Research and Innovation Participant Portal. Introduction to the Participant Portal. Agnes Hegyvarine Nagy

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1 Research and Innovation Participant Portal Introduction to the Participant Portal Agnes Hegyvarine Nagy ERCEA

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 Funding Documents My Organisations Experts Support Funding opportunities Reference documents Organisation registration Experts registration Help & support

4 Participant Portal services: after login Personalised services Funding Documents My Organisations My Proposals My Projects My Roles Notifications Experts Support Funding opportunities Reference documents Organisation-related data Proposals for funding Projects-related services Viewing your access rights Service messages Manage expert profiles Help & support

5 Services without login

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7 Participant Portal services: without login Funding Documents My Organisations Experts Support Funding opportunities Reference documents Organisation registration Experts registration Help & support

8 Participant Portal services: without login Funding Funding opportunities 1. Funding opportunities Open/closed/forthcoming FP7 & CIP calls Links to other calls Latest information on published calls Call search: full-text search "Stay tuned" options: electronic agenda, RSS feeds, notifications 2. Access to the electronic proposal submission system EPSS has been phased out in March 2013 SEP is now the proposal submission tool for all calls

9 "Stay tuned": RSS feed Dynamic agenda notifications Latest dates of call publications Search on the calls pages Latest information on published calls

10 Open / closed / forthcoming calls Calls are listed per specific programme and subprogramme

11 Possibility to download all the documents related to a specific call as a single.zip file Access to the electronic proposal submission tool

12 Competitiveness and Innovation Framework Programme (CIP) calls and "Other calls"

13 Search for calls

14 Participant Portal services: without login Funding Documents My Organisations Experts Support Funding opportunities Reference documents Organisation registration Experts registration Help & support

15 Participant Portal services: without login Documents Reference documents 1. FP7 reference 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.

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18 Participant Portal services: without login Funding Documents My Organisations Experts Support Funding opportunities Reference documents Organisation registration Experts registration Help & support

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

20 Participant Portal services: without login Funding Documents My Organisations Experts Support Funding opportunities Reference documents Organisation registration Experts registration Help & support

21 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. 1. New experts can create their profile 2. Experts can update their profile The expert registration tool itself is only available after an ECAS login.

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

23 Participant Portal services: without login Funding Documents My Organisations Experts Support Funding opportunities Reference documents Organisation registration Experts registration Help & support

24 Participant Portal services: without login Support Help & support 1. FAQ FAQ database Useful information along with additional guidance (user manuals, latest PowerPoint presentations, etc.) 2. National Contact Points (NCP) database This service was previously available on CORDIS. 3. Helpdesk contact form 4. Newest developments ( What s new section)

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29 Services after login: The Identity and Access Management

30 Personalised services The Participant Portal allows each user to have access to a personalised space, based on 3 main elements: Each user is supposed to have a unique ECAS account, which is the unique identifier for persons (linked to their professional address). Each ECAS account is linked to one (or more) PIC number(s), which are the unique identifier for organisations. Each ECAS account is linked to all the roles that the user has in projects and/or organisations through IAM. One user can have as many roles as necessary. PCoCoCoCo PaCo TaMa TeMe LEARAccAdFSIGNFSIGN

31 The new version of IAM (January 2013) Coordinating Organisation PCoCo Primary Coo. Contact 4 CoCo 1 Coordinator Contact Project level Participating Organisation 5 PaCo Participant Contact Organisation level Coordinating Organisation 1 LEAR LEAR AccAd Account Administrator Participating Organisation 1 LEAR LEAR AccAd Account Administrator TaMa TaMa FSIGN FSIGN Task Manager Task Manager TeMe TeMe FSIGN FSIGN Team Member Team Member Financial Signatory Financial Signatory

32 Important remarks Only the key roles of the LEAR and Primary Coordinator Contact are defined/modified by the Commission. The rest is left at the discretion of the consortium. 1 PCoCo 1 LEAR One person can have several roles at the same time. The complexity of the consortium depends on the participants. The minimum configuration is: The Primary Coordinator Contact One Participant Contact per beneficiary One LEAR per organisation One Financial Signatory per organisation Coordinator Beneficiary Project 1 PCoCo PaCo FSIGN FSIGN Organisation 1 LEAR 1 LEAR

33 Access rights: Project roles 1 PCoCo 4 CoCo 5 PaCo TaMa TeMe Is the primary contact person for the European Commission; + Nominate/revoke other Coordinator Contacts; Nominate/revoke any Participant Contact; Submit to European Commission/Agency; Read/write access to all forms; + Nominate/revoke other Participant Contacts, Task Managers and Team Members within their organisation; Assign FSIGNs to a given project; Submit to the Coordinator Contacts; Read/write access to own forms only; + Read/write access (create and update forms); + Read-only access FSIGN Sign & submit the Forms C; Read/write access to own forms; +

34 Access rights: Organisation roles 1 LEAR Nominate/revoke Account Administrators and FSIGNs within their organisation + Nominate/revoke FSIGNs within their organisation AccAd Access the list of roles/persons representing their organisation Access their organisation s list of proposals & projects and their summaries May request to revoke users from roles within his/her organisation

35 The nomination process: Original roles Some roles are automatically provisioned in the early stages of the Project ( original roles ) as follows: The proposal initiator in the proposal submission phase will automatically 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.

36 The nomination process Coordinating Organisation Primary Coo. Contact 4 CoCo 1 PCoCo Coordinator Contact Project level Participating Organisation 5 PaCo Participant Contact Organisation level Coordinating Organisation 1 LEAR LEAR AccAd Account Administrator Participating Organisation 1 LEAR LEAR AccAd Account Administrator TaMa TaMa FSIGN FSIGN Task Manager Task Manager TeMe TeMe FSIGN FSIGN Team Member Team Member Financial Signatory Financial Signatory

37 The nomination process Coordinating Organisation PCoCo Primary Coo. Contact 4 CoCo 1 Coordinator Contact Project level Participating Organisation 5 PaCo Participant Contact Organisation level Coordinating Organisation 1 LEAR LEAR AccAd Account Administrator Participating Organisation 1 LEAR LEAR AccAd Account Administrator TaMa TaMa FSIGN FSIGN Task Manager Task Manager TeMe TeMe FSIGN FSIGN Team Member Team Member Financial Signatory Financial Signatory

38 The nomination process Coordinating Organisation Primary Coo. Contact 4 CoCo 1 PCoCo Coordinator Contact Project level Participating Organisation 5 PaCo Participant Contact Organisation level Coordinating Organisation 1 LEAR LEAR AccAd Account Administrator Participating Organisation 1 LEAR LEAR AccAd Account Administrator TaMa TaMa FSIGN FSIGN Task Manager Task Manager TeMe TeMe FSIGN FSIGN Team Member Team Member Financial Signatory Financial Signatory

39 The nomination process Coordinating Organisation Primary Coo. Contact 4 CoCo 1 PCoCo Coordinator Contact Project level Participating Organisation PaCo Participant Contact Organisation level Coordinating Organisation 1 LEAR LEAR 5 AccAd Account Administrator Participating Organisation 1 LEAR LEAR AccAd Account Administrator TaMa TaMa FSIGN FSIGN Task Manager Task Manager TeMe TeMe FSIGN FSIGN Team Member Team Member Financial Signatory Financial Signatory

40 The nomination process Coordinating Organisation Primary Coo. Contact 4 CoCo 1 PCoCo Coordinator Contact Project level Participating Organisation PaCo Participant Contact Organisation level Coordinating Organisation 1 LEAR LEAR 5 AccAd Account Administrator Participating Organisation 1 LEAR LEAR AccAd Account Administrator TaMa TaMa FSIGN FSIGN Task Manager Task Manager TeMe TeMe FSIGN FSIGN Team Member Team Member Financial Signatory Financial Signatory

41 The nomination process: how to nominate/revoke someone? To grant a role, the address of the "new user" will have to be filled in; this address should be the same as the one used for the ECAS account of the "new user". If this "new user" has no ECAS account, he/she will automatically receive an invitation to create his/her ECAS account.

42 Project roles can be granted/revoked in the "My Projects" tab, through the orange "Consortium" icon

43 Nominate new roles or revoke existing roles (only for Primary Coordinator Contact, Coordinator Contact or Participant Contact)

44 Organisation roles can be granted/revoked in the "My Organisations" tab, through the blue "RO" icon (only for LEAR or Account Administrator)

45 The nomination process: Financial Signatories The FSIGN first needs to be nominated by the LEAR or the Account Administrators (but he will not have any right for the time being). There can be as many FSIGNs as needed. Within their organisation, the Primary Coordinator Contact/Coordinator Contact/Participant Contact will need to assign one or several FSIGNs to a specific project. Only then will the FSIGN(s) be able to work on the project.

46 The nomination process Coordinating Organisation Primary Coo. Contact 4 CoCo 1 PCoCo Coordinator Contact Project level Participating Organisation 5 PaCo Participant Contact Organisation level Coordinating Organisation 1 LEAR LEAR AccAd Account Administrator Participating Organisation 1 LEAR LEAR AccAd Account Administrator TaMa TaMa FSIGN FSIGN Task Manager Task Manager TeMe TeMe FSIGN FSIGN Team Member Team Member Financial Signatory Financial Signatory

47 The nomination process Coordinating Organisation Primary Coo. Contact 4 CoCo 1 PCoCo Coordinator Contact Project level Participating Organisation 5 PaCo Participant Contact Organisation level Coordinating Organisation 1 LEAR LEAR AccAd Account Administrator Participating Organisation 1 LEAR LEAR AccAd Account Administrator TaMa TaMa FSIGN FSIGN Task Manager Task Manager TeMe TeMe FSIGN FSIGN Team Member Team Member Financial Signatory Financial Signatory

48 Services after login

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50 Participant Portal services: after login Personalised services Funding Documents My Organisations My Proposals My Projects My Roles Notifications Experts Support Funding opportunities Reference documents Organisation-related data Proposals for funding Projects-related services Viewing your access rights Service messages Manage expert profiles Help & support

51 Participant Portal services: after login My Organisations Organisation-related data 1. Registration of organisations 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 possible. 2. Access to organisation-related data 3. Update of organisation s data September new version!

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53 Step 1: Automatic search for similar previous registrations

54 When the automatic search finds similar previous registrations

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

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

57 List of organisations where the user has a role as LEAR, Account Administrator, FSIGN or Self Registrant List of organisations where the user has a role in a given project

58 Participant Portal services: after login Personalised services Funding Documents My Organisations My Proposals My Projects My Roles Notifications Experts Support Funding opportunities Reference documents Organisation-related data Proposals for funding Projects-related services Viewing your access rights Service messages Manage expert profiles Help & support

59 Participant Portal services: after login My Proposals Proposals for funding 1. Access to 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 helps users creating and submitting a proposal step by step, while ensuring data confidentiality. This tool is available from call launch to a strict deadline. Draft proposals can be saved and submitted later.

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

62 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).

63 Participant Portal services: after login Personalised services Funding Documents My Organisations My Proposals My Projects My Roles Notifications Experts Support Funding opportunities Reference documents Organisation-related data Proposals for funding Projects-related services Viewing your access rights Service messages Manage expert profiles Help & support

64 Participant Portal services: after login My Projects Projects-related services 1. Access to the list of projects the user is involved in 2. Access to the project-related services: Negotiation Amendments Reporting tools 3. View of the consortium's roles for a given project 4. Grant/revoke roles for a given project (provided the user has the authorisation to do so)

65 Project details with basic data, abstract and list of participants

66 Access to the available tools for the project AN = Access Negotiation AA = Access Amendment FR = Financial Reporting PR = Periodic Reporting RD = Reporting & Deliverables

67 View of all roles in the Project. If the user has sufficient rights, he/she may also nominate and revoke roles for other persons.

68 View of the organisation's basic details and full list of project roles Nominate new roles or revoke existing roles (only for Primary Coordinator Contact, Coordinator Contact or Participant Contact)

69 Participant Portal services: after login My Projects Projects-related services As a PO, you have a read-only access to the "Project details" and "Project consortium" screens of the Participant Portal for the projects that you manage through CPM:

70 Confirmation that you are connected to the Participant Portal as an Officer Access the "Project Details" and "Project Consortium" screens Note: all other tabs at the top will NOT be working!

71 Participant Portal services: after login Personalised services Funding Documents My Organisations My Proposals My Projects My Roles Notifications Experts Support Funding opportunities Reference documents Organisation-related data Proposals for funding Projects-related services Viewing your access rights Service messages Manage expert profiles Help & support

72 Participant Portal services: after login My Roles Viewing your access rights 1. Full overview of the user's roles at the organisation level and/or at the project level Roles at the organisation level: o LEAR o Account Administrator o FSIGN o Self Registrant Roles at the project level: o Primary Coordinator Contact o Coordinator Contact o Participant Contact o Task Manager o Team Member o FSIGN assigned to a project

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74 Participant Portal services: after login Personalised services Funding Documents My Organisations My Proposals My Projects My Roles Notifications Experts Support Funding opportunities Reference documents Organisation-related data Proposals for funding Projects-related services Viewing your access rights Service messages Manage expert profiles Help & support

75 Participant Portal services: after login Notifications Service messages 1. View of all types of personal notifications for the linked services of the Portal 2. Settings for the notifications about the different services and their frequency 3. Subscription to notifications on specific calls

76 Subscription to notifications on specific calls

77 Participant Portal services: after login Personalised services Funding Documents My Organisations My Proposals My Projects My Roles Notifications Experts Support Funding opportunities Reference documents Organisation-related data Proposals for funding Projects-related services Viewing your access rights Service messages Manage expert profiles Help & support

78 Participant Portal services: after login Experts Experts registration 1. New experts can create their profile 2. Experts can update their profile 3. More services will come in the course of 2014: Electronic-only contracts for experts Online creation of legal entity and bank account details New call for experts in October 2013

79 Electronic-only submission of financial statements

80 Purpose of e-only submission Abolition of parallel electronic and paper streams reduction of a source of errors and inconsistencies Reduced administrative burden for beneficiaries and Commission Clearer management of time-to-pay First test case for full paperless grant management (planned for Horizon 2020)

81 Revised FP7 model grant agreement (draft) ANNEX II. GENERAL CONDITIONS Article II.3 is modified as follows: "Each beneficiary shall: o) designate a legal entity appointed representative (LEAR) as the authorised person to perform the role and tasks stipulated in its document of appointment. If a LEAR has already been appointed the beneficiary agrees that the role and tasks of this LEAR are replaced by those stipulated in the document of appointment in force on the date of signature of this grant agreement." Point 5 of Article II.4 is replaced by the following: "The consortium shall transmit the reports and other deliverables through the coordinator to the Commission using the electronic exchange system set up by the Commission. In particular: Form C must be transmitted and electronically signed through the electronic exchange system by the authorised person(s) within the beneficiary's organisation. The certificates on the financial statements and on the methodology must be hand-signed by an authorised person of the auditing entity on paper and the beneficiary shall keep the originals according to Article II A scanned copy of the certificates shall be transmitted through the electronic exchange system".

82 New role in the identity and access management New role in the identity and access management: persons authorised to sign forms C for their organisation (FSIGN) Nominations for this new role by LEARs (or their account administrators) under the organisation roles function Unlimited number of FSIGNs can be nominated LEARs can add comments to each FSIGN (e.g. which part of the forms C of the organisation they can sign) Comments are visible to the persons having project roles in the organisation (Participant Contacts (PaCos) etc.)

83 Process of electronic-only submission Participant contact assigns an FSIGN to the project (from the list nominated by the LEAR) 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 No more paper signature of Forms C, no more paper sending of certificates on financial statements

84 TaMa PaCo FSIGN PCoCo CoCo Drafting of Form C Upload of scanned copies of certificates (if applicable) Identify Form C as ready for signature Notification to FSIGN Electronic signature of Form C & Submission of signed Form C (+ certificates) Reject Reception of Form C Approve Submission of all signed Forms C (+ certificates where applicable) PARTICIPANT COORDINATOR Creation of 1 e-receipt for each Form C + 1 for the whole package 84 COMMISSION

85 Forms C of third parties (SC10) 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

86 Value of the ereceipt 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.

87 Date of entry into force; retroactiveness? New regime is obligatory for all grants signed after (changed model grant agreement) Consequence: nomination of LEARs will become obligatory For grants signed before , the current parallel paper and electronic submission will remain available as an option However: consortia are encouraged to go for the electronic-only also for existing grants Pre-requisite: signature of a simple amendment (accepting the new stipulations of the revised model grant agreement)

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93 Calls in H Principles Two basic ways of navigation: via the H2020 programme structure and via topic search Full text search Tagging of all topics additional search options with synonyms, colloquial expressions, circumscriptions

94 Funding Opportunities page NEXT

95 Search function NEXT

96 Browse and filter calls

97 View call details

98 Calls for Proposals As a general principle, topic descriptions drafted in the form of specific challenges, particularly under the societal challenges & LEIT, to allow flexibility on the side of the applicants Topic descriptions to include statements outlining the expected impact, to be referenced during the evaluation process Conditions on the content of the proposed work, consortium make-up, length of project, etc. to be kept to a minimum Topics should integrate key horizontal issues like, for instance, gender aspects, social-economic sciences and humanities 98

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104 Project dashboard

105 Doc library Chat area

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109 Concept for paperless grant management System with qualified electronic signatures (legal equivalent to paper signature) is not feasible Instead: Exchanges in a secured electronic system Identity and access management using ECAS; Digital seal for all transactions (content and metadata) via ereceipt Chain of trust to secure identity of persons Full use of HERMES/ARES for electronic document registration, storage and access

110 "Chain of trust" One person in the central administration of each organisation to be appointed by the Legal Representative in a formal process using blue ink signature = Legal Entity Appointed Representative (LEAR) Appointment letter to comprise also supporting documents on identity of the legal representative LEAR mandate (among other issues): assign persons authorised to sign the different types of documents supervise assignment of other roles in the Portal IAM for their organisation

111 ereceipt Digitally signed PDF document containing: Full content of the transmitted documents Set of metadata: certified time stamp, ECAS credentials of the actors in the transaction Digital signature is an advanced electronic signature, using public-private key mechanism Assures integrity of information: any attempt to change leads to break of the signature Is stored in the project archive for access at any time by all actors in the project

112 Example (implemented today): paperless submission of financial statements LEAR nominates (online, in the Portal IAM) list of persons authorised to sign financial statements Only these persons get access to the "Sign and submit" function in the financial reporting module "Sign and submit" triggers the creation of an ereceipt that is stored in the electronic project archive All persons needing to know (including the LEAR) are notified on the transaction and have access to the ereceipt

113 Three main requirements: Identity of the signatory Integrity of the signed document Non-repudiation

114 More information FAQ: Contact us: ECAS help: FP7 IT helpdesk: /

115 Thank you! Any questions?

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