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The Participant Portal

Unique entry point for the interactions with the REA


legal entity registration, negotiation, amendments, financial and scientific reporting

Cathy POURET REA S1 - SME

13/06/2013

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PP services without login

FP7 Calls FP7 Doc My Organisations ?

Funding opportunities FP7 Documents

Organisation Registration
Support: FAQ, Contact, Presentations

Home page after ECAS login

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PP services after login

Personalised services

My Organisations My Proposals My Projects My Roles Notifications

Organisation-related data Proposals for funding Projects-related services

Managing access rights


Service messages

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The role management

Personalised access to the different services. Flexible and quick management of access rights. Flexibility for managing the consortium online.

Top roles defined by the REA:

The Coordinator Contact identified in the proposal -> Primary Coordinator Contact for the Participant Portal.
The contact persons identified during proposal submission -> Participant Contacts at the beginning of negotiations. The LEAR (Legal Entity Appointed Representative) -> validated by the Validation team

Project roles: summary


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Main Coordinator contact: Nominate and revoke Participant Contacts for any participating organisation. In addition, all rights listed under the Coordinator Contacts. Coordinator contact 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.

A.Admin

Team Mb

CoCo
Task M.

PaCo LEAR Nominate and revoke Account Administrators within their organisation In addition, all rights listed under the Account Administrator.
nominate and revoke FSIGNs

Participant Contact 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, the rights listed under the Task Managers.
Task Manager Create and update forms; In addition, rights listed under the Team Members.

Team Member Read-only access

Account Administrator Access the list of roles/persons representing their organisation Access their organisations list of Projects and their summaries May request to revoke users from roles within his/her organisation

Project roles

Coordinating Participant

Participant A

Project

Coordinator Contacts Participant Contacts

CoCo

CoCo

CoCo PaCo PaCo PaCo

Task Managers

Task M.

Task M.

Task M.

Task M.

Task M.

Task M.

Team Members

Team Mb

Team Mb

Team Mb

Team Mb

Team Mb

Team Mb

1
Organisation
LEAR

1
LEAR

LEAR

Account Administrator

A.Admin

A.Admin

A.Admin

A.Admin

A.Admin

A.Admin

Project roles
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Coordinating Participant

Participant A

Project

Coordinator Contacts Participant Contacts

CoCo

CoCo

CoCo PaCo PaCo PaCo

Task Managers

Team Members

Only the key roles of the LEAR and Primary Coordinator Contact are defined/modified by the Commission.
Task M. Task M. Task M. Task M. Task M. Task M. Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb

1
Organisation
LEAR

1
LEAR

LEAR

Account Administrator

A.Admin

A.Admin

A.Admin

A.Admin

A.Admin

A.Admin

Project roles

Test Accou nt 12345 6789

Roles at Organisation level

TEST ACCOUNT 1 ORGANISATION

Roles at Project level TEST TEST PROJEC TEST PROJEC T1 TEST PROJEC T2 PROJEC T3 T4 1234 XXXX 56 XX XXXX XXXX XX XX XXXXX XXXXX XXXX XXXXX XXXX XXXXX XXXX XXXX

My Projects

Project details with basic data, abstract and list of participants Roles within a project can be set and modified: the contacts and representatives of coordinators and participants can be added and revoked.

Project Consortium screen: the top roles can be managed/viewed including the coordinator and participant contacts.

My Projects Reporting functions

TEST ACCOUNT 1. Go to the Portal, sign in with ECAS 2. Go to My projects 3. See list of Active projects

Project list

XXXXXXX X XXXXXXX XXXXXXX X X XXXXXXX

X XXXXXXX X XXXXXXX X AA = Access Amendment FR = Financial Reporting PR = Periodic Reporting RD = Reporting & Deliverables

STOP

FP7 Calls

Organisation registration

Start the registration for a PIC number or modify your data.

TEST ACCOUNT 1 ORGANISATION

Access the online data of the organisation


XXXXXXX
XXXXXXXXXXXX

TEST ACCOUNT 1 ORGANISATION


XXXXXXXXXX

Test Account

XXXXXXXXXXXX

XXXXXXXXXXXX

XXXXXXX XXXXXXXXXXXX XXXXXXXX

XXXXXXXXXXXX

Services for LEARs and Account Administrators: - Organisation details - All roles of contacts within the organisation - All projects of the organisation

- All proposals submitted in FP7

XXXXXXXXXX

FORMS C Electronic only submission


New method
Via the participant portal

Electronic only Submission of forms C

Paperless FP7 grant management comes closer !


The electronic-only transmission of financial statements (Forms C) started on 1 January 2013.

For projects signed before the 01/01/2013, an amendment to the GA is necessary

Organisations have to identify online the persons authorised to sign Forms C. - First step: Nomination of the LEAR - Second step: LEAR (or Account Administrator) nominates FSIGNs - Third step: Participant Contact assigns FSIGN to a project

Participant Contact assigns an FSIGN to the project (from the list nominated by the LEAR) in the "My Projects" tab Participant Contact or task manager prepares Form C (as today) If applicable, Participant Contact or Task Manager uploads scanned copy of certificate on financial statement (signed by the auditor), original to be kept in the files of the beneficiary When ready, Participant Contact identifies Form C as ready for signature, triggering a notification to the FSIGN FSIGN electronically signs & submits Form C to the coordinator After submission by the coordinator of the Forms C package to the Commission, a digitally signed eReceipt is issued for each Form C and another one is issued for the whole package No more paper signature of Forms C, no more paper sending of certificates on financial statements

KEEP THE ORIGINAL SIGNED COPIES IN CASE OF AUDIT

THIRD PARTIES Participant Contact or Task Manager of the main beneficiary (or a person of the third party getting an IAM role by the main beneficiary) drafts third party Form C Participant Contact of the main beneficiary submits the third party Form C to coordinator (no electronic signature, no FSIGN involved)

After submission of the package by the coordinator to the COM, third party Form C is printed (by the main beneficiary) and hand-signed by the legal representative of the third party
This hand-signed original is kept in the files of the main beneficiary (for potential later audit) no sending to the Commission No need for third parties to appoint LEARs and FSIGNs

VALUE OF E-RECEIPT Electronic receipt = digitally signed PDF version of the document submitted. Both the content of the document and a set of metadata (time stamp, ECAS credentials of submitter) are digitally sealed. The digital signature mechanism, using a public-private key pair mechanism, uniquely binds the eReceipt to the transaction and ensures its full integrity. Therefore a complete digitally-signed trail of the transaction is available both for the beneficiaries and the Commission. Any attempt to modify the content will lead to a break of the integrity of the electronic signature, which can be verified at any time by clicking on the signature in the PDF document. The eReceipt can be downloaded at any time and stored on other electronic media.

Explanation on the use of the resources


New method
Via the participant portal and the form C

What is it?

The following information is requested per beneficiary: Major cost items Explanation related to the use of resources Work packages information

The old procedure

Logging in on the Participant Portal Accessing the reporting tools

PR

Periodic Reporting
Entering the explanation on the use of resources

The new procedure

Logging in on the Participant Portal Accessing the reporting tools

FR
Financial Reporting Entering the explanation on the use of resources

PR
Periodic Reporting Entering the explanation on the use of resources

The old procedure & the new procedure

The same data will have to be provided, but in the financial reporting tool

FR RD

no longer in the scientific reporting tool (Reporting & Deliverables).

This is a technical change only, not a change in the concept!

How to?

DEMO ACCOUNT

TEST PROJECT1 TEST PROJECT2 TEST PROJECT3 TEST PROJECT4 TEST PROJECT5

999991 999992 999993 999994

AA FR PR RD

= Access Amendment 999995


= Financial Reporting = Periodic Reporting = Reporting & Deliverables

How to?

Upon clicking on a cell of a cost table

How to?

Describe for each level of function (e.g. manager, technician, secretary, etc.), the person months charged and tasks performed

Type of activity of the selected cell

Cost type of the selected cell

How to?

Description

Information per major Cost item

The Total cost is automatically calculated on the basis of the individual cost items.

How to?

Description

Explanation for this cost item

Mandatory part of the reports

Work package for this cost item (More work packages can be linked to one cost item)

How to?

Description

Delete a cost item

Add a cost item

How to?

Upon clicking the Done button, the total sum is copied to the corresponding field of the form C.

Description

How to?

Amount invoiced by the RTDPs and accepted by the SME

Name of the RTDP Short description of the activity/work under the transaction

How to?

Other direct costs

Explanation per cost item: Equipment Consumables Travel costs Remaining direct costs Work package for this cost item (More work packages can be linked to one cost item)

Timing

For all newly created reports the explanation on the use of resources will be editable in the financial reporting and no longer available in the scientific reporting function.

For a temporary period, draft reports can still be edited in the scientific reporting tool with the option that the user fills in this information either in the scientific reporting or in the financial reporting function.

What about existing forms C?

The existing financial forms (forms C) do not change automatically.


But they can be converted in order to use this new detailed explanation on the use of resources by clicking on the button:

A confirmation pop up window will then be shown before the form C is converted. The conversion cannot be undone.

PDF summary reports

The Coordinator can create a Use of Resources report (in PDF), either categorized per Activity or per Cost Type.

Summary reports can be accessed through the

icon in the Form C screen

Participant Portal: http://ec.europa.eu/research/participants/portal European Commission Authentication Service (ECAS): https://webgate.ec.europa.eu/aida/selfreg Participant Portal Frequently Asked Questions: http://ec.europa.eu/research/participants/portal/page/faq Information on LEARs: http://cordis.europa.eu/fp7/pp-lear_en.html

Thank you
good luck

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