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.

FP7 & CIPNew ways of interacting

23/06/2011

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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

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The Research Participant Portal

• 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!

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

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Participant Portal - ECAS

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

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Services after ECAS login

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Participant PortalIntegrated 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)

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Roles on the Portal Basic principles

• ECAS login: the e-mail 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

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Roles on the Portal

COM control

http://ec.europa.eu/research/participants/portal/ShowDoc/Participant+Portal/portal_content/help/PP_IAM_in_nutshell2.pdf

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Roles on the Portal - Hierarchy

Incr

easi

ng p

rivile

ges

As Participant Contact plus:Grant/revoke coordinator contacts

Grant/revoke participant contacts in consortiumSubmit to European CommissionCoordinator

Contact

As Team Member plus:Grant/revoke participant contacts within organisation

Submit to CoordinatorGrant Task ManagersGrant Team Members

Participant Contact

As Team Member plus:Modifying access to project artefacts

Task Manager

Read only accessTeam Member

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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 representativeAdministrative and LegalAuthorized 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.

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‘My Projects’ tab

View project details View roles in the project

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Roles in a project

Add or revoke roles in the project

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Add a new role for the project

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‘My Organisations’ tab

Details of theLEAR and the Organisation

View roles within the Organisation

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‘My Organisations’ tabRoles in the Organisation

Add or revoke roles in the project

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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.

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Coordinator Contact‘Edit Consortium’ roles

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Coordinator ContactEdit Participant Contacts’ details

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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.

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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 http://cordis.europa.eu/fp7/pp-lear_en.html

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Legal Entity ManagementAcronyms

CVT

PIC

Legal and Financial

URF

LEARLegal 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

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• 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 ParticipantIdentification Code (PIC)

Register your organisation

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Step 1: Register your organisationStep 1: Register your organisationThe 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?

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Step 2: Register Legal AddressStep 2: Register Legal Address

How to obtain a PIC?

Step 3: Register the contact personStep 3: Register the contact personThis person is to be contacted until a person is validated as LEAR for the organization.

Step 4: Register the Status of the organisationStep 4: Register the Status of the organisationThe status selected will need to be demonstrated by your statute and other supporting documents.

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Once the registration is completed: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 organisation’s data, but you can upload documents.

• After validation you receive your final, validated PIC number.

How to obtain a PIC?

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• 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: [email protected];

• When sending an e-mail, always quote your PIC number and proposal number (when applicable) in the subject title.

The validation process

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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 https://webgate.ec.europa.eu/ecas/help.jsp or send an e-mail to [email protected].

– The participants looking for technical help can ask the eFP7 Help Desk at: [email protected].

– Or use the form : http://ec.europa.eu/research/participants/portal/appmanager/participants/portal?_nfpb=true&_pagelabel=contactus.

– For questions related to the Framework and similar RDG Programmes, the participants are invited to contact the FP7 Help Desk by sending an e-mail to [email protected].

Part 2

NEF Negotiation

AmendmentsCostClaim & Periodic Reporting

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Online tool: NEFPurposes

• 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

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•The Coordinator contact receives the first e-mail 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

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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: NEFGeneric behavior

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Access Negotiations

AN : Access NegotiationsAA : Access AmendmentsPR : Periodic Reporting

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Coordinator’s main page

The participant cannot submit the data to the E.C. and doesn’t 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 doesn’t even have the button “Submit” to do so. Only the coordinator can

submit information to the E.C.

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NEFLink with URF

NEF requests a PIC

No PIC?

CVT

Validationrequest

Get a new PICin 5 mn from

Participant Portal!

Data providedreflected in

NEF

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NEGO / AMD

Project info

Participant info

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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)

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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 organisation’s Legal Data

shown in NEF is in Read Only.

The only changeable Field is the

« short name ».

All the organisation’s Legal Data

shown in NEF is in Read Only.

The only changeable Field is the

« short name ».

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Periodic Reporting CIP

Access to periodic reportingCIP-PA, CIP-PB, CIP-BPN : for all partnersTN : only for the coordinator

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Periodic Reporting CIP

Periodic Reports uploaded as documents

Cost Claim input as structured data

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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

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Social Networks

• Create a communication channel with coordinators and participants (FaceBook, Twitter, WordPress)

Thanks !

Questions ?