Coordinator Manual - Setting up of EU-fin
Contents
1. van de 4 Last name Enter the last name of the user Press Enter or Tab on your keyboard 5 User name Page 15 User Manual Setting up EU fin Version 3 03 November 2009 The username will then be automatically generated on the basis of the first 5 characters of the ry last name J If necessary the username can be changed Go to project Update project user to change the username 6 Select user type Select the user type of this user Choosing Financial Scientist or Other will give this user access to the beneficiary menu WP leader will give the user access to the Work package menu of EU fin and Combi financial WP leader will give this user access to a combination of both menu s WP leaders have to be linked to a certain work package before have access to the right work package menu Go to Project Work package Beneficiaries have to be linked to work packages before they have access to the right menu Go to Beneficiary Insert Update Beneficiary 7 E mail Enter the e mail address 8 Telephone not required Enter phone number 9 Mobile Phone not required Enter mobile phone number 10 Fax number not required Enter fax number Click lt Insert gt to insert the user 4 3 Menu Beneficiary 4 3 1 Beneficiary Insert Beneficiary All the beneficiaries in the consortium need to be added to EU fin There are two types o2. User Manual Setting Up EU fin Coordinator Product EU fin FP7 Version November 2009 User Manual Setting up EU fin Version 3 03 November 2009 Icons Icon Meaning ry An important remark Typographic Conventions Writing style Meaning Example Example The menu and submenu item of the coordinator menu lt Example gt A button in EU fin Example A link in EU fin Page 2 User Manual Setting up EU fin Version 3 03 November 2009 1 Index 1 LAL gt EE E TE E T E E cecmeeeeesereosmenenaiseaesececenweenatoosseseccasees 3 Le MOO O ea E EE E EE E ES 4 2 1 introduction to EU fiN sesccckescunces convs vvacnewsveooseaveeceaes N E EE 4 2 2 How to use this coordinator manual sssesesesesssosoeseseoesesessesecscsesesesososoeoeoeoee 4 2 3 EOS Ieee EEA E E E S 4 2 4 KENA EEAO EEEE E E EA E O E T E E EE E E A E ET 4 2 5 SS SOU MING ae EEO A EEE E E E ET E EE E E E eS 4 w S UnC UD EUT EEE EEEE EE EEEE EEEE TEES 5 3 1 NVCMOGUICT ION raa E AA E E TEN 5 3 2 Important issues before starting esesessesessececescecscesosorseeceseecseceeeeceseececeeeeceee 5 3 3 Step by step guide to create the project interface ssessssesescscecescececcscecesesceeeo 5 A TONCA ONA O ern E E EE 7 4 1 Log M TacCUES oeeriercuriesnirni itie an EATE EE 7 4 1 1 EOC I eese rara r E EE EEEE 7 4 1 2 Change login information password and e mail address ssssssesoesesescesesseee 7 4 1 3 Recove
3. ress new email com Change E mail Cancel Page User Manual Setting up EU fin Version 3 03 November 2009 To change your password 1 Username Enter your user name 2 Old password Enter your old password 3 New password Enter your new password 4 Confirm new password Enter your new password Click lt Change Password gt to save your new password To change your e mail address 1 Username Enter your user name 2 Old E mail address Enter your old e mail address 3 New E mail address Enter your new e mail address 4 Confirm new E mail address Enter your new e mail address Click lt Change E mail gt to save your new e mail address 4 1 3 Recovery Password To recover your password click on lt recovery password gt and the following pop up will appear I0 fin Forgotten password ame boer i Hans deboer email com The procedure for recovering your password 1 Username Enter your username 2 E mail Enter your e mail address Click lt Submit gt to submit your information Your password will be send to you in an instant possibly delayed by your e mail server Page 8 User Manual Setting up EU fin Version 3 03 November 2009 4 2 Menu Project 4 2 1 Project Project information and parameters ri n Demo_WP e a maine Project gt Project information m Acronym emo_WP Description Demo_Work Package Project t
4. 12 Beneficiary Addresses Insert the addresses of the beneficiaries 13 Beneficiary Communication Insert the main e mail addresses fax number phone number or website per beneficiary Page 6 User Manual Setting up EU fin Version 3 03 November 2009 4 Technical information This chapter contains more technical information on how to create the coordinator menu it is a comprehensive explanation of the 14 steps to create the beneficiary menu described in the previous chapter 4 1 Log in facilities 4 1 1 Log in Go to the EU fin website by using the link http www eufin fp7 com and click lt Coordinator Menu gt A pop up will appear Userame Boer00l Project Demo WP Password Login Change login information Recovery password Your log in information has been send to you by e mail contact the helpdesk eufin navigator eu com if you haven t received this e mail The procedure for log in 1 Username Enter your username and press enter your projects will appear 2 Project Select the right project from the drop down box 3 Password Enter your password Click lt Login gt and you will enter the Coordinator menu 4 1 2 Change login information password and e mail address Click lt Change login Information gt a new window will pop up Change login information seman Boer001 Change password eeccccce ETTET Change E mail Hans deboer email com new email com
5. 8 End date Choose the right end date from the drop down menu 9 Start month Enter the start month number of this work package 10 End month Enter the end month number of this work package Click lt Update gt to save the entered information Page 14 User Manual Setting up EU fin Version 3 03 November 2009 Work Package Title Module Beneficiary Leader Start date End date Start month End month Work Wieldraaijer Reema WP 1 Module1 RTD Beneficiary 01 01 2010 31 12 2010 1 12 Delete package 1 ri YY Lia 0i 2 Work Wieldraaijer WP 2 RTD Beneficiary 01 01 2010 31 12 2012 1 36 Package 2 Y Lia Edit Managemer 02 Esl WP 3 sre of the Beneficiary yor 01 01 2010 31 12 2012 i 36 a consortium B Work 2 l Groot T mn W4 arkana a Module2 Demonstrati Beneficiary pany 01 01 2011 31 12 2012 13 36 New row Export 4 2 7 Project Insert Users Insert Users Insertion Doo O Last name COO ZS Per beneficiary a number of users have to be inserted into EU fin namely 1 work package leaders 2 the person in charge of administrative legal and financial aspects in this project financial officer and 3 the person in charge of scientific and technical technological aspects in this project scientist Procedure for inserting users 1 Select Beneficiary Select the organisation this user belongs to 2 First name Enter the first name of the user 3 Insertion Enter the insertion for example
6. a submenu will appear on the left side 2 5 Session time EU fin will automatically close after 1 hour of inactivity all non saved data will then be lost Therefore it is important to save the information you entered regularly Page 4 User Manual Setting up EU fin Version 3 03 November 2009 3 Setting up EU fin 3 1 Introduction The setting up of EU fin is done mainly by the information in the Grand Agreement Preparation Form and the Description of Work After setting up all changes in the project or consortium can be updated in EU fin to keep the system adjusted to the project situation 3 2 Important issues before starting Be careful when changing settings and parameters after the beneficiary menu has been created and partners have started entering budgets or costs Deleting parameters may result in a loss of these entered budgets and costs EU fin prevents the deleting of for example work packages and periods when budgets and costs have been entered Remove the budgets first before removing links beneficiaries work packages or periods 3 3 Step by step guide to create the project interface 1 Project Project information and parameters Enter or choose the project specific parameters we advice to use work package level in all cases since it is an EU requirement to report on this level 2 Project Periods Create the necessary periods 3 Project Type of Expenditures The f
7. beneficiary finds only the necessary information In the beneficiary menu the financial contact person of a beneficiary can enter the financial planning of the budgets the actual costs that are made and an explanation of these costs The Form C calculations are generated by the system In the coordinator menu you will find a number of other useful functionalities like payment administration form C administration and necessary reports 2 2 How to use this coordinator manual The main section of this manual is divided in two parts in the first part you will find a quick guide on how to set up EU fin in the second part a more extensive description is given Furthermore a chapter on troubleshooting is covering the frequently asked questions to help the coordinator overcoming most problems that can be encountered 2 3 Log in You have received your log in information User name and Password Go to the EU fin website by using the link http www eufin fp7 com and click lt Coordinator Menu gt Enter your username and your projects will appear then select the right project from the drop down box Enter your password and click lt Login gt 2 4 Navigation You will enter the coordinator menu on the project page On top of each page you will find the navigation panel E Project Beneficiary EC contribution and Payments Reports Click on the titles to navigate through the coordinator menu After clicking on one of these titles
8. al Setting up EU fin Version 3 03 November 2009 Type the date dd mm yyyy or choose the right date from the calender by clicking on Hay 7 Budget level The budget level is the main setting for the structure of the beneficiary level Choose the right level from the drop down menu you can choose from the following levels Work package In the beneficiary menu the partners will report their data per work package This is the most detailed level and provides the most information for the coordinator and thus the European Commission Beneficiary In the beneficiary level the partners will only report their data per activity type ry i ts a We advice to use work package level in all cases since it is an EU requirement to report on this level Only choose beneficiary level when specifically demanded by your EU officer 8 Indirect cost calculations This setting defines the way the indirect cost are dealt with in the beneficiary menu Choose the right setting from the drop down menu you can choose from the following settings Advise When using this setting the calculated indirect costs are shown as an advise to the beneficiaries Beneficiaries can use this calculated number or change it No advise When using this setting there is no advise given for the indirect costs 9 Whole duration closed This setting defines the way the whole duration column in the beneficiary menu is dealt with In the whole duration column the budget for th
9. e whole project is set out You can choose from the following settings Yes In the beneficiary menu the beneficiaries can only enter budgets per period The whole duration column is accessible only to the coordinator from the coordinator menu No The beneficiaries can enter the whole duration budgets and the budgets per period Click lt Save gt to save the entered information and settings 4 2 2 Project Documents Meeting i Edit Delete View SELLE before inviting partners Financial Please check this to EU fin doc first Manual project cost reporting with EU fin FP Standard doc Manual Project Edit Delete View cost reporting Meeting New Upload documents into EU fin These documents are shown in the beneficiary menu and can be viewed by your partners The procedure for uploading documents 1 Document type Choose the type of document from the drop down box Page 10 User Manual Setting up EU fin Version 3 03 November 2009 2 File Browse the file that needs to be uploaded Click lt Browse gt and search the file on your computer 3 Description Enter a description of the uploaded file Click lt Save gt to save the uploaded file A list of uploaded files is shown in the table below 4 2 3 Project Periods The reporting periods of the project need to be defined Edit periods amp Month Status Procedure for inserting periods When inserting periods click on lt New ro
10. f beneficiaries that can be selected the first type is Beneficiary which is the standard type The second type is part of beneficiary which can be for example a department faculty institute or laboratory The procedure for adding type Beneficiary 1 Beneficiary type Choose Beneficiary 2 Beneficiary Legal name Page 16 User Manual Setting up EU fin Version 3 03 November 2009 Enter the legal name of the beneficiary Insert Beneficiaries Beneficiary type Beneficiary Status organisation Non profit public bodies Indirect costs Actual indirect costs ICPC and lump sum funding Yes w Legal registration number VAT number Notes EO O OO ET P ayme nt information Co _Insert_ Contact person Insert 3 Beneficiary short name Enter the short name of the beneficiary 4 Beneficiary number Select the beneficiary number from the drop down box 5 Status organisation Select the status of the organisation from the drop down box 6 Indirect costs Select the method of calculating indirect cost from the drop down box 7 ICPC and lump sum funding Choose yes or no 8 Legal registration number not required Enter the legal registration number of the organisation 9 VAT number not required Enter the VAT number of the organisation 10 Payment information not required Enter the payment information of the beneficiary This information can also be entered by
11. f other direct costs will be aggregated to one group The procedure for defining the Other direct costs When inserting Type of expenditures click on lt New row gt Edit Type of Expenditures Enter or choose the following information 1 Name Type the Name for example Other direct costs or Travel and subsistence 2 Cost type The cost type is automatically set to Other direct costs 3 Order no Enter the order nr location of the type of expenditure Click lt Update gt to insert the type of expenditure the type of expenditure will be shown in the table below 4 2 5 Project Modules Modules can be used to cluster work packages After creating a module it can be appointed to a work package In the reports created by EU fin the work packages are grouped per module The use of modules enables you to create another aggregation level Work packages are the inserted at Project Modules and tasks are inserted at Project Work packages The beneficiaries can now report their budgets and costs per tasks Page 12 User Manual Setting up EU fin Version 3 03 November 2009 Type of expenditures List of type of expenditures Name Costs type Order no Personnel costs Personnel costs Subcontracting Subcontracting Travel Other direct costs Consumables Other direct costs Other direct costs Other direct costs Indirect costs Indirect costs The procedure f
12. i alai A Beneficiary Reference EC contribution ral meal ents per Demonstration Beneficiary A Final budget 82350 ENnencla Demonstration Beneficiary B Final budget 89535 Update payments per z beneficiary RTD Beneficiary B Final budget 231750 aa accuinavaraunatess cererdmer secu see cantsessdsass canst pos dusserenseccea ravaraasteeee RTD Beneficiary C Final budget 131250 The procedure for entering planned EC contribution 1 Select beneficiary Select the right beneficiary from the drop down box Page 21 User Manual Setting up EU fin Version 3 03 November 2009 2 Activity Select the right activity type from the drop down box 3 Reference Enter a description of the entered budget 4 EU Contribution Enter the EC contribution for this activity type Repeat step 3 amp 4 for each activity type of a beneficiary repeat step 1 4 for each beneficiary in the consortium The inserted EC contribution is shown in the table below after inserting Page 22 User Manual Setting up EU fin Version 3 03 November 2009 5 Troubleshooting 5 1 FAQ s How can I change the inserted parameters and settings Below every Insert you can find Update Select the parameter you want to change update the information and save the updated information A pop up will appear to confirm the action forgot my password Go to the EU fin s recover password facility to recover your password have lost
13. ing window will appear Insert Update Beneficiary communication Select Beneficiary 01 Beneficiary A X Communication type gt Description Communication type Update Cancel Fill in the necessary information and click lt update gt to save the entered information 4 3 4 Beneficiary Insert Link Beneficiary to Work Package After inserting the necessary work packages and beneficiaries they have to be linked to each other For each work package the beneficiaries working on this work package have to be linked Insert Link beneficiary to Work package Select WP Part of z ai Feriode beneficiary works on selected Work Package Start date 01 01 2010 Fer Ford date 31 12 2010 F Lst of Project Beneficiaries Beneficiary Beneficiary no Beneficiary A o1 Beneficiary B 02 Beneficiary D 04 Page 19 User Manual Setting up EU fin Version 3 03 November 2009 The procedure for adding a link between a work package and a beneficiary 1 Select WP Select the right work package from the drop down box 2 Part of beneficiary Select the beneficiary or part of beneficiary that has to be linked to this work package 3 Start date and End date The start and end date shown here are the start and end dates of the work package Adjust the Start and end dates if they differ from the start and end dates of the participation of this partner Click lt Insert gt to insert the link Repeat s
14. my log in information Contact the helpdesk eufin navigator eu com The right activity type cannot be selected from the drop down box You might have selected the wrong project type for this project Go to Project Project information and parameters to change the project type have updated parameters and settings however in the beneficiary menu these settings are not updated The beneficiary menu has not yet been updated go to Beneficiary Create beneficiary menu and click lt Create gt 5 2 Helpdesk The helpdesk is available for any other question not in this user manual Send an email to eufin navigator eu com Please state your project name and describe your problem including exactly where in the system you encountered the problem Print screens can be used for additional information click print screen on your keyboard to make a snapshot of your screen paste the snapshot into Word or any other text program and include this in your mail The more information you include in your e mail the faster we can solve your problem Heldesk E mail eufin navigator eu com Tel 31 0 6 33049233 Page 23
15. ollowing type of expenditures are already created Personnel costs Subcontracting and Indirect costs Define the subcategories of the cost type Other direct costs for example Travel Equipment etc 4 Beneficiary Insert Beneficiary Create the beneficiaries 5 Project Insert Users Insert the necessary users per beneficiary namely scientists financial officers and work package leaders 6 Project Work Package Create the necessary work packages 7 Beneficiary Insert Link Beneficiary to Work Package Link the beneficiaries to the work packages they are working on 8 EC Contribution and Payments Insert Beneficiary Contribution per Activity Insert the planned EC contribution per activity for each beneficiary 9 Beneficiary Create Beneficiary Menu Click lt Create gt to create the beneficiary menu 10 Beneficiary Go to beneficiary menu Select the beneficiary from the drop down box and click lt Beneficiary Menu gt 4 m tsu The beneficiary menu that is accessed from the coordinator menu is not the same as the beneficiary menu that the beneficiaries see after log in To access the beneficiary menu for beneficiaries go to the link www eufin fp7 com and click lt Beneficiary menu gt Optional 11 Project Insert Project Module Create the necessary modules Page 5 User Manual Setting up EU fin Version 3 03 November 2009
16. on 3 03 November 2009 2 Beneficiary menu Click Beneficiary menu to go to the beneficiary menu The beneficiary menu will pop up in a new window im fin Demo_WP Project v Beneficiary EC contribution and Payments Reports Beneficiary A pias Beneficiary planning and cost forms Update beneficiary Step 1 Choose Beneficiary Indirect costs per period 03 Beneficiary C X Addresses Beneficiary menu Communication Insert Link beneficiary to Work Package Update Link beneficiary to Work Package 4 4 Menu EC Contribution and Payments 4 4 1 EC Contribution and Payments Insert EC contribution per activity The maximum allowable EC contribution is calculated from the planned budgets per work package in the beneficiary menu The planned EC contribution has to be entered in EU fin for two reasons 1 the actual EC contribution can differ from the maximum allowable and 2 the inserted EC contribution serves as a double check for the calculated maximum allowable and therefore the inserted budgets im fin Demo_WP Project Beneficiary EC contribution and Payments i Reports Select Insert beneficiary nce 01 Beneficiary A contribution per activity Update beneficiary az sae contribution per activity Actiwity Other activities Form information a Reference insertEdit Form C EU Contribution 456123 information Insert clusters Update clusters Pidec
17. or inserting modules When inserting Modules click on lt New row gt Enter or choose the following information 1 Module no Choose the module number from the drop down box 2 Name Enter a description of this module 3 Coordinator Enter the name of the coordinator of this module Click lt Insert gt to insert the module The module is displayed in the table below List of project modules Module no Name Coordinator Lal Pierre bana Vladimir hand Francais de 4 2 6 Project Work Package Page 13 User Manual Setting up EU fin Version 3 03 November 2009 Edit Work package information Activity Beneficiary Leader Start date End date Start month End month pdate Cancel The procedure for inserting work packages When inserting work packages click on lt New row gt Enter or choose the following information 1 Work package number Enter the number of the work package 2 WP Title Enter the title of the work package you can start with wp 1 3 Module If necessary select the module from the drop down box 4 Type of Activity Select the type of activity from the drop down box 5 Lead beneficiary Select the lead beneficiary or part of beneficiary from the drop down box 6 Leader Select the right work package leader from the drop down box 7 Start date Choose the right start date from the drop down menu
18. ry PaSSWOlC ccacncce uceaesacen oe noes aceee ances E E 8 4 2 NODU POJO T so bescacsete ct ccsieecetacenteat ondvles secseicedacerucseesseuenteneraranessseeumeoereenneases 9 4 2 1 Project Project information and ParaMete s cceccceecccceeccceeccceeccceececees 9 4 2 2 Projecta DOCUMENTS lt ccvaccecceotccanscnsseebcecteeuiecacecaneeene canes se teaeeeeeseanecnaseass 10 4 2 3 Projecte PCOGS iunceeccccsssaccensscestecestatccseccestesedaateesecesstesedaateesecceassesedaass 11 4 2 4 Project Type of Expenditures sissseissicicriicrecrerisreteriidirrriiided tekidir 12 4 2 5 Projecte MOQUIES sericrerersrireri reit kren EEr vcacccaiere EEN ENN ENESA RRENA CELERE 12 4 2 6 Project Work Package sssesesseseseeseseseecesescescscoecescsceeeseecesesoeceseeceeese 13 4 2 7 Project Insert Users ec cceesccsccencccnccceesceescescceeccsessceescesscesccsesseeess 15 4 3 NOTE BEMCMIGIARY accccsssetesecocasnecaseecescncsat ceuseeceusnoens seuseecossnocnt oosseqceusnoeasees 16 4 3 1 Beneficiary Insert Beneficiary cece cece cece ence cceeeceeeecceeeeceeesceeneeeeeeees 16 4 3 2 Beneficiary ACCIreSSeS ccccccsccccccccesccecsccesecccesscceesscessccesesseeessceseccs 18 4 3 3 Beneficiary COMMUNICATION ccccceeccccescccneccceescceeesceesccceesccsessceeeecs 19 4 3 4 Beneficiary Insert Link Beneficiary to Work Package sccccecccceeccceeeees 19 4 3 5 Beneficiar
19. t beneficiary Select Beneficiary 01 Beneficiary A Update beneficiary Communication Link Beneficiary to Work Packages f insert Link beneficiary to Workp package Update Link beneficiary to Work package Create beneficiary menu Create beneficiary menu Go to beneficiary menu Go to beneficiary menu SCopyright 2007 Navigator Co ire All Rights Reserved Navigator Co Ltd amp Hosting For more information feel free to Contact Us ESite Design 2007 Click lt New gt to open a new address field The following window will appear Beneficiary addresses Select Beneficiary 01 Beneficiary A Address_ Type_ID Address Type_ID Number City hai Update Cancel Page 18 User Manual Setting up EU fin Version 3 03 November 2009 Fill in the necessary information and click lt Update gt to save the entered information 4 3 3 Beneficiary Communication Procedure for inserting beneficiary communication fin Project lv Beneficiary EC contribution and Payments Reports Beneficiary x Insert Update Beneficiary communication ett Update beneficiary Addresses Link Beneficiary to Work Packages A Insert Link beneficiary to Workp package adata to disp Update Link beneficiary to Work package Create beneficiary menu in Create beneficiary menu Go to beneficiary menu Go to beneficiary menu Click lt New gt te pen a new communication field The follow
20. tep 2 amp 3 for each beneficiary that has to be linked and step 1 to 3 for each work package After selecting a work package the beneficiaries linked to this work package are shown in the table below 4 3 5 Beneficiary Create Beneficiary Menu When all the necessary information and parameters are inserted the beneficiary menu can be created Im fy n Demo_WP Project Beneficiary EC contribution and Payments Reports Beneficiary a Create beneficiary menu Insert beneficiary Update beneficiary Indirect costs per period Addresses Communication Insert Link beneficiary to Work Package Update Link beneficiary to Work Package The procedure for creating the beneficiary menu 1 lt Create gt Click lt Create gt to create the beneficiary menu 4 3 6 Beneficiary Go to Beneficiary Menu Setting up EU fin will create a personal tailor made menu for each beneficiary in the consortium The coordinator can access each beneficiary s menu from the coordinator menu ry i The beneficiary menu that is accessed from the coordinator menu is not the same as the beneficiary menu that the beneficiaries see after log in To access the actual beneficiary menu go to the link www eufin fp7 com and click lt beneficiary menu gt The procedure for going to the beneficiary menu 1 Choose Beneficiary Choose the right beneficiary from the drop down box Page 20 User Manual Setting up EU fin Versi
21. the beneficiaries themselves in the beneficiary menu Information entered in the beneficiary menu will be visible here Click lt Insert gt to save the entered information The procedure for adding type part of Beneficiary 1 Beneficiary type Choose Part of Beneficiary Page 17 User Manual Setting up EU fin Version 3 03 November 2009 2 Beneficiary Legal name Enter the legal name of the beneficiary 3 Beneficiary short name Enter the short name of the beneficiary 4 Status organisation Select the status of the organisation from the drop down box 5 Indirect costs Select the method of calculating indirect cost from the drop down box 6 ICPC and lump sum funding Choose yes or no 7 Beneficiary Choose the beneficiary where this part of beneficiary belongs to 8 Payment information not required Enter the payment information of the beneficiary This information can also be filled by the beneficiaries themselves in the beneficiary menu Information entered in the beneficiary menu will be visible here Click lt Insert gt to save the entered information 4 3 2 Beneficiary Addresses In EU fin the contact addresses of beneficiaries can be entered this way all your project administration is centrally stored Procedure for inserting beneficiary addresses fin Beneficiary Beneficiary addresses T Project v Beneficiary EC contribution and Payments Reports inser
22. w gt Enter or choose the following information 1 Period number Choose the period number from the drop down menu 2 Name Enter the name of the period for example reporting year x or period x 3 Start date and End date Type the date dd mm yyyy or choose the right start and end date from the calender 4 Start month and End month Type the month number or choose from the drop down box 5 Status The following settings can be chosen from the drop down box Open Beneficiaries can enter or adjust budgets for this period in the beneficiary menu Closed The period is closed only the coordinator can enter or adjust budgets Click lt Save gt to save the entered information the inserted period will be shown in the table below Period no Start Date End Date Start Month End Month Status F 1 Periodi 01 01 2010 31 12 2010 2 Period 2 01 01 2011 31 12 2011 3 Period3 01 01 2012 31 12 2012 Page 11 User Manual Setting up EU fin Version 3 03 November 2009 4 2 4 Project Type of Expenditures Three types of expenditures are already inserted in EU fin namely Personnel Costs Subcontracting and Indirect Costs The type of expenditures Other direct costs needs to be added One can choose for one category Other direct costs or make a division into more categories for example Travel and Equipment d l iJi On the Form C all the sub categories o
23. y Create Beneficiary Menu cccceeccccecccceccccesceceececeeeseeeeeecs 20 4 3 6 Beneficiary Go to Beneficiary M Nu cccceeccccecccceecccenccceeseceeeceeeeeees 20 4 4 Menu EC Contribution and Payments ccccceeccceecccceeccceeecceeeeceeseceeeceeeeeees 21 4 4 1 EC Contribution and Payments Insert EC contribution per activity 21 2 MOUDE SANOO cert aevancceteeesncacevaaccouseecedacevanceosseeencacevaneces se eencacevaaceesewesscaee oases 23 5 1 FA Sr E E E E E E oe ee 23 5 2 FICO GSK yena esse pose tcea os eseneee ont accse cs enee ven soece nes eseteusa sesecraeeseneneaaace 23 Page 3 User Manual Setting up EU fin Version 3 03 November 2009 2 Introduction You have chosen to use EU fin to support the financial management and reporting of an fp7 project After creating your project interface in EU fin this will streamline a number of administrative processes and the management 2 1 Introduction to EU fin The EU fin system has two entrances namely the Coordinator menu and the Beneficiary menu both connected to the same database In the coordinator menu a number of project specific parameters are entered like periods work packages and beneficiary information This makes EU fin fully adapted to the situation of your project On the basis of these parameters the beneficiary menu is created such that a beneficiary finds a tailor made menu After log in the
24. ype CP Contract number 12345 Insert periods EC Contnbution a Ol EO ORE 01 01 2008 Hay Egondtures Fena date 34 12 2011 EF Insert type of io ed Budget level Work package Indirect costs Update type of a N Advise eee ee Whole duration Yes lt Modules bares od Update scientists Yes Insert project modules and financials Update project modules aca l Work Packages os The first step in creating the project interface in EU fin is entering the general project information like the project name and contract number Furthermore a number of project parameters have to be defined The procedure for defining the project information 1 Acronym Enter the short name of the project 2 Description Enter the full project title 3 Project type Choose the project type of this project EU fin s set up is different for each type You can choose from the following types CP Collaborative Project CP CSA Combination of Collaborative project and Coordination Support Actions CSA Coordination Support Actions NoE Network of Excellence CA Coordination Action CSA CA Combination of Collaborative project and Coordination Action 4 Contract number Enter the project number of this project 5 EC Contribution Enter the total EC contribution of your project E i This number is for informational purpose only It is not used anywhere in the system 6 Start date and end date Page 9 User Manu
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