The Participant Portal 5_it_tools

8/13/2019 The Participant Portal 5_it_tools

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The

Participant

PortalUnique entry pointfor the interactionswith the REA

legal entity registration, negotiation,amendments, financial and scientific reporting

Cathy POURET REA S1 - SME

13/06/2013


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PP serviceswithout login

FP7 Calls Funding opportunities

FP7 Doc FP7 Documents

My Organisations Organisation Registration

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?Support: FAQ, Contact,Presentations


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Home pageafter ECAS login


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My Organisations Organisation-related data

My Proposals Proposals for funding

My Projects Projects-related services

My Roles Managing access rights

Notifications Service messages

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Personaliseds

er

vices

PP servicesafter login


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The role management

Personalised access to the different services.

Flexible and quick management of access rights.

Flexibility for managing the consortium online.

Top roles defined by the REA:

The Coordinator Contact identified in the proposal-> Primary Coordinator Contact for the Participant Portal.

The contact persons identified during proposal submission-> Participant Contacts at the beginning of negotiations.

The LEAR (Legal Entity Appointed Representative)-> validated by the Validation team

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Project roles: summary

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Main Coordinator contact:

Nominate and revoke Participant Contacts for any participating organisation.

In addition, all rights listed under the Coordinator Contacts.

Coordinator contact

Nominate and revoke other Coordinator Contacts;

Read/write access to own and common forms;

Submit to European Commission/Agency;

In addition, all rights listed under the Participant Contacts.

Participant Contact

Nominate and revoke Participant Contacts, Task Managersand Team Members within their organisation;

Read/write access to own forms;

Submit to the Coordinator Contacts;

In addition, the rights listed under the Task Managers.

Task Manager

Create and update forms;

In addition, rights listed under the Team Members.

Team Member

Read-only access

LEAR

Nominate and revoke AccountAdministrators within their organisation

In addition, all rights listed under theAccount Administrator.

nominate and revoke FSIGNs

Account Administrator

Access the list of roles/personsrepresenting their organisation

Access their organisations list of Projectsand their summaries

May request to revoke users from roles

within his/her organisation

CoCo

A.Admin

Task M.

Team Mb

PaCo


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Coordinating Participant Participant A

LEAR

1

A.Admin A.Admin

LEAR

1

A.Admin A.Admin A.AdminA.Admin

CoordinatorContacts

ParticipantContacts

LEAR

AccountAdministrator

TaskManagers

TeamMembers Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb

Task M.Task M.Task M.Task M.Task M.Task M.

CoCo

PaCo

CoCo CoCo

PaCoPaCo

Project

Organisation

Project roles


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Coordinating Participant Participant A

LEAR

1

A.Admin A.Admin

LEAR

1

A.Admin A.Admin A.AdminA.Admin

CoordinatorContacts

ParticipantContacts

LEAR

AccountAdministrator

TaskManagers

TeamMembers Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb

Task M.Task M.Task M.Task M.Task M.Task M.

CoCo CoCo

PaCoPaCo

Projec

t

O

rganisation

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CoCo

PaCo

Only the key roles of theLEAR andPrimary Coordinator Contact

are defined/modifiedby the Commission.

Project roles


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XXXXXX

123456789

TEST ACCOUNT 1 ORGANISATION

TESTPROJECT1

XXXXXX

XXXXXX

XXXXXXXXXXXXXXXXXX

XXXXXXXXX

Roles at Organisation level

TestAccount

Roles at Project level

TESTPROJECT2TESTPROJECT3

XXXXXXXXX

123456

TESTPROJECT4

Project roles


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My Projects

Project detailswith basic data, abstract and list of participants

Roles within a projectcan be set and modified:

the contacts and representatives of coordinators and participants can

be added and revoked.

Project Consortiumscreen: the top roles can be managed/viewed

including the coordinator and participant contacts.


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1. Go to the Portal, sign inwith ECAS

2. Go to My projects

3. See list of Activeprojects

My ProjectsReporting functions

TESTACCOUNT

XXXXXXXX

XXXXXXXXXXXXXXXXXXXXXXXX

XXXXXXXX

XXXXXXXX

Project list

AA= Access AmendmentFR= Financial ReportingPR= Periodic ReportingRD= Reporting & Deliverables


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FP7 Calls

STOP


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Start the registration for a PIC number

or modify your data.

Organisationregistration


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XXXXXXXXXX

XXXXXXXXXXXX XXXXXXXXXXXX

XXXXXXX

XXXXXXXX

XXXXXXXXXXXX

XXXXXXX

XXXXXXXXXXXX

XXXXXXXXXXXX


Test Account

XXXXXXXXXX

Services for LEARs and Account Administrators:

-Organisation details

- All roles of contacts within the organisation

- All projects of the organisation

- All proposals submitted in FP7

Access the onlinedata of the organisation


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FORMS C

Electronic only

submissionNew method

Via the participant portal


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Electronic onlySubmission of forms C

Paperless FP7 grant management comes closer !

The electronic-only transmission of financial statements (Forms C) started on 1 January 2013.

For projects signed before the 01/01/2013,an amendment to the GA is necessary


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Organisations have to identify online the persons authorised to sign Forms C.

- First step: Nomination of the LEAR

- Second step: LEAR (or Account Administrator) nominates FSIGNs

- Third step: Participant Contact assigns FSIGN to aproject


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Participant Contact assigns an FSIGN to the project (from the list nominated by the LEAR)in the "My Projects" tab

Participant Contact or task manager prepares Form C (as today)

If applicable, Participant Contact or Task Manager uploads scanned copy of certificateonfinancial statement (signed by the auditor), original to be kept in the files of the beneficiary

When ready, Participant Contact identifiesForm C as ready for signature, triggering anotification to the FSIGN

FSIGN electronically signs & submits Form C to the coordinator

After submission by the coordinator of the Forms C package to the Commission, a digitallysigned eReceipt is issued for each Form C and another one is issued for the whole package

No more paper signature of Forms C, no more paper sending of certificates on financialstatements

KEEP THE ORIGINAL SIGNED COPIES

IN CASE OF AUDIT


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THIRD PARTIES

Participant Contact or Task Manager of the main beneficiary(or a person of the third party getting an IAM role by the main beneficiary) drafts thirdparty Form C

Participant Contact of the main beneficiary submits the third party Form C tocoordinator (no electronic signature, no FSIGN involved)

After submission of the package by the coordinator to the COM,third party Form C is printed (by the main beneficiary)and hand-signed by the legal representative of the third party

This hand-signed original is kept in the files of the main beneficiary (for potential lateraudit) no sending to the Commission

No need for third parties to appoint LEARs and FSIGNs


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VALUE OF E-RECEIPT

Electronic receipt = digitally signed PDF version of the documentsubmitted. Both the content of the document and a set of metadata(time stamp, ECAS credentials of submitter) are digitally sealed.

The digital signature mechanism, using a public-private key pair

mechanism, uniquely binds the eReceipt to the transactionand ensures its full integrity. Therefore a complete digitally-signedtrail of the transaction is available both for the beneficiariesand the Commission.

Any attempt to modify the content will lead to a break of theintegrity of the electronic signature, which can be verified at anytime by clicking on the signature in the PDF document.

The eReceipt can be downloaded at any time and storedon other electronic media.


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Explanation onthe use of theresources

New method

Via the participant portal and the form C


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What is it?

The following information is requested per beneficiary:

Major cost items

Explanation related to the use of resources

Work packages information


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The old procedure

PR

Logging in on the Participant Portal

Periodic Reporting

Enteringthe explanation

on the use of resources

Accessing the reporting tools


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The new procedure

PRFR

Logging in on the Participant Portal

Financial Reporting Periodic Reporting





Accessing the reporting tools


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The old procedure& the new procedure

This is a technical change only, not a change in the concept!

The same datawill have to be provided,but in the financial reporting tool

no longer inthe scientific reporting tool(Reporting & Deliverables).

RD

FR


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TEST PROJECT1 999991




DEMO ACCOUNT

TEST PROJECT5 999995= Access Amendment

= Financial Reporting

= Periodic Reporting

= Reporting & Deliverables

FR

PR

RD

AA

How to?


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Upon clicking on a cell of a cost table

How to?


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1

Type of activityof the selected cell

Cost typeof the selected cell

How to?

Describe for each level of

function (e.g. manager,technician, secretary, etc.), theperson months charged andtasks performed


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1

Information permajor Cost item

The Total cost is automaticallycalculated on the basis

of the individual cost items.

How to?

Description


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1

Explanationfor this cost item

Mandatory part of the reports

Work packagefor this cost item

(More work packages canbe linked to one cost item)

How to?

Description


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1

Delete a cost item Add a cost item

How to?

Description


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Upon clicking the Done button, the total sum is copiedto the corresponding field of the form C.

1

2

How to?

Description


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Amount invoiced by theRTDPs and accepted by theSME

How to?

Name of the RTDP Short description of theactivity/work under the

transaction


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How to?

Explanation per cost item:

Equipment

Consumables

Travel costs

Remaining direct costs

Other direct costs

Work packagefor this cost item

(More work packages can be linked to onecost item)


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For all newly created reportsthe explanation on the use of resources will beeditable in the financial reportingand no longer available in the scientificreporting function.

Timing

For a temporary period,draft reportscan still beedited in the scientificreporting tool with the optionthat the user fills in thisinformation either in thescientific reporting or in the

financial reporting function.

h b i i


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The existing financial forms (forms C) do not change automatically.

But they can be convertedin order to use this new detailed explanation onthe use of resources by clicking on the button:

A confirmation pop up window will then be shown before the form C isconverted. The conversion cannot be undone.

What about existingforms C?


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The Coordinator can create a Use of Resources report(in PDF), either categorizedper Activityor per Cost Type.

PDF summary reports

Summary reports can be accessed through the icon in the Form C screen


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Participant Portal:http://ec.europa.eu/research/participants/portal

European Commission Authentication Service (ECAS):https://webgate.ec.europa.eu/aida/selfreg

Participant Portal Frequently Asked Questions:http://ec.europa.eu/research/participants/portal/page/faq

Information on LEARs:http://cordis.europa.eu/fp7/pp-lear_en.html
http://ec.europa.eu/research/participants/portalhttps://webgate.ec.europa.eu/aida/selfreghttp://ec.europa.eu/research/participants/portal/page/faqhttp://cordis.europa.eu/fp7/pp-lear_en.htmlhttp://cordis.europa.eu/fp7/pp-lear_en.htmlhttp://cordis.europa.eu/fp7/pp-lear_en.htmlhttp://cordis.europa.eu/fp7/pp-lear_en.htmlhttp://ec.europa.eu/research/participants/portal/page/faqhttps://webgate.ec.europa.eu/aida/selfreghttp://ec.europa.eu/research/participants/portal


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&Thank you

good luck