Electronic Proposal Submission Service
Contents
1. File Edit View Favorites Tools Help We 4e 22 le CORDIS FP7 Calls EPSS FP7 Prep x Q D a pager Q Toss Important Legs Notece Electronic Proposal Submission Service EPSS O Me R ie 2 1 gt PENSE CORDIS a gi a 2007 2013 CORDIS EPSS Part B Upload Please wait processing upload File upload complete please wait File daskal4 pdf was uploaded successfully CheckSum accb53a7b7b8a655400f2ed3a6dd4932 Your Part B has been uploaded on the EPSS System If your forms are ready please press the submit button to have your proposal evaluated for the next deadline Submit NOW Submit LATER Top CORDIS Services EPES FAQ EPSS Help Desk ie R 100 i eee ae Search with Google o ka H e 6 46 PM MY E If the proposal is ready you should click on Submit NOW in order to submit it If not then click on Submit LATER or any other of the Tabs in order to continue with its preparation EPSS User Manual Released on 30 June 2008 page 23 of 29 1 8 Validation Click on this tab in order to validate the entire proposal Possible errors are indicated and can easily be found and resolved EPSS FRY Submit Proposal Windows Internet Explorer gt y 2 ther Pee eee p a epa e a k J l i ih P W File Edit Wiinyw Favorited Tesla Help a aw Belle AN paii or fy A Lea wubb m P Pogo2. 1 3 1 Initial Login As a coordinator you must use the login and password that has been sent to you by e mail to access the EPSS gt Go to https www epss fp7 org Introduce the Coordinator User ID Enter the Coordinator Password Change the Coordinator Password Vv Vv V WV Enter the Other participant Password gt Change the Other participant Password Distribute the Other participant username and the modified Other participant password to your other participants if any 1 3 2 Subsequent Logins gt Go to https www epss fp7 org gt Introduce the Coordinator or Other participant User ID gt Enter the modified Coordinator or Other participant Password Note By entering the proposal as another participant you can only access your A2 Form for editing Other participants can view all proposal information but only edit A2 forms Tip Reduce typing errors Write logins and passwords in a text program and copy paste them into the fields This prevents mis typing errors EPSS User Manual Released on 30 June 2008 page 8 of 29 1 4 General EPSS FP7 Prepare Proposal Windows Internet Explorer Go M la httos Awww epss fp org epsspic proposalGeneral jsp v a kes X brussels airlines Ie i File Edit View Favorites Tools Help w k B8 gt SCHOLA EUROPACA B epss FP7 Prepare P X Citibank Belgium l Q Bl me Page gt Tose A F
3. Windows Internet Explorer lv https www epss fp7 org epss eligibilityCheck jsp g x GS File Edit View Favorites Tools Help ve 4 83 CORDIS FP7 Ge EPSS FP7 Chec x fh BY om lE Pager g To Electronic Proposal Submission Service EPSS O TETRA eae Bee M CORDIS me I le 2007 2013 CORDIS EPSS Prepare Proposal Change Password Check Validation Submit Proposal Logout Validation Check Validation check FAILED Automatic checking reveals potential errors in the following areas Warning Insufficient partners from Member States or Associated States If you wish you may submit the Proposal now If you make further modifications you may submit again before the call deadline Submit NOW Submit LATER This check is merely to ensure that all forms are complete and the basic requirements are met It is the responsibility of the co ordinator to ensure that the proposal meets all the eligibility requirements specified in the call for proposals Tip Simply uploading a new Part B file or modifying the A forms is not sufficient the submit button as well as the buttons on the pages that follow need to be pressed in order for the changes to be registered in the proposal package Pressing the submit button is similar to putting the envelope in the mailbox Proposals or modifications that have not been submitted before the deadline are not transfe
4. iL Tools Electronic Propos ly sub meeics Service EPSS ig a Po SF p aS SY eS WEHEN APES Re ee O haiga Panawaori EEE iii aaah O bagen EIGEEL E H freee ieni oe hited o aare the ar Ct a anl tie bamer Tee Gre m tia paprenaiihty of Cree oi ar at peer ME ae Mt te wl ri ney ol pie he tn nila Sy CL edad ark RP ce far ger nai ilh d Piriha a Ati Ey forma for si Parncgearte seat ae Haney Rabta i all fonna tint Pe Rit Shs Pala ame a gennad om iha ca i ara ananefiaci P alte Ale Shiste if anne he firin ot aire flee CELICE The wali oe cherch pi phir 2 e tyg iah mk hing the rulas ites order di pea above TF any cf the rulaa fad tine check shal aio famiaciopaby emi ie aye irni pe an an Bppn A te a a E h a Hj Haass jenn Next te proceod wiih Hss welidofion cfaeck oot Please note that during the validation process Errors or Warnings may be reported It is still possible to submit a proposal which has Warnings it is NOT possible to submit a proposal that has Errors EPSS FP Check Validation Window s Internet Explorer Fa Is E lhttos fiaen ooh ong epen eligibllityCheck jep F O NE D Eile Edit Whew Foverites Tools Help r i J e CORDIS FPF Calls A EPSS PP Choc F Page GQ Tools i Electronic Proposal iI ot Service EPSS ee oe Boor Pno gt Ete EPEY O Prepare Proposal Change basswori BE
5. 12 of 29 Edit details You can use the button to modify data related to a participant Important Legal Notice Electronic Proposal Submission Service EPSS Mae A 2007 2013 CORDIS EPSS Proposal Participants Participant Organisation short A2 A3 7 E ID name Link Link E mail s 1 Test Ww Albert Einstein company org Edit details 2 Parti ws test test com Hide Details Modify participant information PIC Clear PiC data Non Profit Organisation O yes no Public Body O yes no Organisation Short Name Part1 Research Organisation O yes no Higher secondary education O Participant E mail s test test com establishment yes da Method of determining Indirect Costs Actual Indirect Costs calculated using a Simplified Method Update Participant Information suman In order to enforce changes you must click on to update a Participant s details Note If the participant was added by introducing its own PIC then the fields related to the Method of determining the indirect costs and the Status of organization will contain data retrieved from the database and will be in read only mode EPSS User Manual Released on 30 June 2008 page 13 of 29 Rejection of the retrieved PIC data If you object the accuracy of the retrieved information then you can decide to remove Clear PiC data it by clicking on the button Modify participant informat
6. Office Lo ntemet R100 page 28 of 29 2 EPSS Checklist I Il IV VI VII VIII Choose the call and Sub scheme for which you want to apply http cordis europa eu fp7 dc index cfm Via the respective CORDIS call page register with EPSS in order to obtain a login and password well in advance of the call Use the provided username and password to prepare and submit the proposal https www epss fp7 org epss Proposal Setup Enter Participants Fill in the Part A Forms and save the forms Upload the Part B file and annexes if required Validate the proposal SUBMIT THE PROPOSAL 3 Note for Macintosh users The Safari browser is NOT supported Better results can be obtained using the Mozilla Firefox Browser you can download it from http www mozilla org download html It handles the files without their pathname The Mac OS 9 is not supported EPSS User Manual Released on 30 June 2008 page 29 of 29
7. clear a PIC for a participant Providing the PIC implies that the proposal co ordinator has access to this information from its own organisation or through the proposal partners organisations EPSS User Manual Released on 30 June 2008 page 4 of 29 1 2 The first step getting a user ID and password Access to the EPSS is specific to calls and to the corresponding subscheme You have to first make your choose for which call for proposals and for which sub scheme you want to apply Access is provided via the respective CORDIS call page see http cordis europa eu fp7 dc index cfm After selecting the call you will arrive to the call page On the call page go to the Electronic Proposal Submission Service EPSS section choose the sub scheme you want to apply for from the dropdown list and press Go You will than arrive at the EPSS start page Click on Register fill in the registration form and submit it The EPSS will send you coordinator and partners usernames and passwords by e mail Important notice The EPSS registration email which contains the access codes to prepare and submit the proposal will be sent to the email address you define during the registration This email will be sent from noreply epss fp7 org Prior to the registration you should check that this domain epss fp7 org is accepted by the email server of your organization If you do not receive this email please check your SPAM in case it ends up there I
8. Both commercial and free tools to convert files to PDF format are widely available on the WEB Compressed zipped or otherwise compressed archives will NOT be accepted PDF is self compressing there is no gain in zipping Technical problems resulting from the use of other formats may lead to your proposal being excluded Unless otherwise specified in the call legal text only one PDF file comprising the complete technical annex part B can be uploaded Further files with annexes or additional information company brochures supporting documentation reports audio video multimedia etc will be rejected during the evaluation of the proposal EPSS User Manual Released on 30 June 2008 page 19 of 29 There are some calls though i e calls for the Marie Curie funds that request two separate Part B files namely Section 1 and Section 2 If this is the case then all instructions remain the same with the only difference that the user will have to provide 2 separate files Format and naming convention applies for these files Do not use special characters in the file name The system will prevent you from uploading such files Using only PDF format for submission of part B Why This format for text documents is supported by the vast majority of computer platforms The advantage of saving as a PDF file is that the contents are locked and the original formattin margins page breaks etc will always be maintained when the file is pr
9. ETA 0 roimh Proposal 22000000 kee Validation Chick valgdatop ch WHET oe ae Bhan li riian m cotomathe checking has not dotpcta d morm biori E hee checks are nol amhnustive nna de of querhiviee that your proposal is valid for this call f you wish you may submit the Proposal now if you make further modifications you may submit again before the call deadline L EE Now SubmaLaTER Thea check ja imereiy bo emtia that ah Pors Tee te ami tho banc tegiiamenia are mat Mt ie tha makbenaikulikty of ha coe endinato bo mnb that iha propoaal m mpl aa the shgidlty Tn Specified in the cal for proposals Done gt Intornet 100 If you cannot locate validation errors please contact the EPSS help desk immediately on 32 2 23 33 760 or support epss fp7 org EPSS User Manual Released on 30 June 2008 page 24 of 29 1 9 Submit Proposal In order to complete the proposal submission the proposer must select the Submit Proposal section in fact it is to this section that a user is also directed when clicking on the Submit NOW button Without submission all the uploaded data Forms Part B and Annexes are simply saved in the EPSS database without forming a proposal package and without being recognized as a submitted proposal By clicking on the Submit Proposal button the screen that follows appears C EPSS FP7 Submit Proposal Windows Internet Explorer Ge v g https www epss fp7 org epss subm
10. Import L IN Electronic Proposal Submission Service EPSS sai alana p a x ESN AN 2007 2013 CORDIS EPSS EZA Change Password Check Validation Submit Proposal Logout General Information Call Selected STANDARD_CALL_PIC_ENABLED Sub Scheme Selected CP FP INFSO Proposal ID Not available Proposal status Proposal NOT submitted The information below has been supplied during the registration phase the information supplied during the registration is not inherited in the EPSS account since it is considered indicative only it cannot be modified but is NOT used for the evaluation of the proposal Make sure that the correct information is present in the A forms and Part B Title Test Title Coordinator Albert Einstein Top CORDIS Services EPSS FAQ EPSS Help Desk Done Internet R100 start BE B epssinfrast 4 microsoft Cepsserp7 p EPSS User M E Microsoft Ex Now you may prepare the proposal By clicking on the General Tab you can find information about The selected call The selected sub scheme The proposal s status The proposal number if this has been submitted The Coordinator s Name as registered The proposal Title as registered EPSS User Manual Released on 30 June 2008 page 9 of 29 Tip Please check the call and sub scheme identification first If you have selected the wrong call and the wrong sub scheme you will have to register a
11. SEVENTH FRAMEWORK A ME Electronic Proposal Submission Service EPSS preparation and submission guide Release Date 30 June 2008 Table of Contents l EPSS Preparation U Ser s Ge rics cvccnsscimniscicncinnvinwsdansconacanceciiouaeeeneeiweamemalaninn 3 MoM AS tt a LOE E 19 o A E E R A A E E T 4 1 2 The first step getting a user ID and PasSWwOTd c cc ccccccssssessceeeeeceeeeseeeeeeeeeaes 5 koe ARO IN eee thecerrn A E N E O E 8 Mi MIATA A OCA a E E A A E 8 boe SUSE GUC OU LO een E E A EA 8 E CPIM E A E T E N E SE T T T T 9 tos Poposki Oe a E Ter yn atat tT rr rier 11 ME acetate ease cede rset eden E AANA A T 15 koe Par A VG CS a E E E E A 19 1 7 1 PD e E E E E 19 RE E E A T O A E A T 22 toe ENA TO e E A A E A 24 E 1 0 101 i ca 6 00102 A T A T A T T anne 25 1 10 TG TAT STOUY E E EE E E A E T E 28 De MS E ATA E E T A A A T 29 3 Note FOR Mae MLO SIGE S enre E E S E E 29 EPSS help desk Phone 32 2 23 33 760 Email support epss fp7 org EPSS User Manual Released on 30 June 2008 page 2 of 29 1 EPSS Preparation User s Guide The EPSS Electronic Proposal Submission Service allows Proposers to create their proposal completely on line without downloading or saving anything on their local personal computer The EPSS service is available via the Internet as a Web based application The System requirements are Note A connection to the Internet A screen with a 1024x768 resolutio
12. YES please give the call identifier C yes C no please give the proposal or contract nu n Is this proposal or a very similar on rrently being submitted to another call under FP7 C lyes C ino IF YES please give the call identifier ea No value specified for mandatory field Proposal Acronym No value specified for mandatory field Proposal Title No value specified for mandatory field Duration in months No value specified for mandatory field Activity code 1 No value specified for mandatory field Free Keywords No value specified for mandatory field Abstract max 2000 char No value specified for mandatory field a Has this proposal or a very similar one been previously submitted to a call No value specified for mandatory field Is this proposal or a very similar one currently being Save Form Validate Internet When filling the form please pay particular attention to the verification gt Fillthe fields with data All fields on the forms are mandatory or 0 are the values that designate the none or Non applicable value gt Press the Validate button at the bottom of the form The validation is looking for formal errors in the forms If it finds errors it indicates which fields are wrongly filled gt If all the necessary fields are filled you will find no validation errors at the bottom of the form EPSS User Manual Released
13. art B checklist Part B is in PDF format compatible with Adobe Acrobat version 5 or higher with embedded fonts Filename ends in pdf Filename does not contain any special characters or spaces The PDF Part B must not be encrypted and the parameter that prevents printing must not be selected The proposal contains no unnecessary coloured or high resolution pictures It will be printed in Black and White at 300dp1i for evaluation Once the Part B file is created use the Browse button to locate the part B file Click on Upload Proposal File to upload the Part B file to the proposal EPSS User Manual Released on 30 June 2008 page 21 of 29 1 7 2 Annexes For the majority of instruments and project types in FP7 part A and part B form the complete proposal so it might be that this section does not appear for your case For some particular actions additional annexes can be required In this case you can use the Annex Upload section to locate and upload them You should not annex any other files unless this is specifically requested in the Call Text For the Annex content the only supported format is PDF The Annex filename should not contain any special characters or spaces It can only contain Latin letters a z digits 0 9 the underscore _ the dash and the dot character The Annex filename must be different from the Part B filename Note In case of uploading annexes to the EPSS please mak
14. ator 21 04 2008 15 30 11 CET Login attempt succeed Coordinator Mew all history Events Top CORDIS Services EPSS FAQ EPSS Help Desk Done pE aps Internet 100 i And after the submission gt EPSS FP7 Prepare Proposal Windows Internet Explorer E5 e inttys www epss fp7 0rg epss proposalHistory jsp_ i Ea l soose l Eile Edit View Favorites Tools Help 7 r 4d g3 e CORDIS FP7 Calls EPSS FP7 Prep lt m EX Page g Tools Electronic Proposal Submission Service EPSS O aae a CORDIS BEN pd ems a y 2007 2013 CORDIS EPSS Prepare Proposal Modification history Date and time 16 02 2007 18 55 32 CET 16 02 2007 18 55 26 CET 16 02 2007 18 52 38 CET 16 02 2007 18 52 19 CET 16 02 2007 18 51 37 CET 16 02 2007 18 49 25 CET 16 02 2007 18 49 05 CET 16 02 2007 18 48 46 CET 16 02 2007 18 48 39 CET 16 02 2007 18 48 04 CET EPSS User Manual Action Form modified Proposal submitted Form A2 AlbEin modified Form A2 AlbEin modified Form A2 AlbEin modified Proposal submitted Form A3_1 AlbEin modified Form A3_1 PartA modified Form A2 PartA modified Form A2 PartA modified Form A2 AlbEin modified 5 Top CORDIS Sarvices EPSS FAQ EPSS Help Dask Released on 30 June 2008 Modified by Coordinator Coordinator Coordinator Coordinator Coordinator Coordinator Coordinator Coordinator Coordinator Coordinator Publications
15. bschema also have an A4 form or don t have the A3 1 A3 2 forms Click on the links on the screen that are listed under Form name to access the forms EPSS User Manual Released on 30 June 2008 page 15 of 29 Note If a participant has been added with the use of PIC then a set of fields on the A2 form will already be pre filled with information as retrieved from the database Only some of these fields are editable For a participant for whom a PIC has been provided the first time that the A2 or A3 1 form is opened the following screen shows up PIC Verify Data The coordinator has provided a PIC number The following information is retrieved from your PIC data and will be pre filled in your forms In case some information is not correct you can edit the information in the form if the field is editable If the field is not editable then you should contact the coordinator and ask him her to clear the PIC Please be aware that in such a case you will have to fill ALL PIC related information manually Open the form PIC information PIC 1235456709 Organisation information Organisation Legal Name Test Organization Organisation Short Name TEST Street name and number Street 4 City Brussels Country Belgium Postcode 12345 Internet homepage Status of Organisation Non Profit Organisation no Public body no Research organisation no Higher secondary organisation establishment no MACE Nomenclature of econ
16. correct You can include multiple e 66499 9 e mail addresses you must separate them with a semi colon ipl The e mail addresses introduced in this section are used by EPSS to send automatic e mail confirmation once the proposal is submitted transferred for evaluation Please check that they are complete and accurate gt To add another participant to the proposal you may provide the relevant participant s PIC number and must provide a participant short name and e mail address If a PIC is provided then the corresponding data will be retrieved from the database once the corresponding A2 form is opened EPSS User Manual Released on 30 June 2008 page 11 of 29 Important You shall make sure that the responsible participant opens the corresponding A 2 form in order to finish validation The associated PIC data set is only inherited once the A 2 form opened The same validation step is mandatory if the PIC number is deleted or modified These validation steps are necessary to avoid unintended changes in the administrative data If for some reason you decide to change or re introduce a PIC please always make sure that you not only click on the Update Participant information and then click on Accept but afterwards you make sure that the corresponding A 2 form is opened to finish verification and have the PIC data inherited gt If you add a new participant without providing a PIC number then the following information is also reque
17. e sure that the name of the annex file 1s NOT identical with the name of your part B file Note Before being saved to the EPSS database the Part B and Annex files are checked for viruses If files are found to be infected they are rejected by the system and the user is warned Tip Upload your proposal early in the process and press the submit button and all buttons that follow in the subsequent pages Doing this ensures that an interim version of the proposal text the part B is already present on the system Remember that the system allows multiple uploads of the proposal text and this facility should be used to avoid the call closure rush Tip In some rare instances the proposal may be altered while in transit on the Internet To check that the uploaded file has been received unaltered perform a download of the part B Tip Practice the conversion of the file to the PDF format The conversion may take an extended period of time if the page layout is complex or contains graphics There is no point is creating a PDF document with a resolution higher than 300 DPI and in black and white Nuances of grey may be reproduced but should be avoided for legibility purposes EPSS User Manual Released on 30 June 2008 page 22 of 29 Upon successful upload of a file the following screen appears EPSS FP7 Prepare Proposal Windows Internet Explorer Sled g lhttps www epss fp7 org epss proposalPartBupload jsp CI hea x Google P
18. gain The EPSS operator cannot change the registration information and transfer data from one registration to another Ifthe co ordinator details change you do not need to register again co ordinator information is taken from the A2 forms If you wish to modify the Title of the proposal you will have to do it in the forms The title appearing in this page is taken from the registration data and cannot be changed This does not affect the submitted proposal because what is evaluated is the content of the forms and the Part B Go to Proposal setup EPSS User Manual Released on 30 June 2008 page 10 of 29 1 5 Proposal Setup In the proposal setup section you define the number of other participants that participate in your project Note The first participant is always the co ordinator ae et Oy pee ee ee a ant Legal M Electronic Proposal Submission Service EPSS I rA lag re n cP e 2007 2013 ORGS EPSS Prepare Proposal Change Password Check Validation Submit Proposal Logout General Proposal Setup j Part A r PartB History Proposal Participants Participant ID Organisation short name lt A2 Link AS Link E mail s i Test E E Albert Einstein company erg Edit details Add Participant Participant Identification Code PIC infe PIC Clear PiC data Organisation Short Name Participant E mail s add participant Make sure that the co ordinator e mail address is
19. inted In addition unlike many common document formats there are almost no viruses associated with PDF files Allowing proposers to submit in any possible format would require the Commission to maintain an arsenal of software in different versions and even then readability could not be guaranteed in 100 of the cases How The possibility of converting a text file into PDF is integrated into some word processors In case this is not implemented in the word processor you are using you can download special conversion software commercial software or downloadable freeware from the web Conversion into PDF is the last step in preparing a document for submission since PDF documents are locked they cannot be edited like normal text files The format of part B of a proposal the description of the content of the proposal for the specific call is specified in the so called Part B Template file By clicking on the link Download Part B Templates the proposer downloads the template file RTF format and uses it as a guide to structure the proposal Part B section appropriately Open the template Part B RTF file and edit it Save the file convert it to PDF and then add it to the proposal The Part B filename should not contain any special characters or spaces It can only contain Latin letters a z digits 0 9 the underscore _ the dash and the dot character EPSS User Manual Released on 30 June 2008 page 20 of 29 P
20. ion Participant Identification Code PIC info Clear PIC Info Status of your organisation Status info Non Profit Organisation Public Body Research Organisation Higher secondary education establishment Organisation Short Name kest Participant E mail s test test com yes no By clearing the FIC all information related to this PIC will be lost From the 42 43 forms and will have to be filled in anual ick on OK in order to clear the PIC If the PIC data is cleared than all associated information will be erased from the A 2 and A 3 forms and have to be re entered manually again EPSS User Manual Released on 30 June 2008 page 14 of 29 1 6 Part A This section concerns with the administrative forms of the proposal or Part A C EPSS FP7 Prepare Proposal Windows Internet Explorer Ge yy le https Wwww epss fp org epss proposalParta jsp vi Bh 49 x al File Edit View Favorites Tools Help f Rj am A a2 We g3 erss re7 Login EPSS FP7 Prepare Pi X th A am Pag Tools Important Legal Notice Electronic Proposal Submission Service EPSS Wie 5 M Bia es a E 2007 2013 CORDIS EPSS Change Password Check Yalidation Submit Proposal Logout General Proposal Setup Part B i History Part A Click on a form name to edit online or select form s and press download to view as PDF Scroll to bottom of the form to sa
21. ission1 jsp i 4 4 Miss Univers p File Edit View Favorites Tools Help we a a EPSS FP Submit Proposal 7 iPage v Took x Electronic Proposal m Service EPSS sini Imp ly ae 7 a 4 me M 2013 Prepare Proposal Change Password Check alidation BETTE Logout CORDIS EPSS Proposal submission Modifications to proposals are possible at any time before the deadline also after an initial submission The latest version available at the deadline is considered as the one submitted For continuously open calls this procedure applies to the intermediate closure dates This means that at each intermediate closure date all proposals with the status Submitt ed will be locked and evaluated and there will be no more possibility to modify them When resubmitting you automatically accept to withdraw the previously submitted proposal by replacing it with the new version By submitting this proposal the co ordinator confirms that all necessary internal authorisations have been obtained by all participants in order to permit your organisation to submit it and that the submission complies with any internal requirements of the participants organisations relating to the submission of such proposals In doing so the co ordinator accepts that the Commission takes no responsibility for the evaluation or selection of any proposal which subsequently proves not to have been authorised by the competent officials of the participant
22. n and small fonts On screen text size Users should not use the font scaling option that is available with some browsers to enlarge the font size when viewing A forms as this may lead to corrupted view of the forms Internet Explorer 6 0 and above or Netscape Navigator 7 0 and above or Mozilla Firefox 1 0 and above or Opera 7 0 and above or Mac OS X Mozilla Firefox browser for Apple Macintosh users Mac OS 9 is not supported and Safari neither see Note on p 22 JavaScript and ActiveX controls enabled the EPSS web application is best viewed with using Internet Explorer 6 0 and above or Mozilla Firefox 1 0 and above EPSS User Manual Released on 30 June 2008 page 3 of 29 1 1 Using PIC in EPSS The PIC or Participant Identification Code is a unique code for identifying the participant in any stage alongside the R amp D funding management process of the programmes managed by the Commission s Research DGs Participants will not have to submit their legal and financial information and supporting documents each time they submit a proposal or negotiate a grant agreement but they should just introduce their PIC All organizations which already signed an FP7 contract with the Commission should have received a PIC which has been communicated to all contact points for FP7 grant agreements known to the Commission Find out within your organization who are contact points for FP7 grant agreements they will be able to tell you
23. n any case you can always contact the EPSS Helpdesk to assist you if you have not received the EPSS codes Note If you have a PIC number you can already use it here Once you obtain the EPSS account you will be still able to stop working with a PIC number if you decide so Important Legal Notice Electronic Proposal Submission Service EPSS f ih ae 3 K ge im 2007 2073 CORDIS ERSS Registration Personal Details Call Selected STANDARD CALL PIC_ENABLED Sub Scheme Selected CP FP INFSO Please fill in your details below Note that you must provide entries marked with an asterisk PIC info PIC Clear PIC data View PIC data a EPSS User Manual Released on 30 June 2008 page 5 of 29 If you enter your PIC and wish to see what the associated PIC data is you may click on the View PIC data button Important Legal Notice Electronic Proposal Submission Service EPSS yri o ji 2007 2013 Registration Personal Details Call Selected STANDARD CALL PIC ENABLED Sub Scheme Selected CP FP INFSO Please fill in your details below Note that you must provide entries marked with an asterisk PIC info pic 123456789 Clear PIC date View PLS gata PIC Verify Data The PIC you entered is associated with the data indicated below Please verify and click OK if you accept After obtaining your EPSS account you will still be able to remove the PIC data if you decide n
24. ne 2008 page 18 of 29 1 7 Part B and Annexes EPSS FP7 Prepare Proposal Windows Internet Explorer a O v htps www epss fp7 org epss proposalPartB jsp v amp 4 x Miss Univers Pr File Edit View Favorites Tools Help we k EPSS FP7 Prepare Proposal I D 9 Qy Electronic Proposal EAT Service EPSS FAAM Nols nag a Map y 2007 2013 CORDIS EPSS s S Page y Tools v Change Password Check alidation Submit Proposal Logout General Proposal Setup PartA Pate E History PART B Upload Why only PDF Help with PDF Specify the location of the Part B file to be uploaded File Upload Proposal File ror the epr apara al c pee ore art B you mu ray use oe ively Scat Ge oe De ocume Dae Pompa Ante et Adobe Acri ace t aar nee with Pires dded fan AS gon upload v ig hies es down av eslou ary highs ar utio Pomar ae phe rene size take arch pro opo devs OM B les his r mabit ay es reba ud aim to S ct your pr opo S under PAN snd r no circum ai s try to upload a file ar r than an Download Part B Templates zip file PART B Overview No Part B file uploaded Internet R100 eV ____ ____ _____ _ _ _ _ ae 1 7 1 PartB For the proposal content part B you are requested to use exclusively PDF portable document format compatible with Adobe Acrobat version 5 or higher with embedded fonts Other file formats will NOT be accepted by the system
25. omic activities in the European Community not applicable Number of employees smaller than 250 yes Actual turnover smaller than 50 million yes Actual balance sheet smaller than 43 million yes Autonomous legal entity yes SME organisation yes Organisation Cost Model Method of determining Indirect Costs Transitional Flat Rate p t 60 Important You must make sure that the responsible participant opens the corresponding A 2 form in order to finish validation The associated PIC data set is only inherited once the A 2 form opened The same validation step is mandatory if the PIC number is deleted or modified These validation steps are necessary to avoid unintended changes in the administrative data If for some reason you decide to change or re introduce a PIC please always make sure that you not only click on the Update Participant information and then click on Accept but afterwards you make sure that the corresponding A 2 form is opened to finish verification and have the PIC data inherited EPSS User Manual Released on 30 June 2008 page 16 of 29 A1 AlbEin Windows Internet Explorer fe Ole https www epss fp7 org epss formProcessor jsp valuesChanged 08formld 15573 amp id 1171647705781 amp cmd GetForm a A a Similar proposals or signed contracts a Has this proposal or a very similar one been previously submitted to a call for proposals of the 7th EU RTD Framework Programme ws IF
26. on 30 June 2008 page 17 of 29 Z A1 AIDEin Windows Internet Explorer https www epss fp7 org epss formProcessor jsp HEALTH 2007 1 1 1 Free Keywords dii Abstract max 2000 char Similar proposals or signed contracts a Has this proposal or a very similar one been previously submitted to a call for proposals of the 7th EU RTD Framework Programme pe yes jno IF YES please give the call identifier f please give the proposal or contract number if known Is this proposal or a very similar one currently being submitted to another call under FP7 IC lyes no IF YES please give the call identifier No Validation Errors J Save Form Validate p Done Internet R100 Do not forget to save the form by pressing the Save Form button or your changes will be discarded Note The Save Form button performs form validation as well Please make sure you fill out all forms for which you are responsible For forms with spreadsheets the total amounts are automatically calculated by the system when the Validate button is pressed Obviously the appropriate fields need to be completed first During form preparation save early and often Saving will also validate the form Pay attention to the time out of the system editing a form is not considered as an action of the user only saving or validating actions will reset the time out EPSS User Manual Released on 30 Ju
27. ot to use It PIC information ppc 123456709 Organisation information Organisation Legal Name TEST Organization Organisation Short Name TEST Street name and number Street 1 City Brussels Country BELGIUM Postcode 1234 k EPSS User Manual Released on 30 June 2008 page 6 of 29 If at that stage you object the correctness of your PIC data or simply you decide not to Clear PIC data use it you can clear it by clicking the Important Legal Notice Electronic Proposal Submission Service EPSS Ria 4 i ty os Gea 200 2079 F i Registration Personal Details Call Selected STANDARD CALL PIC ENABLED Sub Scheme Selected CP FP INFSO Please fill in your details below Note that you must provide entries marked with an asterisk PIC info PIC 123456789 Cer Hita E View PIC data Microsoft Internet Explorer fx Microsoft Internet Explorer fx a s re you sure vou want to clear PIC data PIC Cleared l Cancel After clearing your PIC data or simply if you don t have a PIC you should proceed with entering valid data to all mandatory fields by manual typing Important The login and password you receive by e mail is specifically linked to only one proposal for the call and for the instrument you have chosen For any other proposal you want to prepare you have to register again following the procedure described above EPSS User Manual Released on 30 June 2008 page 7 of 29 1 3 Login
28. rred for evaluation EPSS User Manual Released on 30 June 2008 page 27 of 29 1 10 The History By clicking on the History Tab the record of all the actions performed while using the EPSS system appears Thus it is possible for the coordinator to check when for example Partner 2 updated his A2 form An example of the history record before proposal submission EPSS FP7 Prepare Proposal Windows Internet Explorer E IES oe na je https Awww epss fp7 org epsspic proposalHistory jsp a z gt lt brussets airlines e _ Eille Edit View Favorites Tools Help h DO h teago Taos 7 tie Be BE Z SCHOLA EUROPACA B EPSS FP7 Prepare Pi X 8s Volissos trave Important Legal Notice Electronic Proposal Submission Service EPSS r s 7 CORDIS EPSS Modification history Date and time Action Form modified 21 04 2008 16 45 48 CET Document TESTPOF pdf created Coordinator 21 04 2008 16 45 20 CET Form Al ALEIN modified Coordinator 21 04 2008 16 23 54 CET PIC 99687336 for participant 2 created Coordinator 21 04 2008 16 21 23 CET Form A3_1 Partneri created EPSS 21 04 2008 16 21 23 CET Form A2 Partneri created EPSS 21 04 2008 16 21 23 CET Partner Partneri created Coordinator 21 04 2008 16 14 51 CET Login attempt succeed Coordinator 21 04 2008 15 30 42 CET Password of Partner modified Coordinator 21 04 2008 15 30 42 CET Password of Coordinator modified Coordin
29. s SRR s Please press the button below to have your proposal submitted Press this button to submit the proposal Done Internet T R100 Press on Press this button to submit the proposal An automatic validation check will verify the proposal If there are no validation errors the following will appear EPSS User Manual Released on 30 June 2008 page 25 of 29 EPSS FP7 Submit Proposal Windows Internet Explorer XxX g l lhttps www epss fp7 org epss submission3 jsp x 4 9 6 Google lel Eile Edit View Favorites Tools Help ie amp 33 l CORDIS FP7 Calls EPSS FP7 Sub x a da Page Tools v Important Electronic Proposal Submission Service EPSS O Ail Li ee 2 eet CORDIS an 2007 2013 CORDIS EPSS validation Check Proposal submission The proposal with ID 000184 has been successfully submitted at 16 02 2007 18 51 37 CET Call ID FP7 TEST MULT PART IP Instrument CP Title Test title A3_1 PartA Part B file ecksum io daskalt pdt accb53a7b7b8a655400f2ed3a6dd4932 Part B Annexes Comments No comments provided Top CORDIS Services EP5S FAQ EPSS Help Dask If you receive this screen the proposal is successfully submitted The proposal can be modified and submitted up until the closure of the call Each subsequent submission overwrites the previously submitted version earlier versions are not archi
30. sted by filling manually mandatory fields marked with red asterisk The legal status of organization The Method of determining the Indirect Cost Click Add Participant Electronic Proposal Submission Service EPSS a j A i e E Pp a 2007 2013 CORDIS EPSS Change Password Check Validation Submit Proposal Logout General Part A Part B History Proposal Participants Participant ID Organisation short name A2 Link A3 Link E mail s 1 Test ww Albert Einstein company crg Edit details Add Participant Participant Identification Code PIC info Status of your organisation Status info pic Clear PiC data Non Profit Organisation QO yes no Public Body O yes EJ no Research Organisation yes dno Oy Organisation Short Name Part1 Higher secondary education EE 3 establishment Oyes O no Participant E mail s 4a b company be Method of determining Indirect Costs Cost model info a Actual Indirect Costs add participant Actual Indirect Costs calculated using a Simplified Method Standard Flat Rate of 20 Transitional Flat Rate p t 60 Lump Sum only for ICPC Once a participant is added the system automatically creates an A2 form and either an A3 1 form or extra rows in the A3 A4 form depending on the exact call Those forms are accessible via the A2 Link A3 Link buttons but they can also be found after clicking in the Part A Tab EPSS User Manual Released on 30 June 2008 page
31. ve and validate form Scroll to bottom of the form for validation errors Note Automatic calculations will only be performed if form is valid Form name Download PDF Status a Fi Last updated 28 02 2007 11 25 16 CET by Coordinator A2 Coordinator F Last updated 28 02 2007 11 25 54 CET by Coordinator A2 Part4 O Last updated 21 03 2007 18 18 37 CET by EPSS A2 PartB O Last updated 21 03 2007 18 19 27 CET by EPSS A2 Part C O Last updated 21 03 2007 18 19 56 CET by EPSS 43 1 Coordinator F Last updated 06 03 2007 19 44 10 CET by Coordinator A3 1 Part O Last updated 21 03 2007 18 18 38 CET by EPSS A3 1 PartB a Last updated 21 03 2007 18 19 27 CET by EPSS 43 1P D O Last updated 21 03 2007 18 19 57 CET by EPSS A3 2 d Please note that all participants in proposals must ensure that they have the authorisation of their organisation to participate in the proposal and any project arising from it Co ordinators are advised to ensure that this is the case prior to the submission of the proposal Internet 100 The Proposers need to fill the A forms appropriately and save them on the EPSS server Also each form can be downloaded as a PDF file to your computer s hard disk Check the relevant fields and click on download to receive PDF copies of the Part A forms Depending on the type of call strictly call and sub scheme specific Part A shows the overview of forms Al A2 A3 1 and the summary A3 2 certain su
32. ved If there are blocking validation errors you ll not be able to submit the proposal and get a screen like the following T EPSS FP7 Submit Proposal Windows Internet Explorer GO E ntwps www epss fp7 org epss submission2 jsp A t scoot e Eile Edit Yiew Favorites Tools Help We de p9 erss FP7 Login EPSSFP7 SubmitPr x gt G mh Eeage Gtoos Electronic Proposal Submission Service EPSS ae o yO a ORDIS EPSS _ Prepare Proposal Change Password Check Validation Validation Check Validation check FAILED Failure Part A2 PartB A2 Part C A3_1 Part 43_1 PartB 43_1 Part C have validation errors or have not been saved Pisae fix Berara submission Preliminary automatic cheakine has detected errors You dh Proposal cannot be submitt a Thi eck is merely to ensure that all forms are complete and the basic requirements are met It is the responsibility of the co bpr to ensure that the aeei meets all the eligibility requirements specified in the Sail for proposals Top CORDIS Services EPSS FAQ EPSS Help Desk Done Internet R100 EPSS User Manual Released on 30 June 2008 page 26 of 29 If there are Warning types of validation errors then you can see proceed with the submission by supplying some relevant comments and click on the Submit NOW button 2 EPSS FP7 Check Validation
33. what your PIC is If you cannot find any contact point within your organization ask the URF help desk to put you in contact with them If your organization does not have a PIC yet then we suggest you to get one by registering your organization in our Unique Registration Facility or URF at the following link http ec europa eu research par ticipants urf For more information about Unique Registration Facility including support please visit the corresponding section of CORDIS http cordis europa eu fp7 urf _en html After registration the new PIC will only be active in EPSS after 48h therefore we suggest you to make sure that you start your self registration well before the deadline of the chosen call Once ready you should type your PIC when asked in EPSS Part of the legal data associated to that PIC will then be shown in order for you to verify that the PIC you are using is indeed the right one Should you think there are errors in the data shown that might affect the eligibility of your proposal you can always remove the PIC and fill in all requested data manually as usual Important Applicants are able to prepare and submit their proposal use EPSS without the possession or without the introduction of PIC The default format of PIC is a 9 digits numeric code without separator or special characters In EPSS the proposal co ordinator who is responsible for the overall coordination between partners can introduce a PIC or
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