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The word based application forms (AF) have been replaced by electronic application forms (eAF), with new possibilities like electronic data import/export, data population within the form, online access to standardised catalogue terms, built in business rule validation, and support for validation of form, etc. Implementation of mandatory use of the eAF is part of the HMA eSubmission roadmap.

The electronic forms and supporting technical documentation are available below.

News

Previous news can be found here.

15-03-2024

electronic Application Forms (eAFs) not available for use between 11th and 16th April 2024 due to planned maintenance

Due to planned maintenance activities, the interactive PDF eAFs (human and veterinary variation and MAA forms and the renewal form) and the PLM Portal web-based eAF will be unavailable for use between 11th and 16th April 2024.

Additionally, as announced in December 2023, the PLM Portal web-based eAF will be affected by the data load of Centrally Authorised Products (CAPs) and Nationally Authorised Products (NAPs) into Product Management Service (PMS) as well as the simultaneous load of updated* CAPs to web-based eAF.
This load of data into PMS is a necessary step in preparation to the forthcoming launch of the Product User Interface view and later edit functions as well as making NAPs data available for the PLM Portal web-based eAF.

The data load will take place from 11 to 16 April 2024. During this timeframe, the interactive PDF eAF and the PLM Portal web-based eAF will experience a downtime.
Please note that, during the preparation for the updated* CAPs load in the PLM Portal web-based eAF, the match-merge** operation will result in:

  • changes to product names;
  • introduction of new medicinal products through splitting**;
  • potential alterations to packages.

These changes will impact how products appear in application forms. Therefore, we strongly recommend, with immediate effect, that no applications that might require any update of the eAF, during or after the product upload, are submitted to EMA using the PLM Portal web-based eAF. We strongly recommend to use the interactive pdf eAF instead of the web-based eAF for submissions at least until 26 April 2024 to prevent validation issues and potential delays.
Please note that if you have already submitted a web-based eAF, or it is expected that there will be no need to update the form and/or the procedure will conclude prior to the downtime, you can continue using the web-based eAF.

Please note that, except for the downtime period, the web-based eAF is expected to remain accessible to applicants to familiarise themselves with changes to the products, and for training purposes.

*Including split & match-merge processes. Please refer to EU IG (Implementation Guide) Chapter 7 for a detailed description of these steps.
**The “Match-merge” process serves to include data from XEVMPD to products already released in PLM Portal. The “split” process serves to make released products ISO-IDMP compliant. Both processes are explained in detail in EU IG Chapter 7

29-02-2024

Updated eAF v1.26.0.1 (Vet MAA) now available

An updated v1.26.0.1 Vet MAA eAF is available starting with 29 February 2024, 18:00 CET.
A change has been implemented to add "United Kingdom (Northern Ireland)"" in the Member state selection in sections 2.4.1 and 2.4.4.

It is recommended to use this latest form for new submissions. Please note that there is no version number change and that the release notes will be updated and published in the relevant section of the eAF page.

01-02-2024

User Experience of the current PDF eAFs completion on the PLM Portal

The electronic Application Form (eAF) Product Team would greatly appreciate to receive your feedback on your current experience in terms of time spent in filling in the interactive pdf electronic Application Form (eAF) for Variations for Centrally Authorised Products (CAPs) and Nationally Authorised Products (NAPs), and Initial Marketing Authorisation.

It is acknowledged that different types of procedures (e.g. Type IA, Type II applications, worksharing, and groupings) may require varying time commitments. We would therefore appreciate if, in your answer, you could provide the average time spent and resources used to fill in the forms.

Your feedback will provide us an indication on the current performance requirements and will be our starting point for improving future user experience.

You can find the questionnaire to fill in at the following link:
https://ec.europa.eu/eusurvey/runner/Eusurvey_PLMPortal_UX_eAFcompletion
Please note that this survey should not take more than 5 minutes to complete, and the responses will remain anonymous.

We kindly ask you to respond to the survey by Thursday 29 February 2024.

Please send any question to plm.valuestream@ema.europa.eu or post them via the PLM Portal Forum.

07-12-2023

Updated eAF v1.26.0.0 (Human MAA) and v1.26.0.1 (Vet MAA) now available

Updated v1.26.0.0 Human MAA eAF is now available on the eAF website. The form is ready for immediate use. The change implemented in this version is a minor bug fix (related to Annex 5.19).
It is strongly recommended to use this latest version (document properties date 27.10.2023). Please note that there is no version number change and that the release notes are published in the relevant section of the eAF webpage.

Updated v1.26.0.1 Vet MAA eAF is now available for immediate use.
The changes in this version relate to label and text changes only. Additionally, the version number has updated from v1.26.0.0 to v1.26.0.1.
The version 1.26.0.1 can be used immediately, and it is strongly recommended that it will be used for all new applications as soon as possible, however, the one-month transitional period will run until 8th of January 2024 after which the use of version 1.26.0.1 for the Veterinary MAA form will become mandatory.

The version 1.26.0.0 has now been removed from the eAF website however users can continue to submit applications using this version until 7th of January 2024.

Please note that as there are no technical changes, it is possible to import the xml from version 1.26.0.0 into version 1.26.0.1 to avoid any need for manual effort.

Applicants are reminded that the version of the form should not be changed during an ongoing procedure, please note that if you need to provide an updated form for a procedure that has started prior to 8th of January, you should use the previous version.

Updated release notes are published in the relevant sections of the eAF webpage.

30-11-2023

Updated version of the eAF v1.26.0.0 (variation and renewal)

An updated version 1.26.0.0 of the Variation and Renewal (both Human and Veterinary) eAF is available starting with 28 November 2023, 18:00 CET.
A change has been implemented to allow Non-Current terms to be selected in the "Pharmaceutiacal form" lists.

It is recommended to use this latest form for new submissions. Please note that there is no version number change and that the release notes were updated and published in the relevant section of the eAF page.

04-10-2023

Updated user guide for the eAF for MAA available on the CMDh website

A new version of the joint EMA/CMDh User guide for the electronic application form for a Marketing Authorisation is available on the CMDh website.

Human variations form updated timeline

Please find the September 2022 version of the DADI Human Variations Forms timeline, outlining the updated DADI BETA UAT timeframe. The UAT has started on 19th September and will end on the 30th September 2022.

Forms

Please note that applicants should use Adobe Reader or Adobe Reader DC for locking the forms. Adobe Acrobat or Acrobat Pro DC should not be used for filling and locking the forms as this may cause issues when the locked forms are opened/viewed by the recipient who may be using Adobe Reader/Adobe Reader DC.

Currently accepted version of forms:

For the UK, as from 1.1.2021, EU Law applies only to the territory of Northern Ireland (NI) to the extent foreseen in the Protocol on Ireland/NI.

Version 1.26.0.0

Human forms available for use from 1st of December 2021. Mandatory use from 1st of January 2022.

Veterinary forms available for use from 28th January 2022. Mandatory use from 28th January 2022.

Form Notice to Applicant Revision Electronic Forms version Release Notes version

MAA-Human

Revision 15
September 2021

MAA-Human Form 1.26.0.0 (06-12-2023)

MAA-H Release Notes 1.26.0.0 (06-12-2023)
Variation Human Revision
September 2021
Variation Form 1.26.0.0 (28-11-2023) Variation Release Notes 1.26.0.0 (28-11-2023)
Renewal Revision February 2018 Renewal Form 1.26.0.0 (28-11-2023) Renewal Release Notes 1.26.0.0 (28-11-2023)

MAA-Vet *

Version 1 MAA-Vet Form 1.26.0.1 (29-02-2024) - Updated MAA-Vet Release Notes 1.26.0.1 (06-12-2023)

Variation Veterinary

Version 1 Variation Form 1.26.0.0 (28-11-2023) Variation Release Notes 1.26.0.0 (28-11-2023)
Summary of eAF changes in current release     Summary of changes 1.26.0.0 (28-11-2023)
Summary of changes 1.26.0.1 (06-12-2023)

*Application form for marketing authorisation for veterinary medicinal products according to Regulation EU 2019/6 and for specific variations requiring assessment1

1variations requiring assessment classified as changes of active substance(s), strength, pharmaceutical form, route of administration or food-producing target species in chapter I of EMA/CMDv Guidance on the details of the classification of variations requiring assessment according to Article 62 of Regulation (EU) 2019/6 for veterinary medicinal products and on the documentation to be submitted pursuant to those variations

Guidance Documents

Regulatory

Technical

Q & A

Questions and Answers document on Mandatory use of OMS CAPs OMS Mandatory Q&A 11.10.2021
Variation eAF v1.25.0.0 presentation on changes to users Presentation 01.10.2021
Variation eAF v1.24.0.1 presentation on changes to users Presentation 15.12.2020
User Guidance Human & Vet Questions and Answers 01.03.2019
Variation eAF v1.24.0.0 presentation on changes (to applicants) Presentation26.10.2020
Variation eAF v1.24.0.0 presentation on changes (to NCAs) Presentation26.10.2020
eAF for industry Presentation
How to complete an eAF based on version 1.20 Presentation 15.11.2016

Multimedia webinars and training

eAF webinar with NCAs – initial MAA Multimedia webinar 10.11.2015
eAF webinar with NCAs – variation and renewal Multimedia webinar 25.11.2015
1st eAF training for industry Multimedia webinar 01.12.2015
2nd eAF training for industry Multimedia webinar 12.01.2016
How to complete an eAF based on version 1.20 Training video 15.11.2016
Using Referential and Organisation data in eAF Webinar presentation 28.11.2017
Using Referential and Organisation data in eAF Webinar PDF 29.06.2018

eAF Term Request process

If you need to request a new substance in order to complete an eAF, please submit a request for substance insertion with the corresponding SmPC to the EMA Service Desk portal.
If you need to request a new term (e.g. pharmaceutical form or unit of measurement) or an update of an already existing term in order to complete the eAF, please submit a request through the Referential Management Services (RMS) of the SPOR portal providing as much supporting documentation as possible (e.g. name of the product concerned, SmPC, justification for the request, etc.). The ‘RMS Web User Manual’, which provides a step-by-step guide on how to submit change requests, can be found under the 'Documents' section of the RMS portal.

Please note that you need to be registered with SPOR prior to the submission of change requests. The ‘SPOR User Registration Manual’, which provides detailed information on how to register in SPOR, can be found under the 'Document' section of the RMS portal. The user guide for managing referential and organisation data in eAF is available here.

Technical Documents

The Data Exchange Standards and XML Schema Definitions published here are intended to allow software developers within other organisations to develop systems to process the electronic application form data and build equivalent systems, if required. The EMA will ensure that the latest versions of these documents are published here.

Current version of technical documents:

Version 1.26.0.0

Human forms available for use from 1st of December 2021. Mandatory use from 1st of January 2022.

Veterinary forms available for use from 28th January 2022. Mandatory use from 28th January 2022.

Document Data Exchange Standard XML Schema Definition
DES 3.0 Technical Guide DES 3.0 technical guide N/A
eAF DES change summary DES change summary 20.01.2022 N/A
Human MAA DES DES MAA-Human (1.26.0.0) 01.12.2021 MAA-Human XSD(1.26.0.0) 01.10.2021
Variation DES DES Variation (1.26.0.0) 01.12.2021

Variation XSD (1.26.0.0) 01.12.2021

Renewal DES Renewal (1.26.0.0) 01.12.2021

Renewal XSD (1.26.0.0) 28.09.2018

Vet MAA DES DES MAA-Veterinary (1.26.0.0) 01.12.2021

MAA-Vet XSD (1.26.0.0) 20.01.2022
Common Dictionary XSD Schema N/A Common Dictionary (1.26.0.0) 28.11.2023
Common Dictionary (1.26.0.1) 06.12.2023 Updated

For technical support, visit the EMA Service Desk portal: https://servicedesk.ema.europa.eu

Links

Archives

Announcements End of Pilot announcement
  Mandatory use of the eAF
Regulatory information User testing of electronic application forms underway

 

As of 1.2.2020, the UK is no longer an EU Member State. However, EU law still applies to the UK during the transition period.

 


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