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The FP7
How to submit a project electronically
AN INFORMATION POINT FOR FP7 IN PALESTINE: Training Seminar of experts
Nicosia, Cyprus - 23-28 November 2008
CNR–DG Mediterraneo e Medio Oriente
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.
EPSSEPSS – URF
EPSSEPSS – URF link
http://ec.europa.eu/research/participants/urf/
You have to insert:
Legal name of your organization
Your first name
Your last name
Your e-mail
EPSSEPSS – 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.
EPSSEPSS – URF
EPSSEPSS – Getting a UserID and Password
Go to Cordis Call page (http://cordis.europa.eu/fp7/dc/index.cfm)
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 e-mail
NOTE : If you have a PIC number you can already use it here
EPSSEPSS – Login
As a coordinator you must use the username and password that has been sent to you by email to access the EPSS.
After the first login, you have to change your password for safety reason.
EPSSEPSS – 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”.
EPSSEPSS – 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 e-mail 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 e-mail 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. 2000 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
