The new IT Tool for Calls for proposals DEVCO.B6, Delegation Uganda, Delegation Kenya

A short presentation on PROSPECT…. what is it and when can we use it? how does it simplify our work? how do colleagues and applicants like it? Last but not least… how does it work?

1 call for proposals is published every 36 hours Currently in Headquarters and Delegations… 1 call for proposals is published every 36 hours 1500+ paper applications every month 4000+ evaluations / letters by post every month

The calls for proposals cycle Publication Submission Evaluation Letters The calls for proposals cycle

Systems and services used Publication Submission Evaluation Letters e-PRAG Templates Encode in CRIS Postal service ASSOC + email Print + Sign Postal Service Systems and services used

one process, one system, online e-PRAG Templates Encode in CRIS Postal service ASSOC + email Print + Sign Postal Service one process, one system, online

Module 2: Call creation and publication Module 3: Submission (Module 1: Configuration of Legal Basis) Module 2: Call creation and publication Module 3: Submission Module 4: Evaluation and Letters Focus on what is new

Added value of PROSPECT 1: Decrease workload 2: Improve quality of work and data quality 3: Provide better quality service to CSOs Added value of PROSPECT

on July 15, 2015 ARES( signed-today ! ) the system will become available to all and will replace CfP CRIS for new calls on July 15, 2015 Successful first phase in HQ and EUDs Change management activities ready New PRAG

16 calls already in PROSPECT 7 Delegations (Uganda and Kenya) plus 2 upcoming in South Africa 9 HQ DEVCO and NEAR (incl. FPA) 10% ofthe total number of calls per yea 1000 users

Anonymous survey

From CRIS to PROSPECT The experience from Uganda FCA Regional Seminar - East and Southern Africa Mauritius 2015

Submission date…

Was PROSPECT an obstacle for some applicants to submit their proposal?

Was PROSPECT an obstacle for some applicants to submit their proposal?

Administrative Verification 1

Administrative Verification 1

CfP Management time

The experience from Kenya FCA Regional Seminar - East and Southern Africa Mauritius 2015

To Pilot PROSPECT or Not? Will be difficult to learn Will have many bugs at this stage Will not be efficient Access to HQ support? We were scared of the unknown

Our Experience of PROSPECT A simple system ALL encoding done by Task Manager OAC1 and OAC2 done by Secretary5 Efficient ALL deadlines met Less bureaucracy Initiation by Task Manager and approval by Chairperson 2 bugs Excellent support Myrto & Co.

this version has been further improved Requests for changes by pilot Delegations Bug fixes New PRAG tested by HQ - Geographical Directorates 90% success rate

…PROSPECT is ready coming soon!

Are we? :-)

Are we ready? Training Support PROSPECT CfP Templates

Training Classroom training and filmed sessions User manuals and FAQ   Classroom training and filmed sessions User manuals and FAQ Toolkit for information sessions Powerpoint presentation User manual FAQ

… 200 colleagues and 68 Delegations have been trained so far

DEVCO E4 SUPPORT FCA DELEGATIONS For technical questions: IT support (8:30-18:00) For questions about the procedure: Dir E Dir G Dir H NEAR FPI DEVCO E4 SUPPORT FCA DELEGATIONS DEVCO G PROSPECT DEVCO H3 SUPPORT FCA NEAR R2 PROCEDURAL QUESTIONS FPI CRIS USM

Templates New templates available in PROSPECT Simplified Annexes Simplified procedures (PRAG 2015)

Intracom HQ : Intracom EUD : https://myintracomm.ec.europa.eu/dg/devco/resources-procedures/it-information-systems/Pages/prospect.aspx Intracom EUD : http://myintracomm.ec.testa.eu/dg/devco/resources-procedures/it-information-systems/Pages/prospect.aspx