CPF- Frequently Asked Questions (FAQs)

Transcription

1 CPF- Frequently Asked Questions (FAQs) 1. I have an error message LOVs Folder Not Found" This kind of error is known with Win-98, Win-Me and sometimes Win Even if the installation is correct, the problem could come from a compatibility problem with older versions of Windows than XP or NT where applications are unable to open a folder with a name ending with a backslash, as this is the case with the standard "Filepath" entry in CPFeditor.ini file. An interim solution (until next version of CPF editor application) is available. Please read the attached message with guidelines and attached patch files. I've also included recommended guidelines on how to correctly install the CPF-Editor. You may wish to check and eventually re-install the application, deleting first the installation folder and all its content. Please use the following link, which is leading to guidelines and a patch file (hyperlink Guidelines including also hyperlink with Patch Zip file). This procedure might allow you to open and edit your CPF pre-filled data file. If not, please report your difficulty to CPF Helpdesk...\CPF Editor\Patch CPF Installation guidelines.doc). 2. I have Windows 95. How to use CPF? CPF has been developed from Windows 98 version. You need at least this version. 3. I have a Macintosh equipment or Linux or Unix environment. How to use CPF? CPF is only working using PC and Windows environment. Indeed, unfortunately, current CPF-Editor application is only available for Windows OS (from Windows 98 onwards). There are currently no Mac and/or Linux versions. CPF Editor is useless without CPF data file and CPF data file can only be safely processed using CPF Editor. CPF data file will be corrupted when opened using some other tools or editors. There is no WORD, EXCEL or editable PDF formats available. In case you should be not able at all to use CPF Editor, it is strongly advised to urgently contact EC representative in charge of your project in order to agree on a potential handwriting completion of PDF format of the CPF forms. 4. I am not able to use CPF editor. What have I to do? To understand how to use the CPF-Editor application and afterwards complete a CPF data file, please priory refer to the user guide available ( - CPF-Editor application is available for download from the same web page). In addition, for each FP6 instrument, a guide in PDF format entitled "Contract Preparation Forms (CPF) and explanatory notes for..." explaining how to complete

2 a CPF and its various items, can also be downloaded ( Each guide can be consulted using Adobe Acrobat PDF Reader (normally already installed on your PC). This kind of guide is including a CPF form, which can be printed to allow eventual manual filling of the forms but these CPF forms in PDF format cannot be electronically edited. CPF data file received from EC representative can only be successfully processed using CPF-Editor. If you have not yet received your CPF data file, please take contact with the relevant EC representative. 5. CPF editor is not starting correctly. What have I to do? Please first check carefully if the CPF Editor application is correctly installed in a folder on a local disk drive: 1. All.LOV files (22) must be recorded in a subfolder of the application installation folder. 2. All other files (11) from the "cpf_editor_v15.zip" zip file must be in the application installation folder. It happens that CPF-Editor is not correctly starting under Windows-98, Windows-Me or some versions of Windows 2K. This is due to technical incompatibility between the folder naming convention used in the INI file and the file open method used by the application. Such situation could be normally solved with a special CPF-editor.pbd patch (copying LOV files from the LOVs folder to the CPF-Editor installation folder and rename each of them by prefixing the name with «LOVs»). This patch is here proposed (hyperlink to the patch - this patch which can be addressed by to you). If you still have problem, please contact your helpdesk. 6. I need my CPF data file but I have no received it As indicated on Cordis CPF Editor web ( one integral component of CPF Editor is a data file to be supplied to external beneficiary by EC representative. Logically (as also indicated in the "CPF-Editor Users Guide" (see same last web page), EC representative is sending to project coordinator an with as attachment a CPF data file pre-filled. This last document might include data taken from the submitted and successfully selected initial proposal. Reciprocally, CPF data file can only be successfully processed using the CPF-Editor and CPF-Editor is useless without the CPF data file. If you have not yet received your CPF data file, the single solution is to contact EC representative in the relevant DG.

3 7. What is the difference between sample PDF files (available on Cordis web page) and actual CPF files? As indicated in point 4, for each FP6 instrument, a guide in PDF format named "Contract Preparation Forms (CPF) and explanatory notes for..." explaining how to complete a CPF and its various items ( This kind of document has a single goal of information for users, allowing us to prepare on their own the negotiation phase. They have no official value. The forms to officially use will always pre-filled CPF data file (special XML internal format) provided by relevant EC representative to each FP6 call successful applicant. 8. I am not able to print pre-filled or completed CPF forms In order to be able to have PDF copies of pre-filled/completed CPF forms, you need to have Adobe Acrobat PDF Writer installed as one of your printers. CPF-Editor does not allow you to select the output destination. If necessary, please exit first from CPF-Editor. Then set PDF Writer as your default printer in your Windows Control Panel. Launching again CPF-Editor, you can select the forms to print and give an output file name (in the folder of your choice) when PDF Writer is requesting for it. Then close CPF-Editor and open the PDF file with Acrobat Reader. Files could also be sent (preferably zipped) to EC representative in charge of your project in addition to the CPF data file. These PDF files are not computing editable. 9. Specific printing problem of NOE CPF A potential error in initial preparation pre-filled NoE (Network of Excellence) CPF has been pointed out, with as a result that form A3.1 could not be printed (viewing ok) or an error message is generated when importing a partner. To avoid such a problem, please proceed as follows (in our example the file is called XXX NOE.CPF (please adapt to your file name). 1. Make a copy of the "XXX NOE.CPF" file under the name of XXX NOE_2.CPF 2. Open Windows Notepad 3. Menu "File" --> "Open", make sure that the value "All files" is set for the "Files of type" selection list, select the XXX NOE_2.CPF file in your CPF data files directory and click on the "Open" button. 4. Menu "Search" --> "Find", enter "A3.1" as value to search and click on "Find Next". 5. The cursor should be highlighting "A3.1" in the following string: a) <Page name="a3.1 Detailed financial information - whole duration of the project" type="participant Dependent" ProjectTypes="" id=""> b) If the cursor is not in this string, use "Find Next". When found, click on "Cancel".

4 6. With the cursor, move to "type="participant Dependent" and select the part of the string "Participant Dependent" which is between the double-quotes. «Participant Dependent» is highlighted. Press the "Delete" key. The complete string should read as<page name="a3.1 Detailed financial information - whole duration of the project" type="" ProjectTypes="" id=""> 7. Menu "File" --> "Save as", make sure that the value "All files" is set for the "Save as type" selection list, and check that the name of the file to save is "IST NOE_2ok.cpf" and click on "Save" button. 8. Close Windows Notepad. 9. In windows Explorer, menu "View" --> "Options...", check that the "Hide file extensions for known file types" checkbox is not checked (check-box must be blank) 10. Check that the file you saved in your CPF data files directory is displayed as "IST NOE_2ok.cpf". If the name is different, like "IST NOE_2ok.cpf.txt", have that name renamed correctly. 11. Using the CPF-Editor, check that the form A3.1 of the "IST NOE_2ok.cpf" CPF data file is printed or that import can be done without error message. Two last points for the import issue: - the correction must be done in the imported partner data file, - the error message has no impact on the actual success of importing the partner data. 10. I can not input/correct in a specific CPF data field For mandatory fields (yellow shade) without drop-down list, a free input is possible (keeping in mind of format required (figures, text, ). Other CPF mandatory data fields use a drop-down box proposing a predefined list of values. For such fields, the single possibility is to select one of the listed values (based on the List Of Values (LOV) files in the LOVS folder). If such a list is existing but without any values, this could be related to an incorrect installation. In standard installation.lov files are located in the LOVS folder under the CPF-Editor installation folder (please note that a different installation is required for some Windows systems like Win-98, Win-ME and some Win-2000). In that last case, a special patch including specific procedure is here attached (hyperlink with patch). If the problem remains not solving, please contact the helpdesk and provide them with ALL information as mentioned in point I have some problems with values fields. On various systems, problems can be the following: A. impossibility to read values previously entered in some fields and saved,

5 B. zeroed values in A2a, A3 and A6 forms in pre-filled CPFs received from a partner although related values have been safely enter save previously, C. pre-filled amounts, as taken from FP6 Call 1 proposal, were modified (for example multiplied by 1 million), D. impossibility to input amounts higher than 999 in A6 forms To avoid such situation, you have to switch your regional setting ("Start" menu (left corner at the bottom of your screen), click on "Settings" "Control Panel Regional and language options to "English (UK)". This must be made for all PC using CPF-Editor and not only co-ordinator one, during the whole period during CPF-Editor application will be running. This change is only required for the time you will use CPF-Editor application. For other applications you are of course free to revert to your previous regional settings (this however might require some switching forth/back). The important point is to have the correct setting while you are using the CPF-Editor, inputting data or looking at imported data. If the values are saved and exist in the sent CPF data file, then they are available for processing by the Commission. However, if your problem should not be solved, you can also join to your completed CPF a list of all noticed missed, truncated, unaccepted or unsaved values. It is nevertheless advised to first contact the EC representative in order to agree on this solution. This additional document might in any case include the following information: - CPF data file name or proposal number - proposal Acronym - form identifier (e.g. A2a) - field name and correct value to be considered in this field - justification about the reason of the modification required 12. The field input file is too limited for my data. The size of some input field is not sufficient for indicating and/or displaying all my data (characters). a) The size of the field in the window limits the number of characters that can be input and displayed. This can be due to Font size setting. Use always «small» or «standard» size. (reason = graphical interface used by Tool used to develop the CPF application limited the number of characters entered to the size of the field. Consequently bigger characters are, smaller characters number will be b) However a field can hold more than one line (for example Annual turnover field in form A2A). In that case, a word-wrap feature is available when entering the figures in the field which is shown as: [ ] [ 00,00]

6 Please note when the cursor is not or no longer in this field, value can appear to be displayed right aligned but without word-wrap and left digits can appear as disappeared as follows [ ,00] This is without real consequences as actual content of the field in CPF is correctly stored. As soon as the cursor is again in the field, the full number is displayed again with word-wrap. An additional security could be to join to your completed CPF a list of all noticed problems or differences or doubtful values. It is nevertheless advised to first contact the EC representative in order to agree on this solution. This additional document might in any case include the following information: - CPF data file name or proposal number - proposal Acronym - form identifier (e.g. A2a) - field name and correct value to be considered in this field - justification about the reason of the modification required Please however note that even if content of one field seems not to be completely printed, full content of this field will still be recorded and thus correctly sent to the Commission. 13. I have difficulties in switching forms and partners The numbering of participants and process for possible changes are defined as follows (additions, deletions or imports): 1. participants numbers in CPF cannot be changed by the coordinator (this data is protected) 2. coordinator must always be participant N 1(see note 35 of CPFs) 3. deleting a participant will leave a hole in the numbering sequence. However, if later this participant need to be (re)included, it is possible to import it from a CPF data file still containing its data. When imported, he will keep the number he originally had. 4. additional participant will have the number directly following the last participant number indicated in CPF form (even if delete). Example: a. 3 participants are listed in the pre-filled CPF: N 1,N 2 & N 3. b. I delete participant N 2: 2 participants exist: N 1 and N 3. c. I add a participant: number 4 is allocated: 3 participants exist: N 1, N 3 and N 4. d. I delete participant #4: 2 participants exist: N 1 and N 3. e. I add a participant: number 5 is allocated: 3 participants exist: N 1, N 3 and N 5.

7 f. I want to restore participant N 4 and import him from the original pre-filled CPF data file. He will keep his number N 4. Now 4 participants exist: N 1, N 3, N 4 and N in case partners numbering would be changed for an imperious reason (for example EC agreed that coordinator will be different from the one indicated in the initial proposal), this change can be done only when the CPF is fully completed. The coordinator should send the complete CPF file to the relevant EC representative (who will take care of the numbering change as this has to be performed in an orderly manner, because it affects the content of the FP6 contract databases). After necessary modification, CPF will be then sent back to the coordinator for signature. 14. I have difficulties as I have a large range of participants In order to facilitate input for each participant and/or avoid most of the problems related to the reselection of participants when switching from one form to another, it can be suggested Always store application and CPF data files on your local disk and not in a network or distant drive in order to avoid any potential difficulties. Please also use CPF data file received from EC representative as back-up copy. To obtain a working copy available for editing, save this attachment in your CPF data files folder, preferably the CPF-Editor application folder or a folder directly under it 1. as example this working copy can be named XXX NOE.CPF 2. make a copy of this working copy and give it the name of XXX NOE-001.CPF where 001 stands for Participant 1 (number of digits according to number of partners : 1-9, 01-99, ,...). You can add the participant short name after the number. Just remember that the participant numbers cannot be changed because of the links to the FP6 Contracts databases 3. launch the CPF-Editor 4. open the file XXX NOE-001.CPF 5. move to form A2a 6. using the [Next] button, move to the next partner after the first who is the Coordinator (and must always remain Nr 1) 7. using the [Delete] button, delete this partner 8. the number of partners is reduced by one and the next (after Nr 2, it's Nr 3) is displayed 9. return to step 8 until all partners but the Nr 1 have been deleted (the coordinator or Nr 1 never can be deleted) 10. save the file (you can also save it after each deletion) and close it now 11. reopen the XXX NOE-001.CPF file 12. using the "Options" menu, click on "Import Participant Data"

8 13. select the working copy XXX NOE.CPF 14. check the check-box next to one participant to import 15. click on the [Import] button. A confirmation message of a successful import is displayed 16. save the file as XXX NOE-002.CPF if you just imported participant Nr 2 and close the file 17. return to step 12 until all remaining partners have been imported and saved in their own files with different file names... of course Now each partner can receive a file with his own set of data to complete. The coordinator can use the XXX NOE-001.CPF" file. Switching between forms is much faster and each file is faster to load because smaller. When a partner CPF data file is completed and available for import, you can import it by opening the working copy, each time completed with partners data (as explained in paragraph 6 (pp 17/21) of CPF-Editor Users Guide. 15. Character badly indicated in my printed CPF This can be linked to a inadequate font size which has negative impact on printing CPFs. Use always «small» or «standard» size. 16. Global printing problems of CPF file Unfortunately, until CPF-Editor version 1.6, display or printing options can not changed. For example, font size in the input forms cannot be modified. However, as already indicated, font size specified in the "Display" settings of your PC can be changed. The screen reading comfort can also be linked to your display resolution (an average solution would be 15" LCD flat display with resolution of 1024*768 and "small font" setting). 17. I have difficulties for importing data files from partner into master file The correct steps to import a participant CPF data file are as follows: - launch CPF-Editor - open participant CPF data file - check if all data are there (especially in forms A2a-c, A3.1-3 and A6). If any information should be missing and/or wrong, please read attached message and apply its guidelines and stop the process until this problem is solved - when OK, close the participant CPF data file - open master working copy (page displayed and/or selection of the participant form A2.a is not relevant) - in "Options" menu, click on "Import Participant Data" - select relevant participant CPF data file

9 - check the Check-box(es) next to the participant(s) to import - click on Import button A confirmation message of a successful import is displayed. Sometimes such problematic situation can also be due to the fact that one or both CPF data files are not named correctly for the DG. For example, DG-RTD representative named its CPF as Call-Energy-123. There is no mention of DG. Renaming the files to RTD-Energy-123 will solve the problem, unless it was solved because DG RTD issued a new master CPF data file to the attention of the coordinator. If you still have a problem, please contact the Helpdesk and send CPF data files (both master working copy and participant file(s) to import), along with all identification data requested 18. I do not have enough space to enter my VAT number A size of 15 characters is currently allocated to VAT field in form A2a. This field cannot be modified in CPFs after sending by EC representative. There is no technical solution until now. This problem is notably concerning French bodies (VAT = 18 characters). It is advised to complete the field as such and to inform the EC representative in an official way (for example cover letter) of the complete and accurate VAT number. 19. I have a problem with pre-filled data indicated in CPF received from EC representative As indicated on Cordis Web page, there is a clear distinction between technical problem and problem related to CPF content, business rules, etc. These last ones are only handled by EC representative assigned to the proposal by each research DG. 20. Pre-filled CPF data file received from EC seems corrupted Inform the EC representative in charge of your project. This can be due to a technical problem during the sending or to the use of different tools than CPF Editor (it can be for example the case with Marie-Curie CPFs). 21. I have problems with pre-filled CPF data file received from 2 different DGs For technical problems, a single common service to support any project coordinators processing FP6 CPFs can be contacted (use ( address)). Similarly, the CPF- Editor Users Guide ( is general. However, for matters related to data proposed in any pre-filled FP6 CPF (content, business rules, etc) can only be handled by EC representative assigned to the proposal, in each research DG. In practice, possible errors in pre-filled CPF can only be solved by each DG team in charge of pre-filling the CPF.

10 22. Data indicated in some protected field(s) of my pre-filled CPF data file are wrong All protected fields in distributed pre-filled CPF data file (i.e. Proposal Acronym or Participant numbers), cannot be changed by user. However if this change is absolutely necessary, you are advised to return your CPF with an additional document (free-format) listing all modifications required and/or errors pointed out including your argumentation/explanation about required changes.. It is nevertheless advised to first contact the EC representative in order to agree on this solution. This additional document might in any case include the following information: - CPF data file name or proposal number - proposal Acronym - form identifier (e.g. A2a) - field name and correct value to be considered in this field - justification about the reason of the modification required 23. I ask for assistance to helpdesk but I still do not have an answer First check that you have not been requested for additional or more precise details. Please remind that any request must include several compulsory data allowing Helpdesk to start treatment of your request. For reminder, these basic information are: name of the EC representative in charge of your CPF name of the initial EC provider of pre-filled CPF responsible DG type of CPF (instrument) complete CPF or proposal number (please refer to A1 CPF part ) Call Identifier (also refer to in A1 CPF part) name, organisation, phone number settings of the operating system of your PC (environment, language, regional setting, etc ) 24. When switching forms, the application does not remember which participant was processed. There is indeed an operational problem in CPF. Indeed, after selecting participant 22 and selecting a model cost in form A2a, a new switch to form A3.1 is showing again participant 1. This bug has been reported to developer. 25. I have some difficulties to download the CPF Editor First consult the short guide for downloading the CPF editor application (hyperlink). You can eventually send a support to Helpdesk but please note that EC services unfortunately cannot assist beneficiary with most of download technical problems. It

11 is suggested to contact your Internet Provider, checking your connection status and download capabilities. If the source of the problem is not on your side, If not solved, the situation might be due to a CORDIS problem related to the style-sheet for Netscape users that prevented them to read the page and download the CPF-Editor zipped files. Contact CORDIS Web site helpdesk ( (there's also a link "Help desk" to " at the very bottom of all CORDIS pages. Please provide them the following information: Exact location (URL) of the link for downloading the document Computer Used (e.g. PC, MACINTOSH, or UNIX) Operating System (e.g. Windows98, XP, NT, Linux) Processor (e.g. 486, Pentium II) Connection (e.g. Dial-up, Internet, Gateway, Proxy Server) Browser used and, MOST IMPORTANT, the version (e.g. Netscape 4.5, Internet Explorer 4.0) Error messages (if you get any, you can eventually capture the error message window and paste the screen-shot to a WORD file that you compress with ZIP before sending it to the CORDIS Helpdesk.) Please note that sending anybody such files by is not a possible solution, as EC security policy on mail services filters outgoing s removing any executable (even zip) file (here "cpfeditor.exe" and 3.DLL files). In addition, size of such e- mail message (> 3,2 MB) could be too large for some recipient mailbox. Some difficulties also can appear in relation with the user capability of downloading (ISP, ADSL transmission volume limitation). 26. I am linked to a specific research DG. To whom address a support request? As CPF application is dedicated to all DGs linked to FP6 Programme, a central Helpdesk has been set-up for TECHNICAL problems or IT aspects of the CPF-Editor (how to download, install and use the CPF-Editor in various area (editing, saving, importing etc.). You can contact this technical support team using EC-FP6-IT- HELPDESK-CPF@cec.eu.int (please provide all compulsory details). However, as you know, each specific call is related to one single specific DG and each DG is preparing/processing its own CPF data files. Consequently, support request, linked to pre-filled CPF data files themselves, must be addressed to this specific DG (either to EC representative in charge of your call or using specific generic DG address as follows: To indicate all DG info point.

12 27. I am not able to open a CPF data file Remind of process: Use open button in the command bar or Open command in the File menu. In the "Open CPF file" window, you can only see CPF type files. The CPF data file must have a (.cpf) extension and should be recorded in the same folder than the main application (cpfeditor.exe) file. The LOVs folder must also be located in this folder. If you still have problems, you can also consult the "CPF-Editor installation guidelines" and/or contact the Helpdesk.