IMIS 2007-2013 FRONT OFFICE

USER MANUAL
for Lead Beneficiaries of the Hungary-Serbia Cross-border Co-operation Programme

CONTENTS
1. Overview................................................................................................3 2. General conventions...............................................................................4 2.1. Field conventions ............................................................................4 2.2. Button conventions .........................................................................7 2.2.1. Data level buttons ..........................................................................7 2.2.2. Screen level buttons.......................................................................8 3. IMIS 2007-2013 Front Office in general ...................................................9 3.1. Login ...............................................................................................9 3.2. Front Office menu .........................................................................10 4. Preparing Progress Report and Application for Reimbursement ............12 4.1. Overview tab.................................................................................13 4.2. Sheets to fill in tab ........................................................................14 4.2.1. Main data .....................................................................................15 4.2.2. Summary of project activities ......................................................17 4.2.3. Activities.......................................................................................18 4.2.4. Indicators......................................................................................19 4.2.5. Other Activities.............................................................................20 4.2.6. Declarations in Progress Report and AfR.....................................23 4.2.7. Expenditure in reporting period ..................................................24 4.2.8. Revenues ......................................................................................25 4.2.9. Previous Applications for Reimbursement ..................................27 4.2.10. Financial progress ......................................................................28 4.3. Attachments tab ...........................................................................28 4.3.1. Uploading documents (Upload button).......................................28 4.3.2. Generating documents (Report button) ......................................29 5. Report submission................................................................................31 6. Report verification................................................................................33

1. OVERVIEW
This principal objective of this User manual is to provide guidance on the usage of the IMIS 2007-2013 Information and Monitoring System for the Lead Beneficiaries of the projects implemented within the framework of the Hungary-Serbia IPA Cross-border Co-operation Programme. It aims to explain the way the Lead Beneficiaries should fill in and submit Project Progress Reports and Applications for Reimbursement through the IMIS 2007-2013 Front Office surface. Also, the manual provides practical and technical information about data entry.

2. GENERAL CONVENTIONS
In this chapter you can find a summary of how the fields and buttons should be used in the IMIS 2007-2013. The document will review their main characteristics pointing out the important features that can help you in handling the screens.

2.1. FIELD CONVENTIONS

The system applies several sorts of fields which may possess specific features and require different ways of usage. The width of the fields and table columns of the system has been adjusted to the general length of their content. In case the information is still too long and can not be seen in its entirety, the user has two options to access the full content:

The cursor should be placed above the partially hidden text then about one second later the full text will appear in a small pop-up window automatically. This solution can be applied for simple inactive fields, table column headers and for table cells. The user should click into the field 2 or 3 times and as a result the text in the field will move on so it will also show the hidden part of the text. This method can be used for simple text fields but it is not applicable for tables.

Here we describe the most common field types: Empty field: The most commonly applied field of the system is the so-called default data entry field. It is appropriate for recording text-type and numeral characters. (e.g.: name, code number) You can fill it in by: o selecting the field with a click and then entering the proper data manually, or o selecting the field by using the TAB key then entering the proper text.

Yellow field: It operates similarly as the Empty field; the only difference is that its obligatory for the user to click into the Yellow field. This means that it is not obligatory to fill it in, but the user should click at least once into the field or go through it by the TAB key to be able to exit the screen.

You can fill it in by: o selecting the field with a click and then entering the proper data manually, or o selecting the field by using the TAB key then entering the proper text.

Red field: The Red field operates similarly as the Empty field, but its mandatory for the user to fill it in. The data entry is obligatory, in other words, the concerned screen can be exited/saved only after some information has been recorded. When the system notices that the recorded data is formally not appropriate (e.g. the system does not accept dates like 30/06/2876 or 15/03/0999) it informs the user who has to correct the mistake in order to leave the screen (save or exit).

You can fill it in by: o selecting the field with a click and then entering the proper data manually, or o selecting the field by using the TAB key and then entering the proper text.

Grey field: In the Grey field, the system displays data only for providing information therefore its content can not be modified. You can face Grey fields most commonly when you use the View... button. In that mode, all fields are inactive which means that you can see the data but you can not modify it. Most Grey fields contain data generated by the system (e.g. identifier, serial number).

Table: There are two types of tables in the system: o For direct data entry: Data entry can be done with the New button located next to the Data entry table while the data modification can be completed with the Modify... button. When the row is active (see the illustration below) the user can enter the field with a double-click which makes data entry possible. The data entered into the field can be finalized with the Enter key. (Pressing the Enter key again will finalize the whole row.)

o For indirect data entry: For entering new data you can apply the New... button, and for modifying an existing data you have to use the Modify... button. Data entry and modification have to be accomplished on a new screen which will open after clicking either of the two mentioned buttons. Only the recorded data will appear in the table,. The structure of the tables is fixed; you can not modify it. The structure varies according to the different menu points and the number of rows and columns as well as the header names in the table change according to the content.

Example for table:

Text box: The Text box operates the same way as the Empty field does, but unlike the Empty field, it is allowed to enter a greater number of characters into the Text box allowing more detailed descriptions, reviews or comments. Maximum 2000 characters can be entered into this field type. You can copy and paste text from a document, but it is advisable to be very careful: if you paste more than 2000 characters the system will cut the excess without notification.

You can fill it in by: o selecting the field with a click then entering the proper data manually, or o selecting the field by using the TAB key then recording the proper text.

Drop-down menu: A drop-down menu contains a pre-defined list of elements. As the content of this list can not be changed, you have to select one from the pre-defined items.

The dropdown list will appear on the screen after clicking the downwards arrow on the right side of the field.. By scrolling down and clicking on the selected item you can indicate which element you would like to use. The system fills the field with the selected item.

2.2. BUTTON CONVENTIONS

2.2.1. DATA LEVEL BUTTONS

New: The Newbutton serves to enter new data into the system.

Modify: The Modify button serves to modify the existing data in the system.

Delete: The Delete button serves to delete data from the system. When pressing the Delete button the system will ask you to confirm the deletion in order to avoid the accidental deletion.

View: The View button serves to show the previously recorded data but it does not allow its modification.

Add: The Add button is used to select and add a new item from a list which contains a pre-defined list of elements. 7

Remove: The Remove button is used to remove a previously selected item from a list and to return it to its original place.

All: The All button is used for selecting all items from a list at once.

Clear: The Clear button is used for removing all previously selected items from a list at once.

2.2.2. SCREEN LEVEL BUTTONS

OK: Pressing the OK button means that all entered data will be saved and you can exit the screen.

Cancel: Pressing the Cancel button means that all entered data will be lost irretriveably and you can exit the screen.

X in the right-upper corner of the screen: the operation of X button is the same as the function of the Cancel button: all recorded data will be lost irretriveably and you can exit the screen.

3. IMIS 2007-2013 FRONT OFFICE IN GENERAL

The Project Progress Reports (PR) and Applications for Reimbursement (AfR) can be prepared and submitted through the Front Office surface of the IMIS 2007-2013 system.

3.1. LOGIN
In order to submit your Progress Report and Application for Reimbursement (hereafter together: the report) you can log into the IMIS 2007-2013 Front Office through the internet link by using a username and a password. Your user name allows you to login to the IMIS 2007-2013 Front Office and to submit the Progress Report and Application for Reimbursement. Your user name enables access only to your project. When using the internet link the first point is the appearance of the login screen. There are only two fields to fill in: one for the User name and one for the Password.

Clicking on the Login button the system requires you to create and confirm your own password. The password should have the length of at least 8 characters and should contain lower case, capital letters and numbers. After three consecutive unsuccessful attempts to login (invalid user name password combinations), your user name will be locked out by the system automatically in order to avoid unauthorized logins. Only the central administrator is entitled to validate your user status again. Having logged in you can modify your password anytime on the opening screen.

3.2. FRONT OFFICE MENU

After the successful login you will see the following opening screen:

Here is the list of the accessible menu items of the Front Office surface: With the Create New Progress Report and AfR function, you can prepare and submit a new Progress Report and AfR. The PR and the AfR are prepared together on the same screen, but as a result the system will generate two different documents at the end of the preparation process.

With Continue Progress Report and AfR function, it is possible to continue the data entry process of your Progress Report and AfR if it started earlier and it has not been submitted yet. In this way, the completion process can be stopped or interrupted at any time, the recorded data can be saved and after the break the process of entering data can continue. After clicking the Submit button, the content of the PR and the AfR will not be possible to modify.

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With the Amend Progress Report and AfR function, it is possible to modify those Progress Reports and AfRs that are sent back by the Joint Technical Secretariat (JTS) for completion or for error correction. This function is accessible only in case the Secretariat sends back any of the reports. With the View Progress Report and AfR function, you can view all of your reports. The list of accessible reports is independent of your reports current status as you can see all submitted (and still not approved), resubmitted, approved and rejected reports as well as the ones that are under preparation or that are sent back for modification. In the Change Password function, you can modify your password. With the Exit function, you can exit the IMIS 2007-2013 Front Office and, simoultaneously, the IMIS 2007-2013 system. After leaving the IMIS 2007-2013 Front Office, you can login again at anytime with your user name and password combination and you can continue your work.

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4. PREPARING PROGRESS REPORT AND APPLICATION FOR REIMBURSEMENT

After clicking on the Create New Progress Report and AfR menu item, the system will open the REPORTING PERIOD SELECTION screen. The screen is a table where you have to select the reporting period (double click) for which you would like to create the report.

In case you would like to merge two reporting periods, you need to click on the later period, for example, if you want to merge reporting period 01 and reporting period 02 then you have to click on period02. In this case, you should set the start and end date of the merged periods when entering Settlement period start and Settlement period end. To set these dates properly, you should the start date of the reporting period 01 as Settlement period start and the end date of the reporting period 02 as Settlement period end. Having selected the proper period, you will see the PROGRESS REPORT FILLING PROGRESS REPORT DATA screen which serves to prepare and submit the report. The header shows your projects ID, the project title and the project acronym. It also displays the selected reporting period and the progress report identification code that is generated automatically by the system. The IMIS 2007-2013 system numbers your reports in sequence and the allocated ID refers to the current reports sequence number, e.g. PR05. The screen consists of 3 sheets that enable data entry and data reporting. When opening the screen, it displays the Overview tab by default. At the bottom of the PROGRESS REPORT FILLING PROGRESS REPORT DATA screen you can find the following buttons:

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Delete: It deletes the whole report which means that all recorded data will be lost. Before the deletion you have to answer Yes to a confirmation question. Exit: You leave the screen (but all recorded data is saved and stored). Check: It checks the whole report on the basis of pre-defined, built-in algorithms and rules. If it finds some errors or discrepancies, it opens a Check report (Word file) in which it describes the problems. Submit: The checked and properly filled in Progress Report and AfR can be submitted officially by using the Submit button. In order to prevent accidental submission of incomplete reports, the system asks for confirmation.

4.1. OVERVIEW TAB

The Overview tab displays the most important general and financial data of the report in a comprehensible structure. All fields of the Overview tab are inactive, meaning that data entry is not allowed here. When opening the screen for the first time it is empty; information can be seen only after you have started to enter data into the Sheets to fill in tab.

The tab shows the name of the Lead Beneficary, its project partners and the start and end date of the project. When the budgetary data are entered on the Sheets to fill in tab the

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system copies the information to the Overview tab so it is possible to keep track of the reported expenditures for the whole project (Reported amounts) and for each partner (Reported amounts by project). The screen also has two other fields containing information about the status of the advance. The content of these fields can be seen until the Joint Technical Secretariat approves the report. After this action, the fields will be empty. Previously unsettled advance: part of the advance approved before the currenty report, which has not been settled yet. Reimbursable advance payment: advance amount that can be transferred in the current report.

4.2. SHEETS TO FILL IN TAB

The data entry can be completed on the second tab named Sheets to fill in. In fact this tab is a table that covers so-called sub-screens referring to the different sections of the Progress Report & AfR. Each row can be opened with the Modify button making it possible to fill in the Progress Report & AfR data on the newly opened sub-screens.

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4.2.1. MAIN DATA

Opening the Sheets to fill in/Main data row you can see the MAIN DATA screen which serves to indicate those partners who are involved in the current report. In MAIN DATA row you can mark which partner would like to report only activities and which partners would like to report their expenditures too. (Its only the Lead Beneficiary who can login to the system so all partner data has to be entered by you.) When providing this information a tick has to be put into the appropriate checkbox of the appropriate column of the table named Activities and expenditures summary. Please use the Modify button for the ticks. The table lists all partners of the project automatically. On the MAIN DATA screen, it is also possible to register any kind of administrative changes which occurred within the project during the selected reporting period, and, if necessary, you can inform the JTS here on the delay in the project implementation by putting a tick into the checkbox of the displayed question by entering the duration of the delay in months.

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The Final progress report checkbox should be ticked if you would like to submit the very last report at the end of the project implementation. In the Dates section you can see the Settlement period start and the Settlement period end fields, where the Lead Beneficiary should fill in the settlement period dates of the Progress Report within the frame of the given period.

In the process of the report submission the system checks the following: 1. The system checks whether the settlement dates of the report are within the frame of the selected period. If not, the system sends a warning message to the Lead Beneficiary to contact the Joint Technical Secretariat because they can modify the periods in the Back Office. Meanwhile, the Lead Beneficiary can fill in report, but the submission is possible only after the modification is done. 2. The reporting periods should be continuous; they can not overlap. 3. It is possible to prepare more reports at the same time, but you can submit the reports only in the fixed order chronologically, i.e. according to the periods. For example, you can submit the second report only after you have already submitted the report for the first period and there are no pending reports for the first period.

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4.2.2. SUMMARY OF PROJECT ACTIVITIES

When clicking on the Sheets to fill in/Summary of project activities row the system opens the SUMMARY OF PROJECT ACTIVITIES screen where you have to give a detailed description of the progress of the project. The description should be entered into the Description fields by topics, after selecting the given topic (e.g. Operation of the partnership). The system lists the topics automatically; the user can not modify them as these categories are defined by the JTS. It is obligatory to expound all of the topics. Only in case the Lead Beneficiary does not want to describe anything in the Other topic, then he/she shall type at least Not relevant in the Description field.

In the SUMMARY OF PROJECT ACTIVITIES screen the Lead Beneficiary can type maximum 2000 characters for each of the topics. Please try to be as concise as it is possible and focus on the most important issues, e.g. describe shortly the activities you have carried out, introduce briefly and justify, if relevant, modifications made during the reporting period as compared to the approved Application Form, describe the operation of the partnership by indicating the role of each partner, etc. In case the available characters would not be enough then there are options: It is allowed to write 2000 characters under the Other topic as well. If the Lead Beneficiary has reached the character limit under one of the topics and wants to add more text, then he/she shall indicate in that description field that the description will be continued in the Other topic field. If the appropriate description of a topic would excess the 2000 characters significantly then it is possible to attach documents containing the full descriptions through the Attachments tab.

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4.2.3. ACTIVITIES
In the Activities (All) table, you can see all activities belonging to the project (their current status is also available). As the user opens the ACTIVITIES screen, the Activities in reporting period table will be empty. By clicking on the Add button, the Lead Beneficiary should select those activities that started or carried out within the reporting period.

After selecting the activity and then clicking on the Modify... button, you can see the ACTIVITY screen. Here, it is possible to modify the status of the activity and give a short description about the realized activities (description, outputs, location). Please be as concise as it is possible when describing the started or implemented activity. Aslo please describe any difference/modification versus the originally planned activity if relevant which occurred during the implementation.

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4.2.4. INDICATORS
The Sheets to fill in/Indicators row opens the INDICATORS screen where two tables can be seen: one is for the programme-level indicators and one is for project-specific indicators. Both tables show the same indicator data: Type, Name, Measurement unit, Base value, Actual value and Target value. There is only one exception: the programme-level indicators have an extra feature called Category. Only the actual value of the indicators can be updated by the Modify button by the Lead Beneficiary on the INDICATORS screen. Data can be entered directly into the activated row of the table. The data entered into the Actual value column can be finalized by clicking the Enter button twice. The Lead Beneficiary shall type the actual, aggregated value of the indicator into the Actual value column. The aggregated value means not only the increase in the indicator value that is achieved in the reported period, but the cumulative amount that should be calculated by summarizing the actual amount of the previous report and the increase in the indicator value within the current period. If the JTS approves the report, when preparing the next Progress Report the Actual value column will show 0 while the system will copy the previously reported actual value into the Base value column.

Example: If a project has to construct 5 buildings during the project implementation and it has already completed 1 in its first reporting period and 2 in the second reporting period then when preparing its second progress report the Lead Beneficiary should type 3 (1+2) into the Actual value column. In the next (3rd) progress report, the Lead Beneficiary will see 0 in the Actual value column and 3 in the Base value column.

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4.2.5. OTHER ACTIVITIES

Opening the Sheets to fill in/Other Activities row it is possible to list the information and publicity activities implemented during the reporting period and enter data about single tenders and public procurement tenders. In case you are preparing your first Project Progress Report, all tables will be empty on the screen. After having entered data by clicking New button, the data will appear in the tables.

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By clicking the New... button next to the Main information and publicity activities you can enter the following data: Means of communication, Start date and End date of the communication, Number of persons taking part in the activity, Name of the responsible partner. You can also give a brief description of target groups and the activity itself. The user is obliged to set the actual status of each communication event by selecting one of three values of the Status drop-down menu: Not started yet, In progress, Completed. After the JTS has approved the first report (PR01), the communication events you entered in the first report will appear automatically in the next report (PR02). If the user started compiling the PR02 while the preparation of PR01 was still under process at the JTS and the user has recorded some communication data then if the JTS approves PR01 this information will be overwritten by the PR01 communication events at the time of the next screen refreshment (e.g. login-logout). Therefore, it is worth waiting with filling in the communication events until the approval of the PR01. When preparing the PR02 it is not allowed to delete any of the communication events copied from the PR01, but the user is allowed to edit and refresh all activities which are in the status Not started yet or In progress. Obviously, it is possible to record totally new communication events. After the approval of the PR02, all communication events entered in the PR01 and PR02 will appear in the PR03.

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By clicking the New... button next to the Single tenders table you can see the SINGLE TENDERS screen where you can enter data about the single tenders. On the screen you can enter the following data: Subject of the procurement, Budget line (selectable) and the amount estimated when preparing the tender (Amount), Start date of the procurement, Date of the decision and contracting, Name of the contractor, Contracted net and gross amount, Name of the responsible partners and there is a field where you can describe any other information. Please note that you have to report about your tender in the reporting period in which you have paid for the procured equipment / service / works (in case you pay in installments, you only have to report about the tender when the first installment was paid).

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By clicking the New... button next to the Public Procurement Tender Procedures table, you can see the PUBLIC PROCUREMENT TENDER PROCEDURES screen. The fields in the screen are similar to the fields in the SINGLE TENDERS screen. The only difference is that you can also select the type of the procedure as well.

Please note that you have to report about your tender in that reporting period in which you paid for the procured equipment / service / works (in case you pay in installments, you only have to report about the tender when the first installment was paid).

4.2.6. DECLARATIONS IN PROGRESS REPORT AND AFR

The Sheets to fill in/Declarations in Progress Report and AfR row opens the DECLARATIONS IN PROGRESS REPORT AND AFR screen where three basic declaration data can be entered: related partner, ID of the declaration and the date on which it was issued. You should enter all declarations that are involved by the report.

Project Partner Declaration ID Issued on

The project partner whose Declaration on validation of expenditure is attached to the AfR should be selected here. The ID number of the Declaration on validation of expenditure should be indicated here. The issue date of the Declaration on validation of expenditure should be inserted here.

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Before you submit the report officially, the system requires the attachment of as many documents as many Declarations have been recorded.

4.2.7. EXPENDITURE IN REPORTING PERIOD

By clicking the Sheets to fill in/Expenditure in reporting period row you can see the BUDGET COSTS screen. Here, you can add the expenditures per partner and per budget lines that you would like to report for the selected period.

In the Budget lines table of the selected partner, you have to select the budget line and then you have to click the Modify... button. As a result, you open the COST screen which contains the sub-lines of the selected budget line in a similar table.

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Please select a sub-line and then click on the Modify... button so that one more COST screen will open. Here, you can record the amount you would like to report about and it is possible to write a short comment as well. In case you add comments about the reported amount, please be as brief as it is possible summarizing the type of expenditures, changes made compared to the approved budget, etc.

4.2.8. REVENUES
Opening the Sheets to fill in/Revenues row it is possible to report revenues data generated within the selected reporting period through the REVENUES screen. You have to enter revenues by partners.

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All partners in the project can be seen in the table, and if there was planned revenue it is also marked there. The table contains the following columns:

Role: The partners role and shortened name. Planned Amount: The planned net revenue according to the contract. Previously reported: The net revenue reported in the previous reports. Foreseen: It shows whether it was planned revenue (tick). Revenues: The revenues to be recorded in the current report. Net revenues: The net revenue which has to be deducted from the contribution. Accepted: The amount accepted by the Joint Technical Secretariat Accumulated: The sum of the Previously reported and the Revenues columns. Accumulated rate %: The percentage rate of the reported revenue and the planned amount. Remaining: The remaining revenue which has not been reported yet.

As the first step, the partners row has to be selected in order to record revenues. By clicking the Modify button, the following columns can be filled in: Revenue, Net Revenue and Foreseen.

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4.2.9. PREVIOUS APPLICATIONS FOR REIMBURSEMENT

Opening the Sheets to fill in/Previous Applications for reimbursement row the PREVIOUS APPLICATIONS FOR REIMBURSEMENT screen will open. This screen is suitable for storing the Applications for Reimbursement data which was submitted previously and information about funds which were transferred to you (Lead Beneficiary). The system shows all previously transferred amounts requested in AfRs automatically. By using the Modify button you can inform the JTS about payments to your project partners accomplished by you.

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4.2.10. FINANCIAL PROGRESS

The system does not allow any kind of data entry in the screen that opens after clicking the Sheets to fill in/Financial Progress row. The FINANCIAL PROGRESS screen provides a clear and sophisticated overview of the whole project budget. The screen shows the planned project budget per sources of funding, the amounts reported in previous reports, the amounts recorded in the current report, the sum of these two latter columns and the remaining amount which can be reported in the upcoming reports. The table on the upper side of the screen shows data on the project level, while the table below it displays data per partners. By clicking any of the partners, the system shows the partner-specific budget data in the table.

4.3. ATTACHMENTS TAB

The Attachments tab serves for uploading and generating documents.

4.3.1. UPLOADING DOCUMENTS (UPLOAD BUTTON)

With the Upload button, the user can attach all kinds of documents which are necessary to support the report. Here, the user has to upload every supporting document to be submitted to the JTS in electronic format.

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Having clicked on the Upload button, the user can select in the OPEN screen the document to be attached. The way of selection is very similar to the procedure of attaching files to an email message. After the selection, the user should click the OK button to make the system attach the document. The uploaded document will be seen in a new uploaded-type row on the table of the Attachments tab. At this point the Subject field of the row is still empty. To fill in this field (to describe the document), the user should click the Modify button and it will allow the user to fill in the Subject field colored in yellow by opening the INTERNAL DOCUMENT screen. The content of the Subject field will appear in the Subject column of the Attachment tab. The uploaded documents will open by selecting their row and using the View button. The INTERNAL DOCUMENT screen also serves to open these files as it also lists them in a table. There, the user can also select and view the materials.

4.3.2. GENERATING DOCUMENTS (REPORT BUTTON)

With the Report button the user can make the system generate the Progress Report and the AfR documents. For this, the user has to click on the Report button placed on the right side of the screen. This will open a small table with 2 rows named after the PR and the AfR. A double click on any of the names opens and saves the selected document. For opening and saving the other document, the user has to click on the Report button again that has only one row in this instance. The documents can be printed out. The generated documents are stored by the system on the Attachments tab in a table and later they can be queried here at any time with the View button.

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5. REPORT SUBMISSION
The process of the Progress Report and the Application for Reimbursement submission progresses on the basis of the following steps: As the first step you have to login to the IMIS 2007-2013 Front Office and run the Create

New Progress Report and AfR function. On the REPORTING PERIOD SELECTION screen you have to select a reporting period and then it is necessary to fill in the screens which can be opened from the Sheets to fill in tab. Anytime during the data entry you can run automatic check with the Check button and the system will perform the check. After the check, you will either get a message that informs you about successful check (no errors to correct) or the system generates an Error list (Error Report) in Word format, in which all the problems will be listed and in which the system will define the way to correct them. On one hand the check ensures that you entered all data properly and you did not forget anything, while on the other hand - as the check is the precondition of the submission - it ensures the Joint Technical

Secretariat that all data necessary for verification is recorded in the system. You can attach the necessary documents to the report with the Upload button on the Attachments tab. When clicking on the Report... button on the Attachments tab, the system generates the preliminary Progress report and the Application for Reimbursement documents. Although the system already generates these documents in this phase, it displays a wellrecognizable warning text (SAMPLE Do not submit) on them to mark that these documents have not been validated yet because the documents do not contain finalized

data. After recording all data at least one check has to be run with the Check button. If the check was successful and no errors have been found then the process can be continued with the Next button. After clicking on the Next button the system finalizes the report and its data. The Submit button appears on the screen only after clicking on the Next button. After clicking on the Submit, the system warns the user that the final documents should be generated and printed. Previously recorded data can not be modified; it onlz possible to open the documents with the Report button on the Attachments tab. The system assigns an automatic ID to the generated documents (Progress Report and Application for Reimbursement) and stores them. You can query the documents anytime later. 31

After the document generation, the official submission of the report can be completed. To achieve this, you have to click again the Submit button and answer yes to the confirmation question. The status of the Progress Report and the Application for Reimbursement will be modified to Submitted. You have to print one Progress Report and two Applications for Reimbursement generated by the system. After signing and stamping them, please submit the originals along with supporting document detailed in the Project Implementation Handbook by post also to the responsible programme Manager at the JTS. The Progress Report and the Application for Reimbursement are considered as officially submitted only if you have submitted both the electronic and the paper versions.

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6. REPORT VERIFICATION
The submitted report will be verified by the Joint Technical Secretariat. If they find some errors or inconsistency, they have the option for sending back the report to the Front Office for completion. The Joint Technical Secretariat informs you about this in an e-mail message outside the system. After the message the correction should be done by you with the Amend Progress Report and AfR menu item of the IMIS 2007-2013 Front Office menu. After clicking on the Amend Progress Report and AfR menu item the report waiting for correction. You will be brought to the PROGRESS REPORT FILLING IN PROGRESS REPORT DATA screen which is the same as it was at the time of the original report submission. The way to modify is also the same as it was at the time of the original submission. If you have finished the modification you have to run a Check again then you have to attach documents if necessary. As a final step you have to click on the Submit button and this way you can submit your corrected report for a new verification.

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