FP7 & CIP New ways of interacting 23/06/2011

2 Ways of interacting - Topics Part 1 :The Research Participant Portal (PP) –Roles and Access Management –Participant Portal tools –Registration &Unique Registration Facility (URF) & PIC Part 2 : NEF –Negotiation – NEF via the PP –Amendment – NEF via the PP –Periodic Reporting and Cost Claims – NEF via the PP –Social networks Documentation Q & A

Part 1 The Research Participant Portal

4 Offers external stakeholders (participants, LEARs, coordinators,…) a unique entry point in handling grant-related actions, based on a - single sign-on (ECAS) - 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 Brings homogeneity and better service integration for grant management Transparency Remember: Each person logging in the Portal must create an ECAS account!

5 Participant Portal - ECAS To access the functionalities of the Portal, you need an ECAS ( European Commission Authentication Service ) Login/password

6 Services after ECAS login

7 Participant Portal Integrated services Call publication (FP7) Participant registration, managing data of legal entities Grant negotiation, Amendments – NEF Reporting – NEF (INFSO) Reporting - FORCE, SESAM (RTD) FP7 documentation (mid-2011) Proposal submission (pilot from 2012) Expert services (2012)

8 Roles on the Portal Basic principles ECAS login: the of a person is the unique identifier. PIC: the 9-digit number is the identifier of an entity. Initial Provisioning is done with data from proposal submission (contact persons). COM control on two roles: LEAR (Legal Entity Appointed Representative) and main Coordinator Contact. Other Roles are controlled by the consortium via the Portal

9 Roles on the Portal COM control

10 Roles on the Portal - Hierarchy

11 Roles on the Portal Coordinator contact changes are managed from NEF by the COM Officer for the project (under Portal coordinator contact person). The Coordinator Contact can set/change the Participant Contacts in the Portal. Further representatives for the entity can be named by the Coordinator and Participant Contacts for a given entity: Named representatives: Scientific and technical representative Administrative and Legal Authorized Signatory (the person to sign Form C) Financial One person can have several roles and several person can be nominated eg. as a Scientific representative. Further contacts can be nominated as task managers or team members with read-only rights.

12 My roles tab

13 My Projects tab View project detailsView roles in the project

14 Roles in a project Add or revoke roles in the project

15 Add a new role for the project

16 My Organisations tab Details of the LEAR and the Organisation View roles within the Organisation

17 My Organisations tab Roles in the Organisation Add or revoke roles in the project

18 My tasks as a Coordinator Contact Coordinator Contact details are taken from the proposal and are shown in the Negotiation Facility (NEF) under Coordinator Contact for the Portal. To change this contact you need to contact the Project Officer. Check the data of the Participant Contacts for the project – add/change them, if necessary on the Portal. Add your colleagues within your organisation with different roles: named representatives/task managers/team members. Revoke Participant Contact roles within the consortium, if necessary.

19 Coordinator Contact Edit Consortium roles

20 Coordinator Contact Edit Participant Contacts details

21 My tasks as a Participant Contact Participant contacts are provisioned from the proposal – any changes on the Portal can be asked from the Coordinator Contact. Participant Contacts can add a role for the colleagues of the project within the entity: named representatives/task managers/team members. Review roles regularly, revoke roles if necessary, eg. if a colleague has left the organisation.

22 My tasks as a LEAR on the Portal Check the data under the My Organisations tab. Update data, if necessary on the Portal; upload supporting documents. Possibility: appoint Account Administrator for further help in managing the organisation data. Can check roles within the organisation regularly – the LEAR cannot revoke roles in the project, but has an overview of the roles. General task description is given with the LEAR appointment: see

23 Legal Entity Management Acronyms CVT PIC Legal and Financial URF LEAR Legal Entity Appointed Representative (LEAR) will be in charge of providing the legal and financial documents to the CVT and of requesting, using URF, modifications to the legal and financial data held by the Commission in a near future The Unique Registration Facility (URF) is an online application hosted in the Participant Portal where participant can apply for a PIC, provide and update their legal and financial data The Central Validation Team (or CVT) centralises the collection of legal and financial documents and validates all participating organisations only once The Participant Identity Code (PIC) is the unique ID to identify a participant for FP7 & CIP One LEAR per organisation COMPANY XYZ

24 Go to the Participant Portal and under the My Organisations tab check whether a temporary PIC exists already for your entity (based on the name, country, VAT). If no temporary PIC exists, start registration: - login to your ECAS account - fill in registration data (in the Unique Registration Facility) - submit your registration with the confirm button - you receive your temporary Participant Identification Code (PIC) Register your organisation

25 Step 1: Register your organisation The first time you connect to URF, the welcome page will be displayed in your browser. To self register, just click on the [Register an Organisation] button. How to obtain a PIC?

26 Step 2: Register Legal Address How to obtain a PIC? Step 3: Register the contact person This person is to be contacted until a person is validated as LEAR for the organization. Step 4: Register the Status of the organisation The status selected will need to be demonstrated by your statute and other supporting documents.

27 Once the registration is completed: You must verify that the data provided is correct and upload the supporting documents so that the Validation Services could proceed with the validation during negotiations. Once the information has been submitted and the validation is ongoing, you will not be able to correct the organisations data, but you can upload documents. After validation you receive your final, validated PIC number. How to obtain a PIC?

28 The validation of a participant is unique and valid throughout the entire FP7 programme. During the validation of a legal entity, the validation services verify the (i) legal existence and (ii) FP7 status of an applicant. These verifications are based on supporting documents. Documents can be uploaded directly on the URF or send via e- mail to the validation mailbox: When sending an , always quote your PIC number and proposal number (when applicable) in the subject title. The validation process

29 How To Get Help on the Portal ? Where can the participants get support? –A Frequently Asked Questions section is available on the Participant Portal. –For issues related to the registration and login using the European Commission's Authentication Service (ECAS), participants can visit this website or send an to –The participants looking for technical help can ask the eFP7 Help Desk at: DIGIT-EFP7- –Or use the form : ppmanager/participants/portal?_nfpb=true&_pagel abel=contactus. –For questions related to the Framework and similar RDG Programmes, the participants are invited to contact the FP7 Help Desk by sending an to EC-FP7-IT-

Part 2 NEF Negotiation Amendments CostClaim & Periodic Reporting

31 Online tool: NEF Purposes Single front-office tool to interact with consortia in DG INFSO for: –Negotiations –Amendments –Periodic reporting and payments The tool is: –Session based –Is able to store electronic documents –Is integrated with URF facility –Is integrated with Participant Portal

32 2/16/2014 The Coordinator contact receives the first from the COM to start to negotiate the grant/amendment/Periodic reports with a list of Participant contacts. The Coordinator contact has by default full editing access to NEF - own data and data of all participants - via the Participant Portal with the e- mail provided in the proposal. Participant contacts have edit-access to their data and read-only access to the data of other participants and to the general project info. Only the coordinator can submit a NEF session to the Commission. Access Nego/AMD/Periodic Reporting

33 Receives Open a Session PO Provide requested information Coordinator Provide requested information Beneficary Submit for the whole project Coordinator Check information PO end accept reject Notifies that work is completed Online tool: NEF Generic behavior

34 Access Negotiations AN : Access Negotiations AA : Access Amendments PR : Periodic Reporting

35 Coordinators main page The participant cannot submit the data to the E.C. and doesnt even have the button Submit to do so. Only the coordinator can submit information to the E.C. The participant cannot submit the data to the E.C. and doesnt even have the button Submit to do so. Only the coordinator can submit information to the E.C.

36 NEF Link with URF NEF requests a PIC No PIC? CVT Validation request Get a new PIC in 5 mn from Participant Portal! Data provided reflected in NEF

37 NEGO / AMD Project info Participant info

38 NEGO / AMD 1 – Fill all the form and correct the errors (coord and/or participants) 2 – finalize all the participants (coord and/or participants) 3 – submit the session (coord only)

39 Validated legal data in NEF If the PIC is validated it appears on top of the legal data in NEF If the PIC is validated it appears on top of the legal data in NEF All the organisations Legal Data shown in NEF is in Read Only. The only changeable Field is the « short name ». All the organisations Legal Data shown in NEF is in Read Only. The only changeable Field is the « short name ».

40 LEAR change requests LEAR: Legal entity appointed representative The LEAR is a person within an organisation appointed by a legal signatory of that legal entity to be the correspondent towards the Commission on all issues related to the legal status of the entity. -The LEAR can ask for modifications of the legal and financial validated data on the Portal. See My Organisations tab -The LEAR can upload supporting documents - Forms are available: - Validation by REA:

41 Type of data to be handled by LEARs Data handled via the Participant Portal - Organisation data; - Legal address; - FP7 data (including indirect cost model); - Status of the organisation; - Enterprise data (in particular the SME status) - Documents for the financial capacity check (eg. balance sheet data) - Uploading supporting documents -Mergers, acquisitions -Exception: indirect cost model changes due to an error with ongoing projects – is necessary

42 Periodic Reporting CIP Access to periodic reporting CIP-PA, CIP-PB, CIP-BPN : for all partners TN : only for the coordinator

43 Periodic Reporting CIP Periodic Reports uploaded as documents Cost Claim input as structured data

44 Periodic Reporting CIP Cost : Input the costs for the period Other : Declaration of receipts, Declaration of interest yielded by the pre- financing, Certificate on the financial statements Signature : Name of the person(s) authorised to sign this Financial Statement

45 Social Networks Create a communication channel with coordinators and participants (FaceBook, Twitter, WordPress)

Thanks ! Questions ?