Coordinator manual - Financial planning
Contents
1. 5 4 Technical information rete reor o eoe alas 6 4 1 Menu Project cisci SEE SER SER SERA SER SERA ERG SERA SEP S SERA ER SERA SER S ERG VERSERNA EARE 6 4 1 1 Project Documents icresskesenteckenco tone E EEE sadios eue edkesdr sides 6 4 1 2 Project E mails io esee preter A A are E 6 4 23 Menu Beneficiary Rm 7 4 2 1 Beneficiary Go to Beneficiary Menu sssssssssssseesessssssessessssseesssssssseeesesssee 7 4 3 Menu EC Contribution and Payments ooccccconcccncnnnnnnncnnnoncnnnnnnonnnnnnnnanncnnannnnnanos 7 4 3 1 EC Contribution and Payments Insert EC contribution per activity 7 5 Troubleshooting 2 0 2 2 cess ear oa eara sa isis 9 5 1 HelpdeSK AIM tado 9 Page 3 User Manual Financial Planning 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 of your project will be much easier In this manual is described how to use EU fin after set up 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 coordinat2. You will enter the coordinator menu on the project page On top of each page you will find the navigation panel Y Project Beneficiary EC contribution and Payments Reports Click on the titles to navigate through the coordinator menu After clicking on one of these titles 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 Financial Planning Version 3 03 November 2009 3 Using EU fin 3 1 Financial Planning The financial planning is to be entered in the beneficiary menu Go to Beneficiary Go to Beneficiary menu Each partner has a separate menu select the partner from the drop down menu and click Beneficiary Menu In the beneficiary menu the budgets are entered per work package or task after entering or adjusting budgets click Save before navigating to other work packages or menu s The coordinator can choose to keep the whole duration column closed for partners The coordinator defines the whole duration budgets and partners can t change these only the period budgets 3 2 Upload documents The coordinator can upload documents in the coordinator menu These documents can be viewed by the beneficiaries in the Beneficiary menu Go to Project Documents to upload documents 3 3 E mail partners Fro
3. Select E E bensficiaiy 01 Beneficiary A Update beneficiary contribution per activity Form C information Reference Insert Edit Form C EU Contribution information Payment clusters Insert clusters PED NN List of activitie budgets Activity Beneficiary Reference EC contribution Insert payments per beneficiary Update payments per beneficiary Page 8 User Manual Financial Planning Version 3 03 November 2009 5 Troubleshooting 5 1 Helpdesk The helpdesk is available for any question not answered by this user manual Send an email to Lia Wieldraaijerenavigator 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 Lia Wieldraaijer E mail Lia WieldraaijerQnavigator eu com Tel 31 0 6 33049233 Page 9
4. ED fin User Manual Financial Planning Coordinator Product EU fin FP7 Version November 2009 User Manual Financial Planning Version 3 03 November 2009 Icons Icon Meaning rp Q 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 Financial Planning Version 3 03 November 2009 1 Index DELIS M 3 2 o mm UN 4 2 1 Introduction to EU fin iius oii d Gd i RU dis dada dI RU s dan RI CI RU dio Nose dde Rede 4 2 2 How to use this coordinator manual cccessessesseseeeeee eene hene nen 4 223 4 p MEE ubispE ett 4 A AA ro asma a cede aca asma sessed vosw seep soda eb entinee sas 4 Se Using dI c A A OT OOO ON 5 Sols Fihanci l Planning t E ERE 5 ESEE E IDroisbeind co 5 3 3 E mail part Hers io AA RE AA RUE EI e Ri A e RI ES 5 3 4 MAKE TODORES ERE M M 5 3 4 1 EC Contribution and budgets planned occccccccccccncncconcnnnoncnncancnnnanccnnanccnnannss 5 3 4 2 Whole duration versus periods Coming soon sce eee sees seen scene eee eee eee eeeeeeenees 5 BAS AS ERR 5 344A Lip
5. e link www eufin fp7 com and click beneficiary menu The procedure for going to the beneficiary menu 1 Choose Beneficiary Choose the right beneficiary from the drop down box 2 Beneficiary menu Click Beneficiary menu to go to the beneficiary menu The beneficiary menu will pop up in a new window 4 3 Menu EC Contribution and Payments 4 3 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 The procedure for entering planned EC contribution 1 Select beneficiary Select the right beneficiary from the drop down box 2 Activity Select the right activity type from the drop down box 3 Reference Enter a description of the entered budget 4 EU Contribution Page 7 User Manual Financial Planning Version 3 03 November 2009 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 Project Beneficiary
6. m the coordinator menu the coordinator can send e mails to partners Go to Project E mails E mails can be sent to a group of users or to single users Attachment cannot be included but must be uploaded in EU fin 3 4 Make reports In the report section of EU fin a number of reports are available In de start up phase the following reports are helpful 3 4 1 EC Contribution and budgets planned An overview of the planned EC contribution versus planned budgets This overview is useful for checking if all assigned budgets are planned on whole duration level Go to Reports Datadumps EC contribution and budgets planned 3 4 2 Whole duration versus periods Coming soon This overview is useful for a quick overview of the whole duration budgets versus the budgets per period If the whole duration column is closed partners can only adjust the period budgets In this overview the totals can be checked Go to Reports Datadumps Whole duration versus periods 3 4 3 A3 1 This will export the A3 1 s for all partners in the consortium Go to Reports A3 1 Complete 3 4 4 Pivot tool Any report that is not in EU fin can be generated with this pivot tool functionality You can create your own cross section of the data by defining a parameter s location in a table The generated overview can be optimised in many possible ways Go to Reports Analysis Page 5 User Manual Financial Planning Versio
7. n 3 03 November 2009 4 Technical information 4 1 Menu Project 4 1 1 Project Documents New Upload documents into EU fin These documents are shown in the beneficiary menu and can be viewed by the beneficiaries Browse E Type of document Description Checklist before inviting partners Please check this to EU fin doc dm first Edit Delete View Manual Project cost reporting Manual project cost reporting Sacre ce eese with EU fin FP7 Standard doc Meeting The procedure for uploading documents 1 Document type Choose the type of document from the drop down box 2 File Browse the file that needs to be uploaded Click Browse and search the file on your computer 3 Description Enter a description of the uploaded file Click Save to save the uploaded file A list of uploaded files is shown in the table below A direct link to the document is shown in this table This link can be sent to partners for direct access to the document 4 1 2 Project E mails E mails can be sent to a group of users or to single users Attachment cannot be included but must be uploaded in EU fin After clicking on All project users or One project user the e mail editor will appear In this editor you have to fill in the following information Subject Enter the subject of the e mail the project name will automatically be included in the subject To Select the recipients
8. of the e mail With Authorisation Tick this box to include the personal log in information of each user Body text Enter the text of the e mail The body text will be included in the e mail as well as a fixed text containing the log in information and the link to EU fin Y The e mail address of the person coordinator or assistant that is logged in in EU fin is included in the mail as a reply address Click on lt Send gt to send the e mail Page 6 User Manual Financial Planning Version 3 03 November 2009 4 2 Menu Beneficiary 4 2 1 Beneficiary Go to Beneficiary Menu EUR fim Demo WP Project v Beneficiary EC contribution and Payments Reports Beneficiary Insert beneficiary Beneficiary planning and cost forms Update beneficiary Step 1 Choose Beneficiary Indirect costs per period 03 Beneficiary C Addresses Beneficiary menu Communication Link Beneficiary to Work Packages Insert Link beneficiary to Work Package Update Link beneficiary to Work Package Create beneficiary menu Create beneficiary menu 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 rq E 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 th
9. or 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 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 and an explanation of these costs The Form C calculations are generated by EU fin 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 part of this manual is divided in two parts first part dealing with a short description on how to use EU fin The second part will give a detailed description of the required procedure Furthermore a chapter on troubleshooting is covering all technical information 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 Coordinator Menu Enter your username and your projects will appear select the right project from the drop down box Enter your password and click Login 2 4 Navigation
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