperation signed on the 4th of July 2002. Under the terms of this agreement the Joint Committee on S&T Cooperation (JSTCC) was established. The agreement was renewed (2014) for a further five years and is currently in force.
Despite a very difficult political situation in Ukraine in 2014 (economic, social and military/security context of armed conflicts), reforms were still carried out in the fields of STI and higher education. Despite all these challenges, Ukraine continued its democratic transition process and its civil society has been developing quickly. In order to meet the abovementioned acute political challenges in mid-2014 the European Commission established the Support Group for Ukraine. The support group concentrates and coordinates the resources and expertise of the European Commission in order not just to monitor, but also to assist Ukraine in the implementation of the Association Agreement and, crucially, in undertaking the deep and systemic reforms that will be necessary if the country is to draw maximum benefit from a closer relationship with the European Union .
In 2014 the EU-Ukraine Association Agreement (AA) (negotiation started in 2004) was finally signed and replaced the EU-Ukraine Partnership and Cooperation Agreement as the legal basis and framework for EU-Ukraine relations. The AA provides for a shared commitment to a close and lasting relationship based on common values, in particular full respect for democratic principles, rule of law, good governance, human rights and fundamental freedoms. The agreement also takes an ambitious innovative approach by including a Deep and Comprehensive Free Trade Area (DCFTA) . Moreover, in 2014 the governance of the Ukrainian STI system also changed. This led to a discontinuation of the State Agency for Science, Innovation and Informatisation of Ukraine, which was responsible for the international cooperation in the field of RTDI and the Ministry of Education and Science of Ukraine (MESU) took over its tasks as well as responsibility for the Ukrainian Horizon 2020 NCP system (in 2015).
In 2014, Ukraine formally requested association to the Horizon 2020 programme. After successful negotiations (in November 2014), Ukraine became an associated country to Horizon 2020 on the 20th of March 2015 (The Ukrainian Parliament (Verkhovna Rada) had ratified the Agreement of Association to H 2020 on 15-th July.) This means that since its association, Ukraine is invited to the Horizon 2020 Programme Committees and can fully participate in all Horizon 2020 calls. The agreement opens a wide range of new opportunities for Ukrainian research institutions, universities and businesses along the whole research and innovation value chain, from fundamental research up to close-to-market activities. For instance, Ukraine will now be able to host European Research Council (ERC) grants, apply for financial support to innovative SMEs, benefit from support for scientific excellence and other research policies and participate in the governance structures of the programme.
Results and Impact
BILAT-UKR*AINA provided a well-balanced range of activities targeting different stakeholders including research organisations, STI policy-level institutions, funding bodies, National Contact Points (NCPs), research-oriented SMEs, industry and the media to enhance bilateral RTDI cooperation between the EU and Ukraine. The main products offered to these stakeholders include:
• policy briefs to the Joint EU-Ukraine S&T Cooperation Committee (JSTCC);
• exchange of best practices on unilateral and bilateral RTDI funding instruments both in Ukraine and EU MS/AC through multinational coordination fora, stakeholder exchanges and newsletters;
• comparative analysis of EU MS/AC policies and programmes towards Ukraine;
• report on possible synergies among the diffrent tools offered under the financial framework 2014-2020;
• presentation of participation possibilities for EU researchers in Ukrainian programmes in the BILAT.EU database;
• Horizon 2020 handbook for Ukrainian researchers;
• monitoring and analysis of joint RTDI collaboration from FP7 and Horizon 2020 projects, co-publications and university partnerships;
• peer review of Ukrainian NCP system, performance monitoring of Ukrainian participation in FP7 and Horizon 2020 as well as workshop for Ukrainian NCPs;
• organisation of “Horizon 2020 Launch Conference” in Kyiv at the beginning of 2014;
• two thoroughly selected pilot activities resulting in for example the establishment of one further technology platform and identification of mutual research topics in the fields of nanotechnology and biotechnology to further support the road-mapping process between EU and Ukraine ;
• concrete training arrangements and reinforcement of networks with the aim of increasing awareness of Horizon 2020 and the likelihood of successful project involvement for example a summer school on ’European RTDI Policies, Instruments and Participation Possibilities in Ukraine, travel grants for participation of Ukrainian researchers in brokerage events and preparatory project meetings in the EU, online H2020 webinars and in-house trainings;
• targeted dissemination activities.
The BILAT-UKR*AINA project (September 2012 – June 2015) has provided an operational tailor-made support to the implementation of the EU-Ukraine STI Cooperation Roadmap (2011-2013) as well as policy support in form of policy briefs and consultations based on analytical evidence to the “Joint Science and Technology Coordination Committee (JSTCC) between EU and Ukraine”. The project also facilitated and organised a pre-meeting of JSTCC in Vienna in 2013. Besides furthering STI cooperation, the JSTCC also identified the most important research areas for further EU-Ukrainian STI cooperation: nanotechnologies and new materials, biotechnologies, ICT and transport aeronautics. Based on analytical evidence, BILAT-UKR*AINA provided a list of promising EU – Ukrainian research topics in nanotechnologies and biotechnologies, to be further taken up by the EC as well as intergovernmental programmes of EU MS and Ukraine. BILAT-UKR*AINA also organised 2 stakeholders forums on R&I in Ukraine as well as supported the creation of the new Horizon 2020 National Contact Point (NCP) system in Ukraine , which, due to lack of financial means, is still not professionalised. However, as recommended during the 2nd BILAT-UKR*AINA stakeholder´s forum, the NCPs have now a contractual relation with MESU. Furthermore, under BILAT-UKR*AINA project also a Ukrainian National Technology Platform on Advanced Materials (UNTPAM) was established in 2015.
BILAT-UKR*AINA contributed towards the expected impacts listed in the work programme (WP INCO-2012, page 15) as described below:
“The BILAT projects will support the policy dialogue and contribute to the definition and implementation of joint strategic agendas for research, development and innovation.”
BILAT-UKR*AINA’s WP1 was specifically designed to support policy dialogue. The analytical work (mainly WP2) as well as other diverse project activities contributed to the definition of the roadmap of the JSTCC and the pilot activities for the joint action of WP3. The implementation of the joint EU-Ukraine STI roadmap was done through pilot activities that led to for example the establishment of the Ukrainian National Technology Platform for Advanced Materials – UNTPAM. The identification of mutual research topics in the fields of nanotechnology and biotechnology assisted in supporting the road-mapping process between EU and Ukraine further and contributing to its implementation.
An increased level of cooperation through the whole research to innovation chain was achieved through the development of new partnerships and the strengthening existing partnerships. The preparation of joint collaborative projects and programmes like bilateral programmes between NASU and MESU with EU ministries responsible for research and funding agencies (DLR, CNRS, PAN) also contributed to increased cooperation. Furthermore, improved coherence of framework conditions for innovation for example through analytical support to Ukraine’s association to Horizon 2020 as well as targeted Horizon 2020 promotion activities enhanced the level of cooperation even further.
The partnerships on political level established in the previous BILAT Ukraine project was further strengthened, through the involvement of key partners in the advisory board of the project and the activities in WP1. Partnerships on researcher level were supported in WP4 in particular, where researchers were specifically supported in preparing joint projects. WP5 dealt with further outreach and dissemination.
The main neighbouring countries of Ukraine were directly involved as beneficiaries in the project. The cooperation with Ukraine is high on their political agenda and the respective national authorities participated in the project’s advisory board. The advisory board, which was open to participation from other EU Member States and Associated Countries, was established in the first month of the project and could be further enlarged over the duration of the project. WP1, in particular Task 1.2 aimed at the coordination of activities among MS/AC. The project organised two BILAT- UKR*AINA stakeholder forums which provided a forum for discussion and produced tangible recommendations to enhance the further STI cooperation.
The bilateral relations on science, technology and innovation have been made sustainable through an uptake of the coordination mechanisms by the stakeholders involved.
A wide set of stakeholders involved in the BILAT-UKR*AINA project including project partners, members of the advisory board, different stakeholders on the Ukrainian side were involved in project activities. The coordination mechanisms of BILAT-UKR*AINA and the fact that the relationships were already fostered through previous cooperation increased the sustainability of the activities of the JSTCC and its roadmap as well as provided a solid background for supporting the association process to Horizon 2020 (2014-2015). WP1 in particular, but also WP3, WP4 and WP5 contributed to the coordination and opening up of instruments, projects, programmes, etc.
Furthermore, BILAT-UKR*AINA broadly supported information sharing on relevant programmes like FP7, Horizon 2020, national and bilateral programmes of Ukraine, MS and AC as well as on important networks to strengthen cooperation for example with EEN in Task 1.3 and with the NCPs in Task 4.3. WP4 focused to increase the number of joint projects in FP7 and Horizon 2020 through training activities, workshops, brokerage, a launch conference and support to NCPs.
Beside systemic activities, BILAT-UKR*AINA also carried out a set of activities to promote the participation in joint projects in EU funding programmes, especially in Horizon 2020. It should also be noted that despite the unstable political situation in Ukraine in 2013 and 2014, the ongoing BILAT-UKR*AINA project, coordinated by the Centre for Social Innovation, has successfully carried out all its planned activities.
List of Websites:
http://www.bilat-ukraina.eu/index.php
