Project schedule, implementation and finances

What is agile piloting?
Agile piloting is a method originating from Finland for the rapid and short-term testing of new solutions under real-life conditions. The method links innovators from the private sector with public institutions and promotes the joint development of

What is the aim of the competition?
The competition is part of the international PilotInnCities project, which is being implemented as part of the Interreg Danube Region programme and co-financed by the European Union. The aim is to identify innovative smart city solutions and facilitate their market entry and expansion through agile piloting. This call is not a funding or grant programme, but an open innovative process to select new, unique solutions outside the usual market standard. On this basis, a service contract will be concluded with the winning participants for the provision of pilot test services.

What do we mean by Smart City and Smart Region?
The PilotInnCities project takes a holistic approach to smart cities and smart regions. We are looking for both technological and non-technological solutions that contribute to improving the quality of life, more efficient public administration, better mobility, environmental sustainability, social inclusion and other positive societal changes.

Where will the German pilot projects take place?
The German pilot projects will take place in several municipalities in the district of Wunsiedel. Please refer to the challenge descriptions for details.

How long does the project realisation take?
As the Open Call is explicitly about agile pilot projects, project durations of between three and six months should be envisaged. Depending on the project, there may be differences as to whether you start directly with the actual piloting or whether a preparatory phase is still necessary. This may be agreed individually after evaluation and acceptance of the pilot project.

Who can take part?
Start-ups and SMEs (<250 employees, annual turnover <50 million euros) are eligible to participate. Non-business organisations can also propose and submit a project. However, if they are selected as a winner, they must register as a commercial organisation during the contracting process.

Where and how do I apply?
Your application must be submitted by 7 April 2025, 23:59 CET, to info[at]digitaleentwicklung.de. The components of the application to be submitted are: The completed application form, the completed self-declaration of aptitude and the elevator pitch video. If you have any questions about this application process, please get in touch with the contact person named below at any time.

Who commissions the pilot projects?
The client for the pilot projects is Zentrum für Digitale Entwicklung GmbH..

What is the budget per pilot project?
The budgets per pilot project amount to €5,000 or €10,000 incl. VAT. Please refer to the challenge descriptions and applicant information sheet for further details.

What costs can be charged?
Seven sample cost categories have been introduced in the competition information. These are billable in any case, but can be supplemented with additional cost categories in the individual applications if these are necessary or useful for the proposed solution.

In which countries is the competition taking place?
The competition is being held in parallel in Germany, the Czech Republic, Slovakia, Serbia, Hungary and Romania. Each country has its own application process, specific conditions of participation and a separate budget for the implementation of the agile pilots. A participant cannot apply in more than one country. In each country, the competition is managed and organised by the respective project partners. Please contact us if you have any questions about applying in other countries.

What do the organizers mean by „citizen science“?
The terminology has been kept relatively vague by purpose, namely to ensure a maximum level of solution openness. The decisive aspect shall be that citizens are involved in the process of data collection.

How is evaluation carried out?
The project ideas submitted will be assessed by an independent panel of experts. The four dimensions of the Quadruple Helix of Stakeholders are represented (civil society, administration, business and universities). The evaluation is based on the criteria INNOVATION (15 %), IMPACT (25 %), FEASIBILITY (25 %), SCALABILITY (20 %) and BUDGET (15 %). 

How is the project budget paid out?
Payment is made by invoice. The exact payment plan is determined when the contract is signed. For Germany, a payment plan in three instalments is envisaged (40% at the start of the project, 40% in the middle of the project and 20% after successful project completion). This can be deviated from in individual cases, provided this is objectively justified, in agreement with the organiser.

Which key performance indicators (KPIs) are suitable?
Each applicant and each pilot project must propose a set of key performance indicators (KPIs) that measure the success of the pilot. Due to the diversity of smart city solutions, these must be customised to the individual project. KPIs should capture both quantitative parameters and qualitative changes for the target groups. They can be ‘hard’ or ‘soft’ factors and can be measured either once, repeatedly or continuously. The data can be collected from external sources or directly by surveying the target groups. CITYkeys is recommended as a recognised European methodology for KPIs. The KPIs must already be defined in the ‘Impact’ criterion in the application. The final coordination of the KPIs with the organisers only takes place for the winning projects before the contract is signed.

Can failure to achieve the KPIs lead to a reduction of budget?
In principle, no. The concept of agile piloting includes the acceptance of risks and possible mistakes as a source of learning. It is crucial that the project team endeavours to fulfil the KPIs. If the goals are not achieved, the causes must be analysed and recommendations formulated in the final report.

Technical conditions

Are there any technical standards required for a pilot solution?
In principle, the call topics are openly formulated and the type of solution is up to the participants. In the case of data or sensor-based applications, however, it is important to ensure that they have open, documented interfaces that can be docked onto a standard dashboard. 

After the pilot phase

Who owns any hardware installed after the pilot phase?
This question cannot be answered in advance due to the openness of the call topics. It is negotiated individually for each successful application.