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
the service becomes available linked to a given call;
draft and submitted proposals are accessible under the
'My Proposals' tab.
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
Log in with the European Commission Authentication
Service (ECAS)
Login with your ECAS account.
Select 'External' domain, if you do not
work for the Institutions of the EU.
Create one if you don't have any.
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
participants have to register their organisations.
•
•
The registration of the organisations is available under the
'My Organisations' tab.
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
edit the current
draft proposal
…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.
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
Add contact data.
1. Search for an
organisation.
2. Select the organisation
that you want to add.
IMPORTANT:
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...
Step 4: Manage Your Related Parties
Important:
After adding the contact
persons' data, click on
'Save changes'.
An invitation e-mail
will automatically be sent to
each entered
e-mail addresses.
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
templates.
2. Fill in your proposal's
details using the
templates.
3. Save your document(s)
in PDF format.
4. Upload your proposal's
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.
Step 5: Eligibility warnings
Click on the "Submit"
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.
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
555555.
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.
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
• Presentations:
http://ec.europa.eu/research/participants/portal/page/faq#b8
• Contact us:
http://ec.europa.eu/research/participants/portal/page/contactus
• ECAS help:
https://webgate.ec.europa.eu/cas/help.html