User Guide for Submitting an Application Form in the MIS Transnational Cooperation Programme Interreg Balkan- Mediterranean

Transcription

1 User Guide for Submitting an Application Form in the MIS Transnational Cooperation Programme Interreg Balkan- Mediterranean CCI 2014TC16M4TN003 Balkan-Mediterranean is co-financed by European Union and National Funds of the participating countries User guide for completing an application form on the MIS, Version 1.3 Page 1 of 49

2 Contents Obtaining a body code... 3 Useful notes for body codes... 4 How to obtain a User Account/login... 6 Greek language users... 8 English language users Electronic submission Use of the MIS NSRF application Create an Application Form A. Project identification Β. Detailed Description C. Partnership D. Budget E. Indicators Proposal attachments Search for a Proposal Proposal printing Validation Submission General remarks Attached - supporting documents User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 2 of 49

3 Obtaining a body code Every potential beneficiary (lead beneficiary/beneficiary) needs to have a body code in the MIS. It could be the case that the beneficiary is already in the system and has already a body code from the previous programming period. The potential beneficiary is advised to check both the system and the list of bodies/beneficiaries provided in the website of the Programme, in order to find its body code. In case the potential beneficiary needs to acquire a new body code, the following instructions must be followed to obtain one: 1. The potential beneficiary needs to fill in its required details in the excel file: Body_Code_Request_ xls. A print screen of this excel file is shown in Picture 1; 2. The completed excel file is send via to the following address: balkanmed@mou.gr; 3. The same form should be completed, in case the beneficiary would like to update/ change/ complete data concerning body details. Figure 1 In case of non-response to a submitted form within ten (10) calendar days, it is recommended to send a reminder to balkanmed@mou.gr. User guide for completing an application form on the MIS, Version 1.3 Page 3 of 49

4 Useful notes for body codes Potential Beneficiaries (lead beneficiaries/ beneficiaries / observers associated partners), can directly check the MIS at any time to find out whether they have obtained the relevant body code or not (confirming if the body code acquisition process is completed successfully). The steps to follow are the following: 1. Follow the link: (this URL is accessible to everyone and no credentials are needed). 2. Find the field with the magnifying glass and click on it as shown in the image below (fig.2): Figure 2 3. Enter some keywords (in English or Greek) of the relevant body s (entity s/organization s) title in the empty search box and click on the magnifying glass, according to the following image (fig.3): Figure 3 Another way for the potential beneficiaries (lead beneficiaries/ beneficiaries / observers associated partners) to check whether theyare registered in the MIS and have acquired a body code, is to visit the following url: and click the file: Φορείς (10/10/2016), where an excel file with the list of all registered bodies can be found. This list is updated periodically. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 4 of 49

5 Applicants should submit their application for body code at least fifteen (15) calendar days before the call s deadline. Data modification (i.e address, name of legal representative etc) is an ongoing procedure and it will be continued later for approved projects via the designated project officer of the Joint Secretariat. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 5 of 49

6 How to obtain a User Account/login The lead beneficiary is the one that will enter the data of the proposed proposal to any given open call. In order to access the OPS (MIS), the Lead Beneficiary must apply for a User Account Access Code with the appropriate rights, in order to submit the proposal. The system has four levels of user access rights: Read Only: the user can only read what other users have entered in the system; Entry: the user can read and enter data in the system. The user can by default read all proposals entered in the MIS by all users that belong to the same body code; Submission of Progress Reports: the user can read, enter data in the system and submit the progress reports if and when the proposal is approved by the MA; Submission of a new Proposal: the user can read, enter data in the system, can submit the progress reports, if and when the proposal is approved by the MA, and submit the new project proposal to the MA. It is strongly recommended for Lead Beneficiaries to request 1 at least two separate accounts with different levels of access rights: one with access right of: "Submission of a new proposal-υποβολή αίτησης χρηματοδότησης ΤΔΠ"; and one with access right of: "Submission of progress reports/υποβολή δελτίων" or "Entry/Καταχώρηση" in order to guarantee the level of security of the submitted proposals. In order to achieve the above user structure, at least two users of the same body code apply for two separate account access. The two levels of the users can be described as: Low level ENTRY. These users can create and work their own proposals without submission rights; High level SUBMISSION. The user/users of this level have access to all proposals of the body, they supervise and take the final decision and can submit them. For universities or big scale entities, it is recommended to request multiple Read Entry rights (Low level ENTRY) users for different internal departments, in order to work on separate proposals and only a few users with Submission of a new Proposal (High level SUBMISSION) rights user/s. Please have in mind that all users that belong to the same body (have the same body code) are able to see all proposals that have been submitted by their body (even if, in the case of Universities, belong to different departments). In order for the users to have access only to the proposals of their own department, they have to state in the User Account Access Form the following: The user must have access only to the proposals that are created by him / her. In that case, the user can only see the proposals that have been created by him / her. Only the high Level user of the body will be able to see all proposals created by all users belonging to his body. 1 Concerns the form Application form for user login which is appendix of User guide for completing the electronic application form. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 6 of 49

7 Figure 4 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 7 of 49

8 Greek language users Electronically submitting a proposal is done through the page Figure 5 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 8 of 49

9 On the displayed screen (Fig. 6) the user selects the key: Figure 6 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 9 of 49

10 On the screen that appears (fig.7), the user selects ΕΥΔ ΤΩΝ ΕΠΙΧΕΙΡΗΣΙΑΚΩΝ ΠΡΟΓΡΑΜΜΑΤΩΝ ΤΟΥ ΣΤΟΧΟΥ ΕΥΡΩΠΑΪΚΗ ΕΔΑΦΙΚΗ ΣΥΝΕΡΓΑΣΙΑ MANAGING AUTHORITY OF THE OPERATIONAL PROGRAMMES OF THE OBJECTIVE EUROPEAN TERRITORIAL COOPERATION Figure 7 The user completes the remaining data. A print out of the form shown in Figure 8 should be signed and stamped. Then, the scanned file must be sent to the Managing Authority via to the following account balkanmed@mou.gr The body/beneficiary code is selected from the system or can be easily found on the attached list of bodies/beneficiaries. If not, it is necessary to obtain a body/beneficiary code according to Chapter 1. How to obtain a body code. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 10 of 49

11 English language users To acquire a User Account code, it is necessary to complete the following form (annex 2) in a word document. Figure 8 The user completes the remaining data. A print out of the word document shown in Figure 8 should be signed and stamped. Then, the scanned file along with the word file both must be sent to the Managing Authority via to the following account balkanmed@mou.gr. Particular attention should be given to the following points: User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 11 of 49

12 If the proposed 5-8 digit username is already taken, it may be partly modified. User logins are strictly personal. Special attention is required for filling the correct address in the document Application form for user login In the same document, pay attention to complete it correctly (i.e on the down-left part, enter the legal representative s, signature and stamp of the LB entity and on the downright, enter the proposed user s name and signature. In case users forget their password they can retrieve it using visiting the following link: Applicants should submit their application for user login at least fifteen (15) calendar days before the call s deadline, so that there is enough time to complete all procedures successfully. The required files (word and scanned pdf) shall be sent by to: balkanmed@mou.gr. In case of non-response to a submitted form within 10 calendar days, it is recommended to send a reminder. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 12 of 49

13 Electronic submission Use of the MIS NSRF application During the electronic submission it is recommended not to use Explorer as a browser. English version of CHROME, Firefox and Opera are highly recommended. Access to the application is possible through the page If there is any problem entering the system, security filters constraints and proxy problems should be checked. PopUp blocks should be deactivated. In the displayed screen (fig.9) the user selects English flag. Figure 9 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 13 of 49

14 The user enters his/ her credentials in the corresponding field (username and password) and clicks on the Login button (fig.10). If the user has not been granted with system credentials, he/ she must follow the relevant instructions about how to get a Login in Chapter 2. How to obtain a user account. Figure 10 After logging in, the user selects Project Monitoring System (fig.11) Figure 11 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 14 of 49

15 Create an Application Form To create a new Project Proposal, the user shall select the option Create New - Application Form (fig.12). Figure 12 The user must select the Call in which he wishes to apply for through the search box Call ID (fig. 13). In that list only Open Calls are listed. Figure 13 Several calls of several Programmes could be up and running and will be displayed as the search list. Please be careful while selecting the one in User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 15 of 49

16 which you would like to apply for. For submitting a new proposal, the user needs to select the first radio button New Project Proposal Application Form and to fill in the field Project Proposal Title and press the OK button (fig. 14). Figure 14 By pressing the OK button, the system will dedicate to the project proposal an MIS Code. The title can be edited and in subsequent stages until the final submission of the proposal Once the user clicks OK, the browser screen of the proposal appears (fig.15). Figure 15 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 16 of 49

17 Figure 16 The user must save his entries often to avoid losing his data and to get an early warning in case of errors. It is recommended to wait until the end to make the validation. The more the empty fields in the technical description, the more the validation findings, which most probably makes it more difficult for the user. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 17 of 49

18 A. Project identification The user selects Section A. Project identification and completes the fields. At this stage, the user can enter any reasonable start date and end date provided that the total period will not exceed 24 months Figure 17 On the field ATP, the priority axis is selected by default and the 100% is added in the respective cell (fig.18). Figure 18 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 18 of 49

19 General comment. The selection of 100% in the white cells on the right column is a system requirement (100% per different parameter). Figure 19 The user must delete the Intervention Fields that are not related to the project by marking the field, choosing delete and then save. It is possible to delete multiple rows at once and then save (fig.20). The user keeps (selects) the remaining Intervention Field that is more associated with the content of his proposal and add 100% in the respective cell. In the same way, using the keys add and delete the user selects the Investment priority and specific objective and adds 100% in the respective cell. It is also necessary to complete the territory type by adding 100% in the respective cell. It is strongly advised, users to take into consideration the intervention logic of the programme which is attached as annex. The user must also complete the text on the Brief Project Summary. Using the Chrome browser, the size of the field may be modified in order for the full text to appear. Maximum number of characters in this field is User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 19 of 49

20 A final form (section A) could be as it is displayed in the following fig. 20: Figure 20 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 20 of 49

21 Β. Detailed Description The user selects Section B. Detailed Description and completes the fields. The user selects the project Work Packages (WP) using the key add.(fig.21) Figure 21 According to the Programme and Project Implementation Manual, the selection of titles of Work Packages (WP) 1,2, 6, are considered as default according to the following table. wp Description 1 Management costs 2 Information and Publicity 6 Activities Outside of eligible area WP 6 is dedicated exclusively to activities outside the eligible area and will be used only if it is necessary. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 21 of 49

22 An indicative example of inserting the work packages is displayed in fig.22 Figure 22 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 22 of 49

23 In the Location field, the user must add the involved in the proposal geographical areas, at a Regional Unit level and their respective participation rate in the proposal using add (Fig.23). Figure 23 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 23 of 49

24 Alternatively, from a dropdown list that appears, the user may add the code of the last right column to the code cell and select the geographic area (fig.24). Figure 24 The respective participation rate can also be changed (updated) in the following section C. Partnership. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 24 of 49

25 C. Partnership The user selects Section C. Partnership and completes the fields. Recording adding a beneficiary using the button add (fig.25) Figure 25 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 25 of 49

26 Pressing button add, a form appears (fig.26) Figure 26 The form is completed for each beneficiary. The IBAN and other bank data of the Lead Beneficiary are not compulsory at this stage. The Deliverables that each Beneficiary will generate must be added using the button Add. A list of the Work Packages is shown at the corresponding search box, while the ID of each deliverable is entered by the user. It is recommended to use a logic row of numbers to characterize them (i.e. 1, 2, 3, etc.). For each deliverable, the user needs to select the Budget Line that is belongs to and input the exact budget of the deliverable. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 26 of 49

27 When the entering of the deliverable data per Beneficiary is finished, the data file is saved by pressing the Accept and Close button (fig. 27). Figure 27 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 27 of 49

28 The same procedure needs to be followed, in order to add all Beneficiaries of the Project Proposal, using each time the drop down list in the field Role for selecting the appropriate role of each and every one of them (fig.28). Figure 28 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 28 of 49

29 To find the Beneficiary code, the user searches throughout the database of the MIS system by using the search box Beneficiary Code and typing a part of the body title (fig. 29). Figure 29 It is recommended to use the field search in order to find the required beneficiary. At this point it is necessary, all participating bodies to have their own body code see chapter obtaining a body code User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 29 of 49

30 The following fig. 30 displays an indicative record of a beneficiary: Figure 30 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 30 of 49

31 By pressing the key (fig. 31), useful info appears, Figure 31 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 31 of 49

32 such as those depicted in fig. 32 that are derived from both the section c and the core of MIS through applications for body code Figure 32 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 32 of 49

33 D. Budget The user selects Section D. Budget and completes the fields. In particular, the user must enter the annual allocation. Using the button add an indicative example of filling the fields is appeared in the below fig. 33. Figure 33 All financial data and calculations will be displayed in the printing of the proposal. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 33 of 49

34 E. Indicators The user selects Section E. Indicators and completes the fields. The indicators are added using the key add. The user must select at least one proper output and one proper result indicator (fig.34). Figure 34 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 34 of 49

35 The following screen is appeared after completion of fields (fig.35) Figure 35 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 35 of 49

36 Proposal attachments By pressing on the Attachments button on the right hand side of the screen, all obligatory and optional files related to the call and the project proposal can be uploaded onto the system. Figure 36 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 36 of 49

37 Pressing attachments the following screen is appeared (fig.37): Figure 37 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 37 of 49

38 Then the user select the key attach new file (fig.38) and the following screen (fig.39) appears. Figure 39 By pressing the key upload file the user can derive from its hard disc the required file. Filling in the form of fig. 39 with metatags of the document is just a classification and adjuvant procedure. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 38 of 49

39 By pressing Select document category a drop down list is appeared and the user must select the proper category of documents. It is possible, each category, to contain more than one file (fig. 40): Figure 40 Indicatively, the next figure appears the mostly used categories of documents (fig.41 and 42): Figure 41 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 39 of 49

40 Figure 42 After the selection of each document and the filling in of the form the user must press the key save in order to complete the uploading of the document. This procedure should be followed for each document. By clicking on attachment it is possible to modify ex post any attached file (fig.43) Figure 43 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 40 of 49

41 Search for a Proposal Once the proposal is created and saved, it can also be found through the home screen > Search Application Form. (fig.44) Figure 44 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 41 of 49

42 Then, the user selects the proposal for reading it or making modifications, by right clicking on it then chooses Edit- Form (fig.45) Figure 45 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 42 of 49

43 The user is driven to the familiar navigation interface of the proposal (fig.46). Figure 46 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 43 of 49

44 Proposal printing All the financial data of the proposal resulting from the calculations appear on the printing. The user chooses among three printing options. Figure 47 It may be necessary to deactivate the blocking of popups. It is noted that in the printing of the proposal, a section named Lead beneficiary confirmation is appeared. Applicants do not have to sign and stamp this field. The same field Lead beneficiary confirmation is included in the Project Detailed Description and this is the one that applicants have to sign and stamp. Project Detailed Description is part of the required documents and have to be submitted according to the guidelines of the Call. In chapter 5 Attached - supporting documents, users will find the printing version of an indicative proposal in a pdf. file. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 44 of 49

45 Validation The user selects the key Validation process in order to identify any errors in his proposal (fig.48). Figure 48 In case of an error message (fig.49) indicating that an error has occurred, the user cannot move on to the next submission step. Figure 49 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 45 of 49

46 When the user fix all captured corrections and presses the validation key the following screen will be depicted (fig.50) Figure 50 User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 46 of 49

47 Submission Unless there is a remark in the confirmation, the user controls carefully and agrees with the printing of the proposal, and then moves on to its submission by clicking on key submit (fig.51). Figure 51 It is strongly recommended, applicants to submit their proposals on time and not the last hour, in order to avoid the overloading of the system. Additionally, and according to the on-off criterion A.1.1 of the Project Selection Criteria, the on time submission of the proposal is a critical precondition. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 47 of 49

48 General remarks This manual guide is dynamic and shall keep track of any future application improvements and upgrades. As a result, it may be updated to new versions by the Joint Secretariat of the transnational Cooperation Programme Interreg V-B Balkan-Mediterranean , while it will always be uploaded at the same place of the Programme s link alongside the respective Call. The Joint Secretariat and the Managing Authority of the BalkanMed Programme are available for any question/ clarification about the application. User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 48 of 49

49 Attached - supporting documents 1. Application form for a body code in the MIS core (BMP_BodyCodeRequest_MIS.xls) 2. Application form for user login (English version) (BMP_UserApplicationForm_MIS.doc) 3. List of registered bodies with body code in the core of the MIS from previous Programming Periods (BMP_ExistingBodyCodes_MIS.xls) User Guide for Submitting an Application Form in the MIS, Version 1.0 Page 49 of 49