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MutualLearningExercise(MLE)onAlignmentandInteroperabilityofResearchProgrammes

(Sequence1:NationalCoordination)

ChallengePaperNo4CommunicationFlows&VisibilityofJPP/P2P

6February2017

Contents:

1 Introduction......................................................................................................................2

2 CommunicationflowsandvisibilityinthecontextoftheMLE.........................................22.1 BasicunderstandingandrelationtootherworkstreamsoftheMLE............................................22.2 Onthecontentofcommunication................................................................................................42.3 Onsendersofcommunication......................................................................................................42.4 Onrecipientsofcommunication...................................................................................................52.5 Ontheobjectivesofcommunication............................................................................................62.6 Relatingobjectivesofcommunicationandtargetgroups.............................................................6

3 OverviewoftheAlignmentFactors...................................................................................73.1 CommunicationwithintheP2P-community.................................................................................73.2 Impactonsectoralpolicy..............................................................................................................93.3 Attractionofresearchers............................................................................................................113.4 Outreachtoend-usersandotherstakeholders...........................................................................123.5 Buildingpoliticalsupport............................................................................................................13

4 Preparationofthe5thworkshop....................................................................................15

5 APPENDIX:.......................................................................................................................165.1 DraftSelf-AssessmentFrameworktoassessJPP/JPIFactors.......................................................165.2 Annotatedagenda......................................................................................................................175.3 LogisticalinformationabouttheworkshopinOslo.....................................................................19

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ThisChallengePaperNo.4onCommunicationFlows&VisibilityhasbeendevelopedtohelptheparticipantsoftheMutualLearningExerciseonAlignmentandInteroperabilityofResearchProgrammes(MLE)topreparefortheCountryVisittoNorwayon16and17February2017.Itbuildsonseveralsources:

• areviewofbackgroundinformation,inparticularthereportoftheGPCIG2,

• telephoneinterviews,whichwereconductedwithrepresentativesof10countriesparticipatingintheMLEinmid-2016,

• fourworkshopsheldintheMLEfromJulytoDecember2016,

• threeChallengePapersandrelatedreportsthathavebeenproducedinthisMLE:ReportNo.1onNationalCoordination;ReportNo.2onNationalPreconditions;ReportNo.3onNationalGovernance.

TheChallengePaperwilluse thesamemethodologyas theother reportsofdiscussingfive Communication Alignment Factors, which participating countries will be asked toassesspriortotheworkshopinNorway.BasedonthediscussionduringtheworkshopaReportonCommunicationFlows&Visibilitywillbeproduced.

ThefiveCommunicationAlignmentFactorsare

• CommunicationwithintheP2P-community

• Impactothersectoralpolicydomains

• Attractionofresearchers

• Involvementofend-usersandotherstakeholders

• Buildingpoliticalsupport

Inthenextsectiontheconceptsofcommunicationflowsandvisibilitywillbediscussedand put into the context of the MLE, before each of five Communication AlignmentFactors ispresentedingreaterdetail insection3.Section4providessomeinformationabout the workshop in Oslo. Together with questions flagged in red throughout thedocumentthisinformationismeanttopreparealivelydiscussion.

2.1 BasicunderstandingandrelationtootherworkstreamsoftheMLE

Regarding the topic of communication flows and interoperability the report ofImplementationGroup2statedthat“individualMSareencouragedtostepuptheirJPIgovernance, communication channels and strategies in order to achieve betterconditions for national and transnational collaboration and more efficient use ofEurope’scommonresources.”The issuesofsharing informationamongstthemembersof the P2P-community and having clearly established communication channels wasechoedby the contributionsofMS to the scopeof theMLE, aswell as the telephone

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interviewsconductedwithMSrepresentativesin2016.InthelattertwosomecountriesalsohighlightedtheneedtodiscusissuesofvisibilityofJPP/JPI.

Communication in a broad sense can be understood as the process of conveyinginformation,meaning,knowledgeorexperiencefromasendertoarecipient,usuallyinservice of a particular objective. Different forms of communication can be furtherdistinguished according to the intensity of the involvement of the recipient ofinformation:1

• Informationaimstogettheattentionfor,raisetheawarenessofor/andincreasethe knowledge about JPP/JPI and/or research results. It constitutes a one-waycommunication from a sender without any specific mechanism to handlefeedback or any other input from the recipients of communication. Examplesincludeconferencesorotherdisseminationevents,butalsopublichearings.

• Communication in the narrow sense or consultation aims to inform researchpolicydecisionmakersaboutopinionsoftherecipientsofthecommunication.Itis a two-way communication, in which decision-makers initiate informationgatheringfromrecipientsandseektheiradviceoropiniononaplan,aninitiativeor ways of utilisation of research results. The outcome may impact thedeliberation and planning processes and the decision making. Examples arestakeholder consultations, citizens’ panels, planning for real, focus groups andscienceshops.

• Participation aims to have recipients of the communication to partly or fullyshare in the decision-making-power on reseach policy issues. It assumesinformation and consultation a two-way communication. Examples include co-governanceanddirectdemocracymechanisms suchasparticipatorybudgeting,agendasettingprocesesorreferendumsputtingaframeworkforresearch.

This notion of communication has a number of implications regarding the content,sender, recipient and objectives of communication,whichwill be discussed in greaterdetailbelow.

• Visibilityisrelatedtothequalityofatopictobeclearlydiscernableinthebulkoftoday’sinformation.ThediscussionattheKick-offmeetingshowedthatvisibilityisconcernedwiththeinformationabouttheresultsofJPP/JPI,theirdiffusionandbranding, as well as with outreach and communication to stakeholders.Communicationcanberegardedasameanstoensurevisibility.

There is surely some overlap with the other working streams of the MLE, NationalGovernance Structures and on National Precondition. The overlap is not so much aconceptual issue but rather a reflection of the systemic nature of research andinnovation policymaking.While it is intended to keep the intersectionwith the other

1The following distinction is based on Mejlgaard and Raven, Monitoring the Evolution and Benefits ofResponsibleResearchandInnovation(MoRRI).Sub-task2.5,analyticalreport,Deliverable2.1accessedonlineat http://www.technopolis-group.com/wp-content/uploads/2016/12/2171-D2_1-Public_engagement.pdf on27/01/17.

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reportstoaminimumsomerepetitionwillbeunavoidable.Theemphasisherewillbeonthoseaspectsthatareconcernedwithensuringsmoothcommunicationflowsamongallpartiesconcernedand,inparticular,toraisetheawarenessoftheJPP/JPI.

2.2 Onthecontentofcommunication

InthecontextoftheMLEthe information,knowledgeorexperiencewillbeconcernedwithjointprogrammingpolicymaking,i.e.itiscommunicationabouttheresearchpolicyandabouttheresearch,asopposedtocommunicationrequiredtoconducttheresearch.

In other words, the discussion will in the following not be concerned with thecommunication flows and visibility activities of specific JPIs about their particularresearch topics but with contents that concern all JPIs and the JPP in general. Thesecontentsconcernforexample

• ThebroaderjustificationfortakingpartintheJPPincludinganillustrationoftherationale(societalchallenge-ledresearch),ofthewiderobjectivesofparticipatinginJPP,aswellasof

• PrioritiesofJPP/JPIresearchand

• theimpactandexpectedbenefitsofparticipation.

• CommunicationflowsamongallactorsoftheJPP/JPIcommunitysothattheycandotheirresearchworkandaddressanyissuesandchallengesthatcutacrosstheimplementationofdifferentJPIsorwheredifferentJPIsinteract(ifthereareany).

Ø InpreparationoftheworkshopinOslopleasethinkaboutthetypeofcontentthatisandshouldpreferablybecommunicatedatnationallevel,i.e.thatshouldneitherbe

communicatedatthelevelofindividualJPIsnoratEU-level.

2.3 Onsendersofcommunication

Thesenderofcommunicationwillusuallybetheministry/agencyinchargeofthepolicymaking/coordinationofJPP/JPIactivityofacountry.Moreparticularly,itwillbeaunitoranindividualperson.

Again,itisnotthecommunicationbyJPIsthatwewillfocusonduringthediscussion,butrathertheeffortscuttingacrossandbringingtogetheralloraanumberofJPIs.JPIsareincreasinglydevelopingtheirowncommunicationefforts.Theyexplainonwebsitesthebackgroundfortheirresearchandshowcaseresearchresults.Moreover,theyreachoutto potential users (“end-users”) of their research results, be they in policy-making oftheirdomain, in industryorpublicservices. JPIUrbanEurope,presentedat theViennaWorkshop(16October2016),andJPIAntimicrobialResistancemightserveasacaseinpoint.

To the extent that JPIs flex their communication muscle it might be of interest forMinistry/AgencyoverseeingtheJPP/JPItocollaboratewiththoseresearcherorofficersintheJPIsresponsibleforcommunication.

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2.4 Onrecipientsofcommunication

ThediscussionduringattheworkshopsinBrussels(3October2016),Vienna(16October2016)andLjubljana(15December)pointedtoavarietyofrecipientsofcommunication:

• P2P-policy community: Theseareactors involved in the implementationof theJPPandJPIsandofothertransnationalresearchprogrammes, inparticularERA-NETs or Article 185 activities and of Horizon 2020. They may come from theworking level of the research ministry/agency itself, of other ministries andagencies, as well as research performing organisations (in the latter case theemphasis here is on communication relating to purposes of administration,coordinationascomparedtoresearchitself).

• Research community: These are researchers of research performingorganisations(RPO)orofprivatecompaniesinasmuchasthelattertakepartintheresearchworkofJPIs.

• Research/Innovationministry:Importantreceipientsinthiscontextareactorsatthepolitical levelof the researchministrywhomight insomecasesneedtobemadeawareofofJPP/JPIs(theirrelevanceforthenationalresearchstrategies,oftheneedtofinancethem,thebenefitstheyhaveetc.).

• Other ministries/agencies: They may be involved in implementation of theJPP/JPIsand/ormaybeimplementingpolicies,whichcouldbenefitfromapplyingresearch results. The communication needs to be directed at working level asmuchasatthepoliticalleveloftherelevantministries.

• End-usersandotherstakeholders:Thisgroupincludesavarietyofactorssuchasprivate companies applying research results in their effort to innovate and tobring new products and services to themarket; end-users (public and private)such as hospitals, water and other utility companies or law enforcementagencies;orregionalcouncilsandagenciesthatpromoteregionalgrowth.

• Political and societal actors such as high-ranking political figures inministries,members of parliament, the media, non-governmental organisations with aninterestinresearchpolicyorpublicfigureswithacloudinresearchpolicy,aswellasthepublicatlarge.

• European actors are first and foremost the European Commission (DirectorateGeneralforResearchandInnovation)andtheCouncilbutalsootheractors,suchas the European Parliament, interest organisations, associations. Smoothcommunicationwiththemcanopenadditionalpossibilitiesforshapingthewiderresearchagenda.

Communicatingwith each of these actorsmight serve one ormore specific purposes,suchasraisingawareness(amongresearcher)aboutorgainingsupportforthefinancingofJPP/JPIactivities.

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2.5 Ontheobjectivesofcommunication

CommunicationaboutJPP/JPIcanhaveavarietyofobjectives.IntheMLEitwasagreedtofocusonhowtoeffectivelycommunicateimpactandbenefitsofJPP/JPIparticipationandhowtoshowresults,disseminatethemandincreasethevisibilityofJPP/JPI. Inthediscussion at the Brussels workshop a variety of objectives of communication weredelineated:

• To ensure seamless decision-making on all matters concerning the JPP/JPI inorder to allow for the smoothworking of process and of JPIs,which is in turncompatiblewithsimilarprocessesanddecisionsinotherMSandatEUlevel.

• To coordinate research activities and to align research priorities: Idelally,JPI/SRIAs would be developed in line and in parallel with national researchprogrammes/activities, as discussion also reflected in that of GovernanceAlignmentFactors1.

• TogenerateinterestamongresearcherstotakepartinP2P-researchactivities.

• To shape societal policies based on the JPP/JPIs results, which are usuallyformulatedandimplementedbyministriesotherthanresearch.

• To impactbusiness as toensureapplicationof JPP/JPI research results,be it informofindustrialproductsorservicesorpublicservicesandinfrastructures.

• TobuildpoliticalsupportforJPP/JPIsamongpoliticiansandthepublicatlarge.

Objectivesandrecipientsofcommunicationarecloselyrelated.Acloseranalysisofthetwowill leadtothedevelopmentoffiveAlignmentFactors,whichwillthenbeusedtostructuretheanalysisofMemberStates.

2.6 Relatingobjectivesofcommunicationandtargetgroups

Communication is often directed towards various target groups, depending on theobjectives of communication. The table below shows the main (not all) relationshipsbetweenthetwocategories.

Forexample,fortakinggeneraldecisionsaboutJPP/JPIsuchparticipationorthenationalstructureswillrequirecommunicationwiththeP2P-communityandthe(politicallevelofofthe)researchministry;otherministriesshouldbe–andinsomecountriesactuallyare–involvedinthesedecisionsconcerningtheirportfolio.Inaddition,end-usersandotherstakeholders and EU actors, notably the European Commission, need to becommunicatedwith,forexample,ifnewJPIsaretobesetup.ThiswouldalsorequiretoaddressactorsinotherMS.Table1:Relatingobjectivesandrecipientsofcommunication

Recipient

Goal

P2Pcommunity

Researchcommunity

Researchministry

Otherministries

End-users&otherstakehoolders

Politicalactors

EUactors

Takedecisions X X X x

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Coordinateresearch X X X Generateinterest X Shapesocietalpolicies

X Ensureimpact X X Builtsupport X X X X

Afewclarificationsareinorder:

• Theexampleaboveshowsthatmostobjectiveshaveseveraltargetgroups,whichinturndifferintheirsignificance(markedbythedifferenceinsizeofthe“X”).

• There is a certain overlap between the groups, i.e. in some countries “otherministries”areinvolvedinthegovernanceofJPIs,consequently,theywouldalsobepartof“P2P-community”.

• Finally, the discussion shows that there is also overlap with other AlignmentFactors,inparticularwiththosediscussedinthereportonNationalGovernanceStructures,afactthatwillbefurtherdiscussedbelow.

Based on this analysis and the discussion at previous workshops five CommunicationAlignmentFactorswillbepresentedinthenextstep.

Inthefollowingeachfactorwillbebrieflydescribedandthencharacterizedbyreferringtotheobjectives,targetgroupsandtopracticalexamplestakenfromselectedcountries.

3.1 CommunicationwithintheP2P-community

This Algignment Factor reflects to what extent the P2P-community of a country iseffectively communicating. The report of the JPP Expert Group Report 2 and theembeddedStatementof the10 JPIChairs3showsthat theywouldwelcomeasituationwhere all participating countries would have an effective two-way communicationstructurewithallnationalactorsinvolvedinJPP/JPIandtowardsEU-institutionssuchasthe European Commission and Parliament. During the discussion at the workshop inBrussels (3October2016)participantsdecided that itwasuseful to include theentireP2P-communityinthediscussionaboutcommunicationi.e.alsotheunitsresponsibleforERA-NETs,Article185andHorizon2020research.4

2EvaluationofJointProgrammingtoAddressGrandSocietalChallenges,FinalReportoftheExpertGroup,2016.3Statementofthe10ChairsofJointProgrammingInitiativesfortheLUNDConference20154ThisAlignmentFactoriscloselyrelatedtoGovernanceAlignmentFactor1(effectivestrategicdecision-makingstructures for JPPs) and partly to Governance Alignment Factor 4 (coordination between Ministries and

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• CommunicationwithintheJPP/JPI-communitycanfocusonthreegoals5:

• Toensureseamlessdecision-makingonallmattersconcerningtheJPP/JPI,i.e.toallowfortheflawlessandsmoothworkingoftheJPIs,whichisinturncompatiblewithsimilarprocessesanddecisionsinotherMSandatEUlevel.Thiscallsfortheestablishment of dedicated “communication channels” and the definition of“communicationstrategies”and“flows”.

• To coordinate research activities and to align research priorities, in particularthosefundedthroughHorizon2020,ERA-NETs,Article185orbyotherministriesand–insomecountries–byuniversities. Ideally,JPI/SRIAswouldbedevelopedinlineandinparallelwithnationalresearchprogrammes/activities.

• ToenablenationalpartiesoftheJPIstocommunicatetheircommoninterests.

ThetargetgroupsofthiskindofcommunicationincludestheGPC,representativesofallJPIs,insomecountriesrepresentativesfromotherministriesandagencies(inasmuchastheyareinvolvedintheworkofJPIs),aswellasofficers/unitsoverseeingpolicymakingforresearchfundedbyERA-NETs,Article185andHorizon2020.

Practicalexperience:Communicationchannelsandflowsmainlydependonthenationalgovernancemodel.AseachcountryhasadifferentstructureofministriesandagencieswithresponsibilitiesandfundingopportunitiesintheJPP,theirwaysofcommunicationdifferconsiderably.

• InFrancecommunicationwithintheP2P-communityrestsmainlyontheso-calledMirrorGroups.TheybringtogethertheFrenchrepresentativesinaJPIGoverningBoard (usuallyoneperson fromtheResearchCouncilANRand fromoneof thefive so-called national research Alliances (thematic clusters of research centresanduniversities) respectively, representatives theMinistry forHigherEducationandResearch (MESR), including those responsible forHorizon2020, fromothersectoralMinistries(Health,Environment,Agriculture,Culture),specificRPOsandin some cases, other funders or private sector representatives. They typicallymeet twice a year and bring together experts from the working level of eachorganisation (compared to the political level).While the alignment of researchpriorities is subject of the work of some Mirror Groups, it is not for others.Learningandinterestrepresentationarenotatopiceither.

• In Germany communication is mainly based on a mailing list of 80 peopleinvolved in JPI management and on regular meetings of all members of JPImanagement boardsmeet. The latter take place three times a year and bringtogether about 15 participants. Issues of alignment, learning and interestrepresentationareusuallynotaddressedinthisforum.

Agencies). See MLE Report No. 3 on National Governance Structures. Admittedly there is some overlapbetween the two Alignment Factors.While the governance discussion focused on structures, the emphasisherewillbeoncommunicationi.e.whatinformationisexchanged,istheexchangemoreaone-wayorratheratwo-waycommunication.5ReportofImplementationGroup2.

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• InSweden the national GPCDelegate regularlymeetswith JPI-representatives.After each GPC meeting national JPI representatives (located in the ResearchCouncil) and representatives of other ministries meet and discuss the mostrecentdevelopments(thissettingdoesnotincludeotherP2Pactivities).

• InPortugal all officersof the research council responsible for JPIsmeetonceamonth. Issues of alignment are addressed through other forums within theMinistryofResearch.

Ø Inpreparationoftheworkshoppleasereflecthowiscommunicationorganisedinyourcountry.

Ø Howeffectiveisinterestrepresentationorganised?

Ø Inwhatwayscanbothbeimproved?

3.2 Impactonsectoralpolicy

• This Alignment Factor shows the extent to which the formation andimplementationofsocio-economicpolicies(policiesotherthanresearch)islinkedto the JPP. In most countries it seems to be detached from policies, which isaimedathelpingtoaddressgrandsocietalchallenges.6

• The main actors to communicate with are ministries addressing societalchallenges,specificallyagriculture,health,transportationandenergy,dependingontheportfolioofthedifferentministriesineachcountry.

• CommunicationinthiscontextaimsmainlyatmakingsurethattheresultsoftheJPP-funded research find their way into policy making addressing societalchallenges,whichisusuallyformulatedandimplementedbydifferentministries.Howcanimpactbeachieved?

• Usually,thiskindofcommunicationstartsandendsat“theendofthepipe”withaninformationofotherministriesabouttheresultsandoutputthatJPIsbroughtaboutaftertheresearchworkhasmostlybeenfinalised.Thechallengewithsuchanapproachis,whyshouldotherministriesbotheraboutaJPIthattheyhavenotbeenconsultedonoraskedtoshapeinamannerrelevanttothem.

• Ifcommunicationtoimpactsectoralpolicydomainsstarted“upfront”,throughaconsultation and deliberation or even a joint decision-making by all relevantministries in the priority setting and planning phase of research policy, thenchancesarehigherthattheresearchresultswillfindtheirwayintopolicymaking.SectoralministrieswouldprovideinputtotheJPP.Iftheyalsocontributedtothefunding of JPIs and participated in the governance, their “intrinsic” interest inapplyingresearchresultsislikelytobeevenhigher.

6ThediscussionispartlyreflectedinthatofGovernanceAlignmentFactor2(coordinationbetweenMinistriesacrosspolicydomains).

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• Finally, impacting sectoral policy domains also means to “go beyond” thedisseminationofresearchresults,ensuringmutuallearningandexchangeofbestpracticesamongallJPIsandallrelevantministries.

• ThereportofImplementationGroup2suggeststhateverycountryestablishesaninter-ministerial advisory group with “joint responsibility to process sharedexperiences[andbestpractices]andformulateacommonnationalpolicyfortheJPIs”. Suchan inter-ministerial advisorygroupwouldbe in linewith the “cross-sectorial” nature of most JPIs. The report called upon national GPCrepresentativestoinitiateandcoordinatesuchaplatform.

Practical experience: They way, communication is geared toward other ministries toimpact policy making in their domains is to an extent dependent on the nationalgovernancemodel (see thediscussionofGovernanceAlignmentFactor2,coordinationbetween Ministries across policy domains, where basically a centralised and adecentralisedmodelarediscussed).

Indecentralisedmodels–whereseveralsectoralministries(andagencies)are involvedin the JPP/JPI decision-making processes and funding, e.g. Austria or Sweden –communication with sectoral ministries will start in the early stages of planing anddecision-makingabouttheJPPandthespecificJPIs.TheministryfundingtheJPIisoftenrepresentingthecountryintheGoverningBoardand,thereby,timelyinformationaboutgoals,progressandoutputisnotanissue.Moreover,theyareabletoshapethespecificsoftheresearchworktoacertainextent.Finally,theministrywhosefundsareusedhasanincentivetomakesuretheresearchisrelevantandwillbeusedforpolicymaking.

• AustriaandSwedenhaveP2Pinterministerialgroupsatworking levelwhereallrelevant ministries exchange information on JPP (and H2020) developments.ExperiencefromSweden(andNorway)willbepresentedattheworkshopinOslo.Itcanserveasthebasisforlearningforothercountries.

• Inthecentralisedmodels–whereoneministry(oragency)isclearlyinchargeoftakingalldecisionsand funding,e.g.France,Portugal,RomaniaandSloveniaorTurkey–thesettingisdifferent.

• While there is in some cases (notably the FrenchMirror Groups) an early andcontinuous involvement of sectoral ministries, they are mainly informed (ascomparedtoconsultationandjointdecision-making).Whiletheirparticipationatworkinglevelisrathereffective,itremainsachallengetoreachtheattentionofthepolitical levelofsectoralminiistriesandmakesuretheresearchresults findtheirway into policymaking.Given the fact that sectoralministries do neitherhave a say nor a financial commitment in the JPIs the question arises, whatresultsmightbeinterestingforthem.7

7Onesolutionseemstobe, tohavetheJPIs individuallyapproachsectoralministries inanattempttoshapepoliciesaddresssingsocietalchallenges.

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• In Estonia each ministry has a scientific counsellor. Together with scientificambassadors (well known researchers) they help the research ministry topromoteJPIandtheirERACo-Fundapproachtoinvolvesectoralministries.

• PortugalhasanInterministerialBoard,whichcouldserveasahigh-levelplatformtodiscuss societal challengesand its researchand innovationpolicychallenges.However,thestructureonlyexistsformallyandhasnotbeenactive.

Itseemsthatcommunicationtoshapesectoralpolicieshasbeenfocusedonthefirsttwogoals mentioned above – information about research results and consultation to getinput for JPIs–and lessonthethirdgoalof learningandexchangebestpractices.ThelatterwasexplicitlyproposedbyImplementationGroup2,yetappearsnottohavebeenaddressedbyanyoftheMemberStates.

Ø Inpreparationoftheworkshoppleasereflectuponyourpersonalexperiencesinthecommunicationwithsectoralministries.

Ø Inwhatwayscanitbeimproved?

Ø Howcanmutuallearningandexchangeaboutbestpracticesbeaddressed?

3.3 Attractionofresearchers

• ThisAlignmentFactor reflects towhatextent the researchcommunity isawareof, interested in and participating in JPP/JPIs. The discussion in Brussels (3October 2016) showed that researchers could also be understood as astakeholder group, yet there is adifference in theobjectiveof communication.Whilestakeholdercommunicationismainlyconcernedwithensuringimpactandreceiving input, communication with researchers aims primarily at generatinginterest and awarenes among researchers to take part in these researchactivities.

• Sufficient interest among researchers is important to ensure a high quality ofresearch, yield research synergies and to avoid duplication of research efforts.Moreover, researchers need to be informed about the difference andparticularities of JPP/JPI research e.g. in comparison to a funding obtainedthroughHorizon2020,withwhichmanyaremorefamiliarwith.

• Thiscommunicationtargetsresearchersofresearchperformingorganisationsbutalso of organisation, which might benefit from taking part in JPIs such asindustrial companies or end-users (e.g. hospitals, law enforcement and otheragencies,infrastructureproviders).

• Practical experience: Almost all countries provide information about JPIs viawebsites or flyers. Moreover, in some states there is ample experience withreaching out to the research community in a more comprehensive way. Forexample

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• Austria sees theneed for researchers to systematically start thinkinghowtheirresearchcouldcontributetoaddresssocietalchallenges.Thiswouldfosterawayof thinking that takes itsorientation fromthechallenge-drivenapproachof theJPP.However, so far thisconsiderationhasnotbeentranslated intoany formalrequirements.

• Norwayholds regularnationalworkshops for researchersattractingattendancealsofromindustryandend-users.Moreover,theResearchCouncilhasmadeitacondition thatend-usersandcompaniesareapproachedtobecomepartof theresearch teams.Theworkshopsareused to startup thecollaborationbetweenthedifferent typesof actors. Experience fromNorwaywill bepresentedat theworkshopinOsloandcanserveasthebasisforimprovementsinothercountries.

• However,eveninthesecasesitremainsachallengetomakeresearchersawareaboutJPP/JPIs.WhilemostresearcherandRPOsareacquaintedwiththeHorizon2020 and even ERA-NETs, there is little knowledge about the character andspecificrequirementsofJPIs.

• Consequently, insomeMSitremainsachallengetogenerateadequate interestamongresearcherstoparticipateinJPP/JPIresearchactivities.

Ø Pleasereflectupontheexamplesofeffectivecommunicationwiththeresearchcommunitytoattracttheirinterestinparticipatinginaparticularresearchinitiative.

ThiscanbeHorizon2020oranyotherresearchprogramme.

Ø WhatcanbelearnedforitforthecommunicationofJPP/JPI?

3.4 Outreachtoend-usersandotherstakeholders

• This Alignment Factor gauges to what extent JPP/JPI end-users and otherstakeholders are approached and involved throughout the process of planning,conductingresearchanddisseminatingitsresults.8

• Theprimaryobjectiveofcommunicatingwithend-usersandotherstakeholdersis the broad and swift application of JPP/JPI research results in order tomeetthose societal challenges, which were originally targeted by the research. Thecommunication aims at shaping solutions be it processes of production andservice provision or new industrial products and services. Moreover,communicationwith end-users and other stakeholders at an early stage of thepolicycyclewouldnotonlyallowtodrawtheirattentiontotheresearchearlyonintheprocessbutalsototaketheir(research)prioritiesintoaccounttoshapethenational JPP-strategy. However, the question arises to what extent specificresearchprioritiesofparticularstakeholdersshouldindeedbetakenintoaccountforpolicydecisions.

8There is some overlap with the discussion of Governance Alighment Factor 5 (offering platforms forstakeholder involvement), where structure and setting for engaging different types of stakeholders werediscussed.Thefocushereisoncommunicationactivities.

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• In order to closely involve end-users and other stakeholders communicationcould target for example industrial companies, end-users, infrastructureproviders or intermediaries such as regional development agencies or clusterorganisations. Communication can be directed at those organisations that areimplementingsmartspecialisationstrategiesandengagingwithindustrialplayersthatcandelivernewsolutionstothemarketbasedonthefruitsofJPIresearch.Thismay also apply to end-users i.e. public administrations andpublic services(e.g. city authorities, hospitals, etc.) that need new solutions to address theirchallenges.

• Practicalexperience:Whilethereisgeneralagreementamongmostparticipantsthat communication should be more open towards end-users and otherstakeholders, thereareonlya fewexamplesofpracticalexperience.Asthere issomeoverlapwiththediscussionofNationalGovernanceStructures,someofthefollowingexamplesaretakenfromthediscussionofGovernanceStructures.

• Norway points to the good example JPI Climate of how to involve end-users.Duringtheworkshoparepresentativeofacompanywillpresentherexperienceof being involved in the research work. Norway also uses workshops with theresearch community, aswell as the funding conditions for promoting the earlyinvolvement of stakeholders in the research process (see the discussion aboveunder 3.3). Finally, Norway is also organising thematic reference Groups thatmeet1-2peryear.ThelatterwillbepresentedattheworkshopinOsloandmightserveasanexampleforothercountriestoemulate.

• Denmarkhasastrong informalnetworkingbetweenstakeholders ina thematicarea.

• InSwedenreferencegroupsexistforsomeresearchareas.

• InFrance theMinistry involved the regionalnetworks thathavebeensetup instrategictechnologydomains.

Other formats for reaching out to end-users and other stakeholders at national levelwouldbethepublicationofaspecialnewsletterforstakeholdersbytheagency/ministryoverseeingtheJPP/JPIpolicymaking.Moreover–atJPI-level–eachJPIcouldbeguidedtoarticulate specificallywhat their ambition is andhow it couldbe relevant forwhichtypesofstakeholder.Finally,JPIsincludingend-userscouldalsobeaskedtothinkaboutnewbusinessmodelsthatarepossiblefromtheirreseach.

Ø Whatstakeholderswouldyouliketoinvolveinthecommunicationinyourcountry?

Ø Inwhatwayswouldyouliketoinvolvetheminthefuture?

3.5 Buildingpoliticalsupport

• TheAlignmentFactorshowstheextenttowhichsystematicmeasuresaretakento ensure a stable and continuous support for JPP/JPI research amongst

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politicians and the society at large. The latter implies that relevantmedia andsocietalactorssuchasNGOsareinformedandsupportiveofJPP/JPIresearch.9

• Communication in thiscontextaimsatgainingattention, raisingawarenessandspreading knowledge about JPP research. Detailed information about theinvestmentsintoandimpactsofJPIswillhelptocommunicatetheirsignificancefor society. Participants consider it most important to demonstrate the addedvalueandthe“wholepicture”,aswellastheachievementsofJPP/JPIs.

• Target groups of this kind of communication include the political level of allministries(includingresearch),membersofnationalparliaments,themediaandrelevant societal groups is key, aswell as the European Commission and otheractorsatEuropeanlevel.

• Practical experience: While the importance of sustained political support isacknowledgedamongallparticipantsthereisalmostnopracticalexperiencewithasystematiceffortinthisregards.However,thereseemtobesomecaseswhereindividualJPIsreachedouttopoliticians.TheJPIonantimicrobialresistance,forexample, is said to have communicated results to politicians, including theG8.Moreover, JPIs such as Urban Europe or Antimicrobial Resistance started toemploydedicatedcommunicationofficersforacloserlinktothemedia.

• AttheBrusselsworkshop(3October2016)itwaspointedoutthatifinacountrythe parliament and the general public are using the “societal challenges”vocabulary, then JPP/JPI should be connected to that agenda. Moreover, anargumentationthatpointstotheimpactofresearchonemploymentandregionaldevelopmentwouldmakeiteasiertoaddressparliamentariansandtogettheminterestedinJPP/JPIissues.

• Finally, the discussion showed that while considered to be an important topicoverall, thecommunicationwithpoliticiansand thepublicat largewas seenaslesscentraltotheworkofMSthanthatwithothertargetgroups.ThisAlignmentFactorwas,therefore,notincludedasaseparatetopicforthediscussioninOslo.Itcan,however,bediscussedintheafternoonofday2oftheworkshop.

Ø WhatisyourpersonalexperiencewithbuildingpoliticalsupportforJPP/JPI?

Ø Whatwouldyouliketotryoutinthefuture?

9ThisAlignmentFactorhasasynergywithPreconditionAlignmentFactor1(politicalcommitmenttotheJPP)andwithGovernanceAlignmentFactor6(MeasuringImpactsanddisseminationofresults).

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The5thMLEworkshopwillbeheld inOsloon16and17February2017andhostedbytheResearchCouncilofNorway.Theagendaassentoutseparatelyhastheaimto:

• LearnfromthespecificexperienceinNorwayregardingcommunication&visibiliy

• Reflect upon the five Communication Alignment Factors that have beendescribedinthispaper

• Learnfromtheexamplespresentedattheworkshop

• Reflectonanddiscusstheself-assessmentonthefiveAlignmentFactors

• Formulate with help of peers and experts possible improvements related tocommunication&visibilityoftheJPP

InpreparationoftheOsloworkshopwekindlyinviteyou

• To fill in theSelf-Assessment Tool, used already in the previous discussions ofNational Preconditions and Governance Structures. Please fill in the Excelspreadsheet sent to you separately, before travelling to Oslo and email it tothomas@leadtotrust.comby14February2017.

• Toreflectuponthequestionsmarkedinredfontthroughoutthetext:

1. HowisJPP/JPIcommunicationorganisedinyourcountry?

2. Whatcontents isandshouldpreferablybecommunicatedatnational level,i.e.thatshouldneitherbecommunicatedatthelevelofindividualJPIsnoratEU-level.

3. Howeffectiveisinterestrepresentationorganised?

4. Inwhatwayscanitbeimproved?

5. What isyourverypersonalexperiences in thecommunicationwithsectoralministries?

6. Inwhatwayscanitbeimproved?

7. Howcanmutuallearningandexchangeaboutbestpracticesbeaddressed?

8. Whatexamplesofeffectivecommunicationwiththeresearchcommunitytoattracttheirinterestinparticipatinginaparticularresearchinitiativedoyouknow?

9. WhatcanbelearnedforitforthecommunicationofJPP/JPI?

10. What stakeholderswould you like to involve in the communication in yourcountry?

11. Inwhatwayswouldyouliketoinvolvetheminthefuture?

12. WhatisyourpersonalexperiencewithbuildingpoliticalsupportforJPP/JPI?

13. Whatwouldyouliketotryoutinthefuture?

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5.1 DraftSelf-AssessmentFrameworktoassessJPP/JPIFactors

NB:Thisismerelyforillustration,asaseparateEXCELfilewassenttoallMLEparticipantstoallowthemtofillintherequestedinformation.

MLELearningFramework-Communication&Visibility

BrieflydescribethenationalsitiationWhatscorewould

yougive(1-5)forthenationalsituation

Whatwouldbethemainbarrierstoimprovement

Howwouldyouratethebarriers(verylow,low,medium,highorveryhigh)

Whatdoyouthinkcouldbedonetoimprovethatnationalsituation?

1 2 3 4 5 NationalSituation ScoreforAlignment BarrierstoImprovement ScoreforBarriers ScopeforLearning&Improvement

C1CommunicationwithintheP2P-community

NoforumofexchangeamongthemembersoftheP2P-community

OneorseveralforainvolvingtheentireP2P-community

C2 Impactonsectoralpolicy

No,oronlysporadic/infrequent,

communicationamongrelevantministries

Regularandsystematiccommunicationandconsultationwithallrelevantministries

C3 Attractionofresearchers Basicinformationonly

Effectivemeansofcommunicationto

ensurehighdegreeofparticipation

C4 OutreachtostakeholdersNosystematiccontact

withindustryandotherstakeholders

Regularandsystematicengagementwithindustryandother

stakeholders

C5 Buildingpoliticalsupport Nosystematiccontactwithpolicymakers

Regularandsystematicdisseminationto,andengagementwith,policymakers

Country: ...

SelfAssessmentAlignmentFactors

PRECONDITIONS

DegreeofAlignment

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5.2 Annotatedagenda

MLEAlignmentandInteroperability

WORKSHOPonCOMMUNICATIONFLOWS&VISIBILITY

16February2017,13:00–17:00and17February2017,9:00–15:00

Norges forskningsråd - Drammensveien 288, 0283 Oslo, Norveška - Tel: +47 22 03 70 00

DraftAgenda

Thursday,16February2016

13:00-14:00 Arrival&Lunch

14:00-14:05 WelcomefromtheChair(JanaKolar)

14:05-14:30 Communication and the governance system of JPI's in Norway –successesandchallenges(InguunBorlaugLidandKristineNaterstad)

Brief presentation of the Norwegian system as a background for thediscussionof thecommunicationmeasures tobepresented thenextdayincl.Q&A

14:30-15:30 Review and feedback of the MLE Report 3 on Governance (PatriesBoekholt)Feedback fromMemberStatesandsuggestions for improvement.FollowupbyMSofshorttermactionsincludedintheReport.

15:30-15:45 Coffee

15:45–16:15 DiscussionoftheFinalReport(JanaKolar)

DiscussionofelementsandcontentsoftheFinalReportbyMemberStatesincl.adiscussionofthefirstlessonslearned

16:15-17:30 Outlookandpreparationfornextday(ThomasTeichler)DiscussionofpersonalexperienceofcommunicatingP2Pandhowtodrawonitforthewidercommunicationeffort,includingprioritisation

17:30–19:30 ReturntothecitycentreofOslo;Check-intothehotels

19:30 DinneratarestaurantinthecitycentreofOslo

18/20

Friday,17February2016

9:00–9:15 WelcomefromtheHost(KristinDanielsen,RCN) Introductiontothetopicofthedayincl.Q&A

9:15–9:30 ChallengepaperNo4:CommunicationFlows&Visibility(T.Teichler)PresentationofChallengepaper4withsomeillustrativeexamplesandanoverviewofthenationalself-assessmentscores

9:30–10:00 DiscussionoftheChallengePaper GeneralreactionstotheChallengePaper includingcomments,suggested

changes,furtherdetails

10:00–11:15 CommunicationwithMinistries• ImportanceofJPIsfortheMinistries(KristineNaterstad,Ministryfor

EducationandResearch)incl.Q&A• ExperiencefromSweden(KarinSchmekeltbc)incl.Q&A• Moderateddiscussionoflearningopportunities(JanaKolar)• DesignofactionsforeachcountrybyMSrepresentatives(JanaKolar)

11:15–11:30 Coffee

11:30–12:45 Communicationwiththebusinesssector• Importance of JPI for the business sector (Asun St. Clair, DNV GL),

Q&A• ExperiencefromPortugal(…tbc)• Moderateddiscussionoflearningopportunities(JanaKolar)• DesignofactionsforeachcountrybyMSrepresentatives(JanaKolar)

12:45–13:15 Lunch

13:15–14:15 Communicationwiththeresearchcommunity• How can the research community use JPI's. Bottom-up (Jenifer Joy

West,CICERO)• Moderateddiscussionoflearningopportunities(JanaKolar)• DesignofactionsforeachcountrybyMSrepresentatives(JanaKolar)

14:15–14:35 Discussion of communication to other P2P-stakeholder groups (JanaKolar)Moderated discussion on communication with the other stakeholdergroups(e.g.JPIs,SCAR,widerpublic)andinstrumentstoengagethemincl.tour de table on main learning opportunities for each country and thedesignoffutureactionsbyexperts

14:35–15:00 Nextsteps PresentationofthetimelinetilltheendoftheMLEandtherequiredinputs

from experts; scheduling the date and location of the final workshop;actionstobetakenbyexpertsinpreparationofthefinalworkshop

15:00 Endofworkshop&departure

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5.3 LogisticalinformationabouttheworkshopinOslo

SomeselectedhotelsinOslo:

Pleasebookyourhotelstayon-line.Wehavesuggestedsomehotelsandcheckedtheprice

fortheactualdates.Pleasebeawareofthatthereareotherhotels inthecitycentre,and

thepricemayalsovary:

ComfortHotelGrandCentral,ca1300NOKpernight

Jernbanetorget1,Østbanehallen0154Oslo,Norway

ComfortHotelXpressYoungstorget,ca750NOKpernight

Møllergata26,0179Oslo

ThonHotelOpera,ca.2000NOKpernight

DronningEufemiasgate4,0191Oslo

PublictransportfromtheAirporttoLysaker(RCNoffice)

WhenyouarrivetotheairportinOsloFebruary16th.Youmaytaketheairportexpresstrain

directlytoLysaker.Theairportexpresstraindepartsfivetimesanhourandtakes30minutes

to Lysaker. It is also possible to take the public train from the airportwhich is a cheaper

alternative.

TheRCN-officeatDrammensveien288isafive-minutewalkfromtheLysakerrailwaystation.

Please leavethetrainstationareathroughthesouthexitandwalkeasttowardstheriver.

Followthepedestrianwalkwaydown(east)totheroadundertheE18highway.Turnright,

walkingunder theE18highway,and then turn left,headingeaston the south sideof the

highway.(Seemapbelow).

Inthemorningthe17thweadviseyoutotakeawestboundtrainfromOsloSortheNational

theatre station toLysaker. It takes tenminutes to travelbypublic train fromOsloCentral

StationtoLysaker,withseveraltrainsdepartingeveryhourineachdirection.Alltrainsstops

atLysakerexcepttheonethatendsatSkøyen.

Notethatitischeapertobuyaticketbeforeenteringthetrain.Pleaseremembertovalidate

theticketbeforeyougetonthetrain.Youmaybuytrain ticketsateverykioskandat the

trainstation(ticketmachines).

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DinnerFebruary16th

WereturntothecitycentreafterthemeetingFebruary16th.Youmaythencheckintoyour

hotels.Thedinnerwillbeinthecitycentre.Pleaseletusknowifyouareabletoattendthe

dinner, we will make a reservation based on your response:

http://doodle.com/poll/x74in2f9waz96gdz

Wewouldliketotakeintoaccountifyouhaveanydietaryconstraints(allergiesetc.).Please

letusknowinbeforehand.