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DoRIS User manual

1. Reason Sana Documents No file was uploaded Previous Save and Exit Rest gt The maximum size of a file is 30 MB If you need to upload a larger file please contact the FMO Please consult with the Programme Operator Manual for further information Important Remember to ensure that the detailed management budget is included either programme proposal or uploaded as a separate supporting document under the category VIII Other supporting documents 2 9 3 Step 3 Executive summary Insert the executive summary for the programme proposal here The text cannot be longer than 2000 characters Any further information should remain in the programme proposal interim template 2 9 4 Step 4 Programme expected outcomes Insert the overall objective s and the expected outcome s to each programme area For information on objectives and programme areas please consult the MoU and the programme area information blue book You can find all signed MoUs at this link http www eeagrants org id 2222 0 You can find all the programme areas at this link http eeagrants org id 2020 0 You need to insert at least one indicator standard or optional You can choose both standard and optional or either one To each outcome you have to indicate at least two outputs with one or more indicator to each output You also have to indicate a standard target group and or a customized target group The screenshot show the initial view i
2. The amount will decrease as you insert amounts for each year The breakdown will indicate how the programme operator foresee the need for pre financing from the FMO and represents an indicative forecast of cash flow linked to open calls advance payments and reimbursements Step 9 screenshot 1 Annual breakdown of the EEA and Norwegian Financial Mechanism contribution Budget heading 2011 2012 2013 2014 2015 2016 2017 Tota Total Programme na gement 0 0 EN ED g0 0 0 E0 El Active citizenshi fostered E 0 ED 0 0 0 0 0 en en Fund for bilateral relations 0 EG 0 En 0 0 0 0 g0 Complementa SS nM 0 EG 0 0 ll 0 0 en en Preparation of rogramme robos al 0 ll 0 0 ll ll 0 El 0 Reserve for exchange rate losses g EN EN 0 0 EN EN 0 en E0 Total 0 0 0 0 0 0 0 0 0 lt Previous Save and Exit Next gt 2 9 10 Step 10 Advance payment request The advance payment request amount is calculated based on the total eligible expenditure grant and co financing and the share will be automatically calculated at the bottom of the table The advance payment should cover the need for funds for two whole reporting periods 8 months 12 Step 10 Screenshot 1 og Budget heading Advance requested Programme management El Active citizenship fostered El Fund for bilateral relations El Complementary action 0 Preparation of programme proposal
3. programme operator in case there are deficiencies or mistakes in the programme proposal and request that it is resent 13 The Focal Point shall describe in writing the relevant issues that need improvement or correction In case the National Focal Point is satisfied with the programme proposal it will submit the programme proposal to the FMO for appraisal In some cases the programme operator is directly contracted by the FMO In such cases the programme proposal is submitted directly for appraisal 14
4. your starting point for all tasks that shall be carried out in DoRIS The inbox in DoRIS gives an overview of your tasks to do in DoRIS and is not meant to replace your regular e mail inbox A task is generated pending on where you are in the programme cycle proposal revision reporting etc A task is always a link that needs to be clicked in order to kick off the relevant workflow and complete the task Inbox Countries Persons Inbox User Show 10 entries Search Show hide columns dh Programme title Status Deadline Task Delegate o C203 MGO fund MotStarted 15 212011 Programme proposal Delegate 2 4 The Country view Under the country button you will find the basic information for the country such as programme areas programmes allocations and contact info This view will be developed further and also include other relevant public information Inbox Countries Persons Countries Country details overview User Country Info Programme Areas Info Country Summaries Info Programmes Country Cr ch Republic Flag Map Cultural heritage EEA Norway Total MoU signature date 1706 2011 16 06 2011 Gross amount allocated 61 400 000 70 400 000 131 600 000 Net amount allocated 256 195 000 65 1120 000 121 915 000 Last Next Annual meeting 3011 2011 304 172011 MoU documents Document category File name hol EEA CZ MoU EEA pf hol Norway CZ MoU Norwayv pif 2 5 The Organisation Person view This v
5. El Reserve for exchange rate lasses El Total 0 EEA Morway share g0 30 00 National co financing share el N 10 00 lt Previous Save and Exit Next gt 2 9 11 Submit programme proposal Step 11 is the last step before submitting the programme proposal to the Focal Point or to the FMO if the programme operator is directly contracted by the FMO There is an automatic validation in the system but it is still very important that you check that all information is provided in accordance to the Regulation and the agreed parameters set in the relevant MoU s You can preview the inserted information in a pdf file Please save this pdf file for your record If you are satisfied with the programme proposal click Submit Step 11 screenshot 1 4 Congratulations you have now completed the Programme proposal Click on Submit to formally submitthe programme proposal to the Mational Focal Point When you submitthe programme proposal the task of creating the programme proposal will be removed from your DORIS inbox All uploaded documents and registered information will be available for review and download in your programme summary page in DORIS Click Preview to preview the registered information Preview Previous save and Exit Submit 3 What happens next In most cases the programme proposal will be submitted to the National Focal Point for their review The Focal Point can return the programme proposal to the
6. ICELAND LIECHTENSTEIN KY eea norway grants grants 2 DoRIS User manual December 2011 version 1 0 1 Zi aa e on ocuedeanetatsteus oat ee tionins wudeeeecncuasnee cee saeeeeetoaasseades 3 LTS VE ID OVS ina aes ease scare ae se ee 3 1 IS DORIS att Ii aia 3 EL 4 23 WNO Can See and dO ME See 4 DD MINS LA 510 APOCO o 4 Men 4 25 The Oreansationy Pero ea 5 26 Helprana SUPP ONL sv 5 27 Completinesa programme proposal da 6 ZO DEE SATION Ol tas Kc a 6 EN NN 6 2 9 1 Step 1 Programme proposal interim template ooocccccnnccnnonanonnnnnncnnnnnaconnnnnocononanonnnnnnoss 6 2 92 Ste 2 Supporunsg GOCUINE IS ni a a a E a 7 29 3 Ste EXC CUE UNN 8 2 9 4 Step 4 Programme expected OUTCOMEG scscssssressssscccesecsescscssrencusrencustencestsceestscasrencusrens 8 295 Step o C00 NERA TON COMMITEE rss een 9 7 9 6 SED COPEN AN 9 29 7 SEPT Opencall intormatON rs ito A 10 29051608 BUGEOE NOM ION id A A oa 10 2 9 9 Step 9 Budget annual breakdown ooccccccnccnnccnncnnnnnnccnnonanonnnnnncnnnonaronnonancnnonononnnonanonnnnns 12 29 10 Step 10 Advance payment redde havre 12 2 91 Submit programme proposal ii da 13 VESEN ee 13 1 Introduction This manual will give you short introduction to DoRIS followed by the main principles for how it works and how you should use it When you start completing the programme proposal you must consult with the Regulation and especially the Programme Operator Manual In addition there is
7. a help function in DoRIS that gives you the main direction under each of the steps in the programme proposal workflow DoRIS is a new system a so called Beta version and there will be errors that have not been discovered yet Further what you will see is only parts of a whole system and some views contain less information functionality at this stage At last we recommend a few precautions that should remedy possible deficiencies at this stage Please make sure that you have a copy of all information introduced to DoRIS Please avoid using Internet Explorer 8 as this browser may distort the layout of some of the views itis better to notify the FMO one time too much than not even if there are small errors or if you think the user friendliness is not optimal The system is there for you and it should be user friendly You can notify the FMO regarding technical issues and suggestions using the e mail address doris support efta int 2 Using DoRIS 2 1 What is DoRIS DoRIS is a web based system This means that we all need to access Internet for using it it is nota software installed on your computer laptops The main purpose of DoRIS is to have one platform for almost everything that has to do with the implementation of programmes Preparation of programme proposals Appraisal of programme proposals Decision regarding programme proposals Donor approvals Programme reporting incl project information progress and
8. al eligible expenditures available 10 900 000 Total grant amount available 9 810 000 Requested grant rate in 90 0000 Budget heading EEA Norway c teil Total eligible expenditure Non eligible expenditure Total expenditure Programme management 0 0 0 i 0 0 Active citizenship fostered 0 0 0 da 0 0 Fund for bilateral relations 0 0 0 0 0 Complementary action 0 0 0 0 0 Preparation of programme proposal 0 0 0 dd 0 0 Reserve for exchange rate losses 0 0 0 i 0 0 Total 0 0 EOL ns 0 0 Total left according to available grant amount 9 8 10 000 1 090 000 10 900 000 Previous Save and Exit Next gt Provide justifications as specified in the POM see section 3 15 Budget and Finance in the Programme proposal template MS Word format All amounts set out in the budget shall be shown in euro The amounts shall be rounded to the nearest euro 11 Important The detailed management budget should either be included in the Programme proposal template or uploaded as a separate supporting document under the category VIII Other supporting documents 2 9 9 Step 9 Budget annual breakdown Remember the amount in this view only relates to the grant amount from the EEA and or the Norwegian Financial Contribution that excludes the co financing The right column will indicate how much you have available to the budget line
9. ators and use of Results based management methodology 2 9 5 Step 5 Cooperation Committee If the programme involves a Donor Programme Partner DPP you should insert the names of the members of the cooperation committee and their role in the committee If the programme does not include a DPP you can skip this step 2 9 6 Step 6 Open calls Indicate the planned number of calls and the amounts foreseen for each planned call Indicate the planned start and end dates for the call min 2 months the selection period and the indicative amount for each call Normally the start date of the selection period will be the day following the end of the open call publication period and the end date is the date of the notification of the winning proposals Each call is linked to one or several outcomes but the amount is only linked to one outcome If you have several outcomes included in one open call you need to add several outcomes to the call and the amount The view is organised with a so called parent table that lists the open calls The second table lists the outcomes relevant to each call If you select one open call in the parent table it will go grey and you will see the outcomes listed below in this case open call 1 If you select open call 2 the second table will change and show the relevant outcomes for the second open call Step 6 screenshot 1 Number Name Publication stat date Publication end date Action 2 open call num
10. beneficiary states This means that the main agreed parameters such as programme ID programme title programme areas their amounts relevant dates and main contact information will be introduced to DoRIS by the FMO When the FMO programme manager has ensured that all information has been correctly introduced he she will submit the programme to the Programme operator An email with a link to access the programme will then be sent to all involved parties FP PO FMO and possible partners Only the designated programme operator can start working on the programme proposal The programme operator must log on to DoRIS and kick off the task from the inbox 2 8 Delegation of tasks The main contact of the Programme operator can delegate the task of completing the programme proposal to any other member of the programme operator institution that is registered in DoRIS as a member of the Programme operator team and has been given a user name For the moment FMO has the user management 2 9 Step by step A structured step by step workflow will guide the Programme Operator through completion and submission of the programme proposal This workflow ensures that all required documents and information can be submitted or inserted 11 steps in case of a DPP programme or 10 steps other cases Some steps must be completed if started but the main principle is that the programme operator always can move between the steps as desired Clicking next previous or save a
11. ber 2 01 02 2013 011042013 Select Delete Add Outcome Amount Selection start date Selection end date Action Increased capacity to manage and monitor Natura 2000 sites effectively 2000000 0142 2012 0102 2013 Edit Delete Add lt Previous Save and Exit Next gt 2 9 7 Step 7 Open call information Insert the grant amounts project duration and indicate the co financing requested at the project level If the call includes a small grant scheme please indicate this by checking the box and inserting the relevant amount linked to the small grant scheme Please consult with the Programme Operators Manual and the Regulation article 5 4 5 6 amp 6 3 for further information Step 7 Screenshot 1 Outcome Active citizenship fostered LJ Normal grant scheme Cl Small grant scheme Total amount reserved Minimum Maximum Minimum Maximum Grant amount at project level Duration of the project Months Months Months Months Co financing 1 Previous save and Exit Mext gt 2 9 8 Step 8 Budget information Insert the requested grant rate The total eligible expenditure available will be shown in the top cell see the screenshot below Insert the relevant amounts and complete the budget tables in this view Important In cases where the programme consists of more than two programme areas it is important to remember that the amounts inserted for the outcomes under one programme area do not exceed the amount agree
12. d for the relevant programme area including the allocation in the pre defined budget lines When calculating the amounts allocated to the pre defined budget lines you 10 should take into account a pro rata share that exist between the amount allocated to each programme areas If there is a 60 40 ration between two programme areas this rate should be applied when allocating funds to i e Programme management see below example If you are in doubt on how to calculate the budget please contact FMO and the financial controller which is part of the FMO Programme Team see the initial email from FMO Example Programme X with a grant allocated of 10 000 000 EUR is composed of Programme Area A 6 000 000 EUR allocated 60 Programme Area B 4 000 000 EUR allocated 40 We here assume a grant rate of 100 for simplicity If you plan 10 in Management costs 1 000 000 EUR 200 000 EUR for Complementary action and 150 000 EUR for funds for bilateral relations and 50 000 EUR You have then planned 1 400 000 EUR in total You will have the following left to plan for outcomes under each programme area Programme Area A left to plan for outcomes 5 160 000 EUR Programme Area B left to plan for outcomes 3 440 000 EUR Thus the rule is that the ratio that exists between the amounts allocated to each programme area should also the same when comparing the amounts allocated to outcomes grouped by programme area Step 8 screenshot 1 Tot
13. financial Changes in programmes Modification of programmes Closure of programmes Reporting module enabling creation a wide range of reports Document management and archive for the FMO And more This means that broad range of users will access DoRIS programme operators Focal Points Certifying Authorities Donor Programme Partners Donors and the FMO DoRIS does not replace the use of normal Office software word outlook PowerPoint excel etc and you may from time to time have to submit documents through email to the FMO that still are relevant for a programme country or priority sector 2 2 Release 1 The functionality made available in Release 1 is centred on the programme proposal and essentially it is the Statistical Attachment the excel based application form There will be 2 more releases of functionality that focus on reporting both input and output Release 2 and 3 will be launched in March and July 2012 2 3 Who can see and do what In all IT systems that include user input there is a hierarchy on who can see and do what or read edit rights also for DoRIS We have different roles pending on institution and position in the institution insert a simple table The read edit rights can change as we go along Programme operators shall edit programme proposals until it have been submitted to the National Focal Point and the FMO 2 3 The Inbox You will get a personal inbox in DoRIS which will be
14. iew essentially gives you the contact information to all people involved in the Financial Mechanisms 09 14 The user of DoRIS can update the profile information including the password At this stage the username cannot be changed The information on the organisation can also be updated by the DoRIS user TRUE 2 6 Help and support There are several information sources available with the purpose of helping and supporting you using DORIS We will distinguish between technical related questions and content related questions Whenever you have a technical question please describe the problem and send an email to doris support efta int If possible we would appreciate that you send a screenshot of the view you have when encountering a problem Whenever you have content questions please describe the problem and send an email to the relevant programme manager normally the Sector Officer at the FMO a list has been distributed or will be as soon as possible the name is also available on the Programme Summary view in DoRIS If this person is not available you should contact the relevant Country Officer Other sources for help help function in DoRIS the blue question mark 2 Programme Operators Manual or a relevant guideline Regulation the Memorandum of Understanding Dang all relevant documentation www eeagrants org 2 7 Completing a programme proposal The FMO will generate all programmes agreed in the MoUs with the various
15. mp exit will always save the information introduced 2 9 1 Step 1 Programme proposal interim template Please upload the word document editable and the pdf document signed of the programme proposal interim template Step 1 screenshot 1 0 ee Upload editable version I Upload signed version No file was uploaded save and Exit Mext gt 2 9 2 Step 2 Supporting documents In the Programme Operators Manual there is a list of supporting documents that shall in most cases accompany a programme proposal When you upload the document please select the relevant category i e List of abbreviations before browsing to the relevant document Step 2 screenshot 1 Select a document category LI Not applicable List of abbreviations I Information on pre defined projects Il Monitoring plan I Communication Plan Documents Y Charts showing the management structure VI CMs of key personnel VIL Maps and figures VIL Other supporting Select a file to upload No file was uploaded documents l lt Previous l Save and Exit stas Not all documents are mandatory If you by clicking the check box indicate that a supporting document is not applicable you have to give a justification in the text box that appears When there is no checkbox visible this means that the document type is not mandatory Step 2 screenshot Select a document category List of abbreviations v Not applicable
16. n a programme with 1 objective and 3 programme areas In order to complete the information in one programme area you need to click the sign to expand the view Step 4 screenshot 1 Objective Action Halt loss of biodiversity Delete Add 3 Programme Areas Biodiversity and ecosystem services o Em ironmental monitoring and integrated planning and control o Adaptation to climate change lt Previous Save and Exit Next One exception is for programmes within the programme areas Scholarships and Bilateral Scholarship Programme where only one output is required to each outcome Step 4 screenshot 2 Objective Action Haltloss of biodiversity Delete Add Programme Areas Biodiversity and ecosystem services o Increased capacity to manage and monitor Natura 2000 sites effectively Delete o Increased awareness of and education in biodiversity and ecosystem services including awareness of and education in Delete the linkage between biodiversity and climate change and economic valuation of ecosystems o Improved integration of biodiversity considerations in sectoral policies and legislation Delete o Avoided fragmentation of ecosystems Delete Add an outcome o Environmental monitoring and integrated planning and control o Adaptation to climate change Previous Save and Exit Next gt Please consult with the Programme Operators Manual for further information on selection of outcomes and indic

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