FP6 IT System 1 ELECTRONIC PROPOSAL SUBMISSION SYSTEM

FP6 IT System 2 CONTRACT & PROJECT MANAGEMENT C P M ELECTRONIC PROPOSAL SUBMISSION E P S S PROPOSALS EVALUATION SERVICE PROVIDER ESP PMT NEGOTIATION P M T PMT RANKING & DECISION T P M e

FP6 IT System 3 EPSS in short EPSS (Electronic Proposal Submission System) –enables project coordinators and partners to prepare their administrative forms or part “A” off-line using an offline tool OR –enables project coordinators to prepare and submit their proposal online through the Internet using a web site accessed seamlessly from Cordis

FP6 IT System 4 4 methods: –On-line preparation and submission using the Electronic Proposal Submission System (EPSS) –Preparation off-line using the same tool as EPSS, followed by on-line submission via EPSS –Off-line preparation using the same tool as EPSS followed by submission on CD or diskette –On paper

FP6 IT System 5 Service provider Submission mode Preparation mode Supporting toolConsequences On line preparation Using the EPSS on- line as supporting system No re keying needed EPSS Online submission Off line preparation Using the Electronic preparation tool as supporting system No re keying needed Using the electronic preparation tool as supporting system No re keying needed. Forms files upload Electronic support (CD- ROM) Using RTF files for the forms (paper) Paper submission Using the electronic submission tool as printing engine ESP Physical media submission Paper based submission Using predefined forms downloaded from the site Re keying needed

FP6 IT System 6 EPSS ON LINE PREPARATION ON LINE SUBMISSION Demonstration & Screens

FP6 IT System 7 LOGIN SCREEN - A CALL HAS BEEN SELECTED ON CORDIS

FP6 IT System 8 EITHER YOU LOGIN, REGISTER, DOWNLOAD THE OFFLINE

FP6 IT System 9 ENTERING THE USER NAME AND PASSWORD

FP6 IT System 10 CHANGE CO-ORDINATOR PASSWORD AT INITIAL LOGIN

FP6 IT System 11 CHANGE THE PARTNERS PASSWORD AT INITIAL LOGIN

FP6 IT System 12 DUTSUUTOW5

FP6 IT System 13 PREPARE PROPOSAL : ADDING PARTICIPANTS

FP6 IT System 14 PREPARE PROPOSAL: PART A : ADDING PARTNERS Click on the name to open the form

FP6 IT System 15 Proposal number is given by the EPSS system, at submission time

FP6 IT System 16 PREPARE PROPOSAL: PART A : FORM A1 UPDATE

FP6 IT System 17 PREPARE PROPOSAL: PART A : A1 FORM - VALIDATION The ‘save form’ button will validate and save the form on the system

FP6 IT System 18 Information is transferred from form 1 to other forms, here, the acronym is transferred

FP6 IT System 19 PREPARE PROPOSAL: PART A : FORM A2 - CO-ORDINATOR DETAILS

FP6 IT System 20 PREPARE PROPOSAL: PART A FORM : A2 HELP SYSTEM

FP6 IT System 21 PREPARE PROPOSAL: PART A : FORM A2 - SAVE BUTTON Check the BOTTOM of the form for validation errors

FP6 IT System 22 PREPARE PROPOSAL: PART A :FORM A3 - FINANCIAL TABLES

FP6 IT System 23 PREPARE PROPOSAL: PART A :FORM A3 - AFTER VALIDATION Totals and subtotals are computed only when the ‘save” button is pressed

FP6 IT System 24 PREPARE PROPOSAL: PART B : SELECTING FILE TO UPLOAD Please pay attention to size of files to be transferred

FP6 IT System 25 PREPARE PROPOSAL: PART B : SELECTING THE FILE Please do not use special characters in the file name

FP6 IT System 26 PREPARE PROPOSAL: PART B - AFTER UPLOAD... Valid formats are RTF and PDF files

FP6 IT System 27 PREPARE PROPOSAL: SELECT ANNEX TO UPLOAD Proposal name and annexe(s) names should be different Valid formats are RTF and PDF files

FP6 IT System 28 PREPARE PROPOSAL : ANNEX IS UPLOADED

FP6 IT System 29 HISTORY LOG

FP6 IT System 30 AFTER UPLOAD, YOU HAVE TO SUBMIT THE PROPOSAL After an upload of the proposal, you have to press submit

FP6 IT System 31 SUBMISSION RESULTS - VALIDATION ERROR MESSAGES

FP6 IT System 32 SUBMISSION : POSSIBLE WITH FAILED CHECKS

FP6 IT System 33 SUBMISSION : COMMENTS WHEN SUBMITTING

FP6 IT System 34 SUBMISSION - SYSTEM CONFIRMATION

FP6 IT System 35 EPSS FEATURES To summarise, the EPSS –Starts off the CORDIS web site, –Is available as an OFF-LINE package, –Is available as an ON-LINE web service, To summarise, profiles are different for –co-ordinators of a proposal –partners of a proposal –EPSS technical staff –EC officials

FP6 IT System 36 EPSS FEATURES To summarise, co-ordinators: –Can download the A forms or the off-line tool (Electronic Proposal Tool or EPT) –May request a password from the EPSS, creating an account on the system to store an retrieve the proposal and forms

FP6 IT System 37 EPSS FEATURES To summarise, co-ordinators: –Control the consortium adding & deleting partners, assigning passwords to partners –Control the proposal status: submitting the proposal until closure, uploading part “B” or proposal text file, verifying part “A” or administrative forms –Must press the button whenever the proposal is uploaded anew

FP6 IT System 38 How should I proceed as a coordinator? (Roadmap) 1. Register on the CORDIS website for a specific call. 2. Login for accessing the online EPSS. 3. Change the passwords for the coordinator and the partners. 4. Send the usernames and passwords to the partners. 5. Set-up the proposal by indicating the number of participants, their participant id, name and addresses. 6. Edit Part A forms. 7. Edit and upload the Part B file. 8. Upload Part B annexes. 9. Validate proposal to ensure basic checks are satisfied. 10. Submit the proposal. 11. Logout.

FP6 IT System 39 EPSS FEATURES To summarise, partners: –Can download forms, off-line tool without password or pre-registration –Have the right to create, modify A2 forms using a password given by the co-ordinator –Can read (and control) all proposal components until call is closed

FP6 IT System 40 EPSS FEATURES To summarise, the EPSS system: –Initiate the process flow & offers secure proposal storage, –Enables communication between coordinators and partners, –Allow co-ordinators to perform multiple submissions until the call closes

FP6 IT System 41 EPSS FEATURES To summarise, the EPSS system: –Validates the part “A” or administrative forms of a proposal –Ensure that submission deadlines are adhered to: ‘best practices’ imply submitting well before the call closure and performing a download of what has been submitted

FP6 IT System For any technical questions you may have please contact the EPSS Help Desk at: Tel: