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Interreg Europe iOLF User manual

Register

If you are using the application for the first time, press on Register to create the user.

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Image 1 - register

The information required comprises first name, last name, email and the code shown below the email section. If it is not visible, press Try another code.

Use an official email address. Hotmail or Gmail addresses are not accepted by the server.

After clicking Register, two emails will be automatically sent to the email address provided. Check also the junk/spam folder.

The first one requires to follow a link in order to activate your account. The second email will be sent shortly after activation, with the username and password.

Login

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Image 2 - Login example

Login information is personal and should be treated confidentially.

  • Email: the email – address with which you have registered

  • Password: the password sent via email by the server

If you don’t remember your password, press the Forgot Password? button.

After logging in for the first time, the message below will appear. Press OK and start filling in your application form.

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Image 3 - Welcome to iOLF

Buttons

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Image 4 - Buttons

The command buttons are in the top part of the page (see image 4). Blue writing represents active commands and can be clicked in order to be redirected to a different page.

  1. Active Project – if you have multiple projects, it shows the one you are working on

  2. My Projects – shows a list of all your projects

  3. Dashboard – opens a new window providing information about the history and users of the active project (see image 6)

  4. New Project – opens the page that allows the creation of a new project

  5. The search function allows to ease navigation among all your projects. Search buttons (calls, keyword, status) – a combination of search criteria can be used to narrow the search results

  6. Change Password – in order to change the password sent by email during the registration. Minimum requirements are put in place when changing the password (see image 5)

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Image 5 - Change password requirements
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Image 6 - Dashboard

The dashboard section provides information regarding the status of the application form (version, open/submitted, the user who last worked on the application).

The document centre provides an overview of annexes that have been uploaded under tab F Annexes (i.e. partner declarations and support letters).

Modify users button allows to create new users, to design the level of access (lead partner, partner, read-only) and to delete a user. This can be done after creating the partners in the application form (described later on).

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Image 7 - User Management

Application form

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Image 8 - Application form

The application form is divided in multiple sections; these are presented as alphabetical tabs to navigate through (see image 8 above).

When filling in the application form, the order of the tabs (A to F) has to be respected since information is automatically transferred between tabs.

There are two types of fields:

  1. White fields – information can be added by the user. Some fields are limited in number of characters that can be filled in (see image 9).

  2. Grey fields – they are locked for editing. Information is automatically calculated or transferred from other sections.

image When hovering over this icon, further guidance regarding what kind of information has to be added in the respective field is provided (see image 9).

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Before changing tabs, click the Save button. If some of the fields are not correctly filled, an exclamation mark ! will appear next to the name of the tab and the error message will be shown after clicking the Check button (see image 9).

Partners tab – section B.1

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Image 9Partners

The active tab is always marked with a different color (red).

Information must be filled in from top to bottom. Some drop-down lists become available only after certain information was added.

The active buttons in this tab are save, check, new partner and back to list.

The back to list button will return you to an overview of all the partners created until that moment together with information regarding the country of the partner and its budget (broken down into ERDF and national). The information regarding the budget will be automatically updated when the budget section is filled in.

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Image 10 - List of partners

Policy instruments tab – section B.2

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Image 11 - Policy instruments

The active buttons in this tab are save, check, new policy instrument and back to list.

There is no limit on the number of policy instrumented that can be created. This is directly linked with the activities tackled in the project.

The Add Partner button in section B.2.x.2 is not related to the New Partner button from the Partners tab. This will be used when several partners are relevant to a policy instrument.

Use of comma (,) and point (.) when writing numbers: Comma is used as a thousand separator. Point is used as a decimal separator (decimals are not allowed in budget to avoid rounding issues which lead to incoherence in budget).

Phase 1 tab – section D.1

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Image 12 - Phase 1 tab

The number of semesters is automatically created after the selection of project duration in Project Summary tab. The active semester will always be colored in red.

The sub-sections exchange of experience, communication and dissemination, project management and main outputs have to be provided for each semester.

Phase 2 tab – section D.2

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Image 13 - Phase 2 tab

The phase 2 section (last four semesters of the project) is already filled in with specific predefined activities . At this stage no additional information can be added.

Project budget tab – section E

The project budget tab is divided in multiple tables, as follows:

  1. Table E.1 - Budget breakdown per budget line and partner (see image 14)

  2. Table E.2 - External expertise and services (see image 15)

  3. Table E.3 - Equipment (see image 16)

  4. Table E.4 - Budget breakdown per source of funding and partner (see image 17)

  5. Table E.5 - Spending plan (see image 18)

  6. Table E.1 - Budget breakdown per budget line and partner has both white fields (editable) and grey fields (not editable).

In the white fields, numbers can be manually added. Numbers with decimals are not accepted.

The grey fields are automatically filled in with data from the tables E.2 and E.3.

If you answer yes to the question Will any of the partners receiving funding from the programme generate net revenues from the project after the project has ended?, the revenues column will become white (editable).

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Image 14 - Table E.1

Table E.2 - External expertise and services consists of white cells only. All information has to be filled in manually.

To add a new cost line, click Add external expertise button. The types of costs and the contracting partner have to be selected from predefined dropdown lists.

Description and amount cells are open for editing. No decimal numbers are accepted.

To delete a line, click image.

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Image 15 - Table E.2

Table E.3 - Equipment consists of white cells only. All information has to be filled in manually.

To add a new cost line, click Add equipment button. The types of costs and the contracting partner have to be selected from predefined dropdown lists.

Description and amount cells are open for editing. No decimal numbers are accepted.

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Image 16 - Table E.3

Table E.4 - Budget breakdown per source of funding and partner is automatically filled in according to the data entered in the previous tables.

The only information that needs to be provided in this section is the source of the partner’s contribution (private or public). The total amount is automatically filled in.

In the example below, partner 3 is a private institution. By default the full amount of the contribution is automatically filled in in the column Partner contribution from private sources. If however a part of the contribution comes from public sources, the respective amount has to be typed in the column Partner contribution from public sources. The amount in the column Partner contribution from private sources will be reduced automatically.

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Image 17 - Table E.4

Table E.5 - Spending plan is divided into semesters (according to the number of semesters included in the Project Summary tab).

Information has to be introduced manually in each white cell.

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Image 18 - Table E.5

Table E.5 is correlated with table E.1 in the sense that the total amounts for each partner have to coincide.

After saving the data and clicking the Check button, if there are inconsistencies an error message will appear (see below).

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Image 19 - Error message

Annexes - section F

For each partner, you must upload the Partner Declaration into iOLF section F.2 Upload annexes. You must also upload the Letter of support in case the policy-responsible body for a policy instrument is not a project partner.

The template for these documents can be found on the Interreg Europe website as part of the application pack.

Optionally, iOLF can generate a pre-filled Partner Declarations and Letters of support for you. See section F.1 Generate annexes. Please note that pre-filled annexes need to be printed, signed, scanned and uploaded in the same way as annexes that you fill in yourself.

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Image 20 - Annexes

Overview and submit tab

This last tab has three command buttons (Project Summary; Full Application Form; Submit).

Project Summary and Full Application Form buttons allow you to download the information submitted until that moment in PDF.

The Submit button will become active only when all the exclamation marks ! disappeared, meaning when no more errors are identified.

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Image 21 - Overview and submit

Revert button

After submission, a Revert button appears. By clicking on the button, the application form reopens and further modifications are possible. Please note that when you use the revert button, the application form has to be resubmitted, and this by the set deadline of the call.

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Image 22 - Revert button

iOLF Minimum Requirements

To use iOLF, you need:

  • An active email account with a professional e-mail address

  • To register and activate your account in the system

  • An internet connection, with 64 Kbps speed

  • A device, such as PC, Tablet or smartphone

  • A recent web browser, with cookies and JavaScript enabled, such as

    • Internet Explorer 9

    • Microsoft Edge

    • Mozilla Firefox 32

    • Google Chrome 40

  • To be able to see documents extracted from iOLF, you need

    • A PDF viewer, such as Adobe Reader

    • A Docx viewer, such as Microsoft Word

iOLF User rights

User

This is the default role you have when you register to iOLF. A normal user can create a new project.

LP

A Lead Partner may see and edit only its own projects. He can also add or remove users and grant rights into his own projects.

PP

A Project Partner may only see the projects he is a part of and may edit the partner information. He has a read only access to the policy instruments.

FLC

A First Level Controller may only see the projects he is assigned to and may edit his own data. Two types of profiles are possible: with read+write rights, and with read+write+certify rights.

JS

Joint Secretariat. Can see the complete list of project and has a read only access to them.

Admin

The Administrator may see and edit all projects and use any functionality of the system.

Readonly

In the assigned project only reading is possible