Notice

Competition guidance for EUREKA collaborative R&D: photonics for advanced manufacturing

Published 25 March 2019

1. Dates and deadlines

Competition opens	25 March 2019
Final date for registration for Innovate UK FTP site access	Midday 15 July 2019 UK time
London briefing event	4 April 2019
Edinburgh briefing event	24 April 2019
South Wales briefing event	8 April 2019
North Wales briefing event	9 April 2019
Deadline for Innovate UK submission (including EUREKA project application form) by FTP	Midday UK time 25 July 2019
Deadline for submission of only the EUREKA project application form (by email)	10:59pm UK time 25 July 2019
UK point of contact notified	13 September 2019
Expected project start date	Between January and June 2020

Your start date will depend on the national funding procedures of the countries involved in your project. As a guide we expect this to be between January 2020 and June 2020. Projects can last up to 3 years. Please read the competition brief before you make your application. It contains information on requirements, eligibility and funding.

2. Assessment and selection process

For this competition, Innovate UK has the right to use a portfolio approach. This will be as a result of independent expert assessment.

Innovate UK’s assessment process involves the following general conditions:

• all eligible and in scope applications will be assessed by up to 5 external UK assessors who are experts in the area of photonic based technologies and innovations
• assessors will base their assessment on both the EUREKA project application form and the Innovate UK application form
• UK assessors will score applications consistently and in line with scoring matrices
• UK assessors will provide written feedback for each marked question reflecting on the national and international aspects of the application
• the UK nominated point of contact will be notified of the funding decision
• all assessed applications with UK grant claiming partners in the competition will receive UK assessor feedback

In parallel to Innovate UK’s application assessment, all the other national funding agencies of the participating countries in the EUREKA Network in Photonics will conduct their own independent assessments according to their national procedures.

A selection panel consisting of representatives from the participating national funding agencies will decide on the projects to be recommended for funding. The selection will be based on the results of the individual national assessments while taking into account the funding available from each participating country.

3. How to apply

Before you apply into this competition, it is important to understand the whole application process.

Applications submitted to this competition with UK grant claiming partners have 2 parts:

1. EUREKA project application form.
2. Innovate UK application form, along with the required supporting documentation.

EUREKA project application form

The lead applicant must download the EUREKA project application form and work with the EUREKA project partners to complete it. The completed form must be emailed by the lead applicant to projects@eurekanetwork.org by 11:59pm Central European Summer Time (10:59pm UK time) on 25 July 2019. Your email subject line must be: EUREKA Photonics Call 2019.

On the EUREKA project application form, UK partners must provide costs and duration only for the ‘implementation phase’ and leave the ‘definition phase’ empty.

The EUREKA project application form will be checked for completeness and eligibility according to the national conditions of the participating countries and associated funding agencies as part of the EUREKA Network in Photonics.

Innovation UK application process and UK point of contact

This competition uses Innovate UK’s document-based process for application submission which requires an online registration. If there are several UK partners, you must nominate one organisation as the UK point of contact. This person must register to submit the application and required documentation to Innovate UK.

You will receive an email from Innovate UK acknowledging your registration followed by a second email up to 48 hours later. The second email will contain:

• a username and password for our secure upload facility (FTP site)
• a unique application number
• the Innovate UK application form

Once you have received your unique username and password, you can sign in to the secure website, where you will be able to access the templates and forms listed below.

Submit your documents

The UK partners of the EUREKA project consortium must work together to prepare the following documents for their UK point of contact to submit to the Innovate UK secure FTP site:

• the completed EUREKA project application form
• the completed Innovate UK application form
• a Je-S form for each UK academic institution
• project finance forms for every UK partner in your project that will receive funding
• the 2 mandatory appendices as PDF documents to support your answer to questions 7 (project management) and 8 (risks)
• the 3 optional appendices as PDF documents to support your answer to questions 2 (approach and innovation), 3 (team and resources) and 5 (outcomes and route to market)

Innovate UK application form

The application form will ask you to provide details of the lead organisation as stated on the EUREKA project application form and those of the UK point of contact.

Terminology

The terminology differs between EUREKA and Innovate UK. EUREKA uses the term ‘main participant’. For partners in the collaboration it uses ‘other participants’.

Appendices

All appendices must follow the file name and page limits listed with the application questions below. If the mandatory appendices are not submitted with your application it will be ineligible and not sent for assessment.

Eligibility and scope check

Only applications that meet the Innovate UK eligibility criteria and scope of the competition will be sent for assessment. The UK point of contact will be notified if your application is ineligible or out of scope with a full explanation as to why. Innovate UK has the right to declare applications as out of scope.

Assessment

Once the scope and eligibility checks have been completed, all applications that are both eligible and in scope are sent for assessment. All applications will be assessed on individual merit based on both the national and international aspects of the EUREKA project.

Notification

The funding decision will be emailed to the UK point of contact using the address provided in the Innovate UK application form.

Feedback

Approximately 4 weeks after the funding notification email, Innovate UK will provide feedback to all applications that have been sent for assessment. The nominated UK point of contact can access and download the feedback by signing in to the secure FTP site. It is their responsibility to communicate the feedback with the rest of the consortium. No additional feedback is provided from Innovate UK.

4. Innovate UK application form

This section explains the structure of the Innovate UK application form and offers guidance on what to answer in each question.

The structure is as follows:

• application details
• summary of proposed project
• public description of the project
• gateway question: scope
• question 1: need or challenge
• question 2: approach and innovation (including optional appendix)
• question 3: team and resources (including optional appendix)
• question 4: market awareness
• question 5: outcomes and route to market (including optional appendix)
• question 6: wider impacts
• question 7: project management (including mandatory appendix)
• question 8: risks (including mandatory appendix)
• question 9: Added value
• question 10: costs and value for money
• other funding from public sector bodies
• finance summary table

Please make sure that you upload the final version of your application by the UK deadline. It is your responsibility to ensure that you do not upload blank or incomplete documents.

• you can only use the application form provided. It contains specific information including a unique reference number for your project
• the application form contains specific fields. It is important that you complete each field and submit a fully completed form. Incomplete forms will be ineligible
• the application form must not be altered, converted or saved as a different version of Microsoft Word
• the space provided in each field of the form is fixed. You must restrict your responses in each of the fields to the space provided. The typeface, font size and colour are predetermined and cannot be changed. Illustrations and graphics cannot be included in the application form.
• the light grey shaded fields are completed automatically from other information entered on the form, such as the total columns of a table. These cannot be overwritten
• you should be able to see your total answer to the question when looking at the application form in print view. Any text that cannot be seen in this view or when the form is printed will not be assessed

Field	Guidance
Competition name	This field is completed automatically.
Document ID	This field is completed automatically.
Applicant number	This field is completed automatically and is the reference that you should use on all correspondence (this is the 5 or 6 digit number after the dash).
Application details
Project title	Enter the full title of the project.
Research category	Please select the category that reflects the majority of your work from the drop down list (industrial research or experimental development).
Project timescales	Enter the estimated start date and planned duration. These are indicative at this stage and are not guaranteed.
Lead organisation name	Enter the full registered name of the lead applicant for the project as stated on the EUREKA project application form.
Lead organisation contact details	Enter the full name, postcode, email address and telephone number of the lead applicant.
UK point of contact	Enter the full registered name of the UK point of contact for the project (if different from the lead applicant).
UK point of contact details	Enter the full name, postcode, email address and telephone number of the UK point of contact with Innovate UK and the project (if different from the lead applicant).

Summary of proposed project (not scored)

Please provide a short summary of the content and objectives of the EUREKA project including what is innovative about it.

This summary is not scored, but provides an introduction to your proposal for the benefit of Innovate UK staff and assessors only. It will not be used for any public dissemination. It should cover, in brief:

• need or challenge: the business need, technological challenge or market opportunity to be targeted
• approach and innovation: the approach to be taken and how this will improve on current state-of-the-art
• outcomes: the difference the project will make to the competitiveness and productivity of the partners involved

Public description of the project (not scored)

To comply with government practice on openness and transparency of public-funded activities, Innovate UK has to publish information relating to funded projects. Please provide a short description of the EUREKA proposal in a way that will be understandable to the general public. Do not include any commercially confidential information, for example intellectual property or patent details. Describe your project. Funding will not be provided to successful projects without this.

Gateway question: Scope

How does this application align with the specific competition scope?

• all applications must align with the scope described in the competition brief
• to demonstrate alignment, you need to show that a clear majority of the project’s objectives and activities are aligned with the specific competition

5. Competition questions

All questions apply to all UK project partners and are scored out of 10 marks. Your answer should be no longer than the space provided using font Arial 11. Each answer will be assessed and scored taking into account the EUREKA proposal submitted through the separate EUREKA project application form.

Question 1: Need or challenge

What is the business need, technological challenge or market opportunity behind your innovation?

• describe the main motivation for the EUREKA project; the business need, technological challenge or market opportunity; explain why international collaboration is deemed necessary to address the need, challenge or opportunity
• describe the nearest current state-of-the-art (including those near-market/in development) and its limitations
• describe any work you, the UK partners and/or the partners of the EUREKA consortium as a whole, have already done to respond to this need. For example is the project focused on developing an existing capability or building a new one?
• identify the wider economic, social, environmental, cultural and/or political challenges which are influential in creating the opportunity (for example, incoming regulations). Our Horizons tool can help.

Question 2: Approach and innovation

What approach will you take and where will the focus of the innovation be?

• explain how the EUREKA project proposes to respond to the need, challenge or opportunity identified
• explain how it will improve on the nearest current state-of-the-art identified
• indicate where the focus of the innovation will be in the project (application of existing technologies in new areas, development of new technologies for existing areas or a totally disruptive approach) and the freedom you have to operate
• explain how this project fits with your current product/service lines/offerings focusing on the UK participation
• explain how it will make you more competitive focusing on the UK participation
• describe the nature of the outputs you expect from the project (for example, report, demonstrator, know-how, new process, product or service design) and how these will take you closer to targeting the need, challenge or opportunity identified

In a separate appendix named ‘AppendixQ2(application number)’ you can submit in PDF format up to 2 A4 pages to support your answer.

Question 3: Team and resources

Who is in the project team and what are their roles?

• describe the roles, skills and relevant experience of all of the UK partners in relation to the approach the EUREKA project will be taking
• describe the current relationships between the UK and the EUREKA partners and how these will change as a result of the project
• describe the resources, equipment and facilities required for the project and how you will access them
• provide details of any vital external parties, including sub-contractors, who you will need to work with to successfully carry out the project
• if participants from other countries, not amongst the participating countries of the EUREKA Network in Photonics, participate in the project explain why their participation is deemed necessary and how they will finance it

In a separate appendix named ‘AppendixQ3(application number)’ you can submit in PDF format up to 4 A4 pages to support your answer.

Question 4: Market awareness

What does the market you are targeting look like?

• specify the markets (domestic and/or international) you will be targeting in the EUREKA project as a whole and any other potential markets
• for the target markets, describe:
  • the size of the target markets for the project outcomes, backed up by appropriate references where available
  • the structure and dynamics of the market (for example, customer segmentation), together with predicted growth rates within clear timeframes
  • the main supply/value chains and business models in operation (and any barriers to entry)
  • the current UK position in targeting these markets
• for highly innovative projects, where the market may be unexplored, explain:
  • what the route to market could or might be
  • what its size might be
  • how the EUREKA project will seek to explore the market potential

Question 5: Outcomes and route to market

How do you propose to grow your business and increase your productivity into the long term as a result of the project? The main focus should be on the UK participation

• describe your current position in the markets and supply/value chains outlined (will you be extending or establishing your market position?)
• your target customers and/or end users, and the value proposition to them (why would they use/buy it?)
• describe your route to market including any joined-up exploitation amongst the EUREKA consortium and the associated relationship between the UK and the EUREKA partners
• tell us how you are going to profit from the innovation (increased revenues or cost reduction)
• explain how the innovation will impact your productivity and growth (in the short and long-term)
• describe how you will protect and exploit the outputs of the project, for example through know-how, patenting, designs, changes to business model
• outline your strategy for targeting the other markets identified during or after the project

If there is any UK research organisation activity in the project, describe:

• your plans to disseminate project research outputs over a reasonable timescale
• how you expect to use the results generated from the project in further research activities
• If you are an RTO describe how you plan to exploit the project results to grow the photonics sector in the UK

In a separate appendix named ‘AppendixQ5(application number)’ you can submit in PDF format up to 2 A4 pages to support your answer.

Question 6: Wider impacts

What impact might this project have outside the EUREKA project consortium?

• identify, and where possible measure, the economic benefits from the project to those outside the project (customers, others in the supply chain, broader industry and the UK economy) such as productivity increases and import substitution

• identify, and where possible measure, any expected social impacts, either positive or negative on, for example:

  • quality of life
  • social inclusion and exclusion
  • jobs (safeguarded, created, changed, displaced)
  • education
  • public empowerment
  • health and safety
  • regulations
  • diversity
  • any expected impact on UK government priorities
• identify, and where possible measure, any expected environmental impacts, either positive or negative
• identify and where relevant quantify any expected global, national or regional impacts of the project

Question 7: Project management

How will you manage the project effectively?

• outline the main work packages of the EUREKA project as a whole, indicating the relevant research category and the partners assigned to each, and the allocated resources for each work package. The UK related work must be clearly explained.
• describe the EUREKA collaboration’s approach to project management, identifying any major tools and mechanisms that will be used to ensure a successful project outcome. Highlight the project’s approach to managing the most innovative aspects of the project
• outline the management reporting lines amongst the partners in the EUREKA collaboration
• outline your project plan in enough detail to identify any links or dependencies between work packages, deliverables, milestones and EUREKA collaboration partners

In a separate appendix named ’AppendixQ7(application number)’ you must submit in PDF format a work breakdown structure, project plan and/or Gantt chart up to 4 A4 pages to support your answer.

Question 8: Risks

What are the main risks for this project?

• identify the main risks and uncertainties of the EUREKA project as a whole as well as of the UK participation, including the technical, commercial, managerial and environmental risks, highlighting the most significant ones. Provide a risk register as part of this identification
• explain how these risks will be mitigated
• list any project inputs on the critical route to completion (resources, expertise, data sets and so on)
• is the output likely to be subject to regulatory requirements, certification, ethical issues, and so on, and if so how will you manage this?

In a separate appendix named ’AppendixQ8(application number)’ you must submit in PDF format a risk register of up to 2 A4 pages to support your answer.

Question 9: Added value

Describe the impact that an injection of UK public funding would have on this project.

• tell us if this project could go ahead in any form without UK public funding and if so, the difference the public funding would make (such as faster to market, more partners, reduced risk)
• describe the likely impact of the project on the business of the UK partners involved
• tell us why you are not able to wholly fund the project from your own resources or other forms of private-sector funding (what would happen if the application is unsuccessful)
• explain how this project would change the nature of R&D activity the UK partners would undertake (and related spend)

Question 10: Costs and value for money

How much will the project cost and how does it represent value for money for the UK partner or partners and the taxpayer?

• justify the total UK project cost and the grant being requested in terms of the project goals
• explain how the UK partners will finance their contributions to the project
• explain how this project represents value for money for you and the UK taxpayer. How does it compare to what you would spend your money on otherwise?
• justify the balance of costs and grant across the UK project partners, if applicable
• justify any UK subcontractor costs and why they are critical to the project

Other funding from public sector bodies

If you have included one or more entries in column 7 of the finance summary table (on the following page), please provide:

• the names of the bodies
• the name of the programme or scheme from which the funds are provided
• the fund amounts

6. Finance summary

This table lists the total eligible project costs by partner. Note that only certain project costs are eligible for grant funding under UK State Aid rules. See our project costs guidance for information on eligible project costs and how to complete the finance forms.

Column 1 Partner names	Provide the full names of all partners in the project (UK organisation names as noted in Companies House).
Column 2 Organisation registration number	UK companies should provide the Company Registration Number (as noted in Companies House). UK universities/HEIs should enter their RC number/charitable status/legal entity registration number, and so on.
Column 3 Enterprise category	Select the enterprise category. SME definition is based on the EU definition Medium sized: Headcount less than 250: Turnover less than 50 million euros or balance sheet total less than 43 million euros Small: Headcount less than 50: Turnover less than 10 million euros or balance sheet total less than 10 million euros Micro: Headcount less than 10: Turnover less than 2 million euros or balance sheet total less than 2 million euros
Column 4 Postcode where majority of work will be done	Provide the postcode of each organisation participating in the project.
Column 5 Contribution to the project by each partner	List the total contribution to be made to the project by each partner. Please see exchange rate below.
Column 6 Funding sought by each partner	Enter the funding sought for each contributing partner for this project.
Column 7 Other funding from public sector bodies	Include any funding applied for separately for the project from any other public sector bodies and not as part of this competition. Funding from other public sector bodies might include other applications to research councils, other government departments, devolved administrations, other public sector organisations and some charities. The purpose of this column is to provide Innovate UK with information on the total public funding for the project.
Column 8 Total (£)	The total cost of the project for each partner. This is the sum of columns 5, 6 and 7 and will be entered automatically.
Bottom Row Total (£)	The total of each column will be entered automatically.

7. Finance form

For the purposes of this competition, the stated exchange rate UK £ to euros is:

1 GBP = 1.1698 euros

Note: this exchange rate must be used in any calculations by applicants at all times during the competition process. Each non-academic UK partner in your project must provide a project finance form using the template ‘Project finance form’ which is available on the FTP site. This must be submitted with the Innovate UK application form. Each project finance form provides a detailed breakdown on each UK partner’s total eligible project costs listed in the finance summary table.

In the ’projected growth’ tab of each project finance form, please complete the following for each UK business and UK non-academic partner:

• show your current annual turnover, profit, exports and research and development (R&D) spend (as a percentage of turnover if appropriate) and employment (in full time equivalent or FTEs). Tell us what proportion of this relates to the project area
• show your forecasts for annual turnover, profit, exports and R&D spend (as a percentage of turnover if appropriate) and employment (in FTEs) for 1, 3 and 5 or more years after project completion. Tell us what proportion of this relates to the project area

8. Project appendices

You must include appendices for questions 7 and 8 and you can include appendices for questions 2, 3 and 5 as described in the guidance for those questions. Any additional appendices submitted will not be sent for assessment. Applications submitted without the mandatory appendices and/or with incorrect appendices will be ineligible and the applications will not be sent for assessment.

In order that assessors can open and read the appendices, each appendix must:

• conform to the maximum length specifications stated for each question
• be submitted in portable document format (PDF)
• be legible at 100% zoom/magnification
• display prominently the ‘application number’ as in the filename of the application form

Please do not submit appendices longer than the specified lengths. Assessors are instructed to only read appendices to the lengths specified in the guidance.