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Annex 1B: GMT Extension Technical Specification

1. Baseline Paid Baseline calculated eligibility claim ED Calculated available ITD Plan ITD Plan Claimed vs ITD plan Claimed ITD Plan Validated ITD Plan ITD Plan Paid Validated ITD Plan Paid SFWA GRC GRA SGO ED TE GAP 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL ED ITD LAST UPDATED ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ED AIP REQUEST AIP Req AIP Req AIP Req AIP Req AIP Req AIP Req AIP Req AIP Req ED MYA ESTIMATE MYA Est MYA Est MYA Est MYA Est MYA Est MYA est ED PROVISIONAL ACC ED GAP CLAIMED FO Claimed Claimed Claimed Claimed Claimed Req P to Date ED GAP VALIDATED FO Validated Validated Validated Validated Validated Val P to date ED GAP PAID FO Paid Paid Paid Paid Paid Paid P to date ED Calculated available vs Baseline Baseline Claimed baseline Claimed Baseline Baseline Validated Validated Baseline Paid Baseline Paid ED Calculated available vs ITD Plan ITD Plan Claimed ITD plan Claimed ITD Plan ITD Plan Validated Validated ITD Plan Paid ITD Plan Paid SFWA GRC GRA SGO ED TE TOTAL GAM GAP 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL ED AIP REQUEST TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOT
2. Saved Claimed Claimed Non Eligible Validated amp Paid with subtotals per beneficiary per year with subtotal per beneficiary for all years 5 Generate S Curves all Members Leaders Associates Individual couple Beneficiary ITD A S Curve is a graphic that show the execution of a program project by period here year compared to its baseline Users should be able to export in an excel file an S curve reflecting the current state of play of the program execution The LO FO PO can generate the S Curve for All the program per year GAP GAM All ITDs GAM only All ITDs Members only All ITDs Associate only Specific ITD GAP GAM Specific ITD GAM only Specific ITD Members only Specific ITD Associate only Specific Beneficiary all ITDs GAM only Specific Beneficiary Specific ITD GAM only Specific group cluster All ITDs GAM only see group cluster definition function Specific group cluster Specific ITD GAM only see group cluster definition function The ITDCO can generate the S Curve for ITD GAP GAM ITD GAM only ITD Members only ITD Associate only A Beneficiary within the ITD GAM only Agroup cluster within the ITD GAM only see group cluster definition function A beneficiary can generate the S Curve for his company across ITDs GAM only his company in a specific ITD GAM only Consequently the interface should allow the user d
3. TOTAL for GAM and GAPs reflect the following data o Planned Sum of Best forecast for Year until N 1 sum of ITD plan for others years o Baseline is the ITD level baseline calculated based on beneficiaries baselines see the interface to register baseline described after This interface is visible by all users of GMT A text below the tables should clarify what are the data shown text should be close to current specification B ITD level detailed program execution In the multi year plan menu an ITD level detailed program execution interface should display following tables to follow program planning amp execution at CSJU ITD level GAM 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL ED ITD LAST UPDATED ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ED AIP REQUEST AIP Req AIP Req AIP Req AIP Req AIP Req AIP Req AIP Req AIP req ED MYA ESTIMATE MYA Est MYA Est MYA Est MYA Est MYA Est MYA est PA Estimate PA Estimate PA Estimate ED PROVISIONAL ACC PA Estimate PA Estimate PA Estimate D CLAIMED Calculated Claimed Claimed Claimed Claimed Claimed D VALIDATED Calculated Validated Validated Validated Validated Validated D PAID Calculated Paid Paid Paid Paid Paid Paid ED Calculated available Baseline Baseline Claimed vs baseline Claimed Baseline Validated Baseline Paid Baseline Validated
4. amp Paid per beneficiary per year summed across ITDs GAP Baseline per beneficiary per year summed across ITDs GAP ITD Beneficiary last update per beneficiary per year summed across ITDs GAP ITD Beneficiary last update baseline per beneficiary per year summed across ITDs GAP AIP Mid Year Assessment amp Provisional Accounts state of play per beneficiary per year summed across ITDs GAP FO entries all at ITD level only per year B Export per beneficiary at ITD level ITD chosen before export The objective of this functionality is to develop an Excel export of the Multi Year Plan in excel fora single ITD with an excel sheet for each of the following data can be also 3 exports GAM Baseline per beneficiary per year for the ITD chosen GAMITD Beneficiary last update per beneficiary per year for the ITD chosen GAMITD Beneficiary last update baseline per beneficiary per year for the ITD chosen GAM AIP Signed Maximum JU Contribution Mid Year Assessment and Provisional Accounts state of play per beneficiary per year for the ITD chosen GAM Claimed Claimed Non Eligible Validated amp Paid per beneficiary per year for the ITD chosen GAM Baseline per group cluster per year for the ITD chosen see group cluster definition GAMITD Beneficiary last update per group cluster for the ITD chosen see group cluster definition GAMITD Beneficiary last update baseline per g
5. A user account is attached to only one company so we cannot easily allow the users to access all Form Cs of their company The objective of this function is to develop an interface where the admin user can Select one company to delete from GMT Select one company to which the Form Cs and users associated to the company who should be deleted with be attached Press execute Confirm the execution Execute the reallocation and the deletion of the selected company After the execution The Initial and Adjustment Form Cs initially attached to the company to be deleted should be attached to the existing company selected and the existing links of the Form Cs in the database should be updated If any users remain attached to the company to be deleted he or she should be attached to the selected company with the same rights of writing reading deleting and same functions The company to be removed should disappear from the database Inthe GAMs where the company deleted had a Maximum JU Contribution the replacing company should appear instead Border effects of the change should be managed during the development 36 Ensure that data of migrated Form Cs are up to date in queries The current database has been developed in 2011 but the program execution started in 2008 Consequently the Form Cs initials and adjustments submitted in paper to the CSJU before 2011 have been entered in GMT during a migration where a payment
6. A8 9 12 24 26 24 22 16 18 0 159 Gam13 ready remind update BENEF 2 A 7 8 ag 26 30 25 20 15 6 0 a submitted by ITD remind update Co for AIP 2012 remind update TOTAL 15 17 23 50 56 49 42 31 24 0 GAP Updated GAPs amounts to be published submitted to CSJU and updated by BENEF or ITDCO SAGE 08 09 10 11 12 13 14 15 16 17 Total Comment BENEF 1 L 8 9 d2 24 26 24 22 16 18 0 159 Gam13 ready remind update BENEF2 A 7 8 11 26 30 25 20 15 6 0 in submitted by ITD remind update Co for AIP 2012 remind update TOTAL 15 17 23 50 56 49 42 31 24 0 Add benef update update update update update submit submit submit submit submit The ITD Co can see the last updated beneficiaries data see the comment associated to last update and if beneficiary indicate data is ready remind a beneficiary to update the data email sent in real time in name of the ITD Co update data on behalf of a beneficiary and fills in a comment in the process done especially if the beneficiary didn t filled or update the data in a timely manner submit the Beneficiaries ITD level Requested Maximum JU Contribution for a given year to the CSJU o anemail is sent to the CSJU o the Requested Max JUC data for the given year is frozen for all ITD s beneficiaries The beneficiary can see the real time data of others beneficiaries and the ITD level figures update amp comment his update as in the Update Beneficiary
7. Groups and Clusters definition interface ccccccscccssesccsseceessecesseecsseeecsececseeceseeccsaeeeeaaeceeseeens 47 28 Develop an interface for clusters admins to register planning execution per cluster 48 29 Develop exports with beneficiaries aggregated by groups clusters ccccceceseeesseeeesseceseeeees 48 A Export per beneficiary at CSJU level c cc cceccccssscesssecsseeecssececsseceseeecseecesseceesseceseeeesaeeeesaeeessees 48 B Export per beneficiary at ITD level ITD chosen before export ccccccssecesssccssseeeseeeesseeees 48 30 Update of filters to add group cluster and RIGHT BENEP ccsccccssscesssecesseeeseeeeeeeesseeees 48 31 Add Third Party as type Of beneficiary ccccccssscesscecsseceesseceeseeceseeecsseceessecesseeesseeeeaeeeeseeee 49 32 Update the query related to FO COMMENMS cccssccesssecssseeesseceeseeceseecesececssecensecesstesesaeeeeseeees 49 33 JU Contribution at cost category level versus synthetic level cecccsseceesecesseeesseeeesseceseeeees 49 A Registration of the Beneficiary forecast at cost category leVel cccccsscesssecsseeeesteeeesseceseees 49 B Registration of the Signed JU Contribution at cost category level cccceceessccessceeseeeesseeees 50 C Display of the signed Maximum JU Contribution ccccccccsecesssecesseeesseceessecesseeesseeeeaeceeseeens 51 D Display of the signed Maximu
8. The existing SFR query is to be modified and rename status report to allow a status report about the received GAM cost claims per GAM or by all ITD Today the SFR reports received Form C but it does not list the beneficiaries without report even if budget is assigned for them for the given year Consequently this data can be provided to the management only manually by comparing the budget list of beneficiaries who should have a claim for the year with the reports encoded The objective of this function is to modify the SFR so it includes additionally the following info 1 Status of the claim saved submitted to the ITD Coordinator submitted to CSJU etc 2 The report should list all the beneficiaries for the year with their assigned budget even if there is no claim present yet for the year including the ones with zero budget 3 For those beneficiaries where there is budget assigned but the initial form C is not in the submitted to JU status yet or missing the field appears in a different color e g pink to be able to visualize easily which are the claims not issued yet The same kind of filter used for example for the Form Cs and Adjustments Form Cs follow up interface should also be developed for the SFR Accrued and In kind lists so the FO and the Accountant can filter by year ITD 21 Add ABAC reference when registering a POPI The POPI a payment order listing all Form Cs where some validation by the FO
9. expected average man day the firm quotation of the maintenance per month the firm quotation of the maintenance per year starting date of the project 01 10 2013 the total duration of the maintenance to be taken into account is 3 years date to date For the existing functions if the maintenance action is needed to comply with a requirement included in the security specifications of the initial tender in annex of this specification it will be part of this WP if the maintenance action is needed to comply with a requirement part of the security specifications of this tender but not in the initial tender it will be part of this work package 5 if the maintenance action is related to the functionality but not to the security it will be part of this WP For the new functions after the receipt of the functionality by CSJU 2 months after the migration to the production server if no issues have been identified in the period the maintenance action will be part of this WP before reception by CSJU it will be part of the Work Package 4 or 5 Work Package 7 Hosting of the database Based on the description of existing database made available via o the external user s training support in annex to this specification o the presentation of GMT for the tenderers in annex of this specification o the access to the GMT development server the tenderer can be granted by CSJU request at procurement cleansky eu
10. the description of the new functions to be developed the tenderer s experience on similar developments The tenderer should determine both the type of hosting needed with justification in the offer the monthly cost of the hosting the firm quotation of the hosting per year starting date of the project 01 10 2013 the total duration of the hosting to be taken into account is 3 years date to date The hosting service should fully comply with the security requirements in annex to this specification The availability of the server should be on average 99 Any issue with the hosting service should be managed within 2 hours after the CSJU have reported the issue to the contractor If any hour of unavailability exceeding the 2 hours mentioned a penalty of the equivalent of one day of hosting calculated by dividing the monthly cost of hosting by 30 Work Package 8 Annual trainings on new functions available After the initial training for the CSJU on existing functions to be done at the beginning of the project every user of GMT 210 external 30 internals should follow an adequate training session one time per year for the 3 years to come External and Internal users should be trained on time in all developments already described in this call for tender and on the ones to be undertaken in the work package related to functions not yet defined in one of the 3 yearly sessions once migrated to Production server Depending o
11. 9 a2 24 26 24 22 18 16 0 159 2012 frozen 10 10 12 BENEF 1 8 9 12 24 26 24 22 18 16 0 159 Update of 2012 figure E GAP data registration interface Only the Grant Agreements for Members Leaders and Associates are fully followed on a daily basis via GMT GAPs Grant Agreements for Partners baseline last beneficiary updates AIP request and Mid Year Assessment estimate are calculated in GMT at ITD level based on FO and beneficiaries entries GAPs execution is followed on other IT tools from which a best estimate at ITD level per year can be performed Nevertheless the multi year execution and forecast at CSJU level will be followed in GMT see the synthetic follow up interfaces described before and should include data at ITD level for the GAPs As long as Planning and Forecast information are concerned the beneficiaries and the ITD Coordinators can enter the data at beneficiary level in the appropriate interface described before and the data at ITD level can be accordingly calculated by GMT Regarding the execution for the GAPs individual GAP projects data are not in GMT but in tools used on a day to day basis to follow the individual GAPs and should accordingly be imported by the CSJU The objective of this functionality is to allow the CSJU Financial Officer to import various GAPs synthetic data at ITD level in GMT via an interface or via the upload of a normalized excel file No techn
12. Baseline data at ITD level in the CSJU level program execution interface in particular come from a synthetic calculation based on data from this interface It should be possible to add beneficiaries interface to add a beneficiary already exists D Beneficiary Multi Year Plan Interface In the multi year plan menu the following single interface should allow beneficiaries to create and update the multi year plan and various forecasts as follow GAM 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL BENEF Baseline Baseline baseline baseline baseline baseline baseline baseline baseline baseline baseline baseline BENEF last update ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan update BENEF AIP REQUEST AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan update BENEF GAM JUC Req JUC request JUC request JUC request JUC request JUC request JUC request JUC reques update BENEF GAM Max JU Max JUCont Max JUCont Max JUCont Max JUCont Max JUCont BENEF MYA estimate MYA plan MYA plan MYA plan MYA plan MYA plan MYA plan update BENEF Prov Ac Prv Ac plan Prv Ac plan Prv Ac plan Prv Ac plan Prv Ac plan update GAP 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL BENEF baseline Baseline baseline baseline baseline baseline baseline baseline baseline baseline baseline baseline BENEF Last update ITD plan ITD plan ITD p
13. Form C ccccccssccesscecsseceesseceeseeceseeeeseceessecessecesseeeeaeeeeseeees 37 10 Generate and manage legal amendment cccscccesscecssscecsseceeseecesseecssececssecesseeesseeeesaeeeesaeenses 38 11 Develop a GAM Reference VIEW ccccscccsssseesseceescecesseccseeecsseceessecesseccssececsaecessesesseeeesaeceeaseenaes 39 PDP EXiDOStAUCIES EE E E EEEE bene eiakes E E E E 39 A Annual export of the Ex Post population ccccccscccssscecssscecssecesseeesseeeesaeceessecseeecsseeeesaeceseees 39 B Export history f auditit tinteina a i a dai ae aiaa a 40 13 Ex post audits registration of Form Cs already audited ccccccsscccssscesssecesseeessseeesseeeesseesees 40 14 Creation of ex post audit adjustments by CSJU sssssesssesessseseseesserssersserssenssenssenssressressressressense 40 15 Flag beneficiaries with ex post findings ccccccscecessceessscecseceesceceseeccssececssecesseeesseeeeaeeeeaeeenees 41 16 Create an adjustment ID and Develop a comment box to be filled ccccccesecsseceesseceesseeeees 41 A Create an ID for adjustment Form C sssssssssssssssessserssersserssenssenssenssensstessresseessressressressresseesserst 41 B Develop a comment box to be filled by the beneficiary in Adjustment Form C ccceeceees 41 17 Flag the Initial Form C which need an adjustment ccccccscccsssecssseccssececssecesseecsseeeesaeceesseesees 42 A Beneficiary declaration that cost are f
14. JU Contribution per beneficiary for the whole ITD The data in red can be changed because Annual Implementation Plan Mid Year Assessment and Provisional accounts have not been validated and submitted yet to the CSJU by the ITD CO for a given year BENEF and ITD CO can change it for periods not yet submitted The table with the Yearly Maximum JU Contribution per beneficiaries at ITD level for a given year to be incorporated in the yearly contract was not yet submitted to CSJU by the ITD Co BENEF and ITD Co can change if for periods not yet submitted with a comment explaining the change to be filled in To be able to save the update of any yearly data of any line the beneficiary should enter a message clarifying the reason for the change s and especially clarifying to the ITD Co CSJU if the data updated can be submitted by the ITD Co considering events triggering the update see reminders When the beneficiary user clicks on the line description first column of the 2 tables a window pop up listing all previous state of considered multi year data with as follow the date of the change the name of the person who changed the data user of BENEF ITD Co CSJU the data saved for each year the comment associated to the change Date Updater 08 09 10 11 12 13 14 15 16 17 Total Comment 02 02 13 BENEF 1 8 9 12 24 26 24 22 16 18 0 159 Demo delayed 01 01 13 ITD CO 8
15. Package 7 Hosting of the database ccsccsssscccssssececcssssceccssssceccssssesecessssessessseessessseeeees 58 Work Package 8 Annual trainings on new functions available cccssssscccssssccccesssscceeessseeeeees 59 Technical ANNEXES 3 sisi ciccssasccsersncecdessacsescnnvensaseecssetasnn cn daescoscssaphasssesseocdssaswanssuessocessessasseucesesstogae 60 Annex TS1 External user s training support Part 1 amp Part 2 ccccccccccccecessssssseceseesseesesssaeeeeeesseeeees 60 Annex TS2 Presentation of GMT for Tenderers cceeeeceeeseeeesaeceeaceceeeeecaeeeeaaeeeeaeeseaeeeeaaeeneaaeeneeees 60 Annex TS3 Security specification OWASP TOP 10 2013 RC1 ccccccccccessssssseceeeeeeeesssssaeeeeeesseesees 60 Introduction The objective of this call for tender is to select a contractor to further develop the Grant Management Tool GMT database which is used by the Clean Sky Joint Undertaking CSJU and some beneficiaries of its Grants to prepare report and follow projects execution as well as to monitor the whole grant management process and the Clean Sky program performance The Clean Sky Joint Undertaking CSJU and the context of the Clean Sky program part of the 7 Framework Programme of the European Commission FP7 which is funding research at European level are briefly presented in the tender specification as well as in the document Presentation of GMT for the tenderers attached in annex to this sp
16. an ID for an adjustment with a part coded automatically by GMT and another to be completed with a meaningful text by the BENEF as follow Year ITD BENEF Incremental number type free text filled by the benef Automatically filled by GMT Filled by GMT once the type is defined in the FO Validation Form Free text of 50 characters filled by the creator This ID as well as the requested amount should appear in the display of list of adjustments in GMT to make this display ergonomic The amount should also appear in the Initial Form C display as part of this function B Develop a comment box to be filled by the beneficiary in Adjustment Form C The objective of this functionality is to add a list of options with tick box and a comment box in all adjustment Form Cs before the signature to clarify the reason of the adjustment O Final cost is different from the accrued amount of the previous years Personal Cost corrected to reflect actual cost as a previous Form C was based on Yearly budget or previous year salary Indirect cost corrected to reflect actual cost as previous Form C was based on the previous year balance sheet v Error identified spontaneously O CFS Findings Error identified during Ex Post audit Others Add comment Comment box with the message please further clarify the reason for the adjustment If an Explanation of use of resources is needed please fill th
17. and the PO have been made from the time of the last POPI is generated on demand of the Head of Administration and Finance by the FO A workflow is associated to these payments in ABAC ending with a payment made by the Accountant After performing the payment in another tool the accountant registers it in GMT to affect a date of payment to the POPI and indirectly to all Form Cs payments included in the POPI The objective of this development is to allow the accountant to register with the date of payment as it is today also the reference of the ABAC payment via a text box This information should be visible then on the reports as well next to first payment date A new filter for POPI should allow to select POPI generated between two dates to be set 22 Update of the queries to set properly the years per Form C Today exports make the same data appear two times in the 2 years of the Form C it is the GAM Year data All exports should be modified to show The GAM Year The year of submission automatically assigned based on date of submission to CSJU from 1 1 N to 31 12 N ITD Year of Related GAM submission Amendment 1 SGO 2008 2008 23 Upload of documents by the FO in the FO Validation Form Today the FO can only comment the Form C Objective of this function is to allow the FO to upload any file needed via a dedicated upload facility with dedicated folders on the server 24 Validation workflow fo
18. awarded 30 points in the technical evaluation of the tender see tender specification Work Package 4 Initial functions to be developed 1 Develop the explanation of use of resources A Create an explanation of use of resources form in GMT The objective of this functionality is to create and associate to all Form Cs initial and adjustments an interface where the two first columns show the data entered in the Form C and are automatically populated by the tool and allows the beneficiary Admin primary or Technical Primary to explain how the resource was consumed at a level of subtotals per Work Packages by adding lines by clicking a as shown here after DATA TOTAL SUBTOTAL WP EXPLANATION OF USE OF RESOURCES Man Months Explanation Personal Cost Plan Exec Research 200 000 50 000 WP1 100 50 azerty 100 000 WP2 60 100 azerty 50 000 WP2 60 50 Development 100 000 100 000 WP3 100 100 Management 50 000 50 000 M1 50 50 Others 30 000 30 000 WP2 30 30 Subcontracting Subcontractor Explanation Research 26 000 26 000 WP1 Subcontractor 1 azerty Development 0 Management 0 Others 0 Others direct cost 30 000 10 000 WP2 Choose type Explanation 5 000 WP2 Travel 5 000 WP3 Consumable 10 000 WP3 Depreciation Other specify Normalized excel sheet is lt download
19. be consequently one or two the year of transfer active EXEC BENEF ITD for a considered RIGHT BENEF and zero one or many passive EXEC BENEF ITD B Develop the interface to register the transfer of rights The register transfer of right interface to be developed should allow the ITD LO To choose the right to be transferred RIGHT BENEF ITD the active company is automatically identified or to find the Right to be transferred by selecting the active EXEC BENEF and the ITD then the right RIGHT BENEF ITD is automatically found To select the company to whom the right is transferred when clicking the existing interface to choose a registered company should be opened as a pop up window where we can open another pop up window to create a new company with a PIC if needed In this process a development should be made to request the registration of users automatically and to force the definition of a mandatory primary admin as a minimum for the company to be created This requirement should be made also in the other interface where a company beneficiary is created This development is to be quoted with this functionality To enter an effective date of transfer of rights To register approve the transfer When the transfer is registered an interface should be displayed to allow the FO LO to check the update and save the Initial Maximum JU GAM of the current GAM o forthe company who transfer the right to probably reduce the M
20. companies part of initial CleanSky proposal for each of their ITD participation It does not exist and should be created It constitute both the baseline and the individual rights to be managed by the LO FO PO PC during Clean Sky execution _EXEC BENEF a EXEC BENEF category should identify all individual companies participating to CleanSky one day or another In the existing setup it is more or less the beneficiary table EXEC BENEF ITD this table should identify companies which participate to an ITD It exist and may be modified Transfer of rights table RIGHT BENEF ITD EXEC BENEF ITD the effective date of transfer of rights should be stated in a table It constitute the starting date of the right for the new company and the finishing date for the right for the previous company it link all the successive owner of a right in an ITD with the RIGHT BENEF ITD which owned the right at the program initiation It does not exist and should be created EXEC BENEF ITD Year table this table exists but should be modified to have a cross only for years were a right is granted to the EXEC BENEF The following data are associated AIP Maximum JU Contribution Form Cs RFC o During the year of transfer two EXEC BENEF ITD should be associated to the ITD GAM Year with a Maximum JU contribution for each the first one transferring part of is budget to the company to whom the right is transferred o Fora considered RIGHT BENEF ITD there should
21. date has been entered manually for each Form C As the payment orders query has evolved and moreover a workflow of submission has been added after the migration the migrated Form Cs can present some issues if not yet corrected manually when queries and filter are run In particular they have not a fully paid status as the status is given at the end of the workflow and the migrated Form Cs didn t go true the workflow nominally The objective of this task is to review the behavior of GMT queries and filters regarding the migrated Form Cs and to identify the queries where an issue with the migrated Form C can invalidate the output of the query or the filter The deliverable of this task is a list of issues and recommended development or undertaking to solve the issue and only this deliverable should be quoted Eventual developments and undertakings to be performed to make the database working nominally with all the population of Form Cs should not be part of the quotation and will be undertaken if needed in the Work Package related to the functions not yet defined 37 Allow the ITD Coordinators to send reminders The current development will increase the use of GMT to execute many GAM management tasks in replacement of the use of emails so the data will be more centralized and shared It includes in particular the submission by beneficiaries of the Multi Year data to the ITD Co and the submission to the CSJU by the ITD Co or the su
22. in an acceptable standard of English Points A to O described here should be considered nominally when quoting each development 3 Way the security aspect should be taken into account in the tender The security reference standard for the development of the functions described in Work Package 4 as well as the Work Package 5 is the OWASP standard see security requirement annexed to this technical specification The minimum Security requirement to comply with is the Top 10 OWASP Application Security Risks 2013 TTR as follow A1 Avoid Injection A2 Avoid Broken Authentication and session management A3 Avoid cross site scripting XSS A4 Avoid insecure Direct Object reference AS Avoid Security Misconfiguration A6 Avoid Sensitive Data Exposure A7 Avoid Missing Function level Access Control A8 Avoid Cross Site Request Forgery CSRF AQ Avoid Using Components with Known Vulnerabilities A10 Avoid Unvalidated Redirects and Forwards The tenderer will quote separately the part of the development cost related to the security in the proposal for each individual function to be quoted see the Financial Proposal Template with the following assumptions Any service needed to secure the function that can be shared by functions should be considered developed as a service provided by the database and the cost of development should not be taken into account
23. later on the CSJU the warning massage will be shown just before the FO Validation Form C Comments made by FO PO and validation of use of resources This functionality is already developed and is described here only for the purpose of understanding the need The only developments to be performed to allow the UoR can be properly managed are to give write access to the BENEF when the UoR is not submitted and read access only to others users The ITD Coordinator the Project Officer PO amp the Financial Officer FO from the CSJU should have read access to UoR to be setup in a way that write access being reserved to the BENEF and blocked once the Form C is submitted as it is the case for the Form C content in current workflow As the possibility for the beneficiary to modify the UoR is blocked once the Form C has been submitted to the ITD CO and is in the validation workflow the FO can only reject the Form C with a rejection comment where she he can clarify what is expected from the beneficiary if the explanations of use of resources are not sufficient This is already a facility developed In such a case the beneficiary receives an email and has to update the explanation of use of resources and resubmit it to the ITDCO who will resubmit to CSJU already exist The history of rejection comments is attached to considered Form C top right of the Form C interface so the FO PO LO ITDCO and BENEF can see the history of rejection if ma
24. mergers Various changes in the legal setting of a beneficiary can happen during the program it can change his legal name without change of the PIC number it can change his legal name with a change of the PIC number it can be acquired incorporated by another company with a different PIC non beneficiary in Cleansky with a universal UTRO or partial transfer of rights to the new company UTRO it can be acquired incorporated by another company which may be already a beneficiary of Cleansky PIC known with a universal UTRO or partial transfer of rights to the new company it can become an affiliate to another company thus changing status from beneficiary to third party itcanterminate it participation to the program it can initiate it participation to the program The LO when informed of various legal changes should be able to reflect the changes in GMT In particular for each beneficiary a unique PIC number the LO should be able to link the initial right to successive active beneficiaries register the effective date of transfer of the right between beneficiaries o set an effective date from which the right as beneficiary started o setan effective date from which the right as beneficiary terminated Incase of a merger or acquisition incorporation UTRO of a company to another beneficiary of the same ITD in Cleansky the ITD should maintain the submission of two different Form Cs by the legal entity h
25. perform alone tasks and functions as they exist today and are described in the two presentations attached The updates of the 2 user s manuals to realign the content of the initial version quoted here with the developments undertaken in the context of this call for tender should be quoted individually for each function see Financial Proposal Template Work Package 2 CSJU Training on existing functions Today only external users approximately 180 have been formerly trained to GMT s current version Consequently CSJU internal users which are already using the tool need nevertheless to be trained on the existing functions at the beginning of the project once the initial CSJU user s manual will be developed in 2 sessions of half a day conducted during 2 different days in CSJU premises 7 POs 4 FOs 2 LOs 2 ACCs 4 ADM 1 Ex Dir 1 HAF 1 CPO to be trained Firm quotation should include the preparation of the trainings training support preparation based on user s manuals the travel costs to Brussels the personal cost of the trainer for the sessions any management cost needed in particular to plan users attendance to training session via an IT tool like doodle until every user is allocated to one session Work Package 3 Conduct a security audit of the existing database An audit of the existing database should be performed and recommendations should be formulated to eventually realign the existing database to e
26. program execution and excel exports the data are calculated dynamically by summing data at beneficiary level or Form C level A CSJU level synthetic program execution In a multi year plan menu to be created a CSJU level synthetic program execution interface should be created to display automatically the following tables to overview the program planning amp execution at CSJU level GAM 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL Past years based on GMT calculation from Form Cs SAGE Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline SFW Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline GRC Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline GRA Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline SGO Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline ED Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline TE Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline GAP 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL Past years based on last updated FO entries at ITD Level SAGE Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline SFW
27. see Financial Proposal Template and the priority setting at the time of the kick off by the CSJU regarding each individual function B An individual less formal kick off for each function will be done where clarifications will be eventually given by CSJU on the function to be developed and mock ups of user interfaces queries workflow or logic will be discussed with a representative of the CSJU C Distribution of the validated mock ups to GMT users in the CSJU for validation or update D Development of the functionality in compliance with the security requirements attached to this technical specification see paragraph related to security after E Development available on a development server for testing to be provided by the contractor F Updates following user feedback a ticket management tool should be used G Migration to the production server once modifications requested are developed and validated H If any issue is faced in the specific context of the production server any correction needed should be made ASAP or alternatively the server should be put back in previous version ASAP if the issue is critical I The reception of the development will be performed 2 months after a successful migration to the Production server to allow CSJU and users in general to experiment eventual drawbacks J Once the development has been accepted the cost of changes for newly identified bugs or changes of eventual drawbacks wil
28. 0 web conferences end held at the end of 2012 to be able to Submit validate and manage their Form Cs in GMT Upload Download documents Access FO and PO comments Monitor the process of validation and payment For the ITD coordinators to submit requests for change To complement this in the context of this current call for tenders a Presentation of GMT for the tenderers attached in annex of this specification has been created presenting the functions not included in the external user s training support mainly Back Office functions so all potential tenderers can understand the scope of GMT Nevertheless no user s manuals exist as such today either for the external or the internal users The objective of the task to be quoted here is to develop An external user s manual for ITD Coordinators and beneficiaries users based on the training support attached to this tender only the form is to be reviewed here A CSJU user s manual with the following sections to be described An introduction to GMT with the notion of access and access rights Common functions FO specific functions PO specific functions LO specific functions ACC specific functions CSJU management functions Ex Dir HAF CPO Admin specific functions O oO O O 2 The quotation should consider the work to be performed to set the initial version of both documents with adequate information for every user to be able to
29. 8 09 10 11 12 13 14 15 16 17 Total Comment BENEF 1 L 8 9 12 24 26 24 22 16 18 0 159 Ready for AIP13 remind update BENEF 2 A 7 8 11 26 30 25 20 15 6 0 m submitted by ITD remind update Co for AIP 2012 remind update TOTAL 15 17 23 50 56 49 42 31 24 0 GAP MYA data submitted to CSJU and updated by BENEF or ITDCO SAGE 08 09 10 11 12 13 14 15 16 17 Total Comment BENEF1 L 8 9 12 24 26 24 22 16 18 0 159 Ready for AIP13 remind update BENEF 2 A 7 8 11 26 30 25 20 15 6 0 z submitted by ITD remind update Co for AIP 2012 remind update TOTAL 15 17 23 50 56 49 42 oi 24 0 Add benef update update update update update submit submit submit submit submit The ITD Co can see the last updated beneficiaries data see the comment associated to last update and if beneficiary indicate data is ready remind a beneficiary to update the data email sent real time in name of the ITD Co update data on behalf of a beneficiary and fill in a comment in the process done especially if the beneficiary didn t filled or update the data in a timely manner submit the Beneficiaries ITD level Provisional Accounts for a given year to the CSJU o anemailis sent to the CSJU o the Provisional Accounts data for the given year is frozen for all ITD s beneficiaries The beneficiary can see the real time data of others beneficiaries and the ITD level figures update amp comment his update as in the Up
30. A Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline GRC Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline GRA Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline SGO Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline ED Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline TE Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline TOTAL 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL SAGE Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline SFWA Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline GRC Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline GRA Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline SGO Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline ED Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline TE Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline Following amounts in are generated dynamically GAM amounts gt best forecast calculated as follow for all Form Cs related to the Year o If claim is validated gt take validated on hold for considered Form C o If claim present but not validated yet gt take claimed non eligible for considered Form C o If no Initial claim gt take latest figure between Bene
31. AIP plan AIP plan AIP plan update BENEF MYA Estimate MYA est MYA est MYA est MYA est MYA est MYA Est update BENEF Provisional Ac Prv Ac est Prv Ac est Prv Ac est Prv Ac est Prv Ac est update the BENEF GAM Max JU shown is calculated based on Signed budget per cost categories per beneficiary per year when the user clicks on the BENEF GAM Max JU cell of a year already registered a pop up should display the signed maximum JU Contribution per year RTD Demonstration Management Other Total Elson 283399 29 0 00 0 00 283399 29 costs Subcontracting 286549 68 0 00 2500 00 0 00 eeeereroe Other direct 7082 22 0 00 4311 63 0 00 11393 85 costs Indirect costs 217788 47 92 50 0 00 24788097 Total 794819 66 0 00 6904 13 0 00 801723 79 Requested 400861 89 D Display of the signed Maximum JU Contribution in the Form C Once the previous development has been developed in the Form C interface RTD Demonstration Management Other Total Personne 283399 29 0 00 0 00 283399 29 costs Subcontracting 286549 68 0 00 2500 00 0 00 22AT O8 Other direct 7082 22 0 00 4311 63 0 00 11393 85 costs Indirect costs 217788 47 92 50 0 00 A Total 794819 66 0 00 6904 13 0 00 801723 79 Max JU a COntribution Initial or Updated Requested 400861 89 When the mouse of the user stays on a cost category cell the signed budget for that cost category should appear in a pop up T
32. AL ED MYA ESTIMATE TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL ED PROVISIONAL ACC ED ITD last update TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL ED CLAIMED TOTAL ED VALIDATED TOTAL ED PAID TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL Claimed PtoDate Validated PtoD Paid Plan to date ED Calculated available vs baseline Baseline Claimed Baseline Validated Baseline Paid Baseline Claimed Baseline Validated Baseline Paid ED Calculated available vs ITD plan ITD Plan Claimed ITD Plan Validated ITD Plan Paid ITD Plan Claimed ITD Plan Validated ITD Plan Paid SFWA GRC GRA SGO ED TE CSJU can see these detailed data for all ITDs ITD Co and Beneficiaries can see these detailed data for the ITDs their company belong to All data are calculated dynamically based on Beneficiaries CSJU entries _GAPs Selected Proposals Signed Claimed Validated and Paid are FO Entries at ITD level If data are validated by the ITD Co or registered by CSJU for the Yearly Maximum JU Contribution they appear in green otherwise in red still modifiable by the BENEF and ITD Co By clicking the data type for an ITD in the 1 column of the table for example SAGE AI
33. Annex 1B GMT Extension Technical Specification Contents introductio issus tives stesernsdesscendsacnunnssnoscenssdeaamnadeoscenddacanapsonssacassesauenadessceassecaunpanss sagessdenamnae esas 4 Work Package 1 User s manual for existing Setup and FUNCTIONS cccssssseccsssscecceessceceenssseeeeees 4 Work Package 2 CSJU Training on existing fUNCTIONS ccccessccccsssscecccsssseccesssseccsesseeceeesseseeeeeess 5 Work Package 3 Conduct a security audit of the existing database scccsseccsssccssssccsseeseeseees 5 Way of working to be taken into account for quotation Of WP4 and 5 ssscccssssseccesseecenessseeeeees 6 17 Staffing forthe PROleCtiacecveccuiseecesasceesssudadeadescessevandezaessavacdossadedeedasihnasedseciesoudecuvaisitageedsiecdies sct vdetaee 6 2 Way of working for the development of the individual FUNCTIONS ccccccssecesseeesseeeessecesseeesees 6 3 Way the security aspect should be taken into account in the tende ccccccesssecsseeesseceeseeeees 8 Work Package 4 Initial functions to be developed ssscccsssssecccssssccccesscecccessseccecsssecceessesceaeeess 9 1 Develop the explanation of use Of resources ccscccesssccsssceessececseecesseccsscecsuecesseeceseeecsaecesasecensees 9 A Create an explanation of use of resources form in GMT ssccessecssseeessececseeceseeeesseeeesaeceseeeens 9 B Modification of the Form C submission WOrkflOW ccccseccc
34. D coordinator and the CSJU can access an AIP submission interface per ITD GAM AIP data submitted to CSJU and updated by BENEF or ITDCO SAGE 08 09 10 11 12 13 14 15 16 17 Total Comment BENEF1 L 8 9 12 24 26 24 22 16 18 0 159 Ready for AIP13 remind update BENEF 2 A 7 8 11 26 30 as 20 15 6 0 A submitted by ITD remind update Co for AIP 2012 remind update TOTAL 15 I7 23 50 56 49 42 31 24 0 GAP AIP data submitted to CSJU and updated by BENEF or ITDCO SAGE 08 09 10 11 12 13 14 15 16 17 Total Comment BENEF 1 L 8 9 12 24 26 24 22 16 18 0 159 Ready for AIP13 remind update BENEF 2 A 7 8 ala 26 30 25 20 15 6 0 Mes submitted by ITD remind update Co for AIP 2012 remind update TOTAL 15 I7 23 50 56 49 42 ol 24 0 Add benef update update update update update submit submit submit submit submit The ITD Co can see the last updated beneficiaries data see the comment associated to last update and if beneficiary indicate data is ready remind a beneficiary to update the data email sent real time in name of the ITD Co update data on behalf of a beneficiary and fills in a comment in the process done especially if the beneficiary didn t filled or update the data in a timely manner submit the Beneficiaries ITD level AIP for a given year to the CSJU o anemailis sent to the CSJU o the AIP data fo
35. ITD coordination and the CSJU in the context of the program planning and reporting and in particular by Reducing the time spent to enter and communicate the data Reducing the need of communication by telephone or emails to get a status on any data Decreasing the lead time to get data updated and improve consequently the timely delivery of various forecasts and reporting needed nominally in the execution of the programme As general principles All data except baseline are entered at beneficiary level primarily by the beneficiary itself eventually by the ITD Co on behalf of the beneficiary in certain circumstances at tool level the ITD Co have the possibility to enter and update but in real life he will use it only by exception The ITD Co submit officially in GMT the various forecast and reporting data at appropriate calendar dates for which he and the beneficiaries will receive reminders based on data entries by beneficiaries or update made by himself at beneficiary level when needed After submission by the ITD Co of any set of data only CSJU can correct eventual errors for example if the ITD Co have submitted the Initial maximum JU Contribution for 2012 already to the CSJU only the CSJU can update the data Any change of any data done by the beneficiary the ITD Co or the CSJU should be commented before being saved to ensure an appropriate understanding of all actions by all In interfaces developed to follow up
36. Multi Year Plan interface The CSJU LO FO can see all data and remind beneficiaries email sent in real time in name of the CSJU update the data already submitted to correct an error under request of the beneficiary ITD Coordinator If any user able to access the interface clicks on a beneficiary line a window pop up listing all previous state of Requested Maximum JU Contribution data for considered beneficiary as in the Update Beneficiary Multi Year Plan Interface Date Updater 08 09 10 11 12 13 14 15 16 17 Total Comment 02 02 13 BENEF1 8 9 12 24 26 24 22 16 18 0 159 Demo delayed 01 01 13 ITD CO 8 9 12 24 26 24 2 18 16 0 159 2012 frozen 10 10 12 BENEF1 8 9 12 24 26 24 22 18 16 0 159 Update of 2012 figure Signed GAM maximum JU Contribution The interface to register the finally signed GAM maximum JU Contribution per beneficiary per ITD already exists Data signed may not be exactly the amount requested in GMT if adjustment has been made in the meantime There is accordingly no development to be made to register the signed maximum JU Contribution per beneficiary When data is at ITD level in any interface it should be calculated based on existing beneficiaries data H Mid Year Assessment estimates submission interface In the multi year plan menu the beneficiaries of the ITD the ITD coordinator and the CSJU can access a Mid year Assessment submiss
37. OTAL TOTAL TOTAL ED PROVISIONAL ACC ED ITD last update TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL ED CLAIMED TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL Claimed PtoDate ED VALIDATED TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL Validated PtoD ED PAID TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL Paid Plan to date ED Calculated available Baseline Baseline Claimed vs baseline Claimed Baseline Baseline Validated Validated Baseline Paid Baseline Paid ED Calculated available vs ITD plan ITD Plan Claimed ITD Plan Validated ITD Plan Paid ITD Plan Claimed ITD Plan Validated ITD Plan Paid SFWA GRC GRA SGO ED TE 4 Export with a single button the Multi Year Plan detailed state of play A Export per beneficiary at CSJU level The objective of this functionality is to develop an Excel export of the Multi Year Plan in excel including all ITDs with an excel sheet for each of the following data can be also 3 exports GAM Baseline per beneficiary per year summed across ITDs GAMITD Beneficiary last update per beneficiary per year summed across ITDs GAMITD Beneficiary last update baseline per beneficiary per year summed across ITDs GAM AIP Signed Maximum JU Contribution Mid Year Assessment and Provisional Accounts state of play per beneficiary per year summed across ITDs GAM Claimed Claimed Non Eligible Validated
38. P planned a page should be opened in a new window of the navigator with an interface describing the data type for the whole ITD for the whole program at beneficiaries level Development of these specific interfaces are not quoted in this Function 2B but should be quoted individually Depending of the data type the functions rights and actions per user are different described after C Baselines interface A dedicated interface to be developed within this functionality and available in the multi year plan menu for FO should allow FO to fill in the Program baselines per beneficiary per year for an entire ITD data come from the CleanSky proposal GAM Baseline as set in the program proposal SAGE Type 08 09 10 11 12 13 14 15 16 17 Total BENEF 1 Leader 8 9 12 24 26 24 22 18 16 BENEF 2 Associate Add BENEF Save only for LO FO GAP Baseline as set in the program proposal SAGE Type 08 09 10 11 12 13 14 15 16 17 Total BENEF 1 Leader 8 9 12 24 26 24 22 18 16 BENEF 2 Associate Add BENEF Save only for LO FO Data filled will constitute the baseline against which the execution of the program will be compared for a specific beneficiary a pool of beneficiaries clusters an ITD or at CSJU level GAM amp GAP
39. Today the user of the beneficiary filling in a Form C is typing the name of the person who sign the Form C at the end of the form The objective of this functionality is to replace this open textbox in the form by a list box listing only the persons identified in the A2 form of the beneficiary as person authorized to sign the Form C Next to that list box a button update A2 form should be added to allow the user to create a new person authorized to sign the Form C if the person authorized in the company has changed In such a case the updating process is the same as the one described in the Update A2 form function 9 Develop Electronic signature of the Form C This functionality is to be developed after the Update A2 form and the Authorized person to sign the Form C list box functions An electronic signature system should be proposed to the CSJU with an economic justification of the recommended choice to enable electronic signature by various roles in GMT and in particular for beneficiaries roles o person authorized to sign the Form C o Admin primary o Technical Primary For ITD roles o Admin primary o Technical primary The quotation of this function should consider the workflows to be added and the modification of the existing setting to be performed to enable the function In particular the Form C submission workflow modification to become paperless should be considered 10 Generate and ma
40. able here gt Beneficiary s Admin users ITD CO and CSJU will logically access it at the end of the Form C for both Initial and Adjustment Form Cs Beneficiary s Technical users and PO will logically access the Explanation of use of resources for Initial Form Cs only in the menu Technical Closing gt Explanation of use of resources with a selection of the ITD and the related GAM Year 2 alternatives are proposed in the interface to fill in data per cost category to fill in data directly in the table online which may oblige the user to unnecessarily copy paste each data from a file filed when the concrete work has been performed or to upload a normalized Excel file which model should be developed in the scope of this functionality and downloadable in the interface with GMT automatically populating the able The explanation once entered by one way or another can be saved by beneficiary s Admin or Technical users B Modification of the Form C submission workflow The Form C submission workflow for the Initial Form Cs and adjustment Form Cs should be modified to check if comment of 10 digits saved by either the Admin or Technical primary are associated to any cost category where the cost is not 0 If any category with a cost is not fully covered by comments when the Form C is submitted the submission to the ITD CO is not blocked but a warning message is shown to the beneficiary Dear lt BENEF gt admin primary user the f
41. ace to be created to export a list of emails of participants to Governing Board Members Governing Board Sherpa Group Governing Board Legal Sherpa Group ITD Coordination Meeting All technical and admin primary of the ITD All users of all beneficiaries of an ITD 27 Groups and Clusters definition interface Many subsidiaries of large aeronautic groups are participating to the Clean Sky program As well some SMEs have made a common offer to become associates as a cluster of companies If all legal entities participating to the program are submitting their Form C individually it is interesting for reporting purpose to be able to monitor the execution at group level at CSJU level at group level per ITD at Cluster level at ITD level only clusters having applied for a dedicated ITD only The objective of this function to develop an interface where LO FO can define groups by clarifying which legal entities with their individual PIC belong to a particular group to be created clusters by clarifying which legal entities with their individual PIC belong to a particular cluster to be created During the creation process for the cluster a cluster administrator role is to be created with an email address and a dedicated right in GMT see next function Some beneficiaries are participating to various clusters so the Form C submitted for an ITD aggregate the claims associated to the various clusters 28 De
42. ated with EXEC BENEF Initial Maximum JU Contribution versus baseline and EXEC BENEF execution data should aggregate the data of the virtual subsidiaries of a unique EXEC BENEF which have taken over other companies virtual subsidiaries created with a digit added to the PIC number of the EXEC BENEF to be able to manage the transfer of right and the follow up of the baseline Export per beneficiary group cluster at ITD level ITD chosen before export should be duplicated o 1modified with RIGHT BENEF baseline and sum of associated EXEC BENEF ITD data o another to be created with EXEC BENEF Initial Maximum JU Contribution versus baseline and EXEC BENEF execution data should aggregate the data of the virtual subsidiaries of a unique EXEC BENEF which have taken over other companies virtual subsidiaries created with a digit added to the PIC number of the EXEC BENEF to be able to manage the transfer of right and the follow up of the baseline Export per Form Cs at CSJU ITD levels in each sheet of the export the info of the RIGHT BENEF should be added the PIC number with a digit added allow to eventually aggregate the data of a company who took over rights once the export is made It is also part of this functionality to ensure that the functioning of the database is working nominally with the new concept the update of filtering in manage process is treated separately 8 Use of a person authorized to sign the Form C list box in the Form C
43. aving 2 or more undertakings in the same ITD to be able to follow the 2 or more individual rights To do so the following developments should be performed A Create notions of Clean Sky proposal Initial Right and active passive beneficiaries The database architecture should be modified to separate two categories rights described by association to the company initially in the Clean Sky proposal per ITD Companies executing the activities associated to the initial rights which can be o Active active from a date passed a budget should be allocated in the year of accession to the grant and planned in the future until the end of the program o Passive when the right has been transferred at current date it mean the company will not appear automatically in the interface to register the GAM Maximum JU Contribution for the following years and will not be able to submit Form Cs for these years but the beneficiary will be able to submit initial and adjustments Form Cs for the year of cancellation of participation and previous years New tables should be created and some existing tables should be modified to adapt to the new concept as described here after RIGHT BENEF a RIGHT BENEF table should identify all individual companies part of the initial CleanSky proposal It does not exist and should be created RIGHT BENEF ITD a RIGHT BENEF ITD table should identify the baseline per ITD per year of all individual
44. aximum JU Contribution o for the company to whom the right is transferred who become active at that time and for which a Maximum JU Contribution is probably transferred to Following operations will be done automatically once the registration of a legal change will take place baseline is not concerned as it is attached to the right and not the active passive beneficiaries o the beneficiary last update of the company becoming active is modified to be equal to the entries of the company becoming passive for all following years and for current year to Maximum JU Contribution as entered by FO LO for beneficiary becoming active o the AIP figure of the company becoming active is modified to be equal to the entries of the company becoming passive for all following years and to the Maximum JU Contribution allocated to the new active company as updated by the FO LO in the current process for current year o the MYA and PROVISIONAL ACCOUNTS of the beneficiary becoming active if registered yet are equal to the Registered figure new Maximum JU Cont of the company becoming passive entered by FO LO and if not registered forced blank o the Requested Maximum JU Contribution of the company becoming active is updated according to the FO LO entry for current year is forced blank for the following years where signed Max JUC not yet registered and are made equal to the beneficiary becoming passive entries if signed Max JUC yet registered o the Signe
45. beneficiaries which didn t submit the requested document in GMT Reminders for the following events have to be updated Automatic request of Initial draft and figures of a YEAR N AIP Existing automatic email should be modified to request not only an upload in GMT of the AIP file to the ITD Co but also the entry in the dedicated interface here before of GAM and GAP AIP figures by the beneficiaries in due time with the link Automatic request of Final AIP document and figures of a YEAR N AIP Existing automatic email should be modified to request not only an upload in GMT of the AIP file to the ITD Co but also the entry in the dedicated interface here before of GAM and GAP AIP figures updates by the beneficiaries in due time with the link Automatic requests of June draft November draft and Final document and figures for YEAR N ANNEX 1A 1B Existing automatic email should be modified to request not only an upload in GMT of drafts or final version of the Annex 1A 1B but also the entry in the dedicated interface here before of Requested JU Contribution figures updates by the beneficiaries in due time with the link Automatic request of 2cd Quarterly Report and MYA Existing automatic email should be modified to request not only an upload in GMT of the 2cd Quarterly Report file and the MYA to the ITD Co but also the entry in the dedicated interface here before of GAM and GAP MYA figures by the beneficiaries in due time with th
46. bmission of PO comments directly to the beneficiaries In this context the purpose is to allow an ITD Coordinator to send a reminder to users registered for the beneficiaries of the ITD when a task should be performed and the status in GMT is not up to date Pending PO Comments reminder send an email to all beneficiaries for which a PO Comment is open for considered ITD inviting them to send an answer to the comment Pending update of AIP MYA Provisional Account allow the ITD Co to send a reminder by clicking a button to all users of the beneficiaries which did not submit the data expected The development of the status of validation and its management if needed in complement of the previous development is included in this development 38 Update the FO comments The FO comments are made today in a single comment box The objective of this function is to allow the FO to register the comment in a box and the follow up in another The development consists in Adding a Follow up comment box in the FO Validation Form of the Form C form Modify the export comment to add the 2 comment box in the export Modify the registration of a payment o to duplicate the 2 boxes instead of one o to addin both active comment boxes from which comments have been duplicated the message see previous comments made before intermediate payment 39 Implement a validation rule for the Requested JU Contribution Today wh
47. cccesecsesentececeecceesenenceeeeeseeessnenaeees 10 C Comments made by FO PO and validation of use Of FESOULCES c ccssececssecessseeseeeesseceeseeees 11 2 Develop the functions related to the Multi Year Plan cccccesssccsssceesecesseeceseecesseeeeseesesseeees 12 A CSJU level synthetic program execution ccccccceessccssscecssececssecesseccsseeesaeceeseecsseeeesaeceesaeeeseees 13 B ITD level detailed program eXeCUtION c ccccsccecssecesssecsseceesseceeseeceseeecsaececsseceseeessteseaaeeeeseeesees 14 C Baselines interface ccccccccsccsssssccssccccesscsssecensccesessececncasececessenecuccasecesesseceeuceasecnseseesececeaseenseess 16 D Beneficiary Multi Year Plan Interface ccccccccccesssecssececsseceeseeesseeeeaeeecseecesseeesseeeeaeeeeseeesees 17 E GAP data registration interface ccccccesscccsssceessecesseecsseeecsaececseeesseeecsaececaseceseeesaseceaaeeessaeenses 19 F AIP submission interface cccccesessssensececccececssseaececccecsesesesececececseseaececeescecseceneceeseseeesentnaeens 20 G GAM Requested Maximum JU Contribution submission interface cccccceesceceseeeesseceeeeeees 21 H Mid Year Assessment estimates submission interface cc cceceseeeeseccecceccecsseenacceeceseeessnenaeens 22 I Provisional Accounts estimates submission interface ccccceccceceeseseseccecceccecsesencceesecceessnenaeees 25 J Reminders related to the Multi Year Plan ccccc
48. csccccsscssesssccecccccecsesenceeececcessesenaeeeeveseeessnenaeens 26 3 Export with a single button the synthetic state of play of the Multi Year Plan cccce 27 4 Export with a single button the Multi Year Plan detailed state of play cccsscccssceesseceeeees 30 A Export per beneficiary at CSJU level cceccccssscesscecssseecssececsseceseccsaeecesaeceeseeceseeeeaeceeaaeeesnees 30 B Export per beneficiary at ITD level ITD chosen before export ccccecsseceesseessseeeseeeesseeeees 30 C Export per Form Cs at CSJU ITD level s cccccccsccccssecesseecssececseecesseecsseeecsaececaseceseecsseeeeaeseeseens 31 5 Generate S Curves all Members Leaders Associates Individual couple Beneficiary ITD 31 6 Allow online process of updating the FORM A2 by the ITDs Beneficiaries ccsccccssceeseeees 32 7 Enable the LO to reflect legal entity changes and mergers c cccssccesscecsseceessecesseecseeeeseceeseeees 33 A Create notions of Clean Sky proposal Initial Right and active passive beneficiaries 33 B Develop the interface to register the transfer Of rights ccccccsccccsssceessecesseeessseeesaeeeeseeeeees 34 C Update existing forms queries exports taking into account the RIGHT BENEF table 36 8 Use of a person authorized to sign the Form C list box in the Form C cccceesseeeseceeseceseeeees 37 9 Develop Electronic signature Of the
49. d Form C but there is no synthetic view of the GAM reference The objective of this function is to develop an interface where the data for a GAM year are synthetized as follow VALIDATED RFCs RFCs NOT VALIDATED Initial RFC1 RFC2 RFC3 RFC4 RFC5 Updated RFC7 RFC8 RFC9 RFC 10 Maximum JU Max JU Contribution Contribution Legal LAO1 LAO1 LAO2 LAO2 Not covered Submit Amendment a BENEF 1 500 0 10 0 0 200 310 0 200 0 10 BENEF 2 200 0 10 0 0 0 190 0 200 0 0 i 200 200 400 0 0 10 Add benef 12 Ex post audits A Annual export of the Ex Post population Accumulated GAM population i e all cost claims entirely validated by the JU management need to be exported in an excel file where data must be retrievable On first sheet at beneficiary level On second sheet at Form C level On third sheet the 16 categories of cost of the Form C appear per unaudited Form C The Ex Post audit population export should include all Form Cs Initial or Adjustment for which The PO validations status is Yes The FO Validations status is Yes The On Hold Amount is 0 The validated amount is gt 0 No Ex post audit has been planned or executed yet The data to be exported should also include Legal name of beneficiary PIC number Related ITD ITD periods covered Costs reported Contribution requested Contribution validated by JU management Count
50. d Maximum JU Contribution of the company becoming active is updated according to the FO LO entry for current year is forced blank for the following years not yet registered and are made equal to the beneficiary becoming passive entries if yet registered o the beneficiary last update of the company becoming passive is modified to be equal to 0 for all following years and to Maximum JU Contribution for company becoming passive updated by the FO LO for current year o the AIP figure of the company becoming passive is modified to be equal to 0 for all following years and to initial AIP of current year Maximum JU Contribution allocated to the new active company as updated by the FO LO in the current process for current year o the MYA and PROVISIONAL ACCOUNTS if registered yet are equal to the new Maximum JU Cont entered by FO LO for the company becoming passive and if not registered forced blank o the Requested Maximum JU Contribution of the company becoming passive is updated according to the FO LO entry for current year and forced blank for the following years o the Signed Maximum JU Contribution of the company becoming passive is updated according to the FO LO entry for current year and forced blank for the following years o the company becoming passive will still be able to manage Form Cs related to the year of transfer and of previous years being able during the following years to submit adjustments but will not appear anymore b
51. d by Admin primary of a beneficiary an email synthetizing the new completed Form A2 will be generated and send automatically to the ITD CO copy the beneficiary concerned to ask him to confirm the data has to be considered up to date copy the LO If the new A2 form is confirmed by the ITD CO via the link in the email or an appropriate interface in the tool GMT should update the content of the current validated Form A2 by the content of the newly validated update and send an email to the ITDCO LO Beneficiary to inform them that the update is validated If the ITD Co rejects the change he should comment the reason In such a case an email which includes the comment is sent to the beneficiary to request an update of the new A2 form The beneficiary should be able to reopen the update as it was submitted versus the current state of play in GMT to modify it and to resubmit it via the initial process The same workflow applies again Once an update of the A2 Form is validated in GMT by the ITD Co the account of the new users become active they become able to connect to GMT to act in GMT and to received emails according to the role they have the list of person authorized to sign the Form C in the Form Cs is updated the various exports of outlook mailing list GB Sherpa see dedicated functionalities take into consideration the eventual changes in the validated A2 form 7 Enable the LO to reflect legal entity changes and
52. date Beneficiary Multi Year Plan interface The CSJU LO FO ACC can see all data and remind beneficiaries email sent real time in name of the CSJU update the data already submitted to correct an error under request of the beneficiary ITD Coordinator If any user able to access the interface clicks on a beneficiary line a window pop up listing all previous state of AIP data for considered beneficiary as in the Update Beneficiary Multi Year Plan Interface Date Updater 08 09 10 11 12 13 14 15 16 17 Total Comment 02 02 13 BENEF 1 8 9 12 24 26 24 22 16 18 0 159 Demo delayed 01 01 13 ITD CO 8 9 2 24 26 24 22 18 16 0 159 2012 frozen 10 10 12 BENEF 1 8 9 12 24 26 24 22 18 16 0 159 Update of 2012 figure J Reminders related to the Multi Year Plan A reminder function has already been developed for various functions and events needed for the preparation of the GAM and the submission of the Form C For the various multiyear plan entries 3 reminders informing the beneficiaries and the ITD Co of the deadline for submission of the data and providing them a direct link to the interface similar to or updating the existing ones have to be sent 1 generally 1 month before deadline 1generally 1 week before the deadline only for beneficiaries which didn t submit the requested document in GMT the day after the deadline with a different content only for
53. e Paid Baseline calculated eligibility claim ED Calculated available ITD Plan ITD Plan Claimed vs ITD plan Claimed ITD Plan Validated ITD Plan ITD Plan Paid Validated ITD Plan Paid SFWA GRC GRA SGO ED TE GAP 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL ED ITD LAST UPDATED ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ED AIP REQUEST AIP Req AIP Req AIP Req AIP Req AIP Req AIP Req AIP Req AIP Req ED MYA ESTIMATE MYA Est MYA Est MYA Est MYA Est MYA Est MYA est ED PROVISIONAL ACC ED GAP CLAIMED FO Claimed Claimed Claimed Claimed Claimed Req P to Date ED GAP VALIDATED FO Validated Validated Validated Validated Validated Val P to date ED GAP PAID FO Paid Paid Paid Paid Paid Paid P to date ED Calculated available vs Baseline Baseline Claimed baseline Claimed Baseline Baseline Validated Validated Baseline Baseline Paid Paid ED Calculated available vs ITD Plan ITD Plan Claimed ITD plan Claimed ITD Plan ITD Plan Validated Validated ITD Plan Paid ITD Plan Paid SFWA GRC GRA SGO ED TE TOTAL GAM GAP 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL ED AIP REQUEST TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL ED MYA ESTIMATE TOTAL TOTAL TOTAL TOTAL TOTAL TOTAL T
54. e attached table lt link to the table gt 17 Flag the Initial Form C which need an adjustment Today we are not capable to automatically identify initial Form Cs which need an adjustment to make the cost actual This possibility has been requested by the Court of Auditors The objective of this function is to force the beneficiary to declare that all cost submitted are based on actual accounting data related to the reporting year or to allow him to clarify exceptions can be many to allow the FO to identify that part of the submitted costs are not based on actual accounting data related to the reporting year when analysing the CFS findings if not yet declared by the beneficiary himself to allow the FO to indicate that part or all adjustments needed to make the cost based on actual accounting data related to the reporting year has been submitted and validated A Beneficiary declaration that cost are fully actual Objective is to force the beneficiary to declare that all cost submitted are based on actual accounting data related to the reporting year or to clarify why they are not Before the signature of the Form C the following tick boxes list should be added the declaration that all cost are actual being the default setting v All cost declared are based on actual accounting data related to the reporting year O Accrued amount are part of submitted cost Personal cost was based on Yearly budget or previo
55. e baseline baseline baseline BENEF last update ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan update BENEF AIP REQUEST AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan update BENEF GAM JUC Req JUC request JUC request JUC request JUC request JUC request JUC request JUC reques update BENEF GAM Max JU Max JUCont Max JUCont Max JUCont Max JUCont Max JUCont BENEF MYA estimate MYA plan MYA plan MYA plan MYA plan MYA plan MYA plan update BENEF Prov Ac Prv Ac plan Prv Ac plan Prv Ac plan Prv Ac plan Prv Ac plan update GAP 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL BENEF baseline Baseline baseline baseline baseline baseline baseline baseline baseline baseline baseline baseline BENEF Last update ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan update BENEF AIP REQUEST AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan update BENEF MYA Estimate MYA est MYA est MYA est MYA est MYA est MYA Est update BENEF Provisional Ac Prv Ac est Prv Ac est Prv Ac est Prv Ac est Prv Ac est update A new pop up should be developed so when the BENEF GAM JU Contribution requested for a given year cell is clicked by the beneficiary instead of being able to fill in directly the synthetic Requested JUC he is i
56. e link Reminders for the following events should be created Automatic request of Provisional Accounts estimate 3 automatic emails should be created to request the entry in the dedicated interface here before of GAM and GAP Provisional Accounts data by the beneficiaries in due time with the link Automatic request of FO s GAP entries updates 3 automatic emails should be created to request to the FO to update GAP entries at ITD level in the dedicated interface here in due time with the link This reminder should be done 2 times one with targeted date end of June and another with the targeted date end of December dates to be confirmed during the development 3 Export with a single button the synthetic state of play of the Multi Year Plan The objective of this functionality is to develop an export in excel of the synthetic state of play at CSJU level with all ITDs A first sheet of the export should display the very synthetic table of the Multi Year plan GAM 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL Past years based on GMT calculation from Form Cs SAGE Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline SFW Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline GRC Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline GRA Best forecast Best forecast Best fo
57. e tenderer should be highlighted in the proposal Way of working to be taken into account for quotation of WP4 and 5 1 Staffing for the project When the tenderer estimates the duration cost of development cost of updating the user s manuals and cost specifically related to security aspects for each individual development see the financial offer template the tenderer should consider that all initial developments of the Work Package 4 should be done within 2 years after the kick off without new development in the Work Package 5 delaying these developments that all developments should the maximum commitment of 500 000 be reached due to new needs added to the Work Package 5 should be done within 3 years after the kick off the number of functions to be developed in parallel to the maintenance and others user s guide and training activities to match these plans and consequently the way the staffing of the project should be addressed 2 Way of working for the development of the individual functions Furthermore the following way of working should be taken into account when quoting the cost of individual needs described in Work Package 4 ofan averaged development man day for the Work Package 5 A The development planning and in particular the sequence of development of the various functionalities will be defined during the project kick off meeting based on development durations indicated by the selected tenderer
58. ecification You can also find more information on Clean Sky the European Commission and FP7 on following websites www cleansky eu cordis europa eu fp7 The scope of GMT database is to support on a daily basis the management of the Grant Agreements for Members GAMs which represent 75 of the Clean Sky program funding as opposed to Grant Agreement for Partners GAPs which are managed with existing IT tools of the DG Research and Innovation of the European Commission and which represent the remaining 25 of funding The architecture and basic needs of the database have been developed in 2011 and 2012 The objective of this call is to Ensure compliance with security requirements in annex to this technical specification Develop internal external user manuals and train CSJU users on the existing database Develop new GMT s functions some described in this technical specification some not yet known and to be added to the contract via purchase orders in the work package 5 Train CSJU s internal and externals users to the newly deployed functions every year Ensure the maintenance of both existing and to be developed functions Ensure hosting of the database with appropriate quality of service and security compliance Work Package 1 User s manual for existing setup and functions An external user s training support attached in annex has been created to train Beneficiaries of the program and ITD Coordinators via 1
59. eeded to do so the extra days will fall in the Work Package 5 43 Develop a query builder for CSJU users The GMT database after development of this extension will be achieved will offer a tremendous quantity of information stored in GMT Today an excel export allows CSJU users to have access to any needed data to build up an information needed But the process to move from the Excel export to the final data needed have to conducted every single time the data need to be updated The objective of this function is to develop a query builder to allow an experienced user from CSJU to build a tailor made query that would be needed to be run on a regular basis Work Package 5 Functions and tasks not defined yet As the experience with a database often bring further needs to be developed that cannot be clearly set at the time of the specification the objective of this Work Package is to quote only an averaged man day of development When a need for a new development will be requested by the CSJU in the course of the project and if the need don t fall in the scope of the work package related to the maintenance of existing functions the contractor and the CSJU will negotiate the specification and the number of man days needed to conduct the development Depending of the level of priority of the new development the integration of the need into the project planning may also be negotiated When the specification the number of ma
60. en the beneficiary register a Form C the Requested JU Contribution is automatically calculated as 50 of the total cost registered but the beneficiary can update it to a different amount The objective of this function is to implement a validation rule to secure the data entered manually is not above the limit of 50 of the total cost Also once the data has been forced to another value below 50 of the total cost it should not be updated when the cost data in the table are changed but only the total cost A warning message indicate that the Requested JU Contribution is different from 50 of the Total Cost 40 Export PO comments The objective of this function is to export in excel all pending PO comments for an ITD to be chosen with the comment itself the related document the related beneficiary the on hold amount related to the comment the date the comment has been made and sent by email to the beneficiary 41 Export a GAM execution status An export per ITD should be developed where the following information appears The name of the beneficiary The initial JU Contribution for considered year The Updated JU Contribution The 16 individual cost categories of the Initial Form C if submitted to CSJU empty otherwise Oif initial not saved by BENEF red cell or Total saved by the BENEF red cell or Total submitted to the ITD CO orange cell or Total requested to the JU green cell The amount N
61. ent is an annual multi annual GAM amendment the LO will complete the chapter related to the amendment offline with the data related to the yearly technical amendment and in particular The reference of the Annex 1A The reference of the Annex 1B The annexes related to tables setting the maximum JU Contribution per ITD per Year Once the LO will have made adequate modifications and the Executive Director will have signed the Legal Amendment after appropriate offline workflow the LO FO will upload the scan of the legal amendment signed and will register the Maximum JU Contribution signed see Multi Year Plan function Generated drafts will be listed in the interface allowing the generation of drafts with a reference the date of generation the type admin yearly who performed the action a link to the draft and a dilation button When the LO FO will upload the scan of the signed version and will have registered and validated the table setting the maximum JU Contribution per beneficiary the button delete will disappear and will be replaced by links to download the signed version and to open the table of the registered maximum JU Contribution 11 Develop a GAM Reference view Today for a concerned beneficiary for a given year the initial Maximum JU Contribution as signed is visible in the dedicated interface Requests for Change can be opened individually to see the delta validated the Updated JU contribution is visible in relate
62. epending of his rights to select the appropriate criteria and to click a generate button which export the required S Curve in an Excel file The exported files should be stored in GMT and a list of S Curve exports should indicate the date of the export the user who exported the file and a link to the file 6 Allow online process of updating the FORM A2 by the ITDs Beneficiaries Today the data of the beneficiaries legal representatives are entered in GMT manually by CSJU after receiving a paper version To streamline the process the objective of this functionality is first to associate new functions to the beneficiaries in GMT see below and secondly to allow any Admin primary role of each beneficiary to update the data of beneficiary representative in GMT person authorized to sign the Form C exist Admin rep primary exist Others Admin Rep exist Technical Rep primary exist Others Technical Rep exist GB members to be created GB Sherpa group members to be created GB Legal Sherpa group members to be created ITD Coordination meetings members to be created to submit the updated A2 form to the CSJU and to enable an automated validation workflow Any Admin primary of a beneficiary should be able to click an Update A2 form button which open an interface where the current A2 form is replicated He can then modify it by deleting entries updating entries and adding new entries Once the update is filled and submitte
63. ex post findings 14 Creation of ex post audit adjustments by CSJU Today the FO cannot create Adjustment Form C only the beneficiaries As once the ex post audit conclusion have been communicated to the CSJU it is very important that the CSJU recover the money as soon as possible the Ex Post Audit Officer and the Financial Officer should be able to create the adjustment related to the ex post audits It should be the case only for ex post audit related adjustments There is no workflow to be associated to these adjustments As soon as they have been generated they can be integrated ina Payment Order and the Accrual or In kind exports and registrations 15 Flag beneficiaries with ex post findings Based on the table allowing the registration of Form Cs audited ex post and with ex post findings flag the Form Cs received from the beneficiary later on with the following message the beneficiary submitting the Form C has been subject to Ex Post findings during the execution of the CSJU program 16 Create an adjustment ID and Develop a comment box to be filled Today it is impossible to understand why an adjustment is submitted to the CSJU and it is hard to retrieve the relevant adjustment Form C we are looking for A Create an ID for adjustment Form C An identification code should be developed and displayed with the adjustment amount in Monitor process gt Adjustments table The objective of this functionality is to add
64. f the planning of development to be clarified at project launch and to be reviewed regularly to match the evolution of CSJU priorities nevertheless an ongoing development will not be cancelled for reallocation of priorities but only the next development to be started can be replanned so every user will have been trained on all developed functionalities in 3 years from now Consequently 4 2 half days trainings for 30 CSJU s users and 3 10 half days trainings for External users should be quoted considering CSJU trainings will take place in CSJU premises at two different dates and External users training will take place via Webex or any other adequate web conference tools with a minimum of 4 different dates I I External users belong to companies often involved in highly confidential activities and can face consequently very tight IT security rules Web conference sessions preferably based on well known system and associated details should consequently be planned and communicated to users in a timely manner so they can arrange themselves with their respective IT department to assist to the web conference session or find any other solution Quotation should include the preparation of the training training support preparation in complement to the user s manuals and planning of users attendance to training session via an IT tool like doodle until all users are allocated a training session the travel costs for the CSJU sessions in Br
65. ficiary last update and Updated JU Contribution for considered Form C if an initial JU Contribution is registered or a RFC is accepted after the last beneficiary last update updated maximum JU Contribution otherwise Beneficiary last update o Sum the data for all Form Cs initial and adjustments related to the given GAM Year GAPs amounts for past years gt best forecast entered by the FO taken from an interface where the Financial Officer of the CSJU can register GAPs data at ITD level for all GAPs of all the calls planned initially in the specific year see later on if project is closed claimed gt Claimed Non Eligible if partially claimed gt Claimed Non Eligible for the part of the granted corresponding to the claim Granted for the part of the project not yet claimed if no claim issued but project granted gt Granted if GAP is not signed and negotiation didn t failed gt Amount of Selected proposal In the context of the tender the way it is calculated is indicative as their data will be entered manually or via an automatic import based on an excel formatted export from another tool Current Year and the Years to come for GAPs gt the sum for all beneficiaries of the ITD of the Beneficiary last update ITD plan calculated by GMT real time sum of ITD s beneficiaries last updated plan see the interface to register and update beneficiary plan described later
66. he beneficiary o Final cost is different from the accrued amount of the previous years o Personal Cost corrected to reflect actual cost as a previous Form C was based on Yearly budget or previous year salary o Indirect cost corrected to reflect actual cost as previous Form C was based on the previous year balance sheet Error identified spontaneously CFS Findings Error identified during Ex Post audit The comment box as filled by the beneficiary to explain the reason of the adjustment A FO comment box to add any remark If all adjustments needed to make the cost actual have been issued the FO can check a tick box All adjustments needed to make the cost real received and validated and a comment box should allow him to explain how the cost has been made actual via the adjustments or why it is still not actual if not ticked D develop an interface to find easily Form C which are not yet fully actual yet An interface should be developed with the possibility of filtering ITD year benef type of event making cost not real to identify at any time the Initial Form Cs which still may need an adjustment to make the submitted cost actual 18 monitoring of the thresholds from which a CFS is mandatory A Certificate on Financial Statement CFS is an audit of the cost submitted by beneficiaries in the Form Cs to secure cost are eligible All costs of the program have to be covered a
67. he indication if it is still the Initial or an Updated JU contribution which appear in the Maximum JU Contribution field 34 Allow admin user to change the FO and PO receiving emails Today the table setting PO and FO per ITD exist but can only be changed by the developer The objective of this function is to develop an interface where the Administrator role can update the data 35 Allow admin user to remove a redundant company At the database setup some companies participating to 2 or more ITDs have sometimes been mistakenly entered as 2 or more different companies Some of these cases have been corrected in 2012 so only one single company is associated to ITD GAMs of 2012 The company not to be used anymore in the future GAMs has been added not to be used anymore after their name so they are not added anymore in the GAMs to be registered Nevertheless some issues remain users attached to the company still used cannot create adjustment Form C when the initial Form C was attached to companies not used anymore users attached to the others companies not used anymore cannot submit the Initial and adjustments Form Cs attached to the GAMs where they don t appear In reports the beneficiary but also the ITD Co and the CSJU have a partial view of the Form Cs submitted as only the ones attached to the company he is attached to are visible The monitoring data aggregated at beneficiary level are not correct
68. he threshold is exceeded a message should be displayed To the beneficiary asking to confirm the submission and recommending if no CFS is uploaded To the ITD Coordinator when he open the Form C To the CSJU users when they open the Form C If the Form C has been submitted anyway to the JU a message indicates to the FO to reject the Form C to request the CFS If the Form C is validated with a CFS attached all previous Form Cs without CFS are automatically marked as covered by a CFS tick box changed to yes and are consequently not taken into account by the algorithm except the ones covered by an Ex Post audit 19 Allow ITDs to register distribution of funds An interface should allow the ITD Coordinators to register the distribution of fund to the beneficiaries with by default all beneficiaries of the current GAM with the possibility to add or remove beneficiaries Areference of the payment received from CSJU comment box where the payment received is described for example pre financing GAM ED 2013 Acell to enter the payment received from CSJU For each beneficiary an amount and a date of payment Atotalis automatically calculated at ITD level which can be compared with the payment made by CSJU Save An interface should allow viewing of all registration of distribution of fund with the title the date of registration and a link to open them in view mode 20 Filter for SFR and modification of the SFR query
69. ical connection to others tools is required here GAP EXECUTION 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL at ITD LEVEL BASELINE Baseline baseline baseline baseline baseline baseline baseline baseline baseline baseline LAST UPDATE ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan AIP REQUEST AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AlPplan MYA ESTIMATE Estim Estim Estim Estim Estim Estim GAP EXECUTION FO Entry FO Entry FO Entry FO Entry update BEST ESTIMATE Import Normalized Excel File to update the data for specific ITD lt here gt Import Normalized Excel File to update the data for all ITDs lt here gt Download the normalized excel file lt here gt Year s data synthetized the status of all Projects of all Calls planned originally that year Selected total of JU Cont requested in all Selected Proposals of considered calls Signed total of Maximum JU Contribution of all GAPs signed Selected Signed total of Max JU Cont when contract signed requested otherwise Claimed Total claimed JU Contribution Validated Total validated JU Contribution Paid Total paid JU Contribution Claimed Paid Total paid JU Contribution when project is closed Claimed otherwise F AIP submission interface In the multi year plan menu the beneficiaries of the ITD the IT
70. in the financial proposal Equally if the development needed to secure the function is related to the underlying database architecture environment server or any other aspects of the system assumed to be horizontal the cost should not be taken into account in the financial proposal Nevertheless in both cases the services expected to be made available by the underlying database architecture environment server or any other aspects of the system assumed to be horizontal for the function to be secured shall be clarified in the offer Ifthe development steps needed to ensure the security of the function are not intrinsically part of the function development but are nevertheless generally not provided by the underlying database architecture environment server or any other aspects of the system assumed to be horizontal the cost should be taken into account in the financial proposal If any the tender shall briefly clarify the specific developments securing the function Ifthe development steps needed to ensure the security of the function are intrinsically part of the function development the cost should be taken into account in the financial proposal If any the tender shall briefly clarify the specific developments securing the function If any security aspect is not relevant for a particular function the tenderer will make this clear in the tender and why if appropriate The security aspect is important and is consequently
71. ion interface per ITD GAM MYA data submitted to CSJU and updated by BENEF or ITDCO SAGE 08 09 10 11 12 13 14 15 16 17 Total Comment BENEF 1 L 8 9 12 24 26 24 22 16 18 0 159 Ready for AIP13 remind update BENEF2 A 7 8 11 26 30 25 20 15 6 0 ay submitted by ITD remind update Co for AIP 2012 remind update TOTAL 15 17 23 50 56 49 42 31 24 0 GAP MYA data submitted to CSJU and updated by BENEF or ITDCO SAGE 08 09 10 11 12 13 14 15 16 17 Total Comment BENEF1 L 8 9 12 24 26 24 22 16 18 0 159 Ready for AIP13 remind update BENEF2 A 7 8 11 26 30 25 20 15 6 0 a submitted by ITD remind update Co for AIP 2012 remind update TOTAL 15 17 23 50 56 49 42 31 24 0 Add benef update update update update update submit submit submit submit submit The ITD Co can see the last updated beneficiaries data see the comment associated to last update and if beneficiary indicate data is ready remind a beneficiary to update the data email sent real time in name of the ITD Co update data on behalf of a beneficiary and fills in a comment in the process done especially if the beneficiary didn t filled or update the data in a timely manner submit the Beneficiaries ITD level Mid Year Assessment estimate for a given year to CSJU o anemailis
72. l fall in the maintenance Work Package K The initial user s manuals should be updated to reflect the development accepted by the CSJU within 2 weeks after final acceptation of the development Cost of this update is to be quoted individually for each function see Financial Proposal Template L The initial planning of development may be reviewed regularly as an example every six months and in particular when developments of new functions are agreed within the Work Package 5 with the contractor to match the evolution of CSJU priorities M Nevertheless except in case of critical developments safety of data or ability of the external users to perform tasks an ongoing function development will not be cancelled or stopped and the reallocation will concern only the developments not yet started This concern initially defined or newly requested functions for which the development already started N The source code belong to the CSJU and copies of the source code must be available for the CSJU at all times The CSJU reserves the right to review the source code for maintainability as part of system acceptance at each deliverable All source code should be adequately commented in English O A technical support manual should be supplied and maintained in addition to the user manuals All manuals and training material will be the property of the CSJU and have to be provided in editable MS Office format Word Power Point etc not just in PDF and
73. l least at the time of the last Form C To avoid an audit to be conducted every year a threshold has been set to 200 000 of cost submitted in one project an ITD before an audit is mandatory The objective of this function is to assess is such an audit is needed or not when a new Form C is submitted Preliminary A tick box should be associated to each Form C to indicate if it has been covered by a CFS or not 4 tick boxes should allow to identify if An Expost audit of the Form C is planned with a date box and comment box associated An Expost audit of the Form C has been executed with a date box and a possibility to link one or many adjustments at any time The Form C has been subject to a non systematic error correction The Form C has been subject to a systematic error correction Further a field COM should be added in the companies information Yes or No Core function When a beneficiary submit a Form C if the beneficiary have no COM otherwise there is no need to check the threshold as no Form C is to be submitted until the end of the project and the following message can be shown No CFS needed as the beneficiary is covered by a CoM Certificate of Methodology the sum of claimed amount of all Form Cs already submitted and not yet covered by a CFS or an Ex Post audit planned or executed including adjustments and the one submitted should be compared with the 200 000 threshold and in case t
74. lan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan update BENEF AIP REQUEST AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan update BENEF MYA Estimate MYA est MYA est MYA est MYA est MYA est MYA Est update Beneficiaries Last update for GAMs and GAPs should reflect up to date planned multi annual execution Beneficiaries should accordingly reflect in real time changes in the planning of their activities after Steering Committees for example and on demand via reminders received or request from CSJU ITD Co These data are used to calculate the synthetic data at ITD level Beneficiaries can update in the same interface their AIP request GAM Yearly JU Contribution request Mid Year Assessment estimate and provisional accounts estimate for GAM They can also see the Signed Maximum JU Contribution entered in GTM by CSJU Data in green cannot be changed only by CSJU to correct eventual errors because Annual Implementation Plan Mid Year Assessment and Provisional accounts have been already validated and submitted to the CSJU by the ITD CO for a given year The table with the Yearly Maximum JU Contribution per beneficiaries at ITD level for a given year was submitted to the CSJU by the ITD Co and have eventually been updated and validated by CSJU to reflect the signed contract initial Maximum
75. m JU Contribution in the Form C cccccssccessscessseeeseeeeseeeees 52 34 Allow admin user to change the FO and PO receiving emails ccccccssceessecesseeestseeeseecesseeees 52 35 Allow admin user to remove a redundant COMPANY ccscccesseceessecessceeseceessecesseeessteeesaeeeeseeees 52 36 Ensure that data of migrated Form Cs are up to date in queries cceeceessecesseeeeseeeeseceeseeees 53 37 Allow the ITD Coordinators to send reminders ccccccecessessccececececseseneccecceccessessneceeceeceesensnaeens 53 38 Update the FO COMMENHS ccccscsccccecceccssstssvccocceccesuessncveccscesetesscasseneecoecteasdeuavasbevsotededeaacauaneens 54 39 Implement a validation rule for the Requested JU Contribution ccccecsseceseeesseeeessecesseeees 54 AO Export PO COMMENTS ssanie aa a a a a a a a 55 41 Export a GAM execution Status ccccccesscccsssccessecessecceseecesseceessecesseccsseeeesaececseecesseceaeeeesecesees 55 42 Export GAM execution data for CORDA csccccsssceessecesssecsseeecssecesseecsseeecsaececseecesseceaeeeeaseceeees 55 43 Develop a query builder for CSJU USCIS csccccssscesssecesscecsseeecseeceeseecsseecssececseecesseccsaeeeessecesees 56 Work Package 5 Functions and tasks not defined yet cccccsssscccsssssceccssssceccssssceceessseesesseeeeees 56 Work Package 6 Maintenance of the database ccssssscccsssssccccssssccccsssceccesssseceenssssceeessesceaees 57 Work
76. m Sum Sum Sum Planned baseline SGO Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline ED Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline TE Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline A second sheet of the export should display the same synthetic view for the Leaders only A third sheet of the export should display the same data for the Associates only A last sheet of the excel export should include the more complete view of the execution of the Multi Year Plan GAM 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL ED ITD LAST UPDATED ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ED AIP REQUEST AIP Req AIP Req AIP Req AIP Req AIP Req AIP Req AIP Req AIP req ED MYA ESTIMATE MYA Est MYA Est MYA Est MYA Est MYA Est MYA est ED PROVISIONAL ACC PA Estimate PA Estimate PA Estimate PA Estimate PA Estimate PA Estimate D CLAIMED Calculated Claimed Claimed Claimed Claimed Claimed Claimed D VALIDATED Calculated Validated Validated Validated Validated Validated Validated D PAID Calculated Paid Paid Paid Paid Paid Paid ED Calculated available Baseline Baseline Claimed vs baseline Claimed Baseline Validated Baseline Paid Baseline Validated Baselin
77. ment In the synthetic table where the initial JU Contribution and the consequence of the RFC appear see previous function the RFC covered by a Legal Amendment should be put in grey next to the addendum clarifying visually that they have been integrated in a Legal Amendment The objective of this function is to develop an interface where the data for a GAM year are synthetized as follow VALIDATED RFCs Submit RFC Initial RECT REG2 LAOT RECS LA025 RFCS Updated RFC7 RFC8 amp Max Max JU JU Cont Contribution Legal LAO1 LAO1 LAO2 seas Amendment BENEF 1 500 0 10 10 0 0 200 310 0 200 BENEF 2 200 5 10 33 0 0 0 190 0 200 200 200 400 0 Add benef 26 Generation of real time list of participants of various bodies for Outlook As the beneficiaries will be able to clarify who are The Governing Board members if any The Governing Board Sherpa Group members if any The Governing Board Legal Sherpa Group members if any ITD Coordination members if any Thanks to the A2 Form filled by the beneficiary function and they will be requested to update the data in real time in case of any change it should be possible to generate an up to date lists of participants of various groups at any time The objective of this function is to allow CSJU users by clicking a dedicated button in a Outlook lists interf
78. n the data are saved as Signed budget per cost categories per beneficiary per year C Display of the signed Maximum JU Contribution Once the previous development has been developed in the interface allowing beneficiaries to create and update the multi year plan and various forecasts as follow GAM 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL BENEF Baseline Baseline baseline baseline baseline baseline baseline baseline baseline baseline baseline baseline BENEF last update ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan update BENEF AIP REQUEST AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan AIP plan update BENEF GAM JUC Req JUC request JUC request JUC request JUC request JUC request JUC request JUC reques update BENEF GAM Max JU Max JUCont Max JUCont Max JUCont Max JUCont Max JUCont BENEF MYA estimate MYA plan MYA plan MYA plan MYA plan MYA plan MYA plan update BENEF Prov Ac Prv Ac plan Prv Ac plan Prv Ac plan Prv Ac plan Prv Ac plan update GAP 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL BENEF baseline Baseline baseline baseline baseline baseline baseline baseline baseline baseline baseline baseline BENEF Last update ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan ITD plan update BENEF AIP REQUEST AIP plan AIP plan AIP plan AIP plan AIP plan
79. n days and the consequence on the planning will be agreed a Purchase Order attached to this Work Package will be issued by the CSJU As all others work packages of this call for tenders have to be firmly quoted the maximum financial envelope of this work package will be somewhere between O and the maximum contract commitment of the contract to be signed 500 000 planned today to be confirmed in the signed contract minus the sum of firm quotes of all others work packages The cost of the averaged man day of development to be quoted for this work package as well as for the Work package 4 see financial proposal template should integrate Primarily the typical daily cost of a developer If not integrated the cost of management of the development If not integrated yet the cost of facilities services investments and consumables needed The indirect cost The margin of the contractor Where The typical daily cost of a developer should be an average cost of the various developers or categories of developers that will be involved in the development to be undertaken based on the contractor experience considering the type of developments to be done very close to the developments described in work package 4 The typical daily cost of a developer may integrate or not depending of the tenderer management cost indirect cost cost of facilities cost of services O s VO uO SO cost of investments
80. nage legal amendment This functionality complete both the Enable the LO to reflect legal setting changes mergers and other changes and manage the consequence in GMT and Allow online process of updating the FORM A2 by the ITDs Beneficiaries functions When the LO will click generate a legal amendment for a considered ITD he will be able to select the related ITD to clarify if it is an Annual or Multi Annual Legal Amendment new Annex 1A and 1B or other legal amendment administrative changes and approval of a technical request for changes if itis an Annual or Multi Annual Amendment the related years GMT will then automatically identify all changes which took place from the time of the last legal amendment in term of Change of coordinator Beneficiaries which terminated their participation Beneficiaries which initiated their participation Beneficiaries which changed their legal name Beneficiaries which Changed the A2 form Request for Changes validated by the CSJU Accordingly GMT will generate automatically an export of a Word draft modifiable format version of the Amendment letter with 2 different contents for the first part depending if the amendment is a yearly amendment or an administrative amendment In a second part the draft will list the changes to be acted in the legal amendment with all the updated A2 forms and Validated Request for Change in copy If the amendm
81. nsure the highest possible level of security and compliance with data protection standards For every proposed development to be undertaken to improve the security level of the database the audit report will clarify what is the threat to be prevented thank to the proposed development why and at which level the existing database is exposed to the threat what are the actions to be undertaken to reduce the risk to an acceptable level what is the estimated cost of the development to be undertaken The audit should as a minimum consider the security specification attached in annex to this technical specification the full OWASP standard and not only the OWASP TOP10 but not only the objective being to list all actions needed to reach the highest possible level of security and data protection Consequently we expect the tenderer to use also their knowledge and experience to identify potential risks and propose potential solutions Based on the audit report it will be up to the CSJU to consider what development should be undertaken considering the risk cost ratio for each development the appropriateness to the functions and circumstances of the system The actions to be undertaken to realign the database will be part of the Work Package 5 for functions not yet defined so only the audit activity and the preparation of the report with the recommendations is to be quoted in this function The competence in term of database security of th
82. nvited to fill in each cost category in the pop up with GMT summing up the data similar to the Form C RTD Demonstration Management Other Total Personnel 283399 29 0 00 0 00 283399 29 costs Subcontracting 286549 68 0 00 2500 00 0 00 289049 68 Other direct 7082 22 0 00 4311 63 0 00 11393 85 costs Indirect costs 217788 47 92 50 0 00 217880 97 Total 794819 66 0 00 6904 13 0 00 801723 79 Requested 400861 89 SAVE B Registration of the Signed JU Contribution at cost category level When the previous development took place and the requested JUC data are stored in GMT and has been submitted to CSJU the interface for the registration of the Signed Maximum JU Contribution per Year should be changed to allow the registration of budgets per cost categories where today only the synthetic JU Contribution is registered If the GAM amendment is multi year one table per year should be displayed The interface should display by default for each beneficiary of the ITD the data entered by the beneficiary as budget per cost categories and the resulting Synthetic JU Contribution 16 budgets per cost categories resulting total cost resulting maximum JU Contribution per beneficiary with total at ITD level The LO FO can modify the data to reflect the Annex 1B signed He can add or remove beneficiaries as today He can update the data per cost categories if the Signed annex 1B is different When the LO FO save the registratio
83. ny rejections take place anytime already exist Once satisfied with the explanation of use of resources as submitted the FO PO can validate independently the explanation of use of resources respectively in the FO and PO Validation Form already exist Such an explanation of use of resources should be associated at least to all Form Cs generated from 2013 If easier it can be associated to the Form C already existing but the warning message should not appear if it is empty 2 Develop the functions related to the Multi Year Plan The functions related to the Multi Year Plan not developed at all yet will cover The constitution of the program baseline in GMT The permanent update of the beneficiary program wide financial plan by the beneficiary The management of the Yearly AIP financial request per beneficiary ITD The management of Yearly GAM amendment amounts requested amp authorized per beneficiary ITD The Mid Year Assessment and Provisional accounts financial yearly forecast per beneficiary ITD The regular update by the CSJU Financial Officer of GAP execution at ITD level via a dedicated interface or an upload of a normalized excel file The follow up of program execution via various synthetic tables and calculations shown on specific interfaces and specific exports The target of these functions is to decrease the administrative burden and the chaotic process of data exchanges between the beneficiaries the
84. o cost of consumables The cost of management of the development if not yet integrated in the typical daily cost of a developer used can be based on a management development cost ratio issued from the developer experience considering the type of developments to be done very close to the developments described in work package 4 The way of working described in the introduction of the work package 4 should be taken into account when quoting the averaged development cost Except in case of critical developments safety of data or ability of the external users to perform tasks an ongoing development will not be stopped and an eventual replanning will nominally concern only the tasks not yet started Work Package 6 Maintenance of the database Based on the description of existing database made available via o the external user s training support in annex to this specification o the presentation of GMT for the tenderers in annex of this specification o the access to the GMT development server the tenderer can be granted by CSJU request at procurement cleansky eu the description of the new functions to be developed the tenderer s experience on similar developments The tenderer should determine both the number of man days needed per month to ensure the maintenance of the existing database the new functions to be developed the averaged man day of maintenance see work package 4 and 5 for a description of the
85. ollowing cost categories where a cost has been stated in the Form C you want to submit to the ITD Coordinator don t have sufficient explanation in the explanation of use of resource to fully cover the claimed amounts amount in the Form C sum of subtotals covered by a comment not to 0 Personal cost Research an amount of lt amount not covered gt lt amount in the Form C gt claimed is not justified in the explanation of use of resources Personal cost Development an amount of lt amount not covered gt lt amount in the Form C gt claimed is not justified in the explanation of use of resources Personal cost Management an amount of lt amount not covered gt lt amount in the Form C gt claimed is not justified in the explanation of use of resources Personal cost Others costs an amount of lt amount not covered gt lt amount in the Form C gt claimed is not justified in the explanation of use of resources Subcontracting Research an amount of lt amount not covered gt lt amount in the Form C claimed is not justified in the explanation of use of resources Subcontracting Development an amount of lt amount not covered gt lt amount in the Form C claimed is not justified in the explanation of use of resources Subcontracting Management an amount of lt amount not covered gt lt amount in the Form C claimed is not justified in the explanation of use of resources Subcontracting Others cost
86. ot eligible The amount On Hold by the FO The amount On Hold by the PO The total On Hold The amount validated The amount already paid 42 Export GAM execution data for CORDA CORDA is a data warehouse used by the Commission where all data related to the FP7 Framework Program is aggregated As Clean Sky is part of the FP7 program and GMT is not a standard tool from the Commission the GAM execution information from GMT to be opposed to GAPs data which are managed by EC IT tools which are automatically connected to CORDA need to be regularly imported in CORDA As an example if somebody in the Commission tries to find out how much funding has been received by a beneficiary across all of FP7 s he will have incomplete information from CORDA if that specific beneficiary is a beneficiary of aGAM and GMT data is not imported into CORDA Accordingly the objective of this function is to create an excel export which will match an import template from CORDA When quoting this function the developer should consider that all data fields from GMT as they already exist see the presentation of GMT for Tenderers document the data fields to be created when developing the functions defined in this tender specification will have to be exported in Excel Further the tenderer should consider 10 Man Days of work to make that export matching the import template from CORDA not available today If more than 10 days are n
87. r the Requests for Change Today only the PO is informed of RFC received and is requested to validate it The objective of this function is to include the concerned FO and the LO as validators in the workflow They should receive an email when the RFC is submitted Firstly the PO can validate the request as it is today Instead of sending an email to the beneficiary to inform him of the acceptance of the RFC the email should inform the LO and the FO The LO can request a legal amendment when validating an email is sent to the ITD Co and the concerned beneficiaries to inform them of the acceptance of the RFC as done today but after the added workflow 25 Manage financial impact of amendment to the GAM amendment Today when an amendment is made to the Annual multi annual GAM amendment the registration of such an amendment is done by changing the data in the initial GAM registration Consequently we lose the baseline if an amendment is registered The objective of this function is to register amendment to the Yearly GAM Amendment in a specific interface and to be able to track the initial JU Contribution and the amended ones When a GAM amendment include the consequence of accepted RFC the LO should be able to indicate which RFC is covered and consequently the algorithm determining the Updated Maximum JU Contribution in the Form C should replace the changed from the RFC by the change induced by the Addendum to the Yearly GAM Amend
88. r the given year is frozen for all beneficiaries of the ITD The beneficiary can see the real time data of others beneficiaries and the ITD level figures update amp comment his update as in the Update Beneficiary Multi Year Plan interface The CSJU LO FO can see all data and remind beneficiaries email sent real time in name of the CSJU update the data already submitted to correct an error under request of the beneficiary ITD Coordinator If any user able to access the interface clicks on a beneficiary line a window pop up listing all previous state of AIP data for considered beneficiary as in the Update Beneficiary Multi Year Plan Interface Date Updater 08 09 10 11 12 13 14 15 16 17 Total Comment 02 02 13 BENEF 1 8 9 12 24 26 24 22 16 18 0 159 Demo delayed 01 01 13 ITD CO 8 9 12 24 26 24 22 18 16 0 159 2012 frozen 10 10 12 BENEF 1 8 9 12 24 26 24 22 18 16 0 159 Update of 2012 figure G GAM Requested Maximum JU Contribution submission interface In the multi year plan menu the beneficiaries of the ITD the ITD coordinator and the CSJU can access a Requested Maximum JU Contribution submission interface per ITD GAM Requested maximum JU Contribution data submitted to CSJU and updated by BENEF or ITDCO SAGE 08 09 10 11 12 13 14 15 16 17 Total Comment BENEF 1 L
89. recast Best forecast Best forecast Planned baseline SGO Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline ED Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline TE Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline GAP 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL Past years based on last updated FO entries at ITD Level SAGE Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline SFWA Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline GRC Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline GRA Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline SGO Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline ED Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline TE Best forecast Best forecast Best forecast Best forecast Best forecast Planned baseline TOTAL 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL SAGE Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline SFWA Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline GRC Sum Sum Sum Sum Sum Sum Sum Sum Sum Sum Planned baseline GRA Sum Sum Sum Sum Sum Sum Su
90. roup cluster for the ITD chosen see group cluster definition GAM AIP Signed Maximum JU Contribution Mid Year Assessment and Provisional Accounts state of play per group cluster for the ITD chosen see group cluster definition GAM Claimed Claimed Non Eligible Validated amp Paid per group cluster for the ITD chosen see group cluster definition GAP Baseline per beneficiary per year for the ITD chosen GAP ITD Beneficiary last update per beneficiary per year for the ITD chosen GAP ITD Beneficiary last update baseline per beneficiary per year for the ITD chosen GAP AIP Mid Year Assessment amp Provisional Accounts state of play per beneficiary per year for the ITD chosen GAP FO entries all at ITD level only per year for the ITD chosen C Export per Form Cs at CSJU ITD levels An export in excel of the Multi Year Plan state of play per Form Cs with an excel sheet in the excel export for each of the following data o All Form Cs of the CSJU GAM with beneficiary data and Gam Year of the Form C with amounts Saved Claimed Claimed Non Eligible Validated amp Paid o All Form Cs per ITD 7 sheets for all years with beneficiary data and Form C s Gam Year with amounts Saved Claimed Claimed Non Eligible Validated amp Paid o All Form Cs per ITD 7 sheets for all years with beneficiary data and Gam Year of the Form C with amounts
91. ry of the beneficiary Coordinator or Associate SME Research Centre Industry Personal Cost method Indirect Cost method the Total Amount paid with the following rule o Ifthe Amount Paid 0 gt put the cell in red o If the Amount Validated Amount Paid is not equal to 0 gt put the cell in orange o If the Amount Validated Amount Paid 0 put the cell in green The Total Amount of In Kind validated with the following rule o If the In Kind validated 0 gt put the cell in red o If Amount Validated In Kind validated by GB is not equal to 0 gt put cell in orange o If the Amount Validated In Kind validated by the GB 0 put the cell in green Eventually 3 to 5 others fields to be clarified On a separate sheet the 16 categories of cost of the Form C should be retrievable on cost claim and on beneficiary level B Export history of audit Export of all Form Cs validated by JU management with the history of audit no ex post audit performed so far ex post audit closed with date ex post audit on going see the function where the tick box to be used in this export are defined 13 Ex post audits registration of Form Cs already audited To allow the export of unaudited GAM population to be up to date develop a dedicated interface where the Ex Post Audit Officer will be able to flag Form Cs already audited ex post Form Cs with non systematic ex post findings Forms C with systematic
92. s an amount of lt amount not covered gt lt amount in the Form C claimed is not justified in the explanation of use of resources Others Direct cost Research an amount of lt amount not covered gt lt amount in the Form C claimed is not justified in the explanation of use of resources Others Direct cost Development an amount of lt amount not covered gt lt amount in the Form C claimed is not justified in the explanation of use of resources Others Direct cost Management an amount of lt amount not covered gt lt amount in the Form C claimed is not justified in the explanation of use of resources Others Direct cost Others costs an amount of lt amount not covered gt lt amount in the Form C claimed is not justified in the explanation of use of resources The ITD CO may reject the Form C and the CSJU can reject it or put some amounts on hold until missing explanation is provided You can nevertheless submit the Form C to the ITD CO if you think it is reasonable to do so cancel the current submission to complete it yourself cancel the submission and request automatically by email an update to users with Technical Primary s role in your company you can add a comment in the process which will be added to the content of this message in the email sent CANCEL THE SUBMISSION CANCEL THE SUBMISSION AND REQUEST UPDATE TO THE TECHNICAL PRIMARY SUBMIT TO THE ITD CO ANYWAY If submitted anyway to the ITD CO and
93. s for the ITD GAMITD Beneficiary last update baseline per group cluster individual benef for the ITD GAM AIP Signed Maximum JU Contribution Mid Year Assessment and Provisional Accounts state of play per group cluster individual beneficiaries for the ITD GAM Claimed Claimed Non Eligible Validated amp Paid per group cluster individual beneficiaries for the ITD chosen 30 Update of filters to add group cluster and RIGHT BENEF Once The Group cluster definition facility has been developed the RIGHT BENEF has been created and the links RIGHT BENEF ITD passive and active EXEC BENEF have been created with starting and ending date Form Cs and Adjustment Form Cs monitoring tables filters in Monitor process should be updated to add group cluster filter allow to select a group or a cluster of companies all Form Cs of the passive active EXEC BENEF associated to the RIGHT BENEFs associated to the GROUP CLUSTER will appear in the table passive active EXEC BENEF filter will allow to show only the active or passive EXEC BENEF EXEC BENEF filter will allow to show only the Form Cs of a specific EXEC BENEF RIGHT BENEF filter will allow to select all the Form Cs of ALL passive active EXEC BENEF attached to the RIGHT BENEF 31 Add Third Party as type of beneficiary Today a company can be classified Leader or Associate A Third Part
94. sent to the CSJU o the MYA estimate for the given year is frozen for all beneficiaries of the ITD The beneficiary can see the real time data of others beneficiaries and the ITD level figures update amp comment his update as in the Update Beneficiary Multi Year Plan interface The CSJU LO FO can see all data and remind beneficiaries email sent in real time in name of the CSJU update the data already submitted to correct an error under request of the beneficiary ITD Coordinator If any user able to access the interface clicks on a beneficiary line a window pop up listing all previous state of MYA data for considered beneficiary as in the Update Beneficiary Multi Year Plan Interface Date Updater 08 09 10 11 12 13 14 15 16 17 Total Comment 02 02 13 BENEF 1 8 9 12 24 26 24 22 16 18 0 159 Demo delayed 01 01 13 ITD CO 8 9 12 24 26 24 22 18 16 0 159 2012 frozen 10 10 12 BENEF 1 8 9 12 24 26 24 22 18 16 0 159 Update of 2012 figure I Provisional Accounts estimates submission interface In the multi year plan menu the beneficiaries of the ITD the ITD coordinator and the CSJU can access a Provisional Accounts submission interface per ITD GAM Provisional Accounts data submitted to CSJU and updated by BENEF or ITDCO SAGE 0
95. sidiary as active beneficiary for considered right maintain the submission of two or more different Form Cs by the same legal entity beable to follow the 2 or more individual rights transferred to the same Legal Entity In the interface to register beneficiaries the FO LO should be able to click a button create a virtual subsidiary of an existing company for a transfer of right This is part of this functionality The virtual subsidiary with the 2 or 3 or more digit at the end of it PIC will be considered a new virtual beneficiary and the LO will be able to link it to the RIGHT BENEF transferred and set the starting and ending dates of the right like any other beneficiary The double link of the virtual beneficiary with the pseudo mother company by taking simply the PIC number without the added digit and the RIGHT BENEF will allows generation of exports and S Curve by RIGHT BENEF or by pseudo Mother Company C Update existing forms queries exports taking into account the RIGHT BENEF table Once the RIGHT BENEF table has been created and all the links RIGHT BENEF ITD EXEC BENF ITD have been created with starting and ending date following queries should be created or updated Export per beneficiary group cluster at CSJU level should be duplicated o 1modified with RIGHT BENEF baseline and sum of associated EXEC BENEF ITD data o another to be cre
96. ully actual ccccccccssecessceesseeeessecesseecsseeecsaeeeesaeceseees 42 B Allow the FO to identify that that cost are not fully actual cccccseceessecesseeessseeeseeeeseeeeees 42 C Allow the FO to identify that needed adjustments are received to make the cost actual 43 D develop an interface to find easily Form C which are not yet fully actual yet 000 43 18 monitoring of the thresholds from which a CFS is mandatory cccccssccecssecesscecssseecsseeeeeseeees 43 19 Allow ITDs to register distribution Of FUNGS cccceescccsssceesseceeseecseeecssececssecesseeesseeeeaeeeeseeesees 44 20 Filter for SFR and modification Of the SFR QUETY ccsccccsssceessecesseecsseeeessececseecesseeesaeeeessecesseeces 44 21 Add ABAC reference when registering a POPI ccsccccsseceessecesseecsseeecaecesseecesseecsseeeesaeceeseeees 45 22 Update of the queries to set properly the years per Form C cesccssccessecesssecesseeeseeeesseceeeeeees 45 23 Upload of documents by the FO in the FO Validation FOrim c ccccsccccsssceessecesseeesteeeessecesseeees 46 24 Validation workflow for the Requests for Change cccccsscccssecssseecssseeesseceesseceeeeesseeeesaeeeeseeees 46 25 Manage financial impact of amendment to the GAM amendment ccsccceseeesseeeesseeeseeeees 46 26 Generation of real time list of participants of various bodies for Outlook cccscceesseceeeeees 47 27
97. us year salary are part of submitted cost O Indirect cost based on the previous year balance sheet or on any other method not real are part of submitted cost O Others Add comment Comment Box with the message please further clarify the reasons why all costs are not actual and the amounts concerned B Allow the FO to identify that that cost are not fully actual When analysing the CFS associated to the Form C the FO can discover that parts of the cost are not fully actual while it was not declared by the beneficiary The following interface should be added in the FO validation Form to allow such identification O0 Accrued amount are part of submitted cost Personal cost based on Yearly budget or previous year salary are part of submitted cost Indirect cost based on the previous year balance sheet or on any other non real method are part of submitted cost O Others Add comment Comment Box with the message please further clarify the reasons why all costs are not real C Allow the FO to identify that needed adjustments are received to make the cost actual In the part of the FO validation Form that can still be modified after the last payment GMT should automatically add a table with links to the adjustments Form Cs related to the same Year ITD beneficiary to be developed in this function Tick boxes automatically filled or not with the data registered in the adjustment Form C by t
98. ussels and the cost of the Web conference session for External users sessions the personal cost of the trainer for the sessions The cost of management of the training sessions and users if any The proposal should clarify the cost of A package constituted by the 2 initial training sessions for CSJU in Brussels Atypical yearly package with 2 CSJU training sessions in Brussels and 10 trainings sessions for the external users Technical Annexes Annex TS1 External user s training support Part 1 amp Part 2 Annex TS2 Presentation of GMT for Tenderers Annex TS3 Security specification OWASP TOP 10 2013 RC1
99. velop an interface for clusters admins to register planning execution per cluster An interface should allow registering the Maximum JU Contribution per year planned and executed per participant to the cluster at cluster level and not at ITD level as some beneficiaries of the ITD participate to many clusters 29 Develop exports with beneficiaries aggregated by groups clusters Once the groups and clusters has been defined a new Export per groups clusters similar to function 4 should be developed where the data of beneficiaries participating to cluster group are aggregated and the data of others beneficiaries appear at beneficiary level A es per beneficiary at CSJU level GAM Baseline per group cluster individual beneficiaries per year across ITDs GAMITD Beneficiary last update per group cluster individual beneficiaries across ITDs GAMITD Beneficiary last update baseline per group cluster indiv beneficiaries across ITDs GAM AIP Signed Maximum JU Contribution Mid Year Assessment and Provisional Accounts state of play per group cluster individual beneficiaries across ITDs GAM Claimed Claimed Non Eligible Validated amp Paid per group cluster individual beneficiaries across ITDs B Export per beneficiary at ITD level ITD chosen before export GAM Baseline per group cluster individual beneficiaries per year for the ITD GAMITD Beneficiary last update per group cluster individual beneficiarie
100. y type should be added A possibility to link the Leader or the Associate subcontracting part of activities to the third party is to be developed as well 32 Update the query related to FO comments Today the Export FO comment in excel format exist with the possibility to apply filters The objective of this development is to add to the filter Add one criteria Form C with on hold only or all in the filter Add one criteria only not fully validated only fully validated All in the filter Add one criteria related to years where we can select one many or all years Add one criteria data submitted in the previous year not yet validated or having an on hold amount Add one criteria Status of submission In the export itself the following data should be added the FO On Hold the PO On Hold where today only the synthetic On hold is in the export Add the Follow up Comment box from the FO validation form in not yet done 33 JU Contribution at cost category level versus synthetic level A Registration of the Beneficiary forecast at cost category level In the interface allowing beneficiaries to create and update the multi year plan and various forecasts as follow GAM 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 TOTAL BENEF Baseline Baseline baseline baseline baseline baseline baseline baseline baselin
101. y default in the interface for setting up the Signed Maximum JU Contribution for the following years o the company becoming active primary admin firstly will be able to manage Form Cs of the year of transfer and of following years and to plan and updates figures of the Multi Year Plan Also when the Maximum JU Contribution is registered an email is sent to the ITD Co the primary admin and the primary Technical of the 2 beneficiaries to inform them of the update to request them to submit a Request for Change to the PO to clarify the technical activities transferred not transferred to the active company to request the new active company to update the Multi Year Plan data and in particular the beneficiary plan last update for the current and following years which have been automatically transferred from previous company The next years when a GAM amendment is registered in the default interface to register GAM amendment the passive company should disappear and the active one should appear automatically Further to be able to keep Form Cs to be submitted per initial rights when a merger of a company with another beneficiary of Cleansky takes place a virtual subsidiary of the buying company should be created with a digit 2 and 3 and more if the same company bought many CleanSky beneficiaries during the execution of the program to be added to the PIC number of the buyer to constitute a virtual sub

Annex 1B: GMT Extension Technical Specification

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