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APPEL Manual - dg echo partners` helpdesk

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1. O Anew version can be created and submitted as soon as a Desk Officer was assigned for the appraisal of the proposal of the action The Desk Officer can lock the Request the status is shown on the traffic lights of the Grant Agreement search result list and no new version can be submitted No new version can be submitted once the evaluation of the desk is terminated All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed November 2012 61 APPEL eDocumentation Chapters Complete chapter 1 General information RQ eRequest gt Chapter 1 Click on e Request in the main menu of APPEL The e Requests search screen is shown Select the eRequest of your choice Click on chapter 1 General information 4 Profiles People who can complete the chapters of eRequests have An Encoder profile A Sender profile A Complete chapter 1 General information 1 Introduce at least all mandatory information 2 The name of Humanitarian Organisation Country of registration are already shown in the field They are automatically completed by the system according to your organisation s information They have been introduced previously just before launching the creation of a new eRequest 3 Click on the calendar icon and select a Start date If the Action has already started you introduce the reason that justifies this situation e g Primary Emer
2. The information is mandatory and has been saved as indicated by the red exclamation mark and the green check mark O The information is optional and has been saved as draft as indicated by the red capital D Dirhe information is mandatory and has been saved as draft as indicated by the red exclamation mark and the red capital D 49 APPEL eDocumentation eDocument Functions The functions in the navigation tab affect the entire eDocument There are three possible combinations of functions that are shown The standard available functions 1 2 1 Annexes In read only mode the Annexes function shows a list of all the attached documents to the eDocument In all other modes the Annexes function shows a list of the already attached documents to the eDocument and allows uploading other documents to attach 2 Print Generates a PDF document of only this screen or chapter The PDF document can then be Sent to a printer 4 Saved on your hard disk or network disk Previewed in the content tab The functions available when creating a new eDocument 3 4 5 3 Delete Deletes a draft eDocument before submitting it Click on OK to confirm the suppression of this draft document or click on Cancel to continue creating the document and no information will be lost 4 Submit Sends the eDocument to DG ECHO Once the form is dispatched to a DG ECHO Unit the partner receives an acknowledgment receipt 5 Upload Uploads a do
3. APPEL eDocumentation This is not possible at the moment because the offline eTools application was created to be used in the field where there is no access to internet or a shared server It is only recently that the offline eTools application is used at the office as well due to the efficiency of the application My text is not too long according to MS Word why can t I paste it in the offline application This is because word counts the characters of the text and the offline eTools application counts the bytes of the text when copy pasting So each text field in the offline application has a limited amount of bytes for example an contains 2 bytes To better evaluate the number of bytes in a text please use the notes function of the eTools offline Should uninstall the offline eTools application before install a new version No you don t have to uninstall the offline eTools application before you install a new version You can have different versions of the offline eTools application on your computer They will not conflict with each other or affect each other Can I use my previously created xml files in the new version of the offline eTools application Yes you can When you upgrade to a new version of the offline eTools application you can reuse the xml files that you created in the previous version of the offline eTools application You will just have to follow these steps 1 Upload the old xml projects to the online
4. Upload the xml file to APPEL online NOahWN Q Tips In order to be able to submit at least one result as needed you should encode an amount an estimation of the amount or one symbolic euro if you don t know the amount yet O emarks All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed unless they contain the text Facultative for Letter of Intent unless specified in HIP Add at least one result and complete the details for this result In chapter 11 Financial overview you need to add the amounts of your results so the Total amount is correct In chapter 11 Financial overview you need to add at least 1 in the Eligible costs of action field This symbolic amount can be added in case you don t have any financial information yet When adding it please make sure that the other fields are empty so you can validate this section with 1 as the total financing amount November 2012 143 APPEL eDocumentation eRequest 144 Offline eTools application Functions Create a new eRequest Offline eTools application gt Start screen This function shows the Offline application start screen with the list of humanitarian actions a New eRequest 1 The humanitarian action list is shown 2 Click on RQ next to the action to create an eRequest 3 The empty form of the eRequest is shown 4 Click on each chapter to complete the
5. 2 Introduce the activity om Y Tips Select yes or no for Autosave at the top of the screen if you wish to automatically save the introduced information The title of the action should be the same as the one of chapter 1 2 It is automatically copied by the system from chapter 1 2 once 1 2 has been completed The principal objective should be in line with one of the relevant DG ECHO financing decision specific objectives if it is already available Click on Maximize to open a new window for 4 3 1 Click on the pink exclamation mark of each field to have more information about the field Tips on the limitations and mandatory information to complete the logical framework arista The detail of each introduced result can be completed on this screen or on subchapter 4 3 2 You can give the details for each of the added results in subchapter 4 3 2 The information introduced in subchapter 4 3 2 is partly visible in the logical framework You can add maximum 5 indicators The logical framework shows only a maximum of 3 main activities per result If there are more activities the 3 most important activities should be put first when completing subchapter 4 3 2 65 APPEL eDocumentation Complete subchapter 4 3 2 More detailed information on specific objectives and results RQ eRequest gt Subchapter 4 3 2 Click on e Request in the main menu of APPEL The e Requests search sc
6. APPEL Functions Create a new eModification Request co Agreements search screen gt New eModification Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement in the status ongoing The function New e Modification is shown 4 Profiles People who can create eModification Requests have An Encoder profile A Sender profile A Create a new eModification Request 1 NOaRON Click on New e Modification Click on OK to confirm the creation of a new eModification Click on the chapters that need to be modified Introduce the required information in the fields See tips Click on Save Click on Annexes at the top of the navigation tab to add annexes Click on Submit at the top of the navigation tab Y Tips The fields that you modify for the eModification Request have to be completed the same way as in the eRequest Go to the eDocumentation about the eRequest to learn how to complete the fields of the eModification Request You can also use the upload function to upload a validated eModification that was completed in the Offline eTools application A All chapters with an exclamation mark are mandatory and have to be completed Annexes are not mandatory The eModification request can be submitted only if the mandatory screens are completed 73 APPEL eDocumentation Submit an eModification Request ES Agreemen
7. Complete chapter 1 to 4 IR Offline eTools application gt Intermediate Report Select your Humanitarian Action in the list Click on IR The Intermediate Report is shown Click on chapter 1 to 4 a Complete chapters 1 to 4 1 Chapter 1 and chapters 2 to 4 are completed by the system during the creation of the initial eRequest and the eModification Request 2 Complete the newly active fields that are shown in chapter 1 and chapters 2 to 4 of the eModification Request The fields are activated in the Intermediate Report Y Tips Greyed out fields are not modifiable To learn more about the notes function click here 171 APPEL eDocumentation Complete subchapters 4 3 1 and 4 3 2 IR Offline eTools application gt Intermediate Report Select your Humanitarian Action in the list Click on IR The Intermediate Report is shown Click on subchapters 4 3 1 to 4 3 2 a Complete subchapter 4 3 1 Operational overview of the action Logical framework All fields completed from the moment the information has been introduced during the creation of the initial eRequest and the eModification Request are greyed out and are no longer modifiable A Complete subchapter 4 3 2 More detailed information per result Y Tips Greyed out fields are not modifiable To learn more about the notes function click here 172 Subchapter 4 3 2 is completed during the creation of the initial eRequest and the eMo
8. Look Up returnees Text Style Bold Ctrl B Edit Hyperlink Italic Ctrl I Underline Ctrl U Superscript Shift Ctri Plus Select Hyperlink Open Hyperlink Copy Hyperlink Subscript Ctrl Plus Remove Hyperlink Clear Formatting Q Tips You can also use the short key CTRL E to format text Among the formatting options the following styles will stay bold colour underline and italic a The text fields do not support any tables If you want to import an XML file containing tables these will be transformed into non formatted text A warning message will be shown to inform you For consultation the tables in non formatted text are attached to the PDF in HTML format These cannot be transferred online If you wish to add tables please annex them via APPEL online 97 APPEL eDocumentation Date field insert date 1 Click in the date field An arrow is shown right of the field Click on the arrow A calendar is shown Select a date October 2011 Sun Mon Tue Wed Thu_Fri_Sat he action aaron ission of the 2 3 4 56 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 C Today 1 14 2013 start date o 98 PDF eSingleForm Save and validate Save The floppy disc icon on the top left of your screen saves your document but it doesn t validate it Y Tips When you leave or when you lock your pc please save the PDF file by cl
9. The Offline eTools application works on any PC Win XP Vista 7 Mac OSX Linux that is equipped with Java version 1 5 and higher and a Web browser Mozilla Firefox is advised for its speed of execution but it can be Internet Explorer 7 and higher Opera Google Chrome and Safari are no recommended browser systems for the Offline eTools application Even if they may perform well for most of the processing the development team does not guaranty any support to users having problems with these browsers O Security warnings might be shown If so please click on run to continue Please make sure not to install the application on a shared drive as this may cause issues with the Offline eTools application If your desktop is on a shared drive please install the application elsewhere e g on a USB memory stick or on the hard drive of your pc 124 Offline eTools application Upgrade to a new version ES www osor eu projects echooffline Go to http www osor eu projects echooffline and download ECHO_eTools_Offline_xx from OSOR eu A Upgrade the application 1 Go to the location where the Offline eTools application is installed on your pc 2 Copy the folder partner from ECHO_eTools_offline project_repository partner to somewhere else and remember this location 3 Uninstall or delete the old version of the Offline eTools application from your pc 4 Download and install the new version of the Offline eTools applicati
10. 1 Change password procedure has failed Wrong user password Your username or old password is incorrect Please try again 2 The specified password is null or has not been correctly confirmed New password and confirm new password do not match or nothing was introduced Please try again 3 Password modified successfully Your current password is now the one you introduced as new password 7 Click on Get back to homepage to go back DARAN Create a new account 1 Introduce a new username 2 Select one or more role s 1 Expert 2 Partner Introduce a new password Introduce the new password again in confirm new password to prevent typing errors Click on create new account One of the following messages is shown 1 Creation of new account procedure has failed The account you try to create already exists the username has already been used You forgot to select the role s or to introduce a new username or password Please try again 2 The specified password is null or has not been correctly confirmed New password and confirm new password do not match Please try again 3 Account created successfully The new account can now be used 7 Click on Get back to homepage to go back NE Y Tips Both username and password are case sensitive Always introduce a username and password The default username is partner and the default password is echo You can
11. 4 Greyed out buttons The function cannot be used at that moment 13 APPEL eDocumentation Calendar tool The calendar tool is a pop up window that is activated if you click on the calendar icon on the right of a date input field It helps you to quickly select a date Select a date Click on the calendar icon Su Mo Tu We Th Fr Sa EE 6 7 0 M10 12 12 27 28f29f30 AE The different functions of the calendar tool are 1 SONIDAROAN Month Year Go back 1 year Go back 1 month Go to today Go forward 1 month Go forward 1 year The number of this day is highlighted in red The day you wish to select is highlighted in dark red Bb emarks After selecting a date the calendar tool is sometimes hidden If you click on the calendar tool again and it does not automatically show you go to the Windows taskbar and select the tab Please choose to view the calendar tool General Search filters To facilitate recurring search processes you can save your search criteria by creating a filter A Create a search filter for eDocuments 1 Introduce your search criteria 2 Introduce a name in the field next to Filter name 3 Click on Search The next time you want to search with the same criteria you use the previously created search filter 15 APPEL eDocumentation Result lists Result lists To access a project or create requests and reports APPEL uses the
12. 8 To delete a line select the check box on the left and click on Save Bb remarks All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed 64 APPEL Complete subchapter 4 3 1 Logical framework RQ Request gt Subchapter 4 3 1 Click on e Request in the main menu of APPEL The e Requests search screen is shown Select the eRequest of your choice Click on subchapter 4 3 1 Operational overview of the action log frame 4 Profiles People who can complete the chapters of eRequests have An Encoder profile A Sender profile Complete subchapter 4 3 1 Operational overview of the action log frame 1 The Title of the Action is already completed by the system 2 Introduce the principal objective 3 Specific objective 1 Introduce the Specific objective 2 Click on i to add an indicator for the specific objective 3 Introduce the necessary information in the fields 4 Click on X to delete the indication and its source of verification 5 Introduce the Preconditions 4 Results See remarks 1 Click on r to add a result 2 Introduce the result 3 Click on i to add an indicator for the specific objective Introduce the necessary information in the fields Click on X to delete the indication and its source of verification 7 Activities 1 Click on a in the result field to add an activity
13. A Sender profile A Complete chapter 11 Financial overview 1 Introduce at least all mandatory information 2 Click on to add a cost 3 Click on X to delete a cost 4 Click on Save Y Tips In chapter 11 of the eSingleForm the left column Eligible cost of Action should reflect the main chapters of the Partners financial reporting structure as these lines will become later the chapters of the final financial report It is advisable to have around 10 headings 69 APPEL eDocumentation Complete chapter 12 Administrative information RQ Request gt Chapter 12 Click on e Request in the main menu of APPEL The e Requests search screen is shown Select the eRequest of your choice Click on chapter 12 Administrative Information 4 Profiles People who can complete the chapters of eRequests have An Encoder profile A Sender profile A Complete chapter 12 Administrative Information 1 Introduce at least all mandatory information 2 The FPA number is automatically completed by the system 3 Introduce the necessary information in the three fields phone fax and email 4 The Bank account information is automatically completed by the system 5 Click on Save Y Tips The various people to be kept informed in the Humanitarian Organisation can be identified in subchapter 12 3 which contains the person s to be mentioned in Article 7 of the Agreement The Partner may add t
14. A a NE 62 Complete chapter 1 General information RO ooconnccnnccinnnonncccnnncnnncncnnrnnnnc cnn nn nnn cnn rra 62 Complete chapters 2 to 9 RQ oococonocccnccccnoccconanononcnonanonnn ccoo conc cananea nro 64 Complete subchapter 4 3 1 Logical framework RQ oococncccionccnccccononnnanncnonnnnnncc ronca nan cc rarnnnnccnnnn 65 Complete subchapter 4 3 2 More detailed information on specific objectives and results RQ 66 Complete chapter 8 Contingency measures and security RQ ooooooccconnccccnnooccccnonononononncnnnnannnnonns 67 Complete chapter 10 Human resources RO ooococnncicincccnoncconcccnonnnnonncnoncnnnnncnnn cnn nc cnn cnn cnc rn ca nnncs 68 Complete chapter 11 Financial overview RQ oooonnccnnnccnnnncnncccnoncnnonncnonnnnnn nc nnncnnnnccnn narran 69 Complete chapter 12 Administrative information RQ oonncccinnnnnnncnnnncnnnccnnonnnoncncnnrnanarccrarccnnnccnnnn 70 Complete Annex A Procurement table RQ ceecceseseeeeeeeeeneeeeeeseaeeeeaeeeeaeeeeaeeseaeeseaeeeeeeeeneeeenes 71 eModificatiomiRe quests suicid est dia 72 Introduction eModification Request ee eeeeeeeeenneeeeeeneeeeeeaeeeeeeaaeeeeeeaeeeeseaaeeeeesaeeetesaaeeesenaeeeeneetereaas 72 FUNCUONS EAE EA A aa dehiabescechagsaceessadecsauacdseess dees E E TT 73 Create a new eModification Request oooonnccncinnnccnnnccnnccnconcnnoncn conc n corn nac cra nara rra 73 Submit an eModification Request oooconcccinnccnnncccnocanoncccnonnnancncnnnn c
15. EE TETEE TA E A tect andacseesadecoevaeechhasagsdacdjaseageusueaapevatneddeass 26 The registration process in ECAS s c2 5ccaseesaceasysshscecesuiaeidecbhactztssanedgessueenages cddesadasuatesuscdduesbasagevstaeagieds 27 Register for ECAS a aa aea e E a Aa E Eaa EA a e a ea a Ao aeda ae Taaa aaee Eua iea a a Ea 28 Change the login domain for ECAS occccncccnccnnocinoncccnnnnconcnnnnnnnnnn corran 29 Complete the ECAS registration process oooccncccnccnnnccnoncnnnnnnnancn non n conc n ronca rra 30 Initialise Your ECAS PassWord cuida li li sa naci 31 The ECAS password requirements eccccececeesceeeneeeeaceeeeaeeeeeeeesaeeeaeeesaaeeeaeeesaaesseeeeseaeeseaeeseaeeeeaeetias 31 Register imAPPE ETETA ET T E ETT 32 Request for APPEL login activation o ocoononcccnnnocccnnoncncnnnoncnonanonnnn nono nnrnnrn nr n raro n nn nan n rr rnnnn rr rnnrn rn nnnrn nenas 32 Table of Contents Register for FRA cui la ad it de da het 33 Registration TOMO nantes 33 Registration form Step 2 oia ic tada ia 34 Refused questidnnalle coo id 35 AR PE ca A ii 36 eDoc ment aria O O aie teeta ay 36 A x 23 22 a pa aa a a ara a a aa ae A aa aa aa A a suagdasdnedgesshscasesausctenst 36 Print or export an eDoc men nenie ipn eee A A ee ee eee 37 Anel iia a Ae ee ee See 38 Fil tyP Se ich chested Mik Site dined becbhded hesh o pd 39 Tira kK CHANGOS sis c eieie oct seein E kien beige et eagle Ueda oe eed ive deh eats 40 Track Changes result doit t tattoo tid
16. Health programmes 1 476 000 00 1 Favourable 19 02 2008 Sais A A A aa 19 02 2009 1 099 580 00 1 Favourable 19 02 2009 ACC200809 A 3 NR Protecting IDPs from the SS 800 000 00 1 Favourable 19 02 2009 The different functions of the eRequest result list are 1 The search button 2 The action buttons are at the top of the list 3 Click on the column title to order the result list 4 The yellow line shows the selected item in the list Click on the yellow row to open the selected item General 28 10 2008 APPEL 28 10 2008 APPEL 29 10 2008 APPEL 29 10 2008 APPEL 03 11 2008 APPEL 03 11 2008 APPEL 5 The track changes button compares two items of the list therefore two items must be Q Tips selected The green rows indicate a draft version of an item The grey rows indicate passive or refused items that can be consulted only O Clicking on Track changes without selecting two items of the list causes the following message You have to choose two documents to compare 1 cur BEATA y Fi name Undo typing Clear Search 17 APPEL eDocumentation Grant Agreements result list The following picture illustrates the result list by Grant Agreements O All Countries J un 2 Operation title contains f FI ecHo cF BuD 2009 01016 CARITAS BEL 2009 00003 BURUNDI Cash For Work IV Appui au d veloppement co gt gt 300 000 00 o
17. Reports 24 Draft and submit an eModification Request Draft and submit an elntermediate Report Draft and submit an eFinal Report Training Modules Offline eTools application training modules The training modules for the Offline eTools application show you the main actions that are needed to complete an offline activity Functions of the offline application General functions of the offline application Functions within the eSingleForm eSingleForm offline Create an eRequest offline Create an eModification Request offline Create an elntermediate or eFinal Report Complete subchapters 4 3 1 and 4 3 2 Upload Requests and Reports 25 Access rights Register in ECAS Introduction To connect to APPEL you will first need to create an ECAS user name and a password Each user of your organisation must create his her own ECAS account ECAS allows the use of the same personal identifier for several European Commission information systems Your user name will be linked to the email address that you provided when you singed up Emails about your account will only be sent to this email address Please make sure you remember the email address user name and password in order to access APPEL 26 Access rights The registration process in ECAS APPEL gt Authentication screen The APPEL authentication screen is shown The registration process in ECAS 1 The APPEL authenticatio
18. agreement with a P control mechanism do no have to provide such a table with the Single Form at proposal or reporting stages A whole procurement procedure will be dealt with per row A procurement procedure cannot to be split because it is used in several activities If a procurement procedure has to be split an explanation has to be given The dates for launching and contracting can also be expressed in number of weeks after the start of the Action To delete a row select the check box on the left and click on Save Momar You need to click on save even if you do not introduce any information 71 APPEL eDocumentation eModification Request Introduction eModification Request The eModification Request provides a way to adjust the original eRequest after it has already been granted by DG ECHO The eModification permits to request modifications to the signed Agreement The modifications are limited though Not all data can be changed For example the title of the Action and the Principal Objective can no longer be modified after signature of the Agreement Also the control mechanism that is applied cannot be modified for a specific Action during its lifetime For the eligible cost of action the denomination of headings cannot be modified during the lifetime of the Action New headings can be added if necessary To modify the eRequest before the Agreement is signed you can create a new version of the eRequest 72
19. and the status of the documents The Partner can work on a draft version before submitting the eDocument to DG ECHO Different possibility of temporary validations before the formal sent to DG ECHO Sending of up to date versions of eRequest eModification Possibility to annex files documents images excel files The advantages are obvious o o o Possibility for distance control Possibility to add data s any time Progressive integration of financial data Possibility to create XML files for upcoming versions Simplification and reduction of paper exchange between Partners and ECHO Simultaneous consultation of eDocuments Online exchange of information between the field field offices the headquarters and DG ECHO Certainty that what you see is the last version 43 APPEL eDocumentation Guidelines The input fields in the eDocument have some limitations and possibilities Limitations of the fields The number of characters that can be introduced per field are limited The maximum is indicated at the bottom of the input field If you want to introduce more information upload a file as an annex Only the chapters and subchapters with an icon in front can be changed All chapters of the form indicated with the mandatory icon have to be saved even if you do not alter any of the information You can paste text and tables from Word The following message might be shown The text y
20. are the following The logical framework is one of the most important tools for preparing and managing humanitarian aid actions The visualisation of the matrix has improved to give a better overview of the vertical logic and also the relations between the objectives the results the indicators the activities and the risks that come along The PDF format also provides the possibility to highlight the modifications from other colleagues in different colours This function which will be explained in detail later on facilitates the cooperation between the different people working on the document In general you will see that the navigation between the different chapters of the eSingleForm has been simplified compared to the previous Offline eTools application January 2013 96 PDF eSingleForm Fields Text fields introduce text 1 Click in the text field Introduce or paste text Click outside the field to see your text The amount of used bytes is shown left below the field AON r Format text 1 Select the text that needs to be formatted Right click with your mouse Go to text style Select the styles that you prefer Pop ses Cut Ctrl x 2 IDP s living in on o rammes will offer on Copy Geen eee oe ie frc Delete nerability of returning 2k rk simultaneously to tuU Select All Ctrl A gt t and therefore reducing rm Remove returnees from Dictionary Check spelling
21. bin icon to delete a main note 1 11 INT List the supplementary agreements and exchange of letters after signature of the Agreement up to intermediate report stage Date of Date of request agreement Subject Reference di partner 2010 08 07 11 21 49 140 Offline eTools application Respond to a note To respond to a note Click on the on the right side of the notes field As shown here the notes are shown as a dialog under the field of the eSingleForm de desk M 2010 08 07 11 21 32 Please check the dates that are listed in this text I think they might be incorrect di partner 2010 08 07 12 03 34 Indeed they re incorrect I adjusted them Y Tips The notes are only to be used for communication within your organisation They are only available in the offline eSingleForm and cannot be uploaded to APPEL The standard username and password are partner and echo You can change this standard username and password if you wish to Text field To estimate the size of your text you can use the notes field before introducing your answer in the field of the eSingleForm The Notes field can contain an unlimited number of bytes partner A 2010 08 08 12 31 07 O B Zz u jx x iaa f E EA em let Bb emarks The number of bytes in the Reply of the eSingleForm are limited 141 APPEL eDocumentation Letter Of Intent Copy the template oe htt
22. choose 2 documents to compare 40 APPEL Track changes result The following picture illustrates the different elements for a result with track changes maunt 1 000 00 Amount 1 000 00 1 fun Z Status Passive Status Submitted Creation o2foes2008 Creation 02 06 2009 Submission ne os 2008 Submission ne os 2008 roject REF 1719 Project CMP 1719 7 1 GENERAL INFORMATION 1 5 Implementation rule Co financing Title of the action Saving Humania Saving Humania gt date of the action 2 11 5 1 Reason arting operation before comment Is the start date for eligibility of Yes spenditure equal ta the date af submission 7 Yes 11 5 Eligibility of expenditures date 11 5 2 Eligibility date befara operation start date comment 1 The project information for the first selected eDocument 2 The project information for the second selected eDocument 3 The changes are highlighted in red 41 APPEL eDocumentation eSingleForm Introduction eSingleForm All documents of the Project Cycle Management of a Humanitarian Operation are called eDocuments The whole of eDocuments are brought together to reflect to the eSingleForm on paper that have been used in the previous years The different eDocuments are eRequest eRQ The first proposition and new version to validate by DG ECHO It can be sent by the Partner or encoded by the Archivist i
23. confirmation message serves as an acknowledgement receipt This message has a legal value It proves that DG ECHO has received the document All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed 86 APPEL Chapters Complete chapters 1 to 10 and Annex A FR eFinal Report gt Chapters 1 to 10 and Annex A Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement Select the Agreement for which you wish to create an eFinal Report or click on an existing eFinal Report linked to this Agreement Click on chapters 1 to 10 and Annex A 4 Profiles People who can complete the chapters of the eFinal Reports have An Encoder profile A Sender profile A Chapters 1 to 10 and Annex A 1 Click on each chapter on the left side of the screen 2 Introduce a justification in the fields of each chapter Explain why a progress goal or result was achieved or why not 3 Complete the fields that are additionally shown O Chapters 1 to 10 and Annex A have been completed by the system The newly added fields in these chapters have to be completed 87 APPEL eDocumentation Complete chapter 11 FR eFinal Report gt Chapter 11 Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement Select the Agreement for which you wish to create an eFinal Repor
24. creation of the initial eRequest the eModification Request and the elntermediate Report 2 Complete if necessary the greyed out Actual final amount in the initial eRequest The field can only be completed in the eFinal Report 3 Complete the new greyed out fields of chapter 9 and chapters 10 to 11 of the eModification Request These fields are active in the eFinal Report Y Tips Greyed out fields are not modifiable To learn more about the notes function click here 183 APPEL eDocumentation Complete conclusions annexes and internal follow up FR Offline eTools application gt Final Report Select your Humanitarian Action in the list Click on FR The Final Report is shown Click on Conclusions Annexes and internal follow up a Complete the conclusions and humanitarian organizations comments Chapter 13 is new and is shown in the eFinal 13 Introduce Conclusions and humanitarian organizations comments Complete Annex A Procurement table Fields completed and modified in the initial eRequest and the Modification Request can still be updated in the Final Report Complete the internal follow up informations Fields completed and modified in the initial eRequest and the Modification Request can still be updated in the Final Report Y Tips To learn more about the notes function click here Bb emarks Chapter Partner internal follow up informations does not upload to the onlin
25. delete to delete an indicator Click on the Activities tab SARONS Click on Add tab to add an activity Click on the calendar icon and select a Start date Click on the calendar icon and select an End date Introduce a Short description Introduce a Detailed description Click on delete to delete an activity Click on the tab Means and costs NAON Click on Add tab to add a mean Introduce a Short description Introduce a cost Introduce a Detailed description Click on delete to delete a mean Other costs 1 2 3 4 Click on to add a new cost Introduce an Other cost Introduce the Initial amount Click on the bin icon to delete a cost Offline eTools application Y Tips To learn more about the notes function click here Click on Remove to delete the result that is shown This option is only available for the results Momar You can add maximum 5 indicators 151 APPEL eDocumentation Complete subchapters 4 4 and 4 5 Work plan and monitoring RQ Offline eTools application gt Request Select your Humanitarian Action in the list Click on RQ The Request is shown Click on subchapters 4 4 and 4 5 a Complete chapter 4 4 Work Plan 4 4 Introduce the description of the Work Plan a Complete chapter 4 5 Monitoring evaluation audit and other studies 4 5 1 Introduce the explanation of the Monitoring of a
26. desk needs more information or clarifications a message will be sent to the Partner to ask to submit a new version of the eRequest Y Tips Instead of introducing all mandatory information online you can also upload an eRequest which was created offline Only chapter 12 contains mandatory information that needs to be added after uploading the eRequest because not all information in chapter 12 is available offline Some information can only be selected online This information is available in the system linked to the Partner module O The confirmation message serves as an acknowledgement receipt This message has a legal value It proves that DG ECHO has received the document All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed November 2012 60 APPEL Create a new version of an eRequest Requests search screen gt eRequest Click on e Request in the main menu of APPEL The e Requests search screen is shown 4 Profiles People who can create new versions of eRequests have An Encoder profile A Sender profile a New version of an eRequest 1 Search for the eRequest for which you want to create a new version 2 Click on the e Request of your choice 3 Click on New version in the navigation tab to confirm the creation of a new version for that eRequest 4 Complete the eSingleForm by clicking on each chapter 5 Click on Submit
27. does not support the size of the copied buffer Besides in this Case the actual size of the buffer remains unknown Before reducing the text itself some checks can be done Bear in mind that the size of the data in the Web format will be always greater than the number of characters of the copied portion That is why it is recommended to add the character counter in the toolbar in Word Tools WordCount in Open Office Tools Statistics and to check that the selection has no more characters than the destination size Many times the document has many style definitions which are transmitted in the copy paste To get rid of them you can create an empty document and paste a first time the copied data into it specifying to match to the destination format The pasted text gets rid of many useless data and its size is reduced If the size is still too big then the copy paste must be done on less text and you have to process text simplification 119 APPEL eDocumentation Tables in text fields The system allows the creation of tables inside text fields This option has to be used carefully because the large size of the tables in the database a Create a table in a text field 1 Click in the text field 2 Click on the table inserting icon 3 The screen Insert modify table is shown 4 Define the general or advanced properties of the table Modify a table in a text field gt ANS Click on the
28. eSingleForm gt Home page The home page of the PDF eSingleForm is shown A Add notes 1 Import your XML file 2 Select Notes at the bottom of the home page in the PDF eSingleForm 3 Add notes in the field Notes that is shown at the bottom of each chapter Clear all notes C Highlight changed added fields Y Tips The text introduced in the field Notes can be formatted the same way as the other text fields The fields for the notes do not have a byte limit The field can contain as many characters as you want Deselect Notes to hide the notes Click on Delete notes to delete the notes January 2013 112 PDF eSingleForm Highlight changes PDF eSingleForm gt Home page The home page of the PDF eSingleForm is shown A Highlight changes 1 Import an XML file 2 Select Highlight changed added fields at the bottom of the home page of the PDF eSingleForm 3 Introduce your name in the field Current reviewer 4 The colour of the field with your name is the colour that indicates your changes 5 Start your changes C Notes Xx Highlight changed added fields Current reviewer Amina Change reviewer 1 Goto the bottom of the home page of the PDF eSingleForm 2 Click on Change reviewer 3 Introduce your name new reviewer 4 Start your changes Stop tracking changes without validation 1 Goto the bottom of the home pag
29. expenditure If the Action has already started explain the reason that justifies this situation The mandatory field Duration of the Action in months covers the implementation period of the Action in the field from the start date It covers the entire duration of the Action It should be preferably in whole months E g 2 months and 10 days or 3 months and 0 days the fields months and days cannot be empty So even when it are zero days you need to introduce 0 Fractions of months should be avoided The period for finalising the final report max 3 months is not included in the total duration 62 APPEL The nature of expenditure corresponding to the eligibility period time elapsed between the eligibility date and start date should be clearly identified at chapter 4 3 2 and agreed with DG ECHO The 100 financing option is an exception that has been foreseen for Humanitarian Actions in duly justified circumstances The Partner must provide relevant justification on the 100 funding The Action total amount and the DG ECHO contribution requested in chapter 1 7 are copied from chapter 11 O The duration of any Action cannot go beyond the duration of the ECHO Financing Decision except in case of suspensions during the implementation of the Action Click on Add a row to add another area of intervention if necessary All fields with an asterisk and all chapters with an exclamation mark are mandatory and
30. have to be completed 63 APPEL eDocumentation Complete chapters 2 to 9 RQ Request gt Chapter 2 to 9 Click on e Request in the main menu of APPEL The e Requests search screen is shown Select the eRequest of your choice Click on chapter 2 to 9 4 Profiles People who can complete the chapters of eRequests have An Encoder profile A Sender profile A Complete chapters 2 to 9 1 Click on each chapter and subchapter in the navigation tab on the left side of the screen 2 Introduce at least all mandatory information for each chapter and subchapter 3 Click on Save Y Tips Field 2 3 Summarise findings of the assessment should form the basis for the intervention logic If there is a report of the assessment it may be annexed and the results summarised here with regard to the proposed Action When relevant assessment of risks potentially arising from natural disasters should be provided For field 3 1 Humanitarian Organisation s presence in the area of intervention you indicate A brief overview of current and future strategy in the country The current and recent activities in the country A brief overview of the presence in the country number of years type of intervention regions type of set up Click here for more details about the logical framework of chapter 4 Click here for more details about Other costs of chapter 4 Click here for more details about chapter
31. learn more about the notes function click here 160 Offline eTools application Complete subchapter 4 3 1 objectives results and activities MR Offline eTools application gt eModification Request Select your Humanitarian Action in the list Click on MR The Modification Request is shown Click on subchapter 4 3 1 a Complete subchapter 4 3 1 Objectives results and activities The subchapter objectives results and activities is completed by the system from the 1 moment that this information has been introduced during the creation of the initial eRequest 2 Modify and or complete the active fields of the subchapter 4 3 1 These fields are Risks and assumptions and Results Q Tips Greyed out fields are not modifiable To learn more about the notes function click here O emarks The result can be completed from here or from 4 3 2 Under subchapter 4 3 2 you can give the details for each of the added results The information introduced at 4 3 2 is partly visible here 161 APPEL eDocumentation Complete subchapter 4 3 2 more detailed information per result MR Offline eTools application gt eModification Request Select your Humanitarian Action in the list Click on MR The Modification Request is shown Click on subchapter 4 3 2 a Complete subchapter 4 3 2 More detailed information per result 1 The subchapter More detailed information per result is completed by the
32. on the APPEL authentication screen The ECAS login screen is shown Login with your ECAS account The APPEL home screen is shown A Request for APPEL login activation 1 DADA 9 Click on Request for APPEL login activation The Request login activation screen is shown Select the search term Introduce your information in the search field Click on Request The search result list with the possible organisations is shown Click on your organisation Select yes or no to indicate whether or not you are a user rights administrator for your organisation see tips Click on Confirm 10 Your login activation request for your organisation has been registered An email is sent to you as soon as your user account is activated for APPEL 11 Click on home 12 The APPEL home screen is shown v Tips Select yes if you are a contact person between DG ECHO and your organisation The 32 contact person s manage s the user rights for all members of an organisation Register for FPA Registration form Step 1 Login with ECAS gt APPEL home screen Click on Connect to APPEL on the APPEL authentication screen The ECAS login screen is shown Login with your ECAS account The APPEL home screen is shown Registration form Step 1 1 Click on Register your organisation to become candidate to the FPA 2 The Registration form step 1 screen is shown Read the text
33. search functions to let you navigate to an eRequest or Grant Agreement The result lists are always displayed under the search screen eRequest result list indicates the specific eSingleform Grant Agreement result list combines the different eSingleforms and Reports by Agreement number Standard result lists Click on the title of the column in the results list to order the list according to the corresponding criteria Click once and the list is ordered ascending click twice and the listis ordered descending Move the mouse over a line and click on it to view more detailed information Export the results list to MS Excel Contracts are shown in black or in red The black contracts are the amendments The red contracts are previous versions of the initial contract Momar You can introduce one or more search criteria lt is not mandatory to complete the entire form to start a search The results list depends on the criteria introduced in the form 16 eRequest result list The following picture illustrates the result list by eRequests 2008 00022 RQ 01 01 RUSSIA OL Improvement of Socio 360 000 00 1 Active 19 02 2009 io ACC200809 A 3 OL Protecting IDPs from the 2008 00023 RQ 01 01 SRI LANKA Wars 800 000 00 1 Active 19 02 2009 2008 00024 RQ 01 01 SOMALIA 2008 00042 RQ 01 01 RUSSIA gt 2008 00043 RQ 01 01 SRI LANKA 2008 00026 RQ 01 01 RUSSIA So A 1 NR Nutrition amp
34. system from the moment that this information has been introduced during the creation of the initial eRequest 2 Modify and or complete the active not greyed out fields of the subchapter 4 3 2 Y Tips Greyed out fields are not modifiable The information between brackets indicate at which stage of the eSingleForm a question will be activated INT indicates the Intermediate Report and FIN indicates the Final Report All fields of subchapter More detailed information per result are modifiable To learn more about the notes function click here 162 Offline eTools application Complete subchapters 4 4 and 4 5 MR Offline eTools application gt eModification Request Select your Humanitarian Action in the list Click on MR The Modification Request is shown Click on subchapters 4 4 to 4 5 a Complete subchapter 4 4 and 4 5 1 The subchapters monitoring evaluation audit and other studies are completed by the system from the moment that this information has been introduced during the creation of the initial eRequest 2 Modify and or complete the active not greyed out fields of the subchapter 4 4 and 4 5 3 The new greyed out fields that are shown in chapter 4 4 of the eModification Request are not activated until the Intermediate Report 4 4 1 INT Revised work plan if changed after proposal Y Tips Greyed out fields are not modifiable The information between brackets indicate a
35. the Action In case the Action itself creates income the budgeted finally real amount has to be mentioned here As this income will be considered as income it can increase the overall amount of the Action It will also be deducted when fixing DG ECHO s contribution DG ECHO of total funding In the case of multi donor contracts the of DG ECHO funding is not required Total Costs will always be equal to Total Funding 44 APPEL Screen structure eDocument The following picture illustrates the general layout of the screen 1 Partner short name HUMANIA Country ANTARCTICA Category NGO Non Governmental Organisations 2 b Livelyhood support in NE Jiardistan A N oee oi 6 1 Field co ordination indicate the Humanit n Organisation s participation in coordination mechanisms with other relevant I New request 2009 01629 stakeholders e g clusters NGOs UN agencies others to be specified as well as the links with the Consolidated Appeal E Single Form REQUEST Process when relevant 1 1 GENERAL INFORMATION f2 2 NEEDS ASSESSMENT 13 HUMANITARIAN ORGANISATION IN THE AREA OF INTERVENTION Efa 4 OPERATIONAL FRAMEWORK E 4 3 Objectives results and activities 3 4 3 1 Operational Overview of the Action Log frame 64 3 2 More detailed information per result 12 4 3 2 4 Other costs 1344 Work plan 4 5 Monitoring evaluation audit and other studies 1 5 CROSS CUTTING ISSUES 6 2 National and local a
36. version 2 Online you create a new draft document with the old xml project 3 Export the draft document to the Offline eTools application 4 Check whether all fields are completed The fields can loose information during the upload process 186 Glossary A Action A humanitarian aid Operation implemented by a Humanitarian Organisation and funded by the European Commission Ad Hoc Decision One of the four categories of Financing Decisions It intends to give a one off response to meet localised humanitarian needs and is generally built on the basis of a limited set of elements It can be articulated on the basis of a single sector or theme of intervention a single or limited number of Partners or a limited set of specific objectives Agreement A generic term covering both Grant Agreements and Contribution Agreements Encompasses the General Conditions Special Conditions Annexes and II description of the Action financial overview and Action proposal Amendment Gives you the possibility to modify a signed contract After the creation of the amendment the contract has different versions These are shown in the search results list of a contract and the consultation screen of a contract APPEL The web application of DG ECHO that permits the partners of DG ECHO to manage humanitarian projects C Commitment A commitment of payments and recovery orders that come from the information systems ABACWKFL and ABACFED Co
37. your organization Agreement Here you can Search for Grant Agreements of your organization Modify Grant Agreements of your organization Downloads Here you can Download the Offline eTools application About About the offline programme The Offline eTools application enables you to complete an eDocument for a humanitarian action without being connected to the internet Install the eSingleForm offline application on your computer Create or complete your eDocument at any given moment without an internet connection Once completed connect to the internet and upload the eDocument Your modifications are now visible online APPEL eDocumentation This eDocumentation eDocumentation different approaches The different approaches of this eDocumentation are Written eDocumentation The written eDocumentation represents the largest part of this entire eDocumentation You can find your way through all these texts by using one or more search functions of this eDocumentation Interactive trainings By following different interactive trainings you get accustomed to the different functionalities within the application You get an overview of the application and how each module interacts with each other Screen information The screen information also known as online help provides more specific information about a screen The information is application based When moving the mouse over certain titles within the ap
38. 7 zip org The URL http localhost 8080 waitserver html does not show the Welcome screen This problem happens often in secured configurations where localhost is not defined as the local machine In this case use the following URL http 127 0 0 1 8080 waitserver html O emarks Click on the arrow next to e SingleForm offline module to go back to the previous screen 126 Offline eTools application Keep the window ECHO working offline open while working with the Offline eTools application If you close this window no data is saved in the file even though the programme looks functional This window must be left open all the time 127 APPEL eDocumentation Username and password Login screen gt Offline eTools application The Offline eTools application login screen is shown Options of the login screen username field password field login function Introduce your username and password and click on login or enter change password function Click on change password to change your password create new account function Click on create new account to create a new account NAON A Change your password Introduce your username Introduce your current password Choose and introduce a new password Introduce the new password again in confirm new password to prevent typing errors Click on change password One of the following messages is shown
39. A ee A eh 157 A E E E E E TT 158 Create a new eModification Request oooonoccnnccnnnccnncccnnccnnonccnonccrnncnnnnnn nan cn ran nnnnn cnn narrar aran 158 Chapters coc a o age dh td 159 Complete chapter 1 general information MR ccceceseseeeseeeseeeeseeeeeeeeeseaeeesaeeseaeeeeaeeteaeestaeerias 159 Complete chapter 2 to 4 MR ceeccesseeeeseeeeeeeeeeeeeesaeeeseeeeeaeeeaeeeesaeeeeeessaeeesaeessaeeeeeesaeesseeetaas 160 Complete subchapter 4 3 1 objectives results and activities MR ccceeseeseeeeeeeeeseeeeeeeeetees 161 Complete subchapter 4 3 2 more detailed information per result MR scceceeeeeseeeeeeeetereeeee 162 Complete subchapters 4 4 and 4 5 MR coooocncccinccccocccnoncnnnnncnoncnnancn nano n cnn cn ran n cnn cn ran nnran cnn cnn 163 Complete chapter 5 to 9 MR ircre etine iene aaan anaa E E E TEE 164 APPEL eDocumentation Complete chapter 10 to 11 MA iio ae 165 Gomplete chapter 13 MA ed 166 Complete annex A Procurement table MR 00ooncocnncccnnccccocccoonncnnnncnonnnnnnccnnncannn cnn nn nnn cc nan ca narco 167 Complete Partner internal follow up informations MR ooonnccnnnccnnnccnnnccnnncnnnnnnonancnnncnncncnnnccnncncno 168 elntermediate Reporte niesi n ar eee eel dea 169 A st eit eae a eee ya et eee a cea ees dead 170 Create a new elntermediate Report ceceeeceeseeeeseeeeeeeeeeeeeeaeeeeeeeesaeeeeaeeseaeeseaeeseaeeeeaeeseaeeesaeetias 170 Chapters iio veneer A ce i etn ee e
40. B ON Lg eSingleForm pdf Adobe Reader File M3 View Window Help Select All ctrl 4 Deselect All Shift Ctrl 4 eee Check Spelling Q Eind Ctrl F Advanced Search Shift Ctrl F Protection Analysis Accessibility 105 APPEL eDocumentation Preferences Categories General Commenting Documents Full Screen General Page Display Y Show text Field overflow indicator al Y Automatically calculate field values Show focus rectangle Cl Always hide forms document message bar 3D amp Multimedia Accessibility Adobe Online Services Highlight Color Email Accounts Forms Show border hover color for fields Identity Internet Fields highlight color o JavaScript Language Required fields highlight color m Measuring 2D Measuring 3D Auto Complete Measuring Geo Multimedia legacy Multimedia Trust legacy Reading Reviewing Search Security Security Enhanced Signatures Spelling Tracker Trust Manager Form Tracker Preferences OFF x Remember numerical data fe g telephone number Edit Entry List The auto complete feature is now off No suggestions will be made while you type in Form fields Choose Basic or Advanced From the drop down box to turn the feature on January 2013 106 PDF eSingleForm Annex documents PDF eSingleForm gt Home page The home page of the PDF eSingleForm is shown A
41. EUROPEAN COMMISSION Humanitarian Aid hu I ANA E L e vag an d a A pil FP t Ad L DO User Manual APPEL amp offline eTools March 2013 Table of Contents MO AS 1 ADUANA id 2 AbQUtARPEL coartada dera 2 APPEL Modulos uc ataca eb is a a Sy 2 About the offline programmens a a lie aii ia 3 AA EEA AA T E 4 eDocumentation different approaches ooococcnoccccnonocinononcnnnnnan cnn nano cnn nn r cnn nro n nr rra 4 eDocumentation Search FUNCTIONS oooooccnonccccnnonaccnnnonnnnononcnn naar cnn nan narrar cnn rn rre nr rre rre 5 Search tunctionalities oia st ida ab ile dd ida 5 SDOCUIMENTALIOM ICON Sheridan i ersen eana teleton aid eet 6 A O TOS 7 WorktlOWOVOTVISW cocc co aeania adani aeaaea eaa rreraren de a a a paia a seugeasancalcenapsigiai daca snascageasiacagasiesdapisidee 7 Humanitarian action workflow OVervieW oooooocccononcccnononcncnnnannnnnnncnn naar nr rn non n nn nero rr rre n ren nnr Ennn rr rra rinnnnnr 7 Seal Ad 8 Searchin general unicas iaa alt ia 8 Searchicita a o Ni Sh et teas Ba 9 Drop dO WN IES EEEE EAEE daria api TE 9 Selectanitem Fom A O NS 9 Conditions used in search elements ooooncconncccnnccconaccnnncnnncnnonoconnn nn ona cnn nnn nana rca 9 InputFleldS tocino ead ds 11 Radlo DU ONS tutti is ds lll ta a ltda 12 Options used in Search elements ccceeeeceeeceeeeeeeeeeeeeneeeeeeeeaeeseaeeeeaeeeeaeeeeaeeseeeeeaeeseaeeseeeseeeesaees 12 FUNCHONS SCArCh Tab E T 13 Calen
42. Form the person uploading the file Sender has the possibility to upload only that completed part by selecting Partial upload To upload an elntermediate Report an eRequet and eModification Request or an eFinal Report please consult the APPEL manual or click on Help online O When you select the incorrect XML file to upload an error message is shown The annexes need to be added when working online If you only upload a part of the project you need to validate the chapters one by one in APPEL online also those chapters that have no new content after the upload When everything is uploaded click on Validate in the top left corner of the online eDocument After having uploaded the eSingleForm you click on Save and Submit online to complete the eDocument The eDocument is now submitted to DG ECHO January 2013 115 Offline eTools application Introduction Offline eTools application This online eDocumentation groups the how to s and the online trainings of the eSingleForm offline application of DG ECHO Learn the eSingleForm offline application with the online training modules Follow the Step by Step explanation on how to perform any functionality of the application The eSingleForm offline application provides you with the possibility to prepare and follow up on a humanitarian action without the need of an Internet connection Once you have created a Humanitarian Action with the aid of the offline ap
43. HO by applying for the Framework Partnership Agreement FPA in order to become an ECHO Partner APPEL is also used by existing ECHO Partners to update their administrative data This helps the smooth and fast management of projects At the same time it allows Partners to update operational and financial information which can then be used by ECHO for the periodic assessment of Partners foreseen under the FPA The ECHO Partner submits the eDocuments of the eSingleForm to ECHO via APPEL He can follow up on these eDocuments at all times Why are there two authentication systems in APPEL APPEL is currently being transformed to a more comprehensive tool for a two way electronic exchange of information between ECHO and its Partners Therefore a new authentication system based on ECAS is being introduced The previous authentication system is still available however Partners and potential Partners are encouraged to create their own ECAS account as soon as possible in order to familiarize themselves with the new authentication system Which are the types of access in ECAS ECAS allows three different types of profiles to access APPEL and other applications that require an ECAS account A profile to consult A profile to update A profile to submit Who should use the new authentication system in APPEL The new authentication system is recommended for connecting to APPEL It has to be used by all new organisations that wish to apply fo
44. Microsoft Windows and Mac OS X lt features calculation graphing tools pivot tables and except for Excel 2008 for Mac OS X a macro programming language called VBA Visual Basic for Applications It is overwhelmingly the dominant spreadsheet application available for these platforms and has been so since version 5 in 1993 citation needed and is bundled as part of Microsoft Office zip Compression file format Mainly used to put together multiple documents The ZIP file format is a popular lossless data compression and archival format A ZIP file contains one or more files that have been compressed to reduce their file size or stored as is 39 APPEL eDocumentation Track changes To compare two different versions of an eDocument you search for eRequests or Agreements In the result list on the right there is a column with check boxes The following picture illustrates an example how to use track changes Passive Favourable ubmitted APPEL APDEL APPEL MODIFICATION REQUEST Submitted INTERIM REPORT 1 2009 00075 IR 01 01 1 1 Inthe result list you select two versions to compare 2 Click on the check box to select two documents to compare 3 Click on Track changes at the bottom right of the screen Q Tips Click on the column title Reference Number to order the result list O Click on Track changes without checking two items of the list and the following message is be shown You have to
45. New ECAS password Repeat the newly chosen password in the field Confirm new ECAS password Click on Submit You are connected to APPEL The screen that is shown is adjusted to the rights that are associated to your user account for APPEL The ECAS password requirements The ECAS password may not include your username must contain at least 10 characters chosen from at least 3 groups of the following 4 character groups Upper case A to Z Lower case a to z Numeric O to 9 Special characters amp lt gt _ Only these characters are permitted as well as the white space Examples of passwords are provided at the bottom of the screen You can generate other sample passwords if necessary A 4 All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed Remember the password that you introduce You will not receive any additional confirmation mail to remind you which password you have chosen The password that you initialise cannot be changed within 24 hours Due to security reasons the system asks for password changes on a regular basis You have 90 minutes to complete the registration process starting from the moment you submit your personal information 31 APPEL eDocumentation Register in APPEL Request for APPEL login activation Login with ECAS gt APPEL home screen Click on Connect to APPEL
46. Radio buttons help you to refine your search and helps you to find only the projects you wish to see Clicking in the circle in front of a criterion brings down the search results to the selected criteria You can only select one item of the provided options Options used in Search elements The possible options as shown in the illustration to search for e Requests are All Cy Draft Version 1 Last submitted version All This option is the default option and shows all the e Requests Draft Version 1 This option shows the e Requests that are still in draft version and are not yet submitted to DG ECHO Last submitted version This option only shows the last submitted version of the e Requests The possible options as shown in the illustration to search for Agreements are All Ongoing Closed All This option is standard and shows all the Grant Agreements Ongoing This option shows the Grant Agreements that are still in action Closed This option only shows the finished Grant Agreements due to a refusal of a proposal or ending an operation 12 General Functions search tab The standard available functions es Wes eee AAA 1 2 3 4 1 Undo typing Dismisses the last introduced criterion and returns to previous state of the search tab 2 Clear Dismisses all the introduced criteria and returns to the begin state of the search tab 3 Search Initiate the search based on the introduced criteria
47. Save 67 APPEL eDocumentation Complete chapter 10 Human resources RQ Request gt Chapter 10 Click on e Request in the main menu of APPEL The e Requests search screen is shown Select the eRequest of your choice Click on chapter 10 Human resources 4 Profiles People who can complete the chapters of eRequests have An Encoder profile A Sender profile a Complete chapter 10 Human resources al 2 3 4 Introduce at least all mandatory information Introduce the person month per project For example 5 persons working on a project for 6 months equals 30 people month Click on Add a row to introduce more global figures per function and status Click on Save Y Tips Personnel meeting only one or none of the criteria for the status shall fall under the category of local staff Information on implementing partner staff is needed for key staff in particular when no expatriate staff of the partner directly manages the Action at the local level To delete a line select the check box on the left and click on Save 68 APPEL Complete chapter 11 Financial overview RQ eRequest gt Chapter 11 Click on e Request in the main menu of APPEL The e Requests search screen is shown Select the eRequest of your choice Click on chapter 11 Financial overview 4 Profiles People who can complete the chapters of eRequests have An Encoder profile
48. SingleForm gt Home page The home page of the PDF eSingleForm is shown a Home page The image below gives a detailed description of the functions on the home page of the PDF eSingleForm European Commission Directorate General Humanitarian aid and Civil protection ECHO Ezd eSingle form for humanitarian aid actions Type of eDocument 4 _ SEE OM gt s e Y 6 os 2 7 8 O Notes 9 0 Highlight changed added fields Humanitarian principles Humanity Neutrality Impartiality Independence EN for English or FR for French Select the language of your choice Import XML Click on this function to import an XML file Document type Indicates the type of document you are working on Validate amp Export Click on this function to validate and export the eDocument Export XML without validation Click on this function to export the XML file without validating it Validate eSingleForm Click on this function to validate the eSingleForm Version of the PDF eSingleForm and of the XML file Notes Select this option if you want to the notes to be shown Highlight changed added fields Select this option of you want to see all modifications created in this eDocument NP2ON OMND 100 PDF eSingleForm Adobe PDF Reader functions Navigate through the eSingleForm PDF eSingleForm gt Home page The home page of the PDF eSingleForm is shown Navigate through the eSingleForm 1 Import
49. Submit Q Tips You can also use the upload function to upload a validated Letter of Intent made in the Offline eTools application Click on Validate to verify whether all mandatory chapters and fields are completed In order to be able to submit at least one result as needed you should encode an amount an estimation of the amount or one symbolic euro if you don t know the amount yet E The indications in the fields of the Letter Of Intent are only in English e g the fields that are not mandatory in the LOI contain the remark Facultative for Letter Of Intent unless specified in HIP All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed unless they contain the text Facultative for Letter of Intent unless specified in HIP Add at least one result and complete the details for this result In chapter 11 Financial overview you need to add the amounts of your results so the Total amount is correct In chapter 11 Financial overview you need to add at least 1 in the Eligible costs of action field This symbolic amount can be added in case you don t have any financial information yet When adding it please make sure that the other fields are empty so you can validate this section with 1 as the total financing amount November 2012 54 APPEL Submit a Letter of Intent eRequests search screen gt New Letter of Intent Cl
50. a AA P AEEA TRS oahs RSi 182 Complete chapters 9 to 11 FR ooooonocconiccnncccconccnnnnnnoncnonnnnnanoncnnnnnancncnnn cnn essin nn rra n anna nena o Sestante 183 Complete conclusions annexes and internal follow up FR ooooooncccnnccinccnnocacnnccononnanancnnncnncncno 184 FA aio lable ia to lot 185 Frequently Asked Questions Offline eeeecceesceeeseeeeeeeseaeeeeaeeseseeseaeeeeaeeseaeeseaeeseaeeseaeeseeeesaeesaeesenes 185 General questions cuicos id donacion RIADA linen 185 Technical QUESTIONS ti tt 185 A O E 187 A e 189 vi Welcome APPEL is a tool for a two way electronic exchange of information between DG ECHO and its Partners APPEL gives the opportunity to organisations that are not yet recognised as DG ECHO Partners to become known to DG ECHO by applying for the Framework Partnership Agreement FPA in order to become a partner of DG ECHO To connect to APPEL the candidate Partner first has to create an ECAS European Commission Authentication System account by registering in ECAS starting from the APPEL authentication screen An ECAS account consists of a single personal identifier user id or email address password making it possible to establish a protected connection with a wide range of Commission information systems using this same mode of authentication instead of having to create a specific identifier for each application To consult or modify the APPEL data the user should activate his account and his user right
51. ain 9 5 FIN In case of changes please explain o ooo Oe SL e e Y Tips Greyed out fields are not modifiable The information between brackets indicate at which stage of the eSingleForm a question will be activated INT indicates the Intermediate Report and FIN indicates the Final Report To learn more about the notes function click here 164 Offline eTools application Complete chapter 10 to 11 MR Offline eTools application gt eModification Request Select your Humanitarian Action in the list Click on MR The Modification Request is shown Click on chapters 10 to 11 a Complete chapters 10 to 11 1 Chapters 10 to 11 are completed by the system from the moment that this information has been introduced during the creation of the initial eRequest 2 Modify and or complete the active not greyed out fields of the chapters 10 and 11 3 The new greyed out fields that are shown in chapters 10 to 11 of the eModification Request are not activated until the Intermediate or Final Report 10 2 INT In case of changes please explain 10 3 FIN In case of changes please explain 11 1 FIN In case of other donors please identify the donors and the amount provided Y Tips Greyed out fields are not modifiable The information between brackets indicate at which stage of the eSingleForm a question will be activated INT indicates the Intermediate Report and FIN indicates th
52. an existing eDocument or an XML file template 2 Click on Bookmarks 3 The list of chapters is shown 4 Click on the chapter of your choice to access the chapter directly Bookmarks 4 gt E P 1 General Information LP Titlepage P 2 Needs Assessment G P 3 Humanitarian Organisation in the Area of Intervention E P 4 Operational Framework EP 4 3 Logical Framework LP 4 3 2 1 Specific Objective P 4 3 2 2 Results Y Tips You can also navigate through the eSingleForm by clicking on the scroll bar January 2013 101 APPEL eDocumentation Highlight mandatory fields PDF eSingleForm gt Home page The home page of the PDF eSingleForm is shown Highlight mandatory fields 1 DUAL Paces Sign e Comment Extended ls Import an existing eDocument or an XML file template Click on Highlight Existing Fields in the top right corner of your screen The modifiable and mandatory fields are shown in red frames Complete the eSingleForm The modified fields are highlighted in yellow To delete the red frames click on Highlight Existing Fields once more in the top right corner of your screen The modified fields stay highlighted in yellow Q Tips Only mandatory fields have a red frame Modifiable fields have a background color Non modifiable fields have a white background In certain stages of the eSingleForm there will be fields that become i
53. ant to create a new version 2 Click on the title of the Letter of Intent to open it 3 Click on New version in the navigation tab 4 Awindow is shown where you need to click on New version of the Letter Of Intent to create a new version for that Letter of Intent The Desk might ask for an eRequest instead of a new version of the Letter of Intent In this case please create a new eRequest starting from the LOI Complete the eSingleForm by clicking on each chapter 6 Click on Submit O A new version can be created and submitted as soon as a Desk Officer was assigned for the appraisal of the Letter of Intent The Desk Officer can lock the Request the status is shown on the traffic lights of the Grant Agreement search result list and no new version can be submitted No new version can be submitted once the evaluation of the desk is terminated All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed unless they contain the text Facultative for Letter of Intent unless specified in HIP November 2012 a 56 APPEL Create a new eRequest from a LOI eRequests search screen gt eRequest starting from Letter of Intent Click on e Request in the main menu of APPEL The e Requests search screen is shown 4 Profiles People who can create eRequests from Letters of Intent have An Encoder profile A Sender profile A Create an eReques
54. apters 1 to 10 Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for the Agreement for which you wish to create an elntermediate Report or click on an existing Intermediate Report linked to this Grant Agreement Click on chapters 1 to 10 4 Profiles People who can complete chapters of elntermediate Reports have An Encoder profile A Sender profile a Complete chapter 1 General Information If any supplementary agreement s have been appraised towards this action complete the field 1 11 Click on Add a row Click on the calendar icon to add the date of request Click on the calendar icon to add the date of Agreement Introduce the subject of the agreement If necessary you can introduce the reference of the documents that you will annex Click on Save Bb emarks Repeat these steps for each supplementary agreement PA NS a Chapters 2 to 10 For each chapter complete the fields to reflect the evolution of the Action 1 Introduce the necessary information for each question of the chapter 2 Introduce if necessary the reference to the documents that are annexed 3 Click on Save Wema All chapters with an exclamation mark are mandatory and have to be completed You have to click on Save even if you do not alter any of the information 83 APPEL eDocumentation eFinal Report Introduction eFinal Report The eFinal Report gives the possibility
55. as expected in the Excel file Go to Format Cells Number Select category number Choose your formatting options 22 Training Modules Introduction training modules The training modules show you the most important functionalities of the application After taking one or more training modules you are able to start using the application and you can perform the different actions needed for your activities Training modules General training module Shows you how to work with the training modules Create an ECAS account Shows you how to create an ECAS account in order to logon to APPEL Request APPEL login activation Shows you how to request an activation of your APPEL login eDocument training modules Shows you the icons and buttons of the eDocument shows you how search for eDocuments create eRequests and Reports Offline eTools application training modules Shows you how to work with the offline programme 23 APPEL eDocumentation eDocument training modules eDocument o Search for an eDocument Icons and buttons used to create or consult an eDocument Navigating in an eDocument Add or delete a row in an eDocument Upload a file to attach to an eDocument Introduce information in the Logical Framework Matrix Initial eRequest Draft and submit an eRequest New version of an eRequest Draft and submit a new version of an eRequest Modification Request
56. ave to be completed 158 Offline eTools application Chapters Complete chapter 1 general information MR Offline eTools application gt Request Select your Humanitarian Action in the list Click on MR The Modification Request is shown Click on chapter 1 a Complete chapter 1 General Information 1 Chapter 1 is completed by the system from the moment that this information has been introduced during the creation of the initial eRequest 2 Modify and or complete if necessary the active fields not greyed out of chapter 1 3 The two new greyed out fields that are shown in chapter 1 of the eModification Request are not activated until the Intermediate or Final Report 1 10 INT List the supplementary agreements and exchange of letters after signature of the Agreement up to the Intermediate Report stage Date of request Date of agreement Subject Reference 4 11 FIN List the supplementary agreements and exchange of letters after signature of the Agreement up to the Final Report stage Date of request Date of agreement Subject Reference Y Tips Greyed out fields are not modifiable The information between brackets indicate at which stage of the eSingleForm a question will be activated INT indicates the Intermediate Report and FIN indicates the Final Report To learn more about the notes function click here 159 APPEL eDocumentation Complete chapter 2 to 4 MR Offli
57. ave to be annexed to the Final Report APPEL Complete chapter 13 FR eFinal Report gt Chapter 13 Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement Select the Agreement for which you wish to create an eFinal Report or click on an existing draft eFinal Report linked to this Agreement Click on chapter 13 4 Profiles People who can complete the chapters of the eFinal Reports have An Encoder profile A Sender profile a Complete chapter 13 Conclusions and comments on the humanitarian organisation 1 Introduce the Comments and conclusions 2 Click on Save bp emarks Chapter 13 only appears at the level of the eFinal Report 89 APPEL eDocumentation Useful links Useful links To obtain more information about the Framework Partnership Agreement and the eSingleForm click the links below More information on the FPA general web page More information on the eSingleForm final guidelines More information on the Partner helpdesk site The following list shows you the Frequently used pages of the eDocumentation Grant Agreement result list Status of the operation 4 Screen structure eDocument functions 90 APPEL FAQ Frequently Asked Questions APPEL General questions What is APPEL used for APPEL gives the opportunity to organisations that are not yet recognised as ECHO Partners to become known to EC
58. ble in the system In the offline eTools application there is a validation button Why can t see it in APPEL In APPEL the validation is done when clicking on save In the offline eTools application there is an automatic saving function without validation Therefore you have a validation function in the offline eTools application Go to the FAQ of the offline eTools application Is it possible to modify the control status A or P You cannot change the control status it is automatically added by APPEL The control status depends on your FPA When the control status is revised APPEL will take this into account E g projects that started before a certain date will keep control status A and the projects as of a certain date will have control mechanism P eSingleForm questions You can find quite some questions about the eSingleForm on the site of the DG ECHO Partner s helpdesk Can APPEL be used for primary emergencies Yes APPEL can be used for primary emergencies You can select yes for the question Urgent action in chapter 1 of the eRequest Then you select ECHO Primary emergency decision ECHO emergency decision or Urgent action in the framework of another decision The emergency type determines the amount of fields and the validation rules When you create a primary emergency fewer fields will need to be completed How to create a create a proposal from a Letter Of Intent To create a proposal startin
59. blishes the principles of partnership between DG ECHO and the NGOs defines their respective roles rights and obligations and establishes the rules applicable to the Actions implemented by the NGOs and financed by DG ECHO G Grant Agreement An agreement signed by DG ECHO and an NGO covering an Action This agreement results from the appoval of the final proposition of the financial request sent by the partner to DG ECHO IDP Internally Displaced People These people were forced to flee from their residence but stayed within their home country Indirect costs Costs necessary for the functioning of the organisation which cannot be directly linked to the implementation of the Action They amount to a maximum of 7 of the total Direct Costs Modification A modification is a convention to reflect operational or other changes in the execution of the action A modification can be a unilateral modification of an exchange of letters or of a complementary convention P Partner A Humanitarian Organisation which has signed one of the following partnership agreements the Framework Partnership Agreement with Non Governmental Organisations the Framework Partnership Agreement with International Organisations and the Financial and Administrative Framework Agreement between the United Nations and the European Community Primary emergency financing Decision One of the four categories of Financing Decisions designed to cover the first immediate nee
60. cation request can only be submitted if the mandatory screens are completed 75 APPEL eDocumentation Chapters Amendment request MR eModification Request gt Complete the amendment request Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement Select the Agreement of your choice Go to the eModification Request and complete the chapter Amendment Request 4 Profiles People who can create amendment requests have An Encoder profile A Sender profile A Request Amendments 1 Introduce the Name Telephone Fax and eMail of the people who request the amendments 2 List of the requested amendments 1 Introduce the information relative for the amendment request 2 If other amendments are requested click on Add a line An amendment is a modification to an Agreement to reflect operational or other changes in the implementation of the Action A unilateral modification can be done by an elntermediate Report Modifications that results in an Exchange of Letters or a Supplementary Agreement must be done through a Modification Request For the paper version of the eSingleForm it is possible to ask for an amendment by way of the Intermediate Report In the paper version of the eSingleForm a modification to an Agreement is to reflect operational or other changes in the implementation of the Action In APPEL it is no longer possible to ask for a
61. ce your password in the field password default echo The language can be chosen by selecting English or French in the drop down list Click on login or enter to continue 0 The Offline module start screen is shown POD 99 99 ECHO working offline is not shown If nothing happens the first time you double click on Offline jar do the following to resolve the problem In the location where you saved the Offline jar you also see a file named init bat Double click on init bat Possible outcomes 1 The ECHO working offline screen is shown you can continue as described in step 3 2 The following error message is shown in the screen JAVA_HOME environment variable is set incorrectly or Java runtime could not be located Please set the JAVA_HOME variable appropriately Java 1 5 or a higher version is required to run the application If this error message is shown you go to http www java com and install the java application on your computer Once done you double click on Offline exe to start the eSingleForm application and continue as described in the step by step information My computer does not recognize a ZIP file It may happen that Windows does not know what to do with a Zip file To overcome this problem you can either install WinZip if your organisation has licenses on this product or 7 zip a free Open source file extractor that works very well get it at http www
62. ch of the added results The information introduced at 4 3 2 is partly visible here e 149 APPEL eDocumentation Complete subchapter 4 3 2 more detailed information per result RQ Offline eTools application gt Request Select your Humanitarian Action in the list Click on RQ The Request is shown Click on subchapter 4 3 2 Complete subchapter 4 3 2 More detailed information per result More detailed Information per result The details of each result introduced under subchapter 4 3 1 are shown under subchapter 4 3 2 In the navigation tab click on the result you want to complete 4 3 2 The information introduced under this subchapter is partly visible under subchapter 4 3 1 The Detail screen has four tabs Details Verifiable indicators Activities Means and costs 4 3 2 4 150 Click on the Details tab D e OD Introduce a Result s short description Introduce the Total amount eur Click on the drop down list and select a Sector and a Sub sector Introduce the number of beneficiaries Select the status of beneficiaries Introduce a Detailed description Click on the Objectively verifiable indicators tab is Click on Add tab to add an indicator Introduce the Short description of the indicator Introduce the target value Introduce the Sources of verification Introduce a Detailed description Click on
63. complete the different chapters of the eDocuments of the eSingleForm itis necessary to follow these guidelines Transfer of information As soon as you save the chapter General Information some of the information introduced is transferred by the system to the Operational Framework In this screen subchapter 4 3 1 2 the title of the action is copied from subchapter 1 2 and has been introduced by the system Validate Above the Logical Framework the function Validate is shown Before validating introduced information you need to leave the modified field Once you click on Validate the system checks whether your information was introduced correctly Enriched text features bold colours Text boxes contain buttons to add enriched text features its functioning is similar to visual editors as in MS Word Limitations and mandatory fields To complete the Logical Framework please consider the following limitations 1 When clicking in a field the maximum number of characters is shown below 2 4 3 1 Operational Overview Atleast 1 result for the project has to be introduced Per result you can add a maximum of 5 indicators The content of a result cannot be null 3 Result details The result s global costs must be greater or equal than the sum of the costs of all related activities Ifthe emergency is other than a primary emergency the sector and sub sector are mandatory Financial overview The financia
64. create new accounts in order to see who adjusts something in the Offline eTools application 128 Offline eTools application Changing or creating passwords usernames and accounts in the offline module does not affect the given passwords usernames and accounts for the online application 129 APPEL eDocumentation Create a new Humanitarian Action offline Login screen gt Offline eTools application The Offline application start screen is shown A Create a new Humanitarian Action offline 1 Click on Create new action 2 Introduce the basic data 1 Introduce the Title of the Action 2 Urgent action select yes or no 3 If you select yes click on the arrow to select the kind of urgent action from the drop down list 4 Click Save or Cancel 3 The action is created 4 The saved action is shown in the list After the creation of a Humanitarian Action four types of documents can be completed 1 eRequest 2 eModification Request 3 elntermediate Report 4 eFinal Report Me The title can no longer be modified after signature of the Agreement The title should not contain data that might change such as the number of beneficiaries The title should include the geographical sector and the country ies All fields with an exclamation mark or an asterisk are mandatory and have to be completed 130 Offline eTools application Complete a Humanitarian Action Logi
65. ctivities in the field 4 5 2 Indicate the studies that will be undertaken by selecting Yes or No for each study 4 5 3 Other studies 1 Select Yes or No 2 If Yes introduce an explanation in the field Y Tips To learn more about the notes function click here Click on the question mark on the right of the title to show the help screen that explains how to complete the chapter 152 Offline eTools application Complete chapter 5 to 9 RQ Offline eTools application gt Request Select your Humanitarian Action in the list Click on RQ The Request is shown Click on chapters 5 to 9 Complete chapter 5 Cross cutting issues From question 5 1 to question 5 3 introduce the appropriate information in the field Complete chapter 6 Field coordination From question 6 1 to question 6 3 introduce the appropriate information in the field Complete chapter 7 Implementing Partners From question 7 1 to question 7 3 introduce the appropriate information in the field Complete chapter 8 Security and contingency measures 1 Introduce the Contingency measures in the field 2 Security considerations 1 Introduce Security situation in the field 2 Has a specific security protocol for this action been established 1 Click on the arrow of the drop down list and select Yes No or Standard procedure 2 If you check Yes introduce an explanation of the protocol 3 Are f
66. cument created with the offline application Sends the eDocument to DG ECHO The function available to create a new version of an eDocument 6 6 New version This function creates a new version of an already existing eSingleForm The version number will be automatically shown in the project information tab This function is active once an eDocument is dispatched to a DG ECHO unit Bb emarks If the status of a project is locked the function New version is not active A project can be locked by a Desk Officer for example if he she awaits additional information from a Field Expert The project is locked by the system depending on the activity that is in operation 50 APPEL Content functions The standard available functions En Print 1 2 3 4 1 Save as draft Saves the information you introduced into the screen It does not check the validity of the information yet 2 Save Saves the information you introduced into the screen after validating the data and the mandatory fields The missing mandatory information is indicated in red or with a red line 3 Undo typing Dismisses all the information introduced and returns to the last saved version of that screen 4 Print Generates a PDF document of only this screen or chapter The PDF document can then be Sent to a printer Saved on your hard disk or network disk Be previewed in the content tab Bb remarks Always click on Save as draft Save or Undo ty
67. d be in your inbox See remarks Complete the registration with the ECAS mail i 2 3 4 5 Go to the mail from the European Commission Authentication Service ECAS You received this mail to complete the registration process Your username is informed to you if you have not introduced one in the ECAS user registration form Click on this link to create your password Initialise your ECAS password Q Tips If this link provided in the mail does not work you can always use the internet address listed below in the same mail O emarks The mail is automatically sent after you have submitted the registration form for the ECAS account You have 90 minutes to validate your account According to the INTERNET provider there could be a delay between the moment of submission of the form and the arrival of the email If the mail has arrived more then 90 minutes later the authentication system will ask you to redo the validation process for the account When you do not receive the mail please check your junk mail inbox 30 Access rights Initialise your ECAS password ECAS mail gt Password initialisation Click on this link in the ECAS confirmation mail to complete the registration process The Password initialisation screen is shown Initialise your ECAS password 1 or e o N The New ECAS password screen is shown Introduce a password of your choice in the field
68. d for working offline has been simplified thanks to a form presented in one document and entirely reusing the eSingleForm To start working on an eDocument you simply need to import an empty or a started XML file depending on what you would like to do The eDocument can be exchanged with your colleagues or can be exported to be transferred to the online application In order to understand the functioning of this new tool please read the step by step documentation explained in the chapters following this introduction You can also contact the DG ECHO partners helpdesk to receive more information about the functionality of the PDF eSingleForm January 2013 95 APPEL eDocumentation Guidelines Limitations and improvements This new PDF eSingleForm contains several improvements but also contains some inconveniences The system contains a limitation of bytes for each field which is 3800 bytes for most fields You can introduce more than 3800 bytes per field but this amount has to be reduced to 3800 before exporting the file A warning message is shown to indicate that you went over the byte limitation The system doesn t allow the creation of the copy pasting of tables in the fields This is technically impossible with the PDF technology Itis not advised to work simultaneously on the same PDF file when it is placed on a shared drive You may lose information The technical improvements provided by the PDF eSingleForm
69. dar tol 2 ncthie dade a RAR a th a eee 14 Selecta date masia a iia 14 Searchitilters cion iaa ias 15 ResultliSts ii a iS 16 Result Seria iia di 16 Standard result listS oo A A cen ein aiii 16 eRequestresulbllS Eo A ee e 17 Grant Agreements res ltlist is imersio ai naco ea nn cancer 18 List of eDocuments per Operations ooocooccccocccconcccocccononanoncnnonnnnoncnnnn nn nnn cn ran nn nn nara rra rann cnn 19 EDOCUMENT STATUS it atico tir rd dle ccoo IA ac 20 Status Of the OPINA adan 21 Export to MS Excel sis sesnes snc a sce sedecebadtebcl aaa onda a tsa sai iacatdatensutvaincad RE aE AR A ETEA 22 Training Modules social ab dd ch Mi eae tain tina dey 23 Introduction training Modules cotos aiii 23 Training modulos sete sich isi a eee ee a ee rd as ccd ee th a hee 23 ebocument trainingimodulesi saute dis Aenea a i ee es 24 Blee aE AE E A T EE E A A aida 24 intial e Request sik a A A N R R 24 New version of an eRequeStoccccconnccccnncccnona nenas 24 Modification Request ici o 24 REPO Simat dde it tt 24 Offline eTools application training modules ooocincccinnccinnccnnccnnonaconacononn conan cnn crono cnn rca 25 Functions of the offline application ooononcccnnnocccononaccnanoncnnnnnancnc narco nnnnr cnn rro n nn naar rn nnr nr eran n nr rnnrnrnnns 25 eSingleForm offline ci A oa 25 ACCESS MOM Simi iaa iaa E eave 26 Register in ECAS iuris o arn ibe dtr Me dealnta ae Sieve oda o A Btt 26 INTOQUCUON AREP TETEE
70. des information using abbreviations of the indicator followed by the status For example RQ Favourable IR Active FR None MR None 21 APPEL eDocumentation Export to MS Excel Results list gt Export to Excel To export the list to MS Excel you have two possibilities Export the complete list with all criteria Export only the criteria you wish to have in your MS Excel document a Export a list with all criteria 1 On top of the screen click on Export to Excel 2 Choose to save the document to your hard disk or open the document in MS Excel a Export a list with some of the criteria 1 Click on the fields you wish to view in your results list while pressing Ctrl to select several of them To scroll through the list of possible criteria click on the arrows on the right of the list 2 On top of the screen click on Export to Excel 3 Choose to save the document to your hard disk or open the document in MS Excel A Adjust the MS Excel document If you notice that numbers in the generated Excel file are not properly displayed make sure to use the following decimal and thousands separators Inthe Excel file go to Tools Options International tab Deselect Use system separators Introduce a comma as decimal separator Introduce a full stop as thousands separator It might also be necessary to format the problematic cells Select the cells that are not displayed
71. dification Request 2 Complete the new fields Tab Details Introduce the Actual number of beneficiaries Add a comment in the field Detailed description comment Tab Objectively verifiable indicators Introduce for each indicator the necessary information Add a comment for each indicator Tab Activities Add a comment for each activity Tab Means and costs Introduce for each mean the necessary information Add a comment for each mean Subchapter 4 3 2 4 Other costs Introduce the Intermediate Amount Offline eTools application Complete subchapters 4 4 and 4 5 IR Offline eTools application gt Intermediate Report Select your Humanitarian Action in the list Click on IR The Intermediate Report is shown Click on subchapters 4 4 to 4 5 a Complete subchapters 4 4 and 4 5 1 The subchapters Work plan and Monitoring evaluation audit and other studies are completed from the moment the information has been introduced during the creation of the initial eRequest and the eModification Request 2 Complete field 4 4 1 is greyed out in subchapter 4 4 of the eModification Request Y Tips Greyed out fields are not modifiable To learn more about the notes function click here 173 APPEL eDocumentation Complete chapter 5 to 8 IR Offline eTools application gt Intermediate Report Select your Humanitarian Action in the list Click on IR The Intermediate Report is show
72. ds of the people concerned in the hours and days after the outbreak of a new humanitarian crisis Such crises are unpredictable in terms of where when and how they strike It is a first initial response which does not aim to cover all needs The Primary Emergency Financing Decision is appropriate in the case of sudden onset of conflicts or natural disasters such as earthquakes R Request A financial request of a humanitarian action sent by a partner to DG ECHO 188 Index A l ACUIVITY ocio 134 135 Interactive trainings 26 Agreement 19 Intermediate report coooocccnnnccccnnoncccnnnrncninancnnns 90 AMO NOME NM 000cccccceecessseeeeeeeteneesseeeneees 79 80 L ANNEX Alosno de 74 82 160 172 181 A cic 10 17 APREL a eee ee eee 3 27 94 Logical Framework 25 67 154 166 177 185 Application 128 130 N Cc NOTES cidad 144 Complete ccccescceeeeseeeeseeeeeessneeeeseees 32 135 NUMDENS cccoocccnnnnnccononononenonononononennnnanonanonennns 48 54 Creal eiii rccici nicndd 25 76 84 134 175 O D OVO IVI Wicca A E E E 8 Download oe 40 Q E Questionmnalir8 cccccccccccccccnonononononononononononnnnnns 37 ECAS usina 28 29 31 33 R eFinal ee 88 183 REDO idiota 84 88 175 183 elntermediate83 84 86 90 160 172 175 176 179 18Rebkelts13418 19 67 69 81 155 166 167 168 eModification 17 76 78 81 163 S 1 5 17 18 54 61 63 Screen Structure ccccccccccccc
73. e Final Report To learn more about the notes function click here 165 APPEL eDocumentation Complete chapter 13 MR Offline eTools application gt eModification Request Select your Humanitarian Action in the list Click on MR The Modification Request is shown Click on chapter 13 Complete chapter 13 conclusion and comments of the humanitarian organisation 1 The eModification request contains the new chapter Conclusions and comments of the humanitarian organisation 2 This chapter contains one question 13 FIN Conclusions and comments Q Tips To learn more about the notes function click here O emars Field 13 is not activated until the Final Report 166 Offline eTools application Complete annex A Procurement table MR Offline eTools application gt eModification Request Select your Humanitarian Action in the list Click on MR The Modification Request is shown Click on Annex A a Complete annex A Procurement table 1 Chapter Annex A has been completed by the system from the moment that this information has been introduced during the creation of the initial eRequest 2 Modify and or complete the active not greyed out fields of the subchapter 4 3 2 Y Tips Greyed out fields are not modifiable To learn more about the notes function click here 167 APPEL eDocumentation Complete Partner internal follow up informations MR Offline eTools applicat
74. e application It is for internal follow up purposes only 184 Offline eTools application FAQ Frequently Asked Questions Offline General questions What is the offline eTools application The offline eTools application gives you the possibility to follow up on a Humanitarian Action without being connected to the internet How do install the offline eTools application To install the offline eTools application please go to the topic Install the offline eTools application on your computer What is the difference between a full upload and a partial upload A partial upload is used to upload one or a few chapters of the document You can choose Upload gt Partial Upload in APPEL and then indicate which chapters you want to upload to the draft document in APPEL A partial upload results in a non validated document in APPEL This means that you will need to go to each chapter and click the save button at the bottom of the screen After uploading a chapter the whole document in APPEL becomes draft again even if some of the chapters were validated or saved online before Therefore it is best to upload all chapters first then save them and then submit the document A full upload is used to upload an entire document It is best to validate it in the offline eTools application A complete validated upload results in a document that is also validated in APPEL How are different users created in the offline eTools applicati
75. e files containing the notes can only be sent as XML format to be used in the Offline eTools application and they can never be transferred to the online application Only the online form without the notes will be taken into account for the evaluation by DG ECHO Besides a communication means the notes can be used to make a draft version of the answers for the fields of the eSingleForm The characters introduced in the answer fields of the eSingleForm are limited The notes field can contain an unlimited number of bytes The use of the notes enables you to see the number of bytes of the text before inserting it in the appropriate answer field Copying a text from MS Word directly into the field of the eSingleForm might cause trouble because the characters are counted in Word not the bytes It is advisable to edit the text in the Notes field before putting it in the field of the eSingleForm An illustrated explanation of the use of the notes function Show Hide the notes The icon Notes status top right on the screen can show or hide the notes Click on the red to show the notes Click on the green to hide the notes Ad Partner Notes status H 44 1 2 bb pi s v a Partner Notes status 53 H 44 1 2 JM 5 x Add a note The note is shown in a field at the bottom of the field where you wish to add a note Click on the to add a principal note in the yellow field that is shown below each field Click on the
76. e format created by Adobe Systems in 1993 for document exchange PDF is a fixed layout format used for representing two dimensional documents in a manner independent of the application software hardware and operating system png Image file format Portable Network Graphics PNG is a bitmapped image format that employs lossless data compression PNG was created to improve upon and replace the GIF format as an image file format not requiring a patent license rtf Text document format From within a word processing application use export or save as rtf The Rich Text Format RTF is a free document file format developed by Microsoft in 1987 for cross platform document interchange Most word processors are able to read and write RTF documents txt Text document format From within a word processing application use export or save as txt txt is a filename extension for files consisting of text usually contain very little formatting ex no bolding or italics The precise definition of the txt format is not specified but typically matches the format accepted by the system terminal or simple text editor Files with the txt extension can easily be read or opened by any program that reads text and for that reason are considered universal or platform independent xls Microsoft Excel Spreadsheet document Microsoft Excel full name Microsoft Office Excel is a proprietary spreadsheet application written and distributed by Microsoft for
77. e of the PDF eSingleForm 2 Deselect Highlight changed added fields 3 The name s of the reviewer s stay visible after deselecting this option 4 The modified fields stay highlighted in the colour of the reviewer A Validate the changes and stop highlighting changes 1 Goto the bottom of the home page of the PDF eSingleForm 2 Click on the V that is shown next to the reviewer to validate the modifications of this person s and to stop the track changes 3 The names of the reviewers are no longer shown 4 The changed fields are no longer highlighted January 2013 113 APPEL eDocumentation Export XML file PDF eSingleForm gt Home page The home page of the PDF eSingleForm is shown P Export an XML file 1 At the bottom of the PDF eSingleForm click on Validate and export XML to validate and export your eSingleForm completed offline Click on Export XML without validation to export without validating 2 The message Save as is shown 3 Save the XML file O emarks If one of the fields in the eSingleForm contains more bytes than authorised you will not be able to export the file The fields with too many bytes will be mentioned on the last page of the eSingleForm If the eSingleForm is not ok the validation error details will be shown on the last page of the eSingleForm The file can either be uploaded completely or partially into APPEL online January 2013 114 PDF eSingleFo
78. e to create submit a new version please contact the Desk Officer how to proceed Why can I only add 3 activities in the Logical framework subchapter 4 3 1 of the eRequest The logical framework follows the FPA guidelines The fact to have only 3 activities in the logical framework was discussed at length during the consultation on the new 2008 FPA The logical framework has to provide a good overview of the proposed action in line with the basics of project cycle management It is an abbreviated version which contains a maximum of 3 main activities per result and no means and costs The means and costs should be provided in subchapter 4 3 2 As a general rule the logical framework should contain a maximum of three pages The idea is that the main activities are presented in the logical framework and all the details should be explained under subchapter 4 3 2 The logical framework in subchapter 4 3 1 should not merely be a copy of subchapter 4 3 2 For more information please consult the DG ECHO Partner s helpdesk can introduce maximum 5 indicators per result in the logical framework Why In the paper SingleForm it was technically possible to give more than 5 indicators in the logical framework but this was in fact not according to the rules of the eSingleForm So in fact the limitation to 5 indicators per result has not changed APPEL follows the rules of the Single Form guidelines Technical questions Which are the configuration r
79. eRequest 5 Click on Validation to verify the eRequest Y Tips To see how to create a new humanitarian action click here Bb emarks All fields with an exclamation mark or an asterisk are mandatory and have to be completed 145 APPEL eDocumentation Chapters Complete chapter 1 general information RQ Offline eTools application gt Request Select your Humanitarian Action in the list Click on RQ The Request is shown Click on chapter 1 a Complete chapter 1 General Information 1 Not applicable 2 The Title of the Action was completed before but you can change it if necessary 3 Click on the arrow of the drop down list and select one or more Continent and Country Click on to add the area of intervention and specify the Region 4 Click on the first calendar icon and select a Start date If the Action has already started introduce the reason that justifies this situation With the second calendar icon you delete the introduced date Introduce the number of months and days of the Action duration 6 Is the start date for eligibility of expenditure equal to the date of submission Check Yes or No If yes introduce the explanation of the expenses charged to the budget between date of submission and start date of the action If no click on the calendar icon select the start date and introduce an explanation 7 Select the requested funding m
80. ed elders 171 Complete chapter 1 to 4 IR sni ei cies bo 171 Complete subchapters 4 3 1 and 4 3 2 IR oocoonnccinnccinnccnncccnnoncnonccnnnnnnoncnnnrn cnn cn rarnara rr ran cnancnin 172 Complete subchapters 4 4 and 4 5 IR oooooonicccinnccnccccnonccnnnccnonnnnnnn conca non cn ran na nan cc nr nan nrnrnr canaria 173 Complete chapter 5to 8 lAlrimovo nadador ata ide seas 174 Complete chapters 9 to 11 IR a r e a a a aE a A e Ea n di E aE Rados 175 Complete annex A and internal follow up informations IR ooooonnccnnninincconocacnnnccnancnnnrncnarcnnnnccnnno 176 Complete annex A Procurement tablO oooooccccincccncccincccnocncnonnnnnnccnoncnnnnncnnn cnn nn cnn cnn nr cnn cnn 176 Complete Partner internal follow up informations oomcinccnnnnicincccnoncnnnnncnonnanannnnnnnannnccnnncananccnnn 176 ekina Repor ne mnei taa lid di 177 F nctionsSek ennen a A Dei a aa 178 Create a new eFinal Repo aa reaa aa aa e ee a a Eaa aE a iaaa aa a Eaa Taea iiie 178 Chapters iii A ene aie tee ee ie ele eh 179 Complete chapter 1 to 4 FR eccceesccesseeeeseeeseeeeeseeeeaaeeeeeeesaeeeseeeseaeeeaeeseaeeseaeeseaeeeeaeeseaeeeeaeenias 179 Complete subchapters 4 3 1 and 4 3 2 FR ooooooncccincccnonccnncccnonnnnanncnnn canon nc nnn can n cn nan nran cn ran nc rn 180 Complete subchapters 4 4 and 4 5 FR oooooccncccinnccnocccoonnnnoncnnnnncnnncnnnncnnnnn cnn carr cnn rca n rc rnn nana n cnn 181 Complete Chapters Dio S FR a a ae aeaa e E a a aa anaa a a A AE E
81. ed information per result 1 Subchapter 4 3 2 is completed from the moment the information has been introduced during the creation of the initial eRequest the eModification Request and Intermediate Report 2 Complete the new fields Tab Details Introduce the Final actual value in the field Amount Introduce the Final actual number of beneficiaries Add a comment in the field Detailed description comment Tab Objectively verifiable indicators Introduce for each indicator the necessary information Add a comment for each indicator Tab Activities Add a comment for each activity Tab Means and costs Introduce for each mean the necessary information Add a comment for each mean Subchapter 4 3 2 4 Other costs Introduce the Final Amount Y Tips Greyed out fields are not modifiable Certain fields completed and modified during the initial eRequest and the eModification Request are greyed out and can no longer be modified in the eFinal Report To learn more about the notes function click here 180 Offline eTools application Complete subchapters 4 4 and 4 5 FR Offline eTools application gt Final Report Select your Humanitarian Action in the list Click on FR The Final Report is shown Click on chapter 4 4 to 4 5 a Complete subchapters 4 4 and 4 5 The subchapters Work plan and Monitoring evaluation audit and other studies are completed from the moment the
82. eport you make use of this unique file In order to work with the Offline eTools application you have to install the application on your computer This application is provided to you by CD or by the download module of the OSOR website Once installed you can start the Offline eTools application and create an account The different steps to create and follow up on a new humanitarian action are Create the new action Create the Initial eRequest Upload it to APPEL online This eDocumentation is also available online at https webgate ec europa eu appel About About APPEL APPEL gives the opportunity to organisations that are not already recognised as ECHO partners to become known to ECHO by applying for the Framework Partnership Agreement FPA in order to become an ECHO partner Organisations which are already ECHO partners can access their organisation data if the account and the user rights are validated by a contact person of the organisation The organisations have to request the activation of the users account before doing any update As soon as the user account is activated APPEL can be used by existing ECHO partners to update their administrative data lt allows partners to update operational and financial information which can then be used by ECHO for the periodic assessment of partners foreseen under the FPA APPEL Modules E request Here you can Search for eRequests of your organization Modify eRequests of
83. equest gt Annex A Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for the Agreement for which you wish to create an eModification Request or click on an existing eModification Request linked to this Grant Agreement Click on Annex A Procurement table 4 Profiles People who can complete chapters of eModification Requests have An Encoder profile A Sender profile A Complete Annex A Procurement table If any change has occurred in the procurements complete the Procurement table and give a comment 1 Click on Add a row Introduce the necessary information in the fields and click on the arrow to select Yes or No 2 Click on the calendar icon to add the launch date of the procedure 3 Click on the calendar icon to add the contracting date 4 If necessary you can introduce a comment 5 If necessary introduce the reference of the documents that you will annex 6 Click on Save Y Tips To delete a line select the check box on the left and click on Save O Repeat steps 1 to 3 for each change in the procurements This chapter is mandatory and you have to click on Save even if you do not alter any of the information 79 APPEL eDocumentation elntermediate Report Introduction elntermediate Report For each humanitarian action an intermediate report has to be sent to DG ECHO to report on the progress of the project The Intermediate Report
84. equirements for APPEL The technical requirements for external access to APPEL are Aninternet connection of gt 256 Kb is recommended Internet browser IE 6 x or higher A screen resolution of 1280 x1024 is Recommended Which browser should use The online application runs with Internet Explorer The offline application runs with Internet Explorer or Firefox Should submit the Modification Request MR first or the Intermediate Report IR 93 APPEL eDocumentation In case you wish to submit a MR and an IR simultaneously there are two ways to submit the Intermediate Report and the Modification Request First the IR then the MR When the Intermediate Report is created it is based on the last submitted eSingleForm Therefore the Intermediate Report cannot take the changes of the MR into account First the MR then the IR In this case the creation of the IR will have to wait until the MR is approved This way the Intermediate Report is based on the last agreed data of the MR The changes of the MR are reflected in the IR A Modification Request can be submitted any time regardless of the IR 94 PDF eSingleForm Introduction to the PDF eSingleForm The PDF eSingleForm is a document that presents the eSingleForm in a PDF format This format has been developed to replace the current Offline eTools application Like the present Offline eTools application the new PDF eSingleForm is linked to an XML file The metho
85. eration can have 3 modification statuses during its project life cycle Under Negotiation As soon as a new request is created and submitted for a project the status of the project changes to UNDERNEG Ongoing As soon as a proposal is accepted and an agreement is made the project status changes to ONGOING Closed The project status changes to closed due to a refusal of a proposal or ending an operation 20 General Status of the operation The following picture illustrates the traffic light icon and its functions The different indicators on the traffic light are 1 Initial eRequest RQ 2 Intermediate report IR 3 Final report FR 4 Modification request MR The colors used on the traffic light are Grey None submitted Yellow Draft version Green Favourable Orange Active Pink Refused For example This illustration shows the traffic light icon for a successfully completed operation no eModification Request has been submitted during the action The operation name will appear in grey in the list the status of the operation will indicate Closed This illustration shows the traffic light icon for an operation that has been granted but has been suspended upon the refusal of the elntermediate Report The operation name will appear in grey in the list the status of the operation will indicate Closed Y Tips While holding the mouse hit on traffic lights a help indicator appears and provi
86. erisk are mandatory and have to be completed 148 Offline eTools application Complete subchapters 4 3 1 Logical Framework RQ Offline eTools application gt Request Select your Humanitarian Action in the list Click on RQ The Request is shown Click on subchapters 4 3 1 Complete subchapter 4 3 1 Objectives results and activities Operational overview of the action Logical framework 1 Introduce the principal objective 2 Introduce the risks and assumptions 3 Specific objective 1 Introduce the Specific objective Click on to add an indicator for the specific objective Introduce the indicator Introduce the target value Introduce the source of verification 6 Click on the bin icon to delete the indicator and its source of verification 4 Introduce the Preconditions 5 Results 1 Click on r to add a result 2 Introduce the result 3 Click on the bin icon to remove a result SEN Y Tips Click on the question mark on the right of the title 4 3 1 Operational overview of the action log frame to show the help screen that explains how to complete this subchapter To learn more about the notes function click here A The principal objective has to be according to une of the specific objectives of the corresponding ECHO Financial Decision The result can be completed from here or from 4 3 2 Under subchapter 4 3 2 you can give the details for ea
87. es an example to search on Amount you use a drop down list to select a condition and then you introduce a value related to that condition 1175000 Equal Not equal to Greater than Less than The different elements to search with are Drop down lists Input Fields Radio buttons Functional buttons Calendar tool Filters o To start the search you click on Search Y Tips The search fields are not case sensitive you can introduce lower or uppercase characters The undo typing button returns to the last executed and saved search action it does not clear all the fields General Search criteria Drop down lists Drop down lists are used to define criteria and can have different functions Select an item from a pre defined list e g Select a country Select a condition to refine other criteria e g To search for an amount use the drop down list select an option and introduce a value for this option Amount Equal v Equal Not equal to G er than 175000 Eur Select an item from a list 1 Click on the arrow at the right of the list Country All Countries 2 The list opens Click on the item of your choice to select it Country All Countries n n All Countries Operation title AFGHANISTAN Amount ALBANIA ALGERIA AMERICAN SAMOA Conditions used in search elements The different conditions used to refine a search criterion wit
88. f the Partner sends only a paper version eModification Request eMR The Partner sends it to report changes in the project The modifications need to be validated by DG ECHO elntermediate Report elR to report on intermediate progress within the Humanitarian project to introduce unilateral changes The elR also needs to be validated by DG ECHO eFinal Report eFR Document is the last report to send to DG ECHO it reports on the results of the Humanitarian project The financial report is not included in the eFR it is attached as an annex to it The e FR also need to be validated by DG ECHO Partners submit eDocuments to DG ECHO via APPEL DG ECHO has to appraise any eDocument Each eDocument is appraised by a tandem Desk Officer Field Expert The appraisal process is split into two major workflows The pre appraisal where the actual appraisal is prepared The Appraisal in which the eDocument e RQ e MR e IR are verified validated or refused An appraisal can lead to a Favourable opinion or a refusal According to the eDocument the appraisal may require the submission of a new version of the eDocument The following chapters guide you through the process of completing each of the eDocuments 42 APPEL Paper version versus eDocuments The differences between the paper version and the eDocuments are numerous Formal validation of eDocuments Possibility to trace on the screen the status of the action
89. fore the computer is left unattended or locked you need to save any unfinished offline file and close the browser window to avoid data loss Renaming XML files If a Partners wishes to rename the xml file the file name cannot contain any space or any special character accents lt can contain underscores or special characters The extension always has to be xml otherwise the online application will not recognize the file E g project_offline_01 xml is a good file name 118 Offline eTools application Copy paste The system has a copy paste function The copied text can be either a doc format or a rtf format which offers the possibility to copy more characters in the field The copying is done in an intermediate window that the system opens automatically Each text field has a limited amount of bytes for example an contains 2 bytes The number of bytes allowed is indicated under the text field To better evaluate the number of bytes in a text please use the notes function of the eTools offline The Notes field has no bytes limitations and allows you to correct the text before inserting it in the field The more bytes the fields contain the slower the application will be Paste from Word Use CTRL V on your keyboard to paste the text into the window The intermediate window only appears with the browser Internet Explorer the browser Firefox allows a direct copy paste Many times the destination field
90. g from a Letter of Intent you go into your LOI and click on New version A window is shown click on Create an eRequest starting from the LOI to create an eRequest starting from the LOI 92 APPEL How do submit a revised proposal You should submit a new version of an eRequest 1 Goto APPEL Requests 2 Search for the eRequest for which you want to create a new version 3 Click on the e Request of your choice 4 Click on New version in the navigation tab to confirm the creation of a new version for that eRequest 5 Complete the eSingle Form by clicking on each chapter 6 Click on Submit Why can t submit a new version of an eRequest This can be caused by two reasons You cannot submit a new version when the Desk is still working on the last submitted eRequest You cannot submit a new version of the eRequest when the signature of the agreement has been launched The system has a security control option to avoid that the Request is changed while the process for the signature is ongoing However the responsible Desk Officer can stop the process for the signature and allow the submission of a new version Why can t create a new version of an eRequest New versions cannot be created or submitted during certain stages of the evaluation process E g It is impossible to create submit a new version until the eDocument is assigned to a Desk Officer after the finalisation of the appraisal In case you still hav
91. gency or Urgent Action 4 Is the start date for eligibility of expenditure equal to the date of submission 1 Yes introduce the explanation of the expenses charged to the budget between date of submission and start date of the action 2 No click on the calendar icon select the start date and introduce an explanation 5 Select the requested funding modality for this agreement 1 100 financing justify the request 2 Co financing 6 Urgent action 1 Yes select ECHO Primary emergency decision ECHO emergency decision or Other ECHO Decision If you select the last option justify it 2 No 7 The fields 1 9 and 1 10 are greyed out Later on they will be automatically completed by the system with information from within the application 8 Click on Save Y Tips The mandatory field Title of the Action can no longer be modified after signature of the Agreement The Partner should avoid data that might change such as the number of beneficiaries the exact location or sub region of implementation etc It may include some notion of the sector of the Action and mention the country ies The exact locality ies for the Area of intervention will be detailed under 4 1 with maps and relevant reference points The start date of the action should be the actual starting date of the Action in the field it should not necessarily be the first day of a month It may be different from the date for eligibility of
92. h an exclamation mark or an asterisk are mandatory and have to be completed 178 Offline eTools application Chapters Complete chapter 1 to 4 FR Offline eTools application gt Final Report Select your Humanitarian Action in the list Click on FR The Final Report is shown Click on chapter 1 to 4 a Complete chapters 1 to 4 1 Chapter 1 and chapters 2 to 4 are completed from the moment the information has been introduced during the creation of the initial eRequest and the eModification Request 2 Modify and or complete if necessary active fields not greyed out in the chapters 1 to 4 3 Complete the new fields of chapter 1 and chapters 2 to 4 of the eModification Request These fields are active in the eFinal Report Y Tips Greyed out fields are not modifiable To learn more about the notes function click here 179 APPEL eDocumentation Complete subchapters 4 3 1 and 4 3 2 FR Offline eTools application gt Final Report Select your Humanitarian Action in the list Click on FR The Final Report is shown Click on subchapters 4 3 1 to 4 3 2 a Complete subchapter 4 3 1 Operational overview of the Action Logical framework All fields completed from the moment the information has been introduced during the creation of the initial eRequest and the eModification Request are greyed out and are no longer modifiable in the eFinal Report a Complete subchapter 4 3 2 More detail
93. h result list 2 Click on New eModification Request New elntermediate Report or New eFinal Report depending on the eDocument you wish to upload 3 A confirmation message is shown 4 Click on OK 5 Click on Upload 6 A confirmation message is shown 7 Click on OK 8 Click on Browse 9 Inthe screen Choose file 1 Select the XML file corresponding to the eSingleForm which is found under offline gt project repository gt partner on your computer 2 Click on Open 10 Select Full upload or Partial upload of your XML file See tips 11 Click on Upload offline document to submit the selected eSingleForm xml file 12 If you selected a partial upload you need to select the part s of document that you want to upload 13 Click on Process upload 14 A summary of the activity with the message Upload of project is ok is shown 15 Click on Back to the eDocument 16 The offline completed eSingleForm is now accessible online Y Tips The name of the xml file is shown on the Offline eTools start screen in the action list in the column Detail Chapter 12 cannot be completed offline so it has to be completed online Ifyou are only responsible for a part of the eSingleForm the Sender can upload only that part by choosing a partial upload An error message is shown if the wrong file is chosen to upload Annexes have to be added while work
94. h strings A string can be a combination of characters numbers and special characters Contains The string introduced can be anywhere in the search criterion Begin with The string introduced is the exact beginning of that search criterion Is The string introduced is the exact value of that search criterion The different conditions used to refine an input field with numbers like for instance Amount Equal The number introduced is the exact value of the amount Not equal to This returns all the projects except the projects with the amount introduced APPEL eDocumentation Greater than This returns all the projects with a value higher than the number introduced Less than This returns all the projects with a value lower than the number introduced 10 General Input Fields An input field can contain a lot of different information text numbers values to help you refine your search The input fields are used in combination with another element such as a drop down list The following picture illustrates an input field in combination with a drop down list Ma Do not use full stops or commas in the input fields not even when searching for an amount E g 5 000 00 euros should be introduced as 5000 without the full stop or the comma The search results are not correct or the application returns an error if you do use a full stop or a comma 11 APPEL eDocumentation Radio buttons
95. he names of up to 2 persons who may launch unilateral modifications as well as amendment request on behalf of the Humanitarian Organisation All information sent out by DG ECHO Brussels for the related Action will be automatically copied via e mail to these addresses To delete a line select the check box on the left and click on Save 70 APPEL Complete Annex A Procurement table RQ eRequest gt Annex A Click on e Request in the main menu of APPEL The e Requests search screen is shown Select the eRequest of your choice Click on Annex A Procurement table 4 Profiles People who can complete the chapters of eRequests have An Encoder profile A Sender profile A Complete annex A Procurement table Introduce the necessary information in the Procurement table and give a comment 1 Introduce at least all mandatory information 2 Introduce the launch date procedure as dd mm yyyy 3 Introduce the contracting date as dd mm yyyy 4 Click on Save Y Tips Annex Ais only mandatory for Agreements with an A control mechanism All sections of this section should be filled in lt regroups the main significant procurement procedures for this Action and will be filled in at proposal stage and updated at intermediate report and final report stage The Partner may attach a table with another layout e g used inside the project provided that all necessary information is available Partners that signed an
96. hin the table Uac x E 3 3 E 3850 4000 Offline eTools application Insert Modify table Microsoft Internet Explorer SEE General Advanced Mm General properties Cols k Cellpadding C Alignment Not set Width Rows Cellspacing Border Height Class Not set v Table caption E e C Y Tips When working in a table the other functions of the table are activated in the toolbar see illustration above This text field is limited to 4000 bytes 121 APPEL eDocumentation Screen structure eSingleForm start screen Login screen gt Offline eTools application Login to the Offline eTools application The start screen of the Offline eTools application is shown The image below shows the details of the functions of the start screen of the Offline eTools application European Commission Humanitarian Aid Humanitarian Action Status Documents Creation Date Filename 2 Area based Return and Livelihood z 2010 07 21 17 05 54 R TARLR Chechi sawe DIA iii ag lt 16h_ntamailo_100721_170554_offline_validated xml Current document type RQ Project number 2010 00013 Agreement number ECHO GF BUD 2010 01209 Volcanologique du Karthala Manon 08 126 Jozroland assistante la a AQ 4 ae ea coordinatrice de projet Appul gt CUR SUNEK ENIRO RQ_2008_adjusted chapters xml institutionnel et com
97. ick on e Request in the main menu of APPEL The e Requests search screen is shown Search for the ILetter of Intent of your choice and click on it 4 Profiles People who can submit Letters of Intent have A Sender profile A Submit a Letter of Intent Introduce at least all mandatory information Please see the previous topic if necessary Save each chapter Upload the necessary annexes Click on Submit A confirmation message is shown click on ok Another confirmation message with your reference number is shown See remarks Click on print the acknowledgement receipt if necessary Click on Back The Letter of Intent is now submitted OPNP N If the desk needs more information or clarifications a message will be sent to the Partner to ask to submit a new version of the Letter of Intent O emarks The confirmation message serves as an acknowledgement receipt This message has a legal value It proves that DG ECHO has received the document November 2012 55 APPEL eDocumentation New version of the Letter of Intent eRequests search screen gt New version of Letter of Intent Click on e Request in the main menu of APPEL The e Requests search screen is shown 4 Profiles People who can create new versions of the Letter of Intent have An Encoder profile A Sender profile Create a new version of the Letter of Intent 1 Search for the Letter of Intent for which you w
98. icking on the floppy disc icon in order not to lose any introduced information Validate You can either validate the entire eSingleForm or validate per chapter or section To validate the entire eSingleForm you go to the home page and click on Validate eSingleForm This validation can also be done on the last page of the PDF at the end on the eSingleForm To validate per chapter or section you click on Validate Chap x in the top right corner of the PDF eSingleForm page The result of the validation can be different Ifthe eSingleForm or the chapter isn t ok a new page Form validation validation error details will be shown at the end of the PDF file This page contains a list of mistakes in the eSingleForm or in the validated chapter with the location and description of the errors Ifthe eSingleForm or the chapter is ok the message Validation successful is shown Y Tips To facilitate the correction of the indicated mistakes in the validation form you can navigate through the mistakes by clicking on Go to next error in the bottom right corner of the eSingleForm PDF page Fields that are not validated are indicated in red Underneath each chapter an icon is shown which is either a green V or a red D If the icon is a red D the chapter is not ok If the icon is a green V the chapter is validated and ok Janvier 2013 99 APPEL eDocumentation Screen structure PDF eSingleForm PDF e
99. icking on the PDF icon next to Validate at the top If you need a PDF file of the entire Humanitarian Action you click on the PDF icon in the list of Humanitarian Actions Momar All fields with an exclamation mark or an asterisk are mandatory and have to be completed 131 APPEL eDocumentation Upload an offline Humanitarian Action APPEL gt eRequest The search for eRequests screen is shown 4 Profiles People who can upload an offline Humanitarian Action to the online application have Pe Upl An encoder profile A Sender profile oad an offline Humanitarian Action To upload a completed Humanitarian Action to the online application 1 Click on new Letter of Intent or on new eRequest 2 A confirmation message is shown click on OK 3 Click on Upload 4 A confirmation message is shown click on OK 5 Click on Browse 6 Inthe screen Choose file 1 Select the XML file corresponding to the eSingleForm which can be found under offline gt project repository gt Partner on your computer 2 Click on Open 7 Select Full upload or Partial upload of your XML file See tips 8 Click on Upload offline document to submit the selected eSingleForm xml file 9 If you selected a partial upload you need to select the part s of document that you want to upload 10 Click on Process upload 11 A summary of the activity with the message Up
100. ield staff and expatriates informed of and trained in these procedures 1 Check Yes or No For the contingency measures under 8 1 in case some of the assumptions or risks materialize the Partner should explain how it would react in order to mitigate their effects on the implementation of the Action and what other options would be proposed for the achievement of the envisaged results a Complete chapter 9 Communication visibility and information activities From question 9 1 to question 9 3 introduce the appropriate information in the fields Y Tips To learn more about the notes function click here 153 APPEL eDocumentation Complete chapter 10 and 11 RQ Offline eTools application gt Request Select your Humanitarian Action in the list Click on RQ The Request is shown Click on chapters 10 or 11 a Complete chapter 10 Human resources 1 Indicate global figures per function and status 1 Click on to add a function Introduce the Title function Click on the arrow of the drop down list and select a Status Introduce the Number of persons Introduce the Person month per project For example 5 persons working on a project for 6 months equals 30 man months Introduce Comments 7 Click on to introduce more global figures per function and status aaron D Complete chapter 11 Financial Overview 1 Financial Overview See remarks 1 Click on to add a c
101. information has been introduced during the creation of the initial eRequest the eModification Request and the elntermediate Report Y Tips Greyed out fields are not modifiable Certain fields completed and modified during the initial eRequest and the eModification Request are greyed out and can no longer be modified in the eFinal Report To learn more about the notes function click here 181 APPEL eDocumentation Complete chapters 5 to 8 FR Offline eTools application gt Final Report Select your Humanitarian Action in the list Click on FR The Final Report is shown Click on chapter 5 to 8 a Complete chapters 5 to 8 1 Chapters 5 to 8 are completed from the moment the information has been introduced during the creation of the initial eRequest the eModification Request and the elntermediate Report 2 Complete the new greyed out fields in chapters 5 to 8 of the eModification Request These fields are active in the eFinal Report Y Tips Greyed out fields are not modifiable To learn more about the notes function click here 182 Offline eTools application Complete chapters 9 to 11 FR Offline eTools application gt Final Report Select your Humanitarian Action in the list Click on FR The Final Report is shown Click on chapter 9 to 12 a Complete chapters 9 to 11 1 Chapter 9 and chapters 10 to 11 are completed from the moment the information has been introduced during the
102. ing online When you upload only part of a project you have to validate all chapters afterwards If you upload a complete project you do not need to validate the project anymore afterwards Whenever you upload a file partially all chapters become draft again So first you should upload all partial documents and at the end you save each chapter online After uploading the Humanitarian Action online use the functions Save and Submit to complete the eDocument 133 APPEL eDocumentation Export an eDocument to the Offline eTools application APPEL gt Agreement Export an eDocument to the Offline eTools application f 134 2 3 4 5 6 7 8 9 1 0 Search for the Grant Agreement of your choice Click on the Grant Agreement in the results list Click on Export The window File Download is shown Click on Save to save the XML file Select the path Offline gt project repository gt partner Click on Save Connect to the Offline eTools application Click on Update action repository The action linked to the exported eDocument is shown in the list with Humanitarian Actions offline Offline eTools application Archive an action Login screen gt Offline eTools application The Offline application start screen is shown A Archive an action 1 Inthe action list you click the box icon archive action 2 The project has disappeared from the action
103. ion gt eModification Request Select your Humanitarian Action in the list Click on MR The Modification Request is shown Click on Partner internal follow up information a Complete Partner internal follow up information 1 The chapter Partner internal follow up informations is automatically completed by the system as soon as the information is provided when creating the initial eRequest 2 The eModification allows you to modify and or complete the information 9 Tips To learn more about the notes function click here E This chapter does not upload to the online application It is for internal follow up purposes only 168 Offline eTools application elntermediate Report 169 APPEL eDocumentation Functions Create a new elntermediate Report Offline eTools application gt Start screen This function shows the eSingleForm start screen with the list of humanitarian actions a New elntermediate Report 1 The humanitarian action list is shown Click on IR next to the action to create an elntermediate Report The elntermediate Report is shown Click on each chapter to complete the elntermediate Report Click on Validation to verify the elntermediate Report akon Y Tips To see how to create a new humanitarian action click here Wema All fields with an exclamation mark or an asterisk are mandatory and have to be completed 170 Offline eTools application Chapters
104. l overview becomes annex II of the signed Agreement The final financial report should remain consistent with the financial overview To complete the financial overview please take the following points into account Eligible cost of Action The Partner can use another representation of eligible costs in line with the current practice in its organisation These headings will become the chapters of the final financial reporting In case personnel costs and the costs on information communication and visibility are not explicitly available in section 4 3 2 these have to be explicitly mentioned in this table Subtotal direct eligible costs This amount has always to be equal to the total of all total amounts per result plus the total amount of other costs Direct revenue from the Action In case the Action itself creates income the budgeted finally real amount has to be mentioned here This income can increase the overall amount of the Action It will also be deducted when deciding DG ECHO s contribution 138 Offline eTools application 139 APPEL eDocumentation Notes The Notes function enables the Partner to communicate with DG ECHO The Partner can add a note to a field of the eSingleForm DG ECHO members can respond to this note in order to help the Partner to complete the eSingleForm in a better way The notes can also be used by the members within an organisation as a means of communication for the Humanitarian Action Th
105. list but not from the computer Archived projects are placed in the Archive repository on your pc Move an archived project back to the humanitarian action list 1 Go to the location where you installed the Offline eTools application 2 Navigate to archive_repository partner in the Offline eTools application 3 Select your project from the archived projects and copy or cut it 4 Navigate to project_repository partner in the Offline eTools application and paste the project in the project repository Y Tips Archived projects are placed in the Archive repository on your pc This repository can also be opened by clicking on open archive folder in the ECHO working offline screen that is shown when you start the Offline eTools application 135 APPEL eDocumentation eSingleForm Introduction eSingleForm All eDocuments of the Project Cycle Management of a Humanitarian Operation are called eDocuments All eDocuments are similar to the paper version of the SingleForm The different eDocuments are eRequest referred to as RQ The eRequest is the first document and contains the proposal for a Humanitarian Action The eRequest is needed in order to get permission to start a Humanitarian Action This results in a Grant Agreement All following documents link refer to this initial eRequest eModification Request referred to as MR As soon as a Humanitarian Action has been granted by DG ECHO any changes should be re
106. load of project is ok is shown 12 Click on Back to the eDocument 13 The offline completed Humanitarian Action is now accessible online Q Tips The name of the xml file is shown on the eSingleForm Offline start screen in the action 132 list in the column Detail Chapter 12 cannot be completed offline it has to be completed online If you are only responsible for a part of the eSingleForm the Sender can upload only that part by choosing a partial upload An error message is shown if the wrong file is chosen to upload Annexes have to be added while working online After uploading only one or a few chapters of the project you will have to validate all chapters one by one online You will also have to validate the chapters that have not been uploaded to the online version The uploaded content is shown online After uploading the Humanitarian Action use the online functions Save and Submit to complete the eDocument The eDocument is then submitted to DG ECHO Offline eTools application Upload an offline eDocument APPEL gt Agreement Upload an offline eModification Request elntermediate or eFinal Report As soon as the eRequest is validated and accepted online the reports that were created in the Offline eTools application can also be uploaded online To upload a completed eDocument to the online application 1 Select the appropriate Agreement in the searc
107. mmitted costs Costs for which a legal obligation exists e g on the basis of a contract and is entered into the Partner s accounts See also Eligible Costs D Decision A financial decision about a humanitarian action taken by DG ECHO to provide assistance to victims of humanitarian disasters in the world Decisions are also a module of the HOPE intranet application accessible through the intranet of DG ECHO Decommitment An annulment of a commitment DG ECHO The Directorate General European Commission Humanitarian Organisation Direct costs Any expenditure directly linked to the implementation of the Action E ECAS The European Commission Authentication System which is an authentication system recommended for the use of APPEL An ECAS account consists of a unique personal identifier username and password that permits to establish a secured connection with all applications of the commission that use the same authentication system instead of having to create a different identifier for each application Eligible costs Costs that are i necessary and reasonable for the implementation of the Action ii actually incurred complying with the principles of sound financial management iii committed during the Eligibility Period of the Action iv identifiable recorded in the accounting records of the Humanitarian Organisation or its implementing partners v determined according to the applicable accounting standards of the countr
108. mplete Partner internal follow up informations RQ Offline eTools application gt Request Select your Humanitarian Action in the list Click on RQ The Request is shown Click on Partner internal follow up information a Complete Partner internal follow up information 1 Click on to add an information line 2 Click on the calendar icon to add a Date 3 Click on the arrow to select an Action 4 Introduce a Description and a User ID 5 Introduce Other comments if applicable Y Tips To learn more about the notes function click here Bb emarks This chapter does not upload to the online application It is for internal follow up purposes only 156 Offline eTools application eModification Request 157 APPEL eDocumentation Functions Create a new eModification Request Offline eTools application gt Start screen This function shows the eSingleForm start screen with the list of humanitarian actions a New eModification Request 1 The humanitarian action list is shown Click on MR next to the action to create an eModification Request The eModification Request is shown Click on each chapter to complete the eModification Request Click on Validation to verify the eModification Request NAO P N Y Tips To see how to create a new humanitarian action click here Wema All fields with an exclamation mark or an asterisk are mandatory and h
109. munautaire la A gestion de n m 146 alerte et la r ponse en cas n 8146 ruption volcanique 3211 Hamid Soul responsable de la Observatoire Volcanologique du o MR Karthala Manon Jozroland x assistante la coordinatrice de Currant docuit ype t MR projet Appui institutionnel et communautaire l gestion de la 2010 08 11 16 26 51 RQ_2008_full xml alerte et la r ponse en cas d Project number 2010 00008 ruption volcanique 3211 Agreement number ECHO AFG BUD 2010 01205 Emergency assistance in Bonaire ry 11 08 2010 due to extreme flooding VERSION Lag Pt cdo o RQ_NEWVERSION_full um Current document type RQ Legal Notice Version The Offline eTools application start screen 1 General functions Create new action starts a new Humanitarian Action Update Action Repository updates the action list Disconnect stops the application 2 Details of an action Humanitarian Action action name as introduced by the creator Status status of the active eDocument D for Draft and V for a Validated document Documents the current document type is shown together with all possible eDocuments to manage a Humanitarian Action RQ eRequest MR eModification Request IR elntermediate Report FR eFinal Report Actions four actions are possible per eDocument Validate to validate the introduced information The validation is necessary to be able to upl
110. n screen is shown 2 Click on Register in ECAS to create an account if you don t have and ECAS account yet See remark The ECAS login screen is shown Change the login domain to external if necessary Register for ECAS Complete the registration with this ECAS mail Initialise the ECAS password Request for the APPEL login activation Bb remarks If you already have an ECAS account you don t have to recreate an account specifically for APPEL Activate your ECAS account to receive the user rights for APPEL DUDAS 27 APPEL eDocumentation Register for ECAS APPEL gt Authentication screen The APPEL authentication screen is shown 4 Profiles People who need to sign up for ECAS are Members of an external organisation who need to connect to APPEL and do not yet have an ECAS username or password People who already have an ECAS account and who want to access APPEL can directly request for APPEL login activation a Register in ECAS 1 Click on Register in ECAS 2 The ECAS login screen is shown 3 Change the login domain to External if necessary 4 Click on Not registered yet to create an account 5 The ECAS user registration form is shown 6 Introduce a username of your choice optional See tips 7 Introduce your first name 8 Introduce your last name 9 Introduce your e mail address 10 Repeat your e mail address for verification 11 Select your p
111. n Click on chapter 5 to 8 Complete chapters 5 to 8 1 Fields completed from the moment the information has been introduced during the creation of the initial eRequest and the eModification Request are greyed out and are no longer modifiable 2 Complete the new greyed out fields in chapters 5 to 8 of the eModification Request These fields are active in the elntermediate Report Y Tips Greyed out fields are not modifiable To learn more about the notes function click here 174 Offline eTools application Complete chapters 9 to 11 IR Offline eTools application gt Intermediate Report Select your Humanitarian Action in the list Click on IR The Intermediate Report is shown Click on chapter 9 and 11 a Complete chapters 9 to 11 1 Chapter 9 and Chapters 10 to 11 completed from the moment the information has been introduced during the creation of the initial eRequest and the eModification Request are greyed out and are no longer modifiable 2 Complete if necessary the greyed out Actual intermediate amount in the initial eRequest The field can only be completed in the Intermediate Report 3 Complete the new greyed out fields of chapter 9 and chapters 10 to 11 of the eModification Request These fields are active in the Intermediate Report Y Tips Greyed out fields are not modifiable To learn more about the notes function click here 175 APPEL eDocumentation Complete annex A a
112. n amendment by use of the Intermediate Report Y Tips There should be one row for each change in a chapter that affects the Grant Agreement chapters 1 to 5 and 8 For unilateral changes this is not necessary To delete a line select the check box on the left and click on Save Womar All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed 76 APPEL Complete chapters 1 to 12 MR eModification Request gt Complete the chapters Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement Select the Agreement of your choice Go to the eModification Request and complete chapters 1 to 12 4 Profiles People who can complete the chapters of eModification Requests have An Encoder profile A Sender profile Chapters 1 to 12 1 Click on each chapter and under each chapter in the navigation tab to the left of the screen 2 For each chapter and subchapter complete modify and introduce an explication in the appropriate fields 3 Click on Save Y Tips Click here for more details about the logical framework of chapter 4 Chapter 10 Human resources You can modify global figures per function and status New functions can be added Chapter 11 Financial overview The total Cost and total Funding are automatically calculated by the system Ifan Intermediate Report has been s
113. n page gt Offline eTools application The Offline application start screen is shown Complete a created Humanitarian Action offline Click on the eDocument for your Humanitarian Action Click on a chapter in the tree view Introduce at least the mandatory information Click on validate to check the form for incomplete information One of the following messages is shown Validation is ok and you can continue Validation is not ok with the incomplete information listed below Click on close Repeat these steps until the Humanitarian Action is completed and validated 8 Click on the arrow in the bar above your action to go back to the action list aProOonNn gt No Your Humanitarian Action is not shown in the action list If your Humanitarian Action is not shown in the action list try the following solutions Click on the arrows at the top to search for the action on another page in the action list Click on Update action repository to make sure the action list is up to date Auto save Complete the action and introduce your information in the fields The information is saved automatically when leaving a field Validation By validating you can check for mistakes To check one page for mistakes click on validate in the form To check the entire eDocument for mistakes click on validate in the list of Humanitarian Actions Y Tips You can create a PDF file of a certain chapter by cl
114. nactive E g in the elntermediate Report only the fields of the elntermediate Report can be changed January 2013 102 PDF eSingleForm Change auto correction language PDF eSingleForm gt Home page The home page of the PDF eSingleForm is shown Change auto correction language Import an existing eDocument or an XML file template Click on Edit Click on Preferences Click on Spelling in the category list Select the language that Adobe Reader should use for the spelling corrector Click on Check 1 2 3 4 5 6 2 PDF eSingleForm pdf Adobe Reader File M3 View Window Help Select All Ctri A Deselect All Shift Ctrl 4 Za fe T Iz Copy File to Clipboard S i Take a Snapshot Check Spelling gt Q Eind Ctrl F Advanced Search Shift Ctrl F Protection gt Analysis Accessibility 103 APPEL eDocumentation Preferences Categories Spelling Commenting Documents Full Screen General Page Display 3D amp Multimedia Accessibility Adobe Online Services Email Accounts Forms Identity Internet JavaScript Language Measuring 2D Measuring 3D Measuring Geo Multimedia legacy Multimedia Trust legacy Reading Reviewing Search Security Security Enhanced Signatures Speling oono v 9 Tips Check spelling while typing Underline color m Dictiona
115. ncnnnnnn cnn n nono non nnn ocn rra nnnn naar cnn naar n nenes 118 Save to avold data lOs uti ii E 118 Renaming AMEN GS a sen ereda enoi its ee tits 118 GOPY PASI O A E A T 119 Tables intext fields nrnna A ee Qe es 120 Table properties ivi A e eee See a 120 Screen A NN 122 Table of Contents eSingleForm Start Critica dt are aria 122 The Offline eTools application Start SCrECN ceccceeeeeeeeceteeeeeeeceeeeeaeeteaeeseaeeseaeeseeeeteeeeneeenieeeeeees 122 FUNCIONS iieri veined ed ais A a 124 Install the application westside a etic ote ein ee eddies die teen i daniel beeen nets 124 Upgrade to a new Version ici aaa 125 Start the application wees Hitt a at ee Sa et a eet 126 ECHO working offline is NOt SHOWN 00 eee eeeseceseeeeeeeeeaeeeeaeeteaeeeaeeteaeeeeaeeseaeeeeaeeseaeeseaeeseaeeeeaeeteas 126 My computer does not recognize a ZIP fil8 oooonncccnnoniccnnnonacononancnnnorcno nora corran cnn rra nnrrnnnrnrrnnnnnn 126 The URL http localhost 8080 waitserver html does not show the Welcome screeN ooooooocccccccccnno 126 Username and password uz cocina roo lar ep 128 Create a new Humanitarian Action offline oonononccinnidicnncnnnccnnccnnncananccn arca norrr nr cnn cnn 130 Complete a Humanitarian ACtion cccessceceseeeeeeeteneeeeaeeseaeeseaeeseaeeseaeeseaaeeeaeeessaeeneeesaeeeseeesiaeeneeeened 131 Your Humanitarian Action is not shown in the action liSt oooooncccnnnnocccnnnacccnnoncncnnnonnnnnanano
116. ncore Wi WI ecHo cF BuD 2009 01017 CORDAID 2009 00004 BURUNDI 3 Appui aux programmes de sant de base dans le gt gt 200 000 00 oncore WI una The different functions of the Grant Agreement result list are 1 Click on the column title to order the result list 2 Search button 3 The yellow line shows the select item in the list Click on the yellow row to open the list of eDocuments of the operation 4 The traffic light icon provides a quick overview of the operation status Q Tips The grey rows indicate closed items that can only be consulted 18 General List of eDocuments per Operations The following illustration shows the list of eDocuments of an Operation Back to list 2009 00093 RUSSIA Integrated Area based Return and Livelihood Recovery IARLR in Chechnya 1 099 580 00 ONGOING 3 04 08 2009 Ba INTERIM REPORT 2009 00011 1R 01 01 1 20 05 2009 04 08 2009 O MODIFICATION REQUEST 2009 00011 MR 01 02 2 25 02 2009 25 02 2009 Active O APPEL REQUEST 2009 00011 RQ 01 01 1 23 02 2009 25 02 2009 Favourable O APPEL AODIFICATION REQUEST 2009 00011 R 01 01 1 25 02 2009 25 02 2009 Passive dl APPEL 1 2009 00093 RQ 01 01 2009_00093_RQ_01_01_25 Sep 09 pdf Auto generated PDF 25 09 2009 APPEL 5 Create Zip file 6 The different parts of the result list are 1 The Grant Agreement information tab This consists out of the Reference number the country title amount and the status of the Opera
117. nd internal follow up informations IR Offline eTools application gt Intermediate Report Select your Humanitarian Action in the list Click on IR The Intermediate Report is shown Click on Annex A or internal follow up information Complete annex A Procurement table Fields completed and modified in the initial eRequest and the Modification Request can still be updated in the Intermediate Report Complete Partner internal follow up informations Fields completed and modified in the initial eRequest and the Modification Request can still be updated in the Intermediate Report Y Tips To learn more about the notes function click here O emarks The chapter Partner internal follow up informations does not upload to the online application It is for internal follow up purposes only 176 Offline eTools application eFinal Report 177 APPEL eDocumentation Functions Create a new eFinal Report Offline eTools application gt Final Report This function shows the eSingleForm start screen with the list of humanitarian actions a New eFinal Report 1 The humanitarian action list is shown Click on FR next to the action to create an eFinal Report The eFinal Report is shown Click on each chapter to complete the eFinal Report Click on Validation to verify the eFinal Report akon Q Tips To see how to create a new humanitarian action click here Momar All fields wit
118. ne eTools application gt eModification Request Select your Humanitarian Action in the list Click on MR The Modification Request is shown Click on chapters 2 to 4 A Complete chapters 2 to 4 1 Chapters 2 to 4 are completed by the system from the moment that this information has been introduced during the creation of the initial eRequest Modify and or complete if necessary the active fields not greyed out in the chapters 2 to Complete the newly active fields that are shown in the eModification Request The new greyed out fields that are shown in chapter 2 4 of the eModification Request are not activated until the Intermediate or Final Report 2 4 3 4 Y Tips 2 4 INT If changes in needs assessment at intermediate report stage please explain 2 5 FIN If changes in needs assessment at final report stage please explain 3 3 FIN List other actions carried out by the humanitarian organisation or its implementing partners in the same period in that area of intervention and how risks for double funding were avoided 4 2 8 INT In case of changes please explain 4 2 9 FIN In case of changes please explain 4 2 10 FIN Estimate per type of beneficiaries Greyed out fields are not modifiable The information between brackets indicate at which stage of the eSingleForm a question will be activated INT indicates the Intermediate Report and FIN indicates the Final Report To
119. nformation afterwards as long as you haven t submitted the data Save as draft only saves the information without validating The information always has to be saved before it is submitted When is an eRequest visible to DG ECHO The eRequest or any other eDocument is only visible in DG ECHO when it is submitted What is a new version of an eRequest As soon as you submit your eRequest you cannot change it anymore or add extra attachments If you want to change or add information or attachments you can use the function New version The system provides you a copy of your original version and you can alter any information The function New version becomes available as soon as you have submitted an eRequest and the Desk Officer starts with the appraisal evaluation of your proposal A new version can be used to introduce changes to the initial request before the signature of the Agreement How can an eDocument be changed once it has been submitted to DG ECHO eDocuments that have been submitted to DG ECHO cannot be modified However a new version can be created from the previous one As long as this new version is in the status Draft you can make all required changes The new version of the eDocument will have to be submitted to DG ECHO again updated the partner data in APPEL but the changes are not visible in the system Why Before your modifications are visible DG ECHO has to approve them Once accepted the data will be visi
120. nnex documents 1 Import an existing eDocument or an XML file template 2 Click on the icon Annexes 3 Click on Add to attach a document Y Tips When you add annexes to the PDF don t forget to add these annexes in APPEL afterwards because the annexes are not exported together with the eSingleForm content O The annexes need to be added afterwards in APPEL Only the XML file not the annexes will be imported in APPEL January 2013 107 APPEL eDocumentation eSF Functions Download PDF DG ECHO Partners Helpdesk gt Download the PDF Go to the site http www dgecho partners helpdesk eu and to the section eTools to download the PDF A Download the PDF 1 Click on the most recent version of the PDF eSingleForm 2 Create a new file on your desktop on a USB stick or elsewhere on your pc and name the file e g PDF eSingleForm 3 Download the PDF file onto the newly created file Y Tips For more information about the functioning of the PDF eSingleForm please follow the interactive trainings and consult the FAQs on the DG ECHO partner helpdesk site The contact information for support are available on the site January 2013 108 PDF eSingleForm Import an xml file PDF eSingleForm gt Home page The home page of the PDF eSingleForm is shown Import an XML file 1 Click on the function Import XML 2 Select the XML file that you wish to open 3 The type of the impo
121. nnexes at the top of the navigation tab to add annexes Click on Submit at the top of the navigation tab NOaRON Y Tips You can also use the upload function to upload a validated eFinal Report made in the Offline eTools application O Tabs with a magnifying glass are read only All tabs with an exclamation mark are mandatory and have to be completed Annexes are mandatory The activity can only be submitted after having completed all mandatory fields 85 APPEL eDocumentation Submit an eFinal Report Agreements search screen gt New eFinal Report Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement in the status ongoing The function New e Final is shown 4 Profiles People who can submit eFinal Reports have A Sender profile Submit an eFinal Report 1 Introduce at least all mandatory information Chapters 1 to 10 Chapter 11 Chapter 13 Save each chapter Upload annexes if necessary Click on Submit A confirmation message is shown with your reference number See remarks Click on Back The eFinal Report is submitted NOA If the desk needs more information or clarifications a message will be sent to the partner to ask to submit a new eFinal Report Q Tips Instead of completing all mandatory information online you can also upload an eFinal Report that was created offline O The
122. nononnnn cnn 131 Auto save Validation Upload an offline Humanitarian Action ooononcccnnocacononacnnononcnonanon cnn nono cnn nan n cnn narrar rre 132 Upload an offline 6Document sce ais hate tein el 133 Export an eDocument to the Offline eTools AppliCation 0 2 eeceeeceeeeeeeneeeeeeeeeneeeeeeeeeeeeeeeeseeeeeneeeenees 134 ARCHIVE AN O dgeusunaapeetieeees 135 eSingle OM e Selenide aids Sieve E need ie ee inne alee ee 136 IntroductiomeSingleF Or ices is c2isec iia iii dia reso elas oe 136 Online Versus Omlines ss pete iene r E a ii ede 137 A detent A EEE A Avance cartes oes eeeaedans eaten neste cyanea oe he 138 Transtornos a iaa 138 Maldad it sb as 138 Enriched text features bold COLDUFS ooooooccccnnnnicinicccccccnncccnonaccccnnncnnnnnonnncnnnnnn nan nn nc cnn nn anna nnnccnnnnnns 138 Limitations and mandatory fields oooononcccnnnncccononacccnnonannnnorannnnnrrn rn nn nrn nn cnn cnn rn r rre 138 FinanclaliOVernvieWeiasicen ccereities TO et ee 138 NOUCS iiss caabeestassshesd sanded savas icebhshaagessuncdeeas sdbedaiacdgehstacenasauncadbasd achacchtnedg tess jeasechagesdeuan stanesadeadscubuleesecueaettas 140 Show Pide the notes 4 lt 24 2 h savacecetst dol adi a desi Erro aan Decana 140 AOA MOLE iris iria tradi tas 140 Respond to a note ica A ee ee 141 ERES E EE A tects odes are SE Sets alg ee had Oe ad oa genet Uk es eel a 141 Letter Of Inte batida O ha eater etter E ites headers 142 Gopy the template coi teeta sip
123. ns during the implementation of the action The nature of expenditure corresponding to the eligibility period time elapsed between the eligibility date and start date should be clearly identified at chapter 4 3 2 and agreed with ECHO The 100 financing option is an exception that has been foreseen for Humanitarian Actions in duly justified circumstances The partner must provide relevant justification on the 100 funding Y Tips 146 Offline eTools application To learn more about the notes function click here bn emars You need to add as many countries as involved in the humanitarian action All fields with an exclamation mark or an asterisk are mandatory and have to be completed 147 APPEL eDocumentation Complete chapter 2 to 4 RQ Offline eTools application gt Request Select your Humanitarian Action in the list Click on RQ The Request is shown Click on chapters 2 to 4 Complete chapter 2 Needs Assessment From question 2 1 to question 2 3 introduce the appropriate information in the fields Annex the necessary tables see tips Introduce the supplementary information tables if necessary Field 2 3 Summarise findings of the assessment should form the basis for the intervention logic If there is a report of the assessment it may be annexed and the results summarised here with regard to the proposed Action When relevant assessment of risks potentially arising from nat
124. ns of communication by exchanging the XML files and the notes It is only used internally or to communicate with the Field Officer Desk or RSO Notes The notes function is limited to the offline eTools application and is not available online Question marks The users of the offline eTools application can click on the question mark to get an explanation about the screen that is shown Subchapters 4 3 1 and 4 3 2 Subchapters 4 3 1 and 4 3 2 of the eSingleForm differ in the online and the offline systems In the online version encoding the results of the logical framework 4 3 2 can be done under 4 3 1 In the offline version the results have to be encoded in 4 3 2 they cannot be encoded under 4 3 1 Chapter 11 In the Offline eTools application chapter 11 Financial overview of the Action contains three columns extra one for the intermediate committed amount one for the Final Committed Amount and one for the Final state Chapter 12 Chapter 12 cannot be completed offline It can only be completed online because it contains administrative data that is only available in APPEL Partner internal follow up informations The chapter Partner internal follow up informations is only available in the offline application The information entered in this chapter is not part of the eSingleForm and will not be visible in the online eSingleForm transmitted to DG ECHO It is for internal use only 137 APPEL eDocumentation Guidelines To
125. nu is the start point eRequest is the function Below the icon the result of the action is shown for example The search results list is shown a Step by step information The step by step icon is followed by an action A list of steps is shown below The steps are shown in the correct order and explain the action in details 4 Profiles The Profiles icon explains which profile you need to undertake a certain action Y Tips The Tips icon provides extra tips O The Remarks icon indicates a matter of importance The important remark is always written in red General Workflow overview Humanitarian action workflow overview The following picture illustrates the workflow for preparing a humanitarian action in APPEL Activation by DG ECHO Appraisal and Agreement by DG ECHO APPEL eDocumentation Search Search in general The APPEL application makes use of a lot of standard actions and functions The different search possibilities are the same for the eRequests and Agreements The search screens are built from different elements to help you and to allow refining your search The search screens are built to optimise and facilitate the search operation First select a search condition Then introduce the value related to that condition This allows for a minimal of information encoding In alot of cases the combination of 2 or more elements are required The following picture illustrat
126. o 41 SIMGIS OMIM a a bea 42 Introduction SINO UM e a aa aa a Eaa ra Ra a AE aa aa E a AE AAA EE ERENER Eana EEEa 42 Paper version versus eDOCUMENTS c ccoooccccononcncnnnonnnnononcnnnnnon cnn nao nnn nan n o ren nn nr ren n nr nn nen n rr ran nr rr nnrn ren ennnnennns 43 Guidelines vico E A E A wala wiaae eit 44 Limitations of the Molde 44 Financial OvVenMieW noaea aien a ln Re ate Ni ee ES 44 A ONO 45 DOCUMENT iaa 45 O RS 46 Navigation tabi s oia ll leen 47 Content lacustre aa 48 Chapter Status ICONS ina 49 eDocument FUNCION Sivad ii a A bes 50 Content functions cutis ia Aa 51 Reference numbe rissies ease e eeraa e ata 52 LsterOhintentat ir A a a e E TES 53 Introduction better Of NEE e a a a a aa r aaa a A a a aa a o a Ea rita 53 FUNCUONS EE AE A EE TTT 54 Greate anew Letter of Intent roii aaiae aea a asena ie ea a a aaae a aa E RES 54 SUDMICA Letter ofIntentii u ine ear eh ane aetna C NEE A 55 New version of the Letter of INteNt oonoonnncinnccnnnccinnccnonnconancnonnconnncnnncnnnn cnn nc c nan n rra nnn cnn ncrnrnarnnnns 56 Create a new eRequest from a LOl ooonoconicconncccnociconaccnnnnnnnnnonnncnnnnncnnn nn nnn canon ronca rca 57 A VEES a E A A E E E E E ott Ratner ete 58 Introduction e REQUEST E EE T E anio 58 FUNCUONS its A AA EO et 59 Cr ate a new e Request eiii orina abad idas 59 Submitan eRequestiuniciia ias is 60 Create a new version Of an eRequeSt ococcooccnncccnnoccnncccnnnnncnncccnnnn conc cnn nn ran n carr nran nr 61 A
127. oad a complete project and to be able to move on to the next document create an IR FR or MR Archive to delete the action from the action list but not from the computer Copy create a new action based on this document Create a PDF create a PDF file of this offline eSingleForm Creation Date Filename contains The creation date of the action 122 Offline eTools application The filename of the project which is used to upload eDocuments to the online application The project number If available The project number is only available when you submitted the eRQ and exported the file Agreement number if available The Agreement number is only available when the eRQ is approved and you exported the file 3 Login information and notes status Profile icon the profile icon shows with which account name has been logged on to the Offline eTools application Notes status you can click on the notes icon to show or hide the notes 4 Page number and number of actions shown per page Go to the first page in the action list Go back one page in the action list Page number page number of the actions that are shown Go one page further in the action list Go to the last page of the action list Y Tips Click on the title of the column in the action list to order the list according to the corresponding criteria Click once and the list is ordered ascending click twice and the listis ordered de
128. odality for this agreement Incase of 100 financing introduce the justification of the request 8 Urgent action Check Yes or No If Yes select between ECHO Primary emergency decision ECHO emergency decision and Urgent action in the framework of another decision If you check Urgent action in the framework of another decision introduce a justification a Rules to respect The exact locality ies for the Area of intervention will be detailed under 4 1 with maps and relevant reference points The start date of the action should be the actual starting date of the Action in the field it should not necessarily be the first day of a month It may be different from the date for eligibility of expenditure If the Action has already started explain the reason that justifies this situation The mandatory field Duration of the Action covers the implementation period of the Action in the field from the start date It covers the entire duration of the Action It should be preferably in whole months E g 2 months and 10 days or 3 months and 0 days the fields months and days cannot be empty So even when it are zero days you need to introduce 0 Fractions of months should be avoided The period for finalising the final report max 3 months is not included in the total duration The duration of an action cannot be longer than the duration of the ECHO financing Decision except when there are suspensio
129. oduced in the eRequest Specific objective 1 The specific objective remains the same as introduced in the eRequest 2 Click on I il to add an indicator for the specific objective 3 Introduce the necessary information in the fields 4 Click on Ixl to delete the indicator and its source of verification 5 Introduce the Preconditions Results 1 Click on r to add a result 2 Introduce the result 3 Click on I il to add an indicator for the result Introduce the necessary information in the fields Click on Ixl to delete the indicator and its source of verification Click on leditl to edit the result Activities 1 Click on I al in the result field to add an activity 2 Introduce the activity marks Select Autosave at the top of the screen if you want to automatically save the introduced information Objectives results and activities data were completed by the system as the information was provided upon creating the initial eRequest The Title of the action the Principal objective and the Specific objective remain as introduced in the eRequest they cannot be modified New indicators for the Specific objective can be added The eModification will allow you to complete the information and to add new results and or new activities Click on the pink question mark to see more information about the desired data to introduce APPEL Complete Annex A Procurement table MR eModification R
130. oe E Ahh etek Sessa th E A E te teites 87 Complete chapters 1 to 10 and Annex A FR cocoococincccnncccnonccnonncnnnnananccnonnnnnn cnn rca nn criar cnn cra n nn 87 Complete chapter 11 FR i co cino in aos 88 Complete chapter13 Erica ara oe ico aba 89 Useful HKS iania e tin eet dee cia 90 Usetul links ti e ete ee a ei 90 A cayate co teah tas stena aa sehidedaatsnaze zest cadet AA A ETTE 91 Frequently Asked Questions APPEL eccceccceseeeeeseeeseeeeeeeeeseeeeeeeeseeeeesaeeseaeeeeeeseaeessaeeseaeeeneeesieeennaeens 91 General Ue SNO S aae aa iii id Hale pec red deans 91 eSingle Formi QUESTIONS viii oido 92 PPP at ease creed ect oaeets grates Spara a eaae srana teaver teeta etd 93 PDE lt Single F Onin sss sca5 5 sssdeess sashes ceed fades T E teu ciuidecad Ria 95 Introduction to the PDF ESiInQleFOrm eccceeceeeeeeeneeeeeeeeeeeeeeeeseaeeseaeeseaeeeeaeeseaeeseeeseaeeeeaeeseeeesieeeeeeeene 95 Guidelines iiss eccrine ited Ie 96 Limitations ANd iMPrOVEMENHS eee eeeceeeeeneeeeeeeeeeteneeeeeeeaeeeeeeaaeeetesaeeeeesaeeesesaaeeeseaeeeeessaeeeeeeeeeessneeeees 96 EO iris ctio Mie ors de cas teh att ee ete Ris akg a di cate Me aon ae ce Sees seas tas db 97 TOMOS tii 97 Date Tele PEE E E T eiii 98 Save andivalidate ni A EEA E T 99 SAVE shed NANA EE A E E as EA N E A ANNO 99 Validate uti E E eet olive E E E ET 99 Sereen str CtUre tt lt dl att o 100 PDE zeSINGIGF ORM 2 aiiai ea oia Bae e ae it a 100 Adobe PDF Reader fUnCti
131. omain for ECAS APPEL gt Authentication screen The APPEL authentication screen is shown 4 Profiles People who need to change the login domain for ECAS to external are Members of an external organisation who wish to sign up for APPEL Members of an external organisation who wish to login to APPEL Change the login domain to External Click on Register in ECAS listed under the new authentication system Click on change it if the domain is not External The Domain selection screen is shown Select Neither an institution nor a European body Select Remember my choice if necessary Click on Select You are redirected to the previous screen step 2 and the domain has changed to External ANO O e ON gt gv Tips The user domain has to be External because you are a member of an organisation external to the European Commission O emarks When you try to login to a wrong domain your username and password are not accepted An error message is shown Incorrect username or password supplied for the selected domain If you are not a member of this domain please change it Click on the link in the error message to change the domain 29 APPEL eDocumentation Complete the ECAS registration process Your inbox gt ECAS mail Check the inbox of the email address that you previously introduced during the creation of your ECAS account An email from the ECAS Service shoul
132. on A user account only works on the computer where you added the new account Go to the username and password topic in the eDocumentation to learn how to create a new user account Technical questions Which browser should be used The offline application runs with Internet Explorer or Firefox The online application runs with Internet Explorer The error message resource not found is shown What should I do The error message resource not found can be shown when starting the offline eTools application due to security settings on some computers The standard url in the offline eTools application browser window is http localhost 8080 waitserver html You can change this standard url to http 127 0 0 1 8080 waitserver html to avoid this error message To learn more about possible startup problems please go to the topic Start the application Can the filename of the xml be changed Changing the name of the xml file directly in the offline eTools application is not possible To change the xml filename you can go to offline gt project repository gt partner on your computer and rename the filename here You can choose any name however no special characters can be used not even accents e g You cannot use spaces either underscores can be used instead These rules should be respected to avoid problems when uploading the file to APPEL Can the action repository be moved e g to a shared server 185
133. on the screen carefully 1 At the left of the screen you will see a list of links to the different sections of the form some are read only some can be completed 2 Click on General information and on Self assessment and complete the forms 3 Click on Save to save your data 4 Click on Check to check if the Form is ready for evaluation 5 If the message Ready for evaluation appears click on Evaluation to go to the next step 6 The screen Info on Step 2 is shown 7 Read the text on the screen carefully and click on Continue at the bottom of the screen 3 The Registration form Step 2 screen is shown Y Tips Move the mouse over the fields to get more information in the section General information Click on Help next to a question to get more information In the section Self Assessment You have 4 months to complete the registration process Bb emarks All fields with an asterisk are mandatory and have to be completed Please save regularly during the completion of the questionnaire An APPEL session expires after 90 minutes of inactivity 33 APPEL eDocumentation Registration form step 2 Info on step 2 gt Registration form step 2 The screen Info on step 2 is shown Read the text carefully and click on Continue at the bottom of the screen The Registration form step 2 is shown Registration form Step 2 1 The screen Info on step 2 is sho
134. on to your pc 5 Replace the partner folder from ECHO_eTools_ offline project_repository partner of the new Offline eTools application with the partner folder copied from the old version of the Offline eTools application Due to an upgrade you might have problems with old xml projects that were created in a previous version of the Offline eTools application It is possible to reuse old xml projects a PS Reuse old xml project 1 Upload the old xml projects to the online version 2 Online you create a new draft document with the old xml project 3 Export the draft document to the Offline eTools application 4 Make sure you complete all fields because some fields might loose their data when uploading them to the online application Y Tips Anold xml project needs to be uploaded online so that the xml file receives all necessary files and the correct structure 125 APPEL eDocumentation Start the application Your desktop gt ECHO eTools folder This is the location where you installed the files and folders for the Offline eTools application A Start the application 1 Double click on Offline jar The window ECHO working offline is shown Click on Start browser The Offline module screen is shown in your internet browser with the URL http localhost 8080 waitserver html Click on offline e SingleForm Introduce your user name in the field username default partner Introdu
135. ono n ronca nro 74 Create a new version of an eModification RequeSt oooncccinnicincccinnccnocccnonnnnanncnnrnnnnnccnnnnnnnn cc nnncnnnnc 75 Chapters ss estes Sieve a td Wetter tidad tl 76 Amendment request MR seccccecc cesescaceesacceeccdancedessaecenteccsataessacenseddegsedecengeageaseseaaueaastageudnstaaceanseazedie 76 Complete chapters 1 to 12 MR cirit inaina an iiaa a aa Sieni E akiris sate 77 Complete subchapter 4 3 1 Logical Framework MR oooonoccnncccnnnccnocccnonnnnnnncnnncnnnccnnncnnanccnnn canarios 78 Complete Annex A Procurement table MR oooonccnnicccnonccnncncnonncnonncnnnnannnccnoncnnnn cnn n nc r rana nc 79 APPEL eDocumentation elntermediate Report sirrien ah dl lle ddr ia 80 Introduction elntermediate Repolt coocccccioniccnnnncnnnnnacnnononnnnnnnnnnnrnnnncnn nn nne rre rre rene 80 FUNCION 3 2 ee a Sic a ie cl eH ea tad 81 Create a new Intermediate Report oooonccconocccnncconoccnonocononcnnnnnononcnnnn canario non canon n nn nr arca 81 Submit an Intermediate RepOlE ococioccconcconoccconcccnonncnnnanonnn non no nono n non cercana 82 Chapters iia rd o eG ede fe ida OS 83 Gomplete chapters TO TOMA inline ede ieee aaao E E ei 83 eFinal Report A AA ee ea ee 84 Introduction eFinal Report srini a a a a e E a i E ESE 84 FUNCUIONS 2 tus A E T 85 Create a new eFinal Repol oooconccconoccconcconoccnonononcncnonoconncnnnn cnn nn nnn nena rennrnn rr nnrrnrrnncnn 85 Submit an Final Reports e Patria 86 Ghapters E eke
136. ononononononononononnnonnnos 47 Exporting files 39 NOGGIN cunetas 9 16 F Search result list 17 18 19 Final report cccceeeeeeeeeneeeeeeeeeeeeeeteeees 54 90 Stats irede nanain aa aaa AEE 22 A a OE E 170 SWE o iia 62 85 89 Foie 44 126 135 T G a ec ee 49 50 Grant Agreement 19 76 84 88 175 183 MPSS iia tina 46 H Todo MSH siiccissancaaissancsndedaedsasatonaneiatoustainacnnaadsnad 53 HUMAN FESOUICES occccccccnnncccncncnonononnnonnnnnnnnnonos 159 A ROA 5 6 7 24 Humanitarian action occccccccoonnnonnnn 134 135 WwW WorkflOW occccccccononcccncccnocononononononononononononononononos 8 189 177 178 185 1
137. ons cc i ar a r raar a re aare aeaea ara E Ee raap AR sacaiassuancaassdacgaantagtesustigastescapacaetcisee 101 Navigate through the eSingleForM ooooccnnncccnncccnncccnnonnconcncnnnnc nan n corno rca 101 Highlightimandatory flelds s lt cccccct evedcetecseeeiees cadens sceedeevbee ia a 102 Change auto Correction language cococincccnccccnonccnoncnononanancnnnncn nan cn nan na rn car nn narran rra rra 103 Change COLOURS uscar ar in il eS 105 Annex documents ceci a 107 CSF FUNCTIONS A AN 108 Download PDE soii eh i ae chee 108 importan XM fil hc di io 109 Complete a Humanitarian ACtion ccceesceceseeeeeeeteneeeeaeeceseeeeaeeseaeeseaeeeseaeeeeeessaeeeeeeesaeeeneeesaeeneeeeeea 110 Complete the logical framework ooooncccinnccinccnnocccnncncnonnconcncnnn cnn cn ran c cnn carac nc rnn rca 111 POG AMOI CEE iebeenctsbepchaseet salacchedpcs A ETAT 112 Highlight changes iii ta eieae ea ei cies 113 Export XML file occiso apio Ane 114 Upload an offline completed Humanitarian ActiON oooococnnonicccnnoncnnnancncnnnonnncn naar cnn rnrrnnn rra rr nnr rn 115 OfflinezeToolS application innn cta plo a oia eu ree 116 Introduction Offline eTools application eee eeeceeeneeeeeeeeeeeeeeeeeeeeeeeaeeeeaeeeeaeeeeaeeseaeeseeeseaeeteaeeseaeeseneeeeaeees 116 Guidelines mada ie icles AES eet edd ited o dd loo 118 CA et ten ety eee eee cee i eae ee elder 118 Enriched text features bold COLOUFS oooooccccnnnccccnnoonncononcnonnno
138. ory fields saved information 5 Scroll bar Click the up or down arrow to scroll through the tree view Drag the vertical scroll box to scroll through the tree view 47 APPEL eDocumentation Content tab The following picture illustrates the general lay out of the content tab 1 0 Human resources s z 10 1 Indicate global figures per function and status Number of Mans staff months Save as draft Save Undo typing This tab displays the information of the active form section as shown in the title The content tab contains the following information 1 The chapter or title The sub chapters or eDocument section The different form fields to introduce text fields option buttons list boxes The function buttons Text indicating the status of the section Modified appears as soon as information is introduced Draft appears after clicking Save as draft Saved appears after clicking Save Ph ah 48 APPEL Chapter status icons The little icons used in the navigation tab in front of a section or chapter indicate the following El The information is read only as indicated by the magnifying glass The information is optional and has not been changed from the previous version U Irhe information is mandatory as indicated by the red exclamation mark and has not been changed from the previous version The information is optional and has been saved as indicated by the green check mark
139. ost 2 Introduce the Initial Budget for each cost 3 Introduce the Initial Budget for each contribution In chapter 11 of the eSingleForm the left column Eligible cost of Action should reflect the main chapters of the Partners financial reporting structure as these lines will become later the chapters of the final financial report It is advisable to have around 10 headings Y Tips Click on the question mark on the right of the title to show the help screen that explains how to complete the chapter Chapter 11 contains the columns Initial Budget which can only be completed in the eRequest Intermediate Committed Amount which can only be completed in the Intermediate Report Final Committed Amount and the Final state which can only be completed in the Final Report To learn more about the notes function click here Bb omarks Click on to add more information lines The total cost and total funding are automatically calculated The total cost and total funding must be equal Click here for more information 154 Offline eTools application Complete annex A Procurement table RQ Offline eTools application gt Request Select your Humanitarian Action in the list Click on RQ The Request is shown Click on Annex A Procurement table Complete Annex A Procurement table Introduce the necessary information in the Procurement table and give a comment 1 Click on
140. ou want to paste seems to be copied from Word Do you want to clean it before pasting Click on cancel to maintain the text style as in Word The information shown in green is automatically completed by the system The fields shown in black have to be completed if required Ifa bar with an arrow is shown at the top of a field you have the possibility to format the introduced information Click on the arrow to open the formatting toolbar This toolbar can be used to introduce tables special characters numbered lists in the field Background colour highlights the text Financial overview The financial overview becomes annex II of the signed Agreement This financial overview is also strongly related to the Final financial report For more details and advice please consult the Guidelines of the Final Financial Report on the DG ECHO intranet Eligible cost of Action The partner can use another representation of eligible costs in line with the current practice in its organisation These headings will become the chapters of the final financial reporting In case personnel costs and the costs on information communication and visibility are not explicitly available in section 4 3 2 these have to be explicitly mentioned in this table Subtotal direct eligible costs This amount has always to be equal to the total of all total amounts per result and the total amount other costs in section 4 3 2 Direct revenue from
141. owser functionalities Do not use They are not part of the APPEL environment Do not make use of the toolbar Back button The message Page has expired will be shown in the browser window and you will have to start all over again Use the internal navigation buttons of the APPEL application instead 36 APPEL Print or export an eDocument Document gt Print Click on Agreement or e Request in the main menu of APPEL Search for a Grant Agreement or eRequest in the search screen The function Print is available in the navigation tab of the eDocument or at the end of each page A Print an eSingleForm 1 DIAN Click on Print The application opens a pdf download screen Click on Open or Save The PDF document including the PDF menu bar is shown Click on the printer icon Select the print range all to print all current view to print the selection that is shown at the moment current page to print the page that you are on pages to select the pages you wish to print Click on Ok 37 APPEL eDocumentation Annexing files Document gt Annexes Click on Agreement or e Request in the main menu of APPEL Search for a Grant Agreement or eRequest in the search screen The function Annexes is available in the navigation tab of the eDocument The eDocuments are based on the original paper forms If necessary you can attach other documents pict
142. p www dgecho partners helpdesk eu gt Template for the Letter of Intent Go to the DG ECHO Partner helpdesk site via the link http www dgecho partners helpdesk eu preparing_an_action financing_decision intention_letter a Copy the template of the Letter of Intent 1 Save the zipped file with the template that will allow you to start a Letter of Intent in the Offline eTools application 2 Unzip the zipped file on your pc 3 Copy and paste the xml file of the Letter of Intent template into the file Project repository partner that can be found on your pc on the location where you installed the Offline eTools application Y Tips The template can also be exported from APPEL When creating a new Letter of Intent online you can click on export and use the exported file to work in the Offline eTools application November 2012 142 Offline eTools application Create a new Letter of Intent offline Offline eTools application gt Start screen This function shows the Offline application start screen with the list of humanitarian actions a New Letter of Intent 1 Start the Offline eTools application Click on Update action repository Click on RQ to complete the Letter of Intent Click on each chapter and complete the necessary information On each completed page you click on Validation to validate the data In the list with humanitarian action you click on the V to validate the entire eDocument
143. pects to receive more proposals from some countries than was the case in the past In such cases Partners might be asked to submit Letter of Intent LOI in order to give DG ECHO a global view on how Partners expect to cover the identified needs without having to draft a full Single Form The information to be provided in the Letter of Intent for the first assessment round will be precised in the HIP It will generally include at least area of intervention sector duration beneficiaries context needs assessment proposed response results activities estimated costs requested contribution contact details oo ooo o The proposal that is created as a result of the Letter Of Intent has to be created as a new version of the LOI not as a new eRequest The term Letter Of Intent is often abbreviated to LOI November 2012 53 APPEL eDocumentation Functions Create a new Letter of Intent eRequests search screen gt New Letter of Intent Click on e Request in the main menu of APPEL The e Requests search screen is shown The function New Letter of Intent is shown 4 Profiles People who can create Letters of Intent have An Encoder profile A Sender profile Create a new Letter of Intent 1 Click on New Letter of Intent 2 Click on OK to confirm the creation of a new Letter of Intent 3 Start completing the Letter of Intent by clicking on each chapter see tips 4 Click on
144. ping before navigating to another chapter or screen If not the following message is shown Do you want to save your changes Click OK to save or Cancel for leaving If you click OK the data introduced will be validated and saved when clicking Cancel newly introduced changes will not be saved 51 APPEL eDocumentation Reference number The reference number also called eDoc ID is automatically generated as soon as the initial eRequest is created There are several types of reference numbers Initial eRequest before submitting consists out of four digits After submitting the initial eRequest all eDocuments have the following structure TZ 345 The reference number contains the following information 1 The year when the first eRequest for a project was submitted it consists out of four digits 2 The sequential project number contains five digits 3 The type of eSingleForm is a two characters string RQ Request MR Modification Request IR Intermediate Report FR Final Report 4 The sequential request or report number for a particular eDocument 5 The version number of the request or report 52 APPEL Letter Of Intent Introduction Letter Of Intent With the publication of a HIP DG ECHO informs its partners of the availability of funds for a specific country or crisis and of the planned procedure for allocation of these funds Because of the increased level of transparency DG ECHO ex
145. plication all modifications different requests and reports are bundled within one document on your computer Each time you want to upload a request or report you make use of this unique document Get started In order to work with the eSingleForm offline application you have to install the application on your computer You open and install the provided offline_esf_x exe or you go to the APPEL home page where you can download the latest version from the downloads menu to your computer Once installed you double click on the Offline application The window ECHO working offline is shown Click on start browser Your Internet browser shows the welcome screen of the offline application Click on offline e SingleForm Introduce your user name and password and click on login or enter The start screen of the offline eSingleForm application is shown o The different steps to create and follow up on a new Humanitarian Action are Create the new action Create the Initial eRequest and validate it Upload it to APPEL online What is the eSingleForm The eSingleForm combines different eDocuments describing the Humanitarian Action in detail The different eDocuments are eRequest The eRequest is the first document and contains the proposal for a Humanitarian Action The eRequest is needed in order to get permission to start a Humanitarian Action This results in a Grant Agreement All following documents link refer
146. plication the screen information is shown in an extra window The eDocumentation is available through the internet Click on the question mark at the top right of the APPEL menu bar Bb emarks This eDocumentation aims to get you accustomed with an application it does not aim to give detailed information on how to manage a Humanitarian Aid project About eDocumentation search functions There are several possible ways to search for your information in this eDocumentation The different search functionalities are available in the top menu of this eDocumentation Search functionalities 1 Contents Click on a book icon representing a topic Different titles are shown as links Click on the preferred title 2 Search Introduce one or more search criteria in the search field and press enter A result list is shown with all the pages containing your search criteria Click on any page 3 Index An alphabetical list is shown As soon as you introduce e g reference in the search field the cursor goes to the first keyword that begins with reference APPEL eDocumentation eDocumentation icons The eDocumentation makes use of different icons these indicate different content or attention points Action paths ways to navigate The action path icon illustrates the different paths for going to a specific screen in the application Next to the icon you have a start point and a function for example Menu gt eRequest Me
147. quested by use of an eModification Request Once agreed upon this results in a supplementary agreement and exchange of letters elntermediate Report referred to as IR An elntermediate Report can be requested by DG ECHO in order to follow up your Humanitarian Action lt can also be sent by the Partner to ask for additional prefinancing and or unilateral modifications eFinal Report referred to as FR Once a Humanitarian Action is finished an eFinal Report is mandatory in order to close the project and liquidate final payments These four documents constitute the paper version of the SingleForm All chapters of the form indicated with the mandatory icon have to be saved even if you do not alter any of the information 136 Offline eTools application Online versus Offline The eSingleForm online is globally the same as the eSingleForm offline There are some differences though The main differences between the eSingleForm online and the eSingleForm offline are the following Layout The layout of the offline version is different from the layout of the online version Tables The tables function in the Offline eTools application is more advanced than the tables function in the online application More information can be found in the tips file Save automatically In the Offline eTools application the system automatically saves the information field per field Communication The Offline eTools application is used as a mea
148. r the Framework Partnership Agreement FPA In order to be able to connect to APPEL via the new authentication system you first need to create your ECAS account by registering yourself in ECAS How can I work with the system APPEL You go to the site https webgate ec europa eu appel 1 If you are already registered in ECAS Click on connect to APPEL listed under the new authentication system The ECAS login screen is shown Change the login domain to External if necessary Introduce your ECAS username and password Click on Submit The APPEL home screen is shown eo e 2 If you are already registered and you have an APPEL username and password Introduce your APPEL username and password under the old authentication system Click on Login The APPEL home screen is shown 3 If you are not yet registered in ECAS or APPEL Click on Register in ECAS listed under the new authentication system Follow the registration process in ECAS What is the legality of the green colour for the traffic light 91 APPEL eDocumentation The green status of the traffic light icon is given to the action as soon as ECHO signed the Agreement and sent it to the Partner The traffic light itself is not legally binding What is the difference between save and save as draft The save function checks the validity of the data and saves when the information is correct When you save you can still change the i
149. reen is shown Select the eRequest of your choice Click on subchapter 4 3 2 More detailed information on specific objective and results 4 Profiles People who can complete the chapters of eRequests have An Encoder profile A Sender profile In subchapter 4 3 2 1 you introduce the details and objectively verifiable indicators of the specific objective The details of every result in subchapter 4 3 1 are shown under subchapter 4 3 2 2 and the following subchapters The number of subchapters depends on the number of results that you have Complete subchapter 4 3 2 2 and the following subchapters 1 Click on the result of your choice 2 Click on Detail 3 Click on Detail in subchapter 4 3 2 in the navigation tab on the left side of the screen 4 The form of the Detail has four tabs Details Objectively Verifiable Indicators Activities and Means and costs 5 Click on each tab and introduce at least all mandatory information 6 Click on Save to save the data on each tab Y Tips The information introduced under subchapters 4 3 2 2 and the following subchapters is partly visible under subchapter 4 3 1 Select Automatic saving at the top of the screen if you wish to automatically save the introduced information Click on to add an indicator activity or mean Click on Delete to delete information Click on X to delete a cost O emarks The Result s short description sho
150. referred language for the communication 12 Read the privacy statement 13 Select the box below to acknowledge that you have read and understood the privacy statement 14 Introduce the characters shown on the image to do a security check 15 Click on Submit 16 The confirmation screen Thank you for registering you will receive an email allowing you to complete the registration process is shown 17 Complete the ECAS registration process with the mail you received Y Tips The user domain has to be External because you are a member of an organisation external to the European Commission When you do not introduce a username in the ECAS user registration form the system generates one for you The assigned username is informed to you afterwards You receive it in the confirmation mail to complete the ECAS registration process Click on the printer icon or the link privacy statement to see a printer friendly version of the privacy statement The security check is not case sensitive Click on Try a different image to receive another security code when the characters of the security check image are illegible O All fields with an asterisk are mandatory and have to be completed The introduced e mail address has to be personal It is used to inform you about 28 your account Be aware that the European Commission will never ask you for your username and password Access rights Change the login d
151. ries lt gt English United States A lt gt Arabic United Arab Emirates lt gt Bulgarian Bulgaria lt gt Catalan Spain lt gt Croatian Croatia lt gt Czech Czech Republic lt gt Danish Denmark lt gt Dutch Netherlands lt gt English Canada lt gt English United Kingdom lt gt Estonian Estonia lt gt German Germany lt gt German Switzerland lt gt Greek Greece Les Habra Tavanti Select the dictionaries to use For spell check from this list Click Up or Down to set the dictionary y search order Up Inthe image above the system will correct in English United States If you want the system to correct e g in French France then you need to select this language as shown below and click on Up to move this language to the top of the list Click on a language and click on UnCheck to deselect the language January 2013 104 PDF eSingleForm Change colours PDF eSingleForm gt Home page The home page of the PDF eSingleForm is shown Change colours of the highlighted fields or mandatory fields Import an existing eDocument or an XML file template Click on Edit Click on Preferences Click on Forms in the category list Go to the frame Highlight color and click on the colour that you wish to modify The background colour of the fields and the field frames of the mandatory fields can be modified P
152. rm Upload an offline completed Humanitarian Action APPEL gt eRequests The eRequests search page is shown 4 Profiles People who can create eRequests have An Encoder profile A Sender profile Upload an offline completed Humanitarian Action Upload an eSingleForm that was completed offline into APPEL online 1 Click on New letter of Intent or New eRequest 2 A confirmation message for the creation of the new Letter of Intent or a new eRequest is shown Click on Ok 3 Click on Upload at the bottom of the screen 4 A confirmation message is shown for the creation of a new document starting from an XML file Click on Ok Click on Browse 6 Inthe message Choose file 1 Choose the XML file corresponding to the eSingleForm that needs to be uploaded This XML file is located on your pc where you saved it 2 Click on Open 7 Select Full upload or Partial upload for your XML file See tips 8 Click on Upload offline document if you wish to submit the selected XML file 9 If you selected Partial upload select the parts of the document that you wish to upload 10 Click on Process upload 11 The message Upload of project is ok is shown 12 Click on Back to eDocument 13 The offline completed humanitarian action is now accessible online a Y Tips Chapter 12 cannot be completed offline it needs to be completed online When you only completed a part of the eSingle
153. rted eDocument will be shown in blue on the home page Type of eDocument O HET RQ 9 Tips After importing the file you select a language on the home page of the eSingleForm January 2013 109 APPEL eDocumentation Complete a Humanitarian Action PDF eSingleForm gt Home page The home page of the PDF eSingleForm is shown A Complete a Humanitarian Action 1 Import an existing eDocument or an XML file template 2 Go through the PDF eSingleForm file 3 Complete at least all mandatory information 4 On the home page or on the last page of the PDF eSingleForm click on Validate the eSingleForm to verify the form 5 If the eSingleForm is not ok a new page Form validation Validation error details is added at the end of the PDF file This page contains a list with the errors that were found in the form with a description and the location of the errors 6 If the eSingleForm is ok the message Validation successful is shown 7 Click on Ok Y Tips Please also check the chapter Save and validate The system contains a limitation of bytes for each field which is 3800 bytes for most fields You can introduce more than 3800 bytes per field but this amount has to be reduced to 3800 before exporting the file A warning message is shown to indicate that you went over the byte limitation If a field contains more than 3800 bytes the field cannot be exported You need to reduce
154. s starting from the APPEL home screen APPEL is used by existing ECHO partners to update their administrative data and manage their humanitarian projects To manage humanitarian projects the application is composed of eRequest used to create or consult a request Agreement used to consult Grant Agreements to create or consult eModification requests elnterim and eFinal reports Downloads used to download the Offline eTools application This eDocumentation groups the how to s and the online trainings of the APPEL application of DG ECHO To learn how to work with the APPEL application you follow the online trainings modules and read the Step by Step explanation in this eDocumentation on how to perform any functionality of the online application This eDocumentation groups the how to s and the trainings of the Offline eTools application of DG ECHO Learn the Offline eTools application with the online training modules Follow the Step by Step explanation on how to perform any functionality of the application in the section Offline eTools application The Offline eTools application provides you with the possibility to prepare and follow up on a humanitarian action without the need of an internet connection Once you have created a humanitarian action with the aid of the offline application all modifications different requests and reports are bundled within one file on your computer Each time you want to upload a request or r
155. s ia Poh danse dh te i gee 142 Create a new Letter of Intent offline oo eee eeee cence eeeeeceaeeeeeeeteaeetaeesaaeesaaeesaeeteaeesaeessaeeteeeeeaeensas 143 eReq UeSh erene eine ot a AA ee ee 144 FUNCUOMS e raa a viet vie neice ea te need i aie eee ei eile 145 Create a new e Request ciar aa dd ahs wns eee atau 145 GAP Ter Sef rss cette en tre ie iii ib tas 146 Complete chapter 1 general information RQ o oooonnccnnncccincccnoncnnnnnnonananancn nan ca nan cc ronca nac nrnnc cnn 146 Rules O ESPEC A A A G 146 Complete chapter 2 to 4 RQ aisinn aei E NEN r anna E E A a iSe 148 Complete subchapters 4 3 1 Logical Framework RQ 0ooocccincccnnccononccnncccnonncnancnnnnnnnancnrnrnn narcos 149 Complete subchapter 4 3 2 more detailed information per result RQ ooocncncinnininnccnnccnnonncnnnncnnos 150 Complete subchapters 4 4 and 4 5 Work plan and monitoring RQ ooonccnnccnnnnccinncnnncccnanncnanccnnn 152 Complete chapter Sio g RO ccoo ae ra Aa aea r a E aa E AAAA E ERa RAE RERET EAA EEROR RSi 153 Complete chapter 10 and 11 RQ ooocnncccinnccincccnnoncnancnnnnnnnancnnonnnnnn cn ran nc rancia ran nnn nr nn rra n narnia 154 Complete annex A Procurement table RQ ooooincccnncccnoccccccccoooncnonncnnnnnnnncc nan cnnnnc crac cnc nrannnn rca 155 Rules 10 TOSPOC Licenciado cried ee ech 155 Complete Partner internal follow up informations RQ cecceseseeseeeeeeeeeeeneeeeeeeeeneeeeeeeeeeeeeneeeee 156 eModification Request taria ei raul ees
156. scending The document availability can change during the life cycle of a humanitarian action The availability is indicated with the colours green and grey e border selected or active Dark grey border inactive but accessible Greyed out inactive and not accessible A The notes are only to be used for communication within your organisation They are only available in the Offline eTools application and cannot be uploaded to APPEL 123 APPEL eDocumentation Functions Install the application DG ECHO partners helpdesk gt eTools download Go to http www dgecho partners helpdesk eu etools download and download ECHO_eTools_Offline_xx from the DG ECHO Partners helpdesk A Install the application 1 Click on the most recent version of the Offline eTools application 2 Create a new folder called ECHO eTools on your desktop or elsewhere on your pc or even on a USB memory stick Do not place it anywhere else to avoid security issues or malfunctions 3 Download the zip file and save it in this folder 4 Unzip the file For Windows XP and later Right click on the zip file and choose Winzip Extract to here For Mac OSX Double click on the zip file 5 Several files and folders are installed such as Project_repository the folder containing your offline files Offline to start the application 6 Double click on Offline jar file to start the Offline eTools application Y Tips
157. should be used as a monitoring tool To apply any modifications the eModification Request should be used As in the Initial Request all chapters indicated with the mandatory icon have to be saved even if you do not alter any of the information The information shown in green is automatically copied from the Initial Request only the fields written in black have to be completed if necessary Only the chapters and subchapters with an icon in front can be changed 80 APPEL Functions Create a new Intermediate Report co Agreements search screen gt Agreement Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement in the status ongoing The function New e Interim is shown 4 Profiles People who can create elntermediate Reports have An Encoder profile A Sender profile a Create a new elntermediate Report 1 Click on New e Interim Click on OK to confirm the creation of a new e Intermediate report Click on each chapter starting from the first Introduce the required information in the fields Click on Save Click on Annexes at the top of the navigation tab to add annexes Click on Submit at the top of the navigation tab NOaRON Y Tips You can also use the upload function to upload a validated elntermediate Report made in the Offline eTools application O All fields with an exclamation mark are mandatory and have
158. sion of an eModification Request Es Agreements search screen gt New version of an eModification Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement Select the Grant Agreement for which you wish to create a new version of the eModification Request 4 Profiles People who can create new versions of eModification Requests have An Encoder profile A Sender profile Create a new version of an eModification Request 1 on 0 OO Ol R Click on the Grant Agreement for which you wish to create a new version of the eModification Request Click on the eModification Request linked to this Grant Agreement Click on New version in the navigation tab to confirm the creation of a new version for that eModification request Click on OK to confirm the creation of a new eModification Click on the tabs that need to be modified Introduce the required information in the fields See tips Click on Save Click on Annexes at the top of the navigation tab to add annexes Click on Submit at the top of the navigation tab Y Tips The fields that you modify for the eModification Request have to be completed the same way as in the eRequest Go to the eDocumentation about the eRequest to learn how to complete the fields of the eModification Request Momar All chapters with an exclamation mark are mandatory and have to be completed The eModifi
159. t or click on an existing draft eFinal Report linked to this Agreement Click on chapter 11 4 Profiles People who can complete the chapters of the eFinal Reports have An Encoder profile A Sender profile A Complete chapter 11 Financial overview 1 Introduce the Final Budget for each listed operation 2 Introduce the Final Budget of the indirect costs 3 Click on Save 4 If the introduced amounts do not comply with the validation rules the financial overview is not saved and the message Data validation is shown 5 Correct the amounts and click on Save once more Q Tips Click on the green exclamation mark right of the title to see a description of the fields and the list of the validation rules of the data Only the Final Budget is introduced in the Final Report The Initial Budget the Modified Budget and the Committed amount are introduced by the system because they have been provided upon the submission of the initial eRequest the eModification Request and Intermediate Report The total costs and the total financing are automatically calculated by the system The intermediate and final budgets are automatically calculated by the system O All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed As described in the guidelines for the Final Financial Report the documents which 88 complete the Final Report h
160. t starting from a Letter of Intent 1 Search for the Letter of intent for which you need to create a new version 2 Click on the title of this Letter of Intent to open it 3 Click on New version in the tree view 4 Awindow is shown click on Create an eRequest from the LOI to create an eRequest starting from this Letter Of Intent Complete the eSingleForm by clicking on each chapter Click on Submit to submit the eRequest created from your LOI Bb emarks The Desk can lock the eRequest the status is shown on the traffic light icon in the Agreements list so a new version cannot be submitted No new version can be submitted once the evaluation of the Desk is terminated All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed November 2012 Oa 57 APPEL eDocumentation eRequest Introduction eRequest The eRequest is the first document of all the different eDocuments It is the initial Request that the Partner sends to DG ECHO This initial Request can be accepted or denied by DG ECHO When it is denied the Partner will have to create a new version of the Request When the eRequest is accepted the Partner is considered to be a candidate for the Humanitarian Action 58 APPEL Functions Create a new eRequest e eRequests search screen gt New eRequest Click on e Request in the main menu of APPEL The e Requests search screen is sho
161. t which stage of the eSingleForm a question will be activated INT indicates the Intermediate Report and FIN indicates the Final Report To learn more about the notes function click here 163 APPEL eDocumentation Complete chapter 5 to 9 MR Offline eTools application gt eModification Request Select your Humanitarian Action in the list Click on MR The Modification Request is shown Click on chapters 5 to 9 A Complete chapters 5 to 9 1 Chapters 5 to 9 are completed by the system from the moment that this information has been introduced during the creation of the initial eRequest 2 The eModification Request gives you the possibility to modify and or complete the active fields of the mentioned chapters 3 The new greyed out fields that are shown in chapters 5 to 9 of the eModification Request are not activated until the Intermediate or Final Report 5 4 INT In Case of changes or problems to be adressed please explain 5 5 FIN In Case of changes or problems to be adressed please explain 6 4 INT In case of changes or coordination problems please explain 6 5 FIN In case of changes or coordination problems please explain 7 4 INT In case of changes please explain 7 5 FIN In case of changes please explain 8 3 INT In case of changes or problem to be addressed please explain 8 4 FIN In case of changes or problem to be addressed please explain 9 4 INT In case of changes please expl
162. table in the text field Click on the table inserting icon The screen Insert modify table is shown Define the general or advanced properties of the table Table properties 1 General properties VSONAPDARON gt 10 Cols columns vertical Rows rows horizontal Cell padding the space between the border of the cell and the text Cell spacing the space between the individual cells in the table Alignment the place of the table within the text field Border the frame around the table Width the width of each cell in the table Height the height of each cell in the table Class formats the text in the table Table caption adds a caption to the table 2 Advanced properties 1 2 3 4 a 120 Id you can provide the table with an identity code Summary you can provide a summary for the table Style automatically summons the width height background image that you introduced in before Language code you can provide the table with a language code Background image you can introduce a url for the background image Frame adjusts the frame e g the option Ihs creates a frame only on the left hand side of the table Rules determines how the table is divided e g the option rows shows no frame division between the cells on one row Language direction left to right or right to left Border color the colour of the border around the table Background color the colour wit
163. te applications The file format as it is used in Microsoft Excel has become a pseudo standard throughout the industry even among non Microsoft platforms doc Microsoft Word document In computing DOC or doc an abbreviation of document is a file extension for word processing documents most commonly for Microsoft Word gif Image file format The Graphics Interchange Format GIF is an 8 bit per pixel bitmap image format that was introduced by CompuServe in 1987 and has since come into widespread usage on the World Wide Web due to its wide support and portability htm html Internet webbased file format HTM or HTML an initialism of HyperText Markup Language is the predominant mark up language for web pages It provides a means to describe the structure of text based information in a document by denoting certain text as links headings paragraphs lists and so on and to supplement that text with interactive forms embedded images and other objects HTML is written in the form of tags surrounded by angle brackets jpg jpeg Image file format JPG or JPEG pronounced JAY peg is a commonly used method of compression for photographic images The degree of compression can be adjusted allowing a selectable tradeoff between storage size and image quality JPEG typically achieves 10 to 1 compression with little perceivable loss in image quality pdf Adobe PDF files The Portable Document Format PDF is the fil
164. the amount of bytes before exporting the file When you move the mouse over a field you receive tips about the content of the field January 2013 110 PDF eSingleForm Complete the logical framework PDF eSingleForm gt Home page The home page of the PDF eSingleForm is shown A Complete the logical framework 1 Import an existing eDocument or an XML file template 2 Go to chapter 4 3 1 3 Introduce the Principal objective 4 Introduce the Specific objective 5 Click on Add an indicator 6 Complete the fields of the indicator 7 Click on Add a result 8 Complete the fields of the result 9 The Total amount of the result is shown after introducing it in chapter 4 3 2 10 Add and complete all the results that are needed 11 Go to chapter 4 3 2 12 The information introduced in chapter 4 3 1 is copied to chapter 4 3 2 13 Complete and introduce details in the fields wherever needed Y Tips You can add maximum 10 indicators for the specific objective and maximum 5 indicators per result Only the three first activities per result are shown in the system Only 3 activities can be added per result in chapter 4 3 1 You can add more activities per result in chapter 4 3 2 Click on X on the right of the field to delete the field Click on Delete to delete an element Click on Show to see the result details in chapter 4 3 2 January 2013 111 APPEL eDocumentation Add notes PDF
165. the given time limit your application will be cancelled 34 Register for FPA Refused questionnaire Your application might be refused at the end of the selection process The European Commission reserves the right to refuse applicants to the FPA if they do not satisfy the stated requirements The full responsibility for the accuracy of the information provided to the Commission by an FPA applicant lies with the applicant organisation When false information is provided to DG ECHO the FPA candidate is excluded from the FPA for two years When your application is refused you can Apply to reconsider your case after rejection Launch an appeal procedure Make a complaint to the European Ombudsman You can find the links for these actions on the Request for admission screen Go the APPEL home screen Click on Register your organisation to become candidate to the FPA and the Request for admission screen is shown 35 APPEL eDocument Browser functions APPEL is a web based application This means that all functionalities are shown within a browser window The browsers toolbar is automatically visible as well Please do not use the functionalities of the browser toolbar Error messages may appear and you will loose some of the introduced information The Browser functionalities are not needed since all required functionalities are built within APPEL File Edit View Favorites Tools Help Complete set of br
166. tion 2 The eDocuments for the specific operation This can consist out of the Initial Request and the different versions the Modification request and the different versions the Interim Report and the Final report The track changes button allows you to overview the differences between two versions of an eDocument Buttons to create a new Intermediate report an eFinal report an eModification request The list of annexes linked to the grant agreement The page and the disk icons are used to generate a PDF without checking the box The check box and the create zip functions are used to create the zip De OV OO 19 APPEL eDocumentation eDocument status The eDocument can have 3 document statuses during its project life cycle Draft The document is created and saved but there has been no validation yet Submitted The document is submitted and awaits activation and verification from the DG ECHO Desk During this period creating and submitting a new version is possible if the system is not locked for this function The locking mechanism is either automatic activated by the systems workflow or it is activated manually by the Desk Officer e g to have more time to finish the appraisal A draft version of a new version can be created but not submitted no alteration of any information is possible Refused The proposal is not accepted by DG ECHO and can only be viewed no modifications are allowed after a refusal The Op
167. to add a line 2 Complete the fields Description Quantity Amount EUR and Procurement procedure Select Yes or No for the Derogation Click on the calendar icon to add the Launch date procedure literal Introduce the duration weeks in the field Click on the calendar icon to add the Contracting date literal Introduce the Duration weeks in the field Introduce any necessary comments ONP W Rules to respect The Partner may attach a table with another layout e g used inside the project provided that all necessary information is available Partners that signed an agreement with a P control mechanism do no have to provide such a table with the Single Form at proposal or reporting stages A whole procurement procedure will be dealt with per row A procurement procedure cannot to be split because it is used in several activities If a procurement procedure has to be split an explanation has to be given The dates for launching and contracting can also be expressed in number of weeks after the start of the Action Y Tips Click on the question mark on the right of the title to show the help screen that explains how to complete the chapter To learn more about the notes function click here Bb emarks Click on to add a new Description of the supplies services or works in the fields Repeat these steps for each change in the procurement table 155 APPEL eDocumentation Co
168. to be completed The activity can only be submitted after having completed all mandatory fields 81 APPEL eDocumentation Submit an Intermediate Report ES Agreements search screen gt Agreement Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement in the status ongoing The function New e Interim is shown 4 Profiles People who can submit elntermediate Reports have A Sender profile Submit an elntermediate Report 1 Introduce at least all mandatory information Chapters 1 to 10 Save each chapter Upload annexes if necessary Click on Submit A confirmation message is shown with your reference number See remarks Click on Back The elntermediate Report is submitted NONADN If the desk needs more information or clarifications a message will be sent to the partner to ask to submit a new version of the elntermediate Report Q Tips Instead of completing all mandatory information online you can also upload an elntermediate Report that was created offline Bb remarks The confirmation message serves as an acknowledgement receipt This message has a legal value It proves that DG ECHO has received the document All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed 82 APPEL Chapters Complete chapters 1 to 10 IR elntermediate Report gt Complete ch
169. to report any relevant or significant activities changes and problems At final report stage it is recommended to mention particular difficulties faced during the implementation lessons learnt ideas for future projects and to provide any other information which is considered useful for a better understanding evaluation of the implemented actions and its achievements Chapter 13 of the eFinal Report permits you to add conclusions and comments Descriptions of the related costs and means can be required as well as any copies of press releases press cuttings all publications and audiovisual materials produced and any relevant visibility items or pictures thereof As described in the guidelines for the Final Financial Report the documents which complete the Final Report have to be annexed to the Final Report 84 APPEL Functions Create a new eFinal Report a Agreements search screen gt New eFinal Report Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement in the status ongoing The function New e Final is shown 4 Profiles People who can create eFinal Reports have An Encoder profile A Sender profile a Create a new eFinal Report 1 Click on New e Final Click on OK to confirm the creation of a new e Final report Click on each tab starting from the first Introduce the required information in the fields Click on Save Click on A
170. to this initial eRequest eModification Request As soon as a Humanitarian Action has been granted by DG ECHO any changes should be requested by use of an eModification Request Once agreed upon this results in a supplementary agreement and exchange of letters elntermediate Report An elntermediate Report can be requested by DG ECHO in order to follow up your Humanitarian Action eFinal Report Once a Humanitarian Action is finished an eFinal Report is mandatory in order to close the project and make up the balance How to use the eSingleForm offline application eDocumentation The eDocumentation consists out of different parts you can consult by navigating in the left column How to learn Explains how the eDocumentation is structured and allows you to get to know the application by use of interactive trainings eSingleForm Describes how to perform the possible actions and gives an overview of each screen of the application Y Tips 116 Offline eTools application To consult the online eDocumentation click on the following link https webgate ec europa eu appel and click then on the question mark 117 APPEL eDocumentation Guidelines General To work with the Offline eTools application you should keep the following tips in mind Enriched text features bold colours Text boxes contain buttons to add enriched text features its functioning is similar to visual editors as in MS Word Save to avoid data loss Be
171. ts search screen gt New eModification Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement in the status ongoing The function New e Modification is shown 4 Profiles People who can submit eModification Requests have A Sender profile Submit a new eModification Request 1 Introduce at least all mandatory information Amendment Request Chapters 1 to 12 Subchapter 4 3 1 Save each chapter Upload annexes if necessary Click on Submit A confirmation message is shown with your reference number See remarks Click on Back The eModification Request is submitted NS 912 09 If the desk needs more information or clarifications a message will be sent to the partner to ask to submit a new version of the eModification Request Y Tips Instead of completing all mandatory information online you can also upload an eModification Request that was created offline Only chapter 12 contains mandatory information that should be added after having uploaded the eModification Request because chapter 12 is not available in the Offline eTools application Momar The confirmation message serves as an acknowledgement receipt This message has a legal value It proves that DG ECHO has received the document All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed 74 APPEL Create a new ver
172. ubmitted the intermediate budget will be present If no Intermediate Report was submitted the Intermediate budget will remain empty The Intermediate budget cannot be altered in the Modification Request stadium Total Cost and Total Funding must be equal O In most chapters the information is completed by the system This information has been provided with the creation of the initial eRequest You can complete and or modify the information The eModification Request gives you the possibility to modify and or complete existing information All fields with an asterisk are mandatory and have to be completed Introduce the revised work plan if it has been changed after proposal 77 APPEL eDocumentation Complete subchapter 4 3 1 Logical Framework MR eModification Request gt Complete the Logical Framework Click on Agreement in the main menu of APPEL The Agreements search screen is shown Search for an Agreement Select the Agreement of your choice Go to the eModification Request and complete the Logical Framework 4 Profiles People who can complete the chapters of eModification Requests have An Encoder profile A Sender profile a Complete subchapter 4 3 1 Logical framework Pon 2 0 NO M 78 Select Yes or No for the autosave The Title of the action remains the same as introduced in the eRequest The principal objective remains the same as intr
173. uld not be left empty The Global Cost should not be left empty At least one Sector should be selected The number of beneficiaries cannot be empty At least one Type of beneficiaries should be selected You can add maximum 5 indicators The Short description on the Indicator tab should not be left empty The Short description on the Activities tab should not be left empty o o o o 66 APPEL Complete chapter 8 Contingency measures and security RQ eRequest gt Chapter 8 Click on e Request in the main menu of APPEL The e Requests search screen is shown Select the eRequest of your choice Click on chapter 8 Contingency measures and security 4 Profiles People who can complete the chapters of eRequests have An Encoder profile A Sender profile A Complete chapter 8 Contingency measures and security 1 Introduce at least all mandatory information 2 Has a specific security protocol for this action been established 1 Yes introduce an explanation of the protocol 2 No 3 Standard procedures 3 Click on Save Y Tips For the contingency measures under 8 1 in case some of the assumptions or risks materialize the Partner should explain how he would react in order to mitigate their effects on the implementation of the Action and what other options would be proposed for the achievement of the foreseen results To delete a line select the check box on the left and click on
174. ural disasters should be provided A Complete chapter 3 Humanitarian organization in the area of intervention For questions 3 1 and 3 2 introduce the appropriate information in the fields For field 3 1 Humanitarian Organisation s presence in the area of intervention you indicate A brief overview of current and future strategy in the country The current and recent activities in the country A brief overview of the presence in the country number of years type of intervention regions type of set up Complete chapter 4 Operational framework 1 Introduce A location next to each added country The reference of the document Map of action location that you can annex online 2 Beneficiaries 1 Introduce the Total number of direct beneficiaries and add possible comments Select one or more Status of the direct beneficiaries Introduce the appropriate information in the field Introduce the appropriate information in the field Introduce the appropriate information in the field Introduce the number of the Other potential beneficiaries and introduce more information in the required field Select one or more sectors and introduce the Number of beneficiaries per selected sector AAR WL a Y Tips Annexed files can be attached during the upload to the online application To learn more about the notes function click here O emarks All fields with an exclamation mark or an ast
175. ures excel files to the electronic version Annex files to the eDocument Click on Annexes in the navigation tab An overview of the annexed files is shown in the content tab Click on Browse next to the field File to upload A pop up window is shown Select the file that you want to annex and click on Open The document path is shown in the field File to upload Introduce a description of the file in the field File description Click on Upload at the bottom right of the screen The file is now shown in the content tab s O 0 N O UTA wN Y Tips To upload several files at a time please compress them first in a ZIP archive The description of the file can be changed after uploading it Click on the page icon or the floppy disc icon to open or save the file Click on the red cross in the list to remove the file from the project O The allowed file types for uploading are csv doc gif htm html jpg jpeg pdf png rtf txt xls or zip files If the file you upload is bigger than 5 megabyte the message Error to upload the file Maximum size is exceeded is shown 38 APPEL File types The file types supported by the system for uploads are the ones with the following extensions csv From within Microsoft Excel or a different spreadsheet program export as csv The CSV Comma Separated Value file format is often used to exchange data between dispara
176. uthorities relations established authorisations coordination a 6 FIELD COORDINATION The eDocument and Grant Agreement screens contain the following tabs 1 Menu 2 Heading 3 Navigation tab 4 Content tab 45 APPEL eDocumentation Heading The heading shows a brief overview of the eDocument or the Grant Agreement Partner short name SAVE THE CHILDREN UK Country UNITED KINGDOM Category NGO Non Governmental Organisations Back to list 2008 00005 SOMALIA Emergency Nutrition amp WASH Intervention 1 201 300 00 ONGONG As soon as the initial eRequest is submitted to DG ECHO a project reference number is created During the life cycle of a project the eDocuments and the Grant Agreement can have several statuses 46 APPEL Navigation tab The following picture illustrates the general layout of the navigation tab 1 GENERAL INFORMATION ty X 2 NEEDS ASSESSMENT gt ON The navigation tab contains the following information 1 Functionalities affecting the entire eDocument 2 Project number 3 Type of the Document After submitting the initial eRequest all eDocuments for that project will be added automatically in the tree view Click on to collapse the tree view Click on to expand the tree view 4 The chapters and sub chapters for the selected eDocument Click on the icons or the name of the subchapter to navigate through the form The different icons indicate mandat
177. wn Read the text carefully and click on Continue 2 On the Registration form step 2 you need to 1 Click on each section and continue the completion of the Registration form The section which where read only in the first step are now adaptable The self assessment section becomes read only and can no longer be modified 2 Click on Save to save your data 3 Click on Check to check if the Form is ready for submission 4 Once all mandatory fields are completed you can submit the form Click on Submit You receive the confirmation message Thank you for completing the questionnaire 5 To finalise and formalise your application you must send DG ECHO the mandatory documents listed on the screen Po Q Tips You have 4 months to send the complete application to DG ECHO Once you ve completed the questionnaire you are a candidate for FPA O emarks Before submitting the form please make sure you completed all fields in all sections Once the application is submitted you cannot make any modifications anymore Please save regularly during the completion of the questionnaire An APPEL session expires after 90 minutes of inactivity After the completion of the online questionnaire you need to send a printed paper version to DG ECHO An authorised member of your organisation needs to sign the printed version and send it with the other mandatory documents When you failed to send the documents within
178. wn The function New e Request is shown 4 Profiles People who can create eRequests have An Encoder profile A Sender profile A Y Create a new eRequest 1 Click on New e Request 2 Click on OK to confirm the creation of a new eRequest 3 Start completing the eRequest by clicking on each chapter 4 Click on Submit Y Tips You can also use the upload function to upload a validated eRequest made in the Offline eTools application An eRequest can also be created starting from the Letter of Intent O All fields with an asterisk and all chapters with an exclamation mark are mandatory and have to be completed November 2012 59 APPEL eDocumentation Submit an eRequest eRequests search screen gt eRequest Click on e Request in the main menu of APPEL The e Requests search screen is shown Search for the eRequest of your choice and click on it 4 Profiles People who can submit eRequests have A Sender profile Submit an eRequest 1 Introduce at least all mandatory information for Chapter 1 Chapter 2 to 9 Subchapter 4 3 1 Subchapter 4 3 2 Chapter 8 Chapter 10 Chapter 11 Chapter 12 Annex A Save each chapter Upload the necessary annexes Click on Submit A confirmation message with your reference number is shown See remarks Click on Back The eRequest is now submitted o o NO pw hy If the
179. y where the Humanitarian Organisation is established and according to the usual costaccounting practices of the Humanitarian Organisation vi backed by original supporting evidence verifiable and vii complying with the requirements of applicable tax and social legislation Emergency financing decision One of the four categories of Financing Decisions covering new crises and established humanitarian crises where humanitarian aid is already under way but where continuing uncertainty and instability requires an appropriate rapid and flexible response e g where there are sudden deteriorating weather conditions within a natural disaster situation a crisis within a crisis 187 APPEL eDocumentation eSingleForm The form to be completed by the Partners for the submission of their Action proposals and reports The single form evolves along with the Action it refers to The eSingleForm evolves with the action that it is linked with F Financing Decision Act by which the Commission allocates funds from the General Budget to finance humanitarian Actions It identifies i e the objectives of humanitarian interventions the region and type of activities funds to be committed eligibility period and potential partners There are 4 categories of Financing Decisions Primary Emergency Decisions Emergency Decisions Global Plans and Ad Hoc Decisions Framework Partnership Agreement FPA An agreement between DG ECHO and the NGOs which esta

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