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Introduction to the Participant Portal services

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Research and Innovation<br />

<strong>Participant</strong> <strong>Portal</strong><br />

<strong>Introduction</strong><br />

<strong>to</strong> <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong> <strong>services</strong><br />

Peter HÄRTWICH<br />

peter.haertwich@ec.europa.eu<br />

eFP7 Communication Office<br />

RTD A3.1


Agenda<br />

11.00–13.00: <strong>Introduction</strong> <strong>to</strong> <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

European Commission Au<strong>the</strong>ntication Service<br />

Identity and Access Management<br />

Tools of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>:<br />

Negotiations/Amendments<br />

Lunch break<br />

14.00–15.00: Tools of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>:<br />

Scientific Reporting<br />

Coffee break<br />

15.00–16.30: Tools of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>:<br />

Financial Reporting<br />

Upcoming changes on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>


Place of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

in EU’s Research communication media<br />

The FP7 (7 th Framework Programme for Research and Technological<br />

Development) is <strong>the</strong> EU's main instrument for funding research.<br />

3 Internet portals related <strong>to</strong> <strong>the</strong> FP7 are currently used:<br />

• RESEARCH on EUROPA policy context<br />

http://ec.europa.eu<br />

• PARTICIPANT PORTAL interactions with participants<br />

http://ec.europa.eu/research/participants/portal<br />

• CORDIS dissemination of FP7 results<br />

http://cordis.europa.eu<br />

There is an ongoing reorganisation of <strong>the</strong> division of tasks<br />

in <strong>the</strong>se portals until end 2012 <strong>to</strong> offer better <strong>services</strong>.


Research <strong>Participant</strong> <strong>Portal</strong><br />

• Offers external stakeholders a unique entry point<br />

for <strong>the</strong> interactions with <strong>the</strong> European Commission<br />

or Agencies in handling grant-related actions, based on<br />

•<br />

• single sign-on (ECAS)<br />

• role-based authorisation<br />

(Identity and access management – IAM)<br />

Result: personalised <strong>services</strong> on <strong>the</strong> <strong>Portal</strong><br />

• Access <strong>to</strong> legal entity registration, negotiation, amendments,<br />

financial and scientific reporting, expert <strong>services</strong> (soon).<br />

• Brings homogeneity, transparency and better service integration<br />

for grant management.


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong><br />

available without login<br />

Peter HÄRTWICH<br />

peter.haertwich@ec.europa.eu<br />

eFP7 Communication Office<br />

RTD A3.1


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: without login<br />

FP7 Calls<br />

FP7 Doc<br />

My Organisations<br />

?<br />

Funding opportunities<br />

FP7 Documents<br />

Organisation Registration<br />

Support


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: without login<br />

FP7 Calls<br />

FP7 Doc<br />

My Organisations<br />

Funding opportunities<br />

FP7 Documents<br />

? Support<br />

Organisation Registration


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: without login<br />

FP7 Calls<br />

1. Find FP7 funding opportunities<br />

• Open/closed/forthcoming FP7 calls<br />

• Latest information on published calls<br />

• Search on <strong>the</strong> calls’ pages<br />

Funding opportunities<br />

2. Access <strong>the</strong> electronic proposal submission system<br />

• Prepare and submit proposals using EPSS<br />

or <strong>the</strong> new proposal submission system of <strong>the</strong> <strong>Portal</strong><br />

(available after ECAS login)


Search on <strong>the</strong> calls’ pages<br />

Latest information<br />

on published calls<br />

Latest dates of call publications


Additional, general<br />

call-related information<br />

Open / closed / forthcoming calls<br />

FP7 calls are listed<br />

per specific programme


The call page gives access <strong>to</strong> <strong>the</strong> available proposal<br />

submission system:<br />

• EPSS or<br />

• The new proposal submission service of <strong>the</strong> <strong>Portal</strong>


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: without login<br />

FP7 Calls<br />

FP7 Doc<br />

My Organisations<br />

Funding opportunities<br />

FP7 Documents<br />

? Support<br />

Organisation Registration


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: without login<br />

FP7 Doc<br />

1. Browse through FP7 documents<br />

• Legal basis<br />

FP7 Documents<br />

• Legal documents for implementation<br />

• All work programmes<br />

• Orientation papers 2013<br />

• Guidance documents for FP7<br />

• Horizontal issues<br />

• Specific guidelines<br />

2. Search specific FP7 documents<br />

• Search documents by title or through a full text search


1. 1. Browse through FP7 documents<br />

• Legal basis<br />

• Legal documents for for implementation<br />

• All All work programmes<br />

• Orientation papers 2013<br />

• Guidance documents for for FP7<br />

• Horizontal issues<br />

• Specific guidelines


2. 2. Search specific FP7 documents<br />

• Search documents by by title or or through a full full text search


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: without login<br />

FP7 Calls<br />

FP7 Doc<br />

My Organisations<br />

Funding opportunities<br />

FP7 Documents<br />

? Support<br />

Organisation Registration


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: without login<br />

My Organisations<br />

Organisation Registration<br />

1. Search for an existing PIC (<strong>Participant</strong> Identification<br />

Code) number<br />

2. Access <strong>the</strong> financial viability simulation <strong>to</strong>ol<br />

The registration for a PIC number is available after ECAS login.


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: without login<br />

FP7 Calls<br />

FP7 Doc<br />

My Organisations<br />

?<br />

Funding opportunities<br />

FP7 Documents<br />

Organisation Registration<br />

Support


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: without login<br />

1. FAQ<br />

?<br />

Support<br />

• Browse <strong>the</strong> FAQ database and find useful information<br />

along with additional guidance (user manuals, PowerPoint<br />

presentations, etc.)<br />

2. Contact <strong>the</strong> helpdesk<br />

3. Newest developments (“What’s new” section)


Browse<br />

<strong>the</strong> FAQ database<br />

and find<br />

additional guidance


Any questions so far?


The principle<br />

of personalised webspace:<br />

European Commission<br />

Au<strong>the</strong>ntication Service (ECAS)<br />

Peter HÄRTWICH<br />

peter.haertwich@ec.europa.eu<br />

eFP7 Communication Office<br />

RTD A3.1


What is “ECAS” ?<br />

ECAS means European Commission Au<strong>the</strong>ntication System.<br />

It is <strong>the</strong> system for logging on <strong>to</strong> a whole range of web sites<br />

and online <strong>services</strong> run by <strong>the</strong> Commission.<br />

This ensures a secure, “single sign-on” approach:<br />

1 person = 1 e-mail address = 1 ECAS account.<br />

The creation of an ECAS account is free and easy.


How <strong>to</strong> register for an ECAS account?


The ECAS User Registration Form opens


Fill in <strong>the</strong> “E-mail” field<br />

using your individual professional email address.<br />

Note: <strong>the</strong> e-mail is <strong>the</strong> main identifier<br />

(1 person = 1 e-mail address = 1 ECAS account)<br />

No functional e-mail address!


Fill in <strong>the</strong> “Security check” field


Tick <strong>the</strong> check box<br />

and click on “Sign up”


Check your mailbox, a confirmation e-mail<br />

will arrive within a few minutes.<br />

This process must be completed<br />

within 1 hour and a half after <strong>the</strong> original request.


Click on <strong>the</strong> link in <strong>the</strong> confirmation e-mail<br />

<strong>to</strong> be redirected <strong>to</strong> <strong>the</strong> Password initialisation page of ECAS<br />

XXXXXXXXXXX<br />

xxxxxxxx


xxxxxxx<br />

Create<br />

a new password<br />

and click on “Submit”


Your new ECAS password is successfully created.<br />

You can now log in <strong>to</strong> <strong>the</strong> <strong>Portal</strong>.<br />

Important: ECAS credentials are strictly confidential!


Login with your ECAS account


Make sure <strong>the</strong> selected<br />

domain is “External”<br />

Enter your username or e-mail<br />

address and your password<br />

Click on <strong>the</strong> “Login!” but<strong>to</strong>n<br />

The Login page (ECAS au<strong>the</strong>ntication) appears


You are now logged in <strong>to</strong> <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>.<br />

Depending on <strong>the</strong>ir roles (IAM),<br />

users will have access <strong>to</strong> different <strong>services</strong>.


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: after login<br />

Personalised <strong>services</strong><br />

FP7 Calls Funding opportunities<br />

FP7 Doc<br />

My Organisations<br />

My Proposals<br />

My Projects<br />

My Roles<br />

Notifications<br />

FP7 Documents<br />

? Support<br />

Organisation-related data<br />

Proposals for funding<br />

Projects-related <strong>services</strong><br />

Managing access rights<br />

Service messages


The principle<br />

of personalised webspace:<br />

Identity and Access Management<br />

(IAM)<br />

Peter HÄRTWICH<br />

peter.haertwich@ec.europa.eu<br />

eFP7 Communication Office<br />

RTD A3.1


The role management<br />

• The Identity and Access Management allows us <strong>to</strong> define<br />

and/or manage changes of access rights of users<br />

of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>.<br />

• It gives a personalised and secure access<br />

<strong>to</strong> <strong>the</strong> different <strong>services</strong>: according <strong>to</strong> <strong>the</strong> role(s)<br />

of <strong>the</strong> participant in an organisation and/or in some<br />

projects, different access rights are provided <strong>to</strong> <strong>the</strong> <strong>to</strong>ols<br />

of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>.<br />

• Minimum involvement by <strong>the</strong> Commission/Agency staff<br />

allowing for flexibility in <strong>the</strong> online management<br />

of <strong>the</strong> consortium.<br />

• Any change in <strong>the</strong> roles of <strong>the</strong> users is saved <strong>to</strong> allow<br />

a moni<strong>to</strong>ring & tracking service.


The role management<br />

Unique identifier<br />

for persons:<br />

account name<br />

with <strong>the</strong><br />

e‐mail address<br />

Unique<br />

identifier for<br />

organisations:<br />

9‐digit number<br />

After ECAS login<br />

available for all users


Changes in <strong>the</strong> new version of IAM<br />

Coordina<strong>to</strong>r<br />

Contact<br />

1<br />

<strong>Participant</strong><br />

Contacts PaCo<br />

Named<br />

Representat.<br />

Task<br />

Managers<br />

Team<br />

Members<br />

LEAR<br />

Account<br />

Admin.<br />

<strong>Participant</strong> A Coordinating <strong>Participant</strong> <strong>Participant</strong> B<br />

1<br />

CoCo Co Co<br />

1<br />

PaCo<br />

Scien Admin<br />

Finan<br />

A.Rep<br />

Scien Admin<br />

Finan<br />

A.Rep<br />

Scien<br />

Admin<br />

Finan<br />

A.Rep<br />

Scien<br />

Admin<br />

Finan<br />

Scien Admin Finan<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin A.Adm A.Admin A.Adm<br />

Scien<br />

Admin<br />

Finan<br />

Scien Admin Finan<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin A.Adm A.Admin A.Adm<br />

Scien<br />

Admin<br />

Finan<br />

Scien Admin Finan<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin<br />

A.Adm A.Admin A.Adm


Changes in <strong>the</strong> new version of IAM<br />

Coordina<strong>to</strong>r<br />

Contact<br />

<strong>Participant</strong> A Coordinating <strong>Participant</strong> <strong>Participant</strong> B<br />

1<br />

<strong>Participant</strong><br />

Contacts PaCo<br />

Named<br />

Representat.<br />

Task<br />

Managers<br />

Team<br />

Members<br />

LEAR<br />

Account<br />

Admin.<br />

Scien<br />

1<br />

CoCo CoCo CoCo CoCo Co Co<br />

PaCo PaCo<br />

PaCo<br />

PaCo<br />

PaCo<br />

Allowing more Coordina<strong>to</strong>rContacts<br />

and <strong>Participant</strong><br />

Contacts per organisation<br />

(max. 5 per organisation)<br />

Admin<br />

Finan A.Rep<br />

Scien<br />

Admin<br />

Finan<br />

A.Rep<br />

1<br />

Scien<br />

Admin<br />

Finan<br />

Scien Admin<br />

Finan<br />

Scien Admin<br />

Finan<br />

Scien<br />

Admin<br />

Finan<br />

Scien Admin Finan Scien Admin Finan Scien Admin Finan<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin A.Adm A.Admin A.Adm<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin A.Adm A.Admin A.Adm<br />

1<br />

LEAR<br />

A.Rep<br />

A.Admin A.Adm A.Admin<br />

A.Adm A.Admin A.Adm<br />

NEXT


Changes in <strong>the</strong> new version of IAM<br />

Coordina<strong>to</strong>r<br />

Contact<br />

<strong>Participant</strong><br />

Contacts<br />

Named<br />

Representat.<br />

Task<br />

Managers<br />

Team<br />

Members<br />

LEAR<br />

Account<br />

Admin.<br />

PaCo<br />

Scien<br />

<strong>Participant</strong> A Coordinating <strong>Participant</strong> <strong>Participant</strong> B<br />

PaCo Task PaCo<br />

Managers<br />

and Team Members<br />

PaCo<br />

PaCo<br />

are no longerrestricted<br />

<strong>to</strong> spe cific<br />

scope(s)<br />

Allowing more Coordina<strong>to</strong>r<br />

A.Rep<br />

Scien<br />

Admin<br />

Finan<br />

A.Rep<br />

Contacts<br />

Scien<br />

Admin<br />

and <strong>Participant</strong><br />

Contacts per organisation<br />

(max.<br />

5 per organisation)<br />

Admin<br />

Finan<br />

CoCo Co Co CoCo Co Co CoCo Co Co<br />

Task Scien ask M.<br />

Admin<br />

Task ask M. TFinan<br />

Finan ask M.<br />

Task Scien<br />

ask M.<br />

Admin<br />

Task ask M. TFinan<br />

Finan ask M.<br />

Team Scien eam Mb Team Admin eam Mb Team Finan eam Mb<br />

Team Scien eam Mb Team Admin Mb Team Finan eam Mb<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin A.Adm A.Admin A.Adm<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin A.Adm A.Admin A.Adm<br />

Finan<br />

Task Scien Ta Scien M. M. Admin<br />

Task M.<br />

Task Finan Task Finan M.<br />

PaCo<br />

Team Scien eam Mb Team Te Admin Mb Mb Team Te Finan Mb Mb<br />

1<br />

LEAR<br />

A.Rep<br />

A.Admin A.Adm A.Admin<br />

A.Adm A.Admin A.Adm<br />

NEXT


Changes in <strong>the</strong> new version of IAM<br />

Coordina<strong>to</strong>r<br />

Contact<br />

<strong>Participant</strong><br />

Contacts<br />

Named<br />

Representat.<br />

Task<br />

Managers<br />

Team<br />

Members<br />

LEAR<br />

Account<br />

Admin.<br />

PaCo<br />

<strong>Participant</strong> A Coordinating <strong>Participant</strong> <strong>Participant</strong> B<br />

CoCo Co Co CoCo Co Co CoCo Co Co<br />

PaCo Task PaCo<br />

Managers<br />

and Team<br />

are no longer<br />

The rolerestricted<br />

<strong>to</strong> spe<br />

Represe<br />

c<br />

Members<br />

PaCo<br />

PaCo<br />

ific scope(s)<br />

s of Named & Authorised<br />

ntatives are redistributed<br />

PaCo PaCo<br />

PaCo Scien Admin<br />

Task<br />

ask M.<br />

PaCo<br />

Finan<br />

PaCo A.Rep CoCo<br />

Scien Admin<br />

Task M.<br />

CoCo<br />

Finan<br />

CoCo<br />

A.Rep<br />

PaCo<br />

Scien<br />

Admin<br />

TTask<br />

ask M. M. PaCo<br />

Finan<br />

Task ask M.<br />

Task ask M. Task<br />

ask M.<br />

Team eam Mb Team eam Mb Team eam Mb<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin A.Adm A.Admin A.Adm<br />

Task ask M.<br />

Task ask M. Task<br />

ask M.<br />

Team eam Mb Team Mb Team eam Mb<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin A.Adm A.Admin A.Adm<br />

Task Ta M. M.<br />

Task M.<br />

Task M.<br />

Team eam Mb Team Te Mb Mb Team Te Mb Mb<br />

1<br />

LEAR<br />

PaCo<br />

A.Rep<br />

A.Admin A.Adm A.Admin<br />

A.Adm A.Admin A.Adm<br />

NEXT


Changes in <strong>the</strong> new version of IAM<br />

Coordina<strong>to</strong>r<br />

Contact<br />

<strong>Participant</strong><br />

Contacts PaCo<br />

PaCo<br />

Task<br />

Managers<br />

Team<br />

Members<br />

LEAR<br />

Account<br />

Admin.<br />

<strong>Participant</strong> A Coordinating <strong>Participant</strong> <strong>Participant</strong> Experts B<br />

PaCo PaCo<br />

CoCo Co Co CoCo Co Co CoCo Co Co<br />

PaCo<br />

The rol<br />

Reviewer Repres an e<br />

Activation of non-p es<br />

articipant of Named roles: & Aut<br />

d ntatives Rapporteur are redis<br />

horised<br />

tributed<br />

Task ask M.<br />

Task ask M. Task<br />

ask M.<br />

Team eam Mb Team eam Mb Team eam Mb<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin A.Adm A.Admin A.Adm<br />

Task ask M.<br />

Task ask M. Task<br />

ask M.<br />

Team eam Mb Team Mb Team eam Mb<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin A.Adm A.Admin A.Adm<br />

Reviewer Revie<br />

viewer er<br />

Task Ta M. M.<br />

PaCo PaCo<br />

Task Rapport.<br />

M.<br />

Task M.<br />

Revie viewer er<br />

Team eam Mb Team Te Mb Mb Team Te Mb Mb<br />

1<br />

LEAR<br />

A.Admin A.Adm A.Admin<br />

A.Adm A.Admin A.Adm<br />

NEXT


Changes in <strong>the</strong> new version of IAM<br />

The major objective of <strong>the</strong> new version is <strong>to</strong> simplify <strong>the</strong> role<br />

management and make it more flexible.<br />

In that perspective, <strong>the</strong> following changes are made:<br />

1. The uniqueness of <strong>the</strong> Coordina<strong>to</strong>r and <strong>Participant</strong><br />

Contacts disappear:<br />

one Primary Coordina<strong>to</strong>r Contact as <strong>the</strong> main contact<br />

for <strong>the</strong> European Commission;<br />

more Coordina<strong>to</strong>r Contacts can be nominated<br />

in <strong>the</strong> coordinating organisation per project;<br />

more <strong>Participant</strong> Contacts can be nominated<br />

per participating organisation per project.


Changes in <strong>the</strong> new version of IAM<br />

2. Task Managers and Team Members are no longer<br />

restricted <strong>to</strong> specific scope(s).<br />

3. The roles of Named Representatives are au<strong>to</strong>matically<br />

redistributed:<br />

Financial Named Representative Coordina<strong>to</strong>r/<strong>Participant</strong> Contact<br />

Scientific Named Representative Coordina<strong>to</strong>r/<strong>Participant</strong> Contact<br />

Authorised Representative Coordina<strong>to</strong>r/<strong>Participant</strong> Contact<br />

Administrative/Legal Named Rep. Task Manager<br />

Authorised Signa<strong>to</strong>ry Coordina<strong>to</strong>r/<strong>Participant</strong> Contact<br />

4. Those who register(ed) <strong>the</strong>ir organisation <strong>to</strong> obtain a PIC<br />

will have a self-registrant role.


The new version of IAM<br />

Project<br />

Organisation<br />

Coordina<strong>to</strong>r<br />

Contacts<br />

<strong>Participant</strong><br />

Contacts<br />

Task<br />

Managers<br />

LEAR<br />

Account<br />

Administra<strong>to</strong>r<br />

Coordinating <strong>Participant</strong> <strong>Participant</strong> A<br />

CoCo CoCo<br />

CoCo<br />

Task M.<br />

Task M.<br />

Team<br />

Members Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb<br />

1<br />

LEAR<br />

Task M.<br />

PaCo<br />

Task M.<br />

PaCo<br />

Task M.<br />

1<br />

LEAR<br />

PaCo<br />

Task M.<br />

A.Admin A.Admin A.Admin<br />

A.Admin A.Admin<br />

A.Admin


Access rights: Project roles<br />

CoCo<br />

CoCo<br />

PaCo<br />

Task M.<br />

Team Mb<br />

• Nominate and revoke <strong>Participant</strong> Contacts for any participating<br />

organisation.<br />

+<br />

• Nominate and revoke o<strong>the</strong>r Coordina<strong>to</strong>r Contacts;<br />

• Read/write access <strong>to</strong> own and common forms;<br />

• Submit <strong>to</strong> European Commission/Agency;<br />

+<br />

• Nominate and revoke <strong>Participant</strong> Contacts, Task Managers<br />

and Team Members within <strong>the</strong>ir organisation;<br />

• Read/write access <strong>to</strong> own forms;<br />

• Submit <strong>to</strong> <strong>the</strong> Coordina<strong>to</strong>r Contacts;<br />

+<br />

• Create and update forms;<br />

+<br />

• Read-only access<br />

NEXT


Access rights: Organisation roles<br />

1<br />

LEAR<br />

A.Admin<br />

• Nominate and revoke Account Administra<strong>to</strong>rs within <strong>the</strong>ir<br />

organisation<br />

+<br />

• Access <strong>the</strong> list of roles/persons representing <strong>the</strong>ir<br />

organisation<br />

• Access <strong>the</strong>ir organisation’s list of Projects and <strong>the</strong>ir<br />

summaries<br />

• May request <strong>to</strong> revoke users from roles within his/her<br />

organisation<br />

NEXT


“Original roles”<br />

Some roles are au<strong>to</strong>matically provisioned in <strong>the</strong> early stages<br />

of <strong>the</strong> Project (“original roles”) as follows :<br />

• The Coordina<strong>to</strong>r Contact identified in <strong>the</strong> proposal<br />

will be recognised by <strong>the</strong> Commission as <strong>the</strong> Primary<br />

Coordina<strong>to</strong>r Contact.<br />

• The contact persons of <strong>the</strong> participating organisations<br />

identified during proposal submission will become<br />

<strong>Participant</strong> Contacts at <strong>the</strong> beginning of negotiations.<br />

• The LEAR is validated by <strong>the</strong> Commission<br />

during <strong>the</strong> validation process of his/her organisation.


Project<br />

Organisation<br />

Coordina<strong>to</strong>r<br />

Contacts<br />

<strong>Participant</strong><br />

Contacts<br />

Task<br />

Manager s<br />

Team<br />

Members<br />

LEAR<br />

Account<br />

Administra<strong>to</strong>r<br />

Coordinating <strong>Participant</strong> <strong>Participant</strong> A<br />

CoCo CoCo<br />

CoCo<br />

Task M. Task Only M.<br />

Task M.<br />

Task M.<br />

Task M.<br />

Task M.<br />

Only <strong>the</strong> key roles of <strong>the</strong><br />

LEAR and Primary Coordina<strong>to</strong>r Contact<br />

are defined/modified by <strong>the</strong> Commission.<br />

Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb<br />

1<br />

LEAR<br />

PaCo<br />

PaCo<br />

1<br />

LEAR<br />

PaCo<br />

A.Admin A.Admin A.Admin<br />

A.Admin A.Admin<br />

A.Admin<br />

NEXT


Any questions so far?


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong><br />

available after login<br />

Peter HÄRTWICH<br />

peter.haertwich@ec.europa.eu<br />

eFP7 Communication Office<br />

RTD A3.1


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: after login<br />

Personalised <strong>services</strong><br />

FP7 Calls Funding opportunities<br />

FP7 Doc<br />

My Organisations<br />

My Proposals<br />

My Projects<br />

My Roles<br />

Notifications<br />

FP7 Documents<br />

? Support<br />

Organisation-related data<br />

Proposals for funding<br />

Projects-related <strong>services</strong><br />

Managing access rights<br />

Service messages


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: after login<br />

My Organisations<br />

1. Register an organisation<br />

Organisation-related data<br />

• The person registering <strong>the</strong> data receives online <strong>the</strong> PIC<br />

number for his/her organisation.<br />

2. Access organisation-related data<br />

3. Update an organisation’s data<br />

(until <strong>the</strong> Validation Services start validating <strong>the</strong> organisation)<br />

<strong>Participant</strong>s are encouraged <strong>to</strong> register <strong>the</strong>ir organisations<br />

as soon as possible before drafting a proposal.


Step 1:<br />

Au<strong>to</strong>matic search<br />

for previous similar<br />

registrations


When <strong>the</strong> au<strong>to</strong>matic search<br />

finds previous similar<br />

registrations


If If no previous similar<br />

registration is is found:<br />

Start <strong>the</strong> registration<br />

of <strong>the</strong> organisation


The self-registrant receives<br />

a PIC number at <strong>the</strong> end<br />

of <strong>the</strong> registration


Account DEMO<br />

List of organisations where <strong>the</strong> user has a role<br />

as LEAR, Account Administra<strong>to</strong>r or Self Registrant<br />

TEST ORGANISATION 1<br />

TEST ORGANISATION 2<br />

TEST ORGANISATION 3<br />

TEST ORGANISATION 4<br />

TEST ORGANISATION 5<br />

TEST ORGANISATION 6<br />

999999991 BE0123456789<br />

999999992 FR0123456789<br />

999999993 DE0123456789<br />

List of organisations<br />

where <strong>the</strong> user has a role<br />

in a given project<br />

999999994 NL0123456789<br />

999999995 GB0123456789<br />

999999996 ES0123456789


Terminology<br />

LEAR (Legal Entity Appointed Representative):<br />

Person authorized <strong>to</strong> manage <strong>the</strong> legal data of <strong>the</strong> organisation<br />

online. The LEAR appointment form and procedure is available<br />

in <strong>the</strong> FAQ under point 3.<br />

Account Administra<strong>to</strong>r:<br />

One or more persons appointed by <strong>the</strong> LEAR <strong>to</strong> assist with <strong>the</strong><br />

online management of <strong>the</strong> legal data.<br />

Self Registrant:<br />

Person who has registered an organisation.


Account DEMO<br />

1<br />

LEAR<br />

A.Adm A.Admi in<br />

n<br />

TEST ORGANISATION 1<br />

TEST ORGANISATION 2<br />

TEST ORGANISATION 3<br />

Services for LEARs and<br />

Account Administra<strong>to</strong>rs only<br />

999999991 BE0123456789<br />

999999992 FR0123456789<br />

999999993 DE0123456789<br />

Access <strong>to</strong> <strong>the</strong> “organisation” <strong>to</strong>ols<br />

by clicking on its name, or by using <strong>the</strong> shortcut icons:<br />

TEST ORGANISATION 4<br />

TEST ORGANISATION 5<br />

OD = Organisation’s Data<br />

VP = View Projects<br />

999999994<br />

999999995 RO = Roles<br />

NL0123456789<br />

GB0123456789<br />

TEST ORGANISATION 6<br />

999999996 ES0123456789


Account DEMO<br />

1<br />

LEAR<br />

A.Adm A.Admi in<br />

n<br />

TEST ORGANISATION 1<br />

Services for LEARs and<br />

Account Administra<strong>to</strong>rs only<br />

TEST ORGANISATION 1<br />

999999991<br />

BE0123456789 Square De Meeüs<br />

8<br />

1049<br />

Brussels<br />

BE<br />

Account<br />

DEMO<br />

+3222950022<br />

Access <strong>the</strong> online data<br />

of <strong>the</strong> organisation<br />

• Organisation details<br />

• All roles of contacts within <strong>the</strong> organisation<br />

• All projects of <strong>the</strong> organisation<br />

• All proposals submitted in FP7


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: after login<br />

Personalised <strong>services</strong><br />

FP7 Calls Funding opportunities<br />

FP7 Doc<br />

My Organisations<br />

My Proposals<br />

My Projects<br />

My Roles<br />

Notifications<br />

FP7 Documents<br />

? Support<br />

Organisation-related data<br />

Proposals for funding<br />

Projects-related <strong>services</strong><br />

Managing access rights<br />

Service messages


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: after login<br />

My Proposals<br />

Proposals for funding<br />

The new proposal submission service is available<br />

on <strong>the</strong> call’s page (after an ECAS login).<br />

It is a wizard that will help you creating and submitting<br />

a proposal step by step, while ensuring data<br />

confidentiality.<br />

This <strong>to</strong>ol is available from call launch <strong>to</strong> a strict deadline.<br />

You can save draft proposals and submit it later.


PIC numbers are required in <strong>the</strong> new proposal<br />

submission system, <strong>the</strong>refore participants are encouraged <strong>to</strong><br />

register <strong>the</strong>ir organisations as soon as possible before drafting<br />

a proposal.<br />

Proposals are composed of:<br />

• Part A: <strong>the</strong> administrative information (list of participants,<br />

legal and financial structured forms, etc.);<br />

• Part B: a PDF document with <strong>the</strong> scientific<br />

and technical contents;<br />

• There may be additional documents (optional).


Demo<br />

Instrument selection Pre-registration Consortium set-up<br />

Submission Form filling Forms & documents<br />

NEXT


How <strong>to</strong> find previous draft proposals?<br />

Access <strong>to</strong> proposals made with <strong>the</strong> new submission<br />

system:<br />

• Access <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

• Login using your ECAS ID and password<br />

• Go <strong>to</strong> <strong>the</strong> “My Proposals” tab<br />

Access <strong>to</strong> proposals made with EPSS:<br />

• Access https://www.epss-fp7.org<br />

• Login using your user ID and password


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: after login<br />

Personalised <strong>services</strong><br />

FP7 Calls Funding opportunities<br />

FP7 Doc<br />

My Organisations<br />

My Proposals<br />

My Projects<br />

My Roles<br />

Notifications<br />

FP7 Documents<br />

? Support<br />

Organisation-related data<br />

Proposals for funding<br />

Projects-related <strong>services</strong><br />

Managing access rights<br />

Service messages


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: after login<br />

My Projects<br />

Projects-related <strong>services</strong><br />

1. Access <strong>the</strong> list of projects <strong>the</strong> participant is involved in<br />

2. Access <strong>the</strong> project-related <strong>services</strong>:<br />

• Negotiation<br />

• Amendments<br />

• Reporting <strong>to</strong>ols<br />

3. View <strong>the</strong> roles and nominations for a given project<br />

NEXT


TEST PROJECT1 999991<br />

TEST PROJECT2 999992<br />

View Project details<br />

with basic data, abstract<br />

and list of participants


TEST PROJECT1 999991<br />

TEST PROJECT2 999992<br />

View all roles in <strong>the</strong> Project.<br />

If If you have sufficient rights, you may also<br />

nominate and revoke roles for o<strong>the</strong>r persons<br />

according <strong>to</strong> <strong>the</strong> current situation of <strong>the</strong> consortium


Co CoCo Co CoCo<br />

PaCo<br />

Service for Coordina<strong>to</strong>r Contacts<br />

and <strong>Participant</strong> Contacts only<br />

TEST PROJECT1 999991<br />

TEST PROJECT2 999992<br />

Manage consortium:<br />

<strong>the</strong> <strong>to</strong>p roles (Coordina<strong>to</strong>r Contacts<br />

and <strong>Participant</strong> Contacts) can be managed


Available <strong>to</strong>ols for projects<br />

in “Negotiation” phase:<br />

AN = Access Negotiation


Available <strong>to</strong>ols for projects<br />

in “Active” phase:<br />

AA = Access Amendment<br />

FR = Financial Reporting<br />

PR = Periodic Reporting<br />

RD = Reporting & Deliverables<br />

TES T PROJECT1 999991<br />

TES T PROJECT2 999992<br />

TES T PROJECT3 999993<br />

TES T PROJECT4 999994<br />

TEST PROJECT5 999995


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: after login<br />

Personalised <strong>services</strong><br />

FP7 Calls Funding opportunities<br />

FP7 Doc<br />

My Organisations<br />

My Proposals<br />

My Projects<br />

My Roles<br />

Notifications<br />

?<br />

FP7 Documents<br />

Organisation-related data<br />

Proposals for funding<br />

Projects-related <strong>services</strong><br />

Managing access rights<br />

Service messages<br />

Support


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: after login<br />

My Roles<br />

Managing access rights<br />

1. Manage <strong>the</strong> roles and access rights in projects<br />

or organisations<br />

• View your role in <strong>the</strong> project/organisation<br />

• Nominate new persons<br />

• View your previous nominations<br />

• Revoke roles<br />

2. “Manage consortium” but<strong>to</strong>n<br />

(for Coordina<strong>to</strong>r and <strong>Participant</strong> Contact roles only)<br />

NEXT


Training<br />

XXXXXXXXXXXXXXX<br />

XXXXXX XXXXXXXXXX XXXXX<br />

XXXXXXXXXXXXXXXXXXX<br />

XXXX XXXXX<br />

XXXXX<br />

XXXXXXX XXXXXXXXXXXX XXXXX<br />

XXXXX XXXXXXXXXXXXXXX<br />

XXXXXXXX XXXXXXXXXXXXX<br />

XXXXX<br />

View/manage<br />

all roles XXXXX<br />

in <strong>the</strong> Project<br />

View/manage<br />

Consortium<br />

NEXT


Training<br />

XXXX<br />

XXXXX<br />

XXXXXXXXXXXXXXXXXX<br />

XXXXX<br />

XXXXXXXXXXX<br />

XXXXXXXXX<br />

XXXXX<br />

XXXXXXXXXXX XXXX XXXXXXXX<br />

XXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXX<br />

XXXXXXXXX<br />

XXXXXXXXX<br />

XXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXX<br />

XXXX XXXXXXXX<br />

XXXXXXXXX<br />

XXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXX<br />

XXXXXXXXX<br />

XXXXX<br />

XXXXX<br />

XXXXXXX<br />

XXXXXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXX<br />

XXXXXXXXXXXX<br />

XXXXX<br />

XXXXXXXXX XXXX XXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXX XXXX XXXXXXXX<br />

Add or revoke roles<br />

in <strong>the</strong> Project<br />

XXXXXXXXXXXXXXXXXXXXXXXXXX XXXX<br />

XXXXXXXXXXXXXXXXXX XXXX<br />

XXXXXXXX<br />

XXXXXXXX<br />

XXXXXXXXXXXXXXXXXXX XXXX XXXXXXXX<br />

NEXT


Project consortium – role management<br />

Entity’s address<br />

Name<br />

Beneficiary’s short name<br />

Nominate or revoke contacts<br />

Nominate or revoke contacts<br />

Add or revoke contacts if you are a (primary) coordina<strong>to</strong>r contact<br />

or participant contact.<br />

+<br />

+<br />

x<br />

x


The nomination process<br />

• Minimum involvement by <strong>the</strong> Commission<br />

allowing for flexibility in managing <strong>the</strong> consortium:<br />

Only <strong>the</strong> <strong>to</strong>p roles (Primary Coordina<strong>to</strong>r Contact and <strong>the</strong><br />

LEAR) are defined by <strong>the</strong> Commission.<br />

Every o<strong>the</strong>r role must be modified by <strong>the</strong> <strong>Participant</strong>s.<br />

• Each user can be nominated or revoked by ano<strong>the</strong>r user,<br />

as follows:<br />

NEXT


Project<br />

Organisation<br />

Coordina<strong>to</strong>r<br />

Contacts<br />

<strong>Participant</strong><br />

Contacts<br />

Task<br />

Managers<br />

Team<br />

Members<br />

LEAR<br />

Account<br />

Administra<strong>to</strong>r<br />

Coordinating <strong>Participant</strong> <strong>Participant</strong> A<br />

CoCo CoCo<br />

CoCo<br />

Task M.<br />

Task M.<br />

Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb<br />

1<br />

LEAR<br />

Task M.<br />

PaCo<br />

Task M.<br />

PaCo<br />

Task M.<br />

1<br />

LEAR<br />

PaCo<br />

Task M.<br />

A.Admin A.Admin A.Admin<br />

A.Admin A.Admin<br />

A.Admin<br />

NEXT


Project<br />

Organisation<br />

Coordina<strong>to</strong>r<br />

Contacts<br />

<strong>Participant</strong><br />

Contacts<br />

Task<br />

Managers<br />

Team<br />

Members<br />

LEAR<br />

Account<br />

Administra<strong>to</strong>r<br />

Coordinating <strong>Participant</strong> <strong>Participant</strong> A<br />

CoCo CoCo<br />

CoCo<br />

Task M.<br />

Task M.<br />

Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb<br />

1<br />

LEAR<br />

Task M.<br />

PaCo<br />

Task M.<br />

PaCo<br />

Task M.<br />

1<br />

LEAR<br />

PaCo<br />

Task M.<br />

A.Admin A.Admin A.Admin<br />

A.Admin A.Admin<br />

A.Admin<br />

NEXT


Project<br />

Organisation<br />

Coordina<strong>to</strong>r<br />

Contacts<br />

<strong>Participant</strong><br />

Contacts<br />

Task<br />

Managers<br />

Team<br />

Members<br />

LEAR<br />

Account<br />

Administra<strong>to</strong>r<br />

Coordinating <strong>Participant</strong> <strong>Participant</strong> A<br />

CoCo CoCo<br />

CoCo<br />

Task M.<br />

Task M.<br />

1<br />

LEAR<br />

Task M.<br />

PaCo<br />

Task Tas k M.<br />

PaCo<br />

Task M.<br />

Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb<br />

1<br />

LEAR<br />

PaCo<br />

Task M.<br />

A.Admin A.Admin A.Admin<br />

A.Admin A.Admin<br />

A.Admin<br />

NEXT


Project<br />

Organisation<br />

Coordina<strong>to</strong>r<br />

Contacts<br />

<strong>Participant</strong><br />

Contacts<br />

Task<br />

Managers<br />

Team<br />

Members<br />

LEAR<br />

Account<br />

Administra<strong>to</strong>r<br />

Coordinating <strong>Participant</strong> <strong>Participant</strong> A<br />

CoCo CoCo<br />

CoCo<br />

Task M.<br />

Task M.<br />

1<br />

LEAR<br />

Task M.<br />

PaCo<br />

Task Tas k M.<br />

PaCo<br />

Task M.<br />

Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb<br />

1<br />

LEAR<br />

PaCo<br />

Task M.<br />

A.Admin A.Admin A.Admin<br />

A.Admin A.Admin<br />

A.Admin<br />

NEXT


Project<br />

Organisation<br />

Coordina<strong>to</strong>r<br />

Contacts<br />

<strong>Participant</strong><br />

Contacts<br />

Task<br />

Manager s<br />

Team<br />

Members<br />

LEAR<br />

Account<br />

Administra<strong>to</strong>r<br />

Coordinating <strong>Participant</strong> <strong>Participant</strong> A<br />

CoCo CoCo<br />

CoCo<br />

Task M. Task Only M.<br />

Task M.<br />

Task M.<br />

Task M.<br />

Task M.<br />

Only <strong>the</strong> key roles of <strong>the</strong><br />

LEAR and Primary Coordina<strong>to</strong>r Contact<br />

are defined/modified by <strong>the</strong> Commission.<br />

Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb<br />

1<br />

LEAR<br />

PaCo<br />

PaCo<br />

1<br />

LEAR<br />

PaCo<br />

A.Admin A.Admin A.Admin<br />

A.Admin A.Admin<br />

A.Admin<br />

NEXT


<strong>Participant</strong> <strong>Portal</strong> <strong>services</strong>: after login<br />

Notifications<br />

Service messages<br />

1. View all types of personal notifications for <strong>the</strong> linked<br />

<strong>services</strong> of <strong>the</strong> <strong>Portal</strong><br />

2. Set notifications for <strong>the</strong> different <strong>services</strong> and <strong>the</strong>ir<br />

frequency<br />

3. Subscribe for e-mail notifications on specific calls<br />

NEXT


Subscribe for e-mail notifications<br />

on specific calls


Any questions so far?


Negotiations & Amendments<br />

Peter HÄRTWICH<br />

peter.haertwich@ec.europa.eu<br />

eFP7 Communication Office<br />

RTD A3.1


Negotiation: Workflow<br />

Mail sent<br />

back <strong>to</strong>…<br />

EC Officer<br />

• creates first Negotiation session<br />

OR<br />

• checks, gives comments, creates new<br />

session<br />

Coordina<strong>to</strong>r Contact<br />

• accesses <strong>Participant</strong> <strong>Portal</strong><br />

• completes GPF file (with <strong>Participant</strong>s)<br />

• submits it (data becomes read-only)<br />

Mail<br />

sent <strong>to</strong>…


The Coordina<strong>to</strong>r Contact receives au<strong>to</strong>matically<br />

from <strong>the</strong> Commission <strong>the</strong> first e-mail with a link<br />

<strong>to</strong> <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong> <strong>to</strong> start <strong>to</strong> negotiate <strong>the</strong> grant<br />

with a list of <strong>Participant</strong> Contacts based on <strong>the</strong> proposal data.


Negotiation: Workflow<br />

• The contact data of <strong>the</strong> person from <strong>the</strong> coordinating entity<br />

given in <strong>the</strong> proposal submission is set by default<br />

as <strong>the</strong> Primary Coordina<strong>to</strong>r Contact in order <strong>to</strong> start<br />

negotiations.<br />

• The Coordina<strong>to</strong>r Contact has by default full editing access<br />

– own data and data of all participants – <strong>to</strong> <strong>the</strong> negotiation<br />

<strong>to</strong>ol with <strong>the</strong> e-mail provided in <strong>the</strong> proposal.<br />

<strong>Participant</strong> Contacts have editing access <strong>to</strong> <strong>the</strong>ir own<br />

data and read-only access <strong>to</strong> <strong>the</strong> data of o<strong>the</strong>r participants<br />

and <strong>to</strong> <strong>the</strong> general project info.<br />

• Only <strong>the</strong> Coordina<strong>to</strong>r Contact can submit a NEF session<br />

<strong>to</strong> <strong>the</strong> Commission.


Available <strong>to</strong>ols for projects<br />

in “Negotiation” phase:<br />

AN = Access Negotiation


XXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

Project-level options<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXX XXXXXXX<br />

XXX<br />

XXXXXXXX<br />

XXXXXXX<br />

XXXX<br />

XXXXXXX<br />

XXXXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

<strong>Participant</strong>-level options<br />

XXXXXX<br />

XXXXXX<br />

XXXXXX<br />

XXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX


XXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXX<br />

XXXXXXXXXXXXXXXXXXXXXXX XXXX<br />

XXXX<br />

XXXXX<br />

XXXXXXXX<br />

XXXXXXXXX<br />

XXXXXXXXX<br />

XXXXXXX<br />

XXXX<br />

XXXXXXXXXX<br />

XXXX<br />

<strong>Participant</strong>-level options<br />

Back <strong>to</strong> Project level


XXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXX<br />

XXX<br />

XXXXXXXX<br />

XXXXXXX<br />

XXXX<br />

XXXXXXXX<br />

XXXX<br />

XXXXXX<br />

XXXXXX<br />

XXXXXX<br />

XXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX


XXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXX


XXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXX<br />

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX<br />

XXXX<br />

XXX<br />

XXXXXXXX<br />

XXXXXXX<br />

XXXX<br />

XXXXXXXX<br />

XXXX<br />

XXXXXX<br />

XXXXXX<br />

XXXXXX<br />

XXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

XXXXXXX<br />

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The bank account is is requested only for <strong>the</strong><br />

coordinating participant. The rest of <strong>the</strong> required<br />

information is is <strong>the</strong> same for all participants.<br />

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If If <strong>the</strong> PIC is is validated,<br />

it it appears on <strong>to</strong>p<br />

of <strong>the</strong> legal data.<br />

All <strong>the</strong> organisation’s legal data<br />

is is in read-only<br />

(except <strong>the</strong> “Short name” field)


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There is is an obligation<br />

for <strong>the</strong> Coordina<strong>to</strong>r <strong>to</strong> open<br />

an interest-yielding bank account.


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The contact person is is<br />

<strong>the</strong> person in day-<strong>to</strong>-day<br />

contact with <strong>the</strong> Commission.<br />

The <strong>Participant</strong> <strong>Portal</strong> contact<br />

person for <strong>the</strong> coordina<strong>to</strong>r<br />

is is set by <strong>the</strong> Commission!


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Description of Work<br />

The Description of Work (Annex I) will be created<br />

au<strong>to</strong>matically out of two “work tables”, all o<strong>the</strong>r tables<br />

are generated au<strong>to</strong>matically and adapted/re-calculated<br />

when <strong>the</strong> original tables are edited:<br />

• Part A of <strong>the</strong> DoW = work tables (WP list)<br />

• Part B of <strong>the</strong> DoW = narrative part (WP description),<br />

based on Part B of <strong>the</strong> proposal: uploaded by <strong>the</strong><br />

coordina<strong>to</strong>r as a Word/PDF document (max. 20Mb,<br />

Word document with track changes during negotiation)<br />

Information on deliverables is transferred in<strong>to</strong> <strong>the</strong> reporting<br />

<strong>to</strong>ol and does not need <strong>to</strong> be re-entered at <strong>the</strong> time<br />

of reporting.


Description of Work<br />

Workplan tables<br />

• WT1: List of work packages (<strong>to</strong> be edited)<br />

• WT2: List of deliverables (au<strong>to</strong>matic)<br />

• WT3: Work package descriptions (<strong>to</strong> be edited)<br />

• WT4: List of miles<strong>to</strong>nes (au<strong>to</strong>matic)<br />

• WT5: Tentative schedule of project reviews (<strong>to</strong> be edited –<br />

optional)<br />

• WT6: Project effort by beneficiaries and work package<br />

(au<strong>to</strong>matic)<br />

• WT7: Project effort by activity type per beneficiary<br />

(au<strong>to</strong>matic)<br />

• WT8: Project efforts and costs (au<strong>to</strong>matic)


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This screen allows:<br />

• <strong>to</strong> define Work Packages<br />

• <strong>to</strong> define Deliverables<br />

• <strong>to</strong> define Miles<strong>to</strong>nes<br />

• <strong>to</strong> add <strong>the</strong> final narrative DoW<br />

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Only <strong>the</strong> Coordina<strong>to</strong>r Contact can submit<br />

information <strong>to</strong> <strong>the</strong> E.C. O<strong>the</strong>r participants<br />

don’t have <strong>the</strong> “Submit” but<strong>to</strong>n.<br />

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Completion status must be ‘Finalized’<br />

for all <strong>the</strong> <strong>Participant</strong>s in order <strong>to</strong> submit <strong>the</strong> data.<br />

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Amendments<br />

Handling amendments on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong> goes<br />

<strong>the</strong> same way as handling negotiations.


Amendments: Workflow<br />

Mail sent<br />

back <strong>to</strong>…<br />

EC Officer<br />

• creates first Negotiation session<br />

OR<br />

• checks, gives comments, creates new<br />

session<br />

Coordina<strong>to</strong>r Contact<br />

• accesses <strong>Participant</strong> <strong>Portal</strong><br />

• completes GPF file (with <strong>Participant</strong>s)<br />

• submits it (data becomes read-only)<br />

Mail<br />

sent <strong>to</strong>…


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AA = Access Amendment


Any questions so far?


Research and Innovation<br />

<strong>Participant</strong> <strong>Portal</strong><br />

<strong>Introduction</strong><br />

<strong>to</strong> <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong> <strong>services</strong><br />

Peter HÄRTWICH<br />

peter.haertwich@ec.europa.eu<br />

eFP7 Communication Office<br />

RTD A3.1


Agenda<br />

11.00–13.00: <strong>Introduction</strong> <strong>to</strong> <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

European Commission Au<strong>the</strong>ntication Service<br />

Identity and Access Management<br />

Tools of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>:<br />

Negotiations/Amendments<br />

Lunch break<br />

14.00–15.00: Tools of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>:<br />

Scientific Reporting<br />

Coffee break<br />

15.00–16.30: Tools of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>:<br />

Financial Reporting<br />

Upcoming changes on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>


Scientific Reports & Deliverables<br />

Peter HÄRTWICH<br />

peter.haertwich@ec.europa.eu<br />

eFP7 Communication Office<br />

RTD A3.1


Scientific Reporting and Deliverables:<br />

Terminology<br />

Scientific Reporting:<br />

• Standardised format & always due at <strong>the</strong> end<br />

of Reporting Period (defined in Article II.4 of GA)<br />

• Linked <strong>to</strong> payment<br />

Deliverables:<br />

• Format, contents & timing individually defined<br />

in Annex I of Grant Agreement (Article II.4.8 of GA<br />

“Deliverables identified in Annex I shall be submitted<br />

as foreseen <strong>the</strong>rein”)<br />

• Not directly linked <strong>to</strong> payment


Deliverables


Task M. PaCo Task M.<br />

Define <strong>the</strong> Deliverables in Work Packages<br />

during <strong>the</strong> Negotiation of <strong>the</strong> Project<br />

If not encoded in <strong>the</strong> negotiation forms, <strong>the</strong> titles<br />

will have <strong>to</strong> be encoded before uploading <strong>the</strong> Deliverables<br />

(o<strong>the</strong>rwise <strong>the</strong>y are uploaded au<strong>to</strong>matically).<br />

Upload Deliverables<br />

CoCo CoCo<br />

Validation<br />

and submission<br />

PARTICIPANT COORDINATOR<br />

Reject<br />

Evaluation<br />

Approve<br />

COMMISSION


Available <strong>to</strong>ols for projects<br />

in “Active” phase:<br />

AA = Access Amendment<br />

FR = Financial Reporting<br />

PR = Periodic Reporting<br />

RD = Reporting & Deliverables<br />

TES T PROJECT1 999991<br />

TES T PROJECT2 999992<br />

TES T PROJECT3 999993<br />

TES T PROJECT4 999994<br />

TES T PROJECT5 999995


888888<br />

Accessing <strong>the</strong> Deliverables <strong>to</strong>ol


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Creating a new Deliverable<br />

Deliverables already received<br />

by <strong>the</strong> Commission<br />

Deliverables not yet received<br />

by <strong>the</strong> Commission


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Encode Work Package no, Title, etc.<br />

Then upload <strong>the</strong> Deliverable and Save<br />

Note: <strong>the</strong>re’s a possibility <strong>to</strong> fill in only <strong>the</strong> manda<strong>to</strong>ry fields (*) without uploading <strong>the</strong> file.


Deliverables: Status after uploading<br />

• Draft: draft version of <strong>the</strong> Deliverable<br />

Action: Coordina<strong>to</strong>r has <strong>to</strong> validate <strong>the</strong> Deliverable<br />

• Ready <strong>to</strong> submit: can be submitted <strong>to</strong> <strong>the</strong> Commission<br />

Action: Coordina<strong>to</strong>r has <strong>to</strong> submit <strong>the</strong> Deliverable<br />

• Submission <strong>to</strong> backend system ongoing:<br />

<strong>the</strong> Deliverable has been submitted but not yet received<br />

• Received: <strong>the</strong> PO has received <strong>the</strong> Deliverable<br />

• Accepted: <strong>the</strong> PO’s evaluation was positive<br />

and <strong>the</strong> Deliverable is accepted<br />

• Rejected: <strong>the</strong> PO’s evaluation was negative<br />

Action: an updated version of <strong>the</strong> Deliverable has <strong>to</strong> be<br />

uploaded again


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Only <strong>the</strong> Coordina<strong>to</strong>r can do<br />

<strong>the</strong> XXXX<br />

<strong>the</strong> following actions:<br />

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• Validate<br />

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• XXXXXXXXXX<br />

• Submit<br />

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• Add <strong>to</strong> <strong>the</strong> Periodic Report<br />

(add Title of <strong>the</strong> Deliverable<br />

<strong>to</strong> <strong>the</strong> list of Deliverables<br />

included in <strong>the</strong> Reports)


Scientific Reporting


Task M. PaCo Task M.<br />

CoCo CoCo<br />

Create, modify, complete <strong>the</strong> Scientific Reports<br />

Validation<br />

and submission<br />

PARTICIPANT COORDINATOR<br />

Reject<br />

Evaluation<br />

Approve<br />

COMMISSION


Scientific Reporting:<br />

Periodic Reports


About Periodic Reports<br />

1. Declaration by <strong>the</strong> scientific representative of <strong>the</strong> project’s<br />

coordina<strong>to</strong>r<br />

2. Publishable summary<br />

3. Core of <strong>the</strong> report<br />

1. Project objectives for <strong>the</strong> period<br />

2. Work progress and achievements during <strong>the</strong> period<br />

3. Project management<br />

4. Deliverables and miles<strong>to</strong>nes tables<br />

5. Explanation of <strong>the</strong> use of <strong>the</strong> resources<br />

6. Financial statement, (form C) per beneficiary; plus summary financial report<br />

7. Certificates, (form D or E), if applicable<br />

Note: To be submitted within 60 days at <strong>the</strong> end of each reporting<br />

period (including <strong>the</strong> last reporting period)


Available <strong>to</strong>ols for projects<br />

in “Active” phase:<br />

AA = Access Amendment<br />

FR = Financial Reporting<br />

PR = Periodic Reporting<br />

RD = Reporting & Deliverables<br />

TES T PROJECT1 999991<br />

TES T PROJECT2 999992<br />

TES T PROJECT3 999993<br />

TES T PROJECT4 999994<br />

TES T PROJECT5 999995


888888<br />

Accessing <strong>the</strong> Reporting <strong>to</strong>ol


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Select “Report type”<br />

and “Reporting Period”, <strong>the</strong>n<br />

click on “Create New Report”


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Project context, main objectives<br />

Work performed, results achieved<br />

Expected final results, impacts


Manda<strong>to</strong>ry


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Periodic Reports with <strong>the</strong> status “Draft” or “Rejected”<br />

are in “Intermediate Reports”<br />

Click on <strong>the</strong> form name <strong>to</strong> modify and/or submit it<br />

it


Scientific Reporting:<br />

Publications, Patents,<br />

Dissemination Activities<br />

and Exploitable Foregrounds List<br />

The Publications, Dissemination Activities, Patents and Exploitable Foregrounds List created<br />

appear in <strong>the</strong> Final Report.


Available <strong>to</strong>ols for projects<br />

in “Active” phase:<br />

AA = Access Amendment<br />

FR = Financial Reporting<br />

PR = Periodic Reporting<br />

RD = Reporting & Deliverables<br />

TES T PROJECT1 999991<br />

TES T PROJECT2 999992<br />

TES T PROJECT3 999993<br />

TES T PROJECT4 999994<br />

TES T PROJECT5 999995


888888<br />

Accessing <strong>the</strong> Publications <strong>to</strong>ol


XXX XXXX XXXXXXX


888888<br />

Accessing <strong>the</strong> Dissemination Activities <strong>to</strong>ol


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888888<br />

Accessing <strong>the</strong> Patents <strong>to</strong>ol


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Accessing <strong>the</strong> Exploitable Foregrounds <strong>to</strong>ol


Scientific Reporting:<br />

Final Reports


About Final Reports<br />

1. Final publishable summary report<br />

2. Dissemination and use of foreground<br />

1. Dissemination activities<br />

2. Publications peer reviewed<br />

3. Use of foregrounds: exploitable foreground and plans<br />

for exploitation<br />

3. Report on societal implications<br />

Note: To be submitted within 60 days after <strong>the</strong> end of <strong>the</strong><br />

project


Available <strong>to</strong>ols for projects<br />

in “Active” phase:<br />

AA = Access Amendment<br />

FR = Financial Reporting<br />

PR = Periodic Reporting<br />

RD = Reporting & Deliverables<br />

TES T PROJECT1 999991<br />

TES T PROJECT2 999992<br />

TES T PROJECT3 999993<br />

TES T PROJECT4 999994<br />

TES T PROJECT5 999995


888888<br />

Accessing <strong>the</strong> Reporting <strong>to</strong>ol


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XXXXXX<br />

XXXXXXX<br />

Select “Report type” <strong>the</strong>n<br />

click on “Create New Report”


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Final Report – Section 5: distribution of <strong>the</strong> EU financial contribution<br />

Note: To be submitted within 60 days after receipt of <strong>the</strong> final<br />

payment of <strong>the</strong> EU financial contribution


When <strong>to</strong> submit <strong>the</strong> reports?<br />

Deliverables:<br />

Timing individually defined in Annex I of GA (Article II.4.8)<br />

Periodic Report:<br />

Within 60 days at <strong>the</strong> end of each reporting period<br />

(including <strong>the</strong> last reporting period)<br />

Final Report:<br />

Within 60 days after <strong>the</strong> end of <strong>the</strong> project<br />

Final Report – Section 5:<br />

Within 30 days after receipt of <strong>the</strong> final payment<br />

of <strong>the</strong> EU financial contribution<br />

A report is considered as complete when all parts<br />

are transmitted <strong>to</strong> <strong>the</strong> Commission by <strong>the</strong> Coordina<strong>to</strong>r.


How <strong>to</strong> submit <strong>the</strong> reports?<br />

By electronic means:<br />

(via <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong> web <strong>services</strong>)<br />

Periodic Reports, Final Reports, Deliverables, etc. and Forms C<br />

By normal post:<br />

(<strong>to</strong> <strong>the</strong> mail address indicated in article 8 of <strong>the</strong> GA)<br />

In parallel <strong>to</strong> <strong>the</strong> electronic submission and only for:<br />

•<strong>the</strong> signed Forms C (prepared and submitted<br />

via <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong> web <strong>services</strong>)<br />

•<strong>the</strong> certificates on financial statements or certificates<br />

on <strong>the</strong> methodology (where applicable/necessary)


Any questions so far?


Research and Innovation<br />

<strong>Participant</strong> <strong>Portal</strong><br />

<strong>Introduction</strong><br />

<strong>to</strong> <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong> <strong>services</strong><br />

Peter HÄRTWICH<br />

peter.haertwich@ec.europa.eu<br />

eFP7 Communication Office<br />

RTD A3.1


Agenda<br />

11.00–13.00: <strong>Introduction</strong> <strong>to</strong> <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

European Commission Au<strong>the</strong>ntication Service<br />

Identity and Access Management<br />

Tools of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>:<br />

Negotiations/Amendments<br />

Lunch break<br />

14.00–15.00: Tools of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>:<br />

Scientific Reporting<br />

Coffee break<br />

15.00–16.30: Tools of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>:<br />

Financial Reporting<br />

Upcoming changes on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>


Financial Reports<br />

Peter HÄRTWICH<br />

peter.haertwich@ec.europa.eu<br />

eFP7 Communication Office<br />

RTD A3.1


Task M. PaCo Task M.<br />

Fill in Forms C & submit <strong>to</strong> Coordina<strong>to</strong>r<br />

Reject<br />

CoCo CoCo<br />

Check<br />

Forms C<br />

submitted<br />

Approve<br />

Submission<br />

Reject<br />

Evaluation<br />

Approve<br />

PARTICIPANT COORDINATOR COMMISSION


Remarks:<br />

• A Beneficiary can never directly submit his Forms C<br />

<strong>to</strong> <strong>the</strong> Commission<br />

• The Coordina<strong>to</strong>r Contact sends his Forms C <strong>to</strong> himself<br />

before sending <strong>the</strong>m <strong>to</strong> <strong>the</strong> Commission


Financial Reporting: Key features<br />

of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong> service<br />

• Au<strong>to</strong>matic call-up of <strong>the</strong> appropriate Form C for your<br />

project (taking in<strong>to</strong> account <strong>the</strong> Funding scheme)<br />

• Preparation of <strong>the</strong> Forms C with updated and correct<br />

Contract information of each Beneficiary in <strong>the</strong> Project<br />

Note: The information used by <strong>the</strong> financial reporting<br />

service is what is encoded in <strong>the</strong> contract<br />

management system of <strong>the</strong> Commission<br />

Important remark:<br />

The Forms C of new Beneficiaries will appear only when<br />

<strong>the</strong> relevant amendment is signed by <strong>the</strong> Commission


Financial Reporting: Key features<br />

of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong> service<br />

• Printing of Forms C<br />

• Electronic submission of Forms C <strong>to</strong> <strong>the</strong> Commission<br />

(original paper version, signed by <strong>the</strong> authorized person<br />

at each beneficiary, <strong>to</strong> be sent by <strong>the</strong> Coordina<strong>to</strong>r <strong>to</strong> <strong>the</strong> EC<br />

in parallel)<br />

• Correction of Forms C in case of rejection by <strong>the</strong> Commission<br />

• Forms C are au<strong>to</strong>matically transferred<br />

in<strong>to</strong> <strong>the</strong> Commission’s database for faster processing


Certificates<br />

Certificate of financial statements (CFS) – Form D<br />

• Verification of <strong>the</strong> expenditure<br />

• Manda<strong>to</strong>ry when <strong>the</strong> funding request is equal or greater than<br />

375,000€<br />

• The submission of a certificate does not waive <strong>the</strong> right<br />

of <strong>the</strong> Commission <strong>to</strong> carry out its own audits<br />

(Article II.22 of <strong>the</strong> FP7 model grant agreement).<br />

Certificate of methodology – Form E<br />

•Method for personnel cost and indirect costs in <strong>the</strong> project<br />

Signed paper versions <strong>to</strong> be sent <strong>to</strong> <strong>the</strong> Commission


Coordina<strong>to</strong>r’s screen<br />

CoCo<br />

CoCo<br />

NEXT


Entity 1 1 E1<br />

Entity 2 2 E2<br />

Entity 3 3 E3<br />

Entity 4 4 E4<br />

Entity 5 5 E5<br />

Entity 6 6 E6<br />

Entity 7 7 E7<br />

Entity 8 8 E8<br />

Entity 9 9 E9<br />

Entity 10 10 E10<br />

Beneficiary’s screen PaCo<br />

PaCo Task M.<br />

Add a Form C<br />

NEXT


Read-only information about <strong>the</strong> Project and <strong>the</strong> Beneficiary<br />

NEXT


Declaration of eligible costs<br />

You can save a draft…<br />

…or submit your Form C<br />

<strong>to</strong> <strong>the</strong> Coordina<strong>to</strong>r<br />

NEXT


Entity 1 1 E1<br />

Entity 2 2 E2<br />

Entity 3 3 E3<br />

Entity 4 4 E4<br />

Entity 5 5 E5<br />

Entity 6 6 E6<br />

Entity 7 7 E7<br />

Entity 8 8 E8<br />

Entity 9 9 E9<br />

Entity 10 10 E10<br />

After saving, <strong>the</strong> “Draft” Form C remains editable…<br />

…or it it can be deleted<br />

NEXT


NEXT


Entity 1 1<br />

E1<br />

Entity 2 2<br />

E2<br />

Entity 3 3<br />

E3<br />

Entity 4 4<br />

E4<br />

Entity 5 5<br />

E5<br />

Entity 6 6<br />

E6<br />

Entity 7 7<br />

E7<br />

Entity 8 8<br />

E8<br />

Entity 9 9<br />

E9<br />

Entity 10 10<br />

E10<br />

NEXT


Financial Reporting: Third Parties<br />

Add a Form C<br />

NEXT


Financial Reporting: Third Parties<br />

Fill in data for Third Parties<br />

NEXT


Financial Reporting: Sub-Departments<br />

Special Clause 30<br />

NEXT


Financial Reporting: Sub-Departments<br />

NEXT


The Coordina<strong>to</strong>r Contact selects <strong>the</strong> Form Cs <strong>to</strong> be submitted<br />

NEXT


The Coordina<strong>to</strong>r Contact has a complete overview<br />

of <strong>the</strong> Form Cs ready <strong>to</strong> be submitted<br />

NEXT


The Coordina<strong>to</strong>r Contact receives a warning message<br />

if if Forms C were not submitted by all Beneficiaries<br />

NEXT


The Coordina<strong>to</strong>r Contact receives a confirmation message<br />

The Project Officer at <strong>the</strong> Commission receives an au<strong>to</strong>matic e-mail<br />

NEXT


Financial Reporting:<br />

View submission his<strong>to</strong>ry<br />

NEXT


The Coordina<strong>to</strong>r Contact can reject a Form C<br />

by clicking on <strong>the</strong> “Reject” but<strong>to</strong>n in <strong>the</strong> Form C<br />

NEXT


Rejected Form C will appear as “Draft”<br />

and can be corrected and resubmitted<br />

NEXT


Financial Reporting: Revision of a Form C<br />

Indicates that <strong>the</strong> Commission<br />

asked for a revision of this Form C<br />

NEXT


Financial Reporting: Printing Forms C<br />

You may create and print PDF files for:<br />

• each individual Form C<br />

• a Summary Form C, taking in<strong>to</strong> account all submissions<br />

for <strong>the</strong> concerned reporting period<br />

• all Forms C in one go (combined with <strong>the</strong> Summary Form C)<br />

Note: <strong>the</strong> “Draft” watermark only disappears after<br />

a successful submission by <strong>the</strong> Coordina<strong>to</strong>r Contact<br />

<strong>to</strong> <strong>the</strong> Commission<br />

NEXT


Printing each Form C<br />

NEXT


Printing<br />

each Form C<br />

NEXT


Printing a Forms C summary<br />

or all Forms C in one go<br />

NEXT


Preview of a Forms C summary<br />

STOP


Research and Innovation<br />

<strong>Participant</strong> <strong>Portal</strong><br />

How <strong>to</strong> prepare<br />

<strong>the</strong> explanation on <strong>the</strong> use<br />

of resources?<br />

eFP7 Communication Office<br />

April 2012


Explanation on <strong>the</strong> use of resources:<br />

What is it?<br />

The following information is requested per beneficiary:<br />

• Major cost items<br />

• Explanation related <strong>to</strong> <strong>the</strong> use of resources<br />

• Work packages information


Explanation on <strong>the</strong> use of resources:<br />

The old procedure<br />

Logging in on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

RD<br />

PR<br />

Reporting & Deliverables Periodic Reporting<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources<br />

Accessing <strong>the</strong> reporting <strong>to</strong>ols<br />

…or…<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources


Explanation on <strong>the</strong> use of resources:<br />

The new procedure<br />

Logging in on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

FR<br />

PR<br />

Financial Reporting Periodic Reporting<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources<br />

Accessing <strong>the</strong> reporting <strong>to</strong>ols<br />

…or…<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources


The old procedure and <strong>the</strong> new procedure<br />

The same data will have <strong>to</strong> be provided, but in<br />

<strong>the</strong> financial reporting <strong>to</strong>ol<br />

no longer in<br />

<strong>the</strong> scientific reporting <strong>to</strong>ol<br />

(Reporting & Deliverables).<br />

FR<br />

RD<br />

This is a technical change only, not a change in <strong>the</strong> concept!


Explanation on <strong>the</strong> use of resources:<br />

The new procedure, step by step<br />

Logging in on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

FR<br />

PR<br />

Financial Reporting Periodic Reporting<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources<br />

Accessing <strong>the</strong> reporting <strong>to</strong>ols<br />

…or…<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources


Login with your ECAS account


Explanation on <strong>the</strong> use of resources:<br />

The new procedure, step by step<br />

Logging in on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

FR<br />

PR<br />

Financial Reporting Periodic Peporting<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources<br />

Accessing <strong>the</strong> reporting <strong>to</strong>ols<br />

…or…<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources


Click on <strong>the</strong> “My Projects” tab


DEMO ACCOUNT<br />

TEST PROJECT1 999991<br />

TEST PROJECT2 999992<br />

TEST PROJECT3 999993<br />

TEST PROJECT4 999994<br />

TEST PROJECT5 999995<br />

Check <strong>the</strong> list of projects in “Active” phase


Explanation on <strong>the</strong> use of resources:<br />

The new procedure, step by step<br />

Logging in on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

FR<br />

PR<br />

Financial Reporting Periodic Reporting<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources<br />

Accessing <strong>the</strong> reporting <strong>to</strong>ols<br />

…or…<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources


DEMO ACCOUNT<br />

TEST PROJECT1 999991<br />

TEST PROJECT2 999992<br />

TEST PROJECT3 999993<br />

TEST PROJECT4 999994<br />

AA<br />

FR<br />

PR<br />

RD<br />

= Access Amendment<br />

TEST PRO JECT5 999995<br />

= Financial Reporting<br />

= Periodic Reporting<br />

= Reporting & Deliverables


Explanation on <strong>the</strong> use of resources:<br />

The new procedure, step by step<br />

Logging in on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

FR<br />

PR<br />

Financial Reporting Periodic Reporting<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources<br />

Accessing <strong>the</strong> reporting <strong>to</strong>ols<br />

…or…<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources


Entering <strong>the</strong> explanations on <strong>the</strong> use<br />

of resources<br />

Upon clicking on a cell of a cost table, <strong>the</strong> following pop-up<br />

is shown:


Entering <strong>the</strong> explanations on <strong>the</strong> use<br />

of resources<br />

Type of activity<br />

of <strong>the</strong> selected cell<br />

Cost type<br />

of <strong>the</strong> selected cell<br />

1


Entering <strong>the</strong> explanations on <strong>the</strong> use<br />

of resources<br />

You must fill in<br />

at least one<br />

major “Cost” item<br />

The “Total” cost is au<strong>to</strong>matically<br />

calculated on <strong>the</strong> basis<br />

of <strong>the</strong> individual cost items.<br />

1


Entering <strong>the</strong> explanations on <strong>the</strong> use<br />

of resources<br />

“Explanation”<br />

for this cost item<br />

Manda<strong>to</strong>ry part of <strong>the</strong> reports<br />

but not checked by <strong>the</strong> IT <strong>to</strong>ol<br />

1<br />

“Work package”<br />

for this cost item<br />

(optional)<br />

More work packages can<br />

be linked <strong>to</strong> one cost item


Entering <strong>the</strong> explanations on <strong>the</strong> use<br />

of resources<br />

Delete a cost item Add a cost item<br />

1


Entering <strong>the</strong> explanations on <strong>the</strong> use<br />

of resources<br />

Upon clicking <strong>the</strong> “Done” but<strong>to</strong>n, <strong>the</strong> <strong>to</strong>tal sum is copied<br />

<strong>to</strong> <strong>the</strong> corresponding field of <strong>the</strong> form C.<br />

1<br />

2


Actual indirect costs are directly editable (without details).


Timing<br />

For all newly created reports <strong>the</strong> explanation on <strong>the</strong> use<br />

of resources will be editable in <strong>the</strong> financial reporting<br />

and no longer available in <strong>the</strong> scientific reporting function.<br />

For a temporary period, draft reports can still be edited<br />

in <strong>the</strong> scientific reporting <strong>to</strong>ol with <strong>the</strong> option that <strong>the</strong> user<br />

fills in this information ei<strong>the</strong>r in <strong>the</strong> scientific reporting<br />

or in <strong>the</strong> financial reporting function.


What about existing forms C?<br />

The existing financial forms (forms C) do not change<br />

au<strong>to</strong>matically.<br />

But <strong>the</strong>y can be converted in order <strong>to</strong> use this new detailed<br />

explanation on <strong>the</strong> use of resources by clicking on <strong>the</strong> but<strong>to</strong>n:<br />

A confirmation pop up window will <strong>the</strong>n be shown before <strong>the</strong><br />

form C is converted. The conversion cannot be undone.


PDF summary reports<br />

The Coordina<strong>to</strong>r can create a “Use of Resources” report<br />

(in PDF), ei<strong>the</strong>r categorized per Activity or per Cost Type.<br />

Summary reports can be accessed through <strong>the</strong> icon<br />

in <strong>the</strong> Form C screen


TEST ORGANISATION<br />

123456<br />

999999999 TESTPROJECT


TEST ORGANISATION<br />

123456<br />

999999999 TESTPROJECT


Explanation on <strong>the</strong> use of resources<br />

in <strong>the</strong> Periodic Reporting


Explanation on <strong>the</strong> use of resources:<br />

The new procedure, step by step<br />

Logging in on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

FR<br />

PR<br />

Financial Reporting Periodic Reporting<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources<br />

Accessing <strong>the</strong> reporting <strong>to</strong>ols<br />

…or…<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources


Explanation on <strong>the</strong> use of resources:<br />

The new procedure, step by step<br />

Logging in on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

FR<br />

PR<br />

Financial Reporting Periodic Reporting<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources<br />

Accessing <strong>the</strong> reporting <strong>to</strong>ols<br />

…or…<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources


TEST PROJECT1 999991<br />

TEST PROJECT2 999992<br />

TEST PROJECT3 999993<br />

TEST PROJECT4<br />

TEST PROJECT5<br />

DEMO ACCOUNT<br />

AA<br />

FR<br />

PR<br />

RD<br />

999994<br />

= Access Amendment<br />

999995<br />

= Financial Reporting<br />

= Periodic Reporting<br />

= Reporting & Deliverables


Explanation on <strong>the</strong> use of resources:<br />

The new procedure, step by step<br />

Logging in on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

FR<br />

PR<br />

Financial Reporting Periodic Reporting<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources<br />

Accessing <strong>the</strong> reporting <strong>to</strong>ols<br />

…or…<br />

Entering<br />

<strong>the</strong> explanation<br />

on <strong>the</strong> use of resources


Click on “Form Cs” <strong>to</strong> access<br />

<strong>the</strong> financial form for reporting purposes<br />

TEST ORGANISATION 1 (BE) TO1 PA 999999999<br />

TEST ORGANISATION 2 (UK) TO2 PA 999999998<br />

Access online documentation and a video on:<br />

http://212.68.215.215/display/iKnowextern/2.+Declaring+Costs%2C+Uploading+a+CFS+and+Uploading+a+Periodic+Report+in+NEF


Select <strong>the</strong> required period for editing<br />

<strong>the</strong> form C (in “PENDING” state)


Click on a “cost” field <strong>to</strong> edit <strong>the</strong> detailed explanation<br />

on <strong>the</strong> use of resources


Delete cost items<br />

Fill in <strong>the</strong> “Explanation”<br />

by cost item<br />

Add free text<br />

information (optional)<br />

Add cost items


Any questions so far?


Future developments<br />

on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong><br />

Peter HÄRTWICH<br />

peter.haertwich@ec.europa.eu<br />

eFP7 Communication Office<br />

RTD A3.1


Future developments<br />

• Explanation on <strong>the</strong> use of resources <strong>to</strong> be provided in<br />

<strong>the</strong> financial reporting <strong>to</strong>ol.<br />

• Expert registration<br />

Step 1: It becomes part of <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>’s <strong>services</strong>.<br />

Profiles from CORDIS are transferred. Experts are invited <strong>to</strong><br />

complete <strong>the</strong>ir profiles.<br />

Step 2: Appointment letters and handling payments via <strong>the</strong><br />

<strong>Portal</strong>.


Fur<strong>the</strong>r developments<br />

• Improving <strong>the</strong><br />

call publication pages.<br />

• Using <strong>the</strong> new proposal submission systems for <strong>the</strong> bulk<br />

publication of calls in <strong>the</strong> summer of 2012.<br />

• Improvement of <strong>the</strong> <strong>to</strong>ol with printing, Excel facility.<br />

• More detailed user guidance, communication.


Future developments<br />

• Restructuring <strong>the</strong> content of <strong>the</strong> three <strong>Portal</strong>s of<br />

Research:<br />

Step by step pages related <strong>to</strong> <strong>the</strong> participation will<br />

appear on <strong>the</strong> <strong>Participant</strong> <strong>Portal</strong>.<br />

“Research on Europa” will be <strong>the</strong> portal for policy-related<br />

facts.<br />

CORDIS will deal with <strong>the</strong> dissemination of research<br />

results.


Future developments<br />

• New <strong>to</strong>ol for organisation registration and data update<br />

used by <strong>the</strong> LEARs<br />

• Electronic-only submission of Forms C<br />

• Preparations for Horizon 2020:<br />

New grant management system <strong>to</strong> be used by <strong>the</strong> Research<br />

Family<br />

Rationalisation of IT <strong>to</strong>ols in <strong>the</strong> COM<br />

Towards a completely electronic management of grants


Any questions?


Some useful links<br />

The <strong>Participant</strong> <strong>Portal</strong>:<br />

http://ec.europa.eu/research/participants/portal/page/home<br />

ECAS FAQ:<br />

https://webgate.ec.europa.eu/cas/help.html<br />

IAM quick info guide:<br />

http://ec.europa.eu/research/participants/portal/ShowDoc/<strong>Participant</strong>+<strong>Portal</strong>/portal_conten<br />

t/webcasting/iam-changes_quick-info.doc<br />

The <strong>Participant</strong> <strong>Portal</strong> FAQ:<br />

http://ec.europa.eu/research/participants/portal/page/faq<br />

The <strong>Participant</strong> <strong>Portal</strong> user manual:<br />

http://ec.europa.eu/research/participants/portal/ShowDoc/<strong>Participant</strong>+<strong>Portal</strong>/portal_conten<br />

t/help/participant_portal_usermanual.pdf


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