INPROCAP Training 5 at CERN: From Theory to Practice in Innovation Procurement

From methodology to practice

The training began with a recap of the INPROCAP training pathway, covering key modules such as needs assessment, market analysis, and open market consultation. Participants were guided through how these preparatory steps support informed procurement decisions and help identify whether solutions already exist on the market or require further development.

A central concept emphasised throughout the session was that innovation procurement starts with clearly defined unmet needs and requires a structured approach to market engagement and analysis.

Hands-on exercises: Open Market Consultation

Participants actively engaged in a hands-on group exercise focused on designing Open Market Consultations (OMC), based on real challenges from the Lund AIMday Big Science Technology event. Each group worked on a specific scenario and was tasked with developing a complete OMC strategy.
This included defining:

• Objectives: what key questions should be addressed to the market
• Format: selecting appropriate methods such as online sessions, physical meetings, questionnaires, or demonstrations
• Timeline: positioning the OMC within the procurement process
• Key questions: identifying critical questions for potential suppliers
• Risk mitigation: ensuring equal treatment and avoiding conflicts of interest

The exercise, combining group work and short presentations, highlighted the importance of structured early market engagement and its role in shaping successful procurement strategies.

Pre-commercial procurement in practice

The training included practical insights into pre-commercial procurement (PCP), supported by real examples from CERN and national initiatives. PCP was presented as a strategic tool for developing innovative solutions through a phased approach, typically covering design, prototype development, and validation.

Examples presented during the session demonstrated how PCP is used to address complex technological challenges in areas such as particle physics, fusion, and advanced detection systems. These cases illustrated how public organisations collaborate with industry to develop solutions that are not yet available on the market, while sharing risks and benefits.

In addition, the ARCHIVER project was presented as a concrete example of PCP implementation in the field of data archiving and preservation. The project demonstrated how R&D procurement can lead to scalable, cloud-based solutions capable of handling large volumes of research data while ensuring long-term accessibility and sustainability.

Building a strong business case
Another key component of the training was the development of business cases for innovation procurement. Participants explored how to structure a business case as a decision-making tool, combining cost-benefit analysis, risk assessment, and strategic alignment.

A second hands-on group exercise focused on developing a business case for real Big Science challenges. Participants worked on defining the problem, gathering evidence, identifying the most suitable approach, and estimating costs and risks.

This practical work demonstrated how evidence gathered during earlier stages – such as needs assessment, market analysis, and open market consultation – feeds directly into procurement strategy and supports decision-making.

Key takeaways
The training reinforced several key messages:

• Innovation procurement requires a structured, step-by-step approach
• Early engagement with the market is essential for informed decision-making
• Pre-commercial procurement enables the development of innovative solutions through phased competition
• Business cases are critical for justifying investments and aligning procurement with organisational goals
• Collaboration between BSOs and companies is central to achieving impactful results

Visit to CERN Facilities
We also had the opportunity to explore CERN’s facilities through guided visits. This included a visit to the CERN Data Centre and the Low Energy Ion Ring (LEIR), providing valuable insights into the technological infrastructure and operational environment of one of the world’s leading research organisations in particle physics. As a key Big Science infrastructure, CERN operates highly complex systems and large-scale facilities, where advanced technologies and innovation play a crucial role.