How to find and fill the technical report of your PEP-supported project

All PEP-supported research teams are required to fill out and update their project technical report, periodically, as a condition for the release of each grant payment tranche. The report, which comprises several forms, must be completed online via your project space on the PEP intranet.

This is a tutorial to explain how to find and complete the technical report.


Step 1 - Login to the PEP intranet website (using your Username and Password). If you have forgotten your username and password, please contact: manuel.paradis@pep-net.org

            

 

Step 2 - Make sure your PEP profile is complete and up-to-date. Once, logged in, click on the link "Update my profile".
Including a photo, the "identification form" (with birthday), a short bio, and your CV (which however can remain "private").
Once all is updated, don't forget to click on "Submit" at the bottom of the page.


                

Step 3 - Open the "My workspace" menu and then click on "Project".
A table showing your currently active project will appear. Click on the project number (e.g. PMMA-20149)

                

 

Step 4 - Click on "Technical reports". A new menu will appear below with links to the various technical report forms.

        

 

The technical report comprises 6 forms:

  • CAPACITY BUILDING
  • CONSULTATION
  • DISSEMINATION
  • IMPACT 
  • NATIONAL POLICY CONFERENCE 
  • INTERNATIONAL CONFERENCE

 

What to fill out and when?

For the FIRST SUBMISSION of the technical report, teams are required to:

  • Fill out the form Capacity building - ALL TEAM MEMBERS must complete.
  • Fill out the form Consultation - only the one designated team member must complete.

Fill out both forms with all information available "at this stage".

For the SECOND SUBMISSION of the technical report, teams are required to:

  • Update the form Capacity building - ALL TEAM MEMBERS must update. 
  • Update the form Consultation - only the one designated team member must update.

For the THIRD SUBMISSION of the technical report, teams are required to:

  • Update the form Capacity building - ALL TEAM MEMBERS must update. 
  • Update the form Consultation - only the one designated team member must update.
  • Fill out the initial sections of the form Dissemination (contact persons) - only the one designated team member must complete. 

For the FOURTH SUBMISSION of the technical report, teams are required to:

  • Update the form Capacity building - ALL TEAM MEMBERS must update. 
  • Update the form Consultation - only the one designated team member must update.
  • Update the form on Dissemination - only the one designated team member must update.
  • Fill out the form on Impact, with all information availalbe at this stage, if any.

The forms on "National policy confererence" and "International conference" must be filled after the event and as a condition to the release of the conference grant payment.

 

 

How to fill out your PEP project technical report forms

    WARNING

    Once you have completed your form (or any forms on the PEP website), do not forget to click "SUBMIT" at the bottom of the page. Otherwise your information will be lost as soon as you exit the page.

     

    CAPACITY BUILDING

    Please note:

    • The Capacity Building form must be filled by EACH MEMBER of your PEP-supported research team, individually.
    • You cannot view the other team members' forms via your personal PEP account.

    Section 1 - "Your profile and contributions"

    The profile information is filled automatically by the system, based on information in your PEP personal profile - make sure all is accurate and up to date. 

    In  this section, you must report on your individual (expected and/or achieved) contributions to the PEP project, both in terms of

    • Technical/scientific aspects of the research work (this also includes literature review, data cleaning, etc.)
    • Policy engagement and research communications - to maximize chances of impact/influence of your research

    Please break down these contributions into the various tasks involved/achieved, using the "plus sign" to add new boxes (creating a "list" of your individual tasks/contributions").

    Note that you will be asked to update this list regularly, as your contributions to the project might expand and and/or evolve.

     

    Section 2 - "Your personal knowledge gains"

    In this section, you must list the main types of knowledge, skills or competences you have gained, SO FAR, both in terms of :

    • Research capacity - i.e. technical/scientific knowledge, and 
    • Policy engagement and research communication (see subsection).

    For each item of both categories:

    1. First select the "type of knowledge/skills" (in the drop menu, top-left side of each subsection), then briefly describe the knowledge or skills in the text box to the right.
    2. Then, report if, to this date, you have had the opportunity to 1) use/apply this knowledge in other research work or 2) share or transfer the knowledge to peers. If not, let the button at no. If yes, click on the button, and briefly explain in the box below.

    3. Click on the "plus" sign at the bottom of the subsection to add a new type of knowledge in each/either category

    1 -                                                                                            2 -                                                                                     

                            

     

    3 -

    Repeat the operation as many times as necessary, and remember to revisit this section often to add relevant information or to report usage in other research work or transfers to peers.

     

    Section 3 - "Demand for expertise"

    In this section, please report if, from your perspective, there is demand in your country for the kind of expertise/capacity that you have sought to gain through PEP.

    If not, go to the next section. However note that, if the situation evolves over the course of your project, you can change your answer to "Yes" at anytime.

    If yes, select "Yes" and

    1. Explain what you mean (including the source of this demand) in the text box right below the Yes/No button
    2. Describe your perception of the evolution of this demand since the beginning of your PEP project - select "increase", "decrease" or "stable" in the drop menu and explain
    3. Report if you consider that your project and related activities may have contributed to this increase and explain.

    N.B. Step 2 and 3 may of course only be relevant at a later stage of the project cycle (as you will be required to update your technical report periodically), and not necessarily the first time you fill this form

    1
    2
    3

     

    Section 4 - "Career events and new research grants"

    Answer the questions following the same logic/process as explained above. To add new career events, click on the "plus" button to add as many boxes as necessary (one per career event).

    The same applies for the anecdote and new research grant sections

    Once you are finished, don't forget to click on "Submit"!

     

     

    CONSULTATIONS

    Please note:

    • The Consultation form can be filled by only ONE (designated) team member
    • So we strongly advise you to make it clear within your team who is responsible for filling out the technical report forms (other than capacity building).

    How to fill out?

    First, you must upload the latest version of your project's policy context analysis.

    Then, you must describe your consultation activities to date, following these two rules:

    1. ONE FORM PER INSTITUTION CONSULTED.
      • To report consultations with more than one institutions, you must duplicate the form for each institution/organization consulted, using the " + Add new institution ", at the bottom of the form (see image below).
      • All different representatives met and meetings held with people from the same institiution must be reported in the SAME FORM. And new representatives/events can be added over time, but always in the same form.
    2. Report only the institutions/representatives/events that you consider RELEVANT to the potential influence of your findings on strategic decisions in the future.

    Don't forget to click on "Submit"!

     

    DISSEMINATION

    Please note:

    • The Dissemination form can be filled by only ONE (designated) team member
    • So we strongly advise to make it clear with your team who is responsible for filling out the technical report forms (other than capacity building).
    • Only the person who has filled the consultation form will be able to view the contents (for other team members, the form will appear empty).

    How to fill out?

    At interim report stage (or second grant payment), you may only fill the first two sections of the Dissemination form - see Step 2.

    You will be asked to start filling out the full form at final report stage

    Step 1 - Upload the outline of your preliminary dissemination strategy (PDF or Word file).
    This document should be completed using the template submitted by PEP in due time. Follow this link to find out more about PEP's expectations and support in terms of dissemination.
    Note that all PEP-supported projects are required to produce a working paper and a policy brief as mandatory deliverables of their grant contract, so these shall not be mentioned in your project's specific strategy.

                

    Step 2 - List all strategic contacts that you have identified and engaged with (mobilized) for the dissemination of your findings.
    These may include media resources, or personal contacts that will help you reach your target research users.

                

    Step 3 - Browse through the rest of the questionnaire to see if you have any information to provide regarding the following sections at this stage.
    These may related to either of the following:

    • Discussion/presentation of project or findings in a "public dissemination event'
    • Discussion/presentation of project or findings during a "direct policy advisory meeting"
    • Project or findings reported in the media or by another institution

    Don't forget to click on "Submit"!

    If you have any questions about the technical report, please contact manuel.paradis@pep-net.org

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