EPSS User Manual
Contents
1. Download Part B Templates the proposer downloads the template file RTF format and uses it as a guide to structure the proposal Part B section appropriately Open the template Part B RTF file and edit it Save the file convert it to PDF and then add it to the proposal The Part B filename should not contain any special characters or spaces It can only contain Latin letters a z digits 0 9 the underscore _ the dash and the dot character Your part B filename must not exceed 100 characters EPSS User Manual Released on 15 December 2011 page 29 of 41 Part B checklist Part B is in PDF format compatible with Adobe Acrobat version 5 or higher with embedded fonts Filename ends in pdf Filename does not contain any special characters or spaces and does not exceed 100 characters The PDF Part B must not be encrypted and the parameter that prevents printing must not be selected The proposal contains no unnecessary coloured or high resolution pictures It will be printed in Black and White at 300dpi for evaluation Once the Part B file is created use the Browse button to locate the part B file Click on Upload Proposal File to upload the Part B file to the proposal It is your responsibility to ensure that the submitted proposal contains the right files with the right content EPSS User Manual Released on 15 December 2011 page 30 of 41 1 7 2 Annexes For the majority of instru2. Cancel If you click on cancel the previous pic inserted will remain After adding your PIC data you should proceed with entering valid data to all the remaining mandatory fields by manual typing EPSS User Manual Released on 15 December 2011 page 10 of 41 EPSS Registration Personal Details Call Selected WP4 PIC Sub Scheme Selected CP FP INFSO Please fill in your details below Note that you must provide entries marked with an asterisk PIC info pic 956171778 Chenge PIC First name Surname ne Organisation Short Name Telephone Iii Organisation jerss Legal Name Cy Bruxelles Country Belgium as Warning Only proposal Coordinators should register Partners should obtain the registration information from the proposal Coordinator reset next If at that stage you object the correctness of your PIC data or simply you decide not to Clear PlC data use it you can clear it by clicking the Registration Personal Details Call Selected WP4 PIC Sub Scheme Selected CP FP INFSO Please fill in your details below Note that you must provide entries marked with an asterisk PIC info pic 356171778 Cheng Pe S View PIC data EPSS User Manual Released on 15 December 2011 page 11 of 41 Microsoft Internet Explorer Microsoft Internet Explorer j 4re you sure you want to clear PIC data dd PIC Cleared j Cancel After clearing your PIC data or simp
3. Do not forget to save the form by pressing the Save Form button or your changes will be discarded Note The Save Form button performs form validation as well Please make sure you fill out all forms for which you are responsible For forms with spreadsheets the total amounts are automatically calculated by the system when the Validate button is pressed Obviously the appropriate fields need to be completed first Tip During form preparation save early and often Saving will also validate the form Pay attention to the time out of the system editing a form is not considered as an action of the user only saving or validating actions will reset the time out EPSS User Manual Released on 15 December 2011 page 27 of 41 1 7 Part B and Annexes Electronic Proposal Submission Service EPSS I LL we Pe gens iT af ls 2007 2013 CORDIS EPSS Important Legal Notice PART B Upload Why only PDF Help with PDF Specify the location of the Part B file to be uploaded File Browse Upload Proposal File For the proposal content Part B you must use exclusively PDF Portable Document Format compatible with Adobe Acrobat Reader version 5 or higher with embedded fonts It is recommended not to upload very big files To keep sizes down avoid colour and unnecessary high resolution pictures and graphs The average size of a research proposal is 2MB less for mo
4. EPSS Help Desk Press on Press this button to submit the proposal An automatic validation check will verify the proposal If there are no validation errors the following will appear EPSS User Manual Released on 15 December 2011 page 35 of 41 Important Less Notse Electronic Proposal Submission Service EPSS l ie gt 3 P VA te d R ee a lt ie 2007 2013 24 CORDIS CORDIS EPSS validation Check Proposal submission The proposal with ID 000184 has been successfully submitted at 16 02 2007 18 51 37 CET Call ID FP7 TEST MULT PART Instrument CP IP Title Test title Part A forms A1 AlbEin A2 Coordinator A2 PartA A3_1 AlbEin A3_1 PartA Part B file Checksum 1 daskal4 pdf accb53a7b7b8a655400f2ed3a6dd4932 Part B Annexes Comments No comments provided Top CORDIS Services EPSS FAQ EPSS Help Desk Publications Office If you receive this screen the proposal is successfully submitted The proposal can be modified and submitted up until the closure of the call Each subsequent submission overwrites the previously submitted version earlier versions are not archived If there are blocking validation errors you ll not be able to submit the proposal and get a screen like the following EPSS User Manual Released on 15 December 2011 page 36 of 41 r r e I rtant L Noti Electronic Proposal Submission Service EPSS es Sga mone a 3 te LY t
5. 2 ies 2007 2013 CORDIS EPSS alidation Check alidation check FAILED Failure Forms 42 Part 42 PartB 42 Part C A3_1 Part4 43_1 PartB 43_1 Part C have validation errors or have not been saved Please fix before submission Preliminary automatic checking has detected errors Your Proposal cannot be submitted This check is merely to ensure that all forms are complete and the basic requirements are met It is the responsibility of the co ordinator to ensure that the proposal meets all the eligibility requirements specified in the call for proposals Top CORDIS Services EPSS FAQ EPSS Help Desk If there are Warning types of validation errors then you can see proceed with the submission by supplying some relevant comments and click on the Submit NOW button Important Legal Notice ft 2007 2013 Electronic Proposal Submission Service EPSS wag A x E o E CORDIS EPSS Validation Check O CORDIS Validation check FAILED Automatic checking reveals potential errors in the following areas Warning Insufficient partners from Member States or Associated States If you wish you may submit the Proposal now If you make further modifications you may submit again before the call deadline Sion LATER This check is merely to ensure that all forms are complete and the basic requirements are met It is the responsibility of the co ordinator to ensure that the pro
6. from specific country groups Minor data inconsistencies can be ignored Important Applicants are able to prepare and submit their proposal use EPSS without the possession or without the introduction of PIC The default format of PIC is a 9 digits numeric code without separator or special characters In EPSS the proposal co ordinator who is responsible for the overall coordination between partners can introduce a PIC or clear a PIC for a participant Providing the PIC implies that the proposal co ordinator has access to this information from its own organisation or through the proposal partners organisations EPSS User Manual Released on 15 December 2011 page 5 of 41 1 2 The first step getting a user ID and password Access to the EPSS is specific to calls and to the corresponding sub scheme You have to first make your choice for which call for proposals and for which sub scheme you want to apply Access is provided via the respective call page on the Participant Portal see http ec europa eu research participants portal appmanager participants portal nfpb true amp pageLabel fp7_calls After selecting the call you will arrive to the call page On the call page go to the Electronic Proposal Submission Service EPSS section choose the sub scheme you want to apply for from the dropdown list and press Go You will then arrive at the EPSS start page Click on Register fill in the registration form and sub
7. of organization The Method of determining the Indirect Cost Click Add Participant EPSS User Manual Released on 15 December 2011 page 17 of 41 Prepare Proposal Proposal Setup Proposal Participants Participant ID Organisation short name A2 Link A3 Link E mail s 1 gh Ss ww davidee maes epss fp7 org Edit details Add Participant Participant Identification Code PIC info Status of your organisation Status info Pic 7 Clear PiC data Non Profit Te j Search PIC ublic Body Research Organisation Higher secondary education establishment Organisation Short Name ftest 7 7 Participant E mail s support epss fp7 org Method of determining Indirect Costs Cost model info Once a participant is added the system automatically creates an A2 form and either an A3 1 form or extra rows in the A3 A4 form depending on the exact call Those forms are accessible via the A2 Link A3 Link buttons but they can also be found after clicking in the Part A Tab Edit details You can use the button to modify data related to a participant EPSS User Manual Released on 15 December 2011 page 18 of 41 TIT Change Password ck y A err Proposal Participants Participant ip Organisation short 42 Link A3 Link E mail s 1 gh BS Hs davidee maes epss fp7 org Edit details 2 test 55 support epss fp7 0rg Hide Detail Hide Details Delete Delete Modify participant informa
8. C View PIC data Tite Mr First name Surname ID Organisation Short Name Telephone IIIs AE Organisation EP55 Legal Name Ciy Bruxelie q Country Selgur Warning Only proposal Coordinators should register Pertners should obtain the registration information from the proposal Coordinator reset next At this stage you can click on view PIC data to be sure the PIC is correct EPSS User Manual Released on 15 December 2011 page 9 of 41 PIC erify Data The PIC you entered is associated with the data indicated below Please verify and click OK if you accept After obtaining your EPSS account you will still be able to remove the PIC data if you decide not to use it ok PIC information PIC 956171778 Organisation information Organisation Legal Name EPSS Organisation Short Name Street name and number Av Einstein 1 City Bruxelles Country Belgium Postcode 9999 Internet homepage www epss fp7 org If this is not correct you can try to use another PIC by clicking on change PIC Change PIC If you select another PIC this screen will appear he page at https www epss fp org says e Data has been found for the PIC 999997930 Organisation Legal Name City and Country Fields will be overwritten with the PIC values Click OK to accept the changes otherwise click Cancel By clicking Cancel the previous PIC will be used in the registration screen
9. IC will only be active in EPSS after 48h therefore we suggest you to make sure that you start your self registration well before the deadline of the chosen call Once ready you should type your PIC when asked in EPSS Part of the legal data associated to that PIC will then be shown in order for you to verify that the PIC you are using is indeed the right one Should you think there are errors in the data shown that might affect the eligibility of your proposal you can always remove the PIC and fill in all requested data manually as usual For technical reasons there is no dynamic synchronization between the EPSS and the URF registry of legal entities The data related to a PIC are transferred to the EPSS only EPSS User Manual Released on 15 December 2011 page 4 of 41 at the moment when the PIC is inserted in EPSS If between the introduction of a PIC in the EPSS and the submission of the proposal the data of the legal entity are changed in URF a synchronization with the data displayed in EPSS can only be forced by a removal of the respective PIC of the partner with loss of PIC data for this partner in the partner specific proposal forms and a new introduction of this partner PIC in the proposal setup This procedure should only be applied for changes having an effect on the eligibility of the proposal e g SME status in calls requiring a minimum number of SMEs or country of establishment in calls requiring a minimum number of participants
10. O HIGHER EDUCATION NO NO NACE CODE Not applicable Not applicable NUM EMPLOYEES lt 250 NO NO TURNOVER lt 50 NO NO BALANCE lt 43 NO NO AUTONOMOUS NO NO SME NO NO COST MODEL Actual Indirect Costs Actual Indirect Costs If you accept a popup will appear you should confirm that this new information will be updated in the A forms EPSS User Manual Released on 15 December 2011 page 22 of 41 PIC Differences PIC 956171778 Current PIC Data New PIC Data LEGAL NAME EPSS EPSS SHORT ORGANISATION NAME s STREET Place Place STREET NUMBER 1 1 crry COUNTRY POSTAL CODE Important WEBSITE Important Please make sure that the responsible participant opens the corresponding A 2 NON PROFIT ORGANISATIO form in order to finish validation PUBLIC BODY This PiC data set is only inherited once the A 2 form opened The same validation step is mandatory if the PIC number is deleted or modified RESEARCH ORGANISATION HIGHER EDUCATION CI NACE CODE NUM EMPLOYEES lt 250 NO nO TURNOVER lt 50 no no BALANCE lt 43 NO No AUTONOMOUS NO No SME NO no COST MODEL Actual Indirect Costs Actual Indirect Costs click on ok to go back to the proposal setup EPSS Prepare Proposal ha Password Proposal Setup Proposal Participants Electronic Proposal Submission Service EPSS 2007 2013 Participant ID Organisation short name A2 Link A3 Link E mail s 1 epss E support epss fp7 or9 Edit details 2 test amp suppo
11. SEVENTH FRAMEWORK PROGRAA Electronic Proposal Submission Service EPSS preparation and submission guide Release Date 15 December 2011 Table of Contents 1 EPSS Preparation User G ide sirrcna iin a ET a a 1 1 Using PIC Im EPS Sicuro snose oee ri e EE EEE EEE E E RA 1 2 The first step getting a user ID and passwoOrd ccceecceesceseeeeceseeeeeeeeeeeeeeeneeeeaes 1 2 1 How to search for a specific PIC in EPSS 0 ceceecceceseeeseeeeeeeteeeeeeeeeeeseeenseees 7 VEES E sexes stay ae beens E age vache E 13 1 3 1 Initial TAO es eir rr eres E EEEE RAEE EE tees 13 1 3 2 Subsequent Logins ss seeseseseeseessseseessesseesresstesesresseestessrsstesessresresseeesssrestet 13 Vist MPMI all cnnan E EE E aai 14 TPO OSE SetiD iaces a R E EREE RE AEAEE 16 1 6 Part Aness nioi e ie e E E EEE NEE EEE AEE RRE RE 24 VF at Band ANNEXES noneeriiire ie a EEEE AEREN 28 Ms Peele AUG B ene ga ind e E E E E E E eee 28 VTZ ANNEXES siise r ilo E K E OO EEEE N EE EEEO EEES 31 TV ING UR CI sesane EE EEEE E aries 33 1 9 Submit PESOS ell sca umse pets iearasacersp ea onacleaseaneacse peanie eae sacs sana cous eaneasen se realaenanaur etneniaeeiege 34 1 10 The HIStory semen ene nr ren erent enn tnt or enn enn ae ee ren ere aera ec eee 39 2 EPSS Checklists eanes eee ee e E RE E AE A EEEE RA 41 3 Note for Macintosh US St Six sienen a ER Eae 41 EPSS help desk Phone 32 2 23 33 760 Email support epss fp7 org EPSS User Manual R
12. bility actions You should aim to restrict your proposal to under 3MB and under no circumstances try to upload a file larger than 10MB Download Part B Templates zip file PART B Overview No Part B file uploaded zz Office 1 7 1 Part B For the proposal content part B you are requested to use exclusively PDF portable document format compatible with Adobe Acrobat version 5 or higher with embedded fonts Other file formats will NOT be accepted by the system Both commercial and free tools to convert files to PDF format are widely available on the WEB Compressed zipped or otherwise compressed archives will NOT be accepted PDF is self compressing there is no gain in zipping Technical problems resulting from the use of other formats may lead to your proposal being excluded Unless otherwise specified in the call legal text only one PDF file comprising the complete technical annex part B can be uploaded Further files with annexes or additional information company brochures supporting documentation reports audio video multimedia etc will be rejected during the evaluation of the proposal EPSS User Manual Released on 15 December 2011 page 28 of 41 There are some calls though i e calls for the Marie Curie funds that request two separate Part B files namely Section 1 and Section 2 If this is the case then all instructions remain the same with the only difference that the user will have to provide 2 se
13. cceed Coordinator View all history Events Top CORDIS Services EPSS FAQ EPSS Help Desk EPSS User Manual Released on 15 December 2011 page 39 of 41 And after the submission CORDIS EPSS Modification history Date and time 16 02 2007 18 55 32 CET 16 02 2007 18 55 26 CET 16 02 2007 18 52 38 CET 16 02 2007 18 52 19 CET 16 02 2007 18 51 37 CET 16 02 2007 18 49 25 CET 16 02 2007 18 49 05 CET 16 02 2007 18 48 46 CET 16 02 2007 18 48 39 CET 16 02 2007 18 48 04 CET Electronic Proposal Submission Service EPSS z Important Legs Notice aaa narra Action Form modified Modified by Proposal submitted Coordinator Form A2 AlbEin modified Coordinator Form A2 AlbEin modified Coordinator Form A2 AlbEin modified Coordinator Proposal submitted Coordinator Form A3_1 AlbEin modified Coordinator Form A3_1 PartA modified Coordinator Form A2 PartA modified Coordinator Form A2 PartA modified Coordinator Form A2 AlbEin modified Coordinator View all history Events Top CORDIS Services EPSS FAQ EPSS Help Desk EPSS User Manual Released on 15 December 2011 page 40 of 41 2EPSS Checklist Il MI IV VI VII VII Choose the call and Sub scheme for which you want to apply http cordis europa eu fp7 dc index cfm Via the respective CORDIS call page register with EPSS in order to obtain a login and password well in advance of the call Use the provided us
14. e 34 of 41 e I rtant L Noti Electronic Proposal Submission Service EPSS 9 Pn ese one L aw a re M x i W 2007 2013 CORDIS EPSS Proposal submission Modifications to proposals are possible at any time before the deadline also after an initial submission The latest version available at the deadline is considered as the one submitted For continuously open calls this procedure applies to the intermediate closure dates This means that at each intermediate closure date all proposals with the status Submitted will be locked and evaluated and there will be no more possibility to modify them When resubmitting you automatically accept to withdraw the previously submitted proposal by replacing it with the new version By submitting this proposal the co ordinator confirms that all necessary internal authorisations have been obtained by all participants in order to permit your organisation to submit it and that the submission complies with any internal requirements of the participants organisations relating to the submission of such proposals In doing so the co ordinator accepts that the Commission takes no responsibility for the evaluation or selection of any piee which subsequently proves not to have been authorised by the competent officials of the participants organisation s Please press the button below to have your proposal submitted Press this button to submit the proposal Top CORDIS Services EPSS FAQ
15. e able to introduce your PIC by typing its 9 digit in the corresponding field If you do not know your PIC you can click on the search PIC button 1 2 1 How to search for a specific PIC in EPSS Once you have click the search PIC button a window will open giving you the possibility to search a PIC EPSS User Manual Released on 15 December 2011 page 7 of 41 Electronic Proposal Submission Service EPSS Li x A a PIC Search Atleast a Legal Name must be provided e If NO Legal Name is provided a valid 9 digits PIC number is required Otherwise no search will be performed If PIC AND Legal Name are provided the PIC takes the precedence e The Country cannot be used alone PIC Legal Name Search tip Saw wT Country SELECT ONE v Cannot read the image Click it to get a new one SEARCH Show 20 entries PIC Organisation Legal Name Address City Country No Data Found PIC Search Atleast a Legal Name must be provided e If NO Legal Name is provided valid 9 digits PIC number is required Otherwise no search will be performed If PIC AND Legal Name are provided the PIC takes the precedence The Country cannot be used alone Pic Lage Nams HESS ae Ses Belgium y Cannot read the image Click It to get a new one m bw l eo at Please enter the verification code as shown above SEARCH Please follow these steps in order to search a PIC 1 Complete a legal name use the searc
16. e instances the proposal may be altered while in transit on the Internet To check that the uploaded file has been received unaltered perform a download of the part B Tip Practice the conversion of the file to the PDF format The conversion may take an extended period of time if the page layout is complex or contains graphics There is no point is creating a PDF document with a resolution higher than 300 DPI and in black and white Nuances of grey may be reproduced but should be avoided for legibility purposes EPSS User Manual Released on 15 December 2011 page 31 of 41 Upon successful upload of a file the following screen appears Important Legal Notice Electronic Proposal Submission Service EPSS lor 3 CORDIS S 2 CORDIS EPSS 2007 2013 i Part B Upload Please wait processing upload File upload complete please wait File daskal4 pdf was uploaded successfully CheckSum accb53a7b7b8a655400f2ed3a6dd4932 Your Part B has been uploaded on the EPSS System If your forms are ready please press the submit button to have your proposal evaluated for the next deadline Submit LATER _ Top CORDIS Services EPSS FAQ EPSS Help Desk Publications Office If the proposal is ready you should click on Submit NOW in order to submit it If not then click on Submit LATER or any other of the Tabs in order to continue with its preparation It is your responsibility to ensur
17. e that the submitted proposal contains the right files with the right content EPSS User Manual Released on 15 December 2011 page 32 of 41 1 8 Validation Click on this tab in order to validate the entire proposal Possible errors are indicated and can easily be found and resolved Electronic Proposal Submission Service EPSS CORDIS EPSS Validation Check These checks are merely to ensure that all forms are complete and the basic requirements are met It is the responsibility of the co ordinator to ensure that the proposal meets all the eligibility requirements specified in the call for proposals Rules 1 All Part A forms for all participants exist 2 All compulsory fields in all forms have valid values 3 Partnership requirements as defined for the call are satisfied 4 Part B file exists If annexes are defined annex files exist The validation check proceeds by checking the rules in the order specified above If any of the rules fail the check shall stop immediately and the system shall present an appropriate information message Please press Next to proceed with the validation check next Top CORDIS Services EPSS FAQ EPSS Help Desk Publications Office Please note that during the validation process Errors or Warnings may be reported It is still possible to submit a proposal which has Warnings it is NOT possible to submit a proposal that has Errors EPSS User Manual Released on 15 Decembe
18. eleased on 15 December 2011 page 2 of 41 1 EPSS Preparation User s Guide The EPSS Electronic Proposal Submission Service allows Proposers to create their proposal completely on line without downloading or saving anything on their local personal computer The EPSS service is available via the Internet as a Web based application The System requirements are A connection to the Internet A screen with a 1024x768 resolution and small fonts On screen text size Users should not use the font scaling option that is available with some browsers to enlarge the font size when viewing A forms as this may lead to corrupted view of the forms Internet Explorer 7 0 and above or Netscape Navigator 7 0 and above or Mozilla Firefox 3 0 and above or Opera 10 63 and above or Mac OS X Mozilla Firefox browser for Apple Macintosh users Mac OS 9 is not supported and Safari Google Chrome neither see Note on the last page JavaScript or ActiveX controls enabled depending on browser Cookies enabled browser the EPSS web application is best viewed with using Internet Explorer 7 0 and above or Mozilla Firefox 3 0 and above Safari and Google Chrome are NOT supported whatever the OS EPSS User Manual Released on 15 December 2011 page 3 of 41 1 1 Using PIC in EPSS The PIC or Participant Identification Code is a unique code for identifying the participant in any stage alongside the R amp D funding management process of the p
19. eral Electronic Proposal Submission Service EPSS eet tes x i aie 2007 2013 CORDIS EPSS General Information Call Selected STANDARD_CALL_PIC_ENABLED Sub Scheme Selected CP FP INFSO Proposal ID Not available Proposal status Proposal NOT submitted The information below has been supplied during the registration phase the information supplied during the registration is not inherited in the EPSS account since it is considered indicative only it cannot be modified but is NOT used for the evaluation of the proposal Make sure that the correct information is present in the A forms and Part B Title Test Title Coordinator Albert Einstein Top CORDIS Services EPSS FAQ EPSS Help Desk Now you may prepare the proposal By clicking on the General Tab you can find information about The selected call The selected sub scheme The proposal s status The proposal number if this has been submitted The Coordinator s Name as registered The proposal Title as registered EPSS User Manual Released on 15 December 2011 page 14 of 41 Tip Please check the call and sub scheme identification first If you have selected the wrong call and the wrong sub scheme you will have to register again The EPSS operator cannot change the registration information and transfer data from one registration to another Note If the co ordinator details change you do not need to register agai
20. ername and password to prepare and submit the proposal https www epss fp7 org epss Proposal Setup Enter Participants Fill in the Part A Forms and save the forms Upload the Part B file and annexes if required Validate the proposal SUBMIT THE PROPOSAL 3 Note for Macintosh users Better results can be obtained using the Mozilla Firefox Browser you can download it from http Awww mozilla org download html It handles the files without their pathname The Mac OS 9 is not supported EPSS User Manual Released on 15 December 2011 page 41 of 41
21. f these fields are editable For a participant for whom a PIC has been provided the first time that the A2 or A3 1 form is opened the following screen shows up PIC Verify Data The coordinator has provided a PIC number The following information is retrieved from your PIC data and will be pre filled in your forms In case some information is not correct you can edit the information in the form if the field is editable If the field is not editable then you should contact the coordinator and ask him her to clear the PIC Please be aware that in such a case you will have to fill ALL PIC related information manually Open the form aee PIC information PIC 123456789 Organisation information Organisation Legal Name Test Organization Organisation Short Name Street name and number City Country Postcode TEST Street 1 Brussels Belgium 12345 Internet homepage Status of Organisation Non Profit Organisation Public body Research organisation Higher secondary organisation establishment NACE Nomenclature of economic activities in the European Community Number of employees smaller than 250 Actual turnover smaller than 50 million Actual balance sheet smaller than 43 million Autonomous legal entity SME organisation net applicable yes yes yes yes yes Organisation Cost Model Method of determining Indirect Costs Specific Flat rate 60 Important You must make s
22. gnate the none or Non applicable gt The acronym will be used to identify your proposal efficiently in the call It should be of no more than 20 characters use standard Latin alphabet and numbers only no spaces symbols or special characters please The same acronym should appear on each page of part B of your proposal gt Press the Validate button at the bottom of the form The validation is looking for formal errors in the forms If it finds errors it indicates at the end of the form which fields are wrongly filled in and these validation errors are highlighted in red color EPSS User Manual Released on 15 December 2011 page 26 of 41 gt Ifall the necessary fields are filled in you will see the message no validation errors at the bottom of the form A1 AlbEin Windows Internet Explorer https www epss fp7 org epss formProcessor jsp HEALTH 2007 1 1 1 Free Keywords Abstract max 2000 char Similar proposals or signed contracts a Has this proposal or a very similar one been previously submitted to a call is for proposals of the 7th EU RTD Framework Programme S yes no IF YES please give the call identifier f please give the proposal or contract number if known _ Is this proposal or a very similar one currently being submitted to another call under FP7 IF YES please give the call identifier No Validation Errors C Save Form alidate Internet R 100
23. h tip if needed 2 Choose a country this is optional but will help to focus the search 3 Write the captcha code 4 Click on search button Tip Click on search tip to get detailed information on how to search for a PIC You can for example use the character to get more results Note If you cannot read the captcha you can click on its picture to change it EPSS User Manual Released on 15 December 2011 page 8 of 41 PIC Search x e At least a Legal Name must be provided If NO Legal Name is provided a valid 9 digits PIC number is required Otherwise no search will be performed e If PIC AND Legal Name are provided the PIC takes the precedence e The Country cannot be used alone PIC p Legal Name EPSS Search tip ei 2i Country SELECT ONE z Cannot read the image Click it to get a new one Please enter the verification code as shown above SEARCH Show 20 z entries PIC Organisation Legal Name Address City Country 956171778 EPSS Av Einstein 1 Bruxelles Belgium n You will then see a list corresponding to your search criteria You should then select the PIC corresponding to your needs If you know the PIC you can also enter it directly EPSS Registration Personal Details Call Selected WP4 PIC Sub Scheme Selected CP FP INFSO Please fill in your details below Note that you must provide entries marked with an asterisk PIC info PIC 195 Clear PiC deta Change PI
24. ly if you don t have a PIC you should proceed with entering valid data to all mandatory fields by manual typing Note All the information you enter for the registration is only indicative You will not be able to change this information but it will only be used for communication with EPSS and statistics Only the content of the part A forms and the part B file s will be send for evaluation when the proposal is submitted EPSS User Manual Released on 15 December 2011 page 12 of 41 1 3 Login 1 3 1 Initial Login As a coordinator you must use the login and password that has been sent to you by e mail to access the EPSS gt Vv Vv V WV gt Go to https www epss fp7 org Introduce the Coordinator User ID Enter the Coordinator Password Change the Coordinator Password Enter the Other participant Password Change the Other participant Password Distribute the Other participant username and the modified Other participant password to your other participants if any 1 3 2 Subsequent Logins gt gt gt Go to https www epss fp7 org Introduce the Coordinator or Other participant User ID Enter the modified Coordinator or Other participant Password Note By entering the proposal as another participant you can only access your A2 Form for editing Other participants can view all proposal information but only edit A2 forms EPSS User Manual Released on 15 December 2011 page 13 of 41 1 4 Gen
25. ments and project types in FP7 part A and part B form the complete proposal so it might be that this section does not appear for your case For some particular actions additional annexes can be required In this case you can use the Annex Upload section to locate and upload them You should not annex any other files unless this is specifically requested in the Call Text For the Annex content the only supported format is PDF The Annex filename should not contain any special characters or spaces It can only contain Latin letters a z digits 0 9 the underscore _ the dash and the dot character The Annex filename must be different from the Part B filename Your annexe filename must not exceed 100 characters Note In case of uploading annexes to the EPSS please make sure that the name of the annex file is NOT identical with the name of your part B file Note Before being saved to the EPSS database the Part B and Annex files are checked for viruses If files are found to be infected they are rejected by the system and the user is warned Tip Upload your proposal early in the process and press the submit button and all buttons that follow in the subsequent pages Doing this ensures that an interim version of the proposal text the part B is already present on the system Remember that the system allows multiple uploads of the proposal text and this facility should be used to avoid the call closure rush Tip In some rar
26. mit it The EPSS will send you coordinator and partners usernames and passwords by e mail Important notice The EPSS registration email which contains the access codes to prepare and submit the proposal will be sent to the email address you define during the registration This email will be sent from noreply epss fp7 org Prior to the registration you should check that this domain epss fp7 org is accepted by the email server of your organization If you do not receive this email please check your SPAM in case it ends up there In any case you can always contact the EPSS Helpdesk to assist you if you have not received the EPSS codes Note If you have a PIC number you can already use it here Once you obtain the EPSS account you will be still able to stop working with a PIC number if you decide so EPSS User Manual Released on 15 December 2011 page 6 of 41 EPSS Registration Personal Details Call Selected WP4 PIC Sub Scheme Selected CP FP INFSO Please fill in your details below Note that you must provide entries marked with an asterisk PIC 1956171778 Clear PiC deta Change PIC Surname Ji First name Organisation Short Name Telephone iii Organisation Legal Name City Bruxelle i Country L eigum Warning Only proposal Coordinators should register Partners should obtain the registration information from the proposal Coordinator reset If nea On the first registration page you will b
27. n co ordinator information is taken from the A2 forms Ifyou wish to modify the Title of the proposal you will have to do it in the forms The title appearing in this page is taken from the registration data and cannot be changed This does not affect the submitted proposal because what is evaluated is the content of the forms and the Part B Go to Proposal setup EPSS User Manual Released on 15 December 2011 page 15 of 41 1 5 Proposal Setup In the proposal setup section you define the number of other participants that participate in your project Note The first participant is always the co ordinator ZET Change Password Check Validation Submit Proposal Logout General Proposal Setup PatA ss Part BB amp Annexes History Proposal Participants Participant ID Organisation short name A2 Link A3 Link E mail s 1 gh fe w davidee maes epss fp7 org Edit details Add Participant Participant Identification Code PIC info Status of your organisation Status info or Clear PiC data Non Profit Organisation Oken Public Body Jyes no Search PIC Research Organisation J yes no Higher secondary education lee establishment Organisation Short Name gt i Participant E mails oo Method of determining Indirect Costs Cost model info add participant Make sure that the co ordinator e mail address is correct You can include multiple e mail addresses you must separate them with a
28. n with the PIC values Click OK to accept the changes otherwise click Cancel By clicking Cancel the previous PIC will be used in the registration screen Cancel If the PIC is changed than all associated information will be updated in the A2 and A3 1 forms and have to be saved This can be done by the coordinator or the partners EPSS User Manual Released on 15 December 2011 page 21 of 41 Update of the PIC If the data linked to your pic code has been updated you will be inform about it on EPSS by this logo in the proposal setup Electronic Proposal Submission Service EPSS v ei Change Password Check alidation _ General O PatA PartB amp Annexes History Important Message FN AERE ICON OERE II OE TPIT re acho OMS TOE sade mtn idee display the PIC data actually used and the new PIC data available Proposal Participants Participant ID Organisation short name A2 Link A3 Link E mail s 1 epss w Bs support epss fp7 org Edit details 2 test support epss fp7 0rg Edit details You should click on this logo to accept or reject the data updated PIC Differences x PIC 956171778 Current PIC Data New PIC Data LEGAL NAME EPSS EPSS SHORT ORGANISATION NAME STREET Place S Place STREET NUMBER 1 1 cITY Bruxelles Bruxelles COUNTRY Belgium Belgium POSTAL CODE 1060 1060 WEBSITE www epss fp7 org www epss fp7 org NON PROFIT ORGANISATION NO YES PUBLIC BODY NO YES RESEARCH ORGANISATION NO N
29. parate files Format and naming convention applies for these files Tip Do not use special characters in the file name The system will prevent you from uploading such files Using only PDF format for submission of part B Why This format for text documents is supported by the vast majority of computer platforms The_ advantage of saving as a PDF file is that the contents are locked and the original formatting margins page breaks etc will always be maintained when the file is printed In addition unlike many common document formats there are almost no viruses associated with PDF files Allowing proposers to submit in any possible format would require the Commission to maintain an arsenal of software in different versions and even then readability could not be guaranteed in 100 of the cases How The possibility of converting a text file into PDF is integrated into some word processors In case this is not implemented in the word processor you are using you can download special conversion software commercial software or downloadable freeware from the web Conversion into PDF is the last step in preparing a document for submission since PDF documents are locked they_ cannot be edited like normal text files The format of part B of a proposal the description of the content of the proposal for the specific call is specified in the so called Part B Template file By clicking on the link
30. posal meets all the eligibility requirements specified in the call for proposals Top CORDIS Services EPSS FAQ EPSS Help Desk Publications Office EPSS User Manual Released on 15 December 2011 page 37 of 41 Tip Simply uploading a new Part B file or modifying the A forms is not sufficient the submit button as well as the buttons on the pages that follow need to be pressed in order for the changes to be registered in the proposal package Pressing the submit button is similar to putting the envelope in the mailbox Proposals or modifications that have not been submitted before the deadline are not transferred for evaluation Important Nearing the deadline As 80 of the traffic occurs the last two days of the deadline we strongly recommend that you anticipate your submission by two days in order to avoid any last minute problems TIP Avoid the rush hour Make sure that the proposal is submitted well in advance before the deadline Check the history to verify that the correct proposal version is submitted You can also make sure that your part B submitted is correct by downloading it back from your EPSS account TIP whenever you upload a new proposal file think of submitting the proposal again This will ensure that the latest version of the proposal will be evaluated The system only retains the last version of the files the previous version is overwritten Only the last submitted version will be eval
31. r 2011 page 33 of 41 Electronic Proposal Submission Service EPSS am ae 2007 2013 CORDIS CORDIS EPSS validation Check validation check SUCCESSFUL Preliminary automatic checking has not detected any errors However these checks are not exhaustive and do not guarantee that your proposal is valid for this call If you wish you may submit the Proposal now If you make further modifications you may submit again before the call deadline Submit NOW Submit LATER This check is merely to ensure that all forms are complete and the basic requirements are met It is the responsibility of the co ordinator to ensure that the proposal meets all the eligibility requirements specified in the call for proposals If you cannot locate validation errors please contact the EPSS help desk immediately on 32 2 23 33 760 or support epss fp7 org 1 9 Submit Proposal In order to complete the proposal submission the proposer must select the Submit Proposal section in fact it is to this section that a user is also directed when clicking on the Submit NOW button Without submission all the uploaded data Forms Part B and Annexes are simply saved in the EPSS database without forming a proposal package and without being recognized as a submitted proposal By clicking on the Submit Proposal button the screen that follows appears EPSS User Manual Released on 15 December 2011 pag
32. rogrammes managed by the Commission s Research DGs Participants will not have to submit their legal and financial information and supporting documents each time they submit a proposal or negotiate a grant agreement but they should just introduce their PIC All organizations which already signed an FP7 contract with the Commission should have received a PIC which has been communicated to all contact points for FP7 grant agreements known to the Commission Find out within your organization who are contact points for FP7 grant agreements they will be able to tell you what your PIC is If you cannot find any contact point within your organization ask the Digit EFP7 help desk to put you in contact with them DIGIT EFP7 SUPPORT ec europa eu If your organization does not have a PIC yet then we suggest that get one by registering your organization by following the steps described on the following page of the Participants Portal http ec europa eu research participants portal appmanager participants portal _nfpb true amp _pageLabel myorganisations If you encounter some problems during the registration please contact the service desk http ec europa eu research participants portal appmanager participants portal _nfpb true amp pageLabel contactus For more information about Unique Registration Facility including support please visit the corresponding section of CORDIS http cordis europa eu fp7 pp_en html After registration the new P
33. rt epss fp7 or9 Edit details EPSS User Manual Released on 15 December 2011 page 23 of 41 7 6 Part A This section concerns with the administrative forms of the proposal or Part A EPSS FP7 Prepare Proposal Windows Internet Explorer GO E htps www epss fp7 org epss proposalParta jsp a x 2 Elle Edit View Favorites Tools Help Ww d 99 erss rez Login EPSS FP7 Prepare P X fh Gl dh eag gt Toke Electronic Proposal Submission Service EPSS Portant Legal Notice Billing 7 ti z007 2073 CORDIS EPSS _ Change Password Check Validation Submit Proposal Logout Proposal Setup ET 7S Parte History Part A Click on a form name to edit online or select form s and press download to view as PDF Scroll to bottom of the form to save and validate form Scroll to bottom of the form for validation errors Note Automatic calculations will only be performed if form is valid Form name Download PDF Status AL Last updated 28 02 2007 11 25 16 CET by Coordinator A2 Coordinator Last updated 28 02 2007 11 25 54 CET by Coordinator A2 PartA Last updated 21 03 2007 18 18 37 CET by EPSS A2 Parte Last updated 21 03 2007 18 19 27 CET by EPSS A2 Part C Last updated 21 03 2007 18 19 56 CET by EPSS A3 1 Coordinator Last updated 06 03 2007 19 44 10 CET by Coordinator A3 1 Parta Last updated 21 03 2007 18 18 38 CET by EPSS A3 1 Part Last
34. semi colon Tip The e mail addresses introduced in this section are used by EPSS to send automatic e mail confirmation once the proposal is submitted transferred for evaluation Please check that they are complete and accurate EPSS User Manual Released on 15 December 2011 page 16 of 41 gt To add another participant to the proposal you may provide the relevant participant s PIC number and must provide a participant short name and e mail address If a PIC is provided then the corresponding data will be retrieved from the database once the corresponding A2 form is opened Important You shall make sure that the responsible participant opens the corresponding A 2 form in order to finish validation The associated PIC data set is only inherited once the A 2 form opened The same validation step is mandatory if the PIC number is deleted or modified These validation steps are necessary to avoid unintended changes in the administrative data If for some reason you decide to change or re introduce a PIC please always make sure that you click on the Update Participant information and then on Accept Please do not forget to open the corresponding A 2 form afterwards to finish verification and have the PIC data inherited gt If you add a new participant without providing a PIC number then the following information is also requested by filling manually mandatory fields marked with red asterisk The legal status
35. tion Non Profit Organisation yes O no Public Body yes no Research Organisation O yes no Higher secondary education fe Participant E mail s support epss tp7 org establishment Yes no Method of determining Indirect Costs Organisation Short Name Standard Flat Rate of 20 Update Participant Information Important In order to enforce changes you must click on Update Participant Information Note If the participant was added by introducing its own PIC then the fields related to the Method of determining the indirect costs and the Status of organization will contain data retrieved from the database and will be in read only mode to update a Participant s details EPSS User Manual Released on 15 December 2011 page 19 of 41 Rejection of the retrieved PIC data If you object the accuracy of the retrieved information then you can decide to remove Clear PilC data it by clicking on the button Proposal Participants Participant ID Orgsniseson short a2 Link A3 Link E mail s 1 gh BS GBs davidee maes epss fp7 org Modify participant information Participant Identification Code Clear PiC data Non Profit Organisation Change PIC Public Body h Research Organisation isati N C Organisation Short Name h anak secondary edicuton Participant E mail s davidee maes epss establishment Method of determining Indirect Costs Annonce de la page https Aw
36. uated Important Once your project is submitted in its final version please download a copy of the A forms and part B You have a delay of 30 days after the call closure to do it After this delay all data will be automatically deleted of your EPSS account and you won t be able to access it anymore EPSS User Manual Released on 15 December 2011 page 38 of 41 1 10 The History By clicking on the History Tab the record of all the actions performed while using the EPSS system appears Thus it is possible for the coordinator to check when for example Partner 2 updated his A2 form An example of the history record before proposal submission Important Legal Notice Electronic Proposal Submission Service EPSS Er O x 2 U CORDIS EPSS Modification history 2007 2013 Date and time Action Form modified Modified by 21 04 2008 16 45 48 CET Document TESTPDF pdf created Coordinator 21 04 2008 16 45 20 CET Form A1 ALEIN modified Coordinator 21 04 2008 16 23 54 CET PIC 999687336 for participant 2 created Coordinator 21 04 2008 16 21 23 CET Form A3_1 Partneri created EPSS 21 04 2008 16 21 23 CET Form A2 Partner1 created EPSS 21 04 2008 16 21 23 CET Partner Partner1 created Coordinator 21 04 2008 16 14 51 CET Login attempt succeed Coordinator 21 04 2008 15 30 42 CET Password of Partner modified Coordinator 21 04 2008 15 30 42 CET Password of Coordinator modified Coordinator 21 04 2008 15 30 11 CET Login attempt su
37. updated 21 03 2007 18 19 27 CET by EPSS A3 1 Part Last updated 21 03 2007 18 19 57 CET by EPSS Ag 2 download Please note that all participants in proposals must ensure that they have the authorisation of their organisation to participate in the proposal and any project arising from it Co ordinators are advised to ensure that this is the case prior to the submission of the proposal Internet R100 The Proposers need to fill the A forms appropriately and save them on the EPSS server Also each form can be downloaded as a PDF file to your computer s hard disk Check the relevant fields and click on download to receive PDF copies of the Part A forms IMPORTANT You have a delay of 30 days after the call closure to download a copy of your forms submitted After this delay all data will be deleted of your account and you won t be able access it anymore Depending on the type of call strictly call and sub scheme specific Part A shows the overview of forms A1 A2 A3 1 and the summary A3 2 certain sub schemes also have an A4 form or don t have the A3 1 A3 2 forms Click on the links on the screen that are listed under Form name to access the forms EPSS User Manual Released on 15 December 2011 page 24 of 41 Note If a participant has been added with the use of PIC then a set of fields on the A2 form will already be pre filled with information as retrieved from the database Only some o
38. ure that the responsible participant opens the corresponding A 2 form in order to finish validation The associated PIC data set is only inherited once the A 2 form opened The same validation step is mandatory if the PIC number is deleted or modified These validation steps are necessary to avoid unintended changes in the administrative data If for some reason you decide to change or re introduce a PIC please always make sure that you click on the Update Participant information and then on Accept Please do not forget to open the corresponding A 2 form afterwards to finish verification and have the PIC data inherited EPSS User Manual Released on 15 December 2011 page 25 of 41 Proposal Submission Form Tip x Scroll to the bottom of the page to validate view validation errors and save the forms back to EPSS Topic code s most relevant to your proposal None oe Simdar proposals or signed contracts Sree a Has this proposal or a very sim ar one been previousty submitted to a call for proposats of the 7th EU RTD Framework Programme SELECT ONE IF YES please give the call klentifier please give the proposal or contract number i known ba Oe dike neem ew at isc asman sehen cnad acmcacti sb nina When filling the form please pay particular attention to the verification gt Fill in all fields with data All fields on the forms are mandatory and cannot be empty or 0 are the values that desi
39. ww epss fp7 ore 2 test By clearing the PIC al information related to this PIC wil be lost from the A2 A3 forms and wil have to be filed in marvally Click on OK in order to clear the PIC x sme Add Participant If the PIC data is cleared than all associated information will be erased from the A 2 and A 3 forms and have to be re entered manually again Change PIC code If you object the accuracy of the retrieved information then you can decide to change the PIC by clicking on that button Change PIC EPSS User Manual Released on 15 December 2011 page 20 of 41 Electronic Proposal Submission Service EPSS a ew Li I S EA PIC Search x Atleast a Legal Name must be provided e If NO Legal Name is provided a valid 9 digits PIC number is required Otherwise no search will be performed If PIC AND Legal Name are provided the PIC takes the precedence The Country cannot be used alone PIC Legal Name Search tip SQV RIT Country SELECT ONE _ Cannot read the image Click it to get a new one SEARCH Show 20 entries PIC Organisation Legal Name Address City Country No Data Found Please see section 1 2 1 to know how to search for a specific PIC If you know the PIC you can search it directly by providing its number he page at https www epss fp7 org says m Data has been found for the PIC 999997930 Organisation Legal Name City and Country Fields will be overwritte
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