Research and Innovation Participant Portal

Submission of proposals

eFP7 Communication Office August 2012

Electronic proposal submission

The electronic proposal service of each call is accessible via the 'FP7 Calls' page. The service is available once the call has been launched and remains open until the call's deadline. You can save a draft proposal and submit it later. Most calls from July 2012 will be using the new electronic proposal service.

How to access the electronic proposal submission service?

The electronic proposal submission service is available via the 'FP7 Calls' page.
Step 1: To start creating a new proposal, click on the 'FP7 Calls' tab and select the call that you would like to apply for: a) check the latest opportunities under 'View new calls' link, or b) select a call via the specific programme's tab, or c) use the 'Search Calls' sub-tab to find your topic.

a) Check the latest opportunities under 'View new calls' link

You may view the list of all open calls for proposals, sorted by publication date.

b) Select a call via the specific programme's tab

Calls for proposals are listed per specific programme.

Programme-specific calls for proposals are grouped per research theme.

c) Use the 'Search Calls' sub-tab to find your call

You may also search for calls for proposals using your own search criteria.

Step 2:
FP7-CALL IDENTIFIER-2013

Identifier: FP7-CALL IDENTIFIER-2013

Step 2: Select the call and then scroll down to see the Electronic Proposal Submission subtitle.

Step 3:
Step 3: Select the activity topic, objective or funding scheme and then click on 'Go' to access the electronic submission service.

The user guide of the service gives you an overview of the steps to follow.

The new electronic proposal submission service

The new electronic proposal submission system is integrated in the Participant Portal.

After login on the Participant Portal 'My Proposals' tab.

the service becomes available linked to a given call; draft and submitted proposals are accessible under the

Notice for those calls that use EPSS for the proposal submission:
the links to EPSS are provided in the call's page subsequent access to draft proposals are available on the website of EPSS

Login with your ECAS account.

Log in with the European Commission Authentication Service (ECAS)

Create one if you don't have any.

Select 'External' domain, if you do not work for the Institutions of the EU.

The new proposal submission service After login you will arrive at the new electronic proposal service. This wizard will help you to create and submit a proposal step by step.

NEXT

Steps for the submission of proposals Instrument selection Pre-registration Consortium set-up

Edit Proposal & Submission

Filling in Forms

Submitted proposal

NEXT

Steps for the submission of Proposals Instrument selection Pre-registration Consortium set-up

Edit Proposal & Submission

Filling in Forms

Submitted proposal

Step 3: Starting screen

After selecting the funding scheme or objective on the call page, you start directly at Step 3,

'Create a Draft Proposal'

If needed, go back to Step 2, 'Funding Scheme' to change the funding scheme.

Step 2: Change the Funding Scheme

If needed, you have the possibility to change the funding scheme that is available for the given call at

Step 2, 'Funding Scheme'

before creating the draft proposal.

Step 3: Create a Draft Proposal

Proposals are initiated by coordinators. At first the coordinating entity has to be identified.

Identification of organisations

PIC number - the 9-digit identifier of the organisation is required at the beginning of the submission for the
identification of the organisations. Therefore The registration of the organisations is available under the 'My Organisations' tab.

participants have to register their organisations.

Search for the PIC numbers is provided in the proposal submission service or in the Participant Portal search under the 'My Organisations' tab.

Step 3: Create a Draft Proposal

Fill in your PIC or search

for it and give a short name to your organisation to be used in the proposal.

Step 3: PIC search

Click on the "Search" button to check whether your organisation has already a PIC number.

Step 3: PIC search

1. Enter any keywords (name of the organisation, country, city or VAT) and click on 'Search', then

2.a. you can select your organisation from the list of search results 2.b. or you can register your organisation if the search did not give any suitable results.

Step 3: Your Proposal

The basic data needed for pre-registration is: Acronym for the proposal Short summary Activity Topic Press 'Next' to start creating a draft proposal.

Step 3: Your Proposal Pre-registration data

Pre-registration data is then copied into the Forms A:

Acronym for the proposal: it can be modified later on in the Form A. Short summary: describes briefly the purpose of the proposal. It can
be used for the planning of evaluations. See more in the disclaimer. The short summary is copied into the field of 'abstract' in the Form A.

Activity Topic List of participants: based on the data of the chosen PIC number of
the organisation, a Form A will be created for each participant. The form will present the registered legal data for the entity.

Step 3: Create a Draft Proposal

Before creating a Draft Proposal, you are required to read and accept the Disclaimer.

Notification: Draft Proposal created

After accepting the disclaimer, the Draft Proposal is created. A notification is sent to your e-mail address associated with your ECAS account. You can continue to or you can go back to the 'My Proposals' tab, where you can access all your existing draft proposals for 90 days after call closure.

edit the current draft proposal

Steps for the submission of Proposals Instrument selection Pre-registration Consortium set-up

Edit Proposal & Submission

Filling in Forms

Submitted proposal

Step 4: Consortium set-up

Coordinator contacts
can manage the list of participants of the proposal here. Step 1: click on 'Add Partner'

The Consortium eligibility warning shows the minimum number of participants that you need to add, geographical coverage, etc.

Information entered here will be reflected in the administrative forms.

Step 4: Consortium set-up

Step 2: Add contact persons for each organisation by clicking on 'Contact' Edit contact details Please use the e-mail address used by the person to create his/her ECAS account (if it exists).

Contact persons can be re-invited, or contact details can be modified any time.

Step 4: Add Partners

1. Search for an organisation.

Add contact data.

2. Select the organisation that you want to add.

Please check the e-mail of the person beforehand. If this person doesn't have an ECAS account yet, the e-mail address you entered will be the one used for the creation of a new ECAS account.
more info about ECAS...

IMPORTANT:

Step 4: Manage Your Related Parties

After adding the contact persons' data, click on 'Save changes'. An invitation e-mail will automatically be sent to each entered e-mail addresses.

Important:

You will be able to edit the Consortium again by clicking on the "Back" button on Step 5.

Steps for the submission of Proposals Instrument selection Pre-registration Consortium set-up

Edit Proposal & Submission

Filling in Forms

Submitted proposal

Step 5: Edit Proposal Part A and B

Proposals are composed of: Part A: the administrative information (list of participants, legal and financial forms, etc.) Part B: a PDF document with the scientific and

technical contents

additional documents, annexes (optional)

Steps for the submission of Proposals Instrument selection Pre-registration Consortium set-up

Edit Proposal & Submission

Filling in Forms

Submitted proposal

Step 5: Edit Proposal Part A

Administrative forms: Coordinators have the right to edit all sections of the PDF Participants can only update their relevant sections including budget

Step 5 Form filling

There are helpful tools to help you with filling in the forms:

Highlight Existing Fields: shows which

fields have to be filled in Go To: allows you to navigate quickly within the form

Validate Form: shows the

list of empty fields or fields with wrong data.

Click on "Save and close" to return to the main page.

Step 5: Edit Proposal Part B

To fill out the Part B: 1. Download the 2. Fill in your proposal's details using the templates. 3. Save your document(s) in PDF format. 4. Upload your proposal's

templates.

documents in PDF.

Step 5: Validation
Click on the 'Validate' button to check for potential errors in your Draft Proposal.

You may receive warning(s) about the current state of your proposal.

button to submit your Draft Proposal. Submitting your proposal must not be a last-minute exercise. You may submit a proposal early in the process, then update and submit an improved version several times before the call closure.

Step 5: Eligibility warnings Click on the "Submit"

You may receive warning(s) about the current state of your proposal's eligibility, but you can submit your proposal anyway and open it again for re-editing before the deadline.

Step 5: Eligibility warnings

Click on the "View warnings" button to view the identified problem directly in the forms. You can give a justification if you want to submit your proposal in spite of the warnings.

Step 5: Eligibility warnings Blocking errors

Demo Account

Some of the warnings will block your submission, e.g. - empty Forms A, no proposal title; - missing Part B. Please validate your proposal before submission.

Steps for the submission of Proposals Instrument selection Pre-registration Consortium set-up

Edit Proposal & Submission

Filling in Forms

Submitted proposal

Step 6: Submit your proposal

A confirmation message is displayed when your proposal is successfully submitted. This confirmation message will also be sent to your e-mail address. Before the deadline of your call you can: Re-edit your proposal, Withdraw your proposal, Download a digitally signed, time-stamped version of your proposal this function is available up to 90 days after call closure.

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Access all your existing - draft or submitted - proposals under the 'My Proposals' tab after login.

Edit-draft View-submitted

Click on 'Edit-draft' to access your saved proposal.

More information

User guide of the new electronic proposal submission service

https://ec.europa.eu/research/participants/portal/ShowDoc/Participant+Porta l/portal_content/docs/submission/10_minutes_guide_to_the_submission.pdf

FAQ:

http://ec.europa.eu/research/participants/portal/page/faq http://ec.europa.eu/research/participants/portal/page/faq#b8 http://ec.europa.eu/research/participants/portal/page/contactus https://webgate.ec.europa.eu/cas/help.html

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