Electronic Submission of Contract Preparation Forms
The CPF (Contract Preparation Form) Editor has been developed to allow electronic exchange of Contract Preparation Forms (CPF) between applicant and Commission representatives. For technical reasons, the CPF editor has been designed as a Windows application. Its use involves 3 parts of which 2 can be downloaded from this page:
official CPF data files with pre-filled data (taken out of initial submitted proposal) which will be supplied by the relevant Commission representative for later update by the consortium and/or co-ordinator.
a software application
(please refer to new CPF
Editor 2.8.3 and the upgrade announcement),
supported by a user guide (please refer to CPF
Editor User Guide - version 1.7) and a FAQ (please refer to the CPF Editor FAQ)
generic guidance on contract preparation forms is available for each FP6 instrument. A guide entitled "Contract Preparation Forms (CPF) and explanatory notes for ..." explaining how to duly complete CPF various items can be downloaded using the link /fp6/contractpreparation/. You will have to select the relevant instrument by clicking on its name. On the next screen, you will have to click on the caption "Portable Document format".
Note: Each guide can be opened in your Internet browser provided that the Adobe Acrobat PDF Reader is installed on your PC. If this is not the case, you could download the reader at no cost from http://www.adobe.com. The guide could also be saved on your local hard disk for future reference.
Please take note of the following:
The application can not be used without the data file.
The CPF data file can only be safely and duly processed using CPF Editor.
Do not use any word processing, browser or spreadsheet tool to alter the CPF files as they may be corrupted.
If you have any technical question about the tool and its components, assistance could be obtained by electronic mail only at the following address .
Please refer to section 4 for additional details.
2. Receiving pre-filled CPF
Pre-filled CPF will be sent to you by the Commission representative - Project Officer (PO) or Scientific Officer (SO). Such documents will only be sent to co-ordinators of projects selected after the proposal evaluation process, in order to prepare and start the negotiation phase. This pre-filled CPF will logically clearly include the proposal number.
3. To download the CPF Editor application and related manual
The CPF Editor has now been upgraded from version 2.8.2 to version 2.8.3. All existing users are requested to upgrade immediately. This upgrade addresses issues related to the change of some country codes.
When you click on the CPF Editor 2.8.3 link, you will download the CPF Editor application.
In order to perform the upgrade the following two-step process should be performed by all users (new and existing):
- Make a back-up of all your CPF data files present
in (or under) the installation folder of a previous version of the CPF Editor application.
- Install the version 2.8.3 of the CPF Editor application
in a new installation folder.
- Copy your CPF data files in (or under) the installation
folder of version 2.8.3 of the CPF Editor application.
- Note: When you open a CPF file previously saved
with an older version, a message
will appear saying that your file is from an older
version and it will be automatically converted.
- Please remove the previous installation of an older CPF
Editor version if it was
installed on your machine
- Run the CPF Editor Version 2.8.3
3.1. CPF editor software
To download the CPF editor application, please click on the following link: CPF Editor 2.8.3. A short guide explaining all practical and necessary steps to download and install the software is available here: guidance for downloading.
Please note that this software has been compressed using the zip format. When the file resides on your hard disk, you will have to extract it to a specific directory you should have created on your PC.
3.2. CPF user guide
To read the CPF user guide, please click on the following link (CPF Editor User Guide - version 1.7). This user guide is available in PDF format. You will need Adobe Acrobat Reader to be able to view or print it.
The user guide contains all information necessary related to the use of the CPF editor:
- viewing the data file you may have received from EC representative
- editing and verifying these data
- printing and signing the forms presenting all these data
- Establishing roles and responsibilities inside the consortium (please note that co-ordinating partners are responsible for the collation of changes made by other members of the consortium. The co-ordinating partner should only return the complete and updated version of the CPF to the Commission).
3.3. CPF FAQ
4. Getting support
If a co-ordinator should face a TECHNICAL problem (not linked to data indicated in the forms), support (for all calls related to FP6) should be directed to the following mailbox:
The help desk will address all issues related to CPF editor and will be
available from 8:30 AM to 6:30 PM (CET) upon reserve of e-mail communications
flow. Any request will be treated on a principle FI/FO (first in/first out
Questions related to CPF content, mandatory values, business rules, etc are
best handled by the Project Officer / Scientific Officer assigned to your
proposal and CPF.
To ensure a prompt service, any assistance request should be addressed to the right contact in the Commission including compulsory explicit indication as