EPSS User Manual for EACI _last and approved version_
Contents
1. you do not need to register again co ordinator information is taken from the A2 forms 2 If you wish to modify the title of the proposal you will have to do it in the forms The title appearing in this page is taken from the registration data and cannot be changed This does not affect the submitted proposal because what is evaluated is the content of the forms and the Part B Go to Proposal setup Page 5 of 28 1 4 Proposal Setup In the proposal setup section you add Other participants that participate in your project IMPORTANT LEGAL NOTICE The intor Energy European Commission gt Energy Links Directorate General for Energy and Transport Transport Trans European Networks Contact Search on EUROPA What s new Links Password Proposal Setup Proposal Participants Participant ID Organisation short name A2 Link A3 Link E mail s TEST e support epss p7 org change email How can you take part Call for proposals Add Participant Evaluation of proposals E j d Call for tenders Organisation Short Name Contract negotiation E Implementing your Participant E mail s project Make sure that the co ordinator e mail address is correct If you include multiple e mail addresses you must separate them with a semi colon and without any space Li To add another participant to the proposal type in the Other participant name and e mail address IMPORTANT LEG2. A connection to the Internet Internet Explorer 6 0 and above or Netscape Navigator 7 0 and above or Opera 6 0 and above or Mozilla Firefox 1 0 and above or Mac OS X Mozilla Firefox browser for Apple Macintosh users Mac OS 9 is not supported and Safari neither With respect to using the EPSS what is the difference between a Coordinator and other participants e Coordinators register for a specific call define the participants of the proposal edit electronic forms send usernames and passwords to other participants upload Part B files Detailed Budget and annexes and finally they submit the proposal e Other participants use usernames and passwords for a specific call that they receive from the coordinator edit their own form A2 and send their annexes to the coordinator Other participants cannot submit the proposal Do I need to register to use the EPSS system Only coordinators should register Other participants obtain the information to access the system from their coordinators I have lost my password what should I do You have to click on the Forgot your password link in order to reset it to the original one Note that only coordinators can request new passwords If you are a participant and forgot your password you should contact your coordinator How can I print a form on my printer It is not possible to print a form directly from the EPSS You need to download the desired form first as a PDF file T
3. Rae eal iei EES TEE a27d7e1436d0bf71c1527443eb8bb261 lementing your ope Detailed Budget file T Checksum EUER 0339c22fe428d8528e0dfafa66a3ofob Annexes Checksum zonis ases pae f e804206b48b562c0b6943191e925f1 Comments f Page 17 of 28 If you receive this screen the proposal is successfully submitted The proposal can be modified and submitted 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 IMPORTANT LEGAL NOTICE T n this si anda oopyright notice European Commission Energy Contact Search on EUROPA Links Directorate General for Energy and Transport Transport Trans European Networks What s new Links Intelligent Energy Ev About the Programme validation Check Validation check FAILED Failure Forms A2 Coordinator A2 test2 A2 test3 A3 T E S T have validation errors or have not been saved Please fix before submission Warning Insufficient partners from Member States or Associated States Failure No Budget file present Preliminary automatic checking has detected errors Your Proposal cannot be submitted part retum Call for proposals Evaluation of proposals Call for tenders Contract negotiation Implementing your project This check is merely to ensure
4. amp S B p 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 a form validation as well Fill out all forms for which you are responsible Page 9 of 28 For the A3 form the total amounts are automatically calculated by the system when the Validate button is pressed Obviously the appropriate fields need to be completed first ITipl 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 saving or validating the form will reset the time out Page 10 of 28 1 6 Part B and Annexes Part B the Detailed Budget as well as all required annexes can only be uploaded by the co ordinator IMPORTANT LEGAL HOTICE anda ht n Contact Search on EURO Links Directorate General for Energy and Transport Transport Trans European Networks What s new Link Prepare Proposal Change Password CheckValidation Submit Proposal Logout General Proposalsetup Part TOT istory 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 How can you take a y For the proposal content Part B you must use exclusively PDF Portable Document Format compatible with Adobe Acrobat P Reader version 5 or higher with embedded f
5. AL NOTICE Th copyright notice European Commission gt Energy Contact Search on EUROPA Links Directorate General for Energy and Transport Transport Trans European Networks What s new Links Proposal Setup Proposal Participants Participant ID Organisation short name A2 Link A3 Link E mail s i TEST Bs 1 supportGepss fp7 org change email How can you take part Call for proposals Evaluation of proposals Call for tenders Organisation Short Name Itest Contract negotiation Participant E mail s test3 test com Add Participant Implementing your project b add participant Once a participant is added the system automatically creates an A2 Participant Information form This form is accessible via the A2 Link button but can also be found after clicking in the Part A Tab Page 6 of 28 IMPORTANT LEGAL NOTICE T site is s a di Energy z ergy jor Energy and Transport Transport Trans European Networks What s new Links Proposal Participants Participant ID Organisation short name A2 Link A3 Link E mail s t TEST Ss suppont epss tp7 org change email How can you take part z teste hest3 testcom change email Delete Call for proposals Evaluation of proposals Call for tenders Contract negotiation Add Participant Implementing your project Organisation Short Name Participant E mail s edi participant Fip The e mail addresses introduced here a
6. Intelligent Energy 85 Europe Electronic Proposal Submission Service EPSS preparation and submission guide Vsi Release Date March 2008 Table of Contents 1 EPSS Preparation User s Guide i cccsccscsdecssiecccaiadedensansccecesiavecedantescensecetbedehiecesansade 3 1 1 Getting a user ID and password cuiii pida atdtes inte e ptas tule toils 3 1 2 BI g a E E T 4 LB initial LOSI einga eiai a EEEE TE 4 1 2 2 Subseguet LOTIN TTE aieiai a eae E e EE Ea ES na EEs 4 1 3 S le O 5 L4 Prop sal RIED PT nr 6 I Peep ante cpcas ss tia ececed ae ARAT de HE 7 16 Part Band Annexes es per YE ARTS MEE su P MS pet MV MEM Po NIRE E MP P EV RE 11 1 6 1 Part B pM m 11 1 6 2 Detailed Byd get T A 13 LOSAN ES a E E E E RE E E E 13 1 7 MY ALAA ON T 16 LS Submit uni m 17 E MEE il s c p 20 2 EPSS Checklist e M 21 3 Not for Macintosh USES ooo tasted dta calice ERO apt dd aped assa did edu lu eai 21 EPSS Frequently Asked Questions FAQ ssssssesssssssssessesssesseesseresseesseessesesseessseesseese 22 EPSS help desk Phone 32 2 23 33 760 Email support epss fp7 org 1 EPSS Preparation User s Guide The EPSS Electronic Proposal Submission Service allows Proposers to create their proposal completely
7. al as well as the number of participants This information is mandatory for the registration but can be changed later in the process of proposal preparation see also 1 3 The EPSS will send you coordinator and partners usernames and passwords by e mail The login and password is linked to only one proposal for the call and for the subscheme you have chosen For each other proposal you want to prepare you have to register again following the procedure described above Page 3 of 28 1 2 Login 1 2 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 Go to https www epss fp7 org eaci iee 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 2 2 Subsequent Logins Go to https www epss fp7 org eaci iee Introduce the Coordinator or Other participant User ID Enter the modified Coordinator or Other participant Password Note By entering the proposal as an Other participant you can only access your own A2 Form for editing Other participants can view all proposal information but only edit their respective A2 forms rip Reduce typing errors Write logins and passwords in a text programm
8. ation check has failed Can I still submit the proposal It depends on the reasons for the failure The proposal validation check could have warnings e g non mandatory fields left blank or errors e g missing Part B missing A forms blank mandatory fields left blank etc In the former case you can continue the proposal submission and also provide some comments regarding the warnings In the latter case the submission is not possible Page 25 of 28 10 11 12 13 What happens with the filled in forms when I edit other participants in the list e Deleting a Participant The Participant Numbers and the Participant Types remain unchanged and the order of participants is adapted Note when deleting a Participant all associated Part A forms are deleted as well For example when deleting Partner 5 the A2 Participant 5 will also be deleted e Adding a Participant A new Participant is added at the end of the list of participants a new A2 is added automatically by the system Which file format may I use for Part B 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 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 Internet Zipped or otherwise compressed archives will not be accepted PDF is self compressing there i
9. ble to submit a proposal which has Warnings it is NOT possible to submit a proposal that has Errors If you cannot locate validation errors please contact the EPSS help desk immediately on 32 2 23 33 760 or support epss fp7 org IMPORTANT LEGAL NOTICE T o ssubjectto a disclaimer anda copyright notice European Commission gt Energy Contact Search on EUROPA Links Directorate General for Energy and Transport Transport Trans European Networks What s new Links About the Programme 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 How can you take ETS z Seem Bunes ATER This check is merely to ensure that all forms are complete and the basic requirements are met It is the responsibility of the Call for proposals co ordinator to ensure that the proposal meets all the eligibility requirements specified in the call for proposals Evaluation of proposals Call for tenders Contract negotiation Implementing your project Page 16 of 28 1 8 Submit Proposal In order to complete the proposal submission the co ordinator must select the Submit Proposal section in fact it is to this section that a user is also directed wh
10. cation What is the difference between a Coordinator and other participants Do I need to register to use the EPSS system Ihave lost my password what should I do How can I print a form What do the evaluators see Can I access EPSS directly not via the IEE website How does EPSS support two stage calls I am in an EPSS form NOT idle filling the fields and the system ejected me saying that I was idle for more than 30 minutes I lost all the data I have filled in Is that normal I am trying to fill the forms and the online help hints obscure the field that I need to write in What can I do I try to open a form in PDF format and I get an error like Error opening document File not found What can I do I am preparing several proposals concurrently I am using different IE7 Tabs for the different sessions and all my sessions are mixed up Is that normal I have validation errors in the forms how shall I fix them B Coordinators Nego o C rs How should I proceed as a coordinator Roadmap I have just registered and the system asks me to change my password Is that normal I uploaded a wrong Part B is it possible to delete it I uploaded a wrong Annex file is it possible to delete it Is there any limitation on the size of the uploaded files When should I submit During submission the proposal validation check has failed Can I still submit the proposal W
11. complies with any internal requirements of the participants organisations relating to the submission of such proposals Call for proposals In doing so the co ordinator accepts that the Executive Agency for Competitiveness and Innovation EACI takes no responsibility for the evaluation or selection of any proposal which subsequently proves not to have been authorised by the er ee competent officials of the participants organisation s Call for tenders Contract negotiation Implementing your project Please press the button below to have your proposal submitted Press this button to submit the 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 IMPORTANT LEGAL NOTICE Th je Energy European Commission gt Energy Contact Search on EUROPA Links Directorate General for Energy and Transport Transport Trans European Networks What s new Links li 2 intelligent Energ POTETE prepare Proposal Change Password Check Validation TUTTE Logout alidation Check Proposal submission The proposal with ID 229398 has been successfully submitted at 17 03 2008 19 00 05 CET Call ID CIP IEE 2008 Instrument CIP IEE Promo P Title s Part A forms How can you take Als part A2 Coordinator A2 AFPCN Call for proposals A35 Evaluation of proposals Call for tenders Regul Ca dm lecksum
12. continue with its preparation Page 15 of 28 1 7 Validation Select Check Validation and click on next in order to validate the entire proposal Possible errors are indicated and can easily be found and resolved RTANT LEGAL HOTICE Th Energy European Commission gt Energy Contact Search on EUROPA Links Directorate General for Energy and Transport Transport Trans European Networks What s new Links 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 How can you take All Part A forms for all participants exist part All compulsory fields in all forms have valid values Partnership requirements as defined for the call are satisfied Call for proposals Part B file exists If annexes are defined annex files exist Evaluation of proposals k ios Call for tenders Contract negotiation The validation check proceeds by checking the rules in the order specified above If any of the rules fail the check shall stop Implementing your immediately and the system shall present an appropriate information message project Please press Next to proceed with the validation check nex Please note that during the validation process Errors or Warnings may be reported It is still possi
13. dified Coordinator Call for proposals 12 03 2008 19 22 41 CET Form A2 test2 deleted EPSS Evaluation c Proposals 12 03 2008 19 22 41 CET Partner test2 deleted Coordinator 12 03 2008 19 22 39 CET Form A2 test3 deleted EPSS paupe cd 12 03 2008 19 22 39 CET Partner test3 deleted Coordinator Implementing your project 12 03 2008 19 20 29 CET Document EPSS FAQ pdf created Coordinator View all history Events And after the submission Energy European Commission gt Energy Contact Search on EUROPA What s new Links WTREESEHSIYH Change Password BILE About the Programme History Modification history Date and time 12 03 2008 19 40 16 CET 12 03 2008 19 39 46 CET 12 03 2008 19 39 35 CET Action Form modified Proposal submitted Form A2 AFPCN modified Form A2 AFPCN modified Modified by Coordinator Coordinator Coordinator How can you take 12 03 2008 19 39 24 CET Form A2 T E S T modified Coordinator pant 12 03 2008 19 39 06 CET Form A3 T E S T modified Coordinator Call for proposals 12 03 2008 19 38 51 CET Form A2 AFPCN modified Coordinator Evaluation of proposals 12 03 2008 19 38 41 CET Form A2 AFPCN modified Coordinator Call for tenders 12 03 2008 19 38 12 CET Form A2 AFPCN modified Coordinator jason IN OTi ton 12 03 2008 19 38 07 CET Form A2 AFPCN modified Coordinator Implementing your 2s project 12 03 2008 19 37 53 CET Form A2 AFPCN modified Coordinator View all
14. e and copy paste them into the fields This prevents mis typing errors Page 4 of 28 1 3 General About the Programme 0 UN Proposal Setup PartBand Annexes History General Information Call Selected CIP IEE 2008 Sub Scheme Selected CIP IEE Promo P Proposal ID Not available E Proposal status Proposal NOT submitted How can you take Bee The information below has been supplied during the registration phase the information supplied during the Pau tor a registration is not inherited in the EPSS account since it is considered indicative only it cannot be modified but On is NOT used for the evaluation of the proposal Make sure that the correct information is present in the A forms Evaluation of proposals and Part B Call for tenders Contract negotiation Implementing your Coordinator project Title Exp rience 242 Name Albert Einstein Address Rue des barbiers 49 1000 Bruxelles Now you may prepare the proposal By clicking on the General Tab you can find information about The selected call The selected subscheme The Coordinator s Details The proposal s status Tip Please check the call and subscheme identification first If you have selected the wrong call and the wrong subscheme you will have to register again The EPSS operator cannot change the registration information and transfer data from one registration to another Note 1 If the co ordinator details change
15. e 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 Upon successful upload of a file the following screen appears Page 14 of 28 IMPORTANT LEGAL HOTICE T Energy n this site issubjectto a disclaimer anda copyright notice European Commission gt Energy Links Directorate General for Energy and Transport Transport Trans European Networks What s new Links ll 2 intelligent Energy rope E a A p ji A gt Contact Search on EUROPA About the Programme Submit Proposal t gout Part B Upload Please wait processing upload File upload complete please wait File EPSS FAQ pdf was uploaded successfully CheckSum a27d7e1436d0bf71c1527443eb8bb261 Your Part B has been uploaded on the EPSS System 7 1f your forms are ready please press the submit button ri you take to have your proposal evaluated for the next deadline Call for proposals Submit NOW Submit LATER Evaluation of proposals Call for tenders a ae Implementing your project 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
16. eets BS private participants PDF Participant short name BS Simplified financial statement SFS private participants XLS Participant short name SFS Financial identification form FI Co ordinator PDF Participant short name FI Declaration by the applicant DEC Every participant PDF Proposal acronym DEC Letter s of support intent LOI optional PDF Proposal acronym LOI Use the Browse button to locate the Annexes files Click on Upload Annex File to upload the annexes to the proposal 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 the Detailed Budget and Annex files are checked for viruses If files are found to be infected they are rejected by the system and the user is warned Upload your proposal early in the process and press the submit button and all buttons that follow in the subsequent pages Doing this ensures that an interim version of the proposal text the part B is already present on the system Remember that the system allows multiple uploads of the proposal text and this facility should be used to avoid the call closure rush In some rare instances the proposal may be altered while in transit on the Internet To check that the uploaded files has been received unaltered perform a download of the part B and the other annexes Practice th
17. en clicking on the Submit NOW button Without submission all the uploaded data Forms Part B Annexes are simply saved in the EPSS database without forming a proposal package and without being recognised as a submitted proposal By clicking on the Submit Proposal button the screen that follows appears IMPORTANT LEGAL NOTICE European Commission gt Energy Contact Search on EUROPA Links Directorate General for Energy and Transport Transport Trans European Networks What s new Links li F Intelligent Energy m FORT 000 Prepare Proposal Change Password Check Validation MENEETTTTZIZITITNN Logout 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 How can you take By submitting this proposal the co ordinator confirms that all necessary internal authorisations have been obtained by all part participants in order ta permit your organisation to submit it and that the submission
18. field Abstract max 2000 char No value specified for mandatory field Major outputs amp expected results max 2000 char No value specified for mandatory field Have you or your partners previously or currently submitted this No value specified for mandatory field Energy Efficiency SAVE No value specified for mandatory field Renewable Energy No value specified for mandatory field Energy Aspects of Done www epss fp7 org Sy A Page 8 of 28 Fill the fields with data All fields are mandatory Use or in case numbers amounts are requested use 0 as values that designate the none or Non applicable value Press the Validate button at the bottom of the form The validation is looking for formal errors in the forms If it finds errors it indicates which fields are wrongly filled Ifall the necessary fields are filled you will find no validation errors at the bottom of the form www epss fp7 org Al T E S T Mozilla Firefox Major outputs amp expected results max 2000 char Have you or your partners previously or currently submitted this proposal to any Community programme IF YES please specify Programme name ZEN na m Distribution of requested budget between programme areas total of 100 3 Renewable Energy Energy Aspects of Energy Efficiency SAVE Sources ALTENER Transport STEER m No Validation Errors Done www epss Fp7 org S
19. hat happens with the filled in forms when I edit other participants in the list Which file format may I use for Part B Should I ZIP the Part B Are there any restrictions on file names Which format may I use for the Detailed Budget May I annex other files How can I check my submitted proposal I am stuck at a specific page of EPSS What can I do I have been ejected from the EPSS system Is that normal C Other participants Qv Us papas How should I proceed as another participant Roadmap Why I cannot edit the A1 A3 forms How do I find my Part A form I cannot upload the Part B file nor the annexes related to my organisation Can I change my password I am trying to login but the system does not accept my password Page 22 of 28 Questions and Answers A General Questions 1 What are my options for preparing and submitting a proposal You can prepare and submit an application only online using the EPSS system What are the Minimum Requirements for using the EPSS application Proposers will access EPSS through Web Browsers The Minimum Requirements are e An SVGA screen i e a screen with a resolution of 1024x768 pixels small fonts Users should not use the font scaling option that is available with some browsers to enlarge the font size in the A forms as this may lead to unpredictable results while visualizing the forms
20. hey are opened on different browser windows IF YOU HAVE TO PREPARE MULTIPLE PROPOSALS YOU MUST USE DIFFERENT BROWSER WINDOWS NOT TABS I have validation errors in the forms how shall I fix them At the bottom of each form the validation errors are listed Make sure that ALL fields have values as all of them are mandatory If you need to introduce a value in a field that has no meaning use the or 0 values if the field is character or number respectively Especially in the A3 only ee 99 e 99 integer numbers are accepted without spaces or Page 24 of 28 B Coordinators 1 How should I proceed as a coordinator Roadmap Coordinator steps Register on the IEE website for a specific call Login to access the online EPSS Change the passwords for the coordinator and the other participants Send the usernames and passwords to the other participants Set up the proposal by entering the number of participants their name and email addresses Edit Part A forms Edit and upload the Part B file Upload other annexes if required Validate proposal to ensure basic checks are satisfied 0 Submit the proposal 1 Logout EL Moe ug tu Ne 2 Ihave just registered and the system asks me to change my password Is that normal Yes the first time you login the system asks you to change the coordinator s and partner s passwords for security reasons 3 Iuploaded a wrong Part B is it possible to delete it You cann
21. history Events Page 20 of 28 2 EPSS Checklist 1 Choose the Call and Subscheme for which you want to apply http ec europa eu energy intelligent call for proposals call library en htm 2 Viathe IEE call page register with EPSS in order to obtain a login and password well in advance of the call 3 Use the provided username and password to prepare and submit the proposal https www epss fp7 org eaci iee 4 Proposal Setup Enter Participants 5 Fill in the Part A Forms and save the forms 6 Upload the Part B file the Detailed Budget and the required annexes 7 Validate the proposal 8 SUBMIT THE PROPOSAL 3 Note for Macintosh users The combination of OSX and Microsoft Internet Explorer may cause problems while uploading files The directory delimiters which Internet Explorer uses are recognized as invalid characters by the EPSS Better results can be obtained using the Mozilla Firefox Browser you can download it from http www mozilla org download html It handles the files without their pathname The Safari browser is NOT supported The Mac OS 9 is not supported Page 21 of 28 EPSS Frequently Asked Questions FAQ EPSS support Contact details support epss fp7 org 32 2 233 3760 from 08 00 to 20 00 CET A General Questions EG eO ION OA ESO UT Tb Ed 11 12 13 14 What are my options for submitting a proposal What are the Minimum Requirements using for the EPSS appli
22. ine help hints obscure the field that I need to write in What can I do You have probably moved from one field to another using the Tab key and not the mouse The hints appear disappear based on the mouse movements NOT based on the field selection Move your mouse on the screen and the help hint that obscures the field will go away I try to open a form in PDF format and I get an error like Error opening document File not found What can I do It has been observed that certain PC configurations may lead to the inability to open online the form in PDF format The exact reason is not yet clear but it is probably related to the PC security policies combined with the cache settings for HTTPS sessions A work around solution is to save the form locally on the PC in PDF format and then open it I am preparing several proposals concurrently I am using different IE7 Tabs for the different sessions and all my sessions are mixed up Is that normal Due to the way that several browsers handle the cookies that are used by JAVA applications to identify user sessions it may happen to have interference between sessions which are initiated on different tabs Typical examples of applications that suffer from interferences are the ones that use login credentials to identify different sessions EPSS is such an application The browser cannot handle the different login sessions if they are opened on different Tabs it can only differentiate them when t
23. ls Evaluation of proposals Call for tenders Contract negotiation Implementing your project Page 18 of 28 rip 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 needs 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 Page 19 of 28 1 9 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 co ordinator to check when for example Partner 2 updated his A2 form An example of the history record before proposal submission anda copyright notice Contact Search on EUROPA What s new Links Links Directorate General for Energy and Transport Transport Trans European Networks l Change Password SS es Modification history Date and time Action Form modified Modified by 12 03 2008 19 27 14 CET Document ENV xls created Coordinator 12 03 2008 19 25 49 CET Login attempt succeed Coordinator 12 03 2008 19 23 56 CET Form A3 T E S T modified Coordinator How can you take 12 03 2008 19 23 50 CET Form A2 T E S T modified Coordinator 12 03 2008 19 23 28 CET Form A2 T E S T mo
24. ntent 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 Page 11 of 28 tools to convert files to PDF format are widely available on the WEB Also 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 for proposals 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 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 readabili
25. o download a specific form tick the corresponding DOWNLOAD PDF box next to the form Then click the download button and follow the onscreen instructions Once the form is downloaded you will be able to print it provided you have the Adobe Acrobat Reader installed on your machine Page 23 of 28 10 11 12 13 14 What do evaluators see All proposals are printed in black and white at a resolution of 300dpi dots per inch before evaluation You should download your proposal and check particularly the legibility of pictures and diagrams under these conditions Can I access EPSS directly not via the IEE website Yes it is possible to bypass the IEE call page once you have obtained a username and password The URL to connect is https www epss fp7 org eaci iee How does EPSS support 2 stage calls Where applicable user name and passwords will remain identical for the first and for the second stage for projects that are retained for the second stage of the call I am in an EPSS form NOT idle filling the fields and the system ejected me saying that I was idle for more than 30 minutes I lost all the data I have filled in Is that normal If the Save or Validate buttons are not pressed the system considers the user idle because there is interaction with the system only when those buttons are pressed Make sure that you save the form you are filling OFTEN I am trying to fill the forms and the onl
26. 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 aconnection to the Internet ascreen with a 1024x768 resolution and small fonts Users should not use the font scaling option that is available with some browsers to enlarge the font size in the A forms as this may lead to unpredictable results while visualizing the forms Internet Explorer 6 0 and above or Netscape Navigator 7 0 and above or Mozilla Firefox 1 0 and above or Opera 6 0 and above or Mac OS X Mozilla Firefox browser for Apple Macintosh users Mac OS 9 is not supported and Safari neither see Note on p 22 1 1 Getting a user ID and password Access to the EPSS is call and sub scheme specific i e you have to first choose for which call for proposals and for which sub scheme o promotion dissemination projects CIP IEE Promo P or o creation of energy agencies CIP IEE Promo A within the call you want to prepare a proposal Access is provided via the respective IEE call page http ec europa eu energy intelligent call for proposals call library en htm After selecting the subscheme you will arrive at the EPSS start page Click on Register fill in the registration form and submit it The registration form in addition to some contact data asks for indicating IEE Key Actions title acronym and abstract of the propos
27. onts It is recommended not to upload very big files To keep sizes down avoid x colour and unnecessary high resolution pictures and graphs The average size of a proposal is 2MB You should aim to restrict Call for proposals your proposal to under 3MB and under no circumstances try to upload a file larger than 10MB Evaluation of proposals Download Part B Annexes Templates zip file Call for tenders Contract negotiation Impl nting your Ur et PART B Overview No Part B File Uploaded Detailed Budget Specify the location of the Budget file to be uploaded File Browse Upload Budget File For the Detailed Budget you must use EXCEL or EXCEL compatible format and the template as provided in the download section Do not upload a PDF Download Budget Template zip file Budget section Overview No Budget File Uploaded Annexes Upload Specify the location of the Annex file to be uploaded File Browse Upload Annex File You should check the call text and guide for proposers for the required annexes legal documents legal entity sheets financial identification form balance sheets and simplified financial statements Please note that un requested information such as company brochures etc will be ignored Any annexes uploaded in PDF Portable Document Format must be compatible with Adobe Acrobat version 3 or higher with embedded fonts Annexes Overview No Annexes uploaded Done wewcepss foz org amp i 1 6 1 Part B For proposal co
28. ot delete a Part B file but you can overwrite it If you upload another Part B file the previous one will be overwritten Please remember that you must re submit press the SUBMIT button after you have uploaded the new part B 4 Iuploaded a wrong Annex file is it possible to delete it Yes it is possible to delete Annex files Please note that Annex files are only permitted where they are specifically requested in the call text All others will be ignored 5 Is there any limitation on the size of the uploaded files In order to have a fast upload process and avoid possible timeout errors it is recommended not to upload very big files To keep sizes down make sure that your Part B file is in PDF avoid colour and unnecessary high resolution pictures and graphs The average size of a Part B is 2MB You should aim to restrict your proposal to under 3MB and under no circumstances try to upload a file larger than 10 MB 6 When should I submit You may submit your proposal at any time before call closure As soon as you have a consolidated version you should submit it You may continue to improve the proposal and re submit the improved version as often as you wish up to the call closure The submission takes place by clicking on the Submit button and all buttons that follow in the subsequent pages simply uploading or saving data is not sufficient Do not tempt fate by waiting until the last moment 7 During submission the proposal valid
29. pecial characters or spaces The PDF Part B must not be encrypted and the parameter that prevents printing must not be selected The proposal contains no unnecessary coloured or high resolution pictures It will be printed in Black and White at 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 Do not use special characters in the file name The system will prevent you from uploading such files 1 6 2 Detailed Budget The Detailed Budget file provides detailed information about the estimated budget and costs of the proposal broken down to the level of participants and work packages Each participant has to provide information to the co ordinator who fills the data into the Detailed Budget file For the Detailed Budget you must use EXCEL or EXCEL compatible format By clicking on the link Download Budget Template the co ordinator downloads the template file XLS format and uses it as a guide to fill in the Detailed Budget section appropriately Do not upload a PDF The Detailed Budget filename should contain the proposal acronym and be structured as follows IEE 08 ACRONYM Budget The file name can only contain Latin letters a z digits 0 9 the underscore _ the dash and the dot character It cannot contain any special characters or spaces Once the Detailed Budget is comple
30. r with the template for Part B You are requested to annex For each participant a scan of the signed legal entity form PDF a scan of the certified copy of the legal documents PDF For private participants only a scan of the certified copy of the most recent balance sheets and profit and loss accounts PDF a simplified financial statement XLS Page 26 of 28 14 15 16 For the coordinator only a scan of the signed and stamped financial identification form PDF Note that only the co ordinator can upload documents to EPSS How can I check my submitted proposal After you have submitted you are advised to download the proposal and print it in black and white at 300 dpi resolution Check the result this is how your proposal will be seen by the evaluators I am stuck at a specific page of EPSS What can I do Clean the Internet browser temporary files cache and cookies Close your browser Restart your session in a new Internet browser window If the problem persists contact the EPSS Helpdesk without delay I have been ejected from the EPSS system Is that normal The EPSS system automatically disconnects users that have been inactive for more than 30 minutes Being active means clicking on buttons performing a validation save or submit operation adding or deleting participants entering data into the electronic forms is not accounted for You are advised to save the form early and often If
31. ract negotiation implementing your A2 test3 im Last updated 12 03 2008 17 55 08 CET by EPSS t Proje a3 r Last updated 12 03 2008 17 49 03 CET by EPSS 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 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 hard disk Check the relevant fields and click on download to receive PDF copies of the Part A forms Form completion and validation of Part A forms ww epss fp7 org Al T E S T Mozilla Firefox Have you or your partners previously or currently submitted this proposal to any Community programme SELECT ONE zi IF YES please specify Programme name fF OE Distribution of requested budget between programme areas total of 100 Renewable Energy Energy Aspects of Sources ALTENER Transport STEER L T D E Energy Efficiency SAVE No value specified for mandatory field Proposal Acronym No value specified for mandatory field Proposal Title No value specified for mandatory field Duration in months No value specified for mandatory field Key Action 1 No value specified for mandatory field Free Keywords No value specified for mandatory
32. re 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 Note The first participant is always the co ordinator 1 5 Part A This section deals with the administrative forms of the proposal or Part A Part A shows the overview of forms A1 A2 and A3 Click on the links that are listed below Form name to access the forms Page 7 of 28 MPORTANT LEGAL NOTICE The information on Energy European Commission gt Energy Contact Search on EUROPA inks Directorate General for Energy and Transport Transport Trans European Networks What s new Links li f Intelligent Energ About the Programme Prepare Proposal Change Password Check Validation Submit Proposal Logot General Proposal Setup TV Parte and Annexes 0 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 How can you take part Al r Last updated 12 03 2008 17 49 02 CET by EPSS Call for proposals AZ Coordinator Last updated 12 03 2008 17 49 02 CET by EPSS Evaluation of proposals Call for tenders A2 test2 x Last updated 12 03 2008 17 53 47 CET by EPSS Cont
33. s no gain in zipping Most calls allow only one PDF file comprising the complete technical annex part B to be uploaded You should check the call text and guide for proposers before uploading any annex Please note that un requested information such as company brochures etc will be ignored The PDF Part B must not be encrypted and the parameter that prevents printing must not be selected Note that only the co ordinator can upload documents to EPSS Should I ZIP the Part B NO PDF files are already compressed Send the Part B only in PDF format Are there any restrictions on file names Use only alpha numeric characters and the character Do not use spaces and do not use any special characters such as V punctuation characters etc Which file format may I use for the Detailed Budget For the Detailed Budget you must use the template provided under Download Budget Template It has to be exclusively in EXCEL or EXCEL compatible format Other file formats will not be accepted by the system Zipped or otherwise compressed archives will also not be accepted Please note that un requested information such as company brochures etc will be ignored Note that only the co ordinator can upload documents to EPSS May I annex other files You should annex exactly what is requested in the call text With the exception of the simplified financial statement all should be uploaded in PDF format All templates are for download togethe
34. ted use the Browse button to locate the Budget file Click on Upload Budget File to upload the Detailed Budget file to the proposal 1 6 3 Annexes Further to Part A Part B and the Detailed Budget most times additional annexes are required These annexes are related to each participant documenting its legal and financial situation You can use the Annexes Upload section to locate and upload them You should not annex any other files unless this is specifically requested in the Call for proposals By clicking on the link Download Part B Annexes Templates the proposer downloads not only the template for Part B but also the list of required annexes as well as the template file for the simplified financial statement xls format For the Annex content the only supported formats are PDF and XLS 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 As the annexes are per participant file naming should include the short name of the participant and follow the system indicated in the below table Page 13 of 28 Type of Annex Who needs to submit Annex File name format Legal documents LD Every participant PDF Participant short name LD Legal entity sheet LE Every participant PDF Participant short name LE Balance sh
35. 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 there are Warning type of validation errors then you can still proceed with the submission by supplying some relevant comments and click on the Submit NOW button IMPORTANT LEGAL NOTICE The information on this site issubjectto a disclaimer anda copyright notice European Commission gt Energy Contact Search on EUROPA Links Directorate General for Energy and Transport Transport Trans European Networks What s new Links il z Intelligent Energy FTE prepare Proposal Change Password TYRAC submit Proposa Logout Validation Check Validation check FAILED Automatic checking reveals potential errors in the following areas Warning Minimum number of participants for this call is 3 Warning Insufficient partners from Member States or Associated States If you wish you may submit the Proposal now 1f you make further modifications you may submit again before the call deadline Submit NOW Submit LATER How can you take part This check is merely to ensure that all forms are complete and the basic requirements are met It is the responsibility of the Call for proposals co ordinator to ensure that the proposal meets all the eligibility requirements specified in the call for proposa
36. this does not explain the reason for being ejected from the system contact the EPSS Helpdesk without delay Page 27 of 28 C Other participants 1 How should I proceed as another participant Roadmap Participant steps Receive username and password from the coordinator Login for accessing the EPSS Edit your Part A2 form Validate your Part A2 to ensure basic checks are satisfied Logout Oe Why can I not edit the A1 A3 forms Individual Participants can only edit forms that apply to themselves such as A2 Only the proposal coordinator can edit all the other forms How do I find my Part A form After logging in navigate to the Part A tab and edit the form that indicates your name as provided by the coordinator or go to Proposal setup and see the forms that are associated with each Participant Only A2 forms can be edited by the Participants I cannot upload the Part B file nor the annexes related to my organisation Only the coordinator has the permission to upload files Other participants have to send the required annexes regarding their organisation to the coordinator However the other participants can access and download the files Can I change my password No only the coordinator can change passwords I am trying to login but the system does not accept my password Contact the proposal coordinator to check if he she has changed the other participant s password Page 28 of 28
37. ty could not be guaranteed in 10046 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 and structure of part B of a proposal the description of the content of the proposal for the specific call is specified in the so called Part B Template file By clicking on the link Download Part B Annexes Templates the proposer downloads the template file RTF format and uses it as a guide to structure the proposal Part B appropriately Open the template Part B RTF file and edit it Save the file and once finished convert it to PDF and then add it to the proposal The Part B filename should contain the proposal acronym and be structured as follows IEE 08 ACRONYM The file name can only contain Latin letters a z digits 0 9 the underscore _ the dash and the dot character It cannot contain any special characters or spaces 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 s
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