Reykjavik, 7th of May 2015 Nicole Schröder EU Bureau of the BMBF, PT DLR

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1 The Consortium Precontractual apspects Reykjavik, 7th of May 2015 Nicole Schröder EU Bureau of the BMBF, PT DLR

2 EU-Büro des BMBF 2

3 The Participant Portal in H2020 3

4 Participant Portal in H2020 One access for all digital services personal registration via ECAS and registration of each organisation necessary Public area of the Participant Portal registration PIC search function Call information documentation Individualized area within the Participant Portal grant preparation, grant signing reporting, amendments 4

5 Personnel registration via ECAS Account 5

6 Personalized project access 6

7 The Participation Identification Code in H2020 (PIC) It is obligatory to register the institution for applying in H2020 No call application possible without a PIC Old PIC from FP 7 can be used PIC searching function: gister_sec.html Registration via: funding guide/grants/applying for funding/register anorganisation/registration of organisation_en.htm Guide for legal entity validation fundingguide/grants/applying for funding/register an organisation/financial viabilityself check_en.htm 7

8 Validation of the institution Each registered institution will be validated by the Commission s validation service: European Commission Research Executive Agency H2020 Support (A1) COV2 13/132 B 1049 Brussels/Belgium REA URF If all documents had been sent and validated: new status validated PIC The status of validated PIC is a pre condition for signing the Grant Agreement Further information: fundingguide/grants/applying for funding/register an organisation/validation oforganisation_en.htm 8

9 LEAR Appointment Legal Entity Appointed Representative LEAR: legal entity applinted representative =/= not the legal representative Task: administer the institution s data and information within the Participant Portal Nomination of the FSIG and LSIGN Renomination of FP 7 LEARS necessary Administrative procedure parallel to the call application process Procedure and documents for the LEAR appointment: fundingguide/grants/applying for funding/register an organisation/learappointment_en.htm 9

10 IAM identification access management & Distribution of roles within the Participant Portal 10

11 NEXT coordinator partner project Coordinator Contacts CoCo CoCo CoCo Participant Contacts PaCo PaCo PaCo Task Managers Task M. Task M. Task The M. role of Task the M. Task M. Task M. LEAR and Primary Coordinator Contact a prefilled in the system by the Commission Team Members Team Mb Team Mb Team Mb Team Mb Team Mb Team Mb organisation LEAR Account Administrator A.Admin 1 1 LEAR LEAR A.Admin A.Admin A.Admin A.Admin A.Admin source: Europäische Kommission 11

12 Different roles within the Participant Portal Roles within a legal institution: Legal Entity Appointed Representative (LEAR) Legal Signatory (LSIGN); Financial Signatory (FSIGN) Account Administrator (AcAd) Roles within the project: Coordinator Contact (CoCo); Participant Contact (PaCo) Project Legal Signatory (PLSIGN) ; Project Financial Signatory (PFSIGN) Task Manager (TaMa) Team Member (TeMe) 12

13 New functions in H2020: LSIGN und FSIGN PLSIGN = (project legal signatory) authorized person to sign the Grant Agreement for the institution Only e signature possible anymore PFSIGN = (project financial signatory) authorized person within the institution to sign the financial reports LEAR has to nominate the LSIGNS and FSIGNS within the Participant Portal Unlimited nomination of F/LSIGNs possible Commentary for each F/LSIGN possible 13

14 Roles and access rights at the institution Role Read Write/Save Assign/Rev oke AcAds Assign/Revoke LSIGNs and FSIGNs LEAR AcAd x LSIGN x x x FSIGN x x x source: Europäische Kommission 14 14

15 Roles and access rights within a project Role Read Write/S ave Submit to Coord. Submit to COM SIGN GA SIGN Fin Stat. Assign/r evoke access CoCo x x PaCo x x x TaMa x x x x x TeMe x x x x x x PLSIGN x x x x PFSIGN x x x x Quelle: Europäische Kommission 15 15

16 Distributions of rights to LSIGN/FSIGN Organisational level Project level coordinator partner LEAR LSIGN LEAR LSIGN AccAd FSIGN AccAd FSIGN PCoCo LSIGN LSIGN PaCo CoCo FSIGN FSIGN After the LEAR has nominated the FSIGN and LSIGN for its institution (Primary) Coordinator Contact / Participant Contact has to select its FSIGN and LSIGN from that list for the specific project! Only after this second step the LSIGN can sign source: Europäische Kommission 16

17 Grant preparation EU-Büro des BMBF 17

18 E-signature of grant agreements (1/2) Before GA signature, each beneficiary must sign declaration on non-exclusion same signature process as described below 1) COM prepares GA: pdf document, digitally sealed, made available in the PP. PLSIGN of the coordinator is notified. 2) PLSIGN of the coordinator logs in, selects project with "MP-Manage Project" action button, finds GA for signature (with possibility to download and print). 3) PLSIGN clicks for initiating electronic signature. Pop-up alerts on the signification of this action and asks for confirmation, prompting again for the ECAS password. 4) PLSIGN reintroduces ECAS password and clicks Sign. Source: Commission EU-Büro des BMBF 18

19 E-signature of grant agreements (2/2) 5) Before GA signature, each beneficiary must sign declaration on nonexclusion same signature System creates new version of the pdf, addingthird party digital seal, ECAS credentials of the signatory, timestamp; visually replacing the placeholder for the signature by the coordinator. 6) LEAR of the coordinator and other relevant actors are notified 7) COM authorising officer is notified that GA was signed by the coordinator. 8) Following a similar procedure as under 2) to 6), COM authorising officer signs the GA. 9) PLSIGNs of all other beneficiaries are notified that GAis ready for their accession. 5) PLSIGN of each beneficiary signs (see 2) to 5)) accession form 6) LEARs of the beneficiaries having signed the accession form and other Source: Commission relevant actors are notified. EU-Büro des BMBF 19

20 Source: Commission

21 Objectives of the grant preparation Transfer information from the proposal to the grant agreement Collect additional information not present in the proposal (e.g. budget details, third parties) Ensure consistency between proposal and grant agreement if applicable, also: Implement any requirements from an ethics review or security scrutiny EU-Büro des BMBF 21

22 EU-Büro des BMBF Source: European Commission 22

23 Possible changes to your project Successful proposals are expected to be mature and ready to be implemented. No substantial changes are allowed between your proposal and your project. Optional changes: Obvious errors or inconsistencies may be removed You may correct shortcomings identified by the experts in the ESR (but you are not obliged to do so) Necessary changes (can) follow from: Ethics review or security scrutiny Removal or replacement of a participant (if agreed) Change of administrative aspects (e.g., the legal status of a participant can affect the budget EU-Büro des BMBF 23

24 Legal and financial validation of beneficiaries Unique and valid throughout H FP7 validated entities migrated into H2020 Verification of: (i) legal existence, (ii) organisation category (public-private, non-profit ) (iii) extended mandate of the LEAR (iv) financial viability (when required) Updates of validated data handled as a priority PIC of linked third parties not included in the original proposal must be introduced during grant preparation EU-Büro des BMBF 24

25 Financial capacity check In general, the financial capacity is checked if: The beneficiary is a coordinator, and The requested EU funding for the action is EUR. Applicants for mono-beneficiary grants are not considered as "coordinators' Upon request by the Authorising Officer, a financial viability check can be performed on any participant EU-Büro des BMBF 25

26 DoA- Description of the action is a detailed description of how the project will be carried out follows the structure of the proposal, also comprising Parts A & B Part A is partially pre-filled with proposal data. The remaining information is entered through online forms. Part B is the narrative description of your project. Its sections are copied from the corresponding sections in Part B of the proposal. It is uploaded as a PDF. EU-Büro des BMBF 26

27 Ethics review and security scrutiny Your proposal may be subject to an ethics review and/or a security scrutiny procedure For example, if you flagged such issues in your proposal or if specified in the relevant call for proposals The results must be implemented in the grant agreement 'Ethics requirements' are binding, they will be entered by the PO in Part A (DoA) You need to update the ethics section in Part B (DoA) to ensure that any 'ethics requirements' are met There may be 'ethics requirements' that you need to meet before the grant can be signed Similarly for security scrutiny EU-Büro des BMBF 27

28 Signature

29 29

30

31 The Consortium Agreement EU-Büro des BMBF 31

32 EU-Büro des BMBF 32

33 The Consortium Agreement in H2020 Art GA Beneficiaries must conclude a consortium agreement Unless: exceptionally stipulated otherwise in the work programme Internal agreement between the members of the consortium Arrangements are purely internal and set up between the partners, COM is not a party, has no control or responsibilities Must not be contradictory to the GA! Should be concluded before the signature of the GA, paper version, not via Participant Portal Paper version not via the Participant Portal and the e-signature EU-Büro des BMBF 33

34 41.3 Internal arrangements between beneficiaries Consortium agreement. These internal arrangements must be set out in a written consortium agreement between the beneficiaries, which may cover: - internal organisation of the consortium; - management of access to the electronic exchange system; - distribution of EU funding; - additional rules on rights and obligations related to background and results - settlement of internal disputes; - liability, indemnification and confidentiality arrangements between the beneficiaries. The consortium agreement must not contain any provision contrary to the Agreement. EU-Büro des BMBF 34

35 More information available at the Participant Portal Guide for Grant Agreement Preparation p/h2020 guide gap_en.pdf fundingguide/grants/from evaluation to grant signature/grant preparation_en.htm Management+Services+tool

36 Research Enquiry Service EU-Büro des BMBF 36

37 German National Contact Point for Legal & Financial Matters Financial Matters ALEXANDRA BURGHOLZ LIANE LEWERENTZ BASTIAN RAUE CHRISTIN KULKE Legal Matters Tel.: Tel.: Tel.: Tel.: NICOLE SCHRÖDER ALEXANDRA BURGHOLZ LIANE LEWERENTZ CHRISTIN KULKE General Information on Legal and Financial Matters Tel.: Tel.: Tel.: Tel.: MONIKA SCHULER Tel.: Internet: EU-Büro des BMBF 37

38 This project has received funding from the European Union s Horizon 2020 research and innovation programme under grant agreement No

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