Online submission of veterinary programmes. User information

Transcription

1 Online submission of veterinary programmes User information

2 Introduction The online system is intended to facilitate the procedure for application of EU cofinancing for veterinary programmes The system is based on PDF templates that can be filled in and saved Once filled in, they can be easily submitted online to the Commission A unique identification number is attributed to each submission The use of the system for the submission of programmes is compulsory since 2013

3 Introduction In the following pages you can find information and tips on different functionalities of the templates (versions released in ): 1. Filling in tables 2. Attaching files 3. Verifying the data 4. Submitting the programme 5. Loading old data to the new templates 6. Multiannual programmes 7. Submission of modifications

4 1. Filling in tables - Add new row The «Add a new row» button adds a row to the table for filling in data You can always delete the row by clicking the X beside the row For some tables you cannot delete the last row of a table: at least 1 row stays.

5 1. Filling in tables Drop down lists For cases where you need to introduce a non listed value: 1.In the drop down boxes, choose option «Other please specify» 2.You will be then warned that you need to type a new value 3.Click OK and enter text

6 1. Filling in tables Cost tables In several Annexes: * an automatic link is made between the targets and the cost table * the unit costs and the ceilings are already inserted. For others: specific numbers and values shall be inserted manually To facilitate the handling of cost data, please: 1. Fill-in the text fields in English 2. Limit as much as possible the text entries to the pre-loaded options where available. 3. If you need to further specify a pre-loaded option, please keep the pre-loaded text and add your clarification to it in the same box.

7 2. Attachments To attach files always use the button on the last page (not through the Acrobat Reader menus) The templates can receive attached files max size 2.5MB Remember that only files with listed extesions are accepted (jpg, jpeg, tiff, tif, xls, doc, bmp, pna, pdf) Make references to the attachments within the relevant text part(s) of your programme

8 3. Verification (I) The "verification" button checks whether all required fields are filled in Frames/cells with a red frame must be filled in Numerical fields/cells with a red frame: if the specific number is not known, the best estimation should be inserted instead of a "0" Required fields not being applicable should be filled in with "NA/NR" (text fields) or "0" (numerical fields) to pass verification Verification is also performed automatically with submission

9 3. Verification (II) Click on and the data is checked a warning message with the number of empty fields will be displayed Clicking will take you the to first field found with error Once all is correct the you get the message

10 4. Submission (I) By clicking on You are then asked for the password The password is: veterinary

11 4. Submission (II) Depending on your version of Acrobat Reader and its settings you might receive an error message:

12 4. Submission (III) In this case you should click the «Options» button and choose to «trust this document» After that the document might close and reopen automatically. If asked to save before closing please click on Yes! Then click again on the button

13 4. Submission (IV) With older versions of Acrobat Reader you may receive the warning below. In this case just choose

14 4. Submission (V) Submission takes a few seconds or minutes and Once done the following message appears : Click on and you will see the submission number and also date and time of submission filled-in on the first page. In case of problem, make a printscreen of the screen where the problem is and send it by to SANTE-VET-PROG@ec.europa.eu

15 5. Reusing old data As many PDF templates have been modified, it will not be possible to easily import data from previous years. Trying the procedure described last year may end up with a PDF that you won't be able to submit. 6. Multiannual programmes It is now possible to submit multiannual programmes for all diseases for which a PDF exists.

16 7. Modified programme submission (I) Find below the steps to be followed for different cases of submission of a modified version of a submitted programme Case 1: Before approval (programme for next year) Provided that the initial version was submitted before 31/5 Open the version of the programme you submitted online (= the copy you saved on your computer after the online submission procedure, where the submission number appears) Make the amendments needed (e.g. requested by Commission during the assessment procedure) Make a new submission online (click on, etc) You receive a new submission number Save the PDF file (with the new number) on your computer

17 7. Modified programme submission (II) Case 2: After approval and during the year of implementation Open the approved version of the programme (the submission number of the approved programme is on the Grant decision sent to each member state by 31/1 of the implementing year) Make the amendments needed (e.g. you decided to amend the vaccination programme) Proceed to the submission normally You will receive a new submission number Inform by the SANTE G5 colleague of the modification introduced