Apollon - Research Framework and investigation strategy by European Network of Living Labs

DELIVERABLE Project Acronym:

APOLLON

Grant Agreement number:

250516

Project Title:

Advanced Pilots of Living Labs Operating in Networks

D.1.2 Research Framework and investigation strategy

Revision: Final

Authors: Petra Turkama

Aalto University

Mark Melenhorst

Novay

Project co-funded by the European Commission within the ICT Policy Support Programme Dissemination Level P

Public

Confidential, only for members of the consortium and the Commission Services

Apollon – Deliverable D.1.2

Revision History Revision Date Author

Organisation Description

3.8.

Petra+Mark Aalto University

Initial structure

5.8.

Petra

Aalto

Input from Deliverables x.1, 5.2 and 5.3

13.8. Petra

Aalto

Streamlining, more focus on Chapter 6

20.8. Petra

Aalto

Introducing Design Science framework

31.8. Petra

Aalto

Finalizing

5.11. Petra

Aalto

GA comments

The information in this document is provided as is and no guarantee or warranty is given that the information is fit for any particular purpose. The user thereof uses the information at its sole risk and liability.

Statement of originality: This deliverable contains original unpublished work except where clearly indicated otherwise. Acknowledgement of previously published material and of the work of others has been made through appropriate citation, quotation or both.

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Apollon – Deliverable D.1.2 Contents 1. Introduction ...................................................................................................................... 4 2. Apollon Research Framework .................................................................................... 4 3. Apollon Research Design .............................................................................................. 6 4. Apollon Methodology and Tools development...................................................... 8 4.1 Review of State of the Art and Literature........................................................................9 4.2 Apollon Methodology Categories.................................................................................... 10 4.3 Evaluation Framework....................................................................................................... 11 5. Applying Research Framework to Apollon thematic experiments ..............14 5.1 Applying Research Framework –Iteration at General Assembly......................... 16 6. APOLLON Cross-Work Package Collaboration ....................................................16 7. Collaboration Practices for Apollon Project.........................................................20 7.1 Requirement collection ..................................................................................................... 20 7.2 Liaison partners to vertical experiments .................................................................... 21 7.3 Regular collaboration for iterative concept validation .......................................... 22 7.4 Wiki for collaboration and knowledge sharing ......................................................... 22 7.5 SME Engagement .................................................................................................................. 23 8. Conclusion........................................................................................................................24

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Apollon – Deliverable D.1.2

1. Introduction The main issues addressed by the APOLLON project are the present lack of Living Lab methodology harmonization and collaboration, and the serious difficulties of SMEs in engaging in cross-‐border Living Lab experimentation. In order to provide concrete contribution to this identified gap in current research and operations, APOLLON project must conduct detailed analysis of the various stakeholders, their objectives, ways of working as well as factors hindering cross-‐border experimentation and exchange. This work will culminate in creation of scalable experience based APOLLON methodology for cross-‐border living lab networks. APOLLON research approach has been described in general terms in the Description of Work (DoW). Thus this deliverable will focus on the implementation of the project, and especially on the co-‐development with the various APOLLON work packages. It presents a design science based approach to formalizing the collaboration, knowledge transfer and reporting between the work package 1 and other work packages. This operational model can be called Research Framework or Investigation strategy, and in essence it describes the way of working towards creation of common cross-‐border Living Lab methodology within Apollon project. The Research framework will describe the processes, methods and tools used for collaboration, knowledge sharing and joint development for vertical and horizontal domains within the APOLLON project and related stakeholders. The related tools and environments will be provided by work package 7 ‘Project management’. The task also has relation with work package 6 ‘Dissemination’, especially for the part of SME engagement. Collaboration between the partners within and across living lab networks like APOLLON is not a trivial task to do. In this deliverable we address this issue by proposing concrete processes, responsibilities, and tasks that can be used as guidance to set up and formalize the collaboration for maximal benefit for all stakeholders.

2. Apollon Research Framework In APOLLON methodology development the principle objective is to support APOLLON thematic experiments, and at the same time collaborate in validating and creating a generic methodology for cross border living lab networks. In such a complex environment there are several alternative approaches to grounding the research and development activities. The figure below seeks to illustrate the plethora of research strands associated to APOLLON methodology development.

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Figure 1. Strands of research that contribute concepts, terminology and research framework for the creation of APOLLON Methodology In this operating context methodology development work in WP1 essentially has to focus on two types of elements: research activities and outputs. With this twofold set of objectives we consider modified March and Smith (1995) design science framework that connects these two elements as a suitable basis for our research framework. The proposed framework has been widely used for identifying and filling human needs in explorative research. As a framework it is flexible enough to include and allow for the numerous objectives, drivers and expectations of the various stakeholders. It further allows the use of various different research methods, cyclic development models, as well as the use of iterations. Activities/Outputs

Build

Evaluate

Justify

Theorize

Constructs

Model

Method

Installation

Table 1. Design science framework (March and Smith, 1995) In this framework research outputs cover constructs, models, methods and instantiations. In APOLLON context we apply the model with the following representations:

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Constructs are the term used to describe problems or use cases within a domain.

-‐

A model is a set of statements representing research questions and proposed outcomes.

-‐

A method is a set of steps used to perform a task.

-‐

An instantiation in this context is a thematic pilot

According to the framework the research activities comprise building, evaluating, theorizing on and justifying artifacts. In APOLLON context the scalable APOLLON methodology for cross-‐border Living Lab collaboration represents this artifact. The work that we perform towards this end includes tasks of building, validating and evaluating methodology framework with the thematic pilots. Build refers to creation of templates, scenarios and reference material to the pilots based on state of the art knowledge and experiences from the experiments. Validating of the proposed models in an iterative manner refers to the justification task. Evaluate refers to the development of criteria and the assessment of the output. Towards the end of the project WP1 filters elements that are specific to one thematic domain or experiment from the final version of APOLLON methodology. This task represents theorizing in our environment. In the following we seek to apply this framework to APOLLON project.

3. Apollon Research Design The importance of collaboration and seamless communications is highlighted in Apollon project due to the high level of participants and complexity of the project. The project includes various application areas and contexts for the developed methodologies and tools, and thus provides one-‐of-‐a-‐kind validation platform for Living Lab methodologies and other developed models. Figure 1 below describes the set up of APOLLON project and relationships between the various thematic experiences, methodology development and dissemination activities.

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Figure 2. Overview of the vertical and horizontal APOLLON approach Since the project aims at comparing the experiences in various thematic domains, little practical level collaboration exists directly between the vertical experiments in the project. Most of the sharing and escalation of things is organized through management team meetings (organized by project management), or through dissemination events (responsibility of WP6 Dissemination). Thus it becomes evident that close collaboration is needed between the operational work packages of APOLLON project. Work package 1 as horizontal work package will collect information from the various thematic experiments, and collect the learnings into a harmonized methodology and tools for cross-‐border living lab experimentation. Work package 1 will collect and share the best practices and processes that are of common interest and together with the experiments elaborate and share the developed models in practical real life setting. Thus this task focuses mainly on methodology and tool development for the vertical experiments, and analyses the opportunities and challenges of applying shared approach and methodology for the shared development. This link is essential in ensuring that the experiments will follow similar approaches and that the developed methodology is relevant and sufficiently validated within the vertical experiments in the course of the project. In practical terms the developed framework will present the added value of harmonized approaches ICT PSP Project Reporting Template

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Apollon – Deliverable D.1.2 and working practices, and thus acts as a motivator for the various partners to adapt Apollon methodology in their operations. We stress the importance of systematically monitoring impact: to observe and trace what is actually happening in terms of interactions, actions, decisions, and their effects in various levels of analysis. For this purpose, WP1 together with the other work packages co-‐produces standardized guidelines and frameworks. WP1 further provides templates dedicated for each work package separately to support operational, hands on work in the work packages. Chosen approach for Apollon methodology and tools development emphasizes the collaborative nature of the initiative. Methodology and tools development has been organized as a separate Work Package (WP1) in order to sufficiently address the identified need for harmonization of methodologies and approaches in Living Labs across Europe. The underlying motivation for the methodology development work is to provide models and tools for European Network of Living Labs (ENoLL), and thus add value to the whole European living lab community. This is to show how organizations leverage their expertise and combine customers and suppliers into a seamlessly integrated value network by embedding their local ecosystems into a broader cross-‐border ecosystem of Living Lab networks.

4. Apollon Methodology and Tools development APOLLON Methodology and Tools Work Package will advance the scientific validity and quality of Living Lab research by developing sustainable, scientifically sound research, development and innovation (RDI) methodologies for Living Labs in Europe and beyond. The developed set of multi-‐disciplinary methodologies and platforms for experimenting with people, societies and companies in Living Labs in systemic level in real-‐life contexts will be empirically validated for reliable and trustworthy socio-‐techno-‐economic impact analysis and recommendations for companies, public sector and policy implementation. The expected results from APOLLON Methodology and Tools Work Package are to deliver: 1. A Catalogue of state-‐of-‐the-‐art concepts, existing tools and lessons learned for cross-‐border Living Lab networks 2. A set of validated methodologies to set up and conduct cross-‐border Living Lab networks 3. A recommended toolset for facilitating cross-‐border Living Lab activities 4. A platform and practical guidelines for involving SMEs 5. An impact assessment of the specific added value in terms of results as well as operational efficiencies of the cross-‐border approach 6. Recommendations for future research and instrumentation ICT PSP Project Reporting Template

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Apollon – Deliverable D.1.2 The following illustrates the scheduling and relationships between the five tasks.

T1.1 SOTA T1.2 Methodology Development T1.3 Evaluation Framework T1.4 Collaboration Framework SOTA

T1.5 Recommendations

Figure 3. Scheduling APOLLON WP1 Tasks In the following we present the various tasks in detail focusing on the processes of creating, as well as the outcomes of the tasks. This will allow the other work packages to better understand the approach and stages of the methodology development, and see how the various activities tie together.

4.1 Review of State of the Art and Literature Work in WP1 has been organized in five parallel tasks. The tasks have been divided following typical CIP projects, where the focus is on integrating and building on already existing practices rather than inventing new ones. The work began with extensive state of the art analysis on cross border living lab networks (D1.1). This analysis addressed the need for European Living Labs to move from awareness creation to true collaboration, and to implement a more detailed analysis of Europe-wide user, market and technology characteristics and an economically more valuable mode of experimentation, by networking, comparing and scaling up cross-border Living lab networks. The state of the art analysis was concluded in M1-M6 of the project in form of a literature study of previous Living Lab projects and questionnaire that was designed for semi-structured interviews within and outside of the APOLLON consortium. The interviewees have been chosen according to their proven record of experience and expertise within the European Living Lab community and network. For more details on the studied initiatives, persons and interview questions, please refer to Deliverable D1.1 at mybbt. One of the main targets of the interviews was to capture qualitative data on existing Living Lab networking initiatives in order to derive a rating of how

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Apollon – Deliverable D.1.2 successful methodologies, tools or organizational structures have been applied in real life. The state of the art analysis concluded that the main objectives are similar: to know each partner better and to learn from each other. The exchange of best practices and lessons learned is seen as the most important goal of the network followed by harmonizing an integrating tools and methods between the partners. Finally, a third objective that the networks indicated is performing joint research. Here the aim is that between partners of the various Living labs and over the border of each Living Lab research on a larger scale is set-up and executed. The outcomes of the interviews served as input for a collection of available methodologies, tools and structures including a SWOT analysis that also reflects expressed lessons learned. SOTA analysis also provided the bases for justification of the assumptions and constructs used in the first version of APOLLON methodology.

4.2 Apollon Methodology Categories As a basis for the methodology development (Task 1.2) we have selected a holistic Living Lab management approach, and divided Living Lab management into four categories: Connect, Set Boundaries and Engage, Support and Govern and Manage and Track. The categorization reflects the stages of Living Lab network initiation, experimentation and evaluation. The objective of the categorization is to establish a common approach to methodology, and divide the related tasks and elements to easily managed entities. The proposed categorization will be applied in all APOLLON WP1 (Methodology and Tools) related tasks (State of the art, methodology framework, collaboration model, evaluation framework, future recommendations and roadmap). In the state of the art analysis the categorization was applied to the interview data in order to structure the findings and better indicate their relevance to APOLON project. The data was categorized as follows: • • • • • • •

Main category and sub-category according to the categorization of the APOLLON methodology framework The concept category distinguishing between methodologies, organizational/governance structures and tools The origin of the finding naming the project’s or initiative’s name and its concept A verbal description summarizing the main facts about the finding A SWOT analysis listing strengths, weaknesses, opportunities and threats of the findings Available references for further details An indication of the relevance of the findings for the APOLLON methodology framework

The principle value of the current state of the categorization was to better understand the maturity of the Living Lab network in regards to the various stages of Living Lab ICT PSP Project Reporting Template

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Apollon – Deliverable D.1.2 network development, as well as to divide the various activities into events. In regards to APOLLON research framework, the categorization represents basic constructs that will form a common terminology for the various experiments to use in their dialogue. The categorization was introduced to APOLLON consortium in April 2010 (M6) together with the state of the art analysis. The results were disseminated to all APOLLON members via email by WP1 leader, as well as through mybbt website and wiki. The format of the dissemination was in form of a deliverable report D1.1, as well as summary power point presentation. The categorization and summary of the findings were presented to wider Living Lab community and interest groups in APOLLON presentation in conjunction to Spanish EU Presidency event in Valencia in April 2010.

4.3 Evaluation Framework Methodology development also includes an evaluation framework for assessing the impact of APOLLON methodology and cross-‐border living lab collaboration in general (D1.3). The evaluation and impact assessment framework developed in the APOLLON project, aims to monitor, analyse and assess the APOLLON methodology as well as the added value of cross border Living Lab networking. In this framework key performance indicators are defined which will be used and subsequently identify and develop mechanisms to measure the key performance indicators. This evaluation framework will therefore assess two different processes, (1) the APOLLON methodology supporting the cross border networking, and (2) the added value of the cross border Living Lab networking. In order to be able to measure the impact of the project, the work started with a baseline questionnaire to Apollon partners in the beginning of the project. The objective of this online questionnaire was to find out about the current impacts created in the local and cross-‐border operations, as well as to learn about the success factors and identified challenges in Living Lab collaborations. The baseline questionnaire was conducted M5 of the project through IBBT web resources. The questionnaire was answered by 30 persons, which was considered sufficient for the saturation of the available data inputs. The questionnaire highlighted the fact that little emphasis had been given for methodological and evaluation related issues in the previous projects. None of the respondents reported systematically applied tools, frameworks or KPIs for impact assessment in their projects. Therefore the evaluation framework development work had to start from very profound elements and definitions. In order to address the challenges of the practical experimentation work, collaboration with the other WPs is a key success factor for the development work. The baseline questionnaire was conducted at the same time as the milestone 2 (MS2) was planned for requirements input from the thematic work packages towards the methodology development. Since the baseline questionnaire did not ICT PSP Project Reporting Template

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Apollon – Deliverable D.1.2 provide as much details as hoped for, other means for the requirement collection were set up. The foremost means was regular teleconferences with the Work Package leaders from the thematic work packages. The WP leads were invited to WP1 teleconferences, where methodology related requirements were established as a permanent agenda item. Further to this, all work packages were assigned a dedicated WP1 person that would attend vertical WP meetings and thus provide inputs to methodology and especially evaluation framework development. In the following we present how the various elements of the evaluation framework assess the different project outcomes. Baseline questionnaire complemented SOTA analysis in construct development (categorization). The final outcome of the project is a model for cross-‐border LL collaboration, namely the methodology. Method for the development is vertical collaboration. Also the collaboration will be measured in terms of quality and quantity of contacts and collections made. Apollon Collaboration model Systematically applied methodologies and supporting tools provide companies and organizations with a controlled environment for collecting, modeling, analyzing and storing qualitative user generated data in various contextual settings, and thus further develop their services, as well as speed up product adaptation through relevant market communications and campaigns. In this context we define ‘tools’ in the broad sense of the term to include any media used for systematically collecting user inputs, collaborating and analyzing the results. APOLLON tools will include virtual online tools, as well as templates, questionnaires and artifacts. These tools will support Apollon communication and knowledge sharing within the consortium as well as with the supporting partners, SMEs and other stakeholders. APOLLON collaboration tools will be described in detail in D1.4. The developed collaboration model is targeted to support operational collaboration between the various stakeholders in cross-border Living Lab experiments. Thus the development of the model also requires inputs and experiences from all parties in applied projects and processes. Thus collaboration model development will build on the state of the art experiments and learning. In the initial phases the model development will focus especially on supporting ongoing cross-border initiatives. The model will be developed based on experiences from Apollon thematic experiments, and validated in an iterative process towards a more scalable, general model that can support any future cross-border living lab network. Knowledge transfer and collaboration between the various experiments as well as within experiments will provide grounds for the collaboration model. During the project we have the opportunity to assess models and practices that work and add value to the process, as well as those not so well suited for such contexts. The input from the various experiments will be collected with standardized templates in order to be able to compare the various experiments, and to analyze how the collaboration has developed over time.

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Apollon – Deliverable D.1.2 In addition to the descriptions of the communications and collaborations in the various interfaces, the developed collaboration model will further feature the channels and tools for collaboration. This includes ICT platforms used for partner search, promotion as well as knowledge sharing and storing. WP1 will develop a platform where the various Living Labs and SMEs can present their profile in a unified manner, and promote their projects, ideas and services for other parties. The platform supports searches on multiple criteria and thus enables wider networking and new contacts for the various partners. Further to partner matching the platform will provide tangible support for initiating and running cross-border projects. This support includes knowledge resources, templates, process descriptions, check lists as well as success stories from previous and ongoing projects. Special emphasis will be given to impact assessment and evaluation of the projects. This area has been identified as underdeveloped in the previous projects, and thus would need further focus and development. Applying to our research framework, the collaboration model will present the method for justifying/ validating the constructs, models and methods we have developed in the thematic pilots. Activities/Outputs

Build

Evaluate

Justify

Constructs

Categorization

Evaluation framework:

Collaboration SOTA, Policy model: WP1 recommend-‐ internal dations collaboration

Baseline questionnaire Model

Method

Installation

Collaboration model: Collaboration with all APOLLON partners

Evaluation framework:

Collaboration model: Collaboration with all APOLLON partners

Evaluation framework

Collaboration model: Collaboration with all APOLLON partners

Evaluation framework:

Apollon methodology

Vertical collaboration

Impact assessment

Theorize

Collaboration SOTA, Policy model: recommend-‐ Collaboration dations with all APOLLON partners Collaboration SOTA, Policy model: recommend-‐ Collaboration dations with all APOLLON stakeholders Collaboration SOTA, Policy model: recommend-‐ Collaborating dations with thematics

Table 2. Apollon methodology development positioned in research framework

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Apollon – Deliverable D.1.2 APOLLON methodology development work culminates in reflection of the project and results, and collecting these findings into a set of recommendations for policy changes and instrumentation for future research and development (D1.5). This final task will also, based on the lessons learned, propose new projects, initiatives and member services for ENoLL and the European Living Lab community in general.

5. Applying Research Framework to Apollon thematic experiments Apollon organizes twelve pilots under four thematic domains in order to demonstrate the benefits of cross-‐border experimentation for building single European research area and market. This chapter will describe the various experiments briefly with the main emphasis on the operational tasks and relationships in the experiments. The vertical experiment types and addressed challenges in each thematic experiment are described in the figure 2 below.

Figure 4. The Four APOLLON experiments and the challenges they address

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Apollon – Deliverable D.1.2 Each Apollon wok package has slightly different focus and thus different approach. However, in the quest to simplify the project design, the various thematic experiments have been organized as separate work packages that will all go through the same steps, organized as tasks within the work packages:

Figure 5. Steps within the vertical experiments regardless of approach In the following we summarize how the various experiments can apply the framework in their experiments. Already during the first stages of the project it has become apparent that there is need for harmonization and methodological support for the experiments. The application of a common research framework will assist the experiments in structuring the activities in the experiments and putting them into a process oriented frame. This will later assist in communications with the various partners in various experiments and locations, and allow WP1 to collect data in pre-‐defined categories. Common research framework will also establish common language and terminology for the project as a whole. In the context of the experiments we can apply the Apollon research framework by answering the questions in each of the following classes. Activities/Outputs Build

Evaluate

Justify

Generalize

Constructs

What are the variables that you study?

What are the elements that you measure?

How do you decide best practices across the experiments?

How do you filter pilot specific elements out?

Model

What are the basic assumptions, causalities and outcomes that you perceive?

What measures do you use to evaluate the validity of the assumptions?

What are the success criteria that you use?

How do you assess the wider applicability of the model?

Method

What is the process for validating the

How do you evaluate and adjust the validation

How do you justify the use of selected

How do you ensure the scalability and wider

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Installation

assumptions?

process?

methods?

applicability of the methods?

Who are the stakeholders at your experiment?

How do you evaluate added value for each stakeholder?

How do you justify the selected collaboration model?

How do you compile recommendations for sustainability

Table 3. Thematic experiments’ focus and content communicated in categories of ‘activities’ and ‘outputs’ In should be noted that the research approach is closely linked to the objectives of the experiments as well as each stakeholders’ drivers and motivations to engage in collaboration. The following chapters will feature the application of the framework in each thematic in more detail.

5.1 Applying Research Framework –Iteration at General Assembly Apollon General Assembly at September 30-‐October 1 served as a platform for applying Apollon research framework to thematic experiments. The first version of Apollon methodology was presented to the project consortium, and plenary sessions organized with all experiments. During these sessions it became evident, that in addition to a harmonized approach to the cross-‐border experiments is a necessity. Furthermore, it was realized that at this stage of piloting the various experiments vary significantly in regards to their approach, set up and objectives. Thus also the framework and related evaluation and collaboration processes need to be planned separately for each experiment. The research framework was applied separately for each stakeholder groups, namely Living Labs, SMEs and users. In addition to stakeholder specific plans, the application was also done separately for both experiment level (locally), and to the cross-‐border level. The same categorization is used throughout the Apollon methodology development and evaluation. The various methodology elements will be applied iteratively either on cross-‐border or experiment level, and evaluated as a part of methodology development process in three monthly intervals.

6. APOLLON Cross-Work Package Collaboration The various thematic domains conduct their experiments following the same high level schedule but with very different emphasis and contexts. Therefore collaboration between the thematic work packages is limited due to focus and limited resources. However, already in the initial phases of the project (Pilot preparations, Deliverable Dx.1) is has become apparent that there is need for harmonization and methodological support for the experiments. The application of a common research framework will assist the experiments in conceptual level. The clear, process-‐oriented approach enables structuring the research efforts and assist in communications with the various partners in various experiments ICT PSP Project Reporting Template

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Apollon – Deliverable D.1.2 and locations. This will establish common language and terms for the project as a whole. It is the role of the horizontal work packages WP1, WP6 and WP7 to ensure that relevant results, practices and benchmarks from each thematic work package are disseminated to all relevant parties. Work package 7, Project management ensures that the communication channels and project infrastructure supports the experiments and collaboration between the work packages. WP1 assumes responsibility for disseminating and assisting in implementation of the proposed framework in the thematic experiments. In operational level work WP 1 works together with the thematic work packages in order to develop common approaches, methodologies and tools for cross-‐ border experimentation and SME engagement. The scope of the work includes methodology development in thematic cross-‐border projects, as well as in the whole Apollon level. It has been identified that in the first phases of the project the thematic level collaboration and harmonizing of the practices within the thematic experiments is of more importance than Apollon level collaboration. The scalable methodologies and tools that will live on after the project completion will be developed with the thematic experiments during the following year, and filtered into harmonized methodology of cross-‐border living lab networks. Proposal for collaboration between the WPs and tasks was first presented during Apollon project kick off event in Brussels on November 27, 2009. The summary of the initial proposal includes the following:

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Figure 6. Interconnection between the different workpackages The tasks referred to in the earlier description are as follows: Apollon WP 2-5 Tasks: Task x.1 Preparation of the experiments Task x.2 Transferring, implementation and deployment of the experiment Task x.3 Cross-‐border piloting Task x.4 Evaluation and recommendations of the cross-‐border network activities Task x.5 Thematic network activities In addition to the interrelations to the thematic work packages, collaboration with the thematic work packages and the dissemination WP6 has been described in the model. The following summarizes dissemination tasks. Apollon WP 6 Tasks: Task 6.1. Dissemination Plan Task 6.2. Networking and Events

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Apollon – Deliverable D.1.2 Task 6.3. Action plan for sustainable cross-‐border Living Lab network Task 6.4. Extra-‐European dissemination ´ It was recognized that work package level sharing would not be sufficient enough, and thus the focus will be on task level collaboration and sharing. The following principles were proposed: -

WP Collaboration would be a permanent item on Apollon management team meetings Task leaders will assume responsibility for WP collaboration: the task leader providing input to another task responsible for establishing the link and providing information WP leaders will discuss any emerging and escalated issues as needed

In order to ensure seamless knowledge flow and formalize the collaboration with clear structure, a model for collaboration between thematic work packages and WP1 in task level has been proposed. This model includes the roles, responsibilities and dedicated persons for communications. In practice this lead to a model, where Apollon WP1 Tasks relation to tasks in the vertical domains was initially planned as follows: A) Task 1.1. State-‐of-‐the-‐art: Benchmarking best practice for cross-‐border networks of Living Labs ( Task Leader SAP will feed input to tasks x.1, x.2. B) Task 1.2. APOLLON Methodology Framework (Task Leader SAP) will provide input to tasks x.2, x.3, 6.2, 6.3, 6.4. The task will also be beneficiary for deliverables from tasks x.1, x.2, x.3. C) Task 1.3. Evaluation and Assessment Framework (Task Leader LTU) will feed to task x.4 and receive input from tasks x.4. D) Task 1.4. Collaboration Process and Living Lab Network engagement model (Task Leader NOV) will provide input to tasks x.3, x.5, and 6.3. Data for the task will be provided by tasks x.3, x.4. E) Task 1.5. Project Evaluation and Lessons Learned (Task Leader Aalto) will feed to tasks 6.2, 6.3 and 6.4, while receiving input from tasks x.4, and x.5. This presentation illustrated the approach to knowledge flows and management structure within Apollon pilot. Naturally the collaboration in practice is less rigid and structured, and consists of numerous knowledge sharing events and channels also across and beyond the described tasks. The objective is to establish continuous dialogue between the various tasks and activities within the project.

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7. Collaboration Practices for Apollon Project Collaboration practices for the initial phases of Apollon project follow the principles described in the Apollon description of work. Project manager bears the main responsibility for implementing the operational and communication practices and channels for the project. In regards to collaboration between WP1 and thematic work packages, processes, guidelines, and tools will be developed in close contact with the partners from the different work packages. By means of these practices the body of knowledge around collaboration practices will evolve both in terms of size and in terms of accuracy and level of detail throughout the project. To accomplish this, we need to be in contact with the vertical experiments regularly. We need their contribution and experiences in order to provide them with usable advice on collaboration practices within their living lab network. Initially, we propose the following practices: 1. Requirement collection from thematic experiments 2. Dedicated Work Package 1 members as liaison to vertical experiments 3. Regular collaboration and formal meetings for iterative concept validation 4. A wiki as platform to share insights practices and with vertical experiments 5. SME engagement process

7.1 Requirement collection Rigor, robustness and especially relevance are among the main attributes for evaluation of APOLLON methodology. Therefore it is of essence to thoroughly understand the requirements and realities of the partners working in the thematic experiments. Furthermore, we need to understand the priorities and needs of potential future partners of the network, especially those of SMEs and micro entrepreneurs. The approach would best be described as participatory. Within WP1 teleconferences are scheduled once in every three weeks. For these teleconferences, representatives of the other work packages are invited to participate to learn and influence the development work. As these meetings have draw little attention from the other work packages, WP1 members further participate in the operational meetings of the various work packages. This practice will enable us to better serve the vertical experiments, and see what are the commonalities and differences in the approaches. These issues are then discussed in the WP1 meetings in order to see how the methodology would best address and support the various contexts and application areas. In addition, it will also help to share knowledge between the experiments. WP1 members will

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Apollon – Deliverable D.1.2 accumulate knowledge and an overall view of APOLLON project, and thus will be able to act as liaison partners between the various work packages.

7.2 Liaison partners to vertical experiments In order to effectively support the vertical experiments requires us to learn about the peculiarities of the planned studies, the parties involved and the practical circumstances within their living lab network. In the state of the art analysis the partners indicated that the most important value of the network was sharing and benchmarking. In order for the partners to benefit from the knowledge and expertise of the whole APOLLON network rather than just the network around their own thematic domain, WP1 partners will act as liaison officers between the work packages. This is done in a model, where for each vertical experiment there is a responsible contact person in WP 1. These persons will participate in the meetings and practical work in the thematic work packages, and then share the information and emerging requirements from the thematic work packages to WP1 team. In this model, we can leverage the resources effectively, and create methodology that will support the thematic experiments. The dedicated persons for each work package are: Liaison Person(s)

Work Package

Bram Lievens, Hendrik Hielkema

WP2 E-‐Health

Anna Ståhlbröst

WP3 Energy Efficiency

Christian Merz

WP4 E-‐Manufacturing

Claudio Vandi

WP5 E-‐participation

The information sharing with the experiments is organized in a non-‐structured way in order to avoid unnecessary paperwork. The data collection focuses on higher level concepts, development and plans for the experiments. In this process WP1 seeks to identify the best practices and their applicability to the network as a whole. The practices and other thematic WP related issues is a permanent item in WP1 meetings. This information is used for shaping APOLLON methodology, as well as for filtering the elements of methodology that are generic as opposite to those relevant for specific thematic domains or single experiments. The results will be shared at the APOLLON wikipage on regular pages. WP1 will also collect the discussions and findings to a log in order to analyze how the collaboration has evolved and what benefits it has produced to the various beneficiaries. ICT PSP Project Reporting Template

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Apollon – Deliverable D.1.2

7.3 Regular collaboration for iterative concept validation After the initial requirement collection that WP1 initiated through the state of the art review, the baseline questionnaire and the deliverables x.1, the evolving methodological requirements and experiences will be collected and shared on regular bases throughout the duration of the project. WP1 will present the first versions of the methodology and proposed templates for pilot support in August 2010, and discuss their implementation in detail during the general assemble in September 2010. These discussions will kick off a regular collaboration with the pilot experiments. The process will feature data collection regarding collaboration, user engagement, SME support and evaluation with a standard template on regular bases. The data is reviewed in teleconferences with all respective WP leaders on 3 month intervals. This would effectively mean that there will also be a new version of the proposed frameworks available after each iteration round. Altogether there will be 5 rounds of iterations before the final version of APOLLON methodology is compiled. Responsibility for calling these meeting will be with WP1, and all WP leaders commitment to participate in the process either themselves of with a nominated representative will be needed. This process would kick off at the APOLLON general assemble in September 30th, and meet at 3 month intervals. The next proposed meetings: -

During FI Conference at Ghent, Belgium, 13-‐17 December 2010,

During ICT for Energy Efficiency or similar seminar at Brussels, April 2011,

June 2011,

September 2011

November 2011

The objective is to set all the dates during the General Assemblee, and position them close to other related events in order to have as many persons as possible present, but also control the cost.

7.4 Wiki for collaboration and knowledge sharing Collaboration practices and insights evolve over time. In order to openly and effectively share the latest news and actions in WP1 we set up a wiki. The wiki will contain a growing body of knowledge with processes, guidelines and advice for tool support and learning for the various work packages. It will be used as a means to disseminate and consolidate our advice for the benefit of the vertical experiments. The framework that is outlined in the initial versions of methodology development will be the basis for the wiki. It will be supplemented with tools ICT PSP Project Reporting Template

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Apollon – Deliverable D.1.2 and guidelines on the various stages of development. The wiki can also contain information regarding various user engagement tools, and thus work as a ‘one-‐ stop-‐shop’ for the partners wishing to learn more about Living Lab methodology and development. The wiki can be found at mybbt pages, address: https://www.mybbt.be/share/page/site/Apollon/wiki-page?title=Share_your_experiences__thoughts.

Hereby proposed research framework will be disseminated initially through the wikipages and emails. The framework will also be presented to WP leaders together with templates for their plans to implement framework in their experiments.

7.5 SME Engagement Since the objective of APOLLON project is to engage and empower European SMEs, special emphasis in the methodology development work will be given for the aspect of SME engagement and support. Common methodology and tools for creating and managing cross-border collaborations would provide SMEs, users and academic community a set of harmonized user-centred research and innovation services (best practices, services, methods, tools, operational and business models and platforms) and advance the rigor and quality of living lab experimentation in Europe. Thus Living Lab networks can support SMEs to: -

increase the yield on product and process innovation to accelerate top-line growth

reduce time-to-market – through lean processes, a higher yield on designs and faster cycle times ensure compliance – by incorporating customer and regulatory requirements at all stages of the product lifecycle and by automating the process of documenting compliance optimize resources – by gaining greater efficiency through the product lifecycle and digital product and process validation, and leverage globalization – through real-time collaboration with global partners, suppliers and customers

In order to assess the needs of the SMEs engaged in APOLLON project we have taken the following approach: 1. Develop and administer a questionnaire, referred to as baseline investigation The baseline investigation was developed to learn from the various partners in the Apollon projects what the demands and wishes are for the methodology to be developed by work package 1. The questionnaire developed focused on the various aspects of cross-‐border cooperation between living labs and SMEs. 2. Develop scenarios

ICT PSP Project Reporting Template

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Apollon – Deliverable D.1.2 These scenarios will be inspired by the results of the questionnaire. At this stage the scenarios are pre-‐evaluation versions that will evolve during the project. 3. Evaluate the scenarios with SMEs in the vertical experiments After the pre-‐evaluation scenario’s have been developed, they will be presented to SMEs and fed by current practices in the vertical projects. For this purpose an evaluation approach needs to be elaborated that requires only a small effort from the SME’s. Proposed SME support model will be described in detail in Deliverable 1.4 ‘Collaboration Model’, which includes scenarios for SMEs participation and involvement in cross-‐border Living Lab experimentation. SME engagement will also be a central theme in the D1.5 APOLLON methodology, which will provide operational support and guidance for any SME willing to participate in Living Lab work in the future. Detailed SME engagement plan will also be a central subject of WP6 Dissemination’s work.

8. Conclusion This deliverable summarizes the research approach applied in APOLLON methodology development in WP1. The main principles of the research approach have been developed during the project preparation phase, and presented to APOLLON consortium already at the project kick off. This deliverable summarizes the approach and presents an adjusted research framework that is applicable to all Apollon thematic experiments. The framework formalizes the various tasks into events and group activities and outcomes in a harmonized way. This simplifies comparisons, evaluations and assessments of the experiments. The first phases of APOLLON project have indicated that more emphasis must be given for cross work package communications. This deliverable contributes to this identified challenge by formally presenting a communication and knowledge sharing model for knowledge sharing within APOLLON project. The presented model has already been implemented in APOLLON project, but more work and discipline is needed for actively following and adhering to it. The beneficiaries of the deliverable are all APOLLON partners. The deliverable will be disseminated via several channels including wikipages, emails and general assemble. Wider implementation plan for the presented model will be formulated together with the leaders of each APOLLON work package in regular meetings during the fall of 2010.

ICT PSP Project Reporting Template

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