Call for Project Proposals Information Session: How to apply online - - PowerPoint PPT Presentation

Cohesion Policy 2014-2020

Operational Programme I Fostering a competitive and sustainable economy to meet our challenges And Operational Programme II Investing in the human capital to create more opportunities and promote the wellbeing of society

Call for Project Proposals Information Session: How to apply online 16th June 2015

Introduction

• Only e-application forms (submitted online) by not later than 11th September 2015

at NOON will be considered eligible. As a matter of fact the system will not allow the user to submit an application after such date and time.

• E-Application forms must be completed in full together with the uploading of all the

requested documents. The Declaration form in section 17 of the e-Application form is to printed, signed, stamped and dated by the Project Leader endorsed by the CEO /Head of the organisation. In the case of the Public Sector Organisations all projects must be endorsed by the Permanent Secretary . The form is then to be scanned and uploaded in the system.

• Only the person who has completed the registration process can access the online

application form. It is the Organisation’s responsibility to ensure that the officer registering and submitting the e-Application Form is representing the Organisation concerned.

Introduction (2)

• The deadline for submitting the application will NOT be amended to cater for last

minute contingencies, such as disruptions to the internet connection or to the electricity grid. In this regard, please keep in mind the following recommendations:

• DO NOT wait till the last day to submit the application form
• Save your work regularly.
• The system will not allow for any amendment after the formal submission.
• Google Chrome is the recommended Web Browser to fill in the application form.
• The System may experience periods of downtime for maintenance reasons

Accessing the Application Form

 In order to access the application form the User will need to use the following URL:

http://www.sfd.gov.mt/application where he/she will be prompted to:

• A Direct Link is also available from the EU Funds website (Under Open Calls) URL:

https://eufunds.gov.mt/en/Operational%20Programmes/Open-Calls/Pages/Open- Calls---PPCD.aspx

Registering for the first time

 By clicking on the ‘Don’t have an account? Register now’ link the User will be

directed to the Registration Screen where he/she will be required to input basic details that will be commonly uploaded on all application forms which he/she will eventually submit. It is mandatory to fill in all fields within this section except for the corp account which must be left empty if the applicant does not have one:

Registering for the first time (2)

 Once the information has been inserted the applicant should click on the ‘Register’

button.

 The system will automatically and immediately send an email on the address

specified in the registration form informing that the account has been successfully created and instructing the user to activate the account by clicking on the given link.

activation of account

Activating your account

Activating your Account

• Upon receiving the email click on Activate your Account and the system will

direct you to the log in screen, confirming that your account has been created.

Accessing the System

• If the User is already registered he/she can proceed to access the system

by inserting the username and the password and clicking on the Submit

• button. In the case of a User who has registered with his/her corp account

he/she must include the term corp\ which will precede his/her actual username (egs. Corp\aaaab001). In the case of a User who has not registered with his/her corp account, he/she must insert only the user name (egs: aaaab001).

Forgot Password?

• By clicking the Forgot Password link the user is directed to a screen where he/she is

asked to insert his/her username. In this case the user must first insert the username exactly as it was given when he/she first registered.

• Upon Submitting the username the user will receive an email consisting of a link

which will direct the user to choose a new password

• Once the new password is inserted and confirmed the user is directed to the Home

Screen of the application form.

The Home Page

• The Upper part contains the details of the Open Calls which are currently open both

for Operational Programme I and Operational Programme II

• The lower part contains the details of the applications which have been created.

Such area will remain empty until the first application is created.

The Home Page

• It is relevant to point out that the system will allow the

Applicant to submit more than one project under all open calls (related to both OP I and OPII). In such case, the User should click on the relevant ‘New Application’ button to create an additional application form if/when required. There is no limit on the number of applications to be created and/or the number applications to be submitted.

• The Home Page also includes two icons at the top-right of

the screen. These icons are visible in all the various screens of the application. The Home button will direct the Applicant back to the home screen (and therefore is not applicable at this stage). The Person button will allow the Applicant to either change his/her password or to sign out.

Creating the Application

 On pressing the ‘New Application’ button, the user is directed to the Application

Summary screen. The information on this screen is vital for the continuation of the process and the User will need to fill in the Priority Axis, the Project Title and the Project Summary. After inserting such information the User will need to complete the creation process by clicking on the ‘Create’ button on the right-hand side of the screen.

• After clicking the ‘Create’ button the information is saved in the system.

The Application Summary

• After successfully creating an Application, the Application Summary screen

will now capture details on the application form created which will be populated once the application is completed.

• These fields cannot be updated in the Application Summary screen but will

be automatically updated when the information is entered in the sections that follow.

The Main Screen

• Left Hand Side: Sections – 18 for OPI and 20 for OPII
• Right hand side – Save, Confirm, Print, Delete

The Main Screen



Save: saving the document does not mean that the application has been submitted to the Managing Authority but only that the information has been stored on the system and can be still updated / amended until the final version is submitted. NOTE: the applicant is reminded to SAVED his work frequently.



Confirm: should be used only when all sections of the applications have been filled in and the endorsement of the relevant CEO/Head of the

• rganisation & Permanent Secretary has been uploaded. A validation

system is in place whereby the User will not be allowed to confirm an application before key data is inserted and required documents are updated.



‘Print’: function will permit the Applicant to print the document allowing him/her to distribute the data internally as a hard copy without having to provide his/her electronic credentials to third parties.  Print Preview or Export to PDF or Excel



Delete: this function will allow the User to delete an application which he/she deems as no longer required. Extreme caution should be used by the User before using such function because any application which is deleted cannot be retrieved. Such function will not work in the case

• f applications which have been submitted (confirmed).

Validations in the Application

 A number of validation checks have been included in the application ensuring – as

much as possible – that the information which is compiled and eventually submitted is correct. Such validations include

• System switching on/off sections depending on the user selection
• Requests the User to fill in all related fields if he/she leaves them empty:

Validations in the Application (2)

• Requests the User to insert valid start/end dates:
• Rejecting alphabetical characters in cases where only numbers are to be inserted;
• Accepting only dates in date-related fields;
• Showing only Forms of Finance, Investment Priorities, Target Groups, Specific

Objectives, Expected Results, Output Indicators and Result Indicators which are relevant to the particular Priority Axis which is selected by the User;

Validations in the Application (3)

• System prompts the user to adjust the financial

• Apart from inserting relevant data in the various sections of the Application, the

User will be required to upload a number of documents in the system including the printed version of the Declaration Section.

• The Declaration Form can be accessed and downloaded from Section 17 of the

OP I application or Section 19 of the OP II application). The User will need to use such Form in order to obtain the necessary endorsements (Signature and Stamp) from the Project Leader, the CEO / Head of the Applicant Organisation and the Permanent Secretary. NOTE: users should not leave upload to the last minute

• Such endorsed form must then be uploaded in the system, specifically in the

Checklist of Attachments Section. This Section will prompt the User to upload a number of documents (depending on the information inserted throughout the Application).

Concluding the Process and Confirming the Application

Uploading of Documents

• In the section entitled ‘Checklist of Attachments’ the Application will

asked to upload a series of documents as applicable.

• The functional buttons include: ‘Choose File’ button, a ‘View’ button and

a ‘Remove’ Button

• Functional button: Add another document

Uploading of Documents (2)

 In order to upload a file, the User must click on ‘Choose File’

following which he/she is prompted to select the file to be uploaded

 When the file is chosen (and the User clicks on ‘Open’) the system

returns to the uploading screen where the file is now shown in column 3 of the table. It is important to point out that at this stage the file is still not uploaded in the system.

 In order to upload the file in the system the User will need to click

• n the ‘Save’ Button (on the right of the screen) following which the

file will be shown as uploaded (in column 2).

Uploading of Documents (3)

• The User will have the option to also upload documents which are not listed in the

information table. This can be done by clicking the ‘Add another document’ button beneath the before-mentioned information table. On clicking such button the User will be prompted to choose a document to be uploaded.

• Once the User is satisfied that he/she has selected the correct document to be

uploaded, the Applicant is to save the application form following which the document will be uploaded. The User will know that the upload has been successful because the document will appear as ‘Supporting Document’ in the information table.

• There is no limit on the number of ‘Supporting Document’ which can be uploaded in the

system.

Confirming the Application

 Once all the details in the application have been inserted and all the relevant

documents have been uploaded (including the endorsed Declaration Form) the User can proceed with submitting the Application. This can be done by clicking on the ‘Confirm’ button on the right-hand side of the screen.

 When the ‘Confirm’ button is clicked, the system prompts the user to confirm his/her

• selection. Pressing the ‘Cancel’ button will return the User to the application screen.
• On the other hand, if the ‘OK’ button is clicked, the system will check the contents of

the Application and will inform the User if any of the mandatory fields would still need to be filled. Until this is done the User will not be allowed to submit the Application.

Confirming the Application (1)

 Once the application is submitted it will not be possible to effect any further changes.  Following the successful submission of an application the User shall automatically and

immediately receive an electronic acknowledgement. The communication shall include basic details (Call and Project Title), an automatically generated application reference number and the date when the application has been submitted. If the above confirmation is not received kindly contact the EU funds ICT Unit.

Technical Support and Upcoming Application Form Training Sessions Technical Support and Upcoming Application form training Session

• In case of any technical problems encountered kindly contact

the SFD IT Unit (PPCD) on T elephone number 22001159 or 22001099 and on email address eufunds.ict.meaim@gov.mt

• Further training sessions regarding the online submission will

be held at the CDRT on the 9th, 16th and 23rd July 2015. Registrations will open shortly.