1. Revised Identity and Access Management (IAM)

2. Research Participant Portal Offers external stakeholders a unique entry point for the interactions with the European Commission or Agencies in handling grant-related actions, based on o single sign-on (ECAS) o role-based authorization (Identity and access management – IAM) Result: personalised services on the Portal Access to legal entity registration, negotiation, amendments, financial and scientific reporting, expert services (soon). Brings homogeneity, transparency and better service integration for grant management. NEXT

3. Objectives of the role management (1/2) The Identity and Access Management allows us to define and/or manage changes of access rights of users of the Participant Portal. It gives personalised access to the different services. It allows flexible and quick management of access rights to the electronic tools on the Portal with high security. Any change in the roles of the users is saved to allow a monitoring & tracking service. NEXT

4. Unique identifier of persons: ECAS account (European Commission Authentication System). Secure, ” single sign-on” approach : 1 e-mail address = 1 person = 1 ECAS account leads to the different grant or organisation-related actions Unique identifier of entities: the 9-digit PIC number. It requires minimum involvement by Commission staff allowing for flexibility for managing the consortium: only the top roles are approved by Commission staff (Primary Coordinator Contact and the LEAR). NEXT Objectives of the role management (2/2)

5. Scien Admin Finan Participant B A.RepFinanAdminScien LEAR 1 FinanAdminScien Coordinator Contact Participant Contacts Named Representat. Task Managers Team Members LEAR Account Admin. A.AdminA.Admin A.Admin Scien Admin Finan Participant A A.RepFinanAdminScien LEAR 1 A.AdminA.Admin FinanAdminScien A.Admin PaCo 1 PaCo 1 Scien Admin Finan CoCo 1 A.RepFinanAdminScien FinanAdminScien LEAR 1 A.AdminA.Admin A.Admin NEXT The current pyramid of roles Coordinating Participant

6. Scien Admin Finan Participant B A.RepFinanAdminScien LEAR 1 FinanAdminScien Coordinator Contact Participant Contacts Named Representat. Task Managers Team Members LEAR Account Admin. A.AdminA.Admin A.Admin Scien Admin Finan Participant A A.RepFinanAdminScien LEAR 1 A.AdminA.Admin FinanAdminScien A.Admin PaCo 1 PaCo 1 Scien Admin Finan CoCo 1 A.RepFinanAdminScien FinanAdminScien LEAR 1 A.AdminA.Admin A.Admin NEXT Changes in the new version of the identity and access management Coordinating Participant

7. Scien Admin Finan Participant B A.RepFinanAdminScien LEAR 1 FinanAdminScien Coordinator Contact Participant Contacts Named Representat. Task Managers Team Members LEAR Account Admin. A.AdminA.Admin A.Admin Scien Admin Finan Participant A A.RepFinanAdminScien LEAR 1 A.AdminA.Admin FinanAdminScien A.Admin Scien Admin Finan Coordinating Participant A.RepFinanAdminScien FinanAdminScien LEAR 1 A.AdminA.Admin A.Admin CoCo CoCo 1 PaCo 1 CoCo PaCo CoCo PaCoPaCoPaCo 1 PaCoPaCoPaCo NEXT More Coordinator Contacts and Participant Contacts

8. Scien Admin Finan Scien Admin Finan Scien Admin Finan Participant B A.RepFinanAdminScien LEAR 1 FinanAdminScien Coordinator Contact Participant Contacts Task Managers Team Members LEAR Account Admin. A.AdminA.Admin A.Admin Participant A A.Rep LEAR 1 A.AdminA.Admin FinanAdminScien A.Admin Coordinating Participant A.Rep FinanAdminScien LEAR 1 A.AdminA.Admin A.Admin FinanAdminScienFinanAdminScien CoCo PaCo CoCo CoCo PaCoPaCo PaCoPaCoPaCo Named Representat. NEXT Team Mb Task M. Team Mb Task M. Team Mb Task M. More than one Coordinator Contact and Participant Contact Task Managers and Team Members are no longer restricted to specific scope(s).

9. A.RepFinanAdminScienA.RepA.RepFinanAdminScienFinanAdminScien Participant B LEAR 1 Coordinator Contact Participant Contacts Task Managers Team Members LEAR Account Admin. A.AdminA.Admin A.Admin Participant A LEAR 1 A.AdminA.Admin A.Admin Coordinating Participant LEAR 1 A.AdminA.Admin A.Admin CoCo PaCo CoCo CoCo PaCoPaCo PaCoPaCoPaCo Named Representat. NEXT Team Mb Task M. Team Mb Task M. Team Mb Task M. PaCoPaCo PaCoPaCoCoCoPaCo PaCoCoCo CoCo Task Managers and Team Members are no longer restricted to specific scope(s). The roles of Named & Authorised Representatives are redistributed

10. Coordinator Contact Participant Contacts LEAR Account Admin. Participant A LEAR 1 A.AdminA.Admin A.Admin Coordinating Participant LEAR 1 A.AdminA.Admin A.Admin CoCo CoCo CoCo PaCoPaCoPaCo Experts ReviewerReviewer Reviewer Rapport. NEXT Task Managers Team Members Participant BLEAR 1 A.AdminA.Admin A.Admin PaCoPaCoPaCo Team Mb Task M. Team Mb Task M. Team Mb Task M. The roles of Named & Authorised Representatives are redistributed Activation of non-participant roles: Reviewer and Rapporteur

11. Major changes of the new version (1/2) 1.The uniqueness of the Coordinator and Participant Contacts disappear: The major objective of the new version is to simplify the role management and make it more flexible. In that perspective, the following changes are made: →one Primary Coordinator Contact as the main contact for the European Commission; →more Coordinator Contacts can be nominated per project; →more Participant Contacts can be nominated per organisation in a project. NEXT

12. Major changes of the new version (2/2) 2.Task Managers and Team Members are no longer restricted to specific scope(s). 3.The roles of Named Representatives are redistributed: →Former Financial and Scientific Named Representatives, and Authorised Representatives automatically become Participant Contacts (Coordinator Contacts for the Coordinating Participant). →Former Administrative/Legal Named Representatives automatically become Task Managers. →Former Authorised Signatories automatically become Participant Contacts as well. 4.Those who register(ed) their organisation to obtain a PIC, will have a self-registrant role. NEXT

13. Roles at Organisation level Roles at Project level XXXXXXX XXXXX XXXXXX XXXX XXXXX XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX NEXT

14. The list of roles will be changed automatically with the new IAM XXXXXXX XXXXX XXXXXX XXXX XXXXX XXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX NEXT

15. View Project details View roles in the Project Edit Consortium NEXT

16. The nomination process “How can I give access to my colleagues?” “How can I revoke the rights of colleagues who left the organisation?” NEXT

17. “Original roles” Some roles in the portal IAM are automatically provisioned at negotiation start : The Coordinator Contact identified in the proposal forms will be transfered to the Primary Coordinator Contact role in the portal IAM. The contact persons of the participating organisations identified in the proposal forms will be transferred to the Participant Contacts role. The LEAR is validated by the Commission after the validation process of his/her organisation. NEXT

18. The nomination process Except for the Primary Coordinator Contact and the LEAR, management of roles and access rights is in the hands of the consortium. Users can be nominated or revoked by other users following a ”pyramid of rights” NEXT Let’s review the nomination/revocation process.

19. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo CoCo PaCoPaCo Project Organisation NEXT

20. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. PaCo CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo

21. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. PaCo CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo

22. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo PaCo

23. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo PaCo

24. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo PaCo Only the key roles of the LEAR and Primary Coordinator Contact are approved by the Commission.

25. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo CoCo PaCoPaCo Project Organisation NEXT CoCo PaCo Only the key roles of the LEAR and Primary Coordinator Contact are defined/modified by the Commission.

26. View roles in the Project XXXX NEXT Edit Consortium function: available for the Primary Coordinator Contact only

27. XXXXXXXXX XXXXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXXXXXXXXXX XXXXXX XXXXXXXXX XXXXXXXXXX XXXXXX The list of roles will be changed automatically with the new IAM. These new roles may need to be modified. Add or revoke roles in the Project LEARs will also see the list of proposals submitted. NEXT

28. Add a new role for the Project NEXT

29. XXXXX XXX XXXXXX XXXXX XXXXXX XXXXXXX Primary Coordinator’s screen: Edit Participant Contact details NEXT

30. XXXXX XXX XXXXXX XXXXX XXXXXX XXXXXXX NEXT

31. Access rights Each person within this pyramid has different access rights according to his/her own role, and according to the state of the project. Let’s review these rights for each role. NEXT

32. Nominate and revoke Participant Contacts, Task Managers and Team Members within their organisation; Read/write access to own forms; Submit to the Coordinator Contacts; In addition, all rights listed under the Task Managers. Create and update forms; In addition, all rights listed under the Team Members. Read-only access 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. Nominate and revoke Participant Contacts for any participating organisation. In addition, all rights listed under the Coordinator Contacts. Access rights: Project roles Team Mb Task M. CoCo PaCo NEXT CoCo

33. Access rights: Organisation roles Access legal entity data and submit requests for change Access the list of roles/persons representing their organisation Access their organisation’s list of Projects and their summaries May request to revoke users from roles within his/her organisation LEAR 1 A.Admin Nominate and revoke Account Administrators within their organisation In addition, all rights listed under the Account Administrator. NEXT

34. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin LEAR 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo CoCo PaCoPaCo Project Organisation NEXT LEAR Account Administrator Task Managers Team Members Project Organisation

35. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo CoCo PaCo Project Organisation NEXT LEAR Account Administrator Task Managers Team Members Project Organisation

36. Primary Coordinator Contact Rights Is the primary point of contact between the Commission and the Consortium for negotiations. Has read and write access to all electronic tools, to the forms of his/her organisation and to the common forms of the consortium. Can submit forms to the European Commission. NEXT CoCo Coordinator Contacts, Task Managers and Team Members within his/her organisation. Participants Contacts for any organisation in the consortium. Can nominate/revoke… Is nominated/revoked by… The contact person of the coordinating entity identified in the proposal is automatically transferred as the Primary Coordinator Contact. Can only be revoked or modified by the Commission.

37. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo CoCo PaCo Project Organisation NEXT LEAR Account Administrator Task Managers Team Members Project Organisation

38. Coordinator Contact Rights Has read and write access to all electronic tools, to the forms of his/her organisation and to the common forms of the consortium. Can submit forms to the European Commission. NEXT Other Coordinator Contacts within their organisation; all the nominated Coordinator Contacts have similar rights. Task Managers and Team Members within their organisation. Can nominate/revoke… Is nominated/revoked by… The Primary Coordinator Contact or another Coordinator Contact. CoCo

39. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo PaCoPaCo Project Organisation NEXT LEAR Account Administrator Task Managers Team Members Project Organisation

40. Participant Contact Rights The Participant Contacts are nominated to represent the organisation within the consortium. There is at least one Participant Contact per organisation, with a maximum of 5 Participant Contacts per organisation, but there can be more than 5 with the migration of roles for organisations which are already registered. All Participant Contacts have read and write access to their organisation’s forms. All Participant Contacts can submit forms to the Coordinator Contacts. NEXT Other Participant Contacts, Task Managers and Team Members within his/her organisation. Can nominate/revoke… Is nominated/revoked by… The Primary Coordinator Contact only. PaCo

41. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo PaCo Project Organisation NEXT LEAR Account Administrator Task Managers Team Members Project Organisation

42. Task Manager Rights There may be one or more Task Manager(s) per organisation. Can create, save and update forms of their organisation NEXT Is nominated/revoked by… The Primary Coordinator Contact or other Coordinator Contacts (for the coordinating entity). Participant Contacts (for other entities). Task M.

43. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo PaCo Project Organisation NEXT LEAR Account Administrator Task Managers Team Members Project Organisation

44. Team Member Rights Have limited access rights: search, read-only. NEXT Is nominated/revoked by… The Primary Coordinator Contact or other Coordinator Contacts (for the coordinating entity). Participant Contacts (for other entities). Team Mb

45. Coordinating ParticipantParticipant A LEAR 1 A.Admin LEAR 1 Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo PaCo Project Organisation NEXT LEAR Account Administrator Task Managers Team Members Project Organisation

46. LEAR Rights Access the list of roles/persons representing his/her organisation in Projects and the Project list of his/her organisation. Can request to revoke users from roles within his/her organisation e.g. by asking a Coordinator Contact or a Participant Contact to revoke a role. Is reponsible for the updates of the organisation-related data, can request (online) the modification of such data, and upload supporting documents. NEXT Account Administrators within his/her organisation. Can nominate/revoke… Is nominated/revoked by… Can only be revoked or modified by the Commission. LEAR 1

47. Coordinating ParticipantParticipant A LEAR 1 A.AdminA.Admin 1 A.Admin A.AdminA.Admin A.Admin Coordinator Contacts Participant Contacts LEAR Account Administrator Task Managers Team Members Team Mb Task M. CoCo PaCo CoCo PaCo Project Organisation NEXT LEAR Account Administrator Task Managers Team Members Project Organisation

48. Account Administrator Rights There may be one or more Account Administrator(s) within an organisation. Access the list of roles/persons representing his/her organisation in Projects and the Project list of his/her organisation. Can request (online) the update of the organisation-related data. Can request to revoke users from roles within his/her organisation e.g. by asking a Coordinator Contactor a Participant Contact to revoke a role. NEXT Is nominated/revoked by… The LEAR (of his/her entity). A.Admin

49. Access rights for negotiations, amendments, reporting Read-only rights to all data: Draft, save, modify own forms: Draft and validate common forms: Submit data on behalf of the whole consortium to the Commission: Team Mb Task M. CoCo CoCo PaCo PaCo CoCo CoCo CoCo CoCo CoCo CoCo Submit own forms to coordinator: PaCoCoCo CoCo

50. Summary More flexibility (more than one CoCo and PaCo; fewer distinctions of function types) -> increased responsibility for consortia in establishing/maintaining/revoking access! Identity and access management should become standard part of consortium management – discuss it in kick-off meetings, mention it in consortium agreements! No access lost during migration, current roles are transferred automatically to new grid of roles. However, consortia might want to check after migration if arrangements are according to their needs