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EMI Expert Management Module POOLS Evaluators / Monitors / Reviewers Meeting / Expert Groups Appointment Letters Attendance Sessions.

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Presentation on theme: "EMI Expert Management Module POOLS Evaluators / Monitors / Reviewers Meeting / Expert Groups Appointment Letters Attendance Sessions."— Presentation transcript:

1 EMI Expert Management Module POOLS Evaluators / Monitors / Reviewers Meeting / Expert Groups Appointment Letters Attendance Sessions

2 Overview of the FP7 IT system
What is the FP7 IT system? It is a common system to all Research DGs that allows greater synergy between the DGs by facilitating the exchange of information. Objectives The aim of the FP7 IT system implementation is, above all, to increase levels of harmonisation and streamlining for the five Research DGs for the receipt and evaluation of proposals and the production and management of contracts.

3 (Payment and Cost module)
E.C.External E.C.Internal Forms C SESAM QUEST QUEST- I OMM FORCE ESS Evaluation Service System CPM Contract Management PCM (Payment and Cost module) EPSS CPEB ECHEANCIER Proposals ABAC FEL NEF Back office NEF Front office Experts CV EMI Expert management module EMC-CORDIS Expert Registration Organisation Data URF PDM

4 Contract Production / Contract Project Management
Programme Management activity chain: Prepare Call Submit Proposal EvaluateProposal Ranking Collect Selected Proposals Negotiation GPF Production Contract Production / Contract Project Management Data Transfer ESS - RIVET-PINOCCHIO CPEB EPSS tool EPSS web CPM-NEF and the essential support processes: Experts registration (Cordis part) Selection, appointment, payment of experts EMC EMI Organizations/Participants Registering & publishing through all concerned applications URF-PDM Organization tracking, assessment of their legal and financial viability OMM Security: control of accesses by calls, by tasks and by users profiles SECUNDA Help desk, training Service Desk

5 FP6/FP7 Service Desk E-mail address: EC FP7 IT HELPDESK
Phone number: HELP DESK address: EC FP7 IT TRAINING Phone number: TRAINING

6 Select, manage and pay Experts
MAIN OBJECTIVES of EMI Select, manage and pay Experts 1) Experts are received from CORDIS : - Evaluator/observer :“The Commission shall appoint independent experts to assist with evaluations of proposals". Reviewer : "The Commission shall monitor the implementation of indirect actions on the basis of the periodic progress reports . Monitor : “The Commission shall appoint, […] independent experts to assist with evaluations required under the Seventh Framework Programme and its specific programmes, and, as deemed necessary, for the evaluation of previous Framework Programmes". Member of experts groups : "The Commission may set up groups of independent experts […] to advise on the design and implementation of Community research policy". Meeting experts: Expert from outside the Commission invited to give a specific professional opinion in a committee (e.g. Programme Committee), an expert group (e.g. Advisory Group) or by personal invitation or anyone responsible for accompanying a disabled person who has been invited by the Commission to attend a meeting as an expert. Meeting experts may be private-sector experts or government experts. Meeting experts are registered into EMI by EC users.

7 Notification about registration
Experts should register in Cordis (EMC): (see slides p 8-10) They enter and edit their professional details, including a structured CV Types of Experts: FP6, FP7 (Evaluator, Review, Monitor), Non-FP 2. « Meeting » Experts can be registered in EMI by a Commission User (see slides p )

8 Information: EMC Cordis (external) (1)
https://cordis.europa.eu/emmfp7/index.cfm Experts register in CORDIS Registration page

9 Information: EMC Cordis (external) (2)
Page for registered users

10 Information: EMC Cordis (external) (3)
Page for registered users

11 EMI EMI: MAIN MENU EXPERTS GROUPS POOLS APPOINTMENT LETTERS
ATTENDANCE SESSION LEGAL ENTITIES

12 General Features Expert Management Group Management Pool Management
AGENDA General Features Expert Management Group Management Pool Management Legal Entities Appointment letters Attendance Session

13 POOL Pool type Appointment Letters Attendance sessions Evaluator Yes
Multiple possible Evaluator Yes Multiple possible Yes Reviewer Multiple possible Monitor Yes POOL Experts Group (Evaluator, Monitor, Reviewer) Multiple possible Yes Meeting (Meeting experts Cordis (Non-FP) and EMI) Only one Auto-created No

14 EXPERT MANAGEMENT

15 Expert Management functionalities
Search for Experts (core feature in EMI) (Slides p 19-23) View Expert details (View CV) (slides p 24-28)  Associate LE/BA/PMO Info (slides p 29  33) Register / Update / Delete Meeting Experts (slides p )

16 Actions Definition There are four different types of Experts:
MANAGING EXPERTS Definition There are four different types of Experts: Monitor Reviewer Evaluator Meeting Actions Set search criteria / Search Display list of retrieved Experts View experts details (CV) Print expert CV View recommendations list (in Excel) Create Group/ Populate existing group Create Pool/ Populate existing pool Manage Legal Entities Print Export XL (to Excel) Experts register themselves in Cordis Registered in EMI by Commission User

17 MANAGE EXPERTS REGISTERED IN CORDIS
SELECT EXPERTS registered in CORDIS DISPLAY LIST EXPORT to Excel file PRINT results VIEW / PRINT Expert details (CV) CREATE/ POPULATE POOL List in Excel CREATE/ POPULATE GROUP

18 SELECT EXPERTS (top of screen)
Experts  Standard Search SELECT EXPERTS (top of screen) Note: Experts selections allowed on multiple types at once (e.g.: click on Evaluators and Reviewers) + (CTRL key)

19 SELECT EXPERTS (bottom of screen)
Experts  Standard Search SELECT EXPERTS (bottom of screen)

20 Select Keywords, Activity Codes (FP6) & Themes (FP7)
For EVALUATOR and REVIEWER Experts: Fixed Keywords are used For MONITOR Experts: Monitor Fixed Keywords are used There are up to 7 levels in the tree, which will contain (approx.) up to 2000 keywords For the Themes (FP7): predefined themes

21 Selecting Themes (FP7)

22 DISPLAY LIST OF RETRIEVED EXPERTS after Search
Note: possibility to sort by clicking on a column’s heading (+)

23 View expert details Options View CV of Expert (1) Personal details
Contact details (Cordis Address, Correspondence address, Primary ,…) Employment Misc (Current and former interest, Bibliography, Keywords, Activity Codes, Language skills,…) Participation history: (Proposals evaluated, Projects reviewed, Technical reviews, Programmes monitored, Add-hoc Meetings) Current participation: Pools/Meetings that an Expert currently participates and status Recommandations Payments LE / BA / PMO info Supporting documents

24 View Expert details: the different tabs

25 View Expert details: ‘Contact details’ tab
Possibility to edit the Correspondence Address (for the Appointment Letter)

26 View Expert details: ‘Misc’ tab Upper Part

27 View expert details: ‘Misc’ tab Lower Part

28 View Expert details: ‘Participation history ’ tab

29 View Expert details: ‘LE /BA/PMO Info’ tab

30 View Expert details: Associate the ‘Legal Entity / Bank account’ information (1)
Note: Click either on the hyperlink Legal entity or on Bank Account to search

31 Associate the ‘Legal Entity’ information (2) Search screen
Search for the Legal entity

32 Associate the ‘Bank Account and Legal Entity’ to the Expert (3)

33 View Expert details: ‘Legal Entity / Bank Account’ information linked with Expert

34 Display list of retrieved Experts
Other menu Options: View recommendations Print expert CV Create new pool Populate existing pool Create new group Populate existing group list (csv file) Print Export (csv file: viewable by Excel) Retrieve saved query Check availability (mail to Expert)

35 GROUP MANAGEMENT

36 Definition Actions Groups  Create MANAGE A GROUP Email possibility
Informal collection of Experts Independent entity not linked to any Call/Programme Preparation to Pool creation (if group type “evaluator”, “monitor” or ”review”) Preparation to Meeting creation (all kinds of group types) Associated with a type: Actions Create a Group Select a Group Display / View a Group Modify a Group Add/Remove Experts from group Merge a Group with another Group Share a Group (if private) Group statistics Create a Pool from a Group Extract list possibility Check availability via mass with possibility to send Blank forms LE/BA Delete a Group Print a Group Export XL, XML, CSV

37 Produce printer vesion
MANAGE A GROUP Create group Select group Check Availibility Mass Display group Delete group Produce printer vesion Create Pool Produce XLS version Modify group

38 Groups  Create CREATE A GROUP

39 Group experts tab: Add Experts
In the Options menu: Click on Add experts Search for Experts Once selected click on Populate Group

40 Group experts tab: Extract email list (Excel sheet)

41 Group experts tab : Send Email

42 Check Availability & send mass Emails from the Group

43 Groups  Select SELECT A GROUP

44 DISPLAY GROUPS

45 POOL MANAGEMENT TYPE Evaluator Monitor Reviewer Expert_group

46 (Evaluator, Monitor, Reviewer)
Pool type Appointment Letters Attendance sessions Multiple possible Evaluator Yes Multiple possible Yes Reviewer Multiple possible Monitor Yes POOL Experts Group (Evaluator, Monitor, Reviewer) Multiple possible Yes

47 Pools  Create MANAGE A POOL Actions Approve a Pool Definition
A pool is an official collection of experts created and managed for the purposes of a Call or a Programme. There are two kinds of pools: unapproved (when created) approved Actions Create a Pool Select / Modify a Pool Add Experts / Groups Remove experts Check expert availability ( ) Display LE/BA data View statistics Add Call(s) / Programmes / Commitment Number Approve a Pool Create App. Letters and Sign Create Attendance Session Status unapproved Status approved

48 MANAGE A POOL Display Pool Modify Pool Print Create Pool Select Pool
Edit details Add Experts/Groups Remove Experts Export (to CSV file) APPROVE

49 Workflow for Pools Monitor/Reviewer/Evaluator
Create a Pool Add Experts / Groups of the same type Approve the Pool Create / Sign App. Letters Create Attendance session Create Costs

50 Pools  Create CREATE A POOL

51 Associate Call(s) / Programme Associate Commitment number

52 Commitment Position: Remaining Amount

53 Add Experts / Group(s) to the Pool
In the Options: Click on Add Group or Add Experts Once Experts or Group are selected click on Populate Pool

54 Early Check Availability of Experts via integrated Email

55 Change the status of the Experts (1) : Participation (central, remote,…) Reserved / Independent observer

56 Change the status of the Experts (2) : Independent observer

57 APPROVE A POOL When the Pool is created, the Experts are added, the Call(s) / Programme(s) and Commitment number have been associated, then it is possible to APPROVE the Pool (user with specific rights) NEW TABS

58 REAPPROVE A POOL If you change the list of Experts
after the Pool has been approved the status of the Pool will change to REAPPROVE and the Pool needs to be approved again!!

59 Pools  Select SELECT A POOL

60 DISPLAY POOL (results of search)
Pools  Select DISPLAY POOL (results of search)

61 View/Print/Export Statistics Approval History Print / Export Approvals
WORKING WITH POOLS (1) Pool information tab Options: Approve Pool Print Pool Delete Pool Export Pool XLS View/Print/Export Statistics Approval History Print / Export Approvals Create Group from Pool

62 Working with Pools (2) Experts tab Options:
Add Experts Add Group Remove Experts Change Status of Experts (Participation, Reserved, Independent Observer) View Expert Details Create App Letters ( Status of Expert has to be ‘Approved’ !!!) View App Letters Details Print App Letter(s) Create Invitation(s) Modify App Letter(s) Copy App Letter(s) Modify Invitation(s) Print Invitation(s) Print Expert CV Display LE/BA Data Check availability list …..

63 Legal Entity Management

64 MANAGE LEGAL ENTITIES Definition The current chapter covers the most important requirements relating to the management of Legal Entities Actions Early checking if experts have LE/BA Perform a search for Legal Entities / Bank accounts View a Legal Entity Link a Legal Entity / Bank account

65 Pools  Select / Experts tab
Early checking if Experts have a LE / BA (1) Communication with Expert via to confirm their Legal data with zipped formulaires

66 Early checking if Experts have a LE / BA (2): EMI info and ABAC info  Match found (PDF) or not

67 Early checking if Experts have a LE / BA (3): Open PDF

68 Early checking if Experts have a LE / BA (4): Send Email to the Expert(s)

69 sent (LE/BA)

70 Update LE/BA in Expert Details & Cost statements of the Pool

71 APPOINTMENT LETTERS

72 MANAGE APPOINTMENT LETTERS
Definition All Appointment Letters produced are PDF files. The Appointment letter is a contract established between an expert and the E.C. Note: Amendments can be created when the status of the Appointment Letter is ‘printed final’ or ‘signed’ Actions – Create an Appointment Letter for one or more Expert(s) with the status ‘Approved’ Update Appointment Letter (depends on status of the Appointment Letter) Copy App. Letter Print draft Print final Sign the Appointment Letter Delete / Cancel the Appointment Letter (depends on status of the Appointment letter) Create an Amendment

73 APPOINTMENT LETTER WORKFLOW
Select an approved Pool Create Appointment letter Select Expert(s) with status ’Approved’ Update possible Delete possible Print Draft Web Diagram of the Invitations page depicting all available links. Users may: Create a Review/Monitor or Generic Invitation Letter For a RM Invitation created, users Select a Pool to send invitation letters to Pool’s members. For a Generic Invitation created, users first Select a Meeting and then Select Experts in order to generate the invitation letter Upload, Download, Delete Templates Update impossible Cancel possible Print Final Amendment possible Sign

74 Appointment Letters: the Templates
Appointment letters are based on templates The following Content Templates are available: the user chooses the template when creating the Appointment Letter C1 --> Evaluator remote C2 --> Evaluator central C3 --> Evaluator central + remote C4 --> Reviewer C5 --> Experts Group C6 --> Observer central + remote C7 ERC --> Panel expert C8 ERC --> Referee expert C9 ERC --> DIS expert C10 --> Evaluator multiple sessions C11 RFCS --> Evaluator (Coal and Steel Programme) C12 RFCS -- > Reviewer (Coal and Steel Programme) ……

75 Preview the Templates before creating the Appointment Letters (1)
Appointment letters  Templates  Select Preview the Templates before creating the Appointment Letters (1)

76 Preview the Templates before creating the Appointment Letters (2)

77 Preview the Templates before creating the Appointment Letters (3)
Note: the names of the Template Specific Options fields appear in brackets and in the same order as in EMI template specific options tab.

78 Create Appointment Letters from the Experts tab in an Approved Pool (1)

79 Create Appointment Letters (2) : Fill in the App Letter details tab

80 Create Appointment Letters (3): Choose the Template

81 Create Appointment Letters (4)

82 Create Appointment Letters (5)
Adonis Note: All fields are mandatory (These fields should be prepared with the template viewing.) The fields are in the same order as in the corresponding .pdf template

83 Appointment Letters created

84 Appointment Letters: Print Draft (1)

85 Appointment Letters: Print Draft (2)
(Template specific options fields appear in blue in the Draft)

86 Update an Appointment Letter
An Appointment letter has a status (in the tab ‘Appointment Letter details’) The possible values are: Not printed Printed draft Printed final Signed Deleted / Cancelled An App. Letter can be updated (modify App. Letter) if its status is Not printed (in the tab ‘Appointment letter details) Printed draft (in the tab ‘Appointment letter details) Note : - An App. Letter can be deleted when its status is “not printed” or “printed draft” - An App. Letter can be cancelled when its status is “printed final”

87 View / Modify Appointment Letter Details (1) (changes possible if status ‘APP LETTER CREATED’)

88 View / Modify Appointment Letter Details (2): Make changes if needed and update

89 Appoinment Letters: Print Final

90 Appoinment Letters: App. Letter finalised

91 Appoinment Letters: Sign (1) (when the App
Appoinment Letters: Sign (1) (when the App. Letter has been signed on paper by the Expert)

92 Sign an Appointment Letter (2)

93 Possibility to Copy App. Letters (1)

94 Pools  Select….. Paste App. Letters (2)

95 Pools  Select….. Result

96 Amendments : the Templates
Pools  Select….. Amendments : the Templates The user chooses the template when creating the Amendment The following Templates are available: AC1 --> Evaluator remote AC2 --> Evaluator central AC3 --> Evaluator central + remote AC4 --> Reviewer AC5 --> Group Experts AC6 --> Observer central + remote AC10 --> Evaluator multiple sessions

97 CREATE AN AMENDMENT (1) An ‘Amendment’ can be created (in the Experts tab) of the Pool for an Appointment Letter if the status is: App Letter Finalised App Letter Signed

98 CREATE AN AMENDMENT (2)

99 CREATE AN AMENDMENT (3) Note: All fields are mandatory

100 Amendment created

101 View App. Letter details

102 Select an Appointment Letter

103 Result screen

104 POOL MANAGEMENT TYPE Evaluator Monitor Reviewer Expert_group ATTENDANCE SESSIONS

105 Definition Actions Attendance sessions Create an Attendance session
After the approval of a Pool, an Attendance Session has to be created in the Participation tab in order to create the Cost Statement of the Experts More than on Attendance session can be created Actions Create an Attendance session Add Experts of the Pool in the Attendance session Create Cost statement

106 Create an Attendance Session in the PARTICIPATION tab (1)

107 Create an Attendance Session (2)

108 Attendance Session created (3)

109 Add Experts of the Pool to the Attendance session
To add Experts to the Attendance session they need to have the status « App. Letter signed »

110 Mass Cost creation …

111 The Participation tab of the Pool: One Attendance session created Possibility to create other ones

112 Attendance session  Select…..

113 POOL MANAGEMENT TYPE Meeting

114 (Meeting experts Cordis (Non-FP) and EMI)
Pool type Appointment Letters Attendance sessions POOL Meeting (Meeting experts Cordis (Non-FP) and EMI) Only one Auto-created No

115 Workflow for Pools MEETING
Create a Pool Add Meeting Experts Financial Approval Approve the Pool One Attendance session auto-created Create Costs

116 Register Meeting Expert
Experts  Register Register Meeting Expert Definition 2 Types of Experts : Meeting Experts Cordis (Non-FP) Meeting Experts registered in EMI by EC user A Meeting expert is a Participant in a meeting type ‘meeting’, he does not have an Appointment Letter. Note : The Commission user has to verify first if that Expert has registered himself in Cordis (EXPERTS  STANDARD SEARCH) or if he has been registered by another Commission user. If not, he has to register him as a Meeting expert in EMI (Experts Register). Actions Register an Expert Fill-in mandatory fields (*) Surname (tab Personal details) First name (tab Personal details) Date of birth (tab Personal details) Primary (tab Contact details) Free Keywords (tab Miscellaneous) Update, delete a Meeting Expert

117 REGISTER A MEETING EXPERT (1)
Experts  Register REGISTER A MEETING EXPERT (1)

118 REGISTER A MEETING EXPERT (2)
Experts  Register REGISTER A MEETING EXPERT (2)

119 UPDATE A MEETING EXPERT: search (1)
Experts  Standard Search UPDATE A MEETING EXPERT: search (1)

120 UPDATE A MEETING EXPERT (2)
Note: Candidature number for meeting experts starts by EMM…+5nbers For experts registered in CORDIS it starts by EX200…+8nbers

121 Create A Pool type Meeting

122 Pool type Meeting created

123 Add Meeting Experts

124 Financial Approval: Create Forecast and Approve

125 Approve Pool (1)

126 Pool approved (2)

127 One Attendance Session auto-created in the Participation tab

128 Experts added automatically in Attendance Session

129 Mass Cost creation in Attendance Session …


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