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EPSS User Manual

1. 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 13 October 2009 page 7 of 29 1 3 Login 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 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 ipl 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 13 October 2009 page 8 of 29 1 4 General EPSS FP7 Prepare Proposal Windows Internet Explorer MEJE Ge 3 v e https www epss fp7 org
2. 8 SCHOLA EUROPACA B 89 EPSS FP7 Prepare P x 89 1 Volissos Travel m i fi gt o deh aga Q Toolse Electronic Proposal Submission Service EPSS Pores See eee la p wa gt yeas _ Ml oo me A 2007 2013 COROIS EPSS Modification history Date and time Action form modified Modified by 21 04 2008 16 45 48 CET Document TESTPDOF pdf created Coordinator 21 04 2008 16 45 20 CET Ferm Ai ALEIN modified Coordinator 21 04 2008 16 23 54 CET PIC 999607336 for participant 2 created Coordinator 21 04 2008 16 21 23 CET Form A3_1 Partneri created 21 04 2008 16 21 23 CET Form A2 Partnerl created 21 04 2008 16 21 23 CET Partner Partneri created Coordinator 21 04 2008 16 14 51 CET Legin 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 Coordinator 21 04 2008 15 30 11 CET Login attempt succeed Coordinator Miew all history Eventa Top CORDIS Services EPSS FAQ EPSS Help Desk Done nternet A 100 And after the submission gt EPSS FP7 Prepare Proposal Windows Internet Explorer JS G l https www epss fp7 org epss proposalHistory jsp w fe I a x f joogle e z Eile Edit View Favorites Tools Help r fe e ercorors FP7 Calls EPSS FP7 Prep x fm gt da 3 Page G Tools i 2007 2013 Electronic Pro arni TEE S Service E
3. 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 13 October 2009 page 18 of 29 1 7 Part B and Annexes EPSS FP7 Prepare Proposal Windows Internet Explorer JS https Awww epss fp7 org epss proposalPartB jsp 4 X miss Univers Pj File Edit View Favorites Tools Help We de epss FP7 Prepare Proposal fh gt A i Pag y G Tools Important Legal Notice Electronic Proposal 1 7 Service EPSS tae M BA OoOo O CORDIS EPSS Prepare Proposal Change Passwor d Check alidation Submit Proposal Logout General Proposal Setup Part A History PART B Upload Why only PDF Help with PDF Specify the location of the Part B file to be uploaded File Browse Upload Proposal File For the proposal content Part B you must use exclusively PDF Portable Document Format compatible with Adobe Acrobat Reader version 5 a r higher with embedded Fon ts Iti a recommended not to Saialead very big files To keep sizes down avoid colour and unnecessary high reso aes on pictures and graphs The average oe bul ae earch pro posa al is 2MB less er man ity actions You should aim to restrict your proposal to under 3M
4. Password Check alidation Submit Proposal Logout General Proposal Setup Part B History Part A Click on a form name to edit online or select formis and press download to view as PDF Scroll to bottom of the form to save 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 41 o Last updated 28 02 2007 11 25 16 CET by Coordinator 42 Coordinator g Last updated 28 02 2007 11 25 54 CET by Coordinator A2 Part amp oO Last updated 21 03 2007 18 18 37 CET by EPSS 42 Parte go Last updated 21 03 2007 18 19 27 CET by EPSS 42 Part C d Last updated 21 03 2007 18 19 56 CET by EPSS 43 1 Coordinator go Last updated 06 03 2007 19 44 10 CET by Coordinator 43 1 Part d Last updated 21 03 2007 18 18 38 CET by EPSS 43 1 PartB go Last updated 21 03 2007 18 19 27 CET by EPSS 43 1 PartC O Last updated 21 03 2007 18 19 57 CET by EPSS A3 2 O 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 Co ordinators are advised to ensure that this is the case prior to the TE of the proposal Internet R 100 r 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 f
5. epsspic proposalGeneral jsp va 4 X brussels airlines Pjr File Edit View Favorites Tools Help ol We Gt 83 SCHOLA EUROPACA B EPS5 FP7 Prepare P X Citibank Belgium gt Ao aby E Page y G Tools Important Legal Notice Electronic Proposal Submission Service EPSS I ay ges ae ton fy 2007 2013 CORDIS EPSS 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 3 Done Internet 100 E B EPSS Infrast eee 4 Microsoft EPSS FP7 P Gy EPSS User M 9 Microsoft Ex Eh 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 Re
6. 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 O 9 the underscore _ the dash and the dot character EPSS User Manual Released on 13 October 2009 page 20 of 29 Part 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 300dp1 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 13 October 2009 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
7. 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 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 13 October 2009 page 4 of 29 iz 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 th
8. B and under mstances try to upload a file lar 10MB Download Part B Templates zip file PART B Overview No Part B file uploaded Internet 100 1 7 1 Part B 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 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 13 October 2009 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 file
9. E fF SEVENTH FRAMEWORK IGRA IME PROGRAM Electronic Proposal Submission Service EPSS preparation and submission guide Release Date 13 October 2009 Table of Contents l EPSS Preparalon User SCS ssesreitosroreisiereit ran ire on rei T Eure TE ATTEN e en E 3 Mes CWP ATE ees a E E T 4 1 2 The first step getting a user ID and passwotd ccccccccceccessseeeeeeeceeeeeeeeeeeeees 5 e E E o i eer E en ne nee eee ner ee er tne eee eee E or 8 Dy ion PAA CAI seca aceite E cen oowaseesaee conc oad T 8 ko OS COMIC IE LOCIS cs ph atsseas cnet ccc otleriauau ceed con oetisuas ane E EE E 8 E MRC A E E E E A E E E A E ct eesnaes 9 o Poa r E tesuaewensteroaet a 11 o T A E E E 15 L7 Pat B and ANNEES escerai E N ENE AEE TE EEEN 19 1 7 1 Paa D o E eee en st seees a eeemeeeea acento denen sgeneceecameceteee 19 LRL PIN XG 9 ace E E E E 22 Bey AU a i E E E E A E E soonse 24 L SUON POPO E a ee ee 25 1 10 Te O Ys E E E E E E E E 28 2 TP De Ree nn nn re nr ene eee een een eee ee 29 3 Notefor VIACINIOS HWS C IS ede reansconsecsptanenchoeoseuadstescaqses EEEE aS 29 EPSS help desk Phone 32 2 23 33 760 Email support epss fp7 org EPSS User Manual Released on 13 October 2009 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 s
10. O Please fill in your details below Note that you must provide entries marked with an asterisk PIC info PIC 123456789 Clear PlC data View PLO data PIC Verify Data gt The PIC you entered is associated with the data indicated below Te i ae click OK i vou ace PIC information pre 123456709 Organisation information Organisation Legal Name TEST Organization Organisation Short Name TEST Street name and number Street 1 City Brussels Country BELGIUM Postcode 1454 EPSS User Manual Released on 13 October 2009 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 loot Service EPSS iii ge R R 2013 a CORDIS EPSS 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 123456781 Clear Picdata AN View PIC data Microsoft Internet Explorer Eg Microsoft Internet Explorer Eg P j re you sure you want to clear PIC data 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
11. PSS CORDIS CORDIS EPSS Modification history Date and time Action Form modified Modified by 16 02 2007 18 55 32 CET Proposal submitted Coordinator 16 02 2007 18 55 26 CET Form A2 AlbEin modified Coordinator 16 02 2007 18 52 38 CET Form A2 AlbEin modified Coordinator 16 02 2007 18 52 19 CET Form A2 AlbEin modified Coordinator 16 02 2007 18 51 37 CET Proposal submitted Coordinator 16 02 2007 18 49 25 CET Form A3_1 AlbEin modified Coordinator 16 02 2007 18 49 05 CET Form A3_1 PartA modified Coordinator 16 02 2007 18 48 46 CET Form A2 PartA modified Coordinator 16 02 2007 18 48 39 CET Form A2 PartA modified Coordinator 16 02 2007 18 48 04 CET Form A2 AlbEin modified Coordinator IL hi Top CORDIS Services EPSS FAQ EPSS Help Desk Publications Office amp Done __ Internet R100 EPSS User Manual Released on 13 October 2009 page 28 of 29 2 EPSS Checklist I II 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 Valida
12. a inherited gt If you add a new participant without providing a PIC number then the following information is also requested 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 Important Notice i 2007 2013 T I cis e wA gt Change Password Check Validation Submit Proposal Logout Part A Part B History CORDIS EPSS General Proposal Participants Participant ID Organisation short name A2 Link A3 Link E mail s 1 Test Albert Einstein company org Edit details Add Participant Participant Identification Code PIC info Status of your organisation Status info a Non Profit Organisation yes no Public Body O yes no Research Organisation O yes O no Organisation Short Name Part1 Higher secondary education establishment Ovyes O no Participant E mail s a b company be Method of determining Indirect Costs Cost model info wal 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 Thos
13. act 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 what your PIC is If you cannot find any contact point within your organization ask the Digit EFP7 help desk to put you in contact with them DIGIT EFP7 SUPPORT ec europa eu If your organization does not have a PIC yet then we suggest you to get one by registering your organization in our the request form in the participant portal contact our servicedesk http ec europa eu research participants portal appmanager participan ts portal _nfpb true amp _pageLabel contactus For more information about Unique Registration Facility including support please visit the corresponding section of CORDIS http cordis europa eu fp7 pp_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
14. ase 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 T EPSS FP7 Check Validation Windows Internet Explorer ES gt l nttps www epss fp7 org epss eligibilityCheck jsp a EI raS P Eile Edit View Favorites Tools Help T We he a e CORDIS FP7 Calls EPSS FP7 Chec x fn GY e Page i Tools v Electronic Proposal Submission Service EPSS Rit Lor 7 O alta qs f CORDIS amm C p 2007 2013 Logout CORDIS EPSS Prepare Proposal Change Password Validation Check Validation check SUCCESSFUL Preliminary automatic checking has not detected any errors However these checks are not exhaustive and do not guarantee 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 _Submit Now Submit LATER check is merely to ensure that all forms are complete and the basic requirements are met It is the responsibility of the co hheit to ensure that the proposal meets all the eligibility requirements specified in the call for proposals Done Internet R 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 Release
15. ation EEX eie Logout Validation Check Validation check FAILED Failure Forms AZ PartA A2 PartB A2 Part C A3_1 PartA A3_1 PartB A3_1 Part C have validation errors or have not been n saved Please fix before zubmissio Praiminary automatic checking has detected errors Your Pro al cannot be subm Thie pris is merely to ensure ee e AA are complete and the basic requirements are met It is the papp SU Ue of the co ordinator to ensure that the proposal meets all the eligibility requirements specified in the call for proposals Top CORDIS Services EPSS FAQ EPSS Help Desk Done __ Internet A100 EPSS User Manual Released on 13 October 2009 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 EPSS FP7 Check Validation Windows Internet Explorer a Ehttps www epss fp7 org epss eligibilityCheck jsp a 4 kes x File Edit View Favorites Tools Help de a amp lO CORDIS FP7 Ge EPSS FP7 Chec x A BG ab Pager To Electronic Proposal Submission Service EPSS y 9 I gt i cee 7 CORDIS ae 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 Insufficie
16. ccept 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 participants organisation s Please press the button below to have your proposal submitted Press this button to submit the proposal Press on Press this button to submit the proposal Important Legal Notice X Miss Univers P n m Q Gl s eag y G Tools Internet R100 An automatic validation check will verify the proposal If there are no validation errors the following will appear EPSS User Manual Released on 13 October 2009 page 25 of 29 EPSS FP7 Submit Proposal Windows Internet Explorer MEIE oo https www epss fp7 org epss submission3 jsp 4 kes x Google Pi File Edit View Favorites Tools Help Je afe ss e CORDIS FP7 Calls EPSS FP7 Sub x A da z Page v Tools v Impo
17. d on 13 October 2009 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 gt EPSS FP7 Submit Proposal Windows Internet Explorer er yy e https www epss fp7 org epss submission1 jsp v File Edit View Favorites Tools Help we ePss FP7 Submit Proposal Done Electronic Proposal Submission Service EPSS 1 7 19 EA Bk es A m 3007 2073 Prepare Proposal Change Password Check alidation Submit Proposal 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 Submitted will be locked and evaluated and there will be no more possibility to modify them When resubmitting you automatically a
18. e 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 1s 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 In 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 i ol 4 May Ley m i amp 2007 2013 CORDIS EPSS 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 EPSS User Manual Released on 13 October 2009 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 EPS aie Bi T 2007 2013 CORDIS EPSS Registration Personal Details Call Selected STANDARD CALL PIC ENABLED Sub Scheme Selected CP FP INFS
19. e 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 13 October 2009 page 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 i Lf ia 7 Ve ay i qe ee 2007 2013 CORDIS EPSS Proposal Participants Participant Organisation short A2 A3 i ID name Link Link ne 1 Test Albert Einstein company org Edit details 2 Parti Ww wa test test com Hide Details Modify participant information mA pereg 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 mo Method of determining Indirect Costs Actual Indirect Costs calculated using a Simplified Method Update Participant Information Important 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 13 October 2009 page 13 of 29 Rejec
20. ed to a call for proposals of the 7th EU RTD Framework Programme ae C yes IC ino IF YES please give the call identifier please give the proposal or contract number tif knop p urrently being Is this proposal or a very similar on submitted to another call under FP7 lyes ino IF YES please give the call identifier eee 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 R 100 When filling the form please pay particular attention to the verification gt Fill the fields with data All fields on the forms are mandatory or 0 are the values that designate the none or Non applicable value gt The acronym will be used to identify your proposal efficiently in the call It should be of no more than 20 characters use standard Latin alphabet and numbers only no spaces symbols or special characters please The same acro
21. ervice 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 resolution 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 29 JavaScript or ActiveX controls enabled depending on browser Cookies enabled browser the EPSS web application is best viewed with using Internet Explorer 6 0 and above or Mozilla Firefox 1 0 and above Safari is NOT supported whatever the OS EPSS User Manual Released on 13 October 2009 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 contr
22. 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 make sure that the name of the annex file is 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 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 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 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 wi
23. ields 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 subschema 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 13 October 2009 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 aa PIC information PIC 123456789 Organisation information Organisation Legal Name Test Organization Organisation Short Name TEST Street name and number Street 1 City Brussels Count
24. leased on 13 October 2009 page 9 of 29 ipl 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 again The EPSS operator cannot change the registration information and transfer data from one registration to another If the 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 13 October 2009 page 10 of 29 7 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 Important Legal Notice Electronic Proposal Submission Service EPSS A gt oe ee l F 2007 2013 CORDIS EPSS Prepare Proposal Change Password Check Validation Submit Proposal Logout General Proposal Setup Part A Part B History Proposal Participants Participant ID Organisation short name A 2 Link A3 Link E mail s i Test m Albert Einstein company org Edit details Add Participant Participant Identifica
25. nt 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 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 transferred for evaluation EPSS User Manual Released on 13 October 2009 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 Go le https www epss fp7 org epsspic proposalHistory jap Bh 4s brussels airlines Eile Edit View Favorites Tools Help We dr 55
26. nym should appear on each page of part B of your proposal 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 on 13 October 2009 page 17 of 29 Z A1 AlbEin Windows Internet Explorer https www epss fp7 org epss formProcessor jsp HEALTH 2007 1 1 1 Free Keywords 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 IF YES please give the call identifier z 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 IF YES please give the call identifier No Validation Errors d Save Form Validate E Bone 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
27. rtant Legal Notice Electronic Proposal Submission Service EPSS e Poa A CORDIS w ee t Av 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 Instrument CP IP Title Test title Part A forms A1 AlbEin A2 Coordinator A2 PartA A3_1 AlbEin A3_1 PartA Part B file Checksum 1 daskalt pdf Pe SS se ee Part B Annexes Comments No comments provided Top CORDIS Services EPSS FAQ EPSS Help Desk Publications Office Done lO Internet R100 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 archived If there are blocking validation errors you ll not be able to submit the proposal and get a screen like the following EPSS FP7 Submit Proposal Windows Internet Explorer S IS je https www epss fp7 org epss submission2 jsp Bh e gt lt i s0ogle e Eile Edit View Favorites Tools Help we ie ee g EPSs FP7 Login ePssrP7 Submitter x E dh page G Toos Important Legal Notice Electronic Proposal Submission Service EPSS a r a a a 7 m 2e 2007 2013 CORDIS EPSS Prepare Proposal Change Password Check Valid
28. ry Belgium Postcode 12345 Internet homepage Status of Organisation Non Profit Organisation no Public body no Higher secondary organisation establishment no NACE Nomenclature of economic 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 1f 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 13 October 2009 page 16 of 29 A1 AIbEin Windows Internet Explorer __ Similar proposals or signed contracts a Has this proposal or a very similar one been previously submitt
29. s Tip 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 age breaks etc will always be maintained when the file is printed 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
30. te the proposal SUBMIT THE PROPOSAL 3 Note for Macintosh users 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 13 October 2009 page 29 of 29
31. th 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 13 October 2009 page 22 of 29 Upon successful upload of a file the following screen appears EPSS FP7 Prepare Proposal Windows Internet Explorer g Ehttps www epss fp7 org epss proposalPartBupload jsp v la x Google lel File Edit View Favorites Tools Help w d l lel CORDIS FP7 Calls EPSS FP7 Prep x Electronic Proposal Submission Service EPSS P gt 7 oO ty d j 1 et Sy CORDIS as 2007 2013 CORDIS EPSS fi d gt Page v GiToolsy Important Legal ce 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 EPSS FAQ EPSS Help Desk Publications Office Done _ _ inteme R100 Ty E E hai Search with Google 70 N n oE Om 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
32. tion Code PIC info PIC Clear PlC data add participant Make sure that the co ordinator e mail address is correct You can include multiple e 66 99 9 e mail addresses you must separate them with a semi colon Tip 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 13 October 2009 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 dat
33. tion of the retrieved PIC data If you object the accuracy of the retrieved information then you can decide to remove Clear PlC data it by clicking on the button Modify participant information xt 999710712 Clear PIC Info Status of your organisation Non Profit Organisation Public Body Research Organisation Organisation Short Name test Higher secondary education establishment Participant E mail s test test com Method of determining Indirect Costs Microsoft Internet Explorer Eg By clearing the PIC all information related to this PIC will be lost From the 42 43 forms and will have to be filled in ick on OK in order to clear the PIC Add Part 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 13 October 2009 page 14 of 29 7 6 Part A This section concerns with the administrative forms of the proposal or Part A EPSS FP7 Prepare Proposal Windows Internet Explorer JS gt hd e https JION epss fp7 org epss proposalPartA isp v Q x I i Pe File Edit View Favorites Tools Help m 3 sa we k s8 7 EPSS FP7 Login EPSS FP7 Prepare P X a Gl deh E page v Tools Electronic Proposal Submission Service EPSS 9 99 Notice aap we am 2007 2013 CORDIS EPSS Prepare Proposal Change
34. with its preparation EPSS User Manual Released on 13 October 2009 page 23 of 29 7 8 Validation Click on this tab in order to validate the entire proposal Possible errors are indicated and can easily be found and resolved TZ EPSS FP7 Submit Proposal Windows Internet Explorer gt jv https www epss fp7 org epss validationCheck jsp a 7 gt lt P File Edit View Favorites Tools Help r he s e CORDIS FP7 Calls 89 EPSS FP7 Sub Page Tools Electronic Proposal ae Service EPSS oo gure CORDIS EPSS Prepare Proposal i Change Password Submit Proposal Logout Validation Check These checks are merely to ensure that all forms are mplete 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 Rules 1 All Part A forms for all eee exist 2 All compulsor ny fields in all forms have valid values 3 Partnership requirements as dates ed for the calle are satisfied 4 Part B file alee If annexes are See annex files exist The validation check proceeds by checking the rules in the order specified above If any of the rules fail the check shall stop e immediately and the system shall present an appropriate information message Please press Next to proceed with the validation check next d Done amp Internet R 100 Ple

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