Introduction to the Participant Portal services

Transcription

1 Research and Innovation Participant Portal Introduction to the Participant Portal services Olivier MARGANNE efp7 Communication Office RTD M3.1

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: ECAS Single sign-on (1 ECAS account = 1 address = 1 person) + = IAM Access rights based on role authorisation Personalised services on the Participant Portal Brings homogeneity, transparency and better service integration for grant management.

3 Participant Portal services: without login FP7 Calls FP7 Doc My Organisations Experts Funding opportunities FP7 Documents Organisation Registration Experts registration? Support

4 Personalised services Participant Portal services: after login FP7 Calls FP7 Doc My Organisations My Proposals My Projects My Roles Notifications Experts Funding opportunities FP7 Documents Organisation-related data Proposals for funding Projects-related services Managing access rights Service messages Manage expert profiles? Support

5 Services without login

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8 Participant Portal services: without login FP7 Calls Funding opportunities 1. Find FP7 funding opportunities Open/closed/forthcoming FP7 calls Latest information on published calls Search on the calls pages 2. Access the electronic proposal submission system Prepare and submit proposals using EPSS or the new proposal submission system of the Portal (available after ECAS login)

9 Participant Portal services: without login FP7 Calls Funding opportunities 3. Recent new features: New search function (full-text search) Possibility to download all the documents in a.zip file related to a specific call Dynamic agenda of the calls (call publication dates, deadlines, call closure dates) compatible with most electronic agenda applications

10 Latest dates of call publications Search on the calls pages Latest information on published calls

11 Open / closed / forthcoming calls FP7 calls are listed per specific programme "Stay tuned": RSS feed Dynamic agenda notifications

12 Search for calls

13 Participant Portal services: without login FP7 Calls Funding opportunities The call page gives access to the available proposal submission system: EPSS or The new proposal submission service of the Portal

15 Participant Portal services: without login FP7 Doc FP7 Documents 1. Browse through FP7 documents Legal basis Legal documents for implementation All work programmes Guidance documents for FP7 Horizontal issues Specific guidelines 2. Search specific FP7 documents Search documents by title or through a full text search This service was previously available on CORDIS.

17 Participant Portal services: without login My Organisations Organisation Registration 1. Access link to the organisation registration tool The organisation registration tool itself is only available after an ECAS login. 2. Search for an existing PIC (Participant Identification Code) number 3. Access the financial viability simulation tool

19 Participant Portal services: without login Experts Experts registration The Experts tab in the Participant Portal is a web-based application for communication between experts (evaluators of research proposals, reviewers of ongoing projects, etc.) and the European Commission. This Expert Area replaces and enhances the system previously available on CORDIS.

20 Participant Portal services: without login Experts Experts registration 1. New experts can create their profile The expert registration tool itself is only available after an ECAS login. 2. Existing experts can transfer their old CORDIS profile Experts who had a profile on CORDIS have received an asking them to transfer that profile to the Participant Portal 3. Experts can update their profile The expert registration tool itself is only available after an ECAS login.

21 Registration for new experts / Update of new PP expert profile

23 Participant Portal services: without login? Support 1. FAQ Browse the FAQ database Find useful information along with additional guidance (user manuals, PowerPoint presentations, etc.) 2. Contact the helpdesk 3. Newest developments ( What s new section)

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25 Services after login: The Identity and Access Management

26 Organisation Project The new version of IAM (since February 2012) Coordinating Participant Participant A Coordinator Contacts CoCo CoCo CoCo Participant Contacts 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 1 LEAR LEAR LEAR Account Administrator A.Admin A.Admin A.Admin A.Admin A.Admin A.Admin

27 Changes in the new version of IAM 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: 1. The uniqueness of the Coordinator and Participant Contacts disappear: one Primary Coordinator Contact as the main contact for the European Commission; more Coordinator Contacts can be nominated in the coordinating organisation per project; more Participant Contacts can be nominated per participating organisation per project.

28 Changes in the new version of IAM 2. Task Managers and Team Members are no longer restricted to specific scope(s). 3. The roles of Named Representatives are automatically redistributed: Financial Named Representative Coordinator/Participant Contact Scientific Named Representative Coordinator/Participant Contact Authorised Representative Coordinator/Participant Contact Administrative/Legal Named Rep. Task Manager Authorised Signatory Coordinator/Participant Contact 4. Those who register(ed) their organisation to obtain a PIC will have a self-registrant role.

29 NEXT Access rights: Project roles CoCo CoCo PaCo Task M. Nominate and revoke Participant Contacts for any participating organisation; + Nominate and revoke other Coordinator Contacts; Read/write access to own and common forms; Submit to European Commission/Agency; + Nominate and revoke Participant Contacts, Task Managers and Team Members within their organisation; Read/write access to own forms; Submit to the Coordinator Contacts; + Create and update forms; + Read-only access Team Mb

30 NEXT Access rights: Organisation roles 1 LEAR Nominate and revoke Account Administrators within their organisation + A.Admin 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

31 Original roles Some roles are automatically provisioned in the early stages of the Project ( original roles ) as follows : The Coordinator Contact identified in the proposal will be recognised by the Commission as the Primary Coordinator Contact. The contact persons of the participating organisations identified during proposal submission will become Participant Contacts at the beginning of negotiations. The LEAR is validated by the Commission during the validation process of his/her organisation.

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

33 Services after login

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35 Participant Portal services: after login My Organisations My Proposals My Projects My Roles Notifications Experts Organisation-related data Proposals for funding Projects-related services Managing access rights Service messages Manage expert profiles

36 Participant Portal services: after login My Organisations Organisation-related data 1. Register an organisation The person registering the data receives online the PIC number for his/her organisation. Participants are encouraged to register their organisations as soon as possible before drafting a proposal. Possibility to register an organisation on behalf of someone else Management of multiple PICs is now possible 2. Access organisation-related data 3. Update an organisation s data

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39 Step 1: Automatic search for similar previous registrations

40 When the automatic search finds similar previous registrations

41 If no previous similar registration is found: Start the registration of the organisation

42 The self-registrant receives a PIC number at the end of the registration

43 List of organisations where the user has a role as LEAR, Account Administrator or Self Registrant Account DEMO TEST ORGANISATION 1 TEST ORGANISATION 2 TEST ORGANISATION BE FR DE List of organisations where the user has a role in a given project (or through a proposal) TEST ORGANISATION 4 TEST ORGANISATION 5 TEST ORGANISATION NL GB ES

44 1 LEAR A.Admin Services for LEARs and Account Administrators only Account DEMO TEST ORGANISATION 1 TEST ORGANISATION 2 TEST ORGANISATION BE FR DE Access to the organisation tools by clicking on its name, or by using the shortcut icons: TEST ORGANISATION 4 TEST ORGANISATION 5 OD = Organisation s Data VP = View Projects RO = Roles NL GB TEST ORGANISATION ES

45 1 LEAR A.Admin Services for LEARs and Account Administrators only TEST ORGANISATION 1 TEST ORGANISATION 1 Account DEMO BE Square De Meeüs Account DEMO Brussels BE Access the online data of the organisation Organisation details All roles of contacts within the organisation All projects of the organisation All proposals submitted in FP7 [new]

47 Participant Portal services: after login My Proposals Proposals for funding 1. Access the list of draft proposals The new proposal submission service is available on the call s page (after an ECAS login). It is a wizard that will help you creating and submitting a proposal step by step, while ensuring data confidentiality. This tool is available from call launch to a strict deadline. You can save a draft proposal and submit it later.

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49 Participant Portal services: after login My Proposals Proposals for funding PIC numbers are required in the new proposal submission system, therefore participants are encouraged to register their organisations as soon as possible before drafting a proposal. Proposals are composed of: Part A: the administrative information (list of participants, legal and financial structured forms, etc.); Part B: a PDF document with the scientific and technical contents; There may be additional documents (optional).

50 Preview of the step-by-step approach Instrument selection Pre-registration Consortium set-up Forms & documents Form filling Submission

51 How to find previous draft proposals? Access to proposals made with the new submission system: Access the Participant Portal Login using your ECAS ID and password Go to the My Proposals tab Access to proposals made with EPSS: Access Login using your user ID and password

53 Participant Portal services: after login My Projects Projects-related services 1. Access the list of projects the participant is involved in 2. Access the project-related services: Negotiation Amendments Reporting tools 3. View the roles and nominations for a given project

55 Participant Portal services: after login My Roles Managing access rights 1. Manage the roles and access rights in projects or organisations View your role in the project/organisation Nominate new persons View your previous nominations Revoke roles 2. Manage consortium button (for Coordinator and Participant Contact roles only)

57 Participant Portal services: after login Notifications Service messages 1. View all types of personal notifications for the linked services of the Portal 2. Set notifications for the different services and their frequency 3. Subscribe for notifications on specific calls

59 Participant Portal services: after login Experts Experts registration 1. New experts can create their profile 2. Experts can update their profile

60 Further recent changes

61 Detailed use of resources: The explanation on the use of resources has to be entered in the financial reporting tool (more coherence, less risk of errors) Management of the organisation's data: History of change requests visible by the LEAR "My Organisations" / "My Projects": Layout enhancements (new icons, etc.) All tables can now be printed / exported to MS Excel or another software

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63 Upcoming changes

64 New ergonomics: Same logic and options, but presented in a more coherent and intuitive layout Extended management of calls: Inclusion of CIP calls as well as links to other types of calls Electronic-only signature of forms C & single submission: Foreseen transition from the paper version toward a simplified, full electronic management of forms C (January 2013) and more!

65 More information FAQ: Contact us: ECAS help: