1. e-Calls PROSPECT
DEVCO Training IT
19/04/2018

2. Agenda What is e-Calls PROSPECT? Interactions with other systems
How to use the application
Roles and permissions
Types of Calls for Proposals and their timelines
Processes Flowchart
Documentation & Links

3. 1. What is e-Calls PROSPECT?
It is the online system for managing Calls for Proposals (CfP)
Its advantages:
Decreased workload;
Improved quality of day-t-o-day work: no more encoding or archiving of proposals, no more printing or signing of letters, no more postal mails to be sent;
Improved data quality;
And better service to civil society organisations.

4. 2. Interactions with other IT systems
e-Calls
CRIS DEC
CRIS CTR
CRIS PAP
ARES
DWH
PADOR

5. 3. How to use it? From the intranet: How to access it:
Browsers to use: Internet Explorer, Microsoft Edge, Firefox, Chrome
Languages: EN, FR (ES & PO for externals)

6. Admini-strative Agent
3. Roles and permissions
Verifying
Agent
Initiating Agent
Chair-person
Secretary
Admini-strative Agent
Voting member
View agent
Observer
Delegation Assessor
Internal assessor
Role
Unit
Administrative Agent
Operational & Financial
Initiating
Financial & operational
Verifying
Financial
Secretary
Chairperson
Voting members
Operational
Internal assessor
View agent
N/A
Delegation assessor
Observer

7. DEVCO APPLICATION SUPPORT or NEAR APPLICATION SUPPORT
To request roles and permissions: to
DEVCO APPLICATION SUPPORT or
NEAR APPLICATION SUPPORT

8. 5. CfP types and their timelines
Restricted
BY DEFAULT
Open
IN EXCEPTIONAL CASES
= procedure where all applicants may ask to take part but only the applicants who have been shortlisted (on the basis of a concept note in response to a call launched through published guidelines for applicants) are invited to submit a full application
= via a prior approval (direct management) or prior authorisation of the European Commission (indirect management with ex-ante controls), calls for proposals may be open, i.e. all applicants are free to submit a full grant application.

9. 5.1 Timeline of a restricted CfP

10. 5.2 Timeline of an Open CfP

11. 6. Process Flowchart (For Restricted Calls)
Preparation & Publication
Submission CN
Evaluation CN
Reports & Letters CN
Submission FA
Evaluation FA
Reports & Letters FA
Eligibility
Reports & Letters EL.
Closed
Report
(Secretary):
Prepare
Sending for Approval
(Chairperson): Approves
Call creation
(IA):
General Info
Calls & Lot settings
Grid preparation
Attach Doc
Sending for Approval
(VA):
Approve or reject
Publish (at time indicated)
Evaluation
Preparation
(IA):
Persons in charge
(Secretary):
Assessment (deadline and type of assess.)
Setting Grids (for first admin check
and CN evaluation )
CN Evaluation
Performing First admin check
Performing CN Evaluation
Report
(Secretary):
Prepare
Sending for Approval
(Chairperson): Approves
Evaluation
Preparation
(Secretary):
Assessment (deadline and type of assess.)
Setting grids (Second admin check and Full Proposal evaluation)
FA evaluation
Second admin check
Full Proposal evaluation
Report
(Secretary):
Prepare
Sending for Approval
(Chairperson): Approves
Evaluation
Preparation
(Secretary):
Assessment (deadline and type of assess.)
Setting eligibility grid
EL Evaluations
Check info in PADOR
Grid for EL (in Prospect)
Online Submission by orgs Or
(Secretary):
Encoding on behalf
How to modify a published call
(derogation, corrigendum or VA approval)
Online Submission by orgs Or
Encoding on behalf
(Secretary)
Prepare list
of selected applicants
(Secretary)
Then published in EuropeAid website
(once the doc is uploaded in PROSPECT)
Letters
Prepare
Convert
Sending for Approval
(Chairperson): Approves
Letters
Prepare
Convert
Sending for Approval
(Chairperson): Approves
Letters
Prepare
Convert
Sending for Approval
(Chairperson): Approves
Submission Ongoing CN
Under evaluation CN
Submission Ongoing FA
Under evaluation FA
Under evaluation EL
Completed
Draft/RfP

12. 7. Documentation Where to find documentation on Calls for Proposals?
For Business-related aspects: check Section 6.5. Call for Proposals of the PRAG (Practical Guide to Contracting Procedures applying to all EU external financed from the BUDGET & the EDF):
For IT-related instructions:
User guides:
E-learnings:

13. Thank you! The DEVCO IT Training Team DEVCO.R.4