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1. 36 Bud did Third level Named 36 2 7 3 4 Fourth level Task Managers and Team Members 36 NECS Other MP 37 2 1 3 6 Ts Y 37 d i od Add a new role in your project 38 2 7 3 8 HOURS Tom your DEO BO eaaa a cei sd pcdes 39 2 7 3 9 KNEE mE 40 2 4 to the negotiations activities Negotiation Facility tool NEF 42 Behe io ine reporing i TT eee 44 21 9 ACCESSING Me FSR OFS TUDICHODIS ates 45 2 8 Manage AMARAS KO NUR 46 2 E E a E TITOLI OP PRU 46 3 List of roles and their TIBI DS ____ ______ ES 47 4 th LL emer nee tee 48 Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 3 of 49 Introduction The Participant Portal is an Internet portal for the participants to the 7th Framework Programme FP7 and the Competitiveness and Innovation Programme CIP Its ultimate aim is to become over time the participants gateway and single entry point to interact with the Research programmes of the European Commission It provides a consistent and coherent set of online services in order to facilitate the participants i
2. oa SEVENTH FRAMEWORK PROGRAMME Participant Portal Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 1 of 49 Tage E eld RT 4 Participant SS RR TE TT TU PO 4 Facai Porter Sali SOPDVIGDBS 5 System requirements Tor using the Participant Portal nin atin sinas Su ed Rast nen ctu 5 Where can the participants get support sssssssssssssssseseeenn enne nnne nnne nnn nnn 6 HOW TO ACCESS THE PAR HTOIPANT Pd Parents past gs te Seg 7 1 1 European Commission s Authentication 7 em 7 lo ICID ai oc 9 1 4 Los from the Participant Penn enn ere ener eres 11 2 HC TO USE THE FARACIFANT 12 I _____ _ _ _ _____ ___ ___ 12 2 1 1 e 12 2 1 2 RD ORI FOES 14 ee DOK 15 2 3 Identify opportunities find FP7 documentation 15 2 4 Search for an organisation and retrieve its Participant Identification Code 16 2 5 Register an 18 2 5 1 Legal Entity Appointed Representatives and accou
3. Organisations Register Search ORGANISATIONS Organisation s as LEAR or Account Administrator COUNCIL FOR SCIENTIFIC AND INDUSTRIAL RESEARCH PIC 999646693 Contact Information VAT A4470114283 Email gt WOGWWLRO ACTXPYKV ZNV NACE XTMXNJILT MFZONGQBR TNS Phone 27128413282 Fax Web WWW CSir co za Postal Address street Meiring Naude Road Brummeria 46 Box 395 Fost 0001 i PRETORIA Code County ZA PROJECT LIST FOR COUNCIL FOR SCIENTIFIC AND INDUSTRIAL RESEARCH The list displayed below might not be the exhaustive list of the projects associated with your organisation Only the projects for which on line services are available through the Participant Portal the specific user are currently presented Technical work is ongoing to resolve this limitation If you are a LEAR of your organisation please visit the tab Organisations and follow the link View projects to have the list of projects linked to your organisation A LEAR can only view projects their organisation is linked with Granting access to projects is done separately Please contact the Project Comwndinator if you want participant contact rale or contact your participant contact to obtain a specific rale Show entries search ANN Acronym Call Prog ProjectID Roles Phase AFTER 2009 3 245025 roCos FP KBBE 2009 3 245335 AIDA FP ACT 200 7 2 FP 223824 BELIEF I
4. oq Portal Roles qa m UE Mic duum NS 3 Account Administrator DEN Maintain Participant data Revoke Coordinator Contact Confirm revoke Project Contact Named Officers Admin Admin Admin 5 2 sh Figure 24 Participant User Account Management By clicking on the Holes link in the My Organisation tab you can display all the roles of the people in your organisation See Figure 25 Roles of the Organisation ROLES OF THE ORGANISATION COUNCIL FOR SCIENTIFIC AND INDUSTRIAL RESEARCH Depending of your rale in the organisation you could grant or revoke contact Details are available in the user manual You can only revoke rales you have granted Show entries search Select T Role Name Email Project LEAR LEPERE Jean Jacques jean jacques lepere address com Account Admin HUWAERT Christian christian huwaen address com Account Admin withspace address com Account Admin goblem yahooooocom Account Admin Sspace asda com Participant Contact MOSLINGER Andrea wim van pelt address com 215010 Participant Contact psteenkamp csir co jp 245199 Participant Contact SCHEEL MONTEIRO pmontein address com 264679 Pedro TAUTE Barend btaute address com 217937 LI L Participant Contact SNEDDEM Glen gsnedden address com 213414 Showing 1 to 10 of 32 entries 2 3 A Last Figure 25 Roles of the Organisation Participant P
5. the Participant Portal all the documents availabe on the FP Documents tab 9 Search Advanced Search sanem Figure 11 Search FP documents Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 15 of 49 Home My Organisations My Projects Roles My Notifications Documentation Calls Support FP Documents Search FP Documents SEARCH DOCUMENTS Here you can search for FP documentation available on the Participant Portal all the documents availabe an the FP Documents tab Search Advanced Search Fill in the field for atleast ane search criterion and click an Search If you combine several search criteria only documents meeting all criteria will be shown that dates should be entered in the following format Y YYY MM DD Search in Cl Description Fom ate Format YYYY MN DD Category Specie Programme Figure 12 Advanced Search FP documents 2 4 Search for an organisation and retrieve its Participant Identification Code It is possible to check if an organisation has already registered by retrieving its PIC However the search module provided on the Participant Portal will only retrieve the name and PIC of validated or under validation organisations So if you have just registered your organisation your PIC will no be displayed until the validation of your registration request has started 1 U
6. Participant Contact Change User in own Role T Partici pant B Nominate amp Revoke Representatives m Contact Enrol Provision Revoke Tasks Managers amp Project Team Members Named Representative Change User in own Role Nominate amp Revoke Representatives Admin Enrol Provision Revoke Tasks Managers amp Project Team Members Admin amp Scientific i lt f D ifi Proposed Admin ia P Financial i Representative 8 Technical amp Dinan R Paral Roles ffi ask Manager Modifying Access to Project artefacts within a defined scope create read update delete Manager Manager Manager Manager Manager Manager Manager Manager Manager S AL F S AL F S AL F eem Team Member e cM 0 O 4 Member Member Member Member Member Member Member Member Member Member Member Member Read Only Access to Project artefacts within a defined scope Figure 31 Business and portal roles in a project Below you will find an excerpt from the document Participant Portal Identity and Access Management IAM in a nutshell 2 7 3 1 First level Coordinator Contact At the top of the pyramid there is the Coordinator Contact who is the main contact person for the Commission at the coordinating beneficiary Nomination of only one person per project is possible in this r
7. Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 8 of 49 European Commission Authentication Service Logout nspedebr Change Password Privacy Statement Contact Help Bruno 5PEDERXXXX gt gt EUROPA gt Authentication Service gt Change password Change ECAS password Username nspedebr Domain External The new ECAS password Confirm new ECAS password Passwords may not include your username and must contain at least 10 characters chosen from at least three of the following four character groups other characters are permitted apart from the white space Upper Case Ato 2 Lower Case 2 Numeric 0 to 9 Special Characters Ea E es Examples mmLunwRnLO vbyOORHoK1 260 De Generate other sample passwords Note Please take great care in entering your new password Once you have created it you will only be able to change or reset it yourself after 1 day amp Figure 3 Password initialisation page of ECAS On the password initialisation page create and initialise your password Click on the submit button The ECAS password initialisation success page will appear your ECAS password was successfully initialised 9 You can return to the home page of the Participant Portal It is now possible to log on Please note that your ECAS credentials are strictly personal and confidential and should not be shared They will allow you to access differe
8. A Lear will receive a notification if someone of his organisation is nominated in a new role A notification can be sent to all portal user in case of an exceptional situation As a user you can decide the minimum level of Notification you want to receive knowing that the Very High level cannot be ignored as well as the frequency of reception per level as soon as they occur daily or weekly You can change this through the My Notifications screen available from the main tab panel of the portal Home My Organisations My Projects My Roles My Notifications Documentation Calls Support NOTIFICATION PREFERENCES specify the minimum level of Notifications 1 That you want to receive email Very High High Normal Low Depending on their level how frequently do you want to receive notification emails VeryHigh Asap Daily Weekly High Asap ODaily Weekly Normal Asap Daily Weekly Low Asap Daily amp Weekly Figure 44 Notification preferences Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 46 of 49 3 List of roles and their rights FULL ROLE NAME SHORT ROLE Who can enrol Who can NAME revoke notify revocation LER SYSTEM SYSTEM XERSUNT NT LEAR LEAR ADMINISTRATOR REGISTRANT SYSTEM SYSTEM CONTACT CONTACT CONTACT ADMINISTRATIVE ALR PARTICIPANT AND LEGAL CONTACT CONTACT REPRESENTATIVE
9. REPRESENTATIVE CONTACT CONTACT SCIENTIFIC AND PARTICIPANT PARTICIPANT TECHNICAL CONTACT CONTACT REPRESENTATIVE Reime 7 ERE REPRESENTATIVE CONTACT CONTACT TASK MANAGER TM COORDINATOR COORDINATOR PARTICIPANT PARTICIPANT CONTACT ALR CONTACT ALR FR STR FR STR TEAM MEMBER TB COORDINATOR COORDINATOR PARTICIPANT PARTICIPANT CONTACT ALR CONTACT ALR FR STR FR STR Table 2 List of roles and their nomination rights Note that the Named Representatives can only nominate Task Managers within their own scope of expertise Administrative and Legal for ALR Financial for FR and Scientific for SR Note that the Named Representatives can only nominate Team Members within their own scope of expertise Administrative and Legal for ALR Financial for FR and Scientific for SR Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 47 of 49 4 GLOSSARY Definition Framework Programme of Research and Technological Development of the European Commission __ __ CompetiivenessandInnovaion Programme Competitiveness and Innovation Programme and Innovation Programme Coordinator The participants coordinator in a consortium coordinator in a consortium EC Officer European Commission s MUI Officer or Administrative Officer representing the European Commission during the negotiations The negotiation process is supported by the online Negotiation Facility tool N
10. Contact Windows Internet Explorer The following changes have been prepared ADDED bernard mahieu ext ec europa eu CENTRE NATIONAL DE LA RECHERCHE SCIENTIFIQUE CNRS 999997930 MODIFIED teresa ghirelli Inf infn i gt johan miliogrexE ec europa eu For null From ISTITUTO MAZIOMALE DI FISICA NUCLEARE 899932789 These settings can be modified at a later time Figure 38 Confirmation of creation modification of a Participant Contact Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 41 of 49 2 7 4 Access to the negotiations activities Negotiation Facility tool NEF Your project has been selected for negotiation Once the negotiations are opened by the Commission you will receive an e mail see Figure 39 Invitation from NEF inviting you to connect to the Participant Portal in order to access the negotiation sessions supported by NEF Figure 40 Projects list Access Negotiation XXXX 999999 Invitation Irbes Dear coordinator We are inviting you to connect to for the project xxoooococoooococoocoooooooooonoOOOOO As coordinator you can access either directly or via the EC Research Participant Portal bath methods are equivalent The participant can only access directly the access through the Participant Portal for participants will be provided in a future release Access to the Negotiation Session via the Participant Portal For Coordinators The Par
11. FP7 NFRASTRUCTURES 2007 2 223 59 BIO CIRCLE FP7 KBBE 2008 2B 227204 FP7 ENV 2010 2648679 FP7 HEALTH 2008 single stage 242135 CLUVA FP ENV 2010 FP 265137 DevCoCast FP ENV 200 7 1 FP 211307 DIGITALWORLD FP7 CT 2007 1 216513 Negotiation Negotiation Active Active Active Negotiation Active Negotiation Showing 1 to 10 of 31 entries Figure 21 Project list of an Organisation Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 27 of 49 As explained in section 2 2 you can use the Search box to filter out any list displayed by the participant portal 2 6 2 1 Roles in an organisation s project Select the Roles icon of a project to see the roles of the people in your organisation in this project see Figure 22 Roles of a Project The following icon is used to refresh the memory cache it allows reloading most recent data ROLES OF THE PROJECT DIGITALWORLD 216513 OF THE SELECTED ORGANISATION Your Nominated Roles on Project Acronym DIGITALWORLD Project ID 218513 Show entries 9 a Role Email Organisation ah wn Select Participant Contact KUSANAGI Motoko 9 CSIR 999646693 Showing 1 to 1 011 entries Figure 22 Roles of a Project As explained in section 2 2 you can use the Sear
12. and role and task definition are available on ftp ftp cordis europa eu pub fp7 docs appointment lear pdf and ftp ftp cordis europa eu pub fp7 docs lear role tasks pdf Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 22 of 49 Both documents must signed and stamped and then sent to the Central Validation Team CVT by regular letter Note that this guide describes only the access to the URF services URF does offer a user friendly environment and its use is very straightforward Nevertheless a user manual provides a detailed description of the URF services and how to use them https ec europa eu research participants urf public help help do This is how the Participant Portal supports the LEARs action They can View the information stored in the account of their legal entity and to introduce change requests Access the list of projects that their organisations are currently working on View the roles of people in their organisation on the projects All these services are protected so you must first log on to the Participant Portal The process to follow is described under the Log on the Participant Portal chapter of this guide In order to lighten the LEAR workload especially in bigger organisations the participant portal provides the capability to the LEAR to nominate and subsequently revoke one or more account administrators These persons will have all the rights of the LEAR except the o
13. be automatically redirected to the project page of NEF with no further authentication requirements see Figure 42 NEF Depending on your role you will be able to perform different tasks on NEF In case of multiple partners projects the participants can also access NEF in a more limited way mainly to enter data to be submitted by the coordinator The validation of the data you might enter in NEF is the sole responsibility of the coordinator of the project PROJECT LIST FOR JEAN JACQUES LEPERE The list displayed below might not be the exhaustive list of the FF7 CIP projects associated with your organisation Only the projects for which on line services are available through the Participant Portal for the specific user are currently presented Technical work is ongoing to resolve this limitation If you are a LEAR of your organisation please visit the tab Organisations and follow the link View projects to have the list of projects linked to your organisation LEAR can only view projects their organisation is linked with Granting access to projects is done separately Please contact the Project Coordinator if you want a participant contact role or contact your participant contact to obtain a specific role Show entries Search Acronym Call Prog ProjectID gt Roles Phase gt BONE FP ACT 200 7 1 216863 Active Feriodic Reporting Showing 1 to 1 of 1 entries filtered from 24 total entries Figure 41 My Pro
14. data may be maintained only by the LEAR After identification the CVT begins a verification process that will eventually lead to the appointment of a Legal Entity Appointed Representative LEAR During this period the data that you have declared about Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 20 of 49 your organisation can longer modified You will however still be able to upload up to 10 Mb of additional supporting documents Once uploaded these documents cannot be withdrawn or modified except by the validated LEAR When your data has been validated by the CVT you as self registrant will no longer be able to edit the data related to your organisation From this point on the organisation data may be maintained only by the LEAR For the self registration you are re directed to URF See Figure 16 URF Self Registration You can find more information in the URF user s manual Sitemap Search About this site Contact Legal Notice English European Commission RESEARCH Participants European Commission gt Research REGISTER HEW TION Change Password Registering an organisation will allow you to receive its Participant Identification Code More information about PICs can be found here Using a PIC for your organisation has several advantages which are fully explained in w Logot this FAQ entry John Doe Lise the search facility ta check
15. if an organisation has already PIC You can check if an organisation has already PIC here If you nat Login help is available here find pic for your organisation you have ta first register as ECAS user here Portal registration demo is With your ECAS password you can register your organisation here available here The steps to register your organisation are STEP 1 Search Lise the search facility ta check whether your organisation is already registered See the online user manual STEP 2 Self Register your organisation in PP You can consult FAQS Register your organisation using your ECAS account details After providing all the necessary details press the CONFIRM button Watch the demonstration of to submit your registration information to the Central Validation Team CVT If you wish to suspend the registration process at any the Participant Portal point the data entered may be saved as a draft by clicking the Save Draft button You may then resume your registration at any Introduction time If you cannot find an answer there then submit your question via the service desk STEP 3 Modify your self Registration H STEP If you saved your data as draft itis still possible to modify or delete your selfregistration WHAT S NEW H STEP 3b If you have already submitted your registration and if CVT has not started the verification process that will eventually lead to t
16. me each time an application asks for my identity View my ECAS account details after logging me Having problems registering or logging in for the first time Don t yet have an ECAS password Security notice Is the selected domain correct If not please change it or else your username or e mail will not be recognised password Change Password Privacy Statement Contact Help JF This Website is managed the European Commission s Informatics DG Version 1 10 0 Pr Figure 5 ECAS Login page 4 Now that you have logged on to the Participant Portal you are identified as a user Figure 6 Login Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 10 of 49 LOGIN rogin help is available here Portal registration demo is available here Figure 6 Login box Depending on your role you will be able to access different services 1 4 Log out from the Participant Portal 1 In the login box of the Participant Portal click on the logout link Figure 7 Login box 2 his will end your session in the Participant Portal and close all the applications accessed via the Participant Portal and supported by the ECAS authentication URF NEF SESAM FORCE LOGIN Login help is available here amp Portal registration demo is available here Figure 7 Login box Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 11 of 49 2 HOW TO USE THE PAR
17. s Guide 26 10 2010 Release 2 2 1 Page 14 of 49 2 2 Ihe list search filter box You can use the Search box to filter out any list displayed by the participant portal Simply start typing the word to filter on and the list will dynamically adapt itself in order to show you only the relevant lines The filtering is done on all the fields of the table search Figure 10 The search filter box 2 3 Identify opportunities find FP7 documentation 1 Go to the Participant Portal home page http ec europa eu research participants portal 2 Select the FP7 documentation tab 3 The Browse FP7 documentation tree appears This page gives access to all FP7 documents Documents are grouped by category For each category you will see a brief description when you move your mouse over the icon To access a document Click on a folder and or a list of documents Clicking on ENa gives you direct access to the specific document in English Clicking on more directs you to more details about the document and any available translation 4 Itis also possible to search for FP7 documentation available on the Participant Portal Select the Search FP7 documents tab Figure 11 Search FP documents and Figure 12 Advanced Search FP documents Fill in the field for at least one search criterion and click on Search FP Documents Search FP Documents SEARCH FP DOCUMENTS Here you can search for FP documentation available
18. to the Central Validation Team CVT If you wish to suspend the registration process at any point the data entered may be saved as a draft by clicking the Save Draft button You may then resume your registration at any time STEP 3 Modify your Self Registration STEP 3a If you saved your data as draft it is still possibe to modify or delete your self registration STEP 3b If you have already submitted your registration and if CVT has not started the verification process that will eventually lead to the appointment of a Legal Entity Appointed Representative LEAR it is still possible to modify your self registration and or upload additional documents or STEP 3c If CVT has already started the verification process you can no longer modify your self registration data but you are still able to upload additional documents Check if your Organisation is registered Is your Organisation Self Register d NO Self Register you YES Organisation Is your Organisation Registered as Draft Modify Delete Your Self Registration NO CVT started the Validation NO YES Modify Your Self Registration Upload documents Upload Documents When your data has been validated by the CVT you as self registrant will no longer be able to edit the data related to your organisation From this point on the organisation
19. 32 The project list roles icon Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 37 of 49 ROLES OF THE PROJECT AGROCOS 245336 Show entries search NN af Select Role P Name Email PIC Organisation Participant Contact LEPERE jean jacques lepere giext ec eu CIV 999979845 Jean Jacques Administrative and Legal HUWAERT Christian christian huwaernt extec eura CTV 999919845 Representative Admin Task Manager bbalian gmail com CTV 999919845 3 Legal Task Manager bbarianiggmail com Civ 999919845 Admin Team Member SAMDHAR Aman aman sandhargpexteceuropa eeu CIV 999919845 Admin Team Member delete asd com CIV 999919845 SANDHAR Aman aman sandhan exteceurapaeu CTV 999979645 Legal Team Member delete masd com CTV 999919845 Financial Team Member SANDHAR Aman aman sandhan exteceurapa eu CTV 999919845 LI Financial Team Member deletem asd com CTV 999919845 Showing 1 to 10 0112 entries Figure 33 Roles of project 2 7 3 7 Add a new role in your project When you click on the Add button Figure 33 Roles of a project you have to enter the email address of the user you grant in the Add role area Figure 34 Add roleError Reference source not found This user will receive a notification see section 2 9 Manage notifications announcing him his nomination If not already done he will be asked to register in ECAS Then depending on your own rol
20. Action 26 06 2009 COUNCIL FOR SCIENTIFIC AND LEAR UPDATE VALIDATED View INDUSTRIAL RESEARCH 15 05 2009 COUNCIL FOR SCIENTIFIC AND LEAR UPDATE VALIDATED View INDUSTRIAL RESEARCH 27 03 2009 COUNCIL FOR SCIENTIFIC AND LEAR UPDATE VALIDATED View INDUSTRIAL RESEARCH Figure 19 Status of an Organisation Update request Please note that when CVT is validating your change request you are no longer able to modify your data Only the View option is available Two types of change request can be managed from this tab e normal change requests defined as LEAR UPDATE under the TYPE column of the Request History area financial info as balance sheet cannot be created modified e FINANCIAL change requests this changed request as to be done on demand from NEF The message below appears You are requested to provide additional financial information in order to complete the negotiation of your grant for proposal proposal_id For this new request type you can only Create Modify balance sheets and upload documents mandatory You can find more information in the URF user manual available at https ec europa eu research participants urf public help help do Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 25 of 49 2 6 1 4 Delete change request You can delete your change request as long as the CVT has not yet started the validation of your request The Delete link is displayed in the request history part Se
21. EF an electronic implementation of the negotiation forms used to exchange information between the participants and the European Commission NEF provides the main channel for interactive communication between the Consortium and the EC Project Officer as all necessary administrative and financial data about the projects and the participants is collected and agreed through NEF Negotiation Concerns one stage of the procedure applicable immediately after a favourable evaluation The negotiation is a process during which the details about the proposal are agreed between the participants and the Commission The participants of proposals that may be selected will receive a request to provide further information Negotiation covers three areas scientific negotiation financial negotiation contractual negotiation Negotiation session A period during which the coordinators are allowed to provide changes on their proposals PIC Participant Identity Participant Identity Code The unique ID of an organisation Unique Identifier Code for an organisation obtained through URF registration amp used in each step of the process to indentify an organisation The Temporary PIC received directly after URF registration and Validated PIC CVT has validated the data amp legal documents of the organisation are the exact same number 9 digits starting with 99 and will remain the same during the entire existence of its organisation Unique Registratio
22. ICT 2007 2 Project Details Project ID Project Roles Programme r Project Consortium Keywords Activity Codes Abstract Lorem ipsum dolor sit amet consectetur adipiscing Fusce placerat gravida nunc ac laoreet erat sodales quis Fusce id dui nisl Maecenas ut sem nec nibh suscipit elementum non quis urna Integer faucibus neque ac pretium feugiat nisl metus laoreet massa sit amet fringilla sem urna a arcu Vestibulum pellentesque euismod tempor Nullam nulla augue laoreet dictum tristique eget dapibus in ipsum Nunc varius ultrice faucibus Nam egestas urna elementum pretium mauris turpis eleifend nulla vitae elementum ligula nisl in lectus Nulla sit amet nisl elit id fermentum lacus Nunc lacus orci bibendum vel aliquet ut rhoncus non nulla Acronym Project ID Participants Call SELEX SISTEMI INTEGRATI SPA 999912341 PARTICIPANT TECHNISCHE UNIVERSITAET DARMSTADT 999912341 PARTICIPANT THALES ALENIA SPACE FRANCE 999912345 COORDINATOR SISTEMAS RADIANTES F MOYANO S A 999512349 PARTICIPANT e COMMISSARIAT L ENERGIE ATOMIQUE 99912341 PARTICIPANT UNIVERSITA DEGLI STUDI DI PERUGIA 999123419 PARTICIPANT UNIVERSIDAD POLITECNICA DE MADRID 99912344 PARTICIPANT EADS DEUTSCHLAND GMBH 999123419 PARTICIPANT e FONDAZIOME BRUNO KESSLER 99912340 PARTICIPANT Progra
23. Manage scientific Figure 8 Home Page after login Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 12 of 49 Table 1 Processes describes the processes indicated in this graphical representation The columns are PROJECT LIFE CYCLE STAGE SERVICES related to the stage e ROLES The roles for which the services are available The different right scopes of the Task Manager and Team Member are codified as follow A administrative legal F financial S scientific PROJECT LIFE CYCLE STAGE SERVICES Organisation Search for an organisation management Register an organisation Manage organisation data Read FP7 related Identify opportunities desde EA Browse and or manage Negotiations Negotiations Grant execution Browse and or manage Grants Browse and or manage Amendments Browse and or manage financial periodic and final reporting Browse and or manage deliverables and final reporting Horizontal processes Manage roles and nominations Manage notifications Support ROLES Any Any LEAR Account Administrator Any Proposed Representative Participant Contact Coordinator Contact Administrative and Legal Representative Financial Representative Task Manager A L F S Team Member A L F S Proposed Representative Participant Contact Coordinator Contact Administrative and Legal Representative Financial Representative Task Manager A L F S Team Memb
24. TICIPANT PORTAL 2 1 Holes 2 1 1 Role basics Every user will benefit from different rights crediting them with access to specific information and services Once a user has been authenticated the list of actions that can be performed in a FP7 CIP project context depending on the user s role is displayed see Figure 8 Home Page after login a Ato Z Sitemap Search About this site Contact Legal Notice English fen H g j European Commission RESEARCH Participants European Commission gt Research gt Participant Portal PROCESSES Change Password Wu Logout John Doe Login help is available here Portal registration demo is available here Manage Organisations Search 4 k Register in organisati F an organisation Manage roles and delegations Identify Opportunities You can consult FAQS Read 7 related Watch the demonstration of igi the Participant Portal Introduction Search Lr a 111 If you cannot find an answer there then submit your question via the service desk Neg otiations See the online user manual Browse andor WHAT S NEW Participant Portal V2 2 10 2010 Many nice updates read more H Grant Execution QUICK LINKS k Browse and or 7 Manage i i yrcesc orant if d mendmant j FP homepage E Research site of the EC
25. View INDUSTRIAL RESEARCH 27 03 2009 COUNCIL FOR SCIENTIFIC AND NEAR UPDATE VALIDATED View INDUSTRIAL RESEARCH Figure 18 Status of an Organisation web portlet is a small self contained window within a web portal that displays useful information or offers a relevant service Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 24 of 49 2 6 1 2 View organisation or change within request history You get redirected to URF No extra authentication will be requested In URF you will be able to view or modify your organisation data or verify the status of your registration request if it has been validated or not See Figure 18 Status of an Organisation 2 6 1 3 Create a change request If you need to change the data of your organisation through URF you have to click on the Update link See Figure 19 Status of an Organisation Update request You are then redirected to URF where you can create an update request of your data DATA OF THE ORGANISATION COUNCIL FOR SCIENTIFIC AND INDUSTRIAL RESEARCH COUNCIL FOR SCIENTIFIC AND INDUSTRIAL RESEARCH PIC 999646695 Organisation Legal Address Active LEAR Status VALIDATED Street Motoko Kusanagi Road Number 46 Title New Tokyo First Name 395 Last Post 0001 City New Phone Code Email Country Fax Hequest History Pace 1 1 First Prewous Next Last Date gt Organisation Name gt gt Status
26. a here Legaladdress My contactinformation Status of organisation 6 Summary of your data Organisation data of the participant Participant legal name Business name Official language Name in 2nd Language Legal form VAT number w Registration number Registration authority Nace code Please Select Establishment Registration country Registration date dd mm yyyy B Mandatory Fields User Manual Figure 16 Self Registration 2 5 1 Legal Entity Appointed Representatives and account administrators The Legal Entity Appointed Representative LEAR is the person chosen by the organisation to ease the communication with the E C and avoid double registrations Only the LEAR or account administrator see the end of the section below may do a change request of his her organisation s data and submit legal documents through URF LEARs can submit requests for update for e legal Data Name address registration number etc FP7 account legal type SME Public private educational etc and indirect cost method ICM e Balance sheet data if requested And they can upload supporting documents in URF to back their requests More information on the LEAR is available in the FAQ section of the Participant Portal http ec europa eu research participants portal appmanager participants portal nfob true amp paaeLabel fa The documents to appoint a LEAR LEAR appointment form
27. ac pretium feugiat nisl metus laoreet massa sit amet fringilla urna a arcu Vestibulum pellentesque euismod tempor Nullam nulla augue laoreet dictum tristique eget dapibus in ipsum Nunc varius ultrices faucibus Nam egestas urna non elementum pretium mauris turpis eleifend nulla vitae elementum ligula nisl in lectus Nulla sit amet nisl elit id fermentum lacus Nunc lacus orci bibendum vel aliquet ut rhoncus non nulla Participants e BRUBER GMBH 99991254 PARTICIPANT BASF SE 8125643 PARTICIPANT e NATIONAL CENTER FOR SCIENTIFIC RESEARCH BABOKRITOS 3265887 PARTICIPANT e NATIONAL AND KAPOERA UNIVERSITY OF TRANQUILITY 3254546 COORDINATOR UNIVERSITAET BASEL 2545545 PARTICIPANT e COUNCIL FOR HUMORISTIC AND INDUSTRIAL RESEARCH 2315797 PARTICIPANT CENTRE INTERNATIONAL DE RECHERCHE SCIENTIFIQUE 35454654 PARTICIPANT UNIVERSIDAD DE PONOMO 546545465471 PARTICIPANT 5 A NATURAL PRODUCTS KORRES ETERIA PROIONTA 546545157 PARTICIPANT Figure 23 Details of a project Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 29 of 49 2 6 3 Roles of an Organisation Business Roles Participant A As Account Administrator plus Nominate amp Revoke Account Administrators esi UAE cs LU PI I LI is eee as ies
28. acy statement for users registered with the European Commission s Identity Management Service 1 What is the Identity Management Service The European Commission s Identity Management Service IMS provides a common way for users to register or be registered for access to a number of different Commission information systems or services referred to hereafter as sites nu Are Security check ES Nu gt T 2 29 4 E b E gt kl 11441417 Y 41 5 s 4 4 82232313321331339 3332 2232231117 Try a different image Please type in the characters in the above image upper and lower case may be used interchangeably Privacy Statement Contact ECAS Help Registration Help This website is managed by the European Commission s Informatics DG Figure 2 ECAS User Registration Form 5 The confirmation screen indicates that within a few minutes you will receive an email allowing you to complete the registration process Note that the process must be completed within 1h30 after your original request 6 Goto your mail box You will see that the European Commission Authentication Service has sent you a message to initialise your password Open it and click on the link indicated in the e mail you will be redirected to the Password initialisation page of ECAS Figure 3 Password initialisation page of ECAS
29. ch box to filter out any list displayed by the participant portal Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 28 of 49 2 6 2 2 Project details Click on the underlined Acronym of a Project leftmost column see Figure 21 Project list of an Organisation to see the details of this project see Figure 23 Details of a project at ah Acronym Call Prog ProjectID Roles Phase AFTER FF7 KBBE 2003 3 FP 245025 Agrolas FP7 KBBE 2008 3 FEY 245336 FP7 CT 2007 2 223824 BELIEF FP7HNFRASTRUCTURES 2007 2 223759 BIO CIRCLE FP7 KBBE 2008 2B FP 22 204 CARBOCHANGE FP7 ENV 2010 254878 CHAARM FPY HEALTH 2009 single stage 242135 CLUVA FP7 ENV 2010 265137 DevCoCast FP7 ENV 2007 1 211307 Active DIGITALWORLD FP7 CT 2007 1 216513 Active Showing 1 to 10 of 31 entries 2 3 4 Next Last Negotiation Negotiation Active Active Active Negotiation Active Negotiation PROJECT DETAILS FOR AGROCOS 245336 Title From Biodiversity to Novel Plant Produced Compounds with Agrochemical and Cosmetic interest Project ID FP KBBE 2009 3 RID Programme Keywords Activity Codes KBBE 2008 3 1 04 Abstract Lorem ipsum dolor sit amet consectetur adipiscing elit Fusce placerat gravida nunc ac laoreet erat sodales quis Fusce id dui nisl Maecenas ut sem nec nibh suscipit elementum non quis urna Integer faucibus neque
30. displayed only once the negotiations are open by the Commission see Figure 40 Projects list Access Negotiation 4 Note that for some projects a link to Access Amendment is provided It is displayed only once a grant agreement has been signed and amendments are requested see Figure 41 My Projects Links to NEF for amendments Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 42 of 49 PROJECT LIST FOR JEAN JACQUES The list displayed below might not be the exhaustive list of the FP7T CIP projects associated with your organisation Only the projects for which on line services are available through the Participant Portal for the specific user are curently presented Technical work is ongoing to resolve this limitation If you are a LEAR of your organisation please visit the tab My Organisations and follow the link View projects to have the list of projects linked to your organisation A LEAR can only view projects their organisation is linked with Granting access to projects is done separately Please contact the Project Conmrdinater if you want participant contact role contact your participant contact to obtain specific rale Show entries Search Acronym Call Prog ProjectID Roles Phase TEST STIFF 22 999999 A Negotiatig Access Negotiation Showing 1 to 1 of 1 entries filtered from 24 total entries Figure 40 Projects list Access Negotiation 5 You will
31. e you have to choose the role given see Figure 31 Business and portal roles in a project and Table 2 List of roles and their nomination rights for more information about the nominations you can make depending on your own role Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 38 of 49 ADD ROLE Hominate Role on Acronym AgroCos Project ID for ADDRESS ORGANISATION CESKA TELEVIZE CTV ROLE GIVEN Task Manager ADMIN LEGAL Mandatory field Figure 34 Add role In the Error Reference source not found above example an Administrative and Legal Representative is adding a Task Manager He she still need to decide what scope the Task Manager will be able to work in Admin Legal or Both 2 7 3 8 Revoke a role from your project Depending on your role you can also revoke some roles roles see Table 2 List of roles and their nomination rights Select the check box on the left of the role to be revoked Click on the Revoke Selected button and confirm the revocation The page at https Avww acceptance ec euro Eg 1 You about to notify Ehe revocation of VAM PELT vim from your project This operation cannot be undone Figure 35 Confirmation of the revocation Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 39 of 49 2 7 3 9 Manage the Consortium As Coordinator Contact you can add modify Participant Contact deta
32. e Figure 20 Status of an Organisation Request not yet validated A message asks you to confirm your deletion 2 6 1 5 Update change request You can also modify your change request while CVT has not yet started the validation of your request The Upaate link is displayed in the request history part See Figure 20 Status of an Organisation Request not yet validated You are directed to URF and your data can be modified DATA OF THE ORGANISATION CHICKEN COMPANY Chicken Company PIC 991355812 Organisation Legal Address Active LEAR View Status Street Egg Street Number 23 Title Mr Post Code 1000 City Brussels First Johan County Name Last MILIO 0257798324 Email johan milio ext ec europa eu Fax Request History 10r 1 First Previous Next Last Date Organisation Name gt Type gt Status gt Action 18 02 2010 Chicken Company LEAR UPDATE CREATED View Update Delete 18 02 2010 Chicken Company LEAR UPDATE DELETED 18 02 2010 Chicken Company LEAR UPDATE VALIDATED View 17 02 2010 Chicken Company SELF VALIDATED View REGISTRATION Figure 20 Status of an Organisation Request not yet validated Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 26 of 49 2 6 2 View Projects of an Organisation By clicking on the View Project link you can have a view of all the Projects an organisation is involved in see Figure 21 Project list of an Organisation
33. er A L F S LEAR account administrator Proposed Representative Participant Contact Coordinator Contact Administrative and Legal Representative Financial Representative Task Manager A L F S Team Member A L F S LEAR account administrator Proposed Representative Participant Contact Coordinator Contact Administrative and Legal Representative Financial Representative Task Manager A L F S Team Member A L F S LEAR account administrator Proposed Representative Participant Contact Coordinator Contact Scientific Representative Task Manager A L F S Team Member A L F S LEAR account administrator Any role Any role Any Table 1 Processes Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 13 of 49 2 1 2 Identify your roles Every user will benefit from different rights crediting them with access to specific information and services These rights are related to the role s the user plays within an organisation as a LEAR or Account Administrator and or a project as a Coordinator Participant Representative Task Manager or Team Member You can identify your role s by following these instructions 1 Logon to the Participant Portal Select the My Roles tab If you have one or more organisation role s i e LEAR or Account Administrator a list of each organisation for which you have these roles will be displayed in the Organisation Roles List section The list consists of the Pa
34. esentatives task managers and team members can access the list of the projects they are involved in Log on to the Participant Portal 2 Once you are connected to the secured environment of the Participant Portal select the My Projects tab 3 You will see a list of all the projects you are involved in Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 31 of 49 Organisations Projects Roles Notifications 7 Documentation FPT Calls Support PROJECT LIST FOR JOHN DOE The list displayed below might not be the exhaustive list of the FPFACIP projects associated with your organisation Only the projects for which on line services are available through the Participant Portal the specific user are currently presented Technical work is ongoing to resolve this limitation If you are a LEAR of your organisation please visit the tab Organisations and follow the link View projects ta have the list of projects linked to your organisation A LEAR can only view projects their organisation is linked with Granting acoess to projects is done separately Please contact the Project Coordinator if you want participant contact role contact your participant contact to obtain specific role Show entries search Acronym Call Prog Project ID gt Roles Phase ARASCOM 2007 2 222620 ive Periodic Reporting BONE FP7 ICT 2007 1 216863 cti
35. gi Road New Tokyo Number 46 frequent questions that are F O Box 395 submitted to the service Post 0004 City New Tokyo Country See the online user manual Figure 17 Organisations 4 f you are a LEAR or Account Administrator of the organisation three links will be present at the right of the screen Organisation s Data View Projects Holes By selecting one of these 3 links you can open a new portlet below the Organisations sub tab 5 f you are not a LEAR or Account Administrator but only linked to an organisation as a project member you will only be able to see the Roles link 2 6 1 Status of my organisation By clicking on the Organisation s Data link in the My Organisation tab see Figure 17 My Organisations you can 2 6 1 1 Checkif your request has been validated or is in validation DATA OF THE ORGANISATION COUNCIL FOR SCIENTIFIC AND INDUSTRIAL RESEARCH COUNCIL FOR SCIENTIFIC AND INDUSTRIAL RESEARCH PIC 999646693 Organisation Legal Address Active LEAR Status VALIDATED Street Motoko Kusanagi Road Number 46 Title New Tokyo First Name P O Box 395 Last Name Post 0001 City New Phone Code Tokyo Email Country Fax Request History Pace 1 1 First Prewous Nexr Last Date gt Organisation Name 26 06 2009 COUNCIL FOR SCIENTIFIC AND AR UPDATE VALIDATED View INDUSTRIAL RESEARCH 15 05 2009 COUNCIL FOR SCIENTIFIC AND LEAR UPDATE VALIDATED
36. he appointment of a Legal Entity Appointed Representative LEAR itis still possible to modify your self registration and or upload additional documents Participant Portal V2 2 10 2010 Many updates read more H or H STEP 3c It CVT has already started the verification process you no longer modify your self registration data but you are still able QUICK LINKS to uplaad additional documents FP homepage After identification the CVT begins a verification process that will eventually lead ta the appointment of a Legal Entity Appointed Representative LEAR During this period the data that you have declared about your organisation can longer be modified You will however still be able to upload up to 10 Mb of additional supporting documents Once uploaded these documents cannot be withdrawn or modified except by the validated LEAR M Research site of the EC When your data has been validated by the CVT you as self registrant will na longer be able to edit the data related to your organisation From this point on the organisation data may be maintained only by the LEAR More into Upon registering your organisation you will receive a Participant Identification Code PIC Using a PIC for your organisation has several advantages which are fully explained in this FAQ entry Figure 15 Register steps Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 21 of 49 Please enter your dat
37. ils to your project PROJECT LIST FOR JEAN JACQUES LEPERE The list displayed below might not be the exhaustive list of the FPFT CIP projects associated with your organisation Only the projects for which on line services are available through the Participant Portal for the specific user are curently presented Technical work is ongoing to resolve this limitation If you are a LEAR of your organisation please visit the tab Organisations and follow the link View projects to have the list of projects linked to your organisation LEAR can only view projects their organisation is linked with Granting access ta projects is done separately Please contact the Project Coordinator if you want participant contact role or contact your participant contact to obtain a specific role Show entries oie FP ICT 2007 2 Acronym rog Project ID Roles Phase gt ARASCONM FP CT 2007 2 ti Periodic Reporting CONACOORD FP CT 2007 2 P7 eo live Periodic Reporting IMPPACT FP CT 2007 2 Pi T ti Periodic Reporting MARE FP7 ICT 2007 2 Pi active Periodic Reporting Showing 1 to 4 of 4 entries filtered from 24 total entries Figure 36 Project list of a Coordinator Contact When you click on the orange Edit Consortium icon of the Project list see Figure 36 Project list of a Coordinator Contact the Consortium Management screen is displayed In this screen you can see and modify the Participant Contact details for each o
38. ing systems may work but have not yet been tested Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 5 of 49 Where can the participants get support A Frequently Asked Questions section is available on the Participant Portal For issues related to the registration and login using the European Commission s Authentication Service ECAS participants can visit this website https webgate ec europa eu ecas help jsp or send an e mail to DIGIT USER ACCESS ec europa eu The participants looking for technical help can ask the eFP7 Help Desk by sending an e mail to DIGIT EFP7 SUPPORT Qec europa eu Their requests can also be supported by the contact form available on http ec europa eu research participants portal appmanager participants portal nfpbztrue amp pageLa belzcontactus For questions related to the Framework and similar RDG Programmes the participants are invited to contact the FP7 Help Desk by sending an e mail to EC FP7 IT HELPDESK ec europa eu Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 6 of 49 1 HOW TO ACCESS THE PARTICIPANT PORTAL Except for few services such as the FP7 documentation FP7 Calls or the PIC search function access to the Portal and its underlying services requires an ECAS account 1 1 European Commission s Authentication Service ECAS is the European Commission s Authentication Service It provides a single sign on across a large number of Commission infor
39. ipants en pdf Please note that the Participant Portal is the single gateway to NEF for both coordinators and other participants involved in negotiations replacing the old way of accessing NEF the access key mechanism 2 7 5 Access to the reporting activities In order for a user to have access to the Reporting functionality s he must have the role of scientific representative or task manager with the scientific scope either of the project coordinator or of another beneficiary in the grant for the technical reporting Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 44 of 49 e role of financial representative or task manager with the financial scope either of the project coordinator or of another beneficiary in the grant for the financial reporting 2 5 1 Accessing the reporting functions Log on to the Participant Portal Once you are connected to the secured environment of the Participant Portal select My Projects tab The list of the projects you are involved will be displayed For any of your project that is in the Active phase you can access both the technical reporting deliverables as the financial one Form C Once you have clicked on the link you will be redirected to the right supporting application PROJECT LIST FOR JEAN JACQUES LEPERE The list displayed below might not be the exhaustive list of the FFT CIF projects associated with your organisation Only the projects f
40. ised Representative in the Participant Portal as long as the LEAR has not confirmed it opecific responsibility of the Authorised Representative he she is empowered with representing signature authority for his her organisation within the legal scope e g able to commit the Participant to a course of action e g sign a Grant Agreement 2 3 4 Fourth level Task Managers and Team Members At the fourth level of the pyramid there are the Task Managers and Team Members Team Members have minimal read only rights to project resource information The scope of these rights can be set to any combination of the following administrative legal financial and legal Task Managers extend the Team Member role with the capacity to perform submit update and delete actions on artefacts of the project they are assigned to and which are within their granted scope s i e a financial report for the financial scope The Coordinator Contact Participant Contact or Named Representatives can designate both of these roles A given Named Representative can only grant part or all of the scopes that he is entitled with E g the Administrative and Legal Representative can only nominate Team Members or Task Managers with the administrative and or legal scope Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 36 of 49 2 7 3 5 Other roles The portal also supports two other roles that you might see in the project roles list e The EC Projec
41. jects Links to NEF for amendments Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 43 of 49 gt FP Applications Windows Internet Explorer m 54 e gt i httpi prad uf fpe cc cec eu ink 19001 neF FrontafFice prajecE 60 73 view X P File Edit View Favorites Tools Help me ww dr GFP Applications mc dy Page Tools m Important Legal Matice M 2007 2013 Help Logout My projects 999999 TEST STIFF 2 999999 TEST STIFF 2 NEGOTIATION Parameters 5 LIFECYCLE DEADLIHES PROPOSITIONS Scientific Project M75 NO Dawid Opening date GPFs 04 03 08 Duration 24 months ial ds Expected end date Technical Contribution 145 698 euro egal Financial h i Bid Legal documents Registration m Current session Mat wet submitted by the coordinator Opened 05 05 09 at 14 32 Created on 11 02 09 at 15 15 Submit por preview Project gt General information Reporting periods Coordinator BEWTSGHES GENTRA RER UN AEART E DLR 99995 73 Legal data Authorised representatives Eligible costs Organisation status Contact persons Bank account Participants amp J Local intranet 100 o 2 Figure 42 More information on how to use can be found in the user guide ftp ftp cordis europa eu pub fp7 docs nef usergquide coordinators partic
42. mation systems once you have authenticated yourself to ECAS you do not have to re enter your credentials username and password within the same browser session Protected information systems request ECAS to supply the current user s identity if you have already been authenticated it does not ask you to do so again provided that you have not disabled the use of cookies in your browser ECAS authentication is available only with applications that have been specifically adapted to use it These applications request ECAS to authenticate you on their behalf and do not authenticate you directly This means that when you use your ECAS password it will always be on a distinctive page belonging to ECAS even though you may have typed in the application s address not that of ECAS Never enter your ECAS password on any other page Do not divulge your ECAS password to anyone there is no reason for anyone else including system administrators and support staff to ask for it or know it 1 2 ECAS Registration If you are a new user please register on the ECAS The creation of the ECAS account is free and easy 1 To create your ECAS account go to the Participant Portal home page http ec europa eu research participants portal 2 hen click on the register link in the login box Figure 1 Login Box LOGIN Login elp is available amp Portal registration demo is available here Figure 1 Login Box register link Participant P
43. mme Activity codes Figure 29 Project Details Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 33 of 49 2 7 2 The project menu and project summary portlets Whenever specific project information is displayed in the main area of the portal two portlets are shown on the left side of the screen project menu and project summary see Figure 30 Project Menu and Summary The Project Summary will display core essential information about the currently selected project Acronym ID Call Programme and Activity codes The Project menu allows the following global navigation actions e Returning to the project list by selecting the Back to list orange Backtolist o button e Displaying the Project Details e Managing Roles that you have nominated for the project e Managing the Project Consortium if you are a Coordinator Contact of the project PROJECT MENU Project Details Project Roles Project Consortium Acronym Project ID Call Programme Activity codes Figure 30 Project Menu and Summary Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 34 of 49 2 7 3 Roles of Project The figure below shows the roles and dependencies inside a project f Business Roles Participant A Coordinating Participant B Participant Coordinator Contact Coordinator As Participant Contact plus Contact Nominate amp Revoke Participant Contact
44. n every time they submitted a proposal or negotiated a contract This is simplified in FP7 Participants can register their organisations data ONCE This will generate a Participant Identification Code PIC which defines their organisation s details and status to be used in the process of electronic proposal submission and negotiation Registering an organisation will allow you to receive its Participant Identification Code PIC Using a PIC for your organisation has several advantages which are fully explained in this FAQ entry Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 18 of 49 Use the search facility to check if an organisation has already a PIC If you do not find a PIC for your organisation you have to first register as an ECAS user With your ECAS password you can register your organisation Log on to the Participant Portal under My Organisations tab click on the Register sub tab see Figure 15 Register steps Follow the steps described below Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 19 of 49 STEP 1 Search Use the search facility to check whether your organisation is already registered or in the process of being registered see section 2 4 STEP 2 Self Register your organisation in PP Hegister your organisation using your ECAS account details After providing all the necessary details press the CONFIRM button to submit your registration information
45. n Facility a service providing unique registration for participants in the Framework Programmes at proposal and contract stages It encompasses a set of rules for data acquisition and validation Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 48 of 49 A legal signatory of each legal entity will be asked by the Commission to appoint one person the so called LEAR Legal Entity Appointed Representative for being the correspondent towards the Commission on all issues related to the legal status of the entity The LEAR provides the Commission with up to date legal and financial data including supporting documents where necessary and commits to maintain the account so that it is up to date enabling future use for grants and other transactions between the entity and the Commission research and other programmes This person is chosen by the organisation itself in order to ease the communication with the E C amp avoid double registrations Only the LEAR may do a Change request of his organisation s data through and submit legal documents through URF Status of validation Indication that data provided in a form have been validated by the Commission Participant Portal The Participant Portal hosts services that facilitate the monitoring and the management of the participants proposals and projects It is a secure Internet site that ensures adequate authentication and confidentiality mechanism
46. nder the My Organisation tab select the Search tab 2 he search organisations module appears Figure 13 Search Organisation 3 There you can check whether your organisation has already registered and if so retrieve the PIC that has already been assigned It is obligatory to complete either the legal name field or the VAT number field with at least a three character string The other search fields can be left blank Figure 14 Search Results Note if searching for a legal name in the national language does not yield results you might try with a translation in English Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 16 of 49 Home Organisations My Projects Roles Notifications Documentation Calls Support Organisations Register Search Po SEARCH ORGANISATIONS Please fill in the search criteria to find the organisation itis obligatory to complete either the legal field or the VAT number field with atleast a three character string The other search fields can be left blank However toa unspecific queries may result in along results list The results list are truncated after the 200th record If searching for a legal name in the national language does not yield results you might try with a translation in English MI Mar Mandatary fields NOTE Search FIC functionality applies ta under validation and validated organisations Figu
47. ne of nominating revoking account administrators themselves and can therefore perform those tasks on his her behalf See section 2 6 3 Roles of an Organisation for more information 2 6 Manage the organisation data Log on to the Participant Portal 2 Once you are connected to the secured environment of the Participant Portal select the My Organisations tab and then click on Organisations You can also click on the Manage Organisation Data icon in the home page displayed after login 3 The data of the legal entity are displayed Figure 17 My Organisations The section contains a synopsis of the information contained in URF Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 23 of 49 European Commission RESEARCH Participants European Commission gt Research gt Participant Portal Home Organisations My Projects Roles My Hotifications D Organisations Register MY ORGANISATIONS Change Password Organisation s as LEAR or Account Administrator John Doe COUNCIL FOR SCIENTIFIC AND INDUSTRIAL RESEARCH ECAS help is available here PIC 999646693 Contact Information Organisation s Data amp Portal registration demo is VAT 244479876544 Email gt WOGWWLRO ACTXPYKV ZNV View Projects available here NACE XTMXNILT MFZQNQBR TNS Roles Phone 27128413282 Fax Web www gits ca jp Postal Address The answers to the most Street Kusana
48. nt administrators 22 Manage o m T TT 23 2 6 1 Status of my organisation 24 2 6 1 1 Check if your request has been validated or is in validation 24 2 6 1 2 View organisation or change within request 25 2 6 1 3 code a chando tedun 25 2 6 1 4 T TTE 26 2 6 1 5 Update change icio P 26 202 27 2 6 2 1 ere nner TELS 28 2 6 2 2 METTE 29 ___ _ _66_6_________ 30 2 6 3 1 nog 31 2 6 3 2 Revoke a role from an organisation TOT 31 Er T a NE A 31 2 7 1 Access to the list of projects and project 31 Particip ant Portal User s Guide 26 10 2010 Release 2 2 1 Page 2 of 49 27 2 The project menu and project summary 34 POD e PEN eee ee Pre oe Pree E E E EEEE 35 ed mM Tis RET TIT eee eee ee 35 2 13 2 Second level Participants Contacts
49. nt services and data that might be critical for your organisation 1 3 Log on to the Participant Portal 1 Goto the Participant Portal home page http ec europa eu research participants portal 2 In the login box click on the login link Figure 4 Login box login linkError Reference source not found Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 9 of 49 LOGIN P Login amp You dont have account yet Please register amp Login help is available here amp Portal registration demo is available here Figure 4 Login box login link The login page ECAS authentication appears Figure 5 ECAS Login pageError Reference source not found Whenever you login please make sure that the selected domain is external Should another domain be selected please change it by clicking on the use a different domain link Enter your Username if you have created one or your email address and your password and click on the submit button You are then redirected to the secured environment of the Participant Portal European Commission Authentication Service Forgot your password Change Password Privacy Statement Contact Help gt gt EUROPA gt Authentication Service gt Login Authentication requested by participantportalweb Domain External Username or email address nmahiebe Remember my username Password escoscocce Warn
50. nteractions with the Research Directorates General of the European Commission and improve operations and data quality It will eventually host a full range of web applications that facilitate the monitoring and the management of proposals and projects throughout their lifecycle This document describes how to access and use the Participant Portal Participant Portal s main actors The different types of users defined for the Participant Portal are organised by roles and described as follow e Public Any person that goes to the PP URL e Registered User A user that has registered himself and has received credentials for logging on A registered user can be a natural person or a member of a legal entity called an organisation member A member of a legal entity can have one of the following roles Researcher Person who directly or indirectly interacts with Framework Programme information Organisation Member User who acts on behalf of an entity LEAR Legal Entity Appointed Representative possibly delegating updates of company information and other capabilities to other representatives of the organisation called Account Administrators AA under the Participant Portal e Account Administrator AA the Account Administrator is appointed by the LEAR in order to provide support with the management of the organisation data Project Proposal Participant Member of an organisation who participates in a project or a proposal e C
51. ole By default this role is provisioned with the respective name and contact details given in the proposal under A2 Contact point The Coordinator Contact has the right to grant and revoke the roles of the Participant Contacts In addition he she has for the coordinating beneficiary the same rights as the Participant Contacts see second level below During negotiation the Coordinator Contact and the negotiating Project Officer have to make sure that the contact details are set properly in NEF and match one of the contact person s details given in GPF A 2 4 of the coordinating beneficiary opecific responsibility of the Coordinator Contact e Assure that the assignments of Participant Contacts are up to date and reflect the reality including removal of obsolete access rights Inform the Commission on time when the Coordinator Contact has to be changed Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 35 of 49 2 7 3 2 Second level Participants Contacts At the second level of the pyramid there are the Participant Contacts who are the main contact persons for the coordinator at the participating beneficiaries Nomination of only one person per beneficiary and project is possible in this role By default these roles are provisioned with the respective names and contact details given in the proposal These persons can be changed by the Coordinator Contact without approval by the Commission The Participant Con
52. oordinator Contact Coordinator of a project proposal who is the first point of contact for the EC e Participant Contact Primary point of Contact for an organisation within a Consortium e Administrative and Legal Representative ALR Responsible for contractual and administrative aspects of a project e Financial Representative FR Responsible for financial aspects of a project e Proposed Signatory PS Represents the oversight and authority of the LEAR Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 4 of 49 e Scientific Technical Representative STR Leads the research team and is responsible for technical submissions e eam Member Has minimal read only rights to project resource information The scope of these rights can be set to any combination of the following Administrative Legal Financial and or Scientific For the majority of users the role represents a project team member They can be designated by the Coordinator Contact Participant Contact or a Representative ask Manager Extends the Team Member role with the capability to perform submit update and delete actions Just as for the Team Member those rights can be constrained within one or more defined scopes amongst financial scientific administrative and or legal Like the Team Member they can be designated by the Coordinator Contact Participant Contact or a Representative Depending on their role s users will receive differen
53. or which on line services are available through the Participant Portal for the specific user are currently presented Technical work is ongoing to resolve this limitation If you are LEAR of your organisation please visit the tab Organisations and follow the link View projects to have the list of projects linked to your organisation LEAR can only view projects their organisation is linked with Granting access to projects is done separately Please contact the Project if you want participant contact role or contact your participant contact to obtain a specific role Show entries Search Call zb Project ID gt CELLSEC FF7 FEOPLE 219339 i Reporting amp Financial 2007 4 2 Deliverables Reporting Showing 1 to 1 of 1 entries filtered from 24 total entries Figure 43 Access to Reporting applications Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 45 of 49 2 8 Manage roles Please see sections 2 1 Roles 2 6 3 Roles of an Organisation and 2 7 3 Roles of a Project for a complete description of Role management within the portal 2 9 Manage notifications Notifications are messages sent by the different services exposed through the Participant Portal Currently notifications are sent via email but it is foreseen that other channels will be made available in the future Examples of notifications You will receive a notification if you are nominated in a new role
54. ortal User s Guide 26 10 2010 Release 2 2 1 Page 30 of 49 As explained in section 2 2 you can use the Search box to filter out any list displayed by the participant portal 2 6 3 1 Add a role to an organisation As LEAR you can add an Account Administrator role Just click on the button Just enter the email address of the person that will get the Account Administrator He will receive a mail announcing him his nomination If not already done he will be asked to register in ECAS See Figure 26 Add an Account Administrator role ADD ROLE EMAIL ADDRESS used to register in the Portal ROLE GIVEN is ACCOUNT ADMINISTRATOR for OMMISSION OF THE EUROPEAN COMM Canc Mandatory field A LEAR can delegate his responsibility to maintain the Participants legal and financial data ta one are mare account administratar s Figure 26 Add an Account Administrator role 2 6 3 2 Revoke a role from an organisation Account Administrators can also be revoked by the LEAR Select the check box on the left of the role to be revoked Click on the Revoke Selected button and confirm the revocation 2 Manage projects Note that all the services described below are protected so you must first log on to the Participant Portal The process to follow is described under the Log on to the Participant Portal chapter of this guide 2 7 1 Access to the list of projects and project details Coordinators participants repr
55. ortal User s Guide 26 10 2010 Release 2 2 1 Page 7 of 49 3 The ECAS User Registration Form opens please fill it in using your individual professional e mail address in the relevant fields Figure 2 ECAS User Registration Form It allows the system to identify you and credit you with the right access and services Please avoid using your email address as Username this could cause issue if your email address is modified 4 Select the privacy statement acknowledgement checkbox copy the security code into appropriate text area and submit the form for processing opean Commission Authentication Service Privacy Statement Contact ECAS Help Registration Help European Commission Authentication Service ECAS User Registration Form Please fill in and submit the information requested below to register as a user of European Commission Information Systems The username you choose or the one assigned to you may be used to log into any system using the ECAS authentication service that you are authorised to access When you login you will see an ECAS page with a banner similar to the one on this page If you are asked to specify your domain when logging in choose External Fields marked are mandatory Choose a username optional First name Bernard Last name E mail a1028325 owlpic com Re enter your e mail address a1028325 owlpic coml Privacy Statement Priv
56. re 13 Search Organisation Note When your search returns too many results only the first 200 are shown You should refine your search criteria Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 17 of 49 SEARCH ORGANISATIONS Flease fill in the search criteria to find the organisation It is obligatory to complete either the legal name field or the number field with at least a three character string The other search fields can be left blank However too unspecific queries may result a lang results list The results list are truncated after the 200th record If searching for a legal name in the national language does not yield results you might try with a translation in English CMM enum pw ud Mandatory fields NOTE Search PIC functionality applies to under validation and validated organisations Name of the organization PIC Country City gt VAT number v Status v THE WALT DISNEY STUDIOS SCHWEIZ GMBH 992654060 CH ZURICH CH279815 VALIDATED Showing 1 to 1 of 1 entries Figure 14 Search Results This feature is also available when you are not logged in but there is an additional field to be filled for the security code As explained in section 2 2 you can use the Search box to filter out any list displayed by the participant portal 2 5 Register an organisation In the past participants had to provide the Commission with their organisation legal and financial informatio
57. replace the project list It contains a more complete set of information about the project that was selected You can go back to the project list by using the project menu portlet described in section 2 7 2 below PROJECT LIST FOR JOHN DOE The list displayed below might not be the exhaustive list of the FP CIP projects associated with your organisation Only the projects far which on line services are available through the Participant Portal for the specific user are currently presented Technical work is ongoing resolve this limitation If you a LEAR of your organisation please visit the tab Organisations and follow the link View projects to have the list of projects linked to your organisation A LEAR can only view projects their organisation is linked with Granting access to projects is done separately Please contact the Project Coordinator if you want participant contact role or contact your participant contact to obtain specific role Show entries Search ah ah aft Acronym Call Prog Project ID Roles Phase gt ARASCOM FP7T CT 2007 2 FP 222020 r1 Active Periodic Reporting FP ICT 2007 1 216863 Active Periodic Access Reparting Amendment Showing 1 to 2 of 2 Figure 28 Selecting the Acronym of a project PROJECT MENU PROJECT DETAILS FOR ARASCOM 2227620 Title MEMS and Liquid Crystal based Agile Reflectarray Antennas for Security and COMunication FP7
58. rganisation participating to the project You can assign new Participant Contact in empty fields or modify existing one by entering their email address Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 40 of 49 PARTICIPANT CONTACTS OVERVIEW FOR ARASCOM 2227620 Coordinator THE EUROPEAN ORGANISATION FOR THE EXPLOITATION OF METEOROLOGICAL SATELLITES 889619533 jean jacques ec europa eu Name LEPERE Jean Jacques Participant Contacts THE EUROPEAN ORGANISATION FOR THE EXPLOITATION OF METEOROLOGICAL SATELLITES 999619533 jean jacques ec europa eu Mame LEPERE Jean Jacques SISTEMAS RADIANTES MOYANO S A 999593149 someone somewhe re Name COMMISSARIAT A L ENERGIE ATOMIQUE ET AUX ENERGIES ALTERNATIVES 999992401 christian huwaent CEAEFA org Name HUWAERT Christian SELEX SISTEMI INTEGRATI SPA 999949721 Name DE BOUVER Oliver UNIVERSITA DEGLI STUDI DI PERUGIA 999846319 FONDAZIONE BRUNO KESSLER 999625450 THALES ALENIA SPACE FRANCE 999908205 TECHNISCHE UNIVERSITAET DARMSTADT 999936581 UNIVERSIDAD DE MADRID 899974844 Save Changes Reset Figure 37 Managing the Participant Contact details Select Save Changes in order to save your data Select Return to list from the In the confirmation message click OK in order to save your data or Cancel Figure 38 Confirmation of creation modification of a Participant
59. rticipant Identification Code PIC the name of the organisation and the role you are playing Figure 9 My Roles 4 f you have one or more project role s i e coordinator participant representative task manager o team member reviewer EC Project Officer a list of each project for which you have these roles will be displayed under the Project Roles section The list consists of the Acronym of the project the project identification number the funding programme to which the project belongs your role in the project if you have multiple roles in the project there will be one line per role Home stifications FP7 Documentation Calls Support My Organisations Projects My Roles ORGANISATION ROLES LIST Show entries search Organisation Name Nominations 999646693 COUNCIL FOR SCIENTIFIC AND INDUSTRIAL RESEARCH Account Admin Showing 1 to 1 of 1 entries PROJECT ROLES LIST af Acronym ProjectlD 7 Program Role PIC Nominations AgroCos 245336 Administrative and Legal Representative 999919845 ARASCOM 222520 FP Participant Contact 999992401 216863 FP Participant Contact 999910630 Showing 1 to 3 of 3 entries Figure 9 My Roles The Nominations column s functionality is explained in section 2 7 3 below Select the icon in order to refresh the memory cache it allows reloading the most recent data Participant Portal User
60. s based on the European Commission Authentication Service ECAS Participant Any entity legal or otherwise that has some dealings with FP or CIP programmes For example Legal Entity as partner to a grant agreement department or institute of such person working in participating organisation and relevant to the programmes expert Participants are external to the Commission In order to structure this participant concept into further details a clear distinction should be made between The executing participant proposing and executing an action e g a department within a university or an independent expert The participating legal entity endorsing the responsibility of this proposition and execution e g a university or the expert as a legal natural person A participating legal entity is any Legal Entity that has participated participates or will participate in the programmes of FP and CIP whether in Grant Agreements contracts or proposals only List of Agreements PDM URF WG as of 14th January 2007 Contacts by the executing participants and participating legal entities for exchange of information e g a professor within the university department the financial officer of the university an expert him herself etc Contacts typically play roles within participating entities and may have a specific address It is worth noting that the executing participant and the participating legal entity can be the same enti
61. t Officer person who is dealing with the project at the European Commission he Reviewer person who is in charge of reviewing the project 2 7 3 6 Display Roles When you click on the blue icon that is on the line of a project see Figure 32 The project list roles icon the roles of this project are displayed see Figure 33 Roles of a project along with the project menu and project summary see section 2 7 2 for a description of the project menu and project summary PROJECT LIST FOR JOHN DOE The list displayed below might not be the exhaustive list of the FPT CIP projects associated with your organisation Only the projects for which on line services are available through the Participant Portal for the specific user are presented Technical work is ongoing to resolve this limitation If you are a LEAR of your organisation please visit the tab Organisations and follow the link View projects to have the list of projects linked to your organisation A LEAR can only view projects their organisation is linked with Granting access to projects is done separately Please contact the Project Coordinator if you want participant contact role or contact your participant contact to obtain specific role Show entries Acronym Call Project ID ARASCOM FP7 CT 2007 2 222520 Periodic Reporting Periodic Access Reporting Amendment BONE FP74CT 2007 1 215853 Showing 1 to 2 of 2 entries Figure
62. t rights regarding the access to the hosted services Participant Portal s main services The Participant Portal has been created to cover the whole lifecycle of the projects proposals submission evaluation grant agreement negotiations and submission of periodic and final reports during project implementation administrative support to the experts Currently the Participant Portal is the gateway to access the Unique Registration Facility URF allowing organisations registration and data management the FP7 Negotiation Facility NEF facilitating the negotiation process the reporting tools NEF SESAM FORCE to submit the technical and financial reports the FP7 documentation search functionality the FP7 Calls database the new Notification service System requirements for using the Participant Portal The participant portal operates on line without saving anything on the computer The systems requirements are a computer with a 600 MHz processor and minimal 512Kb of memory an Internet connection preferably 512 Kb s or higher a screen with a minimal resolution of 1024 x 768 Internet Explorer 6 0 or above or Firefox 3 x Other web browsers may work but have not yet been tested Note that for security reasons your browser may request to identify the Participant Portal website and the ECAS system as trusted Once added as trusted we recommend that you restart the browser session Windows 2000 XP and Vista other operat
63. tacts have the right to grant and revoke roles to Scientific Administrative Financial Legall Representatives third level as well as Task Manager and Team Members 4 level within their organisation At the third level and below several persons can be nominated in the same role and the same person can be nominated in several roles opecific responsibility of the Participant Contact e Assure that the assignments of third level roles within the own organisation are up to date and reflect the reality including removal of obsolete access rights e Inform the Coordinator Contact when the Participant Contact has to be changed 2 7 3 3 Third level Named Representatives At the third level of the pyramid there are the named representatives and the authorised representative in each participating organisation Their Participant Contact can nominate them The Named Representatives work on functions related to specific scopes administrative and legal financial scientific for negotiation amendment handling and reporting There can be more than one Named Representative for each scope and the same person can be nominated in more than one named representative role opecific responsibility of the Named Representatives perform the tasks relevant to their scope of expertise The Participant Contact of his her organisation also nominates the authorised representative however the LEAR must confirm it The role will appear as Proposed Author
64. ticipant Portal hosts services that facilitate the monitoring and the management of your projects is also a secure Internet site that ensures adequate authentication and confidentiality mechanisms based the European Commission Authentication Service ECAS 1 connect ta you need an ECAS account associated to your email address demoportalneti gmail com If you dont have one yet please create it here https wehgatae ec eurapa eu aida saltreg email coordinationicetechnikon com amp emailRetype coordinatiangetechnikan 2 Now you may connect to by logging as demoportalnef gqmail com with your ECAS password here http ec eurapa eu research participants partal appmanager participants partal agin As soon as you will introduce successfully your email and password you will be redirected ta the Participant Portal welcome page 3 Once logged in the list of the projects you are involved as coordinator will appear under the Projects tab Your project 999999 will appear with a link to the negotiation By selecting that link you will gain access to the negotiation forms without any further validation Figure 39 Invitation from NEF Log on to the Participant Portal Once you are connected to the secured environment of the Participant Portal select My Projects tab The list of the projects you are involved will be displayed On the right side of the screen the link Access Negotiation is
65. ty e g a private company or that several legal entities could collectively endorse the responsibility for a single executing participant case of a consortium Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 49 of 49
66. ve Periodic Access Reporting Amendment Showing 1 to 2 of 7 Figure 27 My Projects 4 The interface will display the list see Figure 27 My Projects originally sorted by the Project Acronym for which you have a relevant role for example participant or a coordinator The following fields will be displayed for each project listed he Acronym of the project You can see the full title if you hover over the acronym e identifier of the Project he programme of the Project e he project ID or project number e Roles Icons blue for managing Nominated roles orange for Consortium management if you are Coordinator Contact orange for Consortium management he Phase of the project possible values Active or Negotiation e Oneor more links to the available process of the projects depending on the current one s the links can be Periodic reporting Reporting amp Deliverables Financial Reporting Access Amendment For an example of a link to the Negotiation Facility tool NEF see 2 7 4 Access to the negotiations activities Negotiation Facility tool NEF 5 If you have a vast amount of projects you can filter them using the Search box as explained in section 2 2 Participant Portal User s Guide 26 10 2010 Release 2 2 1 Page 32 of 49 If you select the acronym of a project from the list see Figure 28 Selecting Acronym of a project a Project Details portlet will

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