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EMDESK client testimonials

“EMDESK provides us useful solutions and helps us a lot with project management! At CIRCE we were looking for a good tool to manage our coordinated EU projects. We started using EMDESK with one project and quickly switched also running projects over to the tool as it gives us accuracy and an integral control over the project. In addition we are very happy with the technical and commercial support we receive. We plan to continue using EMDESK also for Horizon 2020 projects. We strongly recommend the tool!”

José Luis Vadillo López, Fundación CIRCE (Spain)

“EMDESK is brilliant. I put together a bid in 5 weeks with the help of EMDESK. Without EMDESK that would have been impossible. I think it must save at least 30% of the time and effort in recalculating contractor costs and details, which can be a nightmare in traditional spreadsheets.”

Christopher Wright, THERAPYAUDIT (United Kingdom)

“EMDESK was an excellent tool that the partners were able to use easily and quickly. We were happy with the choice we made. I appreciated greatly the fact that WP leaders were able to enter info directly into EMDESK and I didn't have to exchange back and forth with Word.”

Laura Cherdel, MyOcean Project Administrator (France)

“We thoroughly enjoy working with EMDESK. As a large project with hundreds of partners and lots of deadlines, we have a tight schedule and special requirements. This software has proven to be an invaluable tool for reporting, collaboration, and completing our daily project administration tasks. We're grateful that EMDESK has been able to provide competent support, personalized service, and custom developments. We'd recommend EMDESK to anyone looking for a comprehensive collaboration solution.”

Eric Martrou, HBP Finance Officer (Switzerland)

“The Technical Support at EMDESK is a great asset to my daily work. The support representatives provide quick and helpful answers. They carefully read what I write in emails, and provide comprehensive answers and clear guidelines on how to proceed.”

Eva Haas, EU Project Manager, RWTH Aachen University (Germany)

“I have completed both H2020 and ECSEL EU proposals during 2014, using EMDESK. What a big difference! EMDESK has made my life so much easier. Thank you very much. We are also going to use it for project management.”

Dr. Thorbjörn Ebefors, Chief Technologist; Co-founder and VP R&D, SILEX Microsystems AB, (Sweden)

“I was very satisfied using EMDESK. EMDESK really helped us a lot in the proposal preparation of our project.”

Dr. Stephan Tewes, EADS Innovation Works (Germany)

“We have been really impressed with the software in helping make monitoring and reporting so much easier. The support services in setting up the system and answering questions were always excellent, concise and efficient. I have recommended this software to anyone who is preparing an EU bid as it takes away a lot of the pain of pea counting and formatting proposal and reporting documentation.”

Prof. Jacqueline O'Reilly, University of Brighton (United Kingdom)

“The use of EMDESK has made the task of managing much more rewarding. You can have full control over every aspect of the program with minimal daily effort. It's really an invaluable tool for managing projects (especially large ones).”

Paolo Di Michele, Project Manager, SELEX ES SpA (Italy)

“We selected EMDESK to submit the HBP proposal after facing problems with other tools. We switched to EMDESK less than 3 months before submission and were very happy that the collaboration went so smoothly. The EMDESK team met our individual requirements quickly and professionally. With budget and administrative data to be consolidated for more than 80 partners, this was quite an achievement. I believe that such a big proposal could not have been prepared without its help and we plan to use EMDESK even more now, in particular as our project management tool.”

Dr. Christian Fauteux, Chief Administrative Officer, The Human Brain Project (Switzerland)

“It is a great pleasure to work with EMDESK. The software is very convincing and facilitating project management.”

Gabriele Hamm, Institute of Photonic Technology, Jena (Germany)

“I have completed both H2020 and ECSEL EU proposals during 2014, using EMDESK. What a big difference! EMDESK has made my life so much easier. Thank you very much. We are also going to use it for project management.

Dr. Thorbjörn Ebefors, Chief Technologist; Co-founder and VP R&D, SILEX Microsystems AB, (Sweden)

“I have completed both H2020 and ECSEL EU proposals during 2014, using EMDESK. What a big difference! EMDESK has made my life so much easier. Thank you very much. We are also going to use it for project management.”

Dr. Thorbjörn Ebefors, Chief Technologist; Co-founder and VP R&D, SILEX Microsystems AB, (Sweden)

“EMDesk made the proposal writing process a lot faster. Less fiddling in Word - all the redundant stuff is entered only once, and all necessary GANTT charts, tables etc. are generated automatically.”

Prof. Michael Welzl, University of Oslo (Norway)

“I have been using EMDESK since 2008 for managing a project with 36 partners from 18 countries. I have been particularly impressed by the supportiveness & efficiency. The cooperation with EMDESK was very productive and pleasant; and I'm looking forward to continuing this beneficial cooperation.”

Mark Tiele Westra, FOM-Institute for Plasma Physics Rijnhuizen, Dutch Institute For Fundamental Energy Research (The Netherlands)

“EMDESK is a useful and functional web service, which facilitates the management of EU projects financed under the 7th Framework Programme. EMDESK has positively evolved since its launch and the administration services react promptly to resolve issues. More importantly, EMDESK is always open to hear recommendations for improvement and to act accordingly for its implementation. EMDESK differentiates itself from other competitors due to its user-friendly interface and the wide range of functions it offers. In short, EMDESK offers good value for money.”

Eduardo Herrmann, Senior Project Manager, Steinbeis-Europa-Zentrum (Germany)

“There are many reasons why the Fraunhofer Gesellschaft has decided to conclude a framework contract with EMDESK. A main advantage of EMDESK is that it is especially tailored to the requirements of research projects in the 7th Framework Programme - thus it is possible to administrate the proposal creation as well as the negotiation and project implementation with only one system.”

Maximilian Steiert, EU Project Officer, Headquarter of the Fraunhofer-Gesellschaft (Germany)

“I found it very easy and logical to use.”

Kim Noonan, Project Coordinator, BRE Group (United Kingdom)

“I'm pleased with the services EMDESK provided throughout the complete proposal writing phase.I like how it handled document versioning.”

Ákos Horváth, Department of Measurement and Information Systems, Budapest University of Technology and Economics (Hungary)

“I must say that EMDESK helped me to prepare a proposal in less than 3 weeks which is really good. In general, my opinion is that is a very good software.”

Dr. Carlos Beltran Gonzalez, R&D Project Manager, Aitek (Italy)

“EMDESK a very helpful, easy-to-use and convenient tool - I would use it any time again. EMDESK proves to be an application that facilitates greatly not only the compilation of data but also any subsequent rearrangement or quick adaptations - whenever you change something all tables and charts linked are auto-updated. As the system can be accessed by partners at any time, the proposal development becomes a very transparent process for the whole project team.”

Manuela Kienegger, AIT – Austrian Institute of Technology (Austria)

“After the evaluation by the project management team of the Fraunhofer EU-Network and the Fraunhofer SIT (Institute for Secure Information technology) EMDESK clearly convinced us because of its usability. It also fulfills the strict data-protection standards of the Fraunhofer Gesellschaft.”

Maximilian Steiert, EU Project Officer, Headquarter of the Fraunhofer-Gesellschaft (Germany)

“EMDESK is an impressive system that is very well put together - especially as it improves to address large research teams.”

Andreas Constantinou, Research Director, VisionMobile (United Kingdom)

“We found EMDESK quite useful when writing our recent FP7 call bid for the following tasks: Making a template for our bid document, with all the tables required according to the EC guidelines, and particularly cross-referencing the work packages, milestones and efforts across tables; and collecting the information about individual participants - organisations and individuals. It was useful that this information could be collected in parallel and at the convenience of the multiple parties.”

Dr. Graeme Woodward, Research Leader of the Telecommunications Research Laboratory, Toshiba Research Europe Limited (United Kingdom)

“I have been very content with using the EMDESK service. EMDESK is a great software and has hit the proposal preparation requirements, spot on. It helped me to reduce the proposal preparation time by more than 30%. Using the built-in versioning capabilities, we were able to reduce the overall overhead of keeping a master document by more than 50%. I have been using your system for 3 years now and have to congratulate the team for their work”

Kostas Giokas, Institute of Communication and Computer Systems, National Technical University of Athens (Greece)

“I found working with EMDESK quite intuitive and very helpful, especially when we were in hurry to write our proposal with many partners in a short time.”

Dr. Milan Vanecek, Institute of Physics, Academy of Sciences of the Czech Republic (Czech Republic)

“I enjoyed working with EMDESK. I found it rather easy to find my way through a complete new application for me. Thanks for letting me use this application.”

Robin Bronkhorst, Manager Special Projects, TNO Quality of Life (The Netherlands)

Frequently Asked Questions

Search FAQs...

How can I start using EMDESK for preparing my Proposal or managing my Project?

Regardless of the stage your project is in (planning or implementation), you first need to have a user account and create a new project on EMDESK. 
No user account yet? Click on Get Started and follow the instructions to create your user account for free. At the registration page, enter the basic data of the proposal or project (DoW) you wish to manage with EMDESK and click register.
If you already have a user account, log in to EMDESK and create a new project by clicking on myEMDESK > Create new project.
In both cases, you will then be using the free Proposal mode for your new project. Work behind the Proposal tab to plan your new Proposal or enter your project plan from your existent Proposal or DoW.

How much does the Implementation Module cost?

The use of EMDESK Project Management Module is subscription based and the license fees are based on the number of project partners and project duration. The number of user accounts and web space is unlimited and technical support via email is also included. For further information, please visit the pricing page on our web site and request a quotation for your project(s).

I want to start using EMDESK for a running project, what should I do?

In order to use EMDESK for a running project, the first step is to enter the plan data, as per the Description of Work and Grant Preparation Files. Our Project Setup Service can do the initial data entry on your behalf. After having established a non-disclosure agreement for the input of the DoW-data, our staff sets up the entire project structure, fills in cost and resource figures, deliverable schedules, descriptive content, etc. Within 5-10 working days, your project will be available to you. Alternatively, you can input the data yourself; we provide a detailed guide to help you. Please contact us for a quotation and let us know if you are interested in the set up service.

Can we install EMDESK on our own server?

Usually EMDESK is offered only as a Software as a Service (SaaS) accessible via web browser at https://emdesk.eu/. This means you don’t have to worry about anything. We maintain the servers, the security, all the updates, improvements and adjustments at no extra cost. However, if you have special requirements for a hosted or modified solution on your own server, please contact us to discuss the options.

Is there a discount if we manage several research projects with EMDESK?

EMDESK offers special conditions to those organisations that are interested in using the platform for several projects. For more information, please contact our sales team.

Can the coordinator access all project information? Do partners have restricted access?

Regular users in EMDESK can only access the information related to their partner organisation. Only users granted coordinator rights can access and modify all project information across partner organisations. The coordinator can manage access rights for the entire consortium.

Do I need any other software or installation when I want to use EMDESK?

EMDESK is a hosted solution provided as Software as a Service, so there is no installation, admin rights or further configuration required. All you need to start using EMDESK is a PC (Windows or Mac) with a web-browser and an internet connection (broadband is best). Once registered, you can access EMDESK with your login details via login.emdesk.eu.

Can we export the project data?

Yes, you can export project data to reports in DOCX format, financial forms (Financial Tables, Form Cs) to spreadsheets, and costs/person-months information to a machine readable format. EMDESK exports ready-for-submission Interim and Periodic Reports, Staff Effort and Budget Tables, Deliverables Status, Cost Statements and Financial Reports for further streamlining in all major word processing or calculation software like Microsoft® Word™ or Excel™. Files stored on EMDESK can also be downloaded in the relevant format.

How do the public webinars work? Do I need special software?

We use Citrix GotoMeeting, enabling screen share and audio connection. Each participant just needs a PC with an internet connection and audio (headset recommended) or a normal dial-in phone. Once you register for a session, we will provide you with the necessary access data and further detailed instructions. We also provide recordings of past sessions on this page.

Can I invite my colleagues to join a webinar?

Sure, please feel free to invite any contacts that you think might be interested in EMDESK. Places for web sessions are limited and assigned on a first-come first-served basis so the sooner you sign up the better. We also provide recordings of past sessions on this page.

Can you inform me about the next web sessions?

We would be happy to keep you updated on EMDESK web sessions and other relevant news. Please sign up for our newsletter (at the bottom of this page), follow us on Twitter or join our LinkedIn group. We look forward to staying in touch.

How do the online training sessions work?

We provide specific web-based trainings for project managers and partners. Trainings are held as online webinars only, allowing you to join from wherever you are. We use Citrix GotoMeeting, enabling screen share and audio connection. Each participant just needs a PC with an internet connection and audio (headset recommended) or a normal dial-in phone. Once you book a training we will provide you with the necessary access data and further detailed instructions. All trainings are also being recorded and provided as a stream afterwards so you can revisit them any time.


We do not recommend to schedule a training as a slot of a conference, project meeting or similar. In our experience, the trainings become much less effective as the participants have trouble joining on time, participants are usually distracted, focusing on other (seemingly more important) things in the probably busy programme. Moreover, very often the audio quality and connectivity is a challenge when everyone is in the same room.

How can I book my training?

To book trainings for your consortium please contact us for a quote. Once you have ordered the training you can book the suitable dates on behalf of your team directly via our session booking page. There you can reserve times for your partner and coordinator trainings directly, and even reschedule or cancel them.
 

You can also join an open topic-based training session. Please check for the upcoming dates under join webinar and sign up directly following the instructions. The public sessions are free and held online.

Where can I get an answer to my technical questions?

When you have technical questions your first port of call is our comprehensive help portal where you can find detailed information on the most common queries. In addition we offer unlimited free technical support via email. Our support team will answer your questions at the latest within one working day.

Are EMDESK costs eligible for EC funding?

The EMDESK license fees are eligible costs since they are actually and clearly incurred for the project and during the project time only. Even if they were not included in the budget plan, the license fees for EMDESK are very likely to be fully reimbursed under management costs by the EC in line with the financial guidelines.

How to budget license costs for EMDESK in my proposal?

According to the aMGA v2.1.1 for H2020 (Art. 10, p. 120) EMDESK license and service costs are eligible for reimbursement under "Purchase of goods, works or services". We made the experience that all our clients' costs have been approved as eligible and reimbursed successfully.

One project participant (in the most cases the project coordinator or the participant carrying out the project coordination) can budget the estimated license and service costs for the use of EMDESK in the H2020 cost category "Other direct costs". In order to budget the exact amount, please contact us at contact@emdesk.com for an official quotation stating the planned number of partners and duration in month.

Additionally, it might be good to briefly describe the use of EMDESK in the proposal. For example, in the sections on the management process as part of the general description, in a suitable WP description (Coordination or Dissemination activities), in a Deliverable or Milestone.

We have prepared below some paragraphs describing the need for a collaborative software in your proposal. Please feel free to copy and adjust the description to your needs.

There is the strong intention to handle the coordination and communication effort as cost efficient and effective as possible to maximize the budget allocation in the actual indented research and innovation activities. 

In order to achieve this, we intend to use the collaborative platform (or intranet solution) EMDESK which is an integrated and secure software for consortium communication, internal data management and collaborative project management. The software is proven an intuitive and integrated, but effective project management application tailored to the needs of H2020 projects providing features for project coordination, technical and financial reporting, dissemination and publication tracking, risk management, document sharing and communication (contact directory, group management, mailing list, calendar, messaging).

EMDESK allows us to organise project management activities in a coordinated and transparent way, to monitor the project progress (incl. deliverables and milestones) and resource utilization, to optimise the organisation of all technical project activities for the partners and to facilitate a complete and accurate reporting. At the same time, we facilitate communication and documents exchange between partners and avoid redundant work (like system switch), data breaks and inconsistency and have all required functional support in one single application. 

Since the coordinator and other partners already use EMDESK in other projects, this would additionally facilitate significantly the administrative efficiency.

Please understand that we cannot guarantee any accuracy and completeness of this information nor a successful reimbursement of your costs.

If you have further questions regarding the eligibility or nature of certain project costs, please have a look at the H2020 Annotated Model Grant Agreement (Art. 6.2 and respective explanations) or contact the National Contact Point near you.

Finally, we welcome any feedback on your experience with the reimbursement of the EMDESK costs that helps future projects to budget such costs correctly.

What are your payment terms?

When you purchase EMDESK licenses you can choose between annual up-front payment and one-off upfront payment. Our invoices are always issued within the official project duration. Invoices should be settled within 30 days of issue via bank transfer. Please refer also to our Terms and Conditions.

The Proposal mode is free, but how can I order Proposal Pro?

Once you registered your project proposal and you logged in to EMDESK, simply send us an email to contact@emdesk.com.

Do you provide a demo access to test the tool?

We can provide a demo access to the Project Management Module upon request. The demo is pre-populated with fictitious project information allowing you to experiment with the features in EMDESK. We also offer guided web demos. Please check for the next available dates and recorded sessions under Join Webinar or contact us with your request.

What happens to my data after the project end? Can I still access it?

You can export and download the entire project data to your computer at any time. Moreover, you can purchase a Project Closure License providing all project members with an additional 6 months of full access to EMDESK after the official project end. This gives you sufficient time to wrap up the final reporting and is already included when you choose one-off upfront payment. 

For further access even after this period, you can book the EMDESK Project Archiving option. Then all project information stays untouched and is not deleted until 5 years after official project end. Up to 3 times the project coordinator can request access to the project area for a period of 5 working days at any time during the archiving period. Access is granted within 5 working days maximum.

Is there an automatic upload to EPSS, SESAM, NEF, FORCE or other EC tools?

The EC currently requests that some project data is entered and submitted using online forms in the Participant Portal (NEF, FORCE, SESAM) besides submitting this information also as part of a Proposal, DoW or Progress Report document. At the moment, there is no automatic upload from EMDESK to the EC tools, since the EC does not provide any third party interface. But EMDESK prepares you to get the data entered easily. We consolidate all the plan and reported data in advance, and when it is ready for submission you can not only generate the Proposal or Reports but also generate exports that match the format used by the EC portal. This way coordinator and partners can quickly copy-paste the data avoiding errors and assuring consistency.
EMDESK is working on establishing an automatic data transfer in the future. Please contact us if you wish to support our efforts to allow for data import into the EC tools.

I am using email, spread sheets, text files or other tools to manage my project. Why switch to EMDESK?

EMDESK is an web-based software for project management and collaboration that consolidates all your project data in one place so you and your partners can skip the emailing back and forth of templates and file versions that often lead to confusion, duplication and inconsistencies. With EMDESK you can get an instant overview of your project status with a dynamic Gantt chart and tables comparing planned vs. actual costs and resources. Collaborate efficiently, easily gather reporting data and quickly get reports ready for submission with predefined Word templates. Tailored to the needs of European research consortia it’s not just any project management software but one that helps you comply with the EC rules, making collaboration easier and more efficient.

What are the system requirements?

EMDESK is a hosted solution provided as Software as a Service, so there is no installation, admin rights or further configuration required. All you need to start using EMDESK is a PC (Windows or Mac) with a web-browser and an internet connection (broadband is best). Once registered, you can access EMDESK with your login details via login.emdesk.eu.

Is EMDESK secure? Where is my data stored?

It is one of our highest priorities to keep all information confidential, protected and secure. We take all reasonable precautions to keep the information safe and permanently available. We can assure a 99% availability of the service and data. The processing of information is strictly limited to provide our users with the valuable service. In addition to several audited security measures, endpoint certificate-based authentication and a SSL-256bit encrypted connection, EMDESK is hosted on a state-of-the-art redundant server cluster that is professionally managed and physically secured by Hetzner AG in Nuremberg, Germany. A data backup management system that executes daily backups allows us to recover the project status of up to 30 days in the past. We are proud that the system was successfully inspected by the Fraunhofer Institute for Secure Information Technology.

How is EMDESK linked to the EC Participant Portal, SESAM, NEF, FORCE or other EC tools?

EMDESK is a software tool dedicated to making proposal submission and project implementation much easier. It consolidates all the plan and reported data, and when it is time for submission you can simply generate the Proposal or Reports you need. 

The EC currently requires a login via ECAS and a manual introduction of project data using online forms in the Participant Portal (NEF, FORCE, SESAM). Therefore we offer additional exports that match the format used by the EC portal. This way coordinators and partners can quickly copy-paste required data avoiding errors and assuring consistency. 

Since the EC does not provide any third party interface, we cannot offer an automatic upload from EMDESK to the EC tools. EMDESK is working on establishing an automatic data transfer in the future. Please contact us if you wish to support our efforts to allow for data import into the EC tools.

You could not find your questions? Please send us an email or call us.