The FP7 How to submit a project electronically AN INFORMATION POINT FOR FP7 IN PALESTINE: Training Seminar of experts Nicosia, Cyprus November 2008 CNR–DG Mediterraneo e Medio Ori ente Salvatore Di Napoli

EPSS – Electronic Proposal Submission System The EPSS (Electronic Proposal Submission System) 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, Internet Explorer 5.0 and above or Netscape Navigator 7.0 and above or Opera 6.0 and above or Safari browser for the Macintosh user JavaScript and ActiveX controls enabled

Participants had to provide to the Commission their legal and financial information every time they submit a proposal or negotiate a contract. To eliminate these redundant requests for information, we invite you to register your organizations data only once in the Unique Registration Facility or URF.Unique Registration Facility or URF EPSS EPSS – URF

EPSS EPSS – URF link

You have to insert: Legal name of your organization Your first name Your last name Your EPSS EPSS – URF

After your first registration, you will receive a PIC code on your e- mail. The PIC (Participant Identification Code) is a unique code for identifying the participant in any stage alongside the R&D funding management process of the programmes managed by the Commission’s Research DGs. The default format of PIC is a 9 digits numeric code without separator or special characters. You will able to submit a proposal or negotiate a grant agreement just introducing your PIC code. EPSS EPSS – URF

EPSS EPSS – Getting a UserID and Password Go to Cordis Call page ( On the call page, go to the Electronic Proposal Submission System service (EPSS) 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 submit it The EPSS will send you the Coordinator and Partner usernames and passwords by NOTE : If you have a PIC number you can already use it here

EPSS EPSS – Login As a coordinator you must use the username and password that has been sent to you by to access the EPSS. After the first login, you have to change your password for safety reason.

EPSS EPSS – General By clicking on the “General” Tab, you can find information about: The selected call The selected instrument The Coordinator’s details The submission Type (online preparation/online submission) The proposal’s status Go to “Proposal setup”.

EPSS EPSS – Proposal setup In the proposal setup section you define the number of partners that participate in your project. The first participant is always the co-ordinator Make sure that the co-ordinator address is correct. To add a partner to the proposal, you may provide the relevant participant’s PIC number and must provide a participant short name and address If you add a new participant without providing a PIC number, then the following information is also requested: legal status of organisation, the method of determining the Indirect Cost. Then click “Add Participant” The system automatically creates the appropriate A2 form and either an A3.1 form

Preparation of the project proposal – Part A Part A includes: A1 - Brief information about your proposal, with abstract A2 - Administrative information about people (scientists in charge) and organizations A3 - Financial information (estimated budget of the proposal)

Preparation of the project proposal – Part A Form A1 Proposal Title (max. 200 char.) Duration in months Activity code Free Keywords Abstract (max char.)

Preparation of the project proposal – Part A Form A2.1 Administrative Data Status of your Organisation

Preparation of the project proposal – Part A Form A3.1 Vertical entry Personnel costs Subcontracting Other direct costs Indirect costs Option only for ICPC (Lump sum, flat rate, …) Total costs Requested EC contribution Horizontal entry RTD Demonstration Formation Coordination Support Management Other Total

Part B is the scientific and technical part of the proposal. Part B is written in.doc format, but then saved as.pdf file. Part B must be uploaded on the EPSS system only as.pdf file. Remember, there is an overall limit of 10 Mbyte to the size of part B. Each section in Part B has a page limit number. Although they are “recommended”, it is maybe better to respect these maximum page lengths. Preparation of the project proposal – Part B

The format of Part B of a proposal for the specific call is specified in the so called “Part B Template” file. By clicking on the link “Download Part B templates”, the proposer download the template file and uses it as a guide to structure the proposal Part B section appropriately. Once the Part B file is created, convert it to.pdf file and add it to proposal. Click on “Upload Proposal File” to upload the Part B file to the proposal. Preparation of the project proposal – Part B

Preparation of the project proposal – Annexes 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 The Annex filename must be different from the Part B filename

Preparation of the project proposal – Submission If the proposal is ready, you should click on “Submit NOW” in order to submit it If not, then click on “Submit LATER” in order to continue with its preparation

Preparation of the project proposal – Validation Click on “Validation check” in order to validate the entire proposal Possible errors are indicated and can easily be found and resolved

SUBMIT PROPOSAL In order to complete the proposal submission, the proposer must select the “Submit Proposal” section Without submission, all the uploaded data are simply saved in the EPSS database without forming a proposal package and without being recognized as a submitted proposal Finally, press on “Press this button to submit the proposal”

SUBMIT PROPOSAL 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