NCPs as Competent Contact Points for SMEs (Sc5) NCPs CaRE, 2016 www.ncps-care.eu
Climate action, Environment, Resource Efficiency and Raw Materials Grant Agreement no.: 642025 Funded through: EU-Commission, H2020, Societal Challenge 5, "Climate action, environment, resource efficiency and raw materials Instrument: Coordination & Support Action Start date of Project: 01 February 2015 End date of Project: 31 January 2019 Duration: 48 months Deliverable no.: D.5.2 Delivery name: Results of the workshop NCPs as competent contact points for SMEs (SC5) Deliverable due in month/year: September 2016 Date of delivery: Organization: RVO, PtJ, CVTI SR, Euresearch Total no. of pages (excl. cover page): 18 List of Abbreviations: JTI Joint Technology Initiatives PPP Public-Private Partnerships ERC European Research Council 2
NCPs CaRE Contents 1. Introduction... 4 2. Organisation... 4 3. Implementation... 4 3.1 Introduction and setting the scene... 5 3.2 Practices with SMEs in SC5 Collaborative Projects Projects -Research and Innovation Actions (RIA s) and Innovation Actions (IA s)... 6 3.3 Practices with the SME instrument... 7 3.4 Which SMEs are our target group and how to reach and involve them?... 7 3.5 Mapping of issues and challenges and identification of support valuable for SME s... 8 4. Participation... 9 5. Conclusions... 10 6. Annexes... 11 3
Climate action, Environment, Resource Efficiency and Raw Materials 1. Introduction The objective of this report is to provide the results of the internal workshop: SC5 NCP SME workshop, which took place in Rome June 21 and 22, 2016 back to back with the Annual Consortium Meeting. The main goals of the workshop were: The main goals of the workshop were: To enhance the capacity among NCPs of Societal Challenge 5 on the support of SME s active in the area of Climate action, environment, resource efficiency and raw materials within Horizon 2020 projects. To develop a joint understanding on the tasks of NCPs with respect to SME support. To develop a joint understanding on how to improve the participation of SMEs within Horizon 2020 projects. To improve co-operation among NCPs. 2. Organisation As mentioned in the DoA Description of Action, the Task Leader together with the co-task Leader, CVTISR and the Task Supporters drafted and organised a project internal workshop: SC5 NCPs as competent contact points for SMEs-Workshop. It dealt with issues and challenges especially relevant to SMEs such as: SME-Instrument in SC5, IPR, finding partners, other SME-related EU-funds, further relevant contact points (e.g. EEN). The four partners took equal responsibility on organising the workshop. Responsibilities included: discussion between the Task Supporters, suggestion of a proposal for the agenda, proposition and contacting of possible experts and speakers, invitation and draft agenda, voting. The organisation of catering was provided by APRE. For the exchange of ideas and organization of the workshop, the partners communicated several times via video-conference using Skype. 3. Implementation The Workshop was divided into 5 main sessions and a final wrap-up session: 1. Introduction and setting the scene 2. Practices with SC5 Collaborative Projects -Research and Innovation Actions (RIA s) and Innovation Actions (IA s) 3. Practices with the SME instrument 4. Which SMEs are our target group and how to reach and involve them? 5. Mapping of issues and challenges and identification of support valuable for SMEs 6. Wrap-up session 4
NCPs CaRE 3.1. Introduction and setting the scene In the first session co-task leader formally opened the workshop. She briefly presented the workshop agenda and its session. After the overall overview of the workshop structure presentation, the chair of the workshop and co-task leader took over to introduce the objectives of the workshop: (1) Increased knowledge on instruments for SME s. (2) Better understanding of target group SME s. (3) Better understanding of what we can do for SME s. (4) Getting to know each other for future co-operation. After the presentation of the goals of the workshop and the explanation of the selected themes and topics, the facilitator started the session. The overview of the first session consisted of: (1) Interactive ice-breaker. (2) Information on instruments relevant for SME. (3) Interests, motives, issues and challenges for SMEs. (1) Interactive ice-breaker An ice-breaking activity was started to offer a comfortable atmosphere between the participating NCPs to have a change of mind after the intensive consortium meeting. Participants were asked to place marks on a flipchart. This could help them to visualise themselves in comparison with others regarding their NCP work seniority/experience, their experience with SMEs in Horizon 2020 and their overall experience with SMEs. The conclusion from this activity was the visualisation of the general experience level within the group. The group was relatively heterogeneous from zero experience to skilled individuals. (2) Information on instruments relevant for SME In the second part of the first session SME, the NCP from APRE provided (in a nutshell) information on various instruments which can be used in order to get grants for eco-innovative SMEs from Horizon 2020 and beyond. She briefly explained the funding opportunities within Horizon 2020 (SME Instrument, Fast Track to Innovation, Marie Sklodowska Curie Actions, ERC grants, Future and Emerging Technologies). Then she moved to COST with their funding scheme and possibilities for SMEs in EEN. Lastly, she covered the programme EUREKA and its initiative Eurostars. Participants shortly discussed differences between FTI (Fast Track to Innovation), SMEI and Eurostars. (3) Interests, motives, issues and challenges for SMEs Finally, the session moved towards its last but significant part dedicated to group discussion about interests and motives as well as issues and challenges rising for SMEs in H2020. The Motives and obstacles sparked the discussion among present NCPs, mainly regarding the differences of provided service depth to SMEs and other participants. This participation activity on identifying interests, motives, issues and challenges of eco-innovative SMEs served as beachhead for the next sessions. The facilitator marked throughout the whole debate relevant points on the flipchart, so the results of this activity could be used in the wrap-up session of the workshop for the conclusion next day. For the list of motives and challenges see part 1.5 Mapping of issues and challenges and identification of support valuable for SME s as following activity. 5
Climate action, Environment, Resource Efficiency and Raw Materials 3.2. Practices with SC5 Collaborative Projects -Research and Innovation Actions (RIA s) and Innovation Actions (IA s) After the introductory session, the facilitator took over for the rest of the afternoon presenting and moderating the session on SMEs in SC5 collaborative projects. A very few slides were presented including on the participation and success rate of SC5 SMEs compared to average SME participation and success in all Horizon 2020 Societal Challenges. Participants then swiftly moved on to work in groups on three specific issues identified in advance (see DoA) of being of particular importance to many SMEs: (1) Joining competitive consortia. (2) Intellectual Property Rights (IPR). (3) Budget and reporting (finances). The outcome of these group discussions were presented by the moderators of each group (members of the workshop organising team) at the end of the session and are summarised below. Special emphasis was paid to how SC5 NCPs could concretely support SMEs with these issues. (1) Joining competitive consortia The standard suggestions from NCPs, not specifically to SMEs, but to any client interested in joining a consortium, were mentioned: use of the NCPs CaRE partner search tool, participation in brokerage events, register as expert, contact researchers involved in previous EU projects etc. Suggestion targeted specifically at SMEs involved using EEN services, get support by SME NCPs, get active in JTIs and PPPs. It was also mentioned that it is important for SMEs to be aware of Horizon 2020 opportunities and to promote themselves actively as reliable partner ( positive examples ). Tapping into existing networks (including friends of friends networks) was mentioned prominently as a promising way also for SMEs to get involved in SC5 projects, a strategy that was pointed out as particularly effective by the testimony of the SME that followed the group work. NCPs should take this into account and communicate to SMEs, suggesting if needed, ways to increase their European network by using support tools such as partner search tools and not raise overambitious expectations. (2) Intellectual Property Rights (IPR) The group discussing IPR agreed that if and to what extent IPR is considered a potential reason not to participate at all in collaborative projects or to at least be considered as a hurdle differed greatly amongst SMEs and the concrete proposal/project context. It was agreed e.g. IPR often became particularly relevant issues for SMEs joining consortia that included large industry. Also, the type of IPR SMEs bring into a project as background and which they plan to generate within the project as well as their strategies for protection of intellectual property differs hugely between SMEs and RTD contexts. NCPs can after all support SMEs with IPR issues in making them aware of the importance of including background in the annex of the Consortium Agreement and to refer to the European IPR Helpdesk and IPR experts in their organisations (e.g. legal/financial NCP). (3) Budget and reporting (finances) This group discussed that SMEs often needed help in budgeting and information in particular on budgeting equipment and in-kind contributions. SMEs participating for the first time in an EU project often needed to invest in verifying whether their accounting system was compatible with EC accounting and reporting requirements. Clearly, the task of NCPs was to point this out to their clients and possibly provide a list of consultants in their country on demand and without actual endorsement of such companies. The session and first workshop day concluded with an experience report by the SME coordinator and an SME project partner running an Innovation Action funded from one of the first Horizon 2020 SC5 calls. The coordinator was further available for discussions on his experiences as SME with EU funding as joined the project partners for dinner. 6
NCPs CaRE 3.3. Practices with the SME instrument The second day of the workshop started with a presentation on the SME Instrument. After a short introductory presentation, the main activity of the session focused on three video pitches from SME Instrument evaluators and a video of a successfully funded SME. After all the participating NCPs watched the videos, they were asked to write down the key messages from the videos on supporting SME s for a successful application and funding and explain why did they chose that key message. The main key messages chosen by the participants were: (1) Keep focus on business: the most important successful factor for and SME to be funded under the SME instrument the business orientation. Clear and detailled business focus. (2) Describe the Market: companies need a good description of the market (3) Get feedback: contact NCP points or others experienced in projects of H2020, so that companies can get a feedback of the proposal they are writing. (4) Elevator pitch: companies have to be clear and concise, they have to think that the evaluators have very short time to read the proposal and understand what they want to achieve. A helpful card was handed out to all participants which contained useful advices & common mistakes to avoid (see annex 1, point 4). 3.4. Which SMEs are our target group and how to reach and involve them? An introduction was given on types of innovation. By the use of examples, technological innovation, non-technological innovation (organizational/market), social and financial innovation were elaborated on. The aim was to inspire the participants for the assignment given: the participants were divided in small groups and were asked to answer the following two questions: What kinds of SME s are currently involved in SC5? - What kind of SME s are we looking for? A list of examples with characteristics of SMEs was given in order to support the participants and keeping them on track. Characteristics on the list were for example: type of product/service, size of company, expertise/background of employees (technical versus commercial), network (local versus international, public versus private), type of customers (public versus private, small, big) etc. The answers on the first question: what kind of SME s are currently involved in SC5? can be compiled in the following way: (1) SME s working in specific technical fields, like water, environment, waste, earth observation etc. (2) SME s working on ICT, data management and related supporting services (3) SME s specialised in communication (especially the ones experienced with Horizon 2020) (4) Consultants, who are involved in proposal writing, project management and/or have a specific field of expertise which adds value to the project 7
Climate action, Environment, Resource Efficiency and Raw Materials The second question What kind of SME' s are we looking for? gave the following results: (1) SME's with a mission (2) SME s with a specific R&D purpose in a technical field (3) SME s who can work multidisciplinary At the end of the session a plenary question was asked: How can we find and involve new SME's? The answers given can be compiled as follows: (1) Visit relevant conferences and approach SMEs (2) Organise presentations at conferences (3) Co-operate with sector organisations and chambers of commerce (4) List price winners and actively approach them (5) Use network of NCPs SC5 (6) Co-operate with SME NCPs (7) List and select SMEs who participated in previous subsidized projects (Horizon 2020 projects) (8) Own network; network of relations (friends of friends) (9) Link SME's to knowledge/research institutes who are already involved in Horizon 2020 3.5. Mapping of issues and challenges and identification of support valuable for SMEs In the final session, the facilitators wrapped up the main discussed issues during the workshop and asked participants to have some last thoughts and share on the following topics: Motives/interests of SME's for participation in Horizon 2020 Funding. Innovation. Getting access to new customers. Networking. Sharing knowledge. Marketing. Advantages of participation in Horizon 2020 SME s get a well elaborated plan. Once experience, it is easier to convince the management to participate another time. Issues/ challenges SMEs. Getting access to existing consortia. Start-ups are having problems finding appropriate partners. International project management. Working with scientists (understanding them). Seal of Excellence; SME's are disappointed that they did are not awarded a grant, however can use the Seal of Excellence as a marketing tool. It helps in involving investors and potential customers that they are approved by the European Commission. 8
NCPs CaRE Co-financing; finding appropriate funding opportunities; differences between local, regional, EU funding; experience needed to get access. Preparation time proposals. NCP support; what is available and/or could be optimized? Development of specialized support for start-ups. Various tools available like: 1. A new guide on European Funding for Innovative SMEs (www.horizon2020.lu). 2. NCP Care tools: a. Be realistic towards SME's about their opportunities (low success rates, long preparation time). b. How to build trust among SMEs? SME's rather pay for services; they seem to have more trust in consultants. 4. Participation The workshop was held as internal, open only to the beneficiaries of project NCPs CaRE (see DoA). There are 23 beneficiaries, with 20 of them participating (excluding facilitators), which represents 87 % coverage within the consortium. 9
Climate action, Environment, Resource Efficiency and Raw Materials 5. Conclusions During the WS various issues came up to discuss between the participating NCPs. The aim of the Workshop was to increase the knowledge about SMEs in SC5. The goals of the workshop were successfully achieved. The main common conclusion is that SME s are not really aware of the service NCPs are offering in Europe. The objective of the NCPs CaRE project is also to increase visibility of services of NCPs for SMEs in Societal Challenge 5 as well as in SME opportunities and other possibilities. This is achieved via targeted guides, matching tools, webinars and trainings. NCPs in each country need to actively promote these possibilities to their clients. Overall, the workshop has served as a platform to share, compare and learn best practices from participants. These issues were pointed out by the participants as one of the added value of the workshop. Other related issues mentioned during the workshop were: 1. Companies often prefer to contract or subcontract consultancies experienced in writing and guiding on applications for H2020 instead of contacting the NCP service. 2. Various countries have funding available for writing proposals. The organisation of NCP SME support varies among the member states. Some countries have specialised NCP SME s dedicated fully to support SME s. Sometimes the task is combined with SC5 NCP work. Some NCP SME s involve specialised NCP in their work were appropriate Potential follow-up The importance of enhancing the co-operation with the SME NCP colleagues was also a common point of agreement between the participants. 10
NCPs CaRE 6. Annexes Annex 1: The results regarding the participation of the NCPs, as described before have been documented in the following pictures. The Workshop fulfilled its objectives. 1. Interactive Ice-Breaker 2.Introduction to mapping of interests, motives, issues and challenges of SME s: 11
Climate action, Environment, Resource Efficiency and Raw Materials 3.World Café on specific issues SMEs participating in SC5 RIAs/IAs may face: a. Joining competitive consortia b. Intellectual Property Rights (IPR) 12
NCPs CaRE c. Budget and reporting (finances) 13
Climate action, Environment, Resource Efficiency and Raw Materials 4. Short card as handout on useful advices & most common mistakes to avoid 14
NCPs CaRE 5. Best Practices and experiences sharing in SC5 SME Instrument 15
Climate action, Environment, Resource Efficiency and Raw Materials 6. Which SMEs are our target group and how to reach and involve them? a. What kinds of SMEs are involved in SC5? What kind of SMEs are we looking for? b. How to find and involve SMEs? 16
NCPs CaRE Annex 2: Agenda of the Workshop How to Support Small and Medium Sized Enterprises (SMEs)? A workshop for Societal Challenge 5 National Contact Points Rome, 21, 22 June 2016 Location: APRE offices, Via Cavour 71 Rome AGENDA Timing 14:00 14:50 14:50 15:10 15:10 16:30 16:30 17:00 Programme 21 st June Introduction and setting the scene (facilitated by CVTI SR) Objectives of the workshop Ice-breaker, getting to know each other Overview of financing possibilities for SME s, Horizon 2020 and other instruments, presentation by SME NCP Introduction to mapping of interests, motives, issues and challenges of SMEs Coffee break Practices with SC5 Collaborative Projects -Research and Innovation Actions (RIA s) and Innovation Actions (IA s) (facilitated by EURESEARCH) World Café on specific issues SMEs participating in SC5 RIAs/IAs may face Experience of SME coordinating SC5 IA Wrap up Timing 9:00 9:30 9:30 10:50 10:50 11:00 11:00 12:10 12.10 12.30 12:30 Wrap up Programme 22 nd June Getting started with coffee Practices with the SME instrument (facilitated by Juelich) Presentation about SME instrument Video pitches advices from evaluators of the SME instrument Best practices and experience sharing in SC5 SMEI and how to apply Break Which SMEs are our target group and how to reach and involve them? (facilitated by EZ/RVO) Introduction on role of SMEs and type of innovation What kind of SMEs are involved in SC5? What kind of SME s are we looking for? How to find and involve SMEs? Mapping of issues and challenges and identification of support valuable for SME s (facilitated by Juelich & EZ/RVO) Mapping of interests, needs, issues and challenges of SMEs, compilation of findings during workshop How to support SMEs? Which support is needed for addressing the issues and challenges SMEs are facing? Which tools are available? 17
Climate action, Environment, Resource Efficiency and Raw Materials NCPs CaRE, 2016 www.ncps-care.eu 18