Author: Jet Klaver & Gabriel de Winter from Digicampus and Luma Alexio & Gustavo Magalhaes from Beta-i

Overview of all the countries participating at the time of the voting

How do you transform a simple idea into a fully developed pilot proposal? This was the challenge we took on while working on the pilots for the next round of GovTech4All projects. Our goal: to strengthen the GovTech community and market within the European Union by engaging multiple governments across borders. Collaborating closely, Digicampus and Beta-i developed a structured methodology focused on effective execution and meaningful collaboration. Engaging with several EU governments was key to this process, fostering a cross-border perspective essential for the success of these initiatives. Along the way, we faced both challenges and successes—tight deadlines, inspiring interviews, and essential matchmaking sessions. In this article, we’ll take you behind the scenes of our journey, sharing insights into each stage of moving from concept to pilot. We hope to offer a roadmap for transforming your own ideas into impactful, actionable projects.

Identifying Societal Challenges with Consortium Partners 

In order to develop applicable, needed, and well-functioning pilots, the journey began by collectively defining which societal challenges the GovTech4All consortium, composed of 21 organizations from 14 European countries at the moment this process was held, works on and which hurdles they face.  

Societal challenges are identified as critical areas requiring innovative solutions, encompassing a diverse range of pressing issues such as migration, aging populations, climate change impacts, and healthcare accessibility (Bharosa N., 2022). 

Deep-Dive Dialogues: Gathering Data Through Interviews 

This work was initially carried out through interviews within the consortium. An interview guide was distributed to participants prior to the scheduled meetings. This guide was designed to structure the conversation and ensure consistency across interviews. Participants were asked to fill out the guide and send it back, enabling them to provide thoughtful responses and insights. 

Through these interviews, data were collected from different government partners reflecting the societal challenges they experience. By focusing on challenges that resonate broadly and are cross-border, it was ensured that each pilot project has the potential to bring value across various regions and policy contexts. 

After conducting these interviews with the consortium partners, several recurring societal challenges emerged as the most common, leading to a list of the 13 most cited challenges among these institutions: Procurement Issues, Cybersecurity, Digital Accessibility, Citizen-Centric Public Services, Climate Change, HealthTech/Healthcare, Sustainability and Environmental, Aging Population in the Workforce, Digital Government Platform, Education, Mobility, Smart Cities, Socioeconomic Issues.  

Voting Process  

Once the challenges were defined, the next step was a voting process among the consortium partners to prioritize societal challenges. All FPA partners were encouraged to participate, ranking their top six challenges from a minimum of 3 to a maximum of 6. A quorum of two-thirds of the participating countries was required, alongside a two-thirds majority from both organizations and countries. Following the vote, the six most frequently mentioned challenges were identified as focal points for future pilot projects: Procurement Issues, Citizen-Centric Public Services, Digital Accessibility, Cybersecurity, Smart Cities, and Aging Population in the Workforce. 

This step empowers all stakeholders to have a voice, fostering consensus on the areas with the greatest potential impact. Voting also streamlines decision-making, helping focus efforts where they are most needed. 

The outcome of the societal challenge voting results

Innovative Ideation: Brainstorming Pilot Ideas Around Core Challenges 

With priorities established, consortium partners collaborated to develop pilot ideas that aligned with each selected challenge. Through structured ideation and matchmaking sessions, the objective of these meetings was to draft an initial version of pilot proposals while allowing all partners to present their ideas and work collaboratively. This process channeled creativity and expertise to formulate solutions that were both innovative and feasible. By fostering a collaborative environment, it incorporated diverse perspectives, thereby enhancing the quality and relevance of each proposed solution. 

Plenary Voting on Pilot Ideas  

After the development of the pilot ideas, a vote was held in Brussels with the participation of the consortium partners for the plenary vote on the final selection of pilots for the implementation of the Second Specific Grant Agreement (SGA) of the GovTech4All Framework Partnership Agreement (FPA). 

Crafting Actionable Pilot Projects  

The final step involved refining these ideas into actionable pilots. Each pilot concept was rigorously developed, detailing objectives, relevant KPIs, budget, and implementation strategies. This ensures that when moving forward, the pilots are both aligned with the broader goals of GovTech4All and equipped to make a tangible impact. Subsequently, the pilots were presented to the European Commission for evaluation and selection. 

The Power of Collaboration as the Key to Lasting Impact 

This engagement process highlights the power of structured, collaborative pilot design in addressing societal challenges. By aligning on shared and cross-border goals, voting to prioritize, and co-creating solutions, we are setting the stage for pilots that drive real change. In the context of involving multiple government stakeholders, defining pilots requires a clear understanding of collective objectives, and engaging all parties in the ideation and decision-making processes fosters ownership and ensures that the pilots are relevant and effective in meeting the diverse needs of the communities they serve. 

As GovTech4All moves forward, the commitment to this collaborative spirit remains — turning ideas into impactful innovations that benefit communities across Europe.