Paolo Tomasi EMA

Key Elements should be submitted in the IRIS platform as per current procedural guidance. 

At present, the "Application form" generated by IRIS when clicking on the button in the submission form, or when the application is actually submitted after completion, includes a table of proposed studies and measures that contains a selected subset of the key elements. A User story to change the application form so that all key elements are included has been added to the IRIS backlog (193557 - Improve the "Application form" document for Initial PIPs, Modification, PSW and Compliance check [all structured data to be included in the document]).
Possible workarounds are to paste the key elements into IRIS from an existing document, or to take screenshots of the webforms, or even to use a web scraping algorithm or software. 

A contact person is assigned for most paediatric regulatory entitlements (PIPs or waivers granted) and is visible to the IRIS Industry users who are affiliated to the organization, only in the IRIS Industry portal. This contact person can usually be reassigned to another IRIS manager associated to that organisation. However, due to a glitch in the synchronization between OMS, IAM and IRIS, newer locations of a pre-existing parent organization are not associated automatically to all the users who are affiliated to the parent organization. As the popup list shows only users affiliated to the location that owns the Regulatory Entitlement, it may contain a reduced number of individuals, or none at all. EMA is aware of the issue and a fix is under development; meanwhile, a potential workaround is transfer the RE to another location of the same parent organization, such as the legal seat or an older location, where more users are associated. 

Please note that the contact person for a regulatory entitlement is not published, and is only stored in case EMA needs to contact the RE holder outside of an ongoing procedure. Consequently, there is no obligation for Industry to ensure that information is updated frequently.

On the other hand, the contact email and telephone number for interested parties are not affected by the described glitch; since EMA plans to make that information public in the IRIS Paediatric Register in the near future, it is important to maintain the information in those two fields updated.  

The IRIS system by default limits the size of individual files uploaded as part of an application to 50 Mb. Almost all text and PDF files can be reduced to a size within this limit through the use of appropriate techniques, some of which are reported below. Zip files should not be used, except for references (which can also, preferably, be sent as a single combined PDF file). 

For Word Documents:

1. Compress Images:

   • Go to File > Options > Advanced.
   • Scroll down to the "Image Size and Quality" section.
   • Uncheck the box for "Do not compress images in file" and select a lower resolution, such as 150ppi, in the field below.
      

2. Save As Different Format:

   • Save the document as a .docx file instead of .doc. The .docx format is more efficient in terms of file size.
      

3. Remove Unused Styles and Formatting:

   • Go to Home > Styles.
   • Clean up unused styles by right-clicking and deleting them.
      

4. Embed Fonts Efficiently:

   • Go to File > Options > Save.
   • Under "Preserve fidelity when sharing this document," check the box for "Embed fonts in the file" but uncheck "Embed all characters" and "Do not embed common system fonts."

For PDF Documents:

1. Optimize PDF Using Adobe Acrobat:

   • Open the PDF in Adobe Acrobat Pro.
   • Go to File > Save As Other > Optimized PDF.
   • Use the settings to compress images, discard unnecessary objects, and streamline the document structure.
      

2. Reduce PDF Size Online:

   • Use online tools like Smallpdf, ILovePDF, or PDF Compressor to reduce file size.
      

3. Save As Reduced Size PDF:

   • Open the PDF in Adobe Acrobat.
   • Go to File > Save As Other > Reduced Size PDF.
      

4. Remove Unnecessary Objects:

   • Use the "Edit PDF" tool in Adobe Acrobat to remove any unnecessary images, text, or other objects.

Additional Tips for Both Formats:

• Remove Metadata: Removing metadata and document properties can reduce file size.
• Use External Tools: Use tools like Microsoft Word's "Compress Media" feature for videos or third-party software designed for file compression.
• Split Document: If the document is still too large, consider splitting it into multiple smaller documents.

Draft submissions should not be deleted. They are part of the procedure and are necessary. As mentioned in the notice, no action is required or necessary. Draft submissions will be changed to "completed" at the end of the migration process. 

Please see Submission receipt notifications sent in error by IRIS for old, closed Paediatric procedures · IRIS (europa.eu)

During the migration of old, closed paediatric procedures from EMA's previous system into IRIS, the standard submission receipt notification has been erroneously sent to the case contact person by an automated workflow. This has affected more than 5000 cases. 
Please ignore any submission receipt email for Paediatric cases with a case title starting with "EMEA-", as these are the migrated cases. There is no need to reply to the email or to undertake any action. 
We apologise for any confusion induced, and we thank you for your understanding. 

IRIS contains procedural data, but not the complete outcome (adopted key elements) of the previous procedures or those managed in IRIS. A request for modification should specify the new proposed key elements. For issues c and d, please create a ServiceDesk ticket in Report an issue with IRIS, including detailed information and screenshots of the problems encountered.

The generated application form is indeed downloadable, but for Paediatric procedures not all structured fields are currently included in the document, as tables would become unreadable if too many columns are added to them. As the submission and its data in structured fields are always accessible in the portal, a possible alternative for Industry would be to use a web scraping (screen scraping) application to download the information.

Regarding the second issue reported, if a submission contact (portal contact) leaves an organization, for draft or ongoing submissions a user with the role of "IRIS Industry coordinator" can add new users to the submission with the role of IRIS Industry manager, so that they can visualize all data. 

To address your suggestions, two user stories have been added to the IRIS development backlog:

• 193553 - Extend addition of submission managers also to closed (completed) submissions, in the Industry Portal
• 193557 - Improve the "Application form" document for Initial PIPs, Modification, PSW and Compliance check (all structured data to be included in the document)

Information on the planned date of submission of the MAA will be recorded in the RPI, so that it can be kept up to date for all submissions based on RPIs or Regulatory entitlements. EMA intends to track submission pipeline information for pre-submission products in early development via the RPI record. The information is about the forecasted date of submission of the next Marketing Authorization Application, eligibility basis and legal basis of the application. 

The functionalities are currently in development, and are expected to be available later in the year. Industry owners of RPIs will be able to update the information at any time in the RPI, using the Industry portal; in addition, at every new submission based on an existing RPI or regulatory entitlement (e.g., Paediatric, Orphan, Scientific Advice and PRIME submissions) applicants will be offered the possibility to update this information in the RPI, or confirm its validity.

The information provided in the RPI is not binding and can be changed at any time by the RPI owner. The same functionality will also be available to update the Product Contact for the RPI.