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Online Application Tool (OLAT) User Manual

1. Logout MMA Figure 13 Online form for SEI Application of Type C User Manual for Online Application Tool OLAT Page 12 2 3 4 Create SEI Application of Type D Figures bellow show the creation and the look of the online form for SEI Applications of Type D T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation Create New SEI Application Created Applications Title of the SEI application This is a test Type D SEI Application Programming Year 2011 Submitted Applications E sm Does the action involve technical assistance O No Yes Applications for Corrections 1 ame Does the action involve twinning No Yes My profile 5 PECAR RIIIE Does the action require less than 250 000 euro D No O Yes dt Guidelines for Specific TOR B User Manual La Logout This project is co financed by the European Union and the Republic of Turkey Figure 14 Creating SEI Application of Type D T RKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS SEI Application This is a test Type D SEI Application Create New Application O Bak Applicant s information Relation to identified priorities Nature of the action Twinning Light Project Fiche
2. Figure 57 List of SEI Applications sent for EUD Review On the table rows using the accessible icons the user can see details about the application and the review process The rows contain the usual icons for MS Word for viewing application details and for viewing application history User Manual for Online Application Tool OLAT Page 48 5 6 Approving Rejecting SEI Applications When EUD in its review process gives a suggestion for Approval Rejection the users of type CFCU can decide whether they will Approve or Reject a SEI application On the link Applications for Approval Rejection on the main menu they can follow the Le icon on the table row for the application after which they can make their decision and enter comments for the Approval Rejection as well as upload a file on a page like the one bellow During the approval rejection process they have to also enter the indicating and approved budget for the project In a case of Type A SEI application the indicative budget will be automatically filled in and calculated by the beneficiary information entered during the submission process TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as cfcul cfcul Approve Reject Application Home to For Your Action Applications for Approval Rejection Application Name Ex post evaluation of the Seventh Framework Programme in Turkey Action His
3. tute immemores rmn E The project Hobe By Lad European Urmon ace the Eapuliir of Turiy Figure 18 Creating SEI Application of Type F User Manual for Online Application Tool OLAT Page 14 T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation SEI Application This is a test Type F SEI Application Applicant s information Relation to identified priorities Nature of the action Information about the event o Type of event Applications for Corrections A rr Does the event involve the participationina Conference My profile gt My profile 15 conference workshop seminar Workshop Guide for SET Choose conference workshop or seminat Seminar Guidelines for Specific TOR E Does the event involve the participation in a visit or study tour Visit tour 3 Choose visit or study tour O Study tour uu NV User Manual Any other event NOT requiring technical assistance namely Provide short name of the event Mmmm Purpose of the event Maximum 100 words Please describe the event Identify the main topics to be discussed during the event Kj Other details of the proposed action S E Amount of funds requested amp Declaration of the Participant s Figure 19 Onlin
4. 2 9 Einished Applications sanear is o di D 32 DAW ARC A Rea ada Oni ie uaa eines wide ooebesetecasedee 33 SID Mitra E E DE a R 34 Bd A ba a a E Cc 35 4 MEUA Directorates Type of USE iii 36 4 The Dashboard OP 36 4 2 The Mai Mental RD OR o DN RR RR RR RDI UR m 37 4 3 Reviews BLA DPI AO ia 37 4 4 Opinion ATC IS NN EE S S a eae 39 4 5 My PLO MTG a Si oa 39 4 6 TOS OU des 40 cM CFCU Type of USET saias c 41 Sai The Das nDO S tiu titi dd id da dell 42 302 The Mani Meni ote coim Eb oc o eode tet tese tt edu ose uns a uris Coetus 42 5 3 Applications TOt APpro val REJCC HON ceri to A 44 5 4 Applications Sent Tor Corrections iio iii 46 5 5 Applications Sento EUD asian cor ne ear dai 47 5 6 Approvine Rejecune SET Applications i 48 5 7 Applications an PROCESS ice odit ie ie 48 5 8 Finished Applic atl ONS iii dista 49 5 9 REPOS causa nie does ol acters vate ES Da a ds 49 Or My Promo a mre 50 S quc C to a ad ol 6 EUD Type Of USOT ias ei ierit e Dove Pot n EIE VI I EVEN II I EU 32 6 1 The PDAS DO AUC E E E E E fa ga 53 6 2 INS Maia Mens aa iiec inet d pub d SS 29 6 3 Applicanon tor ADDEOVAU RE CC ION sae e A 55 6 4 Reviewnme SE LA PpliCatiOns ide 55 6 5 Approved Applications Dy EUD uio onte E E E 56 6 6 Rejected Applications Dy EUD cuid 57 6 7 Suspended Applications by EUD eaoat ne era aa E Ea 57 6 8 A DDICAnOnS PROCESS raras alias ener
5. As can be seen on the Figure bellow the list includes the name of the application the type of the application the submission date the person that submitted the application in the name of the Institution Beneficiary and information whether this is a resub mitted application an application which was returned to the beneficiary who has improved it and resubmitted it again or whether it is a suspended application by EUD or MEUA Directorates T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approverl approveri For Your Action Home For Your Action iw Action History Search Preview 10 v Assigned Applications E gt E 1 12 2012 institution11 G 1 hp TwpeAtest A 10 06 03 AM institution11 s 26 E Approved Applications 7 a This is atest Type A SEI 5 1 13 2012 institution21 Rejected Applications uy 2 i Application AQ 12 11 13 AM institution21 9 amp 2 a Lo gt This is a test Type B SEI gt 1 13 2012 institution21 G System Overview 3 m Application sa 12 11 06 AM institution21 v 4 e DB Applications in Process Eo a This is test Type C SEI 1 13 2012 institution21 V 8 2 o otteation CO 12 14 29 AM_institution21 v dd AE et nee A Th Type E SE 1 13 2012 21 Applications isi i a institution O 5 E is is a test ype EG jn ord amp amp QE E Reports ul Application 12 31 30 AM institution21 Nee a This is a test Type F SE
6. Figure 25 Send SEI Application for BUD Review ise sen EEE 46 Figure 56 List of Returned SEI Applications for small corrections esee 47 Figure 57 List of SEI Applications sent for EUD Review cccecssccccececeeeeeseeeeeennnneeeeceeeeeeeeeeeseesesnaeeeeeeeeeees 47 Figure 58 Approving Rejecting a specific SEI Application ccecccsscccccccecceeeeeesennnnneeeceeeeceeeeeseeeeeenaeeeeeeeeeees 48 Ligure 29 SEL Applicatt nis MAPLE a 48 Figure 60 Statistical analyzes Dy Beneficiary coniicit reae CER cada daniedceesabsuweleneulecccewasactnldssdeesdeesabelaclaeensaneess 49 Figure 61 Statistical analyzes by statuses for a Beneficiary ooooooncnnccnocononononanonanonano nooo nono non ono nono nono non no nnnrononnnnnnnos 49 Figure 02 Summary E I n da eor ipn secu O T ad TR ad ad na cd 50 LIieure 63 Chaneino the user Prones eoe opo vate p A A CoA un LO Ads 51 Figure 64 Main OLAT System Screen for users of type BUD sss eene 52 Figure 65 SEI Applications for Approval Rejection ooooononononnnooonoonnannnannnoro no nooo noo nono nono nono nro nono nono non rr nn rn nnrnnnonnnnoos 55 Figure 66 Reviewing a specific SEL Application iii dt 56 Figure 67 List of SEI Application marked as Approved by users of type EUD eseseseseeeeeeeeeee 56 Fieure 65 gt SEA pphec tions Hi PROCESS ibi 57 Figure 69 Statistical analyzes by Benefietary i ao a Lak c E il vau Ca 58 Figure
7. YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation Submited SEI Applications Create New Application o Created Applications Search _ Preview In appro val proccess LY Finally Rejected applications LY Finally Approved applications e Application s 3 Submitted Applications EXE BI Message from webpage T nS E aeo aluation of Offers asa bmitted Waiting for Approvers Action a e Approved by CFCU Applications for Corrections 1 Em crc 2 3 gt Es ra ce c a m g t w fa o P pa Guidelines for Specific TOR UA DEESDAE I E 4 ins I Bpinion Given Waithing a e E AR Tqrreseruvumri 1 for Approvers User Manual Ll Approval Rejection T MM Ob wa apra ee n noo Surua orecomes c o A O Surua precos j tio O BUNC oer X O EE ec Roe Er Previous 1 2 new iam This project is co financed by the European Union and the Republic of Turkey Figure 27 Canceling Withdrawing a Submitted SEI Application Application History Application Name Application Type A Create New Application Date submited 1 12 2012 11 50 18 PM Created By institution21 institution21 Applicant Institution General Directorate of
8. from a specific Directorate activity in the SEI review process This list shows statistical data about o For Your Action lists the SEI Applications assigned for a review for that specific Directorate o Opinion Archive lists all SEI Applications for which users of that specific Directorate gave an opinion using the system All sections of this statistical part are clickable which means that if an MEUA Directorates type of user wants to see the SEI Applications under any title he can click on the title and will get a list of those SEI Applications 4 2 The Main Menu The Main Menu for the MEUA Directorates type of users is divided in several sections and subsections by grouping those features of the system which are most important for this type of users The goal is to get access to the specific system functionality in a minimum number of clicks The Main Menu consists of the following links Home gets the user to the Dashboard where he can monitor its activities For Your Action section has one subsection o For Your Action gives a list of SEI Applications sent by the Approvers for a review to the users of that specific Directorate Action History section gives an overview of the users activity into the system and has one subsection o Opinion Archive list all SEI Applications for which users of a specific MEUA Directorate gave an opinion using the system My profile allows the user to maintain its data Guide for SEI is a li
9. sn ree Y Figure 84 Financial Programming Years Financial Management Years entered into the system can be edited and deleted by the administrator However as soon as some of the submitted SEl applications are categorized under User Manual for Online Application Tool OLAT Page 70 some Financial Programming Year they should not be changed edited or deleted since this will leave those SEI applications under wrong edited Programming Year If any of them are deleted then all SEI applications created in that specific Programming Year will be left without categorization The Beneficiaries will be able to categorize any SEI Application only in those Programming Years which are marked as Active IS Active check button is selected 7 6 Mail Settings By following the Mail Settings link on the main menu or the Mail Settings section on the Dashboard the users of type System Administrators can access the module for administration of emails These settings should be configured by a person with IT knowledge about the email server configuration An example of the screen for the email configuration is shown on the Figure bellow T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as admin1111 admin1123 A Users D PREDATED ERR RESET R TASER center Fields marked with must be filled in Mail Settings v Pc la SMTP Ser
10. 1 12 2012 11 40 47 institution21 institution21 20 UserManal 1 5 Thisisatest Type B SEI Application BO TD institution21 institution21 Ze Logout me ER 6 This is a test Type A SEI Application AD ds institution21 institution21 4 e S project is co financed by the BORN Union and the Republic of Turkey Figure 22 List of created but not submitted SEI Applications As can be seen from the Figure above the list provides a fast overview of the applications which are created by the users of a specific Institution Information like the type of SEI Application date of creation and information about the user who created the SEI Application are available on this list The users from that specific Institution can edit a specific SEI Application and continue to work on it by filling specific part of the online form Created SEI Applications which are not yet submitted can be deleted but only by those users in the Institution Beneficiary with a specific privilege to do that Other users from the Institution which are not able to create and submit SEI Applications will not be able to delete a created SEI User Manual for Online Application Tool OLAT Page 16 Application The following Figure shows the change on the dashboard after the creation of six SEI applications T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS 1 This project is co financed by the European
11. 70 Statistical analyzes by statuses for a Beneficiary ooooooncnnccccconoonaooononaonnarnnn nono nono nono non n o nr non rro nornnnnnrnnnnnnos 58 Pio tres Pi Sunny RE POT te mien otto Etc totu E aii Qui ips oc sia iet fal LUE co indo 59 Figure 72 Chanein the User Profile uiii e verear ui eoi vigebat DE Vp EU LN MORE ac aaa SE Pop ee ipi MEDII 59 Figure 73 Main OLAT System Screen for users of type System Administrator eeeeeseesssssss 61 Ligure 742 User A Citi sttat ODE ees de Patatas dai dite et adeat diesque rubet at forie 63 Figure 75 Add Ney USE a A e a Et tci de ted ideis ade etes suus 63 baoure 76 Add New User Of type Benelli a ida 64 Figure 77 Add New User of type Approver 5 aged rete Dee tus ede Adie Mr doce E rubet cue chy ees 64 Figure 78 Add New User of type MEUA Directorate uias ooo teet o coi ted eon gado onc rev ad euo rac equ ds UU Uns etw a 65 Figute 79 List of Users with one deactivated User casas caca a rec I ed eua edes atu paene adi A de esie n ae usa 66 ligure 50 Administration ol TiS ti CONS edu oerte ondas nee edo ato T a aa 66 Figure 81 Institutions under Ministry of EU Affairs seiis eia a nnne nnne nennen eene nn nennen nennen 67 Figures 2 AGING Mri e 68 Hist Clear OLA aout DINE ides a AEE Rian dada RG vu Rote ttu dva eon ara glad aiu aded 69 Figure 34 Financial Programming Years uu ids A A SD Dad 69 Lieure 55 Conhicurationo emat Se MNOS quinas A pd
12. Applications from the Beneficiaries and their statuses at any time Users of this type are responsible for receiving all submitted SEI Applications and assigning them for evaluation to the other employees in specific Directorates in the Ministry of EU Affairs Also these users are able to view special reports available from the OLAT system regarding the SEI program statistics analyses etc Members of this user type are the employees of the Directorate of Project Implementation and Directorate of Financial Cooperation User Manual for Online Application Tool OLAT Page 2 MEUA Directorates employees from other Directorates in the MEUA other than Directorate of Project Implementation and Directorate of Financial Cooperation Type of users which is responsible for evaluation of specific SEI Applications using their specific expertise SEI Applications are sent to them by users of type Approvers According to the results from this evaluation users of type Approvers will make their final decision regarding the Approval Rejection of a specific submitted SEI Application CFCU Users of this type are responsible for final Approval Rejection of a SEI Application in the system after communication with EUD They get a list of SEI Applications approved by users of type Approvers and act upon these Applications After the final Approval of a specific SEI Application these users are responsible for the tendering evaluation and implementation procedure
13. European Union and External Relations a RN 1 12 2012 11 50 18 Submitted Waiting for Approvers PM Action This is a test Type A SEI Application Applications for Correcti 1 y institution21 institution21 2 1 12 2012 11 31 24 PM 25 institution21 institution Created Waiting for Submission This project is co financed dd Approvers ApplicationHistory aspx European Union and the Repu Figure 28 History of a Submitted SEI Application On the other side the Li icon on the beginning of the table gives a possibility to download the submitted SEI Application in the MS Word format which is dynamically generated when the application is submitted by the user belonging to a specific Institution When a SEI Application is submitted by a user belonging to a specific Institution a MS Word file of the application is automatically created This MS Word file is kept for reference and can be downloaded by other users in the approval process User Manual for Online Application Tool OLAT Page 20 The following Figure displays the changes on the Dashboard as a result of the submission of the two SEI Applications As can be seen the user has a quick statistics of the performance of the Institution it belongs to and he is able to monitor the progress of its submitted SEI Applications REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS C x T RK YE CUMHUR YET AVRUPA B RL BAKANLI I You a
14. Publishing Legislation Returned Applications r rece O oa furem enden o o o ee d Approved Applications v Rejected Applications EJ M M EE Applications in Process A Finished Applications Im Reports ul R100 Figure 43 Statistical analyzes by Beneficiary The icon at the end of the row can show statistical information about SEI applications by Beneficiary taking into consideration their statuses T RKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approveri approveri Applications per Institution and their status Home o 3 For Your Action e Back Action History Institution General Directorate of European Union and External Relations Returned Applications EE Assigned Applications xi Approved by Approvers Waiting for CFCU Approval Rejection Approved Applications 4 2 Resubmitted Waiting for Approvers Action 4 3 Rejected Applications y 3 Waiting for MEUA Directorates EUD Opinions 1 B System Overview Applications in Process A Finished Applications iw Reports ail 10095 Figure 44 Statistical analyzes by statuses for a Beneficiary User Manual for Online Application Tool OLAT Page 34 By going deeper using the same icon again the system shows the actual SEI Applications which are in a specific status in the system 3 10 2 Summary Report This type of Report shows statistical data summarized in one ta
15. Submitted SEI Applications In Approval Process Finally Rejected SEI Applications O O O 0 Finally Approved SEI Applications All sections of this statistical part are clickable which means that if a user from a specific Institution wants to see the SEI Applications under any title he can click on the title and will get a list of those SEI Applications 2 2 The Main Menu The Main Menu for the Beneficiary type of users is divided in several sections grouping those features of the system which are most important for this type of users The goal is to get access to the features in minimum number of clicks The Main Menu consists of the following links Home gets the user to the Dashboard where he can monitor its activities Create New Application starts the procedure for creation of a New SEI Application This link on the main menu is accessible only to those users belonging to a specific Institution Beneficiary with specific rights to create and submit SEI Applications The users to whom these privileges are not given will not be able to see this link Users belonging to a specific Institution Beneficiary can have or not have privileges to Create and Submit SEI Applications Those users to whom this privilege is given will be able to see the Create New Application link on the main menu and will be able to see the Submit button while working on a SEI Application Other users will not be able to see these links Cre
16. a Ej Submission of Twinning Light Project Fiche There is no uploaded documents l Upload document Browse Upload file Logout D III Figure 15 Online form for SEI Application of Type D 2 3 5 Create SEI Application of Type E Figures bellow show the creation and the look of the online form for SEI Applications of Type E User Manual for Online Application Tool OLAT Page 13 TURKIVE CUMHUR YET AVRUPA B RL BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as estate dd im tibio bhem General Directa ate foe bereki amd Pulli ime Lena bio Create New SEI Application Hom c ana a lar create new Application O a semen A ThE ESTAR Te E SE Agir Submitted Appicatiars ia Programming vear 351 E Does the action Involve technical assistance mn oves Does the action Involve twinning no Ww yes Applications for Canections PES errem My profie B Xd aimee i wi Dues the action require less than 250 000 euro bp O Yes ui occides SR E next Guideines for Specf TOR A User Manual i Logout 1 This pretest amp co financed by ite Furapean Uan Ana ma Ha pose Sr Ture Figure 16 Creating SEI Application of Type E T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 ins
17. able to make the necessary changes without sending that application for a review to EUD or MEUA Directorates The list on the Figure 31 contains SEI applications which are suspended by EUD or MEUA Directorates Suspended SEI applications should be further sent back to the beneficiary for improvements 3 3 1 Return SEI Application for improvements After the initial review of a submitted SEI Application the user of type Approver can decide that the quality of the submitted SEI Application is not on appropriate level In order not to Reject the application on the first hand the user is able to return the application to the applicant and request further improvements SEI Application can be also returned to the Beneficiary by Approvers when they are suspended during the review by the MEUA Directorates or EUD for Type C When returning an SEI Application to the Institution Beneficiary which applied the user can enter comments and or upload a file with comments The page for entering comments and uploading a document with comments for a specific SEI Application can be accessed using FU icon TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approverl approveri Send Back for Additional Improvements Back Application Name This is a test Type E SEI Application Returned Applications Application Type E Assigned Applications Date Submited 1 13 2012 12 13 57 AM Approved Applica
18. above another list with institutions which are under the selected Institution in the organizational structure will show up The organizational structure can be simulated with unlimited depth of the sub institutions T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as admin1111 admin1123 Institutions Home nann fat Users RR 5 E ld an Ministry for EU Affairs SA Preview 10 v A eme e Directorate for Political Affairs 28 e cn Directorate of Accession Policy Vax Guidelnes for Specific TOR FM pirectorate of Agriculture and Fisheries 70 User Manual LJ Directorate of Civil Soci ication and Culture AQ mem Directorate of Economic and Financial Policies IA e PRP iMd ac eO ERA Directorate of European Union Law A e Directorate of Financial Cooperation 40 in a Project mentati A e Directorate of Research and Documentation Zo Directorate of Sectoral Policies AQ 1 2 R100 v Figure 81 Institutions under Ministry of EU Affairs At any time with the help of breadcrumbs the user will know where he is in the navigation through the organizational structure Example of a screen with list of Institutions which are organizationally under the Ministry of EU affairs is shown on the figure above The breadcrumbs on the figure above show that the user is viewing institutions under Ministry of EU Affairs All gt Ministry of EU Affairs
19. answers on the Yes No questions taken from the document Guide for SEI page 23 1 Does the action involve technical assistance Yes No If No go to question 2 If Yes go to next question 1 1 Does the action require less than 300 000 euro Yes No If Yes Application Type A If No go to next question 1 2 Does the action require less than 500 000 euro Yes No If Yes Application Type B User Manual for Online Application Tool OLAT Page 7 1 3 Does the action require 500 000 euro or more but less Yes No than 3 000 000 euro If Yes Application Type C If No Project should be developed in the context of the upcoming National Programming exercise 2 Doesthe action involve twinning Yes No If No go to question 3 If Yes go to next question 2 1 Does the action require less than 250 000 euro Yes No If Yes Application Type D If No Application Type E 3 Doesthe action involve Direct Agreement Yes No If Yes Application Type G If No Application Type F The Financial Programming Years are administrable and can be administered by the users of type Administrators They are able to add edit and activate financial programming years They are important for the reporting and budgeting purposes When the user presses the Next button on the Figure 4 the SEI Application is automatically created into the OLAT system At this stage the user can continue to fill in application data in the online form
20. available from the OLAT system regarding the SEI program statistics analyses etc Members of this user type are the employees of the Directorate of Project Implementation and Directorate of Financial Cooperation Users of this type should request a username and password in order to access the OLAT functionalities When they log into the application their welcome screen looks like the one displayed on figure bellow C x T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approveri approveri Dashboard Home A For Your Action 4 6 Applications for Approval Recently Assigned Applications for Opinion For Your Action 9 Action History Goce F Last 03 10 2013 B ERE App G 03 10 2013 5 Returned Applications R EU Turkey Global Business Bridges 20 07 2012 5 Assigned Applications 3 oved ications dna o LY your Activity Statistics ali overall System Statistics Rejected Applications Ey Returned Applications for Correction 2 Applications in Process 44 System Overview Assigned ications for Opinion 3 Finally Approved Applications 5 Your roved ications 39 Finally Rejected Applications 9 Applications in Process Your Rejected Applications 5 Finished Applications iM Reports Applications per Institution and their status ul Summary Report sull My profile a Guide for SEI ED Figure 33 Main OLAT System Screen for users of type Approvers Every screen in OLAT
21. contents it may be used and configured from scratch User Manual for Online Application Tool OLAT Page 69 e M III MM IM T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as Ahmet Hakan Atik Clear OLAT a oo By clicking this button all SEI Applications entered in OLAT will be DELETED All data for the applications will be lost Z Clear SEI Application ps T By clicking this button all data entered in OLAT will be DELETED The system will be completelly reconfigured uvm All data will be lost Only one user with username and password admin admin will exist a Clear OLAT This project is co financed by the European Union and the Republic of Turkey Figure 83 Cleat OLAT 7 5 Financial Programming Years By following the Financial Programming Years link on the main menu the administrator will get a list of Financial Programming Years under which all SEI applications will be submitted This is important for reporting and budgeting purposes since all approved applications will be categorized under some Financial Programming Year T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS p ETF BAe EE E 49 E m 49 e 40 B8 B m L This project is co financed by the European Union and the Republic of Turkey Financial Programming Years E E
22. filled the users can press that button and submit the application for further approval REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS C x TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI Home A rr near M9 rr Guidelines for Specific TOR User Manual Ll S project is co financed by the l Thi European Union and the Republic of Turkey You are logged in as institution21 institution21 from General Directorate of European Union and External Relations SEI Application This is a test Type A SEI Application Applicant s information Relation to identified priorities Nature of the action Specific Terms of Reference B BACKGROUND This is a background of this application Background Kj DESCRIPTION OF THE ASSIGNMENT Kj EXPERTS PROFILE or EXPERTISE REQUIRED E LOCATION AND DURATION E REPORTING PE ADMINISTRATIVE INFORMATION Figure 25 Submitting SEI Application 2 7 Submitted Applications After all fields in the online forms for different types of SEI Applications are completely filled in the users with a privilege to do that can submit a SEI Application in the name of an Institution Beneficiary After the submission the SEI Application starts to follow the approval process User Manual for Online Application Tool OLAT Page 18 TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate
23. financed by the Prez European Union and the Republic of Turkey M Figure 26 List of Submitted SEI applications This section of the OLAT system gives a list of SEI applications submitted by a specific Institution Beneficiary The Figure above displays a list of submitted SEI Applications an example after two of the six SEI Applications that were created in the sections above were completely filled in and submitted As can be seen from the Figure the list gives basic information about each submitted SEI Application its name its type date when it was submitted the person who submitted the application and its status This list is constantly updated when someone else acts on this SEI Application which gives a possibility for the Beneficiary users to monitor the progress of its submitted SEI Applications The A icon on the table give possibility to view the application details and the E icon gives an overview of all actions performed on this SEI Application since its creation An example of a history overview of an SEI Application is shown on the Figure 28 The Beneficiary which submitted a SEI application can Cancel Withdraw that application by using the icon amp When pressing this icon the user will be asked if he she is sure that he she wants to Cancel Withdraw submitted SEI application If the answer is positive then the application is deleted from the system User Manual for Online Application Tool OLAT Page 19 T RK
24. negotiation process Yes No se JL sew This project is co financed by the European Union and the Republic of Turkey Figure 7 Online form for SEI Application of Type A part 2 An example of the third tab Nature of the action is displayed on the Figure 8 bellow TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution21 institution21 from General Directorate of European Union and External Relations SEI Application This is a test Type A SEI Application ma D Created Applications ES E Created Applications Applicant s information Relation to identified priorities Specific Terms of Reference E management capacity of the applicant institution a to EU integration My prone a A ee Does the action involve administrative changes required in relation to EU integration Guide for SEL m Does the action address institutional capacity building of a relevant body in view of its future role in the implementation Yes No Guidelines for Specific TOR of the acquis l x Does the action address the development of human resources User Manual LI of relevant bodies for the implementation of the EU acquis Yes No Este EA tam a taire Logout Does the action strengthen the effectiveness and or efficiency Yes No A sp of DIS institutions If yes of which institutions O Yes Create New A
25. of User Users of type CFCU are responsible for final Approval Rejection of a SEI Application in the system after communication with EUD They get a list of SEI Applications approved by users of type Approvers and act upon these Applications After the final Approval of a specific SEI Application these users are responsible for the tendering evaluation and implementation procedures of that application and are able to indicate this by changing the status of the application into the system Users of type CFCU can see all information regarding all SEI Applications in the OLAT system and can view all reports and statistics the system generates Users of this type should request a username and password in order to access the OLAT functionalities When they log into the application their welcome screen looks like the one displayed on Figure 52 TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as cfcul cfcul Dashboard Home bina eins LLL For your Information Approved SEI Applications Pe ria Applications for Approval Rejection 2 There are no Approved Applications Applications Sent for Corrections 0 A Ae es ee Te Applications Sent to EUD 0 Applications Sent for Corrections Applications Sent to EUD e di System Statistics P SEI Applications sent for EUD Review Applications in Process 7 There are no Applications sent to EUD System Overview e SERES SEE NE
26. presented on the screen The form displayed on the screen has to be filled in completely in order to be able to submit the created SEI Application Users that have created SEI Application in the system does not have to fill all data at once They can fill parts of it and then Save the application into the system They will be able to continue working on the application in the next days since the system keeps the entered data Also more than one user can enter data on already created SEI Application The online forms for different types of SEI Applications are in details explained in the document Guide for SEI page 22 As can be seen in that document all six types of SEI Applications have a common part which has to be filled in and then have different sections depending on the Type of Application In the next several subsections the online forms for each type of SEI Application will be described 2 3 1 Create SEI Application of Type A Figures bellow shows the process of creation of SEI Application of Type A User Manual for Online Application Tool OLAT Page 8 T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation Created Applications Title of the SEI application This is a test Type A SEI Application Submitted Applications E Programming Year 2011 e D
27. regarding the SEI Applications for which CFCF action is needed information regarding the SEI Applications sent to the Beneficiaries for improvements and information about the SEI Applications sent to EUD for review All sections of this statistical part are clickable which means that if a CFCU type of user wants to see the SEI Applications under any title he can click on the title and will get a list of those SEI Applications Approved SEI Applications gives a list of recently Approved SEI Applications by users of type CFCU They can quickly access these SEI Applications and change their status according to the activities performed after the formal approval SEI Applications sent for EUD Review gives a list of SEI Applications sent for a review to EUD from users of type CFCU System Statistics gives an overview of all activities in the SEI program This list shows statistical data about the o Applications in Process o Finally Approved Applications o Finally Rejected Applications All sections of this statistical part are clickable which means that if a CFCU type of user wants to see the SEI Applications under any title he can click on the title and will get a list of those SEI Applications 5 2 The Main Menu The Main Menu for the users of type CFCU is divided in several sections and subsections by grouping those features of the system which are most important for this type of users The goal is to get access to the specific syst
28. system The list is in a form of a tree where each institution has a parent institution Clear OLAT gives a possibility to the administrator to either delete all submitted applications in the system or to delete all previously entered data in the system and return it to the initial state as it was initially installed with only one user admin admin Financial Programming Years gives a list of Financial Programming Years under which all submitted SEI applications will be submitted This is important for reporting and budgeting purposes since all approved applications will be categorized under some Financial Programming Year My profile allows the user to maintain its data Guide for SEI is a link to a document where the SEI program is explained in details Guidelines for Specific TOR is a link to a document which helps the users to fill the Terms of Reference for SEI projects User Manual is a link to this document where all users can see the functionalities of the OLAT system available for them Logout logs the user out of the OLAT system This action should be performed always when the user wants to leave the system For security reasons the system logs out the logged user every time when that user is not active for more than 20 minutes 7 2 User Administration By following the Users link on the main menu or the Administration of Users section on the Dashboard the users of type System Administrators can acc
29. system as well as the one shown above consists of three parts The first part is the header of the application where the logo of the Ministry for EU Affairs is displayed and information for the logged user The second one is the main application menu where all available functionalities for the logged users are listed and the third is the main working area where the user interacts with the application fills forms and selects available choices As can be seen from the Figure 33 above when an Approvers type of user is logged into the system the menu with available links is displayed on the left side and on the main working area a Dashboard is displayed giving quick information to the user about its activities the activities he is User Manual for Online Application Tool OLAT Page 24 supposed to perform and detailed statistics If an urgent action is required from a user it is clearly indicated on the Dashboard with red color under the section Applications for Approval 3 1 The Dashboard The Dashboard for the Approvers type of users is divided in four sections Applications for Approval section shows a list of SEI Applications on which the logged user is supposed to perform a specific action This section is divided into two subsections o For Your Action gives a list of SEI Applications submitted by the Beneficiaries on which the Approvers should perform further actions This list also contains the SEI Applications
30. to download MS Word version of the application the R icon can be used to view application details in the online form and the icon is used to see the application history who acted on the application what was commented and access all files attached to the application The L icon can be used to write a review for the SEI application and suggest Approve Reject Suspend 6 4 Reviewing SEI Applications After reading the application documentation and its comments from other instances in the approval process the users of type EUD can write a review about the SEI application and decide whether they will mark that application as Approved Rejected or Suspended After using the link Applications for Approval Rejection on the main menu the users of type EUD can follow the Ld icon on the table row for a specific SEI Application in order to make their decision and enter comments for the Approve Reject Suspend as well as upload a file on a page like the one bellow User Manual for Online Application Tool OLAT Page 56 TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as eudl eudl Review of SEI Application sit i a For Your Action Bode o nae naar aaa Approval Rej Application Name This is test SEI Application of Type A Action History Application Type A Approved Applications by EUD A Date Submited 1 8 2012 3 59 32 PM Rejected Applications by E
31. 1 institution11 a My profile a Guide for SEI E Figure 68 SEI Applications in Process 6 9 Finished Applications The Finished Applications subsection shows a list of all SEI Applications in the whole system which are finally Approved or Rejected and which are not in the approval process at the moment This list contains detailed information about the applications their current status and details about their history User Manual for Online Application Tool OLAT Page 58 6 10 Reports The Reports subsection shows a statistical analyzes by Beneficiary as shown in the Figure bellow The table shows a list of Beneficiaries which have submitted a SEI application using the system and statistics about those applications The icon at the end of the row can show statistical information about those applications taking into consideration their statuses TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as eudi eudi Applications per Institution and their status Home For Your Action s Aaron Me AN applications Approved Rejected in proccess Applications for Application Name eel appucatont applications applications applications Approval Rejection pne General Directorate for Developing and Act History Publishing Legislation BI A pee ener Ud 2 General Directorate of European Union 6 0 0 6 E Approved Applications by EUD a and External Relation
32. 7 3 1 Add New Institution The form for adding new institution into the system is displayed on the Figure bellow The System Administrator is required to enter Institution name and select the parent institution in the organizational structure the institution under which the new institution belongs User Manual for Online Application Tool OLAT Page 68 T RK YE CUMHUR YET AVRUPA B RL BAKANLIGI KEPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS Add Institution Home n Mal Settings isi Name of Institution Institutions Parenlindibulien Choose Parent Institution 7 My profis n Mans Banking Reguliatan and Supervision Apency tapa Markets Board ECemgeetitien Asiar ity Ej Cena etree Court Drerrarnre of Gamera Relations Ceursil nf Higher Education oe Die parzment af uropesn Union and imesmecional Relations Directorate General of agndatieng Dinectorste General of Press ana Information Eins Beard for Public Oies Export Credit Bank of Turkey Care Divectorabe of Hasiera Lapis General Dinerrarare cf rame Airparm Aurnring General Dirnerrornre of brave Archives Information ara Communicsriens Authority Minisoy for DU Afairs o gt Directorate for Polite Amalia 4 ENreit rate Gf Accession Palicy lt lt Directorate of Agriculture ana Fishesdes Binectorate of Civil Society Communication and Culture D rectarnte of Economic and Financial Palicies D irerrarsre of European Unica Las rirezrorare of Fin
33. 9 v Figure 2 Main OLAT System Screen In order to enter into the system and access the available features every user should log in by entering its username and password The users and visitors of the URL above can access the Guide User Manual for Online Application Tool OLAT Page 3 for SEI Guidelines for Specific TOR and User Manual documents from the main menu which is on the left part of the screen without logging into the system The usernames and passwords for every user are provided by the System Administrator In order to get access to the system all users should request access to it by contacting the Directorate of Project Implementation After a successful logging into the system every user will get access to the functionalities which are allowed to the type of users he she belongs to Details about these functionalities are shown in the next Chapters of this User Manual grouped by types of users For the quick reading guide each user of the OLAT system should read the Introduction chapter and the chapter explaining the functionalities of the type of users to which it belongs For example CFCU users should read Chapter 1 and Chapter 5 User Manual for Online Application Tool OLAT Page 4 2 Beneficiary Type of User When a user belonging to the Beneficiary type of users logs into the application he will see the Welcoming screen displayed on the Figure 3 bellow C T RK YE CUMHUR YET AV
34. AFFAIRS You are logged in as approverl approverl Approve Reject Application Home For Your Action Mx 5 Action History 0 Application Name Support to Preparation of Communication Strategy for the Chapter on Environment Returned Applications a Application Type A Assigned Applications Date Submited 8 15 2012 5 12 47 PM Approved Applications v Created By Cengiz Baykara Rejected Applications y Applicant Institution Ministry of Environment and Urbanisation System Overview Applications in Process LY Cunt R Lo i SEI Component Applications per Institution and their status will Your Action 8 Approve Reject Summary Report sull Attach file Browse iii a Cuida Ene OFT ell hd Figure 38 Approving Rejecting SEI Application During this step the user should categorize the SEI application according to the SEI Component PPF or UNIBE User Manual for Online Application Tool OLAT Page 30 3 4 Returned Applications In order to monitor the activities performed by users of type Approvers the Main Menu has an Action History section which has four subsections This section shows a history of all actions made by the users of type Approvers into the OLAT system The first link Returned Applications shows a list of SEI Applications which are returned to the Beneficiaries for further improvements after an initial review by the Approvers or after it was suspended by MEUA Directorates or EUD duri
35. ANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as cfcul cfcul A Summary Report Home For Your Action E STE PILER ETRE Seg E S AO Programming Year Choose Programming Year N Applications for Approval Rejection Project Status Choose Project Status v Acton Heto C Ce Applications Sent for mem 2 1 Framework Contract CFCU Test Type A Approved by CFCU 65000 System Overview Submitted Waiting lemon m ee E Eu for Ap Action Applications in Process 18 Finished Applications UM Submitted Waiting Reports ii Jum m SO AEOS BENON fopleatonspertrsttutonand 5 Direcagreement oa2 Approved by CFCU am their status il MEUA Summary Report ull Directorates EUD 3 6 bi Oppinion Given irect Agreement Goce G 2 Waithing for AAA o ind e Approval Rejection i ET Guide for SEI E VUE A esse ubmitte ai ing 1 b 3i sl i pas Direczagreement CE Guidelines for Specific TOR a a ad Sent for Review 8 Direct Agreement Waiting for MEUA User Manual ne lt Directorates EUD Sent for Review Logout A A SS CE 39 Direct Agreement Waiting for MEUA Directorates EUD Approved by Approvers Waiting 10 Framework Contract Goce 7 for CFCU MR Y Figure 71 Summary Report 6 11 My Profile This section of the system gives a possibility to the user to change his personal details like first name last name email address telephone etc The form bellow shows
36. Besides information about the application name application type date when it was submitted and information about the applicant institution the list shows information to which Directorate s the application is sent for review By using the icons placed next to every SEI Application in the table rows the user can see details about the application as well as about the review process Besides the usual icons for MS Word for viewing application details and for viewing application history the user can use i icon to see details about the review process This link leads to a page as the one displayed on the Figure bellow there all Directorates which are supposed to give a review are listed together with information about their reviews User Manual for Online Application Tool OLAT Page 31 T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approverl approver1 Assigned Applications m Home A For Your Action e Action History Search Prevew 10 2 Application designed Apphcutows This is test Type C SEI x pal Penes Duce ui Application co 17 129 am European Union and Directorate for Political Affairs QD dy Approved Applications B External Relations Rejected ACERCA pu 2 g Thisisatest Type D sel US 1 13 2012 a el Directorate for Political Affairs Q dig Ene ENCAN Application 12 14 14 AM tenai Relations Directorate of Accession Po
37. Direct Dire agreement Goce F 12 for Approvers Action Guidelines for Specific TOR LEI OOOO PORN Sent for Review 8 Direct Agreement Waiti for MEUA Sent for Review Logout EE Sarat POS SF Tae TS RT ITS 9 Direct DE App G Waiting for MEUA Directorates EUD Approved by Approvers Waiting Framework Contract Goce 7 for CFCU Approval Rejection wv Figure 62 Summary Report 5 10 My Profile This section of the system gives a possibility to the user to change his personal details like first name last name email address telephone etc The form bellow shows the information a user can change by himself The user by himself can not change the Institution it belongs to or it type and privileges into the system The user can see these information but in order to change them the Directorate of Project Implementation should be contacted User Manual for Online Application Tool OLAT Page 51 T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as cfcul cfcul My Profile Ame Home For Your Action First Name Application for 7 dispo HO Username Applications Sent for Password Corrections Repeat Password eeeee Email asda2s asda com a Applications Send to EUD A System Overview PANA Phone 12312312312 Applications in proccess A Finished Application ul Type of User CFCU El Reports sul as My pr
38. I 1 13 2012 institution21 My profile FE E Li Application FO 123125AM institution21 hd 4 a0 R Guide for SEI E Guidelines for Specific TOR El User Manual E Logout This project is co financed by the European Union and the Republic of Turkey 100 y Figure 34 List of SEI Applications waiting for Approvers action By using the icons placed next to every SEl Application in the table rows the user can perform various actions The E icon gives possibility to download a MS Word version of the SEI Application The R icon can be used to view application details in the online form The icon is used to see the application history users that acted on the application their comments and a list of all files attached to the application The o icon is used to return a submitted SEI Application to the Beneficiary for further improvements and the amp icon is used to send the SEI Application for review by MEUA Directorates for all application types and by EUD for applications of type C The Ld icon on is used to Approve Reject a specific SEI Application Usually when MEUA Directorates and EUD for Type C evaluate a specific SEI Application as Approved or Rejected Approvers give their opinion and evaluate the same SEI Application as Approved or Rejected Still User Manual for Online Application Tool OLAT Page 27 the approvers can reject a SEI Application if after several cycles of communication with the Beneficiary they are not
39. LI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as admin1111 admin1123 Administration of users Home Gy Users b Mail Settings i Jo Send Prevew 10 v ENCCOENIENUTCTRNENU TT NEN 774 77777 Institutions iP RES 1 admin admin1111 admin1123 pra e 10 My profile a PESE toa sions ocn overs a x 2 approveri approveri approverl Pes e 4 e Guide for SEI a 3 approver2 approver2 approver2 ic an DPI and o 4 e Guidelines for Specific TOR pan 4 cul efcul efcul CFCU o a0 User Manual La Punto Mn 5 cfcu2 cfcu2 cfcu2 CFCU e 42 E cc my 6 eudi eudi eudi EU Delegation o AX 7 eud2 eud2 eud2 EU Delegation e VIX General Directorate for B institution11 institution11 institution11 Beneficiary Developing and Publishing Gf A e Legislation RENAN ow person em Department of External P 9 institutioni2 institution12 institution12 Beneficiary Relations eo E General Directorate of 10 institution21 institution21 institution21 Beneficiary European Union and Gf A e External Relations Cri Press 1 2 Next iat amp 1005 v Figure 79 List of Users with one deactivated user Deactivated users can be activated by the System Administrator at any time 7 3 Institutions By following the Institutions link on the main menu or the Institutions section on the Dashboard the users of type System Administrators can access the module for administration of Institutions The institution
40. NE EAR a Sei Finaly Approved Applications 0 Applications in Process Ee Finaly Rejected Applications 0 Finished Applications ix Reports ull My profile A This project is co financed by the European Union and the Republic of Turkey Figure 52 Main OLAT System Screen for users of type CFCU Every screen in OLAT system as well as the one shown above consists of three parts The first part is the header of the application where the logo of the Ministry for EU Affairs is displayed and information for the logged user The second one is the main application menu where all available functionalities for the logged users are listed and the third is the main working area where the user interacts with the application fills forms and selects available choices As can be seen from the Figure 52 above when a CFCU type of user is logged into the system the menu with available links is displayed on the left side and a Dashboard is displayed on the main working area giving quick information to the user about its activities the activities he is supposed to perform and detailed statistics If an urgent action is required from a user it is clearly indicated on the Dashboard with red color under the section For Your Information User Manual for Online Application Tool OLAT Page 42 5 1 The Dashboard The Dashboard for the MEUA Directorates type of users is divided in four sections For Your Information section shows information
41. Online Application Tool OLAT Online Application Tool OLAT User Manual Version 2 0 Prepared by Goce Armenski PhD 2 X 2013 User Manual for Online Application Tool OLAT Page ii Table of Contents Table Of CONTENTS e P il Revision HIStOTY ov Vii L Introduction 1 1 1 PUDO Ean E I 1 2 Software SDeclHicallOEBS osea ient reto on ue tete A it a 1 Za Beneficiary Type of USOT tete nato naio passa bucal aaae iaaa aaan FERE VAS EUREN a eaaa aS 4 2 1 The Dashboat l i ei ooi o oett E ede Ta cei xe ae debe dut Da des 4 2 2 AE RR PR rH rr 5 23 Create NOW JADDIICOUORB ds da a GG a ta 6 2 4 Created APPlCAallOmMs 212555 E m 15 2 5 Working On SET Appl Cation erriaren e as 16 2 6 Submin a SELA ppa ON see RR ae n Ribas od a AEE a 17 2 Submitted Applications cs ion ded ista tds Ste dn od Xie etat caia da aa lod Due dd 17 2 8 Applications TOR COPE CUIONS Ds dat Rd 20 29 huuc P 22 PIDEN E VII LTEM 22 3 Approvers DPI and DFC Type of User occomoms 23 3 NA a a E A E E E E A 24 312 The Mam NC Sc e 24 3 3 A E EE 26 3 4 Returned ADpLICOEHOTS snena iieri et tda do ia tao bust cede baud Repo a 30 3 9 Assigned Applications Applications sent for review 30 3 6 Approved Applications dl 32 3 7 Isejected AA PP IC AUIOM iser E a EEN 32 3 8 FADD NC ALIONS AN PEOCESS eien Ea Si o a a a ER DURER NU 32
42. RUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution21 institution21 from General Directorate of European Union and External Relations Dashboard Home Gy Create New Application Y For Your Action Created but not Submitted SEI Applications Created Applications Returned Applications for Corrections 0 There are no Created Applications Submitted Applications E a AS dj Your Stati ti Status of Your Sul itted SEI A fi ti Applications for Corrections 4 created but not Submitted Applications 0 There are no Submitted Applications My profile Submitted Applications 0 pa In Approval Process 0 Guide for SEI i EU 0 Ro Finally Approved Applications 0 Guidelines for Specific TOR This project is co financed by the European Union and the Republic of Turkey Figure 3 Main OLAT System Screen for users of type Beneficiaries Every screen in OLAT system as well as the one shown above consists of three parts The first part is the header of the application where the logo of the Ministry for EU Affairs is displayed and information for the logged user The second one is the main application menu where all available functionalities for the logged users are listed and the third is the main working area where the user interacts with the application fills forms and selects available choices As can be seen from the Figure 3 above when a Beneficiary type of user i
43. SEI Application for EUD Review If the system is configured to send notification emails see the user manual for System Administrators then the users from the selected MEUA Directorates will get also an email with a notification that a specific SEI application is sent to them for a review 5 4 Applications Sent for Corrections In order to monitor CFCU users activities the Main Menu has an Action History section which has two subsections This section shows a history of all actions made by the CFCU types of users into the system The first link Applications Sent for Corrections shows a list of SEl Applications which are returned to the Beneficiaries after an initial review by the CFCU for small changes The list shows the application name application type date when it was submitted information about the applicant institution as well as information about the returning date and a person which returned it At any time the user can see the SEl Application itself in MS Word file or in online form and can see its history by using the icon User Manual for Online Application Tool OLAT Page 47 T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS Applications Sent for Corrections Search _ Preview 10 v Application Sent for Application Name Submitted On Applicant Institution Sent for Correction By Type Correction On General Directorate a This is test SEI Applic
44. SEI Application of Type E ES MEUA Directorates EUD institution11 institution UL 4 Reports alll 5 Cra This is test SEI Application of Type D DO po oet eei institution11 institution11 a e P RS fs Submitted Waiting for ERE Ee REEL x My profile A B 6 gj This is test SEI Application of Type F FO Approves Anon institution11 institution E 4 Guide for SEI En Figure 59 SEI Applications in Process User Manual for Online Application Tool OLAT Page 49 The Applications in Process subsection shows a list of all SEI Applications in the whole OLAT system which are in the approval process not depending on which stage of that process they are at the moment This list contains detailed information about the applications their current status and details about their history 5 8 Finished Applications The Finished Applications subsection shows a list of all SEI Applications in the whole system which are finally Approved or Rejected and which are not in the approval process at the moment This list contains detailed information about the applications their current status and details about their history 5 9 Reports The Reports subsection shows a statistical analyzes of the data in the OLAT system by Beneficiary as shown in the Figure bellow The table shows a list of Beneficiaries which have submitted a SEI Application using the system and statistics about those applications The icon at the end of the row can show stat
45. UD A Created By institution11 institution11 Suspended Applications by EUD y Applicant Institution General Directorate for Developing and Publishing Legislation SN REINES Applications in Process Eo Comment Finished Applications im x TE EE sul Your Decision Approved Rejected Suspend Myprofie oss a Attach file Guide for SEI aj Figure 66 Reviewing a specific SEI Application 6 5 Approved Applications by EUD The Approved Applications by EUD subsection shows a list of all SEI Applications which were marked as Approved by users of type EUD after the review process The list contains detailed information about the applications and details about their history T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as eudi eud1 Approved Application Home f a For Your Action Application for Approval Rejection serch Preview 10 jam p Approved Application by ato F HERE TET S NIMM se Legislation Approval Rejection Rejected Application by EUD LI k General Directorate for Application Recorected System Overview 2 amp inata VIBE A Set co ad d Developing and Publishing Waiting for CFCU QL EERE SSE TS EE TN a EE E Legislation Approval Rejection Applications in proccess Ee General Directorate for Sent for Review Waiting Finished Application A s Cra Type C New one co HE Developing and Publishing for MEUA Directorates Ae m Tu Le
46. Union and the Republic of Turkey You are Dashboard For Your Action lt Created but not Submitted SEI Applications Returned Applications for Corrections 0 This is a test Type F SEI Application 12 01 2012 This is a test Type E SEI Application 12 01 2012 This is a test Type D SEI Application 12 01 2012 This is test Type C SEI Application 12 01 2012 di Your Statistics gt Status of Your Submitted SEI Applications Created but not Submitted Applications There are no Submitted Applications Submitted Applications In Approval Process Finally Rejected Applications Finall oved ications eo a 270 a Figure 23 Dashboard of a user of type Beneficiary example after creating SEI applications 2 5 Working on SEI Application TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS This project is co financed by the European Union and the Republic of Turkey SEI Application This is a test Type A SEI Application Applicant s information Relation to identified priorities Nature of the action Specific Terms of Reference E BACKGROUND This is a background of this application E DESCRIPTION OF THE ASSIGNMENT Kj EXPERTS PROFILE or EXPERTISE REQUIRED amp LOCATION AND DURATION E REPORTING amp ADMINISTRATIVE INFORMATION Figure 24 Working on a SEI Application Users belonging to a specifi
47. a en oed pu eb iuto p vedi ete d ba beds ts Fons 70 User Manual for Online Application Figure 86 Changing the user Profile Tool OLAT Page vi User Manual for Online Application Tool OLAT Page vii Revision History Project Title Technical Assistance to Ministry for European Union Affairs for Online Application Tool OLAT for Submitting SEI Applications Project Number ALTUN DASEI TR2009 0740 01 01 DA 025 Date 2 October 2013 Version 2 0 Status of document Draft For approval Approved NEN Change history Version Date 1 Summary of Change 06 1 2012 Drafting version 0 1 10 1 2012 Updates on version O 1 12 1 2012 Final updates 2 X 2013 Updates with the new functionalities Author s IT Expert A CA Circulation list Ministry for EU Affairs DPI Director Do Ahmet Hakan Atik Ministry for EU Affairs DPI SEI Coordinator Po Aysel Onem Ministry for EU Affairs DPI SEI Coordinator Mustafa Yilmaz Ministry for EU Affairs ITDirector Seren abuk imaz CFCU Contract Manager Goce armenski ren User Manual for Online Application Tool OLAT Page 1 1 Introduction 1 1 Purpose The User Manual document describes the functionalities of the Online Application Tool OLAT system for all types of users in the system The purpose of this document is from user perspective to present a detailed description of the functionalities of the Online Application To
48. act Goce 7 tor CFCU eur Figure 45 Summary Report The data in the table can be filtered by programming year and by project status by using the dropdown menus on the top of the screen 3 11 My Profile This section of the system gives a possibility to the user to change his personal details like first name last name email address telephone etc The form bellow shows the information a user can change by himself The user by himself can not change the Institution it belongs to or it type and privileges into the system The user can see this information but in order to change them the Directorate of Project Implementation should be contacted User Manual for Online Application Tool OLAT Page 35 T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approverl approverl My Profile Home O o For Your Action al First Name Action History Last Name Returned Applications a Username approver Acid Appian Password Approved Applications 4 Repeat Password eeeeeecece E Rejected Applications an Email System Overview Phone 12312312311111 i Applications in Process A Fax Phone Finished Applications i Type of User Approvers DP and FCE Reports Le PO SEG RR a ul Institution D rectorate of Project Impleme My profile a update Guide for SEI EN E 100 y Figure 46 Changing the user Profil
49. al for Online Application Tool OLAT Page 64 is Of type Beneficiary the system administrator should select the Institution it belongs to and indicate whether the user is SPO for that institution can create submit and delete SEI applications C x T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as admin1111 admin1123 Add New User Home A Users B ca Mall Settings E rields marked with must be filled in Institutions Fp First Name Last Name My profile E A e 3 Guide for SEI Fi A O wo Guidelines for Specific TOR aA Repeat Password User Manual ES Email Logout Phone Loo O Type of User Beneficiary Institution Choose Institution e SPO This project is co financed by the European Union and the Republic of Turkey 100 y Figure 76 Add New User of type Beneficiary If the user is of type Approver the system administrator should select the Institution it belongs to from a list of two Directorates as displayed on the next Figure TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as admin1111 admin1123 Add New User Home fas Users bax J Mail Settings l Fields marked with must be filled in Institutions First Name Last Name My
50. ancial Cooperacion Eireccorace of Prodect implementacion Lhnectorsbe Of Hitit and Documentation Mirectorate of zectaral Policies lt lt Dupectarate of Single Market and Compesition 1 Directorate of Social Regional and innovative Policies Y Figure 82 Add New Institution The user can enter unlimited number of Institutions in the system and can simulate organizational structure with unlimited depth of institutions and sub institutions 7 3 2 Edit Institution By using the icon on the table rows on Figure 80 the System Administrator can change the name of a specific institution and can change the organizational structure of the institution too 7 3 3 Delete Institution By using the icon on the table rows on Figure 80 the System Administrator can delete deactivate institution in the system The details about the user are not permanently deleted from the system for security reasons and for history consistency 7 4 Clear OLAT This section gives a possibility to the administrator to either delete all submitted applications in the system or to delete all previously entered data in the system and return it to the initial state as it was initially installed with only one user admin admin The initial use of OLAT was for testing purposes so this is a valuable tool for the administrator when a decision for official use of OLAT will be made Also if the application is transferred to another location by cleaning all of its
51. and Financia Policies Directorate of Single Market and Competition Directorate of Agriculture and Fisheries Directorate of Financial Cooperation Directorate of Civil Society Communication and Culture Directorate of Project Implementation Directorate of European Union Law Directorate of Translation Coordination Directorate of Training and Institution Building Directorate of Research and Documentation Figure 78 Add New User of type MEUA Directorate If the user is of type CFCU or EUD the system administrator does not need to make additional selections The user becomes active at the moment it is entered into the system by the System Administrator The user password should contain at least 5 characters out of which 1 has to be number 1 has to be special character and 1 has to be character 7 2 2 Edit User By using the icon on the table rows on Figure 74 the System Administrator can change details about every user in the system Every user can change its basic information by himself but they cannot change its type and the institution they belong to 7 2 3 Delete User By using the icon on the table rows on Figure 74 the System Administrator can delete deactivate user in the system The details about the user are not permanently deleted from the system for security reasons and for history consistency User Manual for Online Application Tool OLAT Page 66 T RK YE CUMHUR YET AVRUPA B RL BAKAN
52. and their status gives a reporting capabilities per Institution o Summary Report gives summary reporting capabilities which can be filtered by Financial Year Status and exported to excel My profile allows the user to maintain its data Guide for SEI is a link to a document where the SEI program is explained in details Guidelines for Specific TOR is a link to a document which helps the users to fill the Terms of Reference for SEI projects User Manual is a link to this document where all users can see the functionalities of the OLAT system available for them Logout logs the user out of the OLAT system This action should be performed always when the user wants to leave the system For security reasons the system logs out the logged user every time when that user is not active for more than 20 minutes User Manual for Online Application Tool OLAT Page 44 5 3 Applications for Approval Rejection TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as cfcul cfcul Application for Approval Rejection For Your Action Applications for 3 Approval Rejection E Search _ Preview 10 v Applications Sent for General Corrections a Directorate of gt Thisisatest Type A SEI 5 1 13 2012 Applications Sent to EUD eS 1 Application w 12 11 13 AM pos y cio 18 amp E Relations System Overview STILE A ae NE General Applications in Process i icd Dire
53. ated Applications gives a list of all created but not submitted SEI Applications for a specific Institution to which the logged user belongs with several details about each application Using this list the users can continue the work on these SEI Applications and prepare them for submission Submitted Applications gives a list of all submitted SEI Applications for a specific Institution to which the logged user belongs This list is where users can view details of the submitted SEI Applications and see their current statuses as well as comments from the other types of users in the approval process Applications for Corrections gives a list of SEI Applications which have been submitted by the Institution Beneficiary but have been returned for improvements by users of type Approvers or by users of type CFCU My profile allows the user to maintain its personal data Guide for SEI is a link to a document where the SEI program is explained in details User Manual for Online Application Tool OLAT Page 6 Guidelines for Specific TOR is a link to a document which helps the users to fill the Terms of Reference for SEI projects User Manual is a link to this document where all users can see the functionalities of the OLAT system available for them Logout logs the user out of the OLAT system This action should be performed always when the user wants to leave the system For security reasons the system logs out the logged use
54. ation 1 8 2012 3 59 32 for Developing and 1 8 2012 D os Type A AQ PM Publishing 11 27 43 PM PA a e Legislation i General Directorate This is test SEI Application a 1 8 2012 7 42 26 for Developing and 1 8 2012 Applications in Process A DB often jig PM Publishing 11 27 48 PM efcul ccul a 6 Legislation Finished Applications Figure 56 List of Returned SEI Applications for small corrections 5 5 Applications Sent to EUD The Applications Sent to EUD subsection shows a list of all SEI Applications sent to EUD for a review for which the review is not yet uploaded into the system Besides information about the application name application type date when it was submitted and information about the applicant institution the list shows information to which Directorate the application is sent for review T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as cfcul cfcul Applications Sent to EUD for Review Home E For Your Action Applications for Approval Rejection Search _ Preview 1 10 I1 aio gata Sent for General Directorate orrections A ao e rr ES e Legislation System Overview T General Directorate ihi RSET ESTERS ARMS TEAST a This is test SEI Application 3 2012 7 42 26 for Developing and 2012 Applications in Process a 2 DB ces m PM Publishing 11 29 19 PM durdu A Em Legislation Finished Applications im Reports ul 100
55. atures of the system which are most important for this type of users The goal is to get access to the specific system functionality in a minimum number of clicks The Main Menu consists of the following links Home gets the user to the Dashboard where he can monitor it activities and the activities of other users in the system For Your Action section has one subsection o Applications for Approval Rejection gives a list of SEI Applications sent to the users of type EUD from users of type CFCU for a review Users of type EUD should act upon these SEI Applications Action History section gives an overview of the CFCU users activities into the system and is divided into two subsections o Approved Applications by EUD list of SEI Applications which are evaluated as Approved from EUD o Rejected Application by EUD list of SEI Applications which are evaluated as Rejected from EUD User Manual for Online Application Tool OLAT Page 54 o Suspended Application by EUD list of SEI Applications which are evaluated as Suspended applications which can be considered as good if they are improved by the Beneficiary from EUD System Overview section gives an overview of the activities in the whole system and is divided into two subsections o Applications in Process list of SEI Applications which are in the approval process in the system o Finished Application list of SEI Applications which were finally Approved or Rejected during
56. ble by project name and its status The table below shows a list of projects type of projects their status contracted amount as well as indicative budget TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approveri approverl Summary Report E Programming Year Choose Programming Year v Action History EDS PIORES ee Ro SE Project Status Choose Project Status v Retuned Agokcatons R oy Assigned Applications E AWARD PROCESS PROJECT TITLE STATUS Ez INDICATIVE BUDGET Approved Applications v Rejected Applications Framework Contract CFCU Test Type A Approved by CFCU 65000 Submitted Waiting System Overview IIR e Approvers Bonon T Applications in Process a Direct Direct Agreement apps EvatuationotrOfers of Offers 132 re 5 Direct Direct Agreement oaz approved by CFCU 1111 1222 Applications per Institution and MEUA their status n il Directorates EUD Summary Report Oppinion Given sul 6 DirectAgreement GoceG 02 Waithing for Approvers My pM EID 6 Approval Rejection netten tnter eite nenne entente tnu or Approvers Action Guidelines for Specific TOR Sent for Review SRESSESSESEESSERS esae pEi iSS EREITEA 8 Direct Agreement Waiting for MEUA Directorates EUD User Manual LE TUSSU E Sent for Review 9 Direct DE Waiting for MEUA Logout LE Directorates EUD Approved by Approvers Waiting Framework Contr
57. c Institution Beneficiary can work on a specific SEI Application during unlimited period of time Once the SEI Application is created in the OLAT system it remains in the working version until all fields in the online form are not filled in Then users with a privilege to submit SEI Applications in the name of an Institution Beneficiary can submit it officially While working on the created but not submitted SEI Application users can fill fields in the online form Different users can work on different sections of the SEI Application at the same time It is important to always Save the work done on a specific SEI Application before closing the online form The Figure 24 shows an example screen of a logged user working on a specific SEI Application User Manual for Online Application Tool OLAT Page 17 The user which is logged in into the OLAT system and which is working on the application on the Figure 24 does not have privilege to submit this SEI Application This user can only work on the application content and the application will be submitted by another user from that Institution who has the required privileges to do that 2 6 Submitting a SEI Application The users which are granted a privilege to create submit and delete SEI Application in the name of the Institution they belong to will be able to see a Submit button on the Figure 24 When all fields in the online form for a specific SEI Application are properly
58. ctorate of J a m gee co ANIM ae Y 7820 D Finished Applications iv 3 and External Relations Reports ull My profile a Guide for SEI En This project is co financed by the opean Union a Euri nd the Republic of Turkey Figure 53 SEI Applications for Approval Rejection This section displays a list of SEI Applications on which an action is required from users of type CFCU The list contains information about the SEI Applications as the name of the application the type of the application the submission date the applicant institution and information whether this is a corrected application an application which was returned to the Beneficiary for small corrections and resubmitted later or whether it is a Suspended application by EUD By using the icons in the table rows next to the SEI Application details the user can perform various actions The E icon gives possibility to download MS Word version of the SEI Application the R icon can be used to view SEI Application details in the online form and the icon is used to see the SEI Application history who acted on the application what was commented and access to all files attached to the application The E icon is used when CFCU users wants to return the SEI Application to the Beneficiary for small corrections and the d icon is used to send the SEI Application to EUD for a review for all application types except for Type C The Cd icon can be used to Approve Reject app
59. e 3 12 Logout This feature logs the user out of the OLAT system It is very important that the user performs this action always when he wants to leave the system For security reasons the OLAT system logs out the logged user every time when that user is not active for more than 60 minutes User Manual for Online Application Tool OLAT Page 36 4 MEUA Directorates Type of User Users of type MEUA Directorates are responsible for evaluation of specific SEI Applications using their specific expertise SEI Applications are sent to them by users of type Approvers According to the results from this evaluation users of type Approvers make their final decision regarding the Approval Rejection of a specific submitted SEI Application Users of this type should request a username and password in order to access the OLAT functionalities When they log into the application their welcome screen looks like the one displayed on Figure 47 By that TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as meual meual from Directorate for Political Affairs Dashboard dj Your Activity Statistics For Your Action This is a test Type F SEI Application 13 01 2012 A E Eor Your Action This is a test Type E SEI Application 13 01 2012 ul Opinion Archive This is a test Type B SEI Application 13 01 2012 Opinion Archive 4 Thisis a test Type A SEI Application 13 01 2012 Action History M
60. e form for SEI Application of Type F 2 3 7 Create SEI Application of Type G Figures bellow show the creation and the look of the online form for SEI Applications of Type G Direct Agreement TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as imstitution11 institution11 from General Directorate for Developing and Publishing Legislation Create New SEI Application Created Applications Title of the SEI application This is a test Type G SEI Application Submitted Applications F Programming Year 2011 Anokatinas icons E Does the action involve technical assistance O No Yes Does the action involve twinning No Yes My profile 5 TERSSASEES ERRATA ANS Does the action involve Direct Agreement No Yes Guide for SEI ET Net Guidelines for Specific TOR User Manual Li Logout This project is co financed by the European Union and the Republic of Turkey Figure 20 Creating SEI Application of Type G User Manual for Online Application Tool OLAT Page 15 T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation SEI Application This is a test Type G SEI Application Home o Create New Application O Created Applications PEAD A Applicant s infor
61. e should follow the La icon which sends the user to a page like the one displayed on the Figure bellow On this page the user can enter comments by writing or can upload a document with his comments Also he can make a suggestion for Approve Reject Suspend of the SEI Application TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as meual meual from Directorate for Political Affairs Add Opinion This is a test Type A SEI Application A Opinion Archive ited 1 13 2012 12 11 13 AM My profile institution21 institution21 General Directorate of European Union and External Relations A od D Rejected Suspend This project is co financed by the European Union and the Republic of Turkey Figure 49 Enter a Review for a specific SEI application User Manual for Online Application Tool OLAT Page 39 User of type MEUA Directorates can give three recommendations for a specific SEI Application he she is reviewing The first two recommendations are Approved or Rejected and the third one is Suspended Users will give recommendation to be Suspended for those SEI Applications which needs improvements and for which at the moment he she cannot say neither Approve nor Reject Suspended SEI Applications are usually sent back to the beneficiary for improvements and later resubmitted by the same beneficiary After the resubmission users of type Approver will again s
62. ed SET Applica OSA bat Us eda dua a A aa drda 18 Figure 27 Canceling Withdrawing a Submitted SEI Application sess 19 Figure 28 History of Submitted SEI Application asus 1a diua c tise ioco ea dea e deo ee en eet ooo diia 19 Figure 29 Dashboard of a user of type Beneficiary example after submitting SEI Applications 20 Figure 30 Dashboard of a user of type Beneficiary example after returning SEI applications for improvements gnat as pot eur dado eda E T oto cce bell docet tud AA EA Rd 21 Figure 31 List of returned SEI Applications for improvement esses 21 Fieute 52 Chane ine the user Froles e Eo Ea us Soa E teet DR VA ut 22 Figure 33 Main OLAT System Screen for users of type Approvers esses nenne 23 Figure 34 List of SEI Applications waiting for Approvers action esses eene eene 26 Figure 35 Return SEI Application for improvements ccccceeeeennncecceeceeeceeeeeeeenennneeeeecececeeeeeeeeeeenneeeeeeeeeeees 27 Figure 36 Send SEI Application Tor Revie Wi init cin ebbe iua cot dau eut ede Dc eb lune ced uae GC E a a 28 Figure 37 Send SEI Application of Type C for Review ritiro it 20 Figure 38 Approving Rejecting SEI Application sess senes n nnne nennen enne 20 Figure 39 List of Returned SEI Applications zd trate so Ced OU haad tea tende eve bv edi oso ae CU kun pne a 30 Figure 40 Listof SEI Apphcations sent for Re
63. edit the application in order to improve its content by clicking on 4 icon After making the changes the users with privileges to Submit SEI Applications in the name of the Institution Beneficiary can resubmit that specific SEI Application When an application is resubmitted it goes directly to the stage on the approval process from where it was returned User Manual for Online Application Tool OLAT Page 22 When a SEI Application is resubmitted another MS Word file is created which is available for download and preview The system keeps track of all MS Word files created which gives a possibility to track changes from one submission to another 2 9 My Profile This section of the system gives a possibility to the user to change his personal details like first name last name email address telephone etc The form bellow shows the information a user can change by himself The user by himself can not change the Institution it belongs to or its user type and its privileges into the OLAT system The user can see this information but in order to change them the Directorate of Project Implementation should be contacted TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution21 institution21 from General Directorate of European Union and External Relations My Profile Home a Create New Application Fir
64. ellow show the creation and the look of the online form for SEI applications of Type C T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation Create New SEI Application Lio INNER T NE Te of the st aplaton Submitted Applications 5g i Programming Year 2011 e rec rececacereneeneran Applications for Corrections X E Does the action involve technical assistance No O Yes Does the action require less than 300 000 euro 9 No Yes My profile 63 PART E Does the action require less than 500 000 euro O No Yes Guide for SEI En Does the action require 500 000 euro or more but less than a Pinte elias Made E REE dao Ono O yes Guidelines for Specific TOR A Ene User Manual LE Logout This project is co financed by the European Union and the Republic of Turkey Figure 12 Creating SEI Application of Type C TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation Applicant s information Relation to identified priorities Nature of the action Project Fiche ie E Submission of Project Fiche There is no uploaded documents Upload document Upload file User Manual E
65. em functionality in a minimum number of clicks The Main Menu consists of the following links Home gets the user to the Dashboard where he can monitor its activities and the activities of other users in the system For Your Action section has one subsection o Application for Approval Rejection gives a list of SEI Applications recently approved by users of type Approvers and reviewed by users of type EUD Users of type CFCU should act upon these SEI Applications Action History section gives an overview of the CFCU users activities into the system and is divided into two subsections o Applications Sent for Corrections list of SEI Applications which are returned to the Beneficiaries for further corrections o Applications Sent to EUD list of SEI Applications which are sent to EUD for review and for which the review is not yes uploaded into the system User Manual for Online Application Tool OLAT Page 43 System Overview section gives an overview of the activities in the whole OLAT system and is divided into two subsections o Applications in Process list of SEI Applications which are in the approval process in the system o Finished Application list of SEI Applications which were finally Approved or Rejected during the approval process Reports section gives a detailed statistics of the activities in SEI program by Beneficiary as well as statistical data about the usage of the SEI program o Applications per Institution
66. end those improved SEI Applications for a review 4 4 Opinion Archive All activities by the users belonging to a specific MEUA Directorate as well as their reviews can be seen in the opinion archive This archive can be accessed both by using the Opinion Archive link on the main menu as well as through the Dashboard C x TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as meual meual from Directorate for Political Affairs Opinion Archive Home For Your Action For Your Action arch acad Preview 10 ET Opinion hatin ial This is test Type C SEI 18 2012 1245 01 Directorate for oe ye My profile a Application Political Affairs Approval Rejection ZEE E Waiting for MEUA i 2n a This is atest Type D SEI 1 13 2012 12 14 14 Directorate for gt a Eu 2 Li Application DO AM Political Affairs Directorates EUD Q Opinions This project is co financed by the European Union and the Republic of Turkey Figure 50 Opinion Archive Using the icons on the table rows the users can see details about their reviews details about the applications as well as the reviews from other Directorates for the same SEI Application 4 5 My Profile This section of the system gives a possibility to the user to change his personal details like first name last name email address telephone etc The form bellow shows the information a user can change by hi
67. ess the module for administration of users The Figure bellow shows a list of registered users with the most important details about every user The System Administrators are able to add new user edit user details and deactivate user in the system User Manual for Online Application Tool OLAT Page 63 REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS T RK YE CUMHUR YET AVRUPA B RL BAKANLI I You are logged in as admin1111 admin1123 Administration of users Home a Users gt ense 1 Mail Settings I Search preview 10 v ENCCCENENTCTNNINIT UT rest 7717RNNE TUN Institutions oP tuin PRAE IIE DSE e d N gt f 1 admin admin1111 admin1123 rea RN e 10 My profile G E E 2 appr 1 appr 1 A Approvers DPland Directorate of Project 4 e i puis ampi FCD Implementation Guide for SEI 3 approver2 approver2 approver2 e Un ane Gee Financial o 4 e Guidelines for Specific TOR a did eee 4 cfcul cfcul cfcul CFCU 6 Vax User Manual ES f A a 5 cfcu2 cfcu2 cfcu2 CFCU o 42 KOQUUE ra 6 eudl eudi eudi EU Delegation O 42e 7 eud2 eud2 eud2 EU Delegation o PA x General Directorate for 8 institution11 institution11 institution11 Beneficiary Developing and Publishing SY A e Legislation General Directorate for 9 institution12 institution12 institution12 Beneficiary Developing and Publishing o A e Legislation General Directorate of 10 institution21 institution21 institution21 Beneficiary European Unio
68. f four parts The first three parts are the same for all six types of SEI Applications and the last part is different The logged user on the figure above has the necessary privileges to Submit a SEI Application Other users to whom these privileges have not been granted will be able to see only the Save button on the screen An example of the second tab of the online form Relation to identified priorities is displayed on the Figure 7 bellow User Manual for Online Application Tool OLAT Page 9 T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as imstitution11 institution11 from General Directorate for Developing and Publishing Legislation SEI Application This is a test Type A SEI Application Home o Create New Application Bak Created Applications AIR SSIS anes Applicant s information Relation to identified priorities Nature of the action Specific Terms of Reference ema Does the action address a MIPD priority Yes No Applications for Corrections Paola anti Does the action address an AP priority Yes No My profile O Guide for SEI m Describe AP priority PRESENT I A ALLER PA Guidelines for Specific TOR A AA e ves On User Manual EP m Does the action address a sector priority Yes No Logout Does the action address another strategic priority Yes No Does the action emerge from the
69. for Developing and Publishing Legislation Created Applications Search JPreview 10 e Y in approval proccess v Finally Rejected applications v Finally Approved applications institution11 Applications for Corrections 1 Mj CFCU Test Type A o 10 3 2013 2 50 20 PM nny Approved by CFCU asse S 2 10 3 2013 11 06 54 institutionii PO RI IIRRROH S EN ats a AM institution11 Evalinaonot Ones A O Q 7 a 10 3 2013 10 51 04 institution11 Submitted Waiting for i Guide for SEI 8B Lim e institution11 Approvers Action UN e ee TOR B 10 3 2013 10 32 44 institution11 AC NE eM 3 E 32 i i iven Waithi 4 Lin Sue cu e AM institution11 for Approvers a o User Manual E Approval Rejection i a 10 3 2013 10 21 58 institution11 Submitted Waiting for A Logout EE RS O z Li appz ca institution11 Approvers Action N e 3 2 oe institution11 6 5 DA2 G O 10 3 20139 07 28AM ona Approved by CFCU asa S a m institution11 Sent for Review Waiting for a is Lib Ss institution11 MEUA Directorates EUD N e ES UNES institution11 Sent for Review Waiting for 8 i Goce F Last SO 10 3 2013 9 10 48AM canton MEUA Directorates EuD O i G a institution11 Submitted Waiting for a i 9 GoceF12 GO 10 3 20139 06 22 AM iion rabbis LO 10 E Guest AQ 6 29 2013 8 41 49 PM institution11 Returned for corrections by a amp B isa institution11 Approvers 4 1 2 This project is co
70. gislation EUD Reports ul My profile 8 Guide for SEI ET Guidelines for Specific TOR User Manual La Logout R10 Figure 67 List of SEI Application marked as Approved by users of type EUD User Manual for Online Application Tool OLAT Page 57 6 6 Rejected Applications by EUD The Rejected Applications by EUD subsection shows a list of all SEI Applications which were marked as Rejected by users of type EUD This list as the previous one also contains detailed information about the applications and details about their history 6 7 Suspended Applications by EUD The Suspended Applications by EUD subsection shows a list of all SEI Applications which were marked as Suspended by users of type EUD This list as the previous one also contains detailed information about the applications and details about their history Suspended SEI Applications are those applications which are neither Approver nor Rejected These applications are supposed to be returned to the beneficiary which submitted them These Beneficiaries are supposed to improve the application quality after which they can resubmit the application Suspended SEI Applications after the improvements are again sent to EUD for review 6 8 Applications in Process The Applications in Process subsection shows a list of all SEI Applications in the whole OLAT system which are in the approval process not depending on which stage of that process they are at the
71. he Main Menu consists of the following links Home gets the user to the Dashboard where he can monitor it activities and the activities of other users in the system User Manual for Online Application Tool OLAT Page 25 For Your Action gives a list of SEI Applications submitted by the Beneficiaries on which the Approvers should perform further actions This list also contains the SEI Applications of Type C which are suspended by EUD Action History section gives an overview of the Approvers activity into the OLAT system and is divided into four subsections o Returned Applications list of SEI Applications which are returned to the Beneficiaries for further improvements o Assigned Applications list of SEI Applications which are sent to MEUA Directorates or EUD for Type C for a review and for which the opinion is not yes uploaded into the system o Approved Applications list of SEI Application which are Approved by the users of type Approvers o Rejected Applications list of SEI application which are Rejected by the users of type Approvers System Overview section gives an overview of all activities in the whole OLAT system and is divided into two subsections o Applications in Process list of SEI Applications which are in the approval process in the whole system o Finished Application list of SEI Applications which were finally Approved or Rejected Reports section gives a detailed statistics of the activit
72. he user can select more than one Directorate from the list of MEUA Directorates When more than one Directorate is selected then all of them are supposed to make a review and return an opinion about a SEI Application before the user of type Approver can make an Approve Reject decision T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approverl approverl Select MEUA Directorates Home n j For Your Action T Action History 1 Application Name This isa test Type D SEI Application j Returned Applications a Application Type D Assigned Applications 3 Date Submited 1 13 2012 12 14 14 AM Approved Applications lv Created By institution21 institution21 PER aaa F Applicant Institution General Directorate of European Union and External Relations inibe e aa Choose institution Directorate of Accession Policy Jal Applications in Process A 7c re a W POORER ca as e M A Directorate for Political Affairs o My profile a Directorate of Accession Policy e Guide for SEI a Figure 36 Send SEI Application for Review If the system is configured to send notification emails see the user manual for System Administrators then the users from the selected MEUA Directorates will get also an email with a notification that a specific SEI Application is sent to them for a review In a SEI Applications of Type C the screen is slightly different and
73. ies in SEI program by Beneficiary as well as statistical data about the usage of the SEI program o Applications per Institution and their status gives a reporting capabilities per Institution o Summary Report gives summary reporting capabilities which can be filtered by Financial Year Status and exported to excel My profile allows the user to maintain its data Guide for SEI is a link to a document where the SEI program is explained in details Guidelines for Specific TOR is a link to a document which helps the users to fill the Terms of Reference for SEI projects User Manual is a link to this document where all users can see the functionalities of the OLAT system available for them Logout logs the user out of the OLAT system This action should be performed always when the user wants to leave the system For security reasons the system logs out the logged user every time when that user is not active for more than 20 minutes User Manual for Online Application Tool OLAT Page 26 3 3 For Your Action This section of the system shows a list of SEI Applications submitted by the users of type Beneficiary all users of type Beneficiary which are users of the system on which the users of type Approvers should perform further actions This list also contains information about those SEI Applications for which MEUA Directorates finished their review the same is true for EUD when Type C SEI Applications are into consideration
74. includes a checkbox to indicate whether the application should be sent for a review to EUD too besides the selected Directorates User Manual for Online Application Tool OLAT Page 29 TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approverl approveri Select MEUA Directorates Home RES For Your Action aw a Action History Application Name This is test Type C SEI Application 1 Returned Applications al Application Type C Assigned Applications Date Submited 1 13 2012 12 14 29 AM Approved Applications v Created By institution21 institution21 i sedi pu Applicant Institution General Directorate of European Union and External Relations itil enon obse ARIETE TETTE Send to EUD for opinion PERE proces Eo Choose institution Directorate for Political Affairs El Finished Applications sl eT LIS IO p mNIS S My profile a Directorate for Political Affairs e Guide for SEI ee E Guidelines for Specific TOR 100 v Figure 37 Send SEI Application of Type C for Review 3 3 3 Approve Reject SEI Application When after the review and feedback from its Departments the user of type Approver decides that the submitted application can be approved or rejected he she chooses the icon and gets a screen as the one on the Figure below TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU
75. ion Ob Pype B id cos dare aa aaa Pad atra een bando 10 Figure 11 Online form for SEI Application of Type B u ccccecsssscccccccceecceseeeeeesnsneeaeceeeeeeeeeeeeseeeesnnnaaeeeeeeeeeeeeeees 11 Figure 12 Creating SETA pplication of TYp C Leer reete ini GOO cities 11 Figure 13 Online form for SEI Application of Type Conooniooninnocononananononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnccnnnnnnnnns 11 Figure 14 Creating SEI Application of Type Divino nia ia craneal decia 12 Figure 15 Online form for SEI Application of Type Direnean aa aa a a EA Ea E REAA 12 Figure 16 gt Creating SEL Application OF Type E da E RR raia 13 Figure 17 Online form for SEI Application of Type E eene nnn nns 13 Figure ds Creatine SEL Application OF PV REF acie oo EE ates ee oaa beet dio i a ipM CS 13 Figure 19 Online form for SEI Application of Type F eeeseeesseeeeeseeeeeeeeee nnne nnne nnn anna nnns 14 Figure 20 Creatine SEL Application of TI Pei eit t eaten Ai 14 Figure 21 Online form for SET Application of Type dG Ade 15 Figure 22 List of created but not submitted SEI Applications esses nens 15 Figure 23 Dashboard of a user of type Beneficiary example after creating SEI applications 16 Figure 24 Working ond SET Application s eod iti petet ooa pei deos css aii tei ao doct tad face aa eu Sra adaga 16 Froure 2 Submitting SEL Appl Can serasa assa nana Relais 17 Fisure 26 Listof Submitt
76. ion Recorrected 10 QE Approved ications by EUD a This is test SEI Application of 1 8 2012 General Directorate for Developing Appi a Li Type A 3 59 32 PM and Publishing Legislation 61 Rejected Applications by EUD eS a This is test SEI Application of 1 8 2012 General Directorate for Developing E a5 B Vis S 2 Suspended Applications by EUD v Li Type B 7 42 26 PM and Publishing Legislation d a e Lg 3 E This is test SEI Application of co 1 8 2012 General Directorate for Developing as A System Overview i Type s 9 01 02 PM and Publishing Legislation e o Applications in Process Fe Finished Applications iv Reports ull My profile S Guide for SEI aj Guidelines for Specific TOR User Manual EJ Logout E 10095 Figure 65 SEI Applications for Approval Rejection This link on the main menu leads to a list of SEI Applications for which an action is required from users of type EUD These SEI Applications are sent to EUD from CFCU of from Approvers for SEI Applications of Type C for a review The list contains information about the SEI Applications as the name of the application the type of the application the submission date the applicant institution and information whether this is a corrected application an application which was returned to the Beneficiary for changes after EUD has marked it as Suspended By using the icons in the table rows the user can perform various actions The E icon gives possibility
77. is list contains detailed information about the applications their current status and details about their history 3 9 Finished Applications The Finished Applications subsection shows a list of all SEI Applications in the whole system which are finally Approved or Rejected and which are not in the approval process at the moment This list contains detailed information about the applications their current status and details about their history User Manual for Online Application Tool OLAT Page 33 3 10 Reports The system has two different types of Reports The first report shows a statistical analyzes of the data in the OLAT system by Beneficiary and the second Summary Report shows statistical data summarized in one table by project name and its status 3 10 1 Applications per Institution and their status This type of Report shows a statistical analyzes of the data in the OLAT system by Beneficiary as shown in the Figure bellow The table shows a list of Beneficiaries which have submitted a SEI Application using the system and statistics about those applications TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approveri approverl Applications per Institution and their status n For Your Action ov ARANA Approved Rejected in proccess Application Name All applications applications applications applications SS General Directorate for Developing and
78. istical information about those applications taking into consideration their statuses T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as cfcul cfcul Applications per Institution and their status For Your Action ERRE Approved Rejected in proccess Application Name amp AII applications Application for applications applications applications Approval Rejection Rej General Directorate for Developing and Action History Publishing Legislation Applications Sent for Corrections R Applications Send to EUD A System Overview Applications in proccess Fe Finished Application iw Reports ul Figure 60 Statistical analyzes by Beneficiary TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as cfcul cfcul Applications per Institution and their status Home For Your Action m Application for Approval Rejection Institution General Directorate for Developing and Publishing Legislation cata A Se Applications Sent for Corrections a Application Recorected Waiting for CFCU Approval Rejection Applications Send to EUD Es 2 Resubmitted Waiting for Approvers Action 2 System Overview 3 Waiting for EUD Approval Rejection 1 ES Applications in proccess Eo Finished Application iw Reports sul Figure 61 Statistical analyzes by statuses for a Beneficiary User Manual for Onli
79. l SEI Applications which were Approved by users of type Approvers The list contains detailed information about those SEI Applications their current status and details about their history T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approveri approveri Recently Submitted Applications 4 Search Preview 10 v Action History Q Approved by Approvers Waiting for CFCU Approval Rejection institution11 institution11 SPEARS RIRS IPOD Em This is a test Type C SEI Application Returned Applications a Assigned Applications B 2 EE This is a test Type D SEI Application DO BE ni ni institution11 institution11 Q 4 Approved Applications diiit e Y Rejected Applications ID System Overview Applications in Process Finished Application UM 100 v Figure 42 List of Approved SEI Application by users of type Approvers 3 7 Rejected Applications The Rejected Applications subsection shows a list of all SEI Applications which were Rejected by users of type Approvers This list as the previous one also contains detailed information about those SEI Applications and details about their history 3 8 Applications in Process The Applications in Process subsection shows a list of all SEI Applications in the whole OLAT system which are in the approval process not depending on which stage of that process they are at the moment Th
80. lication 5 3 1 Return application to Beneficiary for small changes After the initial review of a SEI Application the user of type CFCU can decide that small changes are required on it When returning SEI Application to the Institution Beneficiary which has submitted the application the user can enter comments and or upload a file with comments By using amp icon the user of type CFCU access the page shown in the Figure bellow where he enters the comments and or attaches the file with comments User Manual for Online Application Tool OLAT Page 45 T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as cfcul cfcul Return application for correction Home For Your Action Applications for Approval Rejection Application Name This is test SEI Application of Type A Action History Application Type A denim Sent for a Submitting date 1 8 2012 3 59 32 PM Applications Sent to EUD e Application creator institution11 institution11 System Overview Institution creator General Directorate for Developing and Publishing Legislation Applications in Process Fe Finished Applications im Tent Reports sull X wem a Attach file j Guide for SEI ET 100 v Figure 54 Return SEI Application to Beneficiary for small changes The Beneficiary to which the application is returned will get a notification on its dashboard and will be able to see the CFCU comments and files
81. licy Applications in Process A Finished Applications iv Reports sull 1009 y Figure 40 List of SEI Applications sent for Review When SEI Application is sent for a review to more than one MEUA Directorate or to EUD and one or more MEUA Directorates before performing any action Approvers are waiting for comments from all instances After receiving the comments from all institutions which are supposed to do review they decide whether to send the application back to the beneficiary or to Approve Reject it The Figure above shows that the application is sent to two Directorates from MEUA and none of them has uploaded its review documents into the system at this moment When they enter their opinions the data entered will be displayed on this screen Home For Your Action reed Approvers AssignedInstitutions aspx si Assigned Institutions Application Name This is a test Type D SEI Application Application Type D Date Submited 1 13 2012 12 14 14 AM Created By institution21 institution21 Applicant Institution General Directorate of European Union and External Relations Directorate for Political Affairs A Directorate of Accession Policy amp 1005 v Figure 41 Details about a review process for a SEI Application User Manual for Online Application Tool OLAT Page 32 3 6 Approved Applications The Approved Applications subsection shows a list of al
82. llowing two Figures show the process of creation and the look of the online form for SEI Applications of Type B T RKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation Create New SEI Application Created Applications Title of the SEI application This is a test Type B SEI Application Submitted Applications eye Programming Year 2011 Does the action involve technical assistance No 9 Yes EEE EEO Does the action require less than 300 000 euro O No Yes MEE LUI Does the action require less than 500 000 euro No 9 Yes Guide for SE ER Guidelines for Specific TOR User Manual LI MM IM This project is co financed by the European Union and the Republic of Turkey Figure 10 Creating SEI Application of Type B User Manual for Online Application Tool OLAT Page 11 TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation Applicant s information Relation to identified priorities Nature of the action Terms of Reference There is no uploaded documents Upload document Upload file Figure 11 Online form for SEI Application of Type B 2 3 3 Create SEI Application of Type C Figures b
83. mation Relation to identified priorities Nature of the action ToR and Expert CV E Submission of Terms of Reference My profile a There is no uploaded documents Guide for SEI ET Upload document Choose File No file chosen This project is co financed by the European Union and the Republic of Turkey Figure 21 Online form for SEI Application of Type G 2 4 Created Applications This section shows a list of all SEI Applications created by users from a specific Institution to which the logged user belongs which are not yes submitted for approval The screen bellow shows the list of the applications that were created in the previous sections T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution21 institution21 from General Directorate of European Union and External Relations List Created SEI Applications E gt Created Applications Do Search Preview 10 v ee e ra Application Name meus Created On Created By Submitted Applications E Applications for Corrections A This is a test Type F SEI Application Y ium institution21 institution21 Nep o al B 2 This is a test Type E SEI Application EQ TUM institution21 institution21 2 8 Guide for SEO O l E 3 This is a test Type D SEI Application DO vier iii institution21 institution21 ao Guidelines for Specific TOR 4 This is test Type C SE Application co
84. moment This list contains detailed information about the applications their current status and details about their history T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as eudi eudi Applications in Process Home For Your Action Applications for Approval Rejection E Search Preview 10 v Application Action History Application Name Description Application Creator Approved Applications by EUD MEUA Directorates EUD R E This is test SEI Application of Type C Oppinion Given Waithing for institution11 institution11 Rejected Applications by EUD E Approvers Approval Rejection Suspended Applications by EUD vj 2 E This is test SEI Application of Type A A EUD Approve application institution11 institution11 a System Overview 3 E This is test SE Application of Type B BG Waiting for EUD Review institution11 institution11 a 3 Eis TS 6 Sent for Review Waiting for ui y Applications in Process E 4 E This is test SEI Application of Type E EG MEUA Directorates EUD institution11 institution11 a e Finished Applications e 3 Sent for Review Waiting for M eU Se Era This is test SEI Application of Type D DG MEUA Directorates EUD institution11 institution11 A Reports ull 2 zx Rien ato r E PES MES EE E S N P Submitted Waiting for D C dE qne r q J 6 E This is test SEI Application of Type F FO Approvers Action institution1
85. mself The user by himself can not change the Institution it belongs to or it type and privileges into the system The user can see this information but in order to change them the Directorate of Project Implementation should be contacted User Manual for Online Application Tool OLAT Page 40 TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as meual meual from Directorate for Political Affairs My Profile Home o For Your Action FirstName meua For Your Action Last Name meual Action History meual Opinion Archive sal Password censo My profile 8 Repeat Password esses Email ace resen gmail com Guide for SEI aj 9 A CT TRI at p Guidelines for Specific TOR HARRIS Fax Phone User Manual Type of User MEUA Directorates E Logout Institution Directorate for Pol Affairs This project is co financed by the European Union and the Republic of Turkey 4 10095 Figure 51 Changing the user Profile 4 6 Logout This feature logs the user out of the OLAT system It is very important that the user performs this action always when he wants to leave the system For security reasons the OLAT system logs out the logged user every time when that user is not active for more than 60 minutes User Manual for Online Application Tool OLAT Page 41 5 CFCU Type
86. n what was commented and access all files attached to the application The user can also download the application in MS Word file if that is more appropriate for him TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as meual meual from Directorate for Political Affairs For Your Action ODS tn ty ane i i For Your Action For Your Action 3 Search Preview 10 v 10 v Ss dt SE arcane Opinion Archive la This is a test Type A SEI 1 13 2012 12 11 13 institution21 Sent tor Review Application as AM institution21 Waiting for MEUA My profile 8 PP Directorates EUD S Sent for Review Guide for SEI E n E This is a test Type B SEI BO 1 13 2012 12 11 06 institution21 Waiting for MEUA a e Fi n FPom Application AM institution21 Directorates EUD Guidelines for Specific TOR i emm M n MM oe 3 6 Tsis atest Type E SEI go 113 2012123130 institution21 ept for Review ae mn i Application AM institution21 E User Manual LJ Directorates EUD TOC RENE ILS s Sent for Review a This is a test Type F SEI 1 13 2012 12 31 25 institution21 E 3 z Logout 4 mee FO REO Waiting for MEUA as A o Meg ee Application AM institution21 Directorates EUD This project is co financed by the European Union and the Republic of Turkey 100 v Figure 48 List of assigned SEI Applications for review When the user is ready to upload or write his opinion h
87. n and ZO External Relations fire Coresioss 1 3 Next Clas This project is co financed by the European Union and the Republic of Turkey Figure 74 User Administration 7 2 1 Add New User The form for adding new user into the system is displayed on the Figure bellow Except the user basic information like his first and last name username and password email phone and fax number the system administrator is responsible for entering the type of the user The user can be in one of the six types defined in Section one of this manual TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as admin1111 admin1123 Add New User Home or Mail Settings la Fields marked with must be filled in Institutions j First Name Last Name My profile 6G A Uemame od Guide for SEI a Dq AA assadencasandisorsrdagene Password Guidelines for Specific TOR Repeat Password User Manual BS Email Logout Phone Fax Phone Type of User Chose Type of User v This project is co financed by the European Union and the Republic of Turkey 100 Figure 75 Add New User After selecting the type of the user additional section is displayed depending on the type of the user selected Beneficiary Approver MEUA Directorate CFCU EUD or System Administrator If the user User Manu
88. nder the section For Your Action User Manual for Online Application Tool OLAT Page 53 6 1 The Dashboard The Dashboard for the EUD type of users is divided in four sections For Your Information section shows information regarding the activities required from users of type EUD as well as information regarding their prior activities All sections of this statistical part are clickable which means that if a EUD type of user wants to see the SEI Applications under any title he can click on the title and will get a list of those SEI Applications Approved SEI Applications gives a list of Finally Approved SEI Applications in the system They can quickly access these SEI Applications and see their status according to the activities performed after the formal approval SEI Applications sent for your Review gives a list of SEI Applications sent to EUD from users of type CFCU for a review System Statistics gives an overview of all activities in the SEI program This list shows statistical data about the o Applications in Process o Finally Approved Applications o Finally Rejected Applications All sections of this statistical part are clickable which means that if a EUD type of user wants to see the SEI Applications under any title he can click on the title and will get a list of those SEI Applications 6 2 The Main Menu The Main Menu for the users of type EUD is divided in several sections and subsections by grouping those fe
89. ne Application Tool OLAT Page 50 By going deeper using the same icon again the system shows the actual SEI applications which are in a specific status in the system The second type of report is the summary report where all projects are listed with additional information about the type of application indicative budget its status and the approved budget This report can be filtered by programming year and by status of the project and exported to excel T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as cfcul cfcul Summary Report Home For Your Action e ts Programming Year Choose Programming Year v Applications for Approval Rejection Project Status Choose Project Status v Action History sexe Jl y Applications Sent for Corrections AWARD PROCESS PROJECT TITLE STATUS se ant INDICATIVE BUDGET ER o Framework Contract CFCU Test Type A Approved by CFCU 65000 65000 System Overview Submitted Waiting leonem X si I for Approvers Action Applications in Process Fe Finished Applications ww EE EE ubmi aiting Reports ii Sor pp AEON E Applicators per insttutonand 5 ES TIT mercy nn am i tus their sta il MEUA Summary Report ul Directorates EUD F Oppinion Given 6 Direct Agreement Goce G 2 Waithing for My profile PR OTe pS 8 NON NIS 7 Em Approval Rejection Guide for SEI e O t rone Submitted Waiting T
90. ng the review process The list shows the application name application type date when it was submitted information about the applicant institution as well as information about the returning date and a person who returned it At any time the user can see details about the SEI Application itself in MS Word file or in online form and can see its history by using the E icon T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as approverl approveri EE Returned Applications m For Your Action iv Action History Search Prevew 10 a Assigned Applications S v E amp This is a test Type E SEI 1118 2012 General Directorate of 1 13 2012 approver1 cati P Application 1413 57 AM European Union and 12 25 50 AM approverl Approved Applications x PP External Relations ia pu 2 p Thisisatest Type F sel ets SAA fol ONU Of 1 13 2012 approverl QE E Application 12 13 35 AM pe 12 25 57 AM approveri j System Overview External Relations Applications in Process Finished Applications mM ull 10095 y Figure 39 List of Returned SEI Applications 3 5 Assigned Applications Applications sent for review The Assigned Applications subsection shows a list of all SEI Applications sent for review by the users of type Approvers to MEUA Directorates or EUD for which the review opinion is not yet uploaded into the system
91. nk to a document where the SEI program is explained in details Guidelines for Specific TOR is a link to a document which helps the users to fill the Terms of Reference for SEI projects User Manual is a link to this document where all users can see the functionalities of the OLAT system available for them Logout logs the user out of the OLAT system This action should be performed always when the user wants to leave the system For security reasons the system logs out the logged user every time when that user is not active for more than 20 minutes 4 3 Reviewing SEI Application The main activity for users of type MEUA Directorates is using their specific expertise to give review on SEI Application assigned to them by users of type Approvers The list of assigned SEI Applications for review is accessible through the link For Your Action in the main menu as well as through the Dashboard User Manual for Online Application Tool OLAT Page 38 The list of assigned SEI Applications gives details about the specific SEI applications like the application name application type submission date person that submitted the application and the status of the application The user can see more details about the application by using the icons on the table rows next to the application details The A icon can be used to view application details in their online form The icon is used to see the application history who acted on the applicatio
92. o Base rd ara e a os 57 User Manual for Online Application Tool OLAT Page iii 6 9 PNR NPplICALIONS ta sao 57 OIO KEPO aa On 58 SEE MAPON Er mi 59 A A A 60 7 System Administrator Type Of User onoommmmmsmm 61 7 1 The Man Menta acne 61 EA User A CIS CAO eco coeno dai ita 62 T3 SU ONS did 66 7 4 Ceir OLAT ineei a o dd A 68 7 5 Financial Programming YC MS ii A Guina ua 69 7 6 VIAS CL A e o pg ae ua aos sudo sa A 70 EN ME O NUS ENERO QURE UN IPAE RES m PUNTOS EHE ARN OEC 71 7 8 I 08 UE ora ao detran Cn onbres OO 71 7 9 System REQUILCIENES sarean e E aa Gies 71 User Manual for Online Application Tool OLAT Page iv Table of Figures Pitre Types Or D SEES ai gos a a Mese a da 1 Figure 2 Main OI XT Systemi SCTE ridad 2 Figure 3 Main OLAT System Screen for users of type Beneficiaries essen 4 Proure 4 Crede NEW SEL Applicat Om eisiea id id d quc oC Io iia 6 Figure 3 Creatine SELApphcanon OE TIPE A aE a 8 Figure 6 Online form for SEI Application of Type A part 1 eene enne enne 8 Figure 7 Online form for SEI Application of Type A part 2 ooooooooocococoncncccnocnnnnonononononnnnnnnnnnnnnnnnnnnnnannnnnnnnnnnncnnnnnos 9 Figure 8 Online form for SEI Application of Type A part 3 ssssssssssssssseseeeeeeeeee eene enne nennen 9 Figure 9 Online form for SEI Application of Type A part 4 ooooooococnncnncncnonononannononnnnnonnnncnncnnnnnnnan nono nonnnnnccnnnnnnns 10 Fis re 10 Creatina SEI Applicat
93. o the Institution Beneficiary which submitted it with a request for specific changes or improvements In the current system users of type Approvers and of type CFCU can return an application to the users of type Beneficiary When an application is returned to the Beneficiary for additional changes or improvements the system alerts the users from that Institution Beneficiary that an SEI Application is returned for changes and improvements The notification is placed on the top left section of the Dashboard and the list of all returned SEI Applications can be seen by accessing the Applications for Corrections link on the main menu User Manual for Online Application Tool OLAT REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS C x TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI Page 21 This project is co financed by the European Union and the Republic of Turkey Dashboard For Your Action Returned ications for Corrections ill Your Statistics Created but not Submitted Applications Submitted tions In Approval Process Finally Rejected Applications Finally Approved Applications ec oN N A f Created but not Submitted SEI Applications This is a test Type F SEI Application 12 01 2012 This is a test Type E SEI Application 12 01 2012 This is a test Type D SEI Application 12 01 2012 This is test Type C SEI Application 12 01 2012 Status of Your Submitted SEI Applications This is a test Type B SEI Re
94. oes the action involve technical assistance No O Yes Applications for Corrections A ASS Does the action require less than 300 000 euro No 9 Yes Ls S Guide for SEI E This project is co financed by the European Union and the Republic of Turkey Figure 5 Creating SEI Application of Type A The following Figure 6 displays the online form for the SEI Application of Type A C x T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution21 institution21 from General Directorate of European Union and External Relations SEI Application This is a test Type A SEI Application Applicant s information Relation to identified priorities Nature of the action Specific Terms of Reference aa A Name of the institution applying for SEI support Ministry of Customs and Trade ido id ie Name of the unit e g directorate or affiliated institution General Directorate of European 7 My profile amp G SEPIRESNES EE SE SEER ASSSESES TES EEE sine Details for the person responsible for submitting the SEI application Guide for SEI E Responsible Person institution21 institution21 v This project is co financed by the European Union and the Republic of Turkey Figure 6 Online form for SEI Application of Type A part 1 As can be seen on the Figure above the online SEI Application form consists o
95. of Type C which are suspended by EUD Recently Assigned Applications for Opinion lists the SEI Applications which are sent to the MEUA Directorates or EUD for Type C for an opinion and for which the opinion is not yet uploaded into the system Your Activity Statistics gives an overview of the Approvers activity in the SEI program This list shows statistical data about the o Returned Applications for Correction o Assigned Applications for Opinion o Your Approved Applications o Your Rejected Applications All sections of this statistical part are clickable which means that if an Approver type of user wants to see the SEI Applications under any title he can click on the title and will get a list of those SEI Applications Overall System Statistics gives an overview of all activities in the SEI program This list shows statistical data about the o Applications in Process o Finally Approved Applications o Finally Rejected Applications All sections of this statistical part are clickable which means that if an Approver type of user wants to see the SEI Applications under any title he can click on the title and will get a list of those SEI Applications 3 2 The Main Menu The Main Menu for the Approvers type of users is divided in several sections and subsections by grouping those features of the system which are most important for this type of users The goal is to get access to the features in minimum number of clicks T
96. ofile 8 Guide for SEI E amp 100 v Figure 63 Changing the user Profile 5 11 Logout This feature logs the user out of the application It is very important that the user performs this action always when he wants to leave the application For security reasons the application logs out the logged user every time when that user is not active for more than 60 minutes User Manual for Online Application Tool OLAT Page 52 6 EUD Type of User Users of type EUD are giving opinion for SEI Applications sent to them from users of type CFCU and from users of type Approvers for SEI Application of Type C Users of type CFCU can see all information regarding all SEI Applications in the OLAT system and can view all reports and statistics the system generates Users of this type should request a username and password in order to access the application functionalities When they log into the application their welcome screen looks like the one displayed on the Figure 64 REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS C x TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI You are logged in as eudl eudl Dashboard Home FOr Your O num For Your Information lt Approved SEI Applications Pine E Applications for Approval election There are no Approved Applications Approved Applications by EUD 1 recado rd foda no Rejected Applications by EUD o Approved Applications by EUD A 0 Rejected Applications by EUD o Suspended Applicati
97. ol OLAT for submitting SEI Applications It describes the interfaces of the system what the system does and how the system reacts to external stimuli This document is intended for the users of the system 1 2 Software Specifications The Online Application Tool OLAT for submitting SEI Applications is a dynamic web based application used for automation of the process for submitting and approving SEI Applications The OLAT itself consists of several modules and several types of users with different privileges 1 2 1 Types of Users The following figure shows the six types of users in OLAT Approvers DPI and DEC MEUA Directorates CFCU EUD Sys Admin Beneficiary Figure 1 Types of Users System Administrator Type of users that has the ability to set up the system configuration Users of this type are responsible for user management groups management configuration of users in groups and privileges of different groups of users on the system Beneficiary Type of users that has the ability to submit SEI Applications using the system Users of this type are able to monitor the progress of their submitted SEI Applications and to search and filter their previous and current SEI Applications in working version examples of this type of users are Ministry of Agriculture Ministry of Sciences etc Approvers DPI and DFC Type of users which has full privileges in the OLAT system and is able to monitor all submitted SEI
98. ons by EUD vj di System Statistics gt SEI Applications sent for Your Review system Overview Applications in Proccess 7 This is test Type C SEI Application Sent to EUD for Review 13 01 2012 PS Final oved ications 0 e This is a test Type A SEI 1 Applications in Process Finaly Reiected m Application Sent to EUD for Review 13 01 2012 Finished Applications EM Reports ull My profile G Guide for SEI aj This project is co hnanced by the European Union and the Republic of Turkey Figure 64 Main OLAT System Screen for users of type EUD Every screen in OLAT system as well as the one shown above consists of three parts The first part is the header of the application where the logo of the Ministry for EU Affairs is displayed and information for the logged user The second one is the main application menu where all available functionalities for the logged users are listed and the third is the main working area where the user interacts with the application fills forms and selects available choices As can be seen from the Figure 64 above when a EUD type of user is logged into the system the menu with available links is displayed on the left side and a Dashboard is displayed on the main working area giving quick information to the user about its activities the activities he is supposed to perform and detailed statistics If an urgent action is required from a user it is clearly indicated on the Dashboard with red color u
99. pplication Yes No Yes O No Yes No This project is co financed by the European Union and the Republic of Turkey Figure 8 Online form for SEI Application of Type A part 3 The fourth tab of the online form Specific Terms of Reference is typical only for SEI Applications of Type A as explained in the document Guide for SEI page 22 User Manual for Online Application Tool OLAT Page 10 TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation SEI Application This is a test Type A SEI Application Applicant s information Relation to identified priorities Nature of the action Specific Terms of Reference E BACKGROUND Mm m tm T MM p BM i DESCRIPTION OF THE ASSIGNMENT User Manual al dM EL EXPERTS PROFILE or EXPERTISE REQUIRED Logout E LOCATION AND DURATION D REPORTING i E ADMINISTRATIVE INFORMATION This project is co financed by the European Union and the Republic of Turkey Figure 9 Online form for SEI Application of Type A part 4 Before submitting any type of SEI Application ALL fields in the online form have to be filled in If they are not properly filled in the OLAT system will give a notification message indicating which part is missing 2 3 2 Create SEI Application of Type B The fo
100. profile a Guide for SEI a RAS Password Guidelines for Specific TOR Repeat Password User Manual ES Email Logout Phone Fax Phone Type of User Approvers DPI and FCD e Institution Choose Institution Choose Institution Directorate of Project Implementation Directorate of European Union Law 100 v Figure 77 Add New User of type Approver If the user is of type MEUA Directorate the system administrator should select the Directorate from MEUA the user belongs to from a list of Directorates as displayed on the next Figure User Manual for Online Application Tool OLAT Page 65 T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as admin1111 admin1123 Add New User Home Ai Users D Mail Settings El Fields marked with must be filled in Institutions 2 First Name Last Name My profile l ERR O ne tee T Username Guide for SEI E Password Guidelines for Specific TOR Repeat Password User Manual La Email Logout Phone Fax Phone Type of User MEUA Directorates z Institution Choose Institution Choose Institution Directorate for Political Affairs Directorate of Accession Policy Directorate of Sectoral Policies a Directorate of Social Regional and Innovative Policies Directorate of Economic
101. r every time when that user is not active for more than 20 minutes 2 3 Create New Application Those users belonging to a specific Institution Beneficiary with a given privileges in the system to Create and Submit SEI Applications on the name of that Institution Beneficiary will be able to see the Create New Application link on the main menu and will be able to create a new SEI Applica tion When they follow this link on the main menu they will see a screen as the one on Figure 4 TURKIYE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation Created Applications E Title of the SEI application Submitted Applications E Programming Year Choose Programming Year Does the action involve technical assistance No Yes project is co financed by the n Union and the Republic of Turkey A AAA AAN Figure 4 Create New SEI Application The process of creation of a SEl Application using the OLAT system is highly simplified and requires from user to enter the Title of the application the Financial Programming Year and to answer several Yes No questions After answering those questions the system itself creates one of the six types of SEI Applications The following table describes the creation of a specific type of SEI Application based on the user
102. re logged in as institution11 institution11 from General Directorate for Developing and Publishing Legislation Dashboard Home Create New Application Y For Your Action s Created but not Submitted SEI Applications Created Applications Returned Applications for Corrections 2 This is a test Type G SEI Application 03 10 2013 7 e arate e e This is a test Type F SEI Application 03 10 2013 Z Submitted Applications 5 d 0310 2013 7 Applications for Corrections xni 03 10 2015 4 My profile 8 x aa di Your Statistics Status of Your Submitted SEI Applications Guide for SE E Created but not Submitted Applications 14 CFCU Test Type A Approved by CFCU 03 10 2013 45 E Guidelines for Specific TOR Submitted Applications uid app 23 Evaluation of Offers 03 10 2013 45 o ii In Approval Process 14 E iubmti y Wal ng Tor User Manual Es Finally Rejected Applications 0 DA1 prover Actor 03 10 2013 45 O pen Finally Approved Applications 3 ane ogo mon Given A Goce G 2 Waithing for Approvers 0240 2013 eo Approval Rejection This project is co financed by the European Union and the Republic of Turkey Figure 29 Dashboard of a user of type Beneficiary example after submitting SEI Applications 2 8 Applications for Corrections During the approval process SEI Applications submitted by the users from a specific Institution Beneficiary are passing through several instances At these instances it is possible to return a specific SEI Application t
103. regarding the application If the system is configured to send notification emails see the user manual for System Administrators then the Beneficiary will get also an email with a notification that a specific SEI application is returned for improvements 5 3 2 Send SEI application for EUD review Before making the final decision on any SEI Application users of type CFCU requests a review from EUD regarding the SEI Application When sending SEI Application for EUD review the user can write comments and attach file if that is appropriate for the specific application By using d icon the user of type CFCU gets access to the page shown in the Figure bellow User Manual for Online Application Tool OLAT Page 46 T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as cfcul cfcul Send for EUD Approval Rejection Home For Your Action Applications for Application Name This is test SEI Application of Type A Action History Application Type A Applications Sent for EO reine a Submitting date 1 8 2012 3 59 32 PM Applications Sent to EUD ES Application creator institution11 institution11 System O oe Institution creator General Directorate for Developing and Publishing Legislation Applications in Process E Finished Applications uM Comment Reports ull Y Attach file Browse My profile 6G Browse Guide for SEI En 100 y Figure 55 Send
104. rs of type System Administrator are responsible for system configuration These users are responsible for the management groups management configuration of users in groups and privileges of different groups of users on the system Users of this type have username and password with the installation of the system When they log into the application their welcome screen looks like the one displayed on the Figure 73 TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as Ahmet Hakan Atik System Administration Home Gy Users amp EA Administration of users Mail Settings Institutions Mail Settings E Institutions E pite xdi no Add end eddit Institutions activate deactivate Managing Mail Settings name and institution s Clear OLAT x connection PAS Mc AS Clear OLAT Financial Programming Years lear all data e R E Guide for SEI Ei x Management of Financial A OLAT system E Programming Years Dad Reset the system This project is co financed by the European Union and the Republic of Turkey Figure 73 Main OLAT System Screen for users of type System Administrator For all application users as well as for the users of type System Administrator the application screen consists of three parts The first part is the header of the application where the logo of the Ministry is displayed as well as information for the logged user The second pa
105. rt is the main application menu where all available functionalities for the logged users are listed and the third part is the main working area where the user interacts with the application fills forms and selects available choices As can be seen from the Figure 73 above when a System Administrator type of user is logged into the system the menu with available links is displayed on the left side and a Dashboard is displayed on the main working area giving quick information to the user about its activities 7 1 The Main Menu The Main Menu for the System Administrator type of user is divided in several sections grouping those features of the system which are most important for this type of users The goal is to get access to the system configuration features in minimum number of clicks The Main Menu consists of the following links Home gets the user to the Dashboard where he can monitor its activities User Manual for Online Application Tool OLAT Page 62 Users gives a list of users registered into the system Details are entered for every user of the system and the system allows convenient ways to manage users Mail Settings is a section for configuration of e mail settings in the system This is a section where the emailing between users of the system can be enabled or disabled and a section where parameters for email servers are entered Institutions gives a list of Institutions which are Beneficiaries in the
106. s are organized into the system in a tree like organization in which for every institution it is clearly indicated which is it parent institution and which institutions are childs under that specific institution in the organization structure The Figure bellow shows a list of root main institutions The System Administrators are able to add new institution edit institution details and delete institution from the system T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as admin1111 admin1123 Institutions pa nd o zi D gt Users 2 New institution EE review 10 n My profile o M E E ce pene eran EEE Banking Reguliaton and Supervision Agency N INE NJ nro nenes Capital Markets Board Eon ee io OE Competition Authority User Manual LL Constiutional Court Council of Higher Education NN iN Directorate General of Foundations N 0000000000 Directorate General of Press and Information i rd fi li Export Credit Bank of Turkey NN NJ General Directorate of National Lottery 6 Cro ERE amp 100 v Figure 80 Administration of Institutions User Manual for Online Application Tool OLAT Page 67 System Administrator can navigate through institutions and their structure by clicking on the institution name After clicking on some Institution name from the list of Institutions shown on the Figure
107. s j Rejected Applications by EUD o Suspended Applications by EUD y System Overview Applications in Process LA Finished Applications EM Reports sul Figure 69 Statistical analyzes by Beneficiary T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as eud1 eud1 Applications per Institution and their status n Home For Your Action tak 1 Applications for Approval Rejection Institution General Directorate of European Union and External Relations gt Approved Applications by EUD Al Sent for Review Waiting for MEUA Directorates EUD Rejected Applications by EUD S 2 Sentto EUD for Review 2 i o MIN DEDI lv 3 Waiting for MEUA Directorates EUD Opinions 1 ES System Overview Applications in Process Fe Finished Applications E Reports ul Figure 70 Statistical analyzes by statuses for a Beneficiary By going deeper using the same icon again the system shows the actual SEI applications which are in a specific status in the system The second type of report is the summary report where all projects are listed with additional information about the type of application indicative budget its status and the approved budget This report can be filtered by programming year and by status of the project and exported to excel User Manual for Online Application Tool OLAT Page 59 T RK YE CUMHUR YET AVRUPA B RL BAK
108. s logged into the system the menu with available links is displayed on the left side and on the main working area a Dashboard is displayed giving quick information to the user about its activities as well as the status of its applications If an urgent action is required from a user that is clearly indicated on the Dashboard with red color under the section For Your Action 2 1 The Dashboard The Dashboard for the Beneficiary type of users is divided in four sections A For Your Action shows a list of SEI Applications submitted by the users of that specific Institution which are returned for corrections by users of type Approvers or users of type CFCU Created but not submitted SEI Applications lists the most recent SEI Applications created the users of that specific Institution which are still in working state and are not yet submitted for approval This list also gives a quick access to online forms of these SEI Applications which are under development User Manual for Online Application Tool OLAT Page 5 Status of Your Submitted SEI Applications lists the most recently submitted SEI Applications for approval The section shows the application name and current its status This is a quick way to monitor the progress of recently submitted SEI Applications Your Statistics gives an overview of the Institution activity in the SEI program This list shows statistical data about the Created but not Submitted SEI Applications
109. s of that application and are able to indicate this by changing the status of the application into the system Users of type CFCU can see all information regarding all SEI Applications in the OLAT system and can view all reports and statistics the system generates EUD Type of users which are giving opinion for SEI Applications sent to them from users of type CFCU Users of type EUD can see all information regarding all SEI Applications in the OLAT system and can view all reports and statistics the system generates 1 2 2 Main Screen of the OLAT System The OLAT system can be accessed by all users on the following URL http 92 45 27 73 sei default aspx Every user can access the OLAT system using any widely accepted web browser like Internet Explorer Google Chrome Mozilla Firefox etc The OLAT system is compatible with all these web browsers When the users access the OLAT system from the URL above they will see its main screen shown on Figure 2 bellow C x K T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are not logged in at the moment Please log in Please enter your username and password to log into the system Guide for SEI IET Guidelines for Specific TOR a ARREARS ABER Login User Man s al m Username Password Language English v Login This ct is co financed by the European Union and the Republic of Turkey 100
110. st Name linstitution21 Created Applications E Last Name inst tution21 ae Username 2 Submitted Applications gf A a ak SE VERS Password 9999999990999 Applications for Corrections tteeacseesenacee cane ae de ace evo t o aote pst notte Repeat Password 9999999999999 My profile ETE A a Email ace resen gmail com Guide for SEI E Phone 1123123 Guidelines for Specific TOR Fax Phone Type of User Pene v User Manual LJ EE u ASAA Institution ean Logout sones SPO This project is co financed by the European Union and the Republic of Turkey Figure 32 Changing the user Profile 2 10 Logout This feature logs the user out of the OLAT system It is very important that the user performs this action always when he wants to leave the system For security reasons the OLAT system logs out the logged user every time when that user is not active for more than 60 minutes User Manual for Online Application Tool OLAT Page 23 3 Approvers DPI and DFC Type of User Approvers DPI and DFC type of users which have full privileges in the OLAT system and are able to monitor all submitted SEI Applications from the Beneficiaries and their statuses at any time Users of this type are responsible for receiving all submitted SEI Applications and assigning them for evaluation to the other employees in specific Directorates in the Ministry of EU Affairs and EUD for SEI Application of Type C Also these users are able to view special reports
111. t belongs to or it type and privileges into the system The user can see these information but in order to change them the Directorate of Project Implementation should be contacted T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS ou are logged in as admin1111 admin1123 My Profile SEEN LL f ss First Name admin1111 Mail Settings eee E Last Name admin1123 Username scm Institutions E pnr Password eeeeee My profile a m m t Repeat Password T1111 Guide for SEI E re TOA e ES EE E Email admin amp gmail com Guidelines for Specific TOR ER Phone 556473423423 User Manual E dg Type of User tem Ad trate Logout TOA e 100 y Figure 86 Changing the user Profile 7 8 Logout This feature logs the user out of the application It is very important that the user performs this action always when he wants to leave the application For security reasons the application logs out the logged user every time when that user is not active for more than 20 minutes 7 9 System Requirements Installation of this application requires the following software requirements Microsoft SQL Server 2005 or newer Microsoft Windows Server 2003 or newer 1156 or newer Microsoft Word 2010 installed on the server since the application creates MS Word files on the fly from predefined MS Word templates
112. the approval process Reports section gives a detailed statistics of the activities in SEI program by Beneficiary as well as statistical data about the usage of the SEI program o Applications per Institution and their status gives a reporting capabilities per Institution o Summary Report gives summary reporting capabilities which can be filtered by Financial Year Status and exported to excel My profile allows the user to maintain its data Guide for SEI is a link to a document where the SEI program is explained in details Guidelines for Specific TOR is a link to a document which helps the users to fill the Terms of Reference for SEI projects User Manual is a link to this document where all users can see the functionalities of the OLAT system available for them Logout logs the user out of the OLAT system This action should be performed always when the user wants to leave the system For security reasons the system logs out the logged user every time when that user is not active for more than 20 minutes User Manual for Online Application Tool OLAT Page 55 6 3 Application for Approval Rejection TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as eudl eudi Applications for Approval Rejection For Your Action cont reni Search preview 10 v pa Application gt Anke Action History EXE Application Name Submitted On Applicant Institut
113. the information a user can change by himself TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as eudi eudi My Profile dei ARS For Your Action First Name jeudi O E feces i S Last Name Action History Approved Applications by EUD a B ceee Rejected Applications by EUD a Repeat Password eeee Suspended Applications by EUD v Email ace resen gmail com jud 0 Username eo eee s O AC System Overview Phone Applications in Process E Fax Phone Finished Applications Em Type ofUser EU Dcicestor Reports sul Ld etse NIIT Guide for SEI aj a 4 100 y Figure 72 Changing the user Profile The user by himself can not change the Institution it belongs to or it type and privileges into the system The user can see this information but in order to change them the Directorate of Project Implementation should be contacted for Online Application Tool OLAT Page 60 6 12 Logout This feature logs the user out of the application It is very important that the user performs this action always when he wants to leave the application For security reasons the application logs out the logged user every time when that user is not active for more than 60 minutes User Manual for Online Application Tool OLAT Page 61 7 System Administrator Type of User Use
114. tions Rejected Applications Created By institution21 institution21 Applicant Institution General Directorate of European Union and External Relations System Overview Applications in Process Finished Applications Browse Figure 35 Return SEI Application for improvements The Institution Beneficiary to which the SEI Application is returned will get a notification on its dashboard and will be able to see the Approvers comments and attached documents regarding the application If the system is configured to send notification emails see the user manual for System Administrators then the Beneficiary will get also an email with a notification that a specific SEI Application is returned for improvements User Manual for Online Application Tool OLAT Page 28 3 3 2 Send a SEI Application for Review If after the initial review of a submitted SEI Application the user of type Approver decides that the quality of the submitted application is on appropriate level he can send that SEI Application for a review by the appropriate MEUA Directorates In the case of SEI Applications of Type C the applications are sent for review to EUD also When sending an application for a review the user can choose the MEUA Directorates which will perform the review process from a list of existing MEUA Directorates By using d icon the user of type Approver gets access to the page shown in the Figure bellow During the selection t
115. titution11 from General Directorate for Developing and Publishing Legislation SEI Application This is a test Type E SEI Application Applicant s information Relation to identified priorities Nature of the action Standard Twinning Project Fiche Jj Submission of Standard Twinning Project Fiche There is no uploaded documents Upload document Figure 17 Online form for SEI Application of Type E 2 3 6 Create SEI Application of Type F Figures bellow show the creation and the look of the online form for SEI Applications of Type F REPURLIC OF TURKEY MINISTRY FOR EU AFFAIRS T RK YE CUMHUR YET AVRUPA B RL BAKANLI I You are logged in es ret tuticadl institution fom Geseral Directeesbe Tor Developer and Publishing Legislation Create New SEI Application Home Lidia dla cita SSIS ds LS LG IS Laia Create New Application Q se EN i o 3 Mien a Li Re Fee HARE Kc D im Created Applications _ Tithe of the sU application The sa test Type F SEI Acoleation Submited Applications w Programming vear 201 Iz es the action involve technical assistance A Yes Applications for Corrections A REM dinde seran Pp Does the action Involve twinning no Yas Does the action invoke Direct Agreement ho ves Guide for SET i Next Guidelines for spectic TOR E DDT TESTS IEEE ey ee errs reer rey usar Manual d My profile a
116. tory Application Type A Applications Sent for Had 03 Cared a Date Submited 1 2 2013 3 03 29 PM System Overview Applicant Institution The Scientific and Technological Research Council of Turkey TUBITAK Applications in Process Es Finished Applications ww Comment Reports Applications per Institution and Indicative Budget in euros their status ul REPO al Approved Budget in euros SE Component c v My profile 68 Your Action Approve Reject Guide for SEI Ei o AAA Attach file Browse Guidelines for Specific TOR User Manual a Figure 58 Approving Rejecting a specific SEI Application 5 7 Applications in Process T RK YE CUMHUR YET AVRUPA B RL BAKANLI I REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS d in as cfcul cfcul Applications in Process Home For Your Action Applications for Approval Rejection Search _ Preview 10 o Applications Sent for MEUA Directorates EUD Corrections a Cra This is test SEI Application of Type co Oppinion Given Waithing for institution11 institution11 a e Applications Sent to EUD A Approvers Approval Rejection 2 gj ThisistestSEI Application of Type A AO EUD Approve application institutionll institutionil UL 4 System Overview Dc ac fa Ca s Il This is test SEI Application of Type B BG Waiting for EUD Review institution11 institution11 a e Sent for Review Waiting fi gt s E E or Review Waiting for Row h CE 4 gj This is test
117. turned for corrections 13 01 2012 Application by Approvers SETA This is a test Type A SEI Returned for corrections 13 01 2012 Application by Approvers s et t Daa Figure 30 Dashboard of a user of type Beneficiary example after returning SEI applications for improvements As can be seen on the Figure bellow the list of returned applications contains specific details about the returned SEI Applications like the date the application was returned and the person which returned it TURKIYE CUMHURIYETI AVRUPA BIRLIGI BAKANLIGI REPUBLIC OF TURKEY MINISTRY FOR EU AFFAIRS You are logged in as institution21 institution21 from General Directorate of European Union and External Relations Applications for Corrections Ee My profile a Guide for SEI En This project is co financed by the European Union and the Republic of Turkey SEI Applications for Review This is a test Type B SE Application 2 E This is a test Type A SEI Application search ___ Preview 10 Application EB Application Name E Returned for corrections on Returned for corrections by Eu n BG 1 13 2012 12 09 00 AM approverl approverl AQ 1 13 2012 12 08 52 AM approverl approverl Figure 31 List of returned SEI Applications for improvements KE The user of type Beneficiary is able to read the comments from other users which have returned the SEI Application by clicking on the e icon and
118. ver smtp gmail com Institutions A E mail Address kupikniga gmail com vel ES My profile 8 E mail Password acence2011 Enable Disable Sending Emails Guide for SEI ap Guidelines for Specific TOR ta User Manual 4 Test Email Setting amp 1005 Figure 85 Configuration of email settings The OLAT supports exchange of emails for every action on any SEI application in the approval process The System Administrator can turn on or off these emails by selecting the Enable Disable Sending Emails checkbox on the figure above If this checkbox is enabled then the System Administrator should enter valid information for the email address which will be used for sending emails its SMTP server and its password He can test the information entered through the system by using the Test button If the entered settings are OK then the system will show green message and if the settings are not OK then the system will show red message It is strongly recommended to turn on Enable Disable Sending Emails checkbox only when the test has shown that the entered email settings are properly configured User Manual for Online Application Tool OLAT Page 71 7 7 My Profile This section of the system gives a possibility to the user to change his personal details like first name last name email address telephone etc The form bellow shows the information a user can change by himself The user by himself can not change the Institution i
119. view ii ond reta uda eaeque et tete eaten tai a qa 31 Figure 41 Details about a review process for a SEI Applicati0N oooooooocccnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnonnnnononnnonnnnnnnonnos 31 User Manual for Online Application Tool OLAT Page v Figure 42 List of Approved SEI Application by users of type Approvers sess 32 Figure 43 Statistical analyzes by Benelli A Eva edad A OG ER RH RA Dare 33 Figure 44 Statistical analyzes by statuses for a Beneficiary ccecccscccceccceeeceeeeeenenneeeeeeeeeeceeeeeeeeseeeneeeeeeeeeeeeees 33 Paoure o Sumay REDO eese O a e a A ED CoUS 34 Figure 46 Changing theuser Prolece e A N E A E a E aaea 35 Figure 47 Main OLAT System Screen for users of type MEUA Directorates esses 36 Figure 48 List of assigned SEI Applications for review ssssssersssccceeccccesssseseesnnecacecceeeesessesseesenseceseeeeeeeees 38 Figure 49 Enter Review for a Specific SEI application 38 PILES DO Opinion Archive as eti atum Orr e ito cci dtd a o S 39 Figues k Changing ne User Pr Orie sines totais saia Dee tuf lidia 40 Figure 52 Main OLAT System Screen for users of type CFCU i cccccccsssssssssennnnececceeecessessessesesaecesesesees 41 Figure 53 SEI Applications for Approval Rejection cssssssssennnncccceceecesssseesennnneaaceceeseesssesessesenececeseseeeeees 44 Figure 54 Return SEI Application to Beneficiary for small changes sese 45
120. y profile This project is co financed by the uropean Union and the Republic of Turkey Figure 47 Main OLAT System Screen for users of type MEUA Directorates Every screen in OLAT system as well as the one shown above consists of three parts The first part is the header of the application where the logo of the Ministry for EU Affairs is displayed and information for the logged user The second one is the main application menu where all available functionalities for the logged users are listed and the third is the main working area where the user interacts with the application fills forms and selects available choices As can be seen from the Figure 47 above when a MEUA Directorates type of user is logged into the system the menu with available links is displayed on the left side and a Dashboard is displayed on the main working area giving quick information to the user about its activities the activities he is supposed to perform and detailed statistics If an urgent action is required from a user it is clearly indicated on the Dashboard with red color under the section For Your Action 4 1 The Dashboard The Dashboard for the MEUA Directorates type of users is divided in two sections For Your Action section shows the SEI Applications sent for a review to the specific Directorate by the Approvers User Manual for Online Application Tool OLAT Page 37 Your Activity Statistics gives an overview of the users

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