Session 1: Pre-Proposal (Participant Portal) Vassiliki Kalodimou. EU Projects Implementation NCP for Spreading Excellence & Widening Participation
Participant portal - Overview Participant Portal Public Access features Private Access (registered users) Registration of physical persons Obtaining a PIC number Steps to submit a proposal 2
Participant Portal What is it? 1. A portal-inventory of research and innovation calls of H2020 and other framework programmes. 2. A communication medium between the European Commision, proposers and beneficiaries. 3. Web address: http://ec.europa.eu/research/participants/portal/ desktop/en/home.html 3
What it looks like? 4
First option: Non registered users (public access): No registration required Open/closed/forth coming calls Call updates Call search Tagging of topics: Additional search options Read H2020 manuals. Participant Portal Two forms of access 5
Participant Portal Two forms of access Second option: registered users (private access): Registration required Submit a proposal Grant agreement (coordinators only) Project management 6
Participant portal Public access features Search for funding: Go to Funding Opportunities 7
Participant portal Public access features Search H2020 Calls : 1. By area 2. By keywords Additional feature: Updates of H2020 calls 8
Participant portal Public access features Search H2020 calls by area. NOTE: Different colors indicate different H2020 programmes 9
Participant portal Public access features Search H2020 calls by keyword (search topics) Filters can be used by: Status (open/closed/forthcoming) Keyword, ie Japan Programme, i.e H2020 By planned date, title, topic identifier. status of calls 10
Participant portal Public access features Additional features: How to participate: H2020 Online Guide Reference Documents Explanation of the five-step cycle from finding a topic of interest to finding partners and submit a proposal. 11
Participant portal Private access Registration of physical persons Step 1 To access the system go to REGISTER For the registration of the user an ECAS Account is needed: ECAS = European Commission Authentication Service Note: 1 ECAS = 1 email account = 1 physical person 12
Participant portal Private access Registration of physical persons Step 2 All users that do not work for the EC should choose the option. External Log-in credentials should remain strictly personal. 13
Participant portal Private access Registration of physical persons Step 3 For registration, ie to obtain an ECAS account: An active e-mail address is required A password of at least 8 digits A confirmation e-mail will be sent to you Click at the link provided You will be redirected to the password initialisation page of ECAS. 14
Participant portal Private access You are now logged! - Self registrant General note: Access rights depend on: the role of the participant in the project How it represents its organisation in relation to a given H2020 proposal. 15
Participant portal Private access Obtain a PIC number To register your organisation: 10- minute process. You will need: to provide information about its legal status and its finances. TIP: Have this information to hand as you complete the registration process. The IT How To of the Beneficiary register will tell you exactly what information you need to provide. You can register an organisation only once. 16
Participant portal Private access Obtain a PIC number Basic instructions are offered. Alternatively, you can always access How to participate section at the basic menu. https://ec.europa.eu/research/participants/portal/desktop/en/funding/index.html 17
Participant portal Private access Obtain a PIC number Enter the data requested such as official contact details, type of organisation etc. A contact person should be assigned who will be requested to provide supporting documents during the Process validation of the data. Option: You can save as draft your registration and continue later. The system will generate an automatic e-mail to the address indicated. 18
Participant portal Private access Obtain a PIC number Note: Ignore any statements for Indirect Cost Method (ICM). If you are university, please ignore the request for SME information. You have obtained a PIC number!! 19
Participant portal Important Note H2020 Online Manual: Mind the cross-cutting issues! At the bottom of the online manual you will find valuable information, such as flagged calls for international cooperation. 20
Participant portal Private access Next steps: Applicable to Third Country participants. Proposal preparation Part A: Administrative forms (online + offline) Part B: Technical Annex. Contribution of Third Country participants (offline) Roles Proposal submission 21
*Applicable to Japanese participants? Participant portal Explanation of roles Roles Description System rights Applica ble?* Legal Signatory (LSIGN) Person in beneficiary organisation authorised to legal commitments for grants (i.e. grant agreements, amendments). Read own forms Write own forms Submit own forms (except financial forms) Sign own legal forms Yes. Participant Contact (PACO) Person representing a beneficiary organisation (but not the coordinator) for a particular grant. Read all forms Write all forms Submit own forms to coordinator Yes Coordinator Contact (COCO) Person representing the Coordinator for a specific grant Read all forms Write all forms Submit all forms to EC. No Legal Entity Appointed Representative (LEAR) Appointed by an organisation to manage its data in the Electronic Exchange System (EES) View organisation data Modify organisation data View lists of organisation's projects, proposals and organisation roles Yes 22
*Applicable to Japanese participants? Participant portal Explanation of roles Roles Description System rights Applica ble?* Account Administrator (AcAd) Assists LEAR in his tasks. Viewing rights Cannot appoint or invoke other AcAds Yes Task Manager (TAMA) Person who can perform various procedural actions for managing a grant Read all forms Write all forms Yes Team Member (TEME) Person who has read-only rights for the management of a particular grant. Read all forms Yes Project Legal Signatory (LSIGN) Authorised to legal commitments, grant agreements, amendments, etcc Same rights as PACOs. PLSIGNs must be nominated by the CoCo or PaCo from the list of LSIGNs for their organisations Yes Japanese beneficiaries, given that they do not receive funding, they do not have the following role, apart from the CoCo: Financial Signatory: FSIGN 23
Participant portal Division of roles Legal Entity Appointed Representative Account Administrator Defined / modified by the EC Legal Signatory Financial Signatory 24 Primary Coordinator Contact Coordinator Contact Participant Contact Task Manager Team Member
Participant Portal: Call search and proposal submission Step 1: Find an open call (Funding Opportunities) Step 2: Go to the call: Topic Description Topic Conditions & Documents Submission service. Offered also: IT Guidance: How To (additional instructions/help). 25
Participant Portal: Proposal submission Japanese participants and their role into the proposal It is quite likely that Japanese organisations participate as partners rather than coordinators. They could join a proposal at the participant portal as partners Japanese partners Added in proposal The Japanese organisation should have PIC number Administrative forms (part A) online. Technical Annex (part B) offline. Access to the proposal 26
Participant Portal: Proposal submission Coordinator s proposal Add partner (coordinator) Two partners in the proposal & their main contacts Proposal viewed by all Partners as shown in Part A Admin details accessible by Japanese partner 27
Participant Portal: Proposal submission- Part B Coordinator downloads Part B Sends it to Japanese partner to describe the tasks relevant to its involvement. 28
Reference documents H2020 Online manual: Practical step by step instructions on how to prepare and submit your proposal, register your organisation, and prepare or manage your grant. http://ec.europa.eu/research/participants/portal/desktop/en/funding/ guide.html Submission process: http://ec.europa.eu/research/participants/data/support/sep_userman ual.pdf IAM quick info guide: http://ec.europa.eu/research/participants/portal/showdoc/participant +Portal/portal_conten t/webcasting/iam-changes_quick-info.doc F.A.Qs: http://ec.europa.eu/research/participants/portal/desktop/en/support/ faq.html 29
Thank you very much! 30