FP7 SESAM FORCE. Reporting Tools. Access through the Participant Portal

Transcription

1 FP7 SESAM FORCE Reporting Tools Access through the Participant Portal 1

2 HELPDESK : ec-research-it-helpdesk@ec.europa.eu Phone:

3 FP7 SESAM Electronic submission of Reports and Deliverables Access through the Participant Portal 3

4 Consortium WORKFLOW Participant Portal Log on on the Participant Portal (with Ecas account appropriate Role has been defined) Go to the tab MY PROJECTS For the concerned Project, click on (Reports and Deliverables) SESAM Coordinator and Beneficiaries fill in the Reports and upload the Deliverables Coordinator submits the Reports and the Deliverables to Cleansky Cleansky The Project Officer checks the Reports and the Deliverables (Possibility to reject) 4

5 Access the Participant Portal Participant Portal (FP7 Projects ONLY!!) (2) (1) (3) Note : Phase «Active» means that the Grant Agreement has been signed RD : Hyperlink to Reporting and Deliverables 5

6 SESAM Reporting and Deliverables 6

7 Deliverables 7

8 FP7 DELIVERABLES Consortium Cleansky 2 STEPS 1) The Beneficiary uploads the Deliverables View Deliverable(s) 2) The Coordinator validates and submits them to Cleansky Accept A new version has to be uploaded Ask for revision 8

9 Deliverables 2 possibilities 1) The titles of the Deliverables have NOT been defined during the Negotiation of the Projet while using the NEF IT module: (slides p 11-16) The Coordinator/Beneficiaries encode the titles and upload the Deliverables. The Coordinator validates them and submits them to Cleansky 2) The titles of the Deliverables have been defined during the Negotiation of the Project while using the NEF IT module (in the Work packages chapter): (slides p 17) After signature of the Grant, the Coordinator / Beneficiaries upload the Deliverables. The Coordinator validates and submits them to Cleansky 9

10 Deliverables 10

11 Create new Deliverable by Beneficiary (if Titles not defined during the Negotiation in NEF) 11

12 Encode Work Package no, Title, Upload the Deliverable (Browse button) Save Note: the (*) are mandatory fields 12

13 Beneficiary screen: Result of uploading Coordinator validates (2) (1) View 13

14 Deliverables COORDINATOR Note: only the Coordinator has the following buttons : - Add to the Periodic Report - Validate - Submit Meaning of Add to the Periodic Report button : - add Title of the Deliverable to the list of Deliverables included in the Reports 14

15 Coordinator submits the Deliverable to Cleansky Note: temporary status 15

16 Deliverable goes in «Submitted deliverables» (Mail automatically sent to the Project Officer in Cleansky) If Deliverable accepted by Project Officer in Cleansky Status «Accepted» If Deliverable rejected by Project Officer in Cleansky Status «Rejected» Note: a new version should be uploaded. 16

17 IF the Titles of the Deliverables have been defined during the Negotiation (NEF IT module on the Participant Portal) then they will appear under the Expected Deliverables (when the Grant Agreement is signed) 17

18 Reports 18

19 FP7 REPORTS Consortium Cleansky 2 STEPS 1) The Beneficiary creates, saves, modifies, completes the Reports The Beneficiary submits the Reports to the Coordinator - Display Report - Download Attachment 2) The Coordinator submits them to Cleansky - If needed : Report(s) can be modified again Ask for a revision 19

20 Reports 20

21 Periodic Report 21

22 Periodic Report During the course of the project 1. DECLARATION BY THE SCIENTIFIC REPRESENTATIVE OF THE PROJECT S COORDINATOR 2. PUBLISHABLE SUMMARY 3. CORE OF THE REPORT 3.1 PROJECT OBJECTIVES FOR THE PERIOD 3.2 WORK PROGRESS AND ACHIEVEMENTS DURING THE PERIOD 3.3 PROJECT MANAGEMENT 4. DELIVERABLES AND MILESTONES TABLES 5. EXPLANATION OF THE USE OF THE RESOURCES 6. FINANCIAL STATEMENT, (form C) per beneficiary; plus summary financial report 7. CERTIFICATES, (form D or E), if applicable Note: To be submitted within 60 days at the end of each reporting period (including the last reporting period) 22

23 Select the Report type and the Reporting Period and click Create New Report 23

24 Periodic Report (1) 24

25 Periodic Report (2) Mandatory! 25

26 Periodic Report (3) : Attach PDF after saving the Report (1) 26

27 Periodic Report (4) : PDF attached (2) 27

28 Periodic Report (5)!!!! 28

29 Final Report Final Report Section 5 (Distribution of the financial contribution Report) 29

30 Final Report 1. FINAL PUBLISHABLE SUMMARY REPORT 2. DISSEMINATION AND USE OF FOREGROUND 2.1. Dissemination activities 2.2. Publications peer reviewed 2.3. Use of foregrounds: Exploitable foreground and plans for exploitation 3. REPORT ON SOCIETAL IMPLICATIONS Note: To be submitted within 60 days after the end of the project 30

31 Final Report (1) 31

32 Final Report (2)!!!! 32

33 Final Report Section 5 : Distribution of the financial contribution Note: Within 30 days after receipt of the final payment 33

34 Review Report 34

35 Technical review Performed by Experts / Reviewers To assess the work carried out under a project Two kinds of technical review reports : Individual Consolidated (by the rapporteur) TECHNICAL REVIEW REPORT CONTENT : - Overall assessment - Objectives and workplan - Resources - Implementation of the project - Use and dissemination of foreground - Other issues (ethics, policy/regulatory-related, safety, gender) 35

36 Review Reports STEPS : 1. The Reviewer needs to have an Ecas Account (creation of the Account on the Participant Portal) 2. The Project Officer in Cleansky creates a Review Session Note: in order to create a session, the Project Officer needs to know the « » of the Reviewer used while creating the Ecas account 3. The Reviewer goes to the Participant Portal, consults the Reports and the Deliverables of the Project. Then he creates and submits the Review Report 4. The Project Officer, after accepting the Report, closes the Review session 36

37 Participant Portal: The Reviewer has the role Reviewer or Rapporteur 37

38 The Reviewer clicks on RD : Reporting and Deliverables RD = Reporting & Deliverables 38

39 Review Note: the Reviewer has access to the Reports and the Deliverables of the Project 39

40 Review Report (1) 40

41 Review Report (2) 41

42 Review Report (3) Note: the Reviewer submits the Report to Cleansky 42

43 Important Links to FP7 References to FP7 reporting guidelines in CORDIS: ftp://ftp.cordis.europa.eu/pub/fp7/docs/project_reporting_en.pdf ftp://ftp.cordis.europa.eu/pub/fp7/docs/periodic_report_en.doc ftp://ftp.cordis.europa.eu/pub/fp7/docs/final_report_en.doc 43

44 FP7 FORCE Electronic submission of Form Cs Access through the Participant Portal 44

45 Web based tool to edit and submit Forms C Force : FORM C EDITOR FORCE Key services offered by FORCE The preparation of FP-7 FORM Cs with updated and correct contract information of each Beneficiary in the Project Printing of Forms C Electronic submission of FORM Cs to Cleansky (signed paper version to be sent afterwards) Correction of Form Cs after revision asked by Cleansky 45

46 Access : through the Participant Portal FR : Hyperlink to Financial Reporting (FORCE) Note : Phase «Active» means that the Grant Agreement has been signed 46

47 Consortium Participant Portal WORKFLOW Log on on the Participant Portal (with Ecas account appropriate Role has been defined) Go to the tab MY PROJECTS For the concerned Project click the button Cleansky FORCE Coordinator and Beneficiaries fill in Form Cs Coordinator submits all Form Cs to Cleansky The Project Officer checks the Form Cs (possibility to request a revision) 47

48 FORCE (Form C Editor): Workflow Selects the Reporting period Fills in the Form C and saves it Submits the Form C to the coordinator The coordinator can reject a Form C OR Submits the Form Cs to Cleansky if everything Ok Cleansky can request a revision of a Form C 48

49 Form Cs : Edit Rights Beneficiary: Each Beneficiary has edit/view rights for his own Form C Coordinator Coordinator has view rights for all Form Cs Coordinator can be granted edit rights for all Form Cs 49

50 Add Form C 50

51 Coordinator screen Add Form C 51

52 Beneficiary screen Add Form C 52

53 FORM C (upper part) (1) 53

54 Fill in FORM C (lower part) (2) Declaration of Eligible costs Data to be filled Mandatory fields 54

55 Edit Form Cs: after saving, the draft Form C remains editable (1) and can still be deleted To edit, click on the hyperlink of the Legal name 55

56 Submit Form C 56

57 Submit Form C Beneficiary: Each Beneficiary can submit his own Form C to the Coordinator A Beneficiary can not submit directly to Cleansky Coordinator Coordinator submits his own Form C to himself Only Coordinator can submit Form Cs to Cleansky 57

58 Submit Form C: Beneficiary goes to the lower part of the Form C Button SUBMIT to Coordinator 58

59 If needed, the Coordinator can reject the Form C back to the Beneficiary (1) 59

60 In the Form C click on the Reject button (2) Bottom of the screen 60

61 Reject Form C: rejected Form C will appear as Draft and can be corrected and resubmitted (3) 61

62 Submit Form Cs to Cleansky : Coordinator selects Form Cs to be submitted (1) (1) Legal Names Short Names (2) 62

63 Submit Form Cs: Coordinator obtains overview of Form Cs ready for submission and confirms (2) Short Names 63

64 Submit Form Cs: Coordinator confirms in case Form Cs of all Beneficiaries were not submitted (3) 64

65 Submit Form Cs: Coordinator receives OK message (4) Note: The Project Officer in Cleansky will receive an automatic 65

66 Submission History (1) Coordinator can view different submissions any time 66

67 Submission History (2) Coordinator can view different submissions any time Legal names 67

68 Third Party Form C 68

69 Form C for Third Parties (1) 69

70 Third Party Form C (2) Draft status 70

71 Adjustment Form C Extrapolation Form C 71

72 Adjustment Form Cs (1) Legal names Adjustment Form C Note: an Adjustment Form C can be filled to adjust the costs of a previous Period 72

73 Adjustment Form Cs (2) 73

74 Adjustment Form Cs (3) 74

75 Extrapolation Form C (1) Note : Extrapolation Form Cs have to be filled in when the Beneficiary has been subject to an extrapolation, i.e. they've been found to systematically have errors in their cost declarations, and now a correction is applied to all projects in which they participate. 75

76 Extrapolation Form C (2) 76

77 Extrapolation Form C (3) 77

78 Extrapolation Form C (4) Draft status 78

79 Cleansky can ask for a revision Revise Form C 79

80 Revise a Form C: Edit and Resubmit Indicates that Cleansky asked to review Forms C 80

81 Print Form Cs 81

82 Print Form Cs (1) Possibilities to print separately: each individual Form C Summary Form C, taking into account all submission for the concerned Reporting Period all forms C in one go (combined with Summary Form C) Draft watermark only disappears after successful submission by coordinator to Cleansky 82

83 Print Form Cs (2) 83

84 Print Form Cs (3) 84

85 Print Form Cs (5) 85