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

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Presentation on theme: "1 EMI Expert Management Module POOLS Evaluators / Monitors / Reviewers Meeting / Expert Groups Appointment Letters Attendance Sessions."— Presentation transcript:

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

2 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 3 E.C.InternalE.C.External CPEB CPM Contract Management PCM (Payment and Cost module) CPM Contract Management PCM (Payment and Cost module) OMM NEF Back office NEF Back office PDM URF EPSS ESS Evaluation Service System ESS Evaluation Service System Proposals EMC-CORDIS Expert Registration EMC-CORDIS Expert Registration Experts CV Experts CV Organisation Data Organisation Data ABAC FEL ABAC FEL EMI Expert management module EMI Expert management module SESAM QUEST QUEST- I SESAM QUEST QUEST- I Forms C ECHEANCIER FORCE NEF Front office NEF Front office

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

5 5 FP6/FP7 Service Desk HELP DESK TRAINING address: EC FP7 IT HELPDESK Phone number: address: EC FP7 IT TRAINING Phone number: 87293

6 6 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". 2)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 7 Notification about registration 1.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 8 Information: EMC Cordis (external) (1) Experts register in CORDIS Registration page https://cordis.europa.eu/emmfp7/index.cfm

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

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

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

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

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

14 14 EXPERT MANAGEMENT

15 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 16 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 17 MANAGE EXPERTS REGISTERED IN CORDIS DISPLAY LIST EXPORT to Excel file VIEW / PRINT Expert details (CV) PRINT results SELECT EXPERTS registered in CORDIS CREATE/ POPULATE POOL CREATE/ POPULATE GROUP List in Excel

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

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

20 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 21 Selecting Themes (FP7)

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

23 23 View CV of Expert (1) Options –View expert details 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 24 View Expert details: the different tabs

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

26 26 View Expert details: Misc tab Upper Part

27 27 View expert details: Misc tab Lower Part

28 28 View Expert details: Participation history tab

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

30 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 OR

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

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

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

34 34 Display list of retrieved Experts 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) Other menu Options:

35 35 GROUP MANAGEMENT

36 36 MANAGE A GROUP Definition 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 Groups Create

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

38 38 CREATE A GROUP Groups Create

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

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

41 41 Group experts tab : Send

42 42 Check Availability & send mass s from the Group

43 43 SELECT A GROUP Groups Select

44 44 DISPLAY GROUPS

45 45 POOL MANAGEMENT TYPE Evaluator Monitor Reviewer Expert_group

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

47 47 MANAGE 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 Pools Create Status unapproved Status approved

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

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

50 50 CREATE A POOL Pools Create

51 51 Associate Call(s) / Programme Associate Commitment number

52 52 Commitment Position: Remaining Amount

53 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 In the Options: –Click on Add Group or Add Experts Once Experts or Group are selected click on Populate Pool

54 54 Early Check Availability of Experts via integrated

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

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

57 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 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!! 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 59 SELECT A POOL Pools Select

60 60 DISPLAY POOL (results of search) Pools Select

61 61 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 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 63 Legal Entity Management

64 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 65 Early checking if Experts have a LE / BA (1) Communication with Expert via to confirm their Legal data with zipped formulaires Pools Select / Experts tab

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

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

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

69 69 sent (LE/BA)

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

71 71 APPOINTMENT LETTERS

72 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 73 APPOINTMENT LETTER WORKFLOW Select an approved Pool Select Expert(s) with status Approved Create Appointment letter Print Draft Print Final Sign Update possible Delete possible Update impossible Cancel possible Amendment possible

74 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 75 Preview the Templates before creating the Appointment Letters (1) Appointment letters Templates Select

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

77 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 78 Create Appointment Letters from the Experts tab in an Approved Pool (1)

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

80 80 Create Appointment Letters (3): Choose the Template

81 81 Create Appointment Letters (4)

82 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 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 83 Appointment Letters created

84 84 Appointment Letters: Print Draft (1)

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

86 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 87 View / Modify Appointment Letter Details (1) (changes possible if status APP LETTER CREATED)

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

89 89 Appoinment Letters: Print Final

90 90 Appoinment Letters: App. Letter finalised

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

92 92 Sign an Appointment Letter (2)

93 93 Possibility to Copy App. Letters (1)

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

95 95 Result Pools Select…..

96 96 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 Pools Select…..

97 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 98 CREATE AN AMENDMENT (2)

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

100 100 Amendment created

101 101 View App. Letter details

102 102 Select an Appointment Letter

103 103 Result screen

104 104 POOL MANAGEMENT TYPE Evaluator Monitor Reviewer Expert_group ATTENDANCE SESSIONS

105 105 Attendance sessions Definition 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

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

107 107 Create an Attendance Session (2)

108 108 Attendance Session created (3)

109 109 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 »

110 110 Mass Cost creation …

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

112 112 Attendance session Select…..

113 113 POOL MANAGEMENT TYPE Meeting

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

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

116 116 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 Experts Register

117 117 REGISTER A MEETING EXPERT (1) Experts Register

118 118 REGISTER A MEETING EXPERT (2) Experts Register

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

120 120 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 Note: Candidature number for meeting experts starts by EMM…+5nbers For experts registered in CORDIS it starts by EX200…+8nbers

121 121 Create A Pool type Meeting

122 122 Pool type Meeting created

123 123 Add Meeting Experts

124 124 Financial Approval: Create Forecast and Approve

125 125 Approve Pool (1)

126 126 Pool approved (2)

127 127 One Attendance Session auto-created in the Participation tab

128 128 Experts added automatically in Attendance Session

129 129 Mass Cost creation in Attendance Session …


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