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

2. 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?

3. 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
evaluations / letters by post every month

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

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

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

7. 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

8. 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

9. 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

11. 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
users

13. Anonymous survey

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

17. Submission date…

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

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

20. Administrative Verification 1

21. Administrative Verification 1

22. CfP Management time

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

24. 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

25. 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.

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

27. …PROSPECT is ready
coming soon!

28. Are we? :-)

29. Are we ready?
Training
Support
PROSPECT CfP Templates

30. 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

31. … 200 colleagues and 68 Delegations have been trained so far

32. 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

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

34. Intracom HQ : Intracom EUD :
Intracom EUD :