ENV-NCP-TOGETHER Dr. Shilpi SAXENA Partner im EU-Project "Environment NCP Together"...

ENV-NCP-TOGETHER

Dr. Shilpi SAXENA

Partner im EU-Project "Environment NCP Together"

National Contact Point Environment, Germany

Specific Programme Cooperation in FP7

- Proposal submission -

Proposal submission (contd.) - timeline

Project Idea

Project Preparation

Write a Proposal

Sub-mission

Evaluation How to negotiate

Project Management

t=0 t=9 month t=36 - 48 month

CoordinatorScientific/Administrative

Partner 2Partner 3Partner 4....Partner n

EC

Non-disclosureagreement(voluntary)

When starting as a consortium

ConsortiumAgreement(obligatory)

GovernanceIPR

Finances

When submitting proposalor signing EC contract

What is a consortium – and where can ICPCsparticipate?

If no experience: level where you as an ICPC should participateCriteria for project: your quality & contribution Criteria as partner: reliability & commitment

Coordinator

Workpackage (WP)Leader

Task Leader

Partner

PART A - Administrative part

- Summary

- Participants

- Financial breakdown

- Workplan tables

PART B – Main part

- Scientific & Technological Quality Section B.1

- Management Structure Section B.2.1

- Consortium Section B.2.3

- Dissemination Section B.3.2

- Ethical Issues Section B.4

Roles in the consortium - and where can ICPCsparticipate?

If no experience: level where you as an ICPC should participate

How and where do I submit the proposal?

• Tools

- Electronic Submission Service (SEP) - new

the previous EPSS* is replaced by a new system** !

- SEP User Manual

http://ec.europa.eu/research/participants/portal/download?docId=32270

- Access via Participants portal

http://ec.europa.eu/research/participants/portal/appmanager/participants/portal

* EPSS = Electronic Proposal Submission Service

** The Participant Portal states under ''Forthcoming functionalities'': The currently separate electronic proposal submission system will be replaced by a new system integrated in the portal.

Will your system work? - System configuration -

Source: SEP User Manual http://ec.europa.eu/research/participants/portal/download?docId=32270

Helpful information – for the submission

• get familiar with Electronic Submission Service (SEP) well before deadline

• ICPC: complete administrative form (part A – A.2.1 Partners; A.3.1.1 Budget) in

advance contact coordinator in time ref. registration information

• There is no 'pre-proposal check service' offered for the ENV calls, but:

• NCPs (http://cordis.europa.eu/fp7/ncp_en.html)

• FP7 enquiry service (http://ec.europa.eu/research/enquiries)

• Help desk SEP (hyperlink….)

• Help desk research ethics issues (http://cordis.europa.eu/fp7/get-support_en.html)

• Help desk IPR (http://www.iprhelpdesk.eu/)

Source: EU-Commission

Important registrations: PIC, LEAR (Form A)

before even entering the SEP, you need to register at an earlier stage

(i.e. in time)

• PIC = Personal identification code

unique code, only one identification

• LEAR = Legal entity appointed representative

identified by the management can view all legal and financial

data online can ask for changes and corrections

• URF = Unique Registration Facility

Internal database: verification of existence and legal status of all

participants

Submission step by step

SEP – important prior steps

1. Get the PIC of your organisation2. Register3. Login and use SEP

Then: (Coordinator only)• Topic code (cf. Work Pr.)• Title• ACRONYM• Abstract• Partners Everything can be changed later

Set up• Part A: forms• Keywords, abstract, Title etc• Partner Institution: short name &

address details• Budget forms (per partner & Global)• Part B: DOWNLOAD free text template

for project

Password sent to coordinator by mail:Username: QPZQYLAT3DPW (changed at first login): sludge2009Coordinator needs PIC of Partners

Source: SEP User Manual http://ec.europa.eu/research/participants/portal/download?docId=32270

SEP – important prior steps (contd.)

To access Participant Portal & its underlying services, incl. SEP, you need an ECAS account (personal ID)

Mandatory to complete information requested from partners or in order for proposal coordinator to submit the proposal

If no ECAS account – register!https://webgate.ec.europa.eu/cas/eim/external/register.cgi

Source: SEP User Manual http://ec.europa.eu/research/participants/portal/download?docId=32270

SEP – important prior steps (contd.)

If you have already an account with the Commission, 1. At ''Where are you from?'' Window - Select ''Neither an institution

nor a European body option'' and click on the ''Select'' button

To reach ECAS site, go to Participants Portal: http://ec.europa.eu/research/participants/portal/appmanager/participants/portaltop left corner – click on Login; then to get on above site click on ''Is the selecteddomain correct? External Change it''Source: SEP User Manual http://ec.europa.eu/research/participants/portal/download?docId=32270

SEP – important prior steps (contd.)

2. Provide your user name and password 3. Click on the Login button

Source: SEP User Manual http://ec.europa.eu/research/participants/portal/download?docId=32270

SEP – important prior steps (contd.): Access

Coordinator:Will go to call page information of call where project proposal to be submitted http://ec.europa.eu/research/participants/portal/page/home

Source: SEP User Manual http://ec.europa.eu/research/participants/portal/download?docId=32270

SEP – important prior steps (contd.): Access

Coordinator:Scroll down until Participant Portal Submission Service section & follow instruction to access submission system

Source: SEP User Manual http://ec.europa.eu/research/participants/portal/download?docId=32270

Passwords are personal. They are no longer linked to a specific proposal. Sharing your password means giving access to all your proposals, projects and costs statements

SEP: Part A2.1 – Participants

Source: EU-Commission

Get your budget right as it is hard to change it later

on

A2 concerns you and your organization Þ each

participant fills in section A2 (one form per participant)

SEP: Part A3.1.1 – Budget

Source: EU-Commission

ICPC: if you choose lump sum, fill this row only

ICPC: if you do NOT choose lump sum, fill these rows

Get your budget right as it is hard to change it later on

SEP: Step 2 – Funding scheme

Source: EU-Commission

Coordinator selects funding scheme

SEP – PIC prior Step 3

Source: SEP User Manual http://ec.europa.eu/research/participants/portal/download?docId=32270

• Participant Identification Code: mandatory for SEP

- unique 9 digit number helps EC identify participant

- used in all grant-related interactions between participant & Commission

- If your organisation already participated in FP7 proposal organisation

has already received PIC number

( likely also has Legal Entity Appointed Representative (LEAR))

- All participants already possessing PIC: use to identify yourselves

in SEP

- After entering PIC: sections of A forms automatically filled in

SEP – PIC prior Step 3

check Participant Portal, if PIC already existing:

http://ec.europa.eu/research/participants/portal/page/searchorganisations

SEP – PIC prior Step 3 (contd.)

Source: SEP User Manual http://ec.europa.eu/research/participants/portal/download?docId=32270

If PIC not yet available for an organisation obtain by registering organisation in UniqueRegistr. Facility (URF): http://ec.europa.eu/research/participants/portal/page/myorganisations

SEP: Step 3 – Create a draft proposal

Source: EU-Commission

PIC: Fill or search

SEP: Step 4 – Manage your partners

Source: EU-Commission

acronym can be changed in the system

Email address in ''add contact'' is vitally important – cannot be changed; if needs to be changed the partner needs to be deleted and re-added as the system is connected to ECAS (in case partner already has an ECAS account then automatic link up). all admin. forms for this participant are deleted - takes place right after coord. clicks on delete button

Only coordinators can edit this page: managing & reviewing proposal partners

SEP: Step 5 – Edit & upload proposal

Source: EU-Commission

Forms are in PDF (old EPSS Forms are placed into SEP – Part A, B)

SEP: Step 6 – Submit proposal

Source: EU-Commission

Coordinator can submit as many versions as wanted. But note that only the last version, if eligible, will be evaluated.SEP data is encrypted and not accessible, even to the Commission services, before the deadline.