Research & Innovation - Participant Portal


TOPIC : Co-creation between public administrations: once-only principle

Topic identifier: CO-CREATION-05-2016
Publication date: 14 October 2015

Types of action: IA Innovation action
CSA Coordination and support action
Opening date:
05 January 2016
Deadline: 24 May 2016 17:00:00

Time Zone : (Brussels time)
  Horizon 2020 H2020 website
Pillar: Societal Challenges
Work Programme Year: H2020-2016-2017
Topic Description
Specific Challenge:

Some of the main benefits of co-creation in public services are personalised approaches that appropriately suit the needs of citizens and businesses. A challenge for co-creation in the public sector is organising the collaboration between the different actors, including between public administrations themselves, in order to share information, knowledge and resources. Co-creation across borders contributes to achieving an effective Single Market.

Co-creation and collaboration between administrations can improve their efficiency and effectiveness by opening up and sharing knowledge and resources with the aim to unlock productivity improvements and foster the creation of more public value. Public administrations and government agencies can re-use the data already in their possession on citizens and businesses, under the control and consent of citizens and businesses, by sharing it between themselves. This can allow them to provide administrative services in a pro-active manner. Administrative burden of citizens and businesses will be reduced, legal obligations will be fulfilled faster and citizen services will be simpler and less cumbersome. Applied on a wide scale it can lead to a smart, inclusive and effective "Once Only principle"[1] at European level.

In order to preserve privacy of citizens and business confidentiality, administrations would open up their information to another administration under the control and the consent of the citizen or business, in line with the EU's Data Protection legislation.


In order to facilitate this personalisation and improve user experience, increasing digitisation of public services and the providing of key data only once with public administrations are important aspects. Its implication is that relevant public authorities need to cooperate not just at national level but also cross-border at EU level and share such data in a secure and user-friendly manner, respecting data protection and privacy and the sensitive nature of some of this data.

a) Innovation Actions

The countries participating in a proposal – covering the diversity of approaches across the EU - will need to enable the exchange of information or documents of businesses between their public administrations. The users, public administrations in the EU, will engage in the co-creation process, in order to collaboratively elaborate a common architecture. The project will enable the interaction and co-creation based on the existing national systems, and will re-use when relevant existing cross-border services, in particular services operated by the Connecting Europe Facility (CEF) telecom programme. To demonstrate the robustness and the benefit to businesses the project must pilot the system for at least 12 months in real conditions. The free access to the foreground must be guaranteed to enable access by any Member State to the results specifications. The project will also identify the drivers, barriers, potential vulnerabilities and legal issues (such as legal barriers or gaps) for the implementation of the once-only principle for businesses across borders in Europe. The ultimate aim is that businesses should supply information only once to any public administration in Europe. Public administration offices take action to share this data also cross-border, thereby contributing to making the Digital Single Market a reality. The specific administration processes for businesses for piloting purposes will be identified in the proposal, building from a number of use cases.

The large scale pilot (IA) shall include a minimum of six relevant national administrations (or legal entities designated to act on their behalf) in at least six different EU Member States or Associated Countries.

The Commission expects to finance only one project under this action.

b) Coordination and Support Action[2]

Proposals for a Coordination and Support Action will support networking, discussion, exchange of experience and planning for the implementation of the cross-border application of the once-only principle for citizens, taking into account data protection aspects and the control and consent of citizens. The proposals will need to develop a strategic stakeholder engagement plan and roadmap for future areas of action.

The Commission expects to finance only one Coordination and Support Action for a maximum value of EUR 1 million.

Expected Impact:

Proposals need to demonstrate that they can achieve impact, which could be expressed, inter alia, in terms of time savings, administrative burden and cost reduction for businesses, improved service quality and administrative efficiency. Additional impact may be a step towards the 'whole-of-government' approach where the public sector acts as one entity, especially in its interactions with other actors including citizens and businesses.

Cross-cutting Priorities:

Open Innovation

[1]The "once-only" principle in the context of public sector can be defined as that citizens and businesses should supply certain standard information only once to a public administration. Public administration offices take action to internally share this data, respecting data protection rules.

[2]This activity is directly aimed at supporting the development and implementation of evidence base for R&I policies and supporting various groups of stakeholders. It is excluded from the delegation to Research Executive Agency and will be implemented by the Commission services.

Topic conditions and documents

Please read carefully all provisions below before the preparation of your application.

  1. List of countries and applicable rules for funding: described in part A of the General Annexes of the General Work Programme.
    Note also that a number of non-EU/non-Associated Countries that are not automatically eligible for funding have made specific provisions for making funding available for their participants in Horizon 2020 projects (follow the links to Australia, Brazil, Canada, China, Hong Kong & Macau, India, Japan, Republic of Korea, Mexico, Russia, Taiwan).

  2. Eligibility and admissibility conditions: described in part B and C of the General Annexes of the General Work Programme

    Proposal page limits and layout: Please refer to Part B of the standard proposal template.

  3. Evaluation

    3.1  Evaluation criteria and procedure, scoring and threshold: described in part H of the General Annexes of the General Work Programme

    3.2 Submission and evaluation process: Guide to the submission and evaluation process

  4. Indicative timetable for evaluation and grant agreement:

    Information on the outcome of single-stage evaluation: maximum 5 months from the deadline for submission.
    Signature of grant agreements: maximum 8 months from the deadline for submission.
    Members of consortium are required to conclude a consortium agreement, in principle prior to the signature of the grant agreement.
  5. Provisions, proposal templates and evaluation forms for the type(s) of action(s) under this topic:

    Innovation Action:

    Specific provisions and funding rates
    Standard proposal template
    Standard evaluation form
    H2020 General MGA -Multi-Beneficiary
    Annotated Grant Agreement

    Coordination and Support Action:

    Specific provisions and funding rates
    Proposal templates are available after entering the submission tool below.
    Standard evaluation form
    H2020 General MGA -Multi-Beneficiary
    Annotated Grant Agreement
  6. Additional provisions:

    Horizon 2020 budget flexibility

    Classified information

    Technology readiness levels (TRL) – where a topic description refers to TRL, these definitions apply.

    Financial support to Third Parties – where a topic description foresees financial support to Third Parties, these provisions apply.

  7. Open access must be granted to all scientific publications resulting from Horizon 2020 actions, and proposals must refer to measures envisaged. Where relevant, proposals should also provide information on how the participants will manage the research data generated and/or collected during the project, such as details on what types of data the project will generate, whether and how this data will be exploited or made accessible for verification and re-use, and how it will be curated and preserved.

    This topic participates per default in the open access to research data pilot which aims to improve and maximise access to and re-use of research data generated by projects:
    • The pilot applies to the data needed to validate the results presented in scientific publications. Additionally, projects can choose to make other data available for open access and need to describe their approach in a Data Management Plan (to be provided within six months after the project start).
    • Note that the evaluation phase proposals will not be evaluated more favourably because they are part of the Pilot, and will not be penalised for opting out of the Pilot.
    • Projects can at any stage opt-out of the pilot.
    The legal requirements for projects participating in this pilot are in the article 29.3 of the Model Grant Agreement.
    Further information on the Open Research Data Pilot is made available in the H2020 Online Manual.

  8. Additional documents

    H2020 Work Programme 2016-17: Introduction
    H2020 Work Programme 2016-17: Europe in a changing world - inclusive, innovative and reflective societies
    H2020 Work Programme 2017-17: Dissemination, Exploitation and Evaluation
    H2020 Work Programme 2016-17: General Annexes
    Legal basis - Framework Programme
    Legal basis - Rules for Participation
    Legal basis - Specific Programme



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