MCIS Aggregate Claim Editor User Guide. Core system users

Transcription

1 MCIS Aggregate Claim Editor User Guide Core system users

2 TABLE OF CONTENTS INTRODUCTION... 3 HOW TO USE THIS GUIDE... 3 ABOUT AGGREGATE CLAIM EDITORS... 3 AGGREGATE CLAIM EDITOR TEAM LEADERS... 3 THE CLAIMS PROCESS ON MCIS... 4 LOGGING IN AND OUT OF MCIS... 5 LOGIN... 5 LOGOUT... 6 HOME: TASKS... 7 FILTERING... 8 PROJECTS SEARCH SEARCH RESULTS THE AGGREGATE CLAIM PROCESS UPLOAD XML EVIDENCE HISTORY XML EVIDENCE UPLOAD COMMENTS INITIATION OF AGGREGATE CLAIM CLAIM SCHEDULE DRAFT A CLAIM HISTORY CLAIM AGGREGATOR FINANCIAL PERFORMANCE TARGETS PERFORMANCE REVENUE EXPENDITURE INCOME TARGETS PROGRESS GRANT PAID TO OPERATIONS COMMENTS COGNOS REPORTING OFFER DETAILS HISTORY AGGREGATE PROJECT DETAILS CLAIM SCHEDULE TARGETS COSTS PROFILE YEARLY FUNDING PROFILE QUARTERLY FUNDING PROFILE TERMS AND CONDITIONS OF OFFER COMMENTS Document Owner: Hannah Swan, MCIS Project Team Page 2 of 48

3 Introduction How to use this guide This user guide is designed to support you following your MCIS training. The guide is broken down into clear sections so that you can pick out the functionality that you are interested in re-visiting, revising or reminding yourself of. The user guide can be used in conjunction with the online help within the MCIS system, which is found at the top right-hand side of every MCIS screen. About Aggregate Claim Editors The Aggregate Claim Editor role allows an Intermediate Body user to process aggregate claims so that the Intermediate Body can be reimbursed for the Beneficiary grant paid out. The Aggregate Claim Editor role in MCIS allows the user to: Upload XML evidence for the regional Aggregate Project claim period. Evidence uploaded should cover claims for all priority axes; Draft a claim for the regional Aggregate Project in line with the agreed monthly or quarterly claim schedule for the selected priority axis; Submit a completed aggregate claim for review, prior to submission for payment, to the Aggregate Claim Reviewer. This role will be allocated to: Intermediate Body Users. It will be the responsibility of the Intermediate Body to submit to the Certifying Authority their aggregate claim in order to be reimbursed for the grant paid out to beneficiary organisations. Aggregate Claim Editor Team Leaders An Aggregate claim editor allocated a team leader status on MCIS can, in addition to the tasks above: Access a claim locked under another aggregate claim editor and route it on to him or herself, or another aggregate claim editor. This feature of MCIS ensures that claims locked against an aggregate claim editor who is out of the office on holiday or sick leave for example can be released and re-allocated to another member of staff to action. Note: It is recommended that all users are allocated Team Leader status. Document Owner: Hannah Swan, MCIS Project Team Page 3 of 48

4 The Claims Process on MCIS The stage in the MCIS workflow which is covered by this guide is outlined in the shaded boxes below: 1. Aggregate Claim Editor Drafts claim 2. Aggregate Claim Reviewer Reviews claim 3. CA Claim Approver Approves claim Uploads XML evidence for the claim period. Initiates the claim for each priority axis from the claim schedule. Quarterly or monthly activity depending on schedule. Adds comments/attachments. Submits claim to Aggregate Claim Reviewer. 4. CA Certifier Certifies claims 5. CA Authoriser Authorises claim for payment. Document Owner: Hannah Swan, MCIS Project Team Page 4 of 48

5 Logging in and out of MCIS Login To log in to MCIS, go to the home page of the ERDF for England website and click on login. 1. Enter your Government Gateway Username and password. Click on Login. 2. The first time you log-in as a new user, for security purposes you will be asked to change your password. You are also required to add two security questions and answers. These will be used to validate your identity should forget your password in the future. Security at first log-in 3. On subsequent log-ins, your Personal Page will display. Document Owner: Hannah Swan, MCIS Project Team Page 5 of 48

6 Notes: Once you are logged-in, MCIS will not generally request further proof of your identity. It is therefore essential that you do not share your ID and password with anyone. If you have not received a MCIS ID and password prior to go-live contact your Intermediate Body MCIS helpdesk. If you forget, or want to change, your password click on the Personal Details tab, and select Change Password. Change password screen Logout Click on the Logout link in the top right navigation bar. Document Owner: Hannah Swan, MCIS Project Team Page 6 of 48

7 Home: Tasks Tasks is always the first page that displays after you log in to MCIS. To return to this page at any time during your MCIS session click on the Home link in the top right navigation bar. The Tasks page is your main hub on MCIS. Your Task List displays all tasks relevant to the role(s) that you have been allocated. For the purpose of this guide we will focus only on tasks relevant to the Core User Aggregate Claim Editor. Tasks can be either open or locked: Task Status Open Locked Description Anyone with the appropriate MCIS role can take up and complete. These tasks will display with a status of For acceptance. To pick up an open task click on the link in the Action column. Only the named user can take up and complete. The status will contain the name of the user who currently owns the task. If a task is routed to a new user then the status will display as Routed to x, where x is the user s name, until the user accepts the task. For the Aggregate Claim Editor, the Task List shows all projects that require action and those which are currently being worked on. Where the project is being worked on by another Aggregate Claim Editor, this will be indicated in the Status column. Click on the link to access the claim which requires action. Document Owner: Hannah Swan, MCIS Project Team Page 7 of 48

8 Filtering A range of filter criteria are provided to help you prioritise your Task List. 1. To filter tasks, enter as many or as few criteria as you require and click on the Filter Tasks button. 2. To remove all selections and display all tasks, click on the Remove Filter button. Explanations of the filter fields are displayed on the next page. Filter Tasks button Field Reference Name Group Owner Raised By Status Locked Against Description Enter the project reference to display only tasks relating to that project. Enter the project name to display only tasks relating to that project. Groups are categories set up by the Intermediate Body at programme level for workflow and reporting purposes. Groups may be, for example, thematic - e.g. urban regeneration - or geographic - e.g. sub-regions. Enter a group name to display only tasks associated with projects belonging to that group. Each project on MCIS is owned by a Aggregate Claim Editor within the Intermediate Body. To filter tasks by an owner enter their name here. This can be your own, or another user s name. If you wish only to view tasks raised by a specific person on MCIS, enter their name here. Click in this field to display different task statuses by which you can then filter your list. If you wish only to view tasks locked against a specific person on MCIS, enter their name here. This may be you, or another user. Document Owner: Hannah Swan, MCIS Project Team Page 8 of 48

9 Field Action Axes Sort By Sequence Page Size Description Click in the field to display a list of actions for example Resubmit XML evidence - which you can then select from and filter by. Enter a priority axis number to display only tasks relating to that priority axis. Click in the field to display and select from a list of options to sort your tasks. You may sort by any of the Task List column headings. The default setting is Date Raised. Results will display in descending order. If you wish to view results in an ascending order, click the Asc radio button. Click in this field and enter the number of results you would like to appear on each page. The default setting is 10. Document Owner: Hannah Swan, MCIS Project Team Page 9 of 48

10 Projects Search 1. From your Tasks (home) page click on the Projects tab. 2. The screen below displays. This screen allows you to search for project(s) held on MCIS. Intermediate Body users can search for all projects in their programme(s). However as a core-mcis user, applicant project details are not stored on MCIS, and therefore the only project you can access is the regional Aggregate Project(s). The filter criteria are therefore only relevant to full system users who will return multiple projects when searching for the applicant projects. 3. To view your regions Aggregate Project(s), click Search. Document Owner: Hannah Swan, MCIS Project Team Page 10 of 48

11 Search Results 1. Search results display on the same screen, above the search fields. Search Results: Column Descriptions Column Programme Project Ref Project Name Grant ( k) Description The regional programme type that this project is under i.e. Convergence or Regional Competitiveness. The project reference number is generated outside of MCIS by the Intermediate Body. The project name as it appears on the funding agreement. This figure represents the total ERDF grant committed. Risk Spending Variance Output Variance This functionality relates to applicant projects only, and therefore is not relevant to core users. Status Current Owner This indicates the current status of a project e.g. Live. Displays the name of the current owner of the project, e.g. if an aggregate claim is being processed the current owner will be the responsible Aggregate Claim Editor. Document Owner: Hannah Swan, MCIS Project Team Page 11 of 48

12 2. Click on the relevant Project Name link to open the project. Click the link to view the project 3. The project opens on the Project Profile Overview screen. Please see page 16 of this user guide for more information. 4. If your search returns no results, Check your search criteria, amend if necessary and search again. Document Owner: Hannah Swan, MCIS Project Team Page 12 of 48

13 The Aggregate Claim Process As an Aggregate Claim Editor you should know when an aggregate claim for your project is due to be submitted and should log in to MCIS to initiate the claims process. For core system users the Aggregate claim process involves 3 fundamental stages that must be done in sequential order: 1. Upload XML evidence Upload all project and claim XML files into MCIS that correspond to the claim period, and resolve any error messages that may arise. 2. Initiate Claim Initiate the claim from the Aggregate Project claim schedule by priority axis. You must process an aggregate claim for each priority axis. 3. Cognos Reporting At this point the Aggregate Claim Editor can run Cognos reports to check that the data loaded into MCIS matches with that contracted from the Intermediate Body s source systems/databases. The Cognos reporting facility can be accessed via the Reporting hotlink found at the top righthand side of the MCIS screen. Document Owner: Hannah Swan, MCIS Project Team Page 13 of 48

14 1. Upload XML Evidence The XML Evidence Upload process is described on pages Open up your regional Aggregate Project. This can be done by selecting the Aggregate Project tab, or by searching for the Aggregate Project as explained on page 10. Document Owner: Hannah Swan, MCIS Project Team Page 14 of 48

15 2. The Project Profile (Overview) displays: This screen provides basic contractual and non-contractual information about the Aggregate Project which covers the entire programme. The grant amounts displayed are those taken from the Operational Programme and are allocated by the European Commission. Document Owner: Hannah Swan, MCIS Project Team Page 15 of 48

16 3. Select the XML evidence tab. 4. The XML evidence entry list displays. This screen lists every claim period for the entirety of the Programme, i.e For each claim period the table shows the period start and end date, and the status of the XML evidence entry. 5. To open up a previous claim entry, or to start a current period entry, click on the underlined entry number. 6. The Upload XML evidence screen displays. The following pages take you through the XML evidence upload process. This must be done before the claim can be drafted. Document Owner: Hannah Swan, MCIS Project Team Page 16 of 48

17 History Click Next step at the bottom of the Comments screen, or select the History link from the Steps navigation pane. The History page provides details of the claim s progress to date through the MCIS work-flow. When you first create a claim, the history will show the current date, your user details and role. As the claim progresses through the MCIS workflow the history will build up. This will include comments added by each person involved in processing the claim. The current status of the claim always appears at the top of the History list. Document Owner: Hannah Swan, MCIS Project Team Page 17 of 48

18 XML Evidence Upload When you open a claim from the XML evidence schedule, the evidence upload screen displays first. To return to this screen at any time, click either the Next Step button at the bottom of the History page, or the Upload link in the Steps navigation pane. This screen allows the Aggregate claim editor to upload the XML evidence of Projects, Claims, Visits and Irregularities. 1. To add an XML file; a. Click on the Browse button of the evidence type you wish to upload: b. Navigate to where the XML file you wish to attach is stored. c. Select the file and click Open. The file name will appear in the MCIS evidence field. d. If you have chosen the wrong file to attach delete the file name, and go back to step a. e. When you have added the correct XML files against the Project, Claim, Visits, and Irregularity fields, click Upload. Document Owner: Hannah Swan, MCIS Project Team Page 18 of 48

19 Note: Error messages may occur when uploading the XML evidence. If errors are returned after clicking Upload these need to be corrected by reference to the source data, rebuilding the XML files, and repeating the steps. If an error message is returned that appears irresolvable, or for further assistance, contact the MCIS Helpdesk. 2. To view previous XML evidence uploads, click on the corresponding claim entry number from the XML evidence schedule. The following screen display: This screen details the Uploaded file name, the status of the upload, which shows the process as complete, and the date which it was uploaded. This data is not editable, but may be used for reference purposes. Document Owner: Hannah Swan, MCIS Project Team Page 19 of 48

20 Comments Click the Next Step button on the Upload page, or the Comments link in the Steps navigation pane. This page requires the Aggregate Claim Editor to enter a comment regarding the XML evidence upload. The Comments entered onto this page, and any attachments that are added, are kept in the XML evidence History and can be accessed by all Intermediate Body, and Authority users. To complete this screen 1. Enter a comment into the Comments box. 2. You may add an attachment with additional information, if required. To add a file, click on the Add Attachment button: a. Click on the Browse button. b. Navigate to where the file you wish to attach is stored. c. Select the file and click Open. The file name will appear in the Local File (required): field. d. Enter a title for the attachment in the Title field. e. Click on the Upload Attachment button. f. Click on the Abandon Upload button if you have chosen the wrong item to attach. Select the correct item and then repeat steps. Document Owner: Hannah Swan, MCIS Project Team Page 20 of 48

21 g. If you wish to add more than one attachment, repeat the upload process. 3. Click on the Next Step button. The History page displays. Scroll down to reveal the Submit button in the bottom right of the screen. Document Owner: Hannah Swan, MCIS Project Team Page 21 of 48

22 2. Initiation of Aggregate Claim Once the XML evidence has been uploaded successfully the aggregate claim can be initiated and processed for payment by following the sequence described in pages Claim Schedule In order to initiate an aggregate claim you must first navigate to the claim schedule which lists all claim periods, by priority axis. To view the aggregate claim schedule, click on the Claims tab. The following page displays. This screen displays all aggregate claims up to, and including, the current claim period, by priority axis. Use the tabs along the top of the claim schedule to view the schedules for different priority axis. Note: Due to the Aggregate Project covering the entire Programme the aggregate claim schedule will begin with a first claim in January All historic claims must be processed, and have a status of Approved before the first real aggregate claim can be paid. As there was no activity in 2007 these claims will be processed as null value claims. Document Owner: Hannah Swan, MCIS Project Team Page 22 of 48

23 The table below provides a description of each column item: Column Item Number Period Period End Type Status Grant Paid Version Offset Ineligible Expenditure Recovery mechanism Description The claim number; used to identify the claim. These ascend in chronological order. The claim frequency; either quarterly or monthly. The end date of the claim period covered. This may be; Interim, Restricted, Final, Final Restricted. This displays the current status of the transaction and allows Intermediate Body and Certifying Authority users to track progress of a transaction as it moves through the MCIS workflow. A claim may have a status of draft, pending certification, pending authorisation, paid, etc. The grant total that has been paid out for each claim period; this is then totalled at the bottom of the column. Each time a claim is amended after it is submitted to the Intermediate Body for payment, a new version is created, and the previous version archived, to ensure a strong audit trail is maintained. Whenever more than one version of a claim exists, the number in this column becomes a link to a summary screen listing all earlier versions. An offset is a way of the Intermediate Body recovering a previous overpayment. The value of the grant overpaid is offset or deducted from the grant reimbursement due on a future claim, or claims. This is the excess amount that the MCIS system has determined that a project was paid on this claim. A cumulative total appears at the bottom of the column. The recovery mechanism is the means by which an Intermediate Body recovers an overpayment. Funds can either be recovered by offsetting the value against a future claim, or claims, or by issuing a demand note (an invoice) to the applicant. Click on the link in the Recovery Mechanism column to display the Clawback Details screen. If there is more than one clawback associated with a claim then a View Details link will appear in this column. Click the link to open the Clawback Summary screen. This will allow you to look at all clawbacks associated with the claim. Recovery status The recovery status is a general indication of the success of a Document Owner: Hannah Swan, MCIS Project Team Page 23 of 48

24 Column Item Description clawback, e.g. partially recovered, rather than a percentage or monetary figure. Click on the link in the Recovery Status column to view the Clawback Coversheet. 1. To open a claim, click on any claim detail that is underlined; this indicates that there is a hotlink into the claim detail. No te: Aggregate claims must be submitted for each priority axis. You can access each priority axis via the tabs across the top of the schedule. Applicant project claims will be filtered into the Aggregate Project based on their priority axis. Document Owner: Hannah Swan, MCIS Project Team Page 24 of 48

25 Draft a Claim History When you open a claim from the claim schedule, the History page is the first screen to display. To be bought back to this page at any other point, click the History link in the Steps navigation pane. The History page provides details of the claim s progress to date through the MCIS work-flow. When you first create a claim, the history will show the current date, your user details and role. As the claim progresses through the MCIS workflow towards authorisation for payment, this history will build. This will include comments added by each person involved in processing the claim. The current status of the claim always appears at the top of the History list. Document Owner: Hannah Swan, MCIS Project Team Page 25 of 48

26 Claim Aggregator Click either the Next Step button at the bottom of the History page, or the Claim Aggregator link in the Steps navigation pane. This screen allows the Aggregate Claim Editor to view which paid applicant claims are going to be aggregated, and therefore what they will be reimbursed for. The subsequent pages of the claims, such as financial performance, will be populated based on the claims that are listed here. The applicant claims can be identified by the project reference and the claim number. Additionally the claims start and end dates, the eligible expenditure and the date that the applicant was paid, are listed. Note: The claims listed will only include paid applicant claims that have not previously been aggregated. The claims will only be for the priority axis that was selected from the claim schedule. Document Owner: Hannah Swan, MCIS Project Team Page 26 of 48

27 Financial Performance Click either the Next Step button at the bottom of the Claim Aggregator page, or the Financial Performance link in the Steps navigation pane. This page displays the project targets. Against each is the target to date, the actual achieved and % achieved by the end of the last claim period. This is an information only page. Document Owner: Hannah Swan, MCIS Project Team Page 27 of 48

28 Targets Performance Click either the Next Step button at the bottom of the Financial Performance page, or the Targets Performance link in the Steps navigation pane. This page displays the project targets. Against each is the target to date, the actual achieved and % achieved by the end of the last claim period. This is an information only page. Document Owner: Hannah Swan, MCIS Project Team Page 28 of 48

29 Capital Expenditure Click the Next Step button on the Targets Performance page, or the Capital Expenditure link in the Steps navigation pane. This screen is designed to display details of capital expenditure defrayed during this claim period (monthly or quarterly) and the anticipated capital expenditure over the remaining quarters of the project. It also shows: Capital expenditure to date, excluding this claim period. The target for capital expenditure (as per the Aggregate Project s funding agreement) in this claim period. Under the Latest Capital Expenditure Forecast heading MCIS shows the forecasted figures for all subsequent claim periods. This is an information only page. Document Owner: Hannah Swan, MCIS Project Team Page 29 of 48

30 Revenue Expenditure Click the Next Step button on the Capital Expenditure page, or the Revenue Expenditure link in the Steps navigation pane. This screen is designed to display details of revenue expenditure defrayed during this claim period (monthly or quarterly) and the anticipated revenue expenditure over the remaining quarters of the project. It also shows: Revenue expenditure to date, excluding this claim period. The target for revenue expenditure (as per the Aggregate Project s funding agreement) in this claim period. Under the Latest Revenue Expenditure Forecast heading MCIS shows the forecasted figures for all subsequent claim periods. This is an information only page. Document Owner: Hannah Swan, MCIS Project Team Page 30 of 48

31 Income Click the Next Step button on the Revenue Expenditure page, or the Income link in the Steps navigation pane. This page captures information about any income, planned or unplanned, generated by the applicant project. Maximum reflects the total planned income over the lifetime of the project, as stated in the aggregated projects funding agreements. Any income declared on this screen which is over and above this figure is deemed Excess Income and is deducted from the grant due (see Grant Payable to Operations screen described later). Income is declared in the applicants funding agreement as match-funding. This is an information only page. Document Owner: Hannah Swan, MCIS Project Team Page 31 of 48

32 Targets Click the Next Step button on the Income page, or the Targets link in the Steps navigation pane. This page displays details of the targets achieved during this claim period (monthly or quarterly) and the anticipated targets over the remaining quarters of the project (forecasts). Historic actual achieved values are also shown. Target figures from the funding agreement are also displayed on this screen. Each page holds a maximum of five targets. If there are more targets, extra pages are created. The Next target page button will appear to allow you to navigate through these additional Target Details pages. This is an information only page. Document Owner: Hannah Swan, MCIS Project Team Page 32 of 48

33 Progress Click the Next Step button on the Targets page, or the Progress link in the Steps navigation pane. The primary purpose of this page is to capture information on the progress of the Applicant projects whose claims have been aggregated this claim period. The evidence and detail included in this Progress Report is fundamental to the Certifying Authorities ability to Approve, Authorise and Certify the aggregate claim. Completing this screen 1. Enter your progress report in the field provided. The box will expand as you enter text. If you would rather, you may upload the report as an attachment. As this field is mandatory you must still enter a comment in the box however. 2. To add a file to the page, click on the Add Attachment button: a. Click on the Browse button. b. Navigate to where the file you wish to attach is stored. c. Select the file and click Open. The file name will appear in the Local File (required): field. d. Enter a title for the attachment in the Title field. e. Click on the Upload Attachment button. Document Owner: Hannah Swan, MCIS Project Team Page 33 of 48

34 f. Click on the Abandon Upload button if you have chosen the wrong item to attach. Select the correct item and then repeat steps. g. If you wish to add more than one attachment, repeat the upload process. Document Owner: Hannah Swan, MCIS Project Team Page 34 of 48

35 Grant Paid to operations Click the Next Step button on the Progress page, or the Grant Paid to Operations link in the Steps navigation pane. This screen presents a read-only statement of the grant to be paid on this claim. MCIS takes the amount of capital/revenue expenditure aggregated and applies the Programme intervention (grant) rate to obtain the Capital/ Revenue Grant requested. MCIS also displays the maximum capital/revenue grant payable for the Programme. Any Excess Income or Offsets for the aggregated claims are deducted from the Grant Due This Claim, to give the Grant To Be Paid This Claim figure at the bottom of the page. Document Owner: Hannah Swan, MCIS Project Team Page 35 of 48

36 Comments Click the Next Step button on the Grant paid to operations page, or the Comments link in the Steps navigation pane. All previous steps must display green ticks before you are able to submit the claim. This is the final screen to complete before the claim can be submitted. The comments, and attachments that are added, will be stored in the Claim History for all users to view and access. Completing this Screen Enter a meaningful comment about the aggregate claim for the Aggregate Claim Reviewer who is next in the MCIS work-flow. You may add an attachment with additional information if required. To add a file, click on the Add Attachment button: a. Click on the Browse button. b. Navigate to where the file you wish to attach is stored. c. Select the file and click Open. The file name will appear in the Local File (required): field. d. Enter a title for the attachment in the Title field. e. Click on the Upload Attachment button. Document Owner: Hannah Swan, MCIS Project Team Page 36 of 48

37 f. Click on the Abandon Upload button if you have chosen the wrong item to attach. Select the correct item and then repeat steps. g. If you wish to add more than one attachment, repeat the upload process. 4. Click on the Next Step button. The History page displays. Scroll down to reveal the Submit button in the bottom right of the screen. 5. Click on the Submit button. The claim is forwarded to the Aggregate Claim Reviewer. 6. The Claim Schedule redisplays. The status of the claim has changed to Pending Review. The claim will now appear in the Task List of users with the Aggregate Claim Reviewer role. Note: If this is the first time you have submitted the claim for review the version will remain as 1. The version increments if the Certifying Authority Claim Approver rejects the claim and it is subsequently edited by the Aggregate Claim Editor, or the Certifying Authority Claim Approver amends the claim on behalf of the Aggregate Claim Editor. Document Owner: Hannah Swan, MCIS Project Team Page 37 of 48

38 3. Cognos Reporting Once the XML evidence has been uploaded into MCIS successfully and an Aggregate Claim has been processed, reports can be run against the data. Reports can be produced to confirm that was has been entered into MCIS matches the Intermediate Body s source data bases. The Cognos Reporting tool can be accessed on any MCIS screen. 1. Click the Reporting hot link in the top right-hand side of the screen. 2. A pop-up appears in a separate screen. 4. There are various reports available in the folders present. Select from the menu as required. Note: The list of standard Reports offered will improve over time. If there is a report that you would like to see added to this list, contact your MCIS administrator. Document Owner: Hannah Swan, MCIS Project Team Page 38 of 48

39 Offer Details When you are drafting an aggregate claim, you may wish to refer to the Aggregate Programme details held on MCIS. 1. Click on the Offer Details tab 2. The project History screen displays. Document Owner: Hannah Swan, MCIS Project Team Page 39 of 48

40 History This is the first page to display when you click on the offer details tab. You can redisplay this page at any point when reviewing the pages of the offer by clicking the History link in the Steps navigation pane. This screen shows the history of the project from its earliest to its latest state on MCIS. The most recent status displays at the top. From this screen, use the Steps navigation pane or click on the Next Step button to move through the pages and view the details of the funding agreement. Document Owner: Hannah Swan, MCIS Project Team Page 40 of 48

41 Aggregate Project Details Click either the Next Step button at the bottom of the History page, or on the Aggregate Project Details link in the Steps navigation pane. This screen shows the Aggregate Project as a representation of the Programme details that are decided on by the European Commission and are found in the Operational Programme data. Information includes start and end dates, and the Programmes Priority Axes. Document Owner: Hannah Swan, MCIS Project Team Page 41 of 48

42 Claim Schedule Click either the Next Step button at the bottom of the Project and Applicant Details page, or on the Claim Schedule link in the Steps navigation pane. This screen displays the contractually agreed claim schedule for the entire life of the Aggregate Project. The claim periods will be either Monthly or Quarterly. The period start and end dates, and due dates are also displayed. Document Owner: Hannah Swan, MCIS Project Team Page 42 of 48

43 Targets Click either the Next Step button at the bottom of the Claim Schedule page, or on the Targets link in the Steps navigation pane. This screen summarises the annual outputs that the Aggregate Project is contracted to deliver throughout the life of the Programme. The priority axes are listed sequentially down the page. Intermediate Bodies can ask that these figures can be recast over the years, but the Total All Years cannot be changed from the agreed Operational Programme data. Document Owner: Hannah Swan, MCIS Project Team Page 43 of 48

44 Costs Profile Click either the Next Step button at the bottom of the Targets page, or on the Costs Profile link in the Steps navigation pane. This screen shows the amount that the project is contracted to spend each year, broken down by Capital and Revenue eligible expenditure categories and profiled across the lifetime of the Programme. Intermediate Bodies can ask that these figures can be recast over the years, but the Total All Years cannot be changed from the agreed Operational Programme data. Document Owner: Hannah Swan, MCIS Project Team Page 44 of 48

45 Yearly funding Profile Click either the Next Step button at the bottom of the Costs Profile page, or on the Yearly Funding Profile link in the Steps navigation pane. This screen shows the sources of funds that the Aggregate Project will draw upon to cover its planned expenditure profiled by year across the lifetime of the Aggregate project. As well as public, private and voluntary match funding sources, it also displays the ERDF contribution and any anticipated income. If the Intermediate Body requests a change to this profile, these figures will be changed accordingly by the MCIS team. Document Owner: Hannah Swan, MCIS Project Team Page 45 of 48

46 Quarterly funding profile Click either the Next Step button at the bottom of the Yearly Funding Profile page, or on the Quarterly Funding Profile link in the Steps navigation pane. This screen shows the same information as the Yearly Funding Profile broken down by quarter. The ratio of any quarterly ERDF value (capital or revenue) and the total (capital or revenue) expenditure for that quarter determines the quarterly (capital or revenue) intervention rate. Document Owner: Hannah Swan, MCIS Project Team Page 46 of 48

47 Terms and conditions of Offer Click either the Next Step button at the bottom of the Quarterly Funding Profile page, or on the Terms and Conditions of Offer link in the Steps navigation pane. This screen is only relevant to Beneficiary projects, and bears no relation to the Aggregate Project. Document Owner: Hannah Swan, MCIS Project Team Page 47 of 48

48 Comments If the user is working their way through the step boxes using the Next Step button then this will be the final page presented. Alternatively, click on the Comments Sheet link in the Steps navigation pane under the Offer Details tab. The Comments page throughout the rest of MCIS is a mandatory field that helps create a clear audit trail of work-flow processes. The comments entered are logged onto the History page, along with any attachments, for all users to view. However, because the aggregate project is not created on MCIS in the same way as the applicant projects, the comments field which would be present here, is not. This page bears no meaning in the Aggregate Project. Document Owner: Hannah Swan, MCIS Project Team Page 48 of 48