Coordinator Manual - Setting up of EU-fin
Contents
1. Year 4 01 01 2011 31 12 2011 Open 37 Page 11 User Manual Setting up EU fin Version 3 03 July 2010 Procedure for inserting periods 1 Period number Choose the period number from the drop down menu 2 Description Enter the name of the period for example reporting year x or period x 3 Start date and End date Type the date dd mm yyyy or choose the right start and end date from the calender by clicking on Hey 4 Start month and End month Type the month number 5 Status After a reporting period has ended you can close the period to prevent changes made to this specific period The following settings can be chosen Open Beneficiaries can enter or adjust budgets for this period in the beneficiary menu Closed The period is closed only the coordinator can enter or adjust budgets When inserting periods choose open Click lt Save gt to save the entered information the inserted period will be shown in the table below 4 2 4 Insert Type of Expenditures Insert type of expenditures Costs type Other direct costs Order 1 Type Of Expenditture Personnel costs Personel Costs Subcontracting Subcontracting Travel Other direct costs Consumables Other direct costs Equipment Other direct costs Other direct costs Other direct costs Indirect costs Indirect costs Three types of expenditures are already inserted in EU fin namely Per2. User Manual Setting Up EU fin Coordinator Product EU fin FP7 Version July 2010 User Manual Setting up EU fin Version 3 03 July 2010 Icons Icon Meaning An important remark Q Click this link for more information your are immediately linked to the right section in the technical information chapter gt The hyperlink to the right section in the coordinator menu Click this link to go straight to EU fin You must log in first Typographic Conventions Writing style Meaning Example Example The menu and submenu item of the coordinator menu Click this link to go Straight to EU fin You will have to log in first lt Example gt A button in EU fin Example A link in EU fin Page 2 User Manual Setting up EU fin Version 3 03 July 2010 1 Index te IO papsectoccaacicasees aiesteoeacmemaeaaceeneoen ceca moeapeeceaceeeeneceresaneecaedenaesasseceousseeeeteenseseecaueee 3 De AC OCC ON ocr dn cg EE ce ee eee 4 2 1 Introduction to EU fin esesesossecesesesesesssesesesesesosoecececececesesesesesesesesescecececeoe 4 2 2 How to use this coordinator MANUAL cece cece cece cence ee eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 4 Zod LOC Ae diecccntaecow ues exesucosecenecnceeeeuteeanceeccenteuedoceseeeancntececacaseecuscasesacseaesceecuseeacs 4 2 4 AVIA OW ce coere tte cies aiee nce ere tee c tere oe cee e clees E does cnwe coe ocerndie AEE 4 2 5 SESSION PING E EEE EEE nese EE EEEE SEEE 4 oy CUE
3. 3 Type of Activity Select the type of activity from the drop down box 4 Module If necessary select the module from the drop down box 5 Lead part of beneficiary Select the lead beneficiary or part of beneficiary from the drop down box 6 WP leader Select the right beneficiary from the drop down box 7 Start month Enter the start month number of this work package 8 Start date Type the date dd mm yyyy or choose the right start date from the calender by clicking on Hay Page 14 User Manual Setting up EU fin Version 3 03 July 2010 9 End month Enter the end month number of this work package 10 End date Type the date dd mm yyyy or choose the right end date from the calender by clicking on Hay Click lt Insert gt to save the entered information 4 2 7 Insert Project Users Insert Users Insertion Last name Boer E mail Hans deboer email com Phone number 0031 546 123456 Mobile phone 0031 6 12345678 Fax 0031546 987654 BEES Ea SEE HUES adie ide iidat ddd ieiaciiaanidak iciaidiad iad isda adic ida eot idiotic eka icici idea ido ici iio io iol ok ei adie eA hk IE A he Se AEA A ee i MTE E A 0031 546 0031 6 0031546 boer001 Hans Boer Hans deboer email com 123456 12345678 987654 cae a eee a el anya es ee 0031 15 0031 15 janse001 Jan Jansen jan jansen email nl 1234567 0628527 Export Per beneficiary a number of users have to be inserted into EU fin namely
4. UD EY eiii E EEE A E 5 3 1 MOUE cave cones sco woes E cae cie as ee ec ca cue entas ote neue via acwes ee co ewnseeeerwesseeeietrane 5 3 2 Important issues before StArtiING cccccescccccccceescceescceeescceessceeecceeescceescceeecceees 5 3 3 Step by step guide to create the project interface ssesssessesesceseseeceseseeceseseeeeo 5 A PECIIMIGC AL Moma Ol 2 cacececncecacavacecectoucewestoucecusauecnousseaseescesecwsar AEE 7 4 1 EOC IMACE a E A E aves cic are E A E seiveean aeeaar cee 7 4 1 1 LOS WV aena E E ESA E E A 7 4 1 2 Change login information password and e mail address ssssesesoesesescesesseee 7 4 1 3 RECOVERY PASSWOIO eirccsresrscesererrieset t Esn ArNe TORA ELENEN REENA 8 4 2 MNU POTE arr A E EEEE EE 9 4 2 1 Project information and parameters seesesescseseseesesesceseseecesesoecesesceseseeeeo 9 4 2 2 DOCU NES aerie E E E EE 11 4 2 3 Insert Periods sesesesesesceececesesececesesesesesesesesesescecececesececeseseseseseseseo 11 4 2 4 Insert Type of Expenditures esesessecesesceceseecesescecesceceorecseceeeececeeeeceeeee 12 4 2 5 Insert project modules sesessscecessecesescseoeseececeececeseeceoeececeseeceoeeeeoeesee 13 4 2 6 msert Work Package eccsicc on ateoveusueentaaoneeeveussbeetacenabeveusseeeiaceneborsuaueeetacenees 14 4 2 7 MSEE ProJec t USCIS seve ier iekea EEEE EEAS 15 4 3 Men Beneficiary scacectsdicaccccctacectadssacacoetecectakssas
5. work packages or periods 3 3 Step by step guide to create the project interface 1 Project Project information and parameters Enter or choose the project specific parameters we advice to use work package level in all cases since it is an EU requirement to report on this level 2 Project Insert Periods Create the necessary periods 3 Project Insert Type of Expenditures The following type of expenditures are already created Personnel costs Subcontracting and Indirect costs Define the subcategories of the cost type Other direct costs for example Travel Equipment etc 4 Project Insert Project Users Insert the necessary users per beneficiary namely scientists financial officers and work package leaders 5 Beneficiary Insert Beneficiary Create the beneficiaries 6 Beneficiary Indirect Costs per Period For beneficiaries using the indirect costs method Actual Indirect Costs insert the percentage of indirect costs for this period 7 Project Insert Work Package Create the necessary work packages 8 Beneficiary Insert Link Beneficiary to Work Package Link the beneficiaries to the work packages they are working on 9 EC Contribution and Payments Insert Beneficiary Contribution per Activity Insert the planned EC contribution per activity for each beneficiary 10 Beneficiary Create Benefi
6. you haven t received this e mail The procedure for log in 1 Username Enter your username and press enter your projects will appear 2 Project Select the right project from the drop down box 3 Password Enter your password Click lt Login gt and you will enter the Coordinator menu 4 1 2 Change login information password and e mail address Click lt Change login Information gt a new window will pop up Change login information Username Boer001 Change password New password EEEE E Change E mail Old E mail address Hans deboer email com New E mail address new email com Confirm new E mail address new emailcom Change E mail Page User Manual Setting up EU fin Version 3 03 July 2010 To change your password 1 Username Enter your user name 2 Old password Enter your old password 3 New password Enter your new password 4 Confirm new password Enter your new password Click lt Change Password gt to save your new password To change your e mail address 1 Username Enter your user name 2 Old E mail address Enter your old e mail address 3 New E mail address Enter your new e mail address 4 Confirm new E mail address Enter your new e mail address Click lt Change E mail gt to save your new e mail address 4 1 3 gt Recovery Password To recover your password click on lt recovery password gt and the following pop up will appear ZO
7. 1 work package leaders 2 the person in charge of administrative legal and financial aspects in this project financial officer and 3 the person in charge of scientific and technical technological aspects in this project scientist Adding a user will not automatically grant access to EU fin to this users a user will be able to log in after this user is selected as a financial officer or scientist for a beneficiary Procedure for inserting users 1 First name Enter the first name of the user 2 Insertion Enter the insertion for example van de 3 Last name Enter the last name of the user Press Enter or Tab on your keyboard 4 User name The mamane will then be automatically generated on the basis of the first 5 characters of the last name 4 If necessary the username can be changed Go to project Update project user to change the username Page 15 User Manual Setting up EU fin Version 3 03 July 2010 5 E mail Enter the e mail address 6 Telephone not required Enter phone number 7 Mobile Phone not required Enter mobile phone number 8 Fax number not required Enter fax number Click lt Insert gt to insert the user 4 3 Menu Beneficiary 4 3 1 Insert Beneficiary All the beneficiaries in the consortium need to be added to EU fin There are two types of beneficiaries that can be selected the first type is Beneficiary this is the stand
8. 10 Financial Officer Select the financial officer from the drop down box 11 Scientist Select the scientist from the drop down box 4 Tl tsd The persons that are selected as financial officer and scientist are the ones that will get access to the beneificiary menu of EU fin 12 Payment information not required Enter the payment information of the beneficiary This information can also be entered by the beneficiaries themselves in the beneficiary menu Information entered in the beneficiary menu will be visible here Click lt Insert gt to save the entered information The procedure for adding type part of Beneficiary 1 Beneficiary type Choose Part of Beneficiary 2 Beneficiary Legal name Enter the legal name of the beneficiary 3 Beneficiary short name Enter the short name of the beneficiary 4 Status organisation Select the status of the organisation from the drop down box 5 Indirect costs Select the method of calculating indirect cost from the drop down box 6 ICPC and lump sum funding Choose yes or no 7 Beneficiary Choose the beneficiary where this part of beneficiary belongs to 8 Financial Officer Page 17 User Manual Setting up EU fin Version 3 03 July 2010 Select the financial officer from the drop down box 9 Scientist Select the scientist from the drop down box 10 Payment information not required Enter the payment information of the beneficiary This info
9. In EU fin the contact addresses of beneficiaries can be entered this way all your project administration is centrally stored Procedure for inserting beneficiary addresses o g0 fin Demo_WP Project v Beneficiary EC contribution and Payments Reports Beneficiary Insert beneficiary Update beneficiary Street Number Postal Code i Country Communication i Link Beneficiary to Work Packages New No data to display Insert Link beneficiary to Workp package Update Link beneficiary to Work package ie seer cc teins roa eaaa SPT a i Z D e Pn pees GA CA aio n y Copyright 2007 Navigator Co Ltd All Rights Reserved Navigator Co Ltd amp Hosting For mors information feel free to Contact Us 2Sit Design 2007 Click lt New gt to open a new address field The following window will appear Beneficiary addresses Select Beneficiary 01 Beneficiary A h Address_ Type_ID 7 Street Number Postal Code Country dd sweet _ Postal Number Code ay country bB Update Cancel Fill in the necessary information and click lt Update gt to save the entered information Page 19 User Manual Setting up EU fin Version 3 03 July 2010 4 3 4 Beneficiary Communication Procedure for inserting beneficiary communication gt Beneficiary Communication Demo_WP Project V Beneficiary EC contribution and Payments Reports Insert beneficiary U
10. aceetececiadseesatentececiakesasasentacs 16 4 3 1 CBE IEI E AA E A AE EA 16 4 3 2 indirect costs per periodi 2 ceiccccxceasceovatisesexceuieeeratieesexcea tae AEO EA 18 4 3 3 Beneiiciaiy PCRS SCS o errrereriii keee NEE EEE EAEE EN EE REEE EA EENE 18 4 3 4 Beneficiary Communication sssesseseseecescscecesescesesceecescscecesesceeeseeceseseeeeo 20 4 3 5 Insert Link Beneficiary to Work Package ssssssesesessesescesescescesescecesesceeeee 20 4 3 6 Create Beneficiary Menu sesesessecsessecesescecoeeeeceoeececoeseeceoeececeseeososeeeceeeee 21 4 3 7 Go to Beneficiary Menu sesesessscsessecesescecesceceoeececeseeceoeececeoeeceoeeeeceesee 21 4 4 Menu EC Contribution and Payments ssesssessescseecesesseseseecesesoecesesceseseeeeseeo 22 4 4 1 Insert EC contribution per Activity sssssesescsesescecescsceceseecesesceeceseeceeeee 22 De OUD SSO ONS aa wo ae EE A E E 24 5 1 FAO E a E E siege ane sence A E iecnesaceeeeesessesaane 24 5 2 PICIDGOCSK sciite a E E E N 24 Page 3 User Manual Setting up EU fin Version 3 03 July 2010 2 Introduction You have chosen to use EU fin to support the financial management and reporting of an fp6 or fp7 project After creating your project interface in EU fin this will streamline a number of administrative processes and the management of your project will be much easier 2 1 Introduction to EU fin The EU fin system has two entrances name
11. ard type The second type is part of beneficiary this can be for example a department faculty institute or laboratory Insert Beneficiaries Beneficiary ad Beneficiary type Beneficiary legal name Beneficiary short name Beneficiary No status organisation Indirect costs ICPC and lump sum funding Legal registration number VAT number Financial officer Scientist Notes 6 Non profit public bodies standard flat rate No 987654321 boer001 Boer Hans janse001 Jansen Jan Payment information Bank Account no IBAN code S W L F T ode Contact person PO PE PT OEE eee lIncort The procedure for adding type Beneficiary 1 Beneficiary type Choose Beneficiary 2 Beneficiary Legal name Enter the legal name of the beneficiary Page 16 User Manual Setting up EU fin Version 3 03 July 2010 3 Beneficiary short name Enter the short name of the beneficiary 4 Beneficiary number Select the beneficiary number from the drop down box 5 Status organisation Select the status of the organisation from the drop down box 6 Indirect costs Select the method of calculating indirect cost from the drop down box 7 ICPC and lump sum funding Choose yes or no 8 Legal registration number not required Enter the legal registration number of the organisation 9 VAT number not required Enter the VAT number of the organisation
12. ciary Menu Click lt Create gt to create the beneficiary menu Optional 11 Project Insert Project Module Create the necessary modules Page 5 User Manual Setting up EU fin Version 3 03 July 2010 12 Beneficiary Addresses Insert the addresses of the beneficiaries 13 Beneficiary Communication Insert the main e mail addresses fax number phone number or website per beneficiary 14 Beneficiary Go to beneficiary menu Select the beneficiary from the drop down box and click lt Beneficiary Menu gt ry aJi The beneficiary menu that is accessed from the coordinator menu is not the same as the beneficiary menu that the beneficiaries see after log in To access the actual beneficiary menu go to the link www eufin fp7 com and click lt Beneficiary menu gt Page 6 User Manual Setting up EU fin Version 3 03 July 2010 4 Technical information This chapter contains more technical information on how to create the coordinator menu it is a comprehensive explanation of the 14 steps to create the beneficiary menu described in the previous chapter 4 1 Log in facilities 4 1 1 Log in Go to the EU fin website by using the link http www eufin fp7 com and click lt Coordinator Menu gt A pop up will appear Project Dero WP Login Change login information Recovery password Your log in information has been send to you by e mail contact the helpdesk if
13. e dealt with in the beneficiary menu Choose the right setting from the drop down menu you can choose from the following settings Advise When using this setting the calculated indirect costs are shown as an advise to the beneficiaries Beneficiaries can use this calculated number or change it No advise When using this setting there is no advise given for the indirect costs 9 Whole duration closed This setting defines the way the whole duration column in the beneficiary menu is dealt with In the whole duration column the budget for the whole project is set out You can choose from the following settings Yes In the beneficiary menu the beneficiaries can only enter budgets per period The whole duration column is accessible only to the coordinator from the coordinator menu No The beneficiaries can enter the whole duration budgets and the budgets per period 10 Update scientist and financials This setting defines the way EU fin deals with new scientists and financial officers You can choose from the following options Yes When updating the responsible scientist and financial officer Beneficiary Update beneficiary this will automatically replace the financial officer and scientists that are linked to the work packages No When updating the responsible scientist and financial officer Beneficiary Update beneficiary the financial and scientist that are linked to the work packages remain unchanged Click lt Save gt to sa
14. ear tee information nr ar m ERE i Insert clusters Update clusters Fayments per benetaay iene Beneficiary Reference EC contribution Insert payments per Demonstration Beneficiary A Final budget 82350 sega Demonstration Beneficiary B Final budget 89535 TE ia RTD Beneficiary B Final budget 231750 E eee E E ee RTD Beneficiary C Final budget 131250 Management of the consortium Beneficiary C Final budget 8750 Management of the consortium Beneficiary D Final budget 12750 Other activities Beneficiary D Final budget 366400 Other activities Beneficiary E Final budget 250560 Page 22 User Manual Setting up EU fin Version 3 03 July 2010 The procedure for entering planned EC contribution 1 Select beneficiary Select the right beneficiary from the drop down box 2 Activity Select the right activity type from the drop down box 3 Reference Enter a description of the entered budget 4 EU Contribution Enter the EC contribution for this activity type Repeat step 3 amp 4 for each activity type of a beneficiary repeat step 1 4 for each beneficiary in the consortium The inserted EC contribution is shown in the table below after inserting Page 23 User Manual Setting up EU fin Version 3 03 July 2010 5 Troubleshooting 5 1 FAQ s How can I change the inserted parameters and settings Below every Insert you can find Update Select the parameter you want to change update
15. fin Forgotten password boer001 Hans deboer email com Submit The procedure for recovering your password 1 Username Enter your username 2 E mail Enter your e mail address Click lt Submit gt to submit your information Your password will be send to you in an instant possibly delayed by your e mail server Page 8 User Manual Setting up EU fin Version 3 03 July 2010 4 2 Menu Project 4 2 1 gt Project information and parameters n Demo_WP 2 w Project f Beneficiary EC contribution and Payments Reports Project a Project information project information and MOO parameters Description Project type CP ka Contract number Insert periods EC Contribution 1500 tein Start date 01 01 2008 Hey iditure i PaP I be onom lend date 31 12 2011 F annem et a Budget level Work package ini wean costs Cane A expenditures mmm Whole duration yes Modules T 9 Ne Update scientists and financials Bs Insert project modules Update project modules Save Work Packages a The first step in creating the project interface in EU fin is entering the general project information like the project name and contract number Furthermore a number of project parameters have to be defined The procedure for defining the project information 1 Acronym Enter the short name of the project 2 Description Enter the full project title 3 Project type Choose the project type of this p
16. formation and Module no 3 2 parameters Description ae Demens n Coordinator Fran ois Paris Feriods a Insert periods Update periods Expenditures a Insert type of Number Module description Coordinator expenditures Update type of 1 Theme 1 Pierre Rouseaux expenditures 2 Theme 2 Jacques du Garde Insert project modules Update project modules The procedure for inserting modules 1 Module no Choose the module number from the drop down box 2 Description Enter a description of this module 3 Coordinator Enter the name of the coordinator of this module Click lt Insert gt to insert the module The module is displayed in the table below Page 13 User Manual Setting up EU fin Version 3 03 July 2010 4 2 6 Insert Work Package Insert Work Package number Type of activity None Module None Lead part of beneficiary None WP leader None Start month Start date End month End date WP title Beneficiary WPI WPI a WP WP a WP3 WP3 E WP4 WP4 n Demonstration RTD Management of the consortium Other activities The procedure for inserting work packages 1 Work package number Enter the number of the work package 2 WP Title Start date 01 01 2008 01 01 2008 01 01 2010 01 01 2011 End date Start month End month ating 1 24 ra 1 48 ie sf nej v w Enter the title of the work package start with wp 1
17. hoose Beneficiary Choose the right beneficiary from the drop down box 2 Beneficiary menu Click Beneficiary menu to go to the beneficiary menu Page 21 User Manual Setting up EU fin Version 3 03 July 2010 The beneficiary menu will pop up in a new window fir Beneficiary A Insert beneficiary Demo_WP Project v Beneficiary EC contribution and Payments 2 Reports Beneficiary planning and cost forms Update beneficiary Step 1 Choose Beneficiary Indirect costs per period 03 Beneficiary C v Addresses Beneficiary menu Communication Insert Link beneficiary to Work Package Update Link beneficiary to Work Package 4 4 Menu EC Contribution and Payments 4 4 1 Insert EC contribution per activity The maximum allowable EC contribution is calculated from the planned budgets per work package in the beneficiary menu The planned EC contribution has to be entered in EU fin for two reasons 1 the actual EC contribution can differ from the maximum allowable and 2 the inserted EC contribution serves as a double check for the calculated maximum allowable and therefore the inserted budgets I0 f in Project Beneficiary Demo_WP Beneficiary contribution Insert EC contribution per activity Insert beneficiary contribution per activity Update beneficiary contribution per activity Activity Other activities spesanenzamesnsansnananinns il cference Sane eye nee
18. ist If necessary change the financial officer or scientist for this work package Click lt Insert gt to insert the link Repeat step 2 amp 3 for each beneficiary that has to be linked and step 1 to 3 for each work package After selecting a work package the beneficiaries linked to this work package are shown in the table below 4 3 6 Create Beneficiary Menu When all the necessary information and parameters are inserted the beneficiary menu can be created Im fy n Demo_WP Project Beneficiary EtC contribution and Payments Reports Beneficiary Create beneficiary menu Insert beneficiary Update beneficiary Indirect costs per period Addresses Communication Insert Link beneficiary to Work Package Update Link beneficiary to Work Package The procedure for creating the beneficiary menu 1 lt Create gt Click lt Create gt to create the beneficiary menu 4 3 7 Go to Beneficiary Menu Setting up EU fin will create a personal tailor made beneficiary menu for each beneficiary in the consortium The coordinator can access each beneficiary s menu from the coordinator menu ry dae tsu The beneficiary menu that is accessed from the coordinator menu is not the same as the beneficiary menu that the beneficiaries see after log in To access the actual beneficiary menu go to the link www eufin fp7 com and click lt beneficiary menu gt The procedure for going to the beneficiary menu 1 C
19. ly the Coordinator menu and the Beneficiary menu both connected to the same database In the coordinator menu a number of project specific parameters are entered like periods work packages and beneficiary information This makes EU fin fully adapted to the situation of your project On the basis of these parameters the beneficiary menu is created such that a beneficiary finds a tailor made menu After log in the beneficiary finds only the necessary information In the beneficiary menu the financial contact person of a beneficiary can enter the financial planning of the budgets the actual costs that are made and an explanation of these costs The Form C calculations are generated by the system In the coordinator menu you will find a number of other useful functionalities like payment administration form C administration and necessary reports 2 2 How to use this coordinator manual The main section of this manual is divided in two parts in the first part you will find a quick guide on how to set up EU fin in the second part a more extensive description is given Furthermore a chapter on troubleshooting is covering the frequently asked questions to help the coordinator overcoming most problems that can be encountered 2 3 Log in You have received your log in information User name and Password Go to the EU fin website by using the link http www eufin fp7 com and click lt Coordinator Menu gt Enter your username and your projects
20. pdate beneficiary Addresses Communication type Link Beneficiary to Work Packages Insert Link beneficiary to Workp package Update Link beneficiary to Work package Create beneficiary menu T ee Go to beneficiary menu Go to beneficiary menu Communication type Description Update Cancel Fill in the necessary information and click lt update gt to save the entered information 4 3 5 Insert Link Beneficiary to Work Package Fart of beneficiary 01 Beneficiary A Financiel Officer wield Wieldraaijer Lia Scientist wield Wieldraaijer Lia List of Project Beneficiaries Beneficiary Beneficiary no Financial Officer Scientist Beneficiary A o1 Wieldraaijer Wieldraaijer Beneficiary B 02 Wieldraaijer Wieldraaijer After inserting the necessary work packages and beneficiaries they have to be linked to each other For each work package the beneficiaries working on this work package have to be linked Page 20 User Manual Setting up EU fin Version 3 03 July 2010 The procedure for adding a link between a work package and a beneficiary 1 Select WP Select the right work package from the drop down box 2 Part of beneficiary Select the beneficiary or part of beneficiary that has to be linked to this work package 3 Financial officer Scient
21. rmation can also be filled by the beneficiaries themselves in the beneficiary menu Information entered in the beneficiary menu will be visible here Click lt Insert gt to save the entered information 4 3 2 Indirect costs per period Actual indirect costs percentage per beneficiary per period Select benera 01 Beneficiary A Period Percentage Period Year 3 Percentage 63 Update Cancel Edit New Year 1 30 Edit New Year 2 0 For beneficiaries using the indirect costs method Actual Indirect Costs the indirect costs percentage has to be specified in EU fin This percentage is then used to calculate the indirect costs The procedure for inserting the percentage of indirect costs 1 Select Beneficiary 7 Select the right beneficiary from the drop down box i A beneficiary will only appear in this drop down box if the indirect cost method selected is Actual indirect costs Go to Beneficiary Update Beneficiary to update the indirect cost method of a beneficiary 2 Click New This will open a new field Select the period from the drop down box and enter the indirect cost percentage for that period Click lt Update gt to save the entered information The indirect costs percentages for this beneficiary are shown in a table Click lt edit gt to edit the information for a certain period Page 18 User Manual Setting up EU fin Version 3 03 July 2010 4 3 3 Beneficiary Addresses
22. roject EU fin s set up is different for each type You can choose from the following types CP Collaborative Project CP CSA Combination of Collaborative project and Coordination Support Actions CSA Coordination Support Actions NoE Network of Excellence 4 Contract number Enter the project number of this project 5 EC Contribution Enter the total EC contribution of your project E iJi This number is for informational purpose only It is not used anywhere in the system 6 Start date and end date Page 9 User Manual Setting up EU fin Version 3 03 July 2010 Type the date dd mm yyyy or choose the right date from the calender by clicking on Hay 7 Budget level The budget level is the main setting for the structure of the beneficiary level Choose the right level from the drop down menu you can choose from the following levels Work package In the beneficiary menu the partners will report their data per work package This is the most detailed level and provides the most information for the coordinator and thus the European Commission Beneficiary In the beneficiary level the partners will only report their data per activity type ry f l ai We advice to use work package level in all cases since it is an EU requirement to report on this level Only choose beneficiary level when specifically demanded by your EU officer 8 Indirect cost calculations This setting defines the way the indirect cost ar
23. sonnel Costs Subcontracting and Indirect Costs The type of expenditures Other direct costs needs to be added One can choose for one category Other direct costs or make a division into more categories for example Travel and Equipment Q On the Form C all the sub categories of other direct costs will be aggregated to one group Page 12 User Manual Setting up EU fin Version 3 03 July 2010 The procedure for defining the Other direct costs 1 Description Type the description for example Other direct costs or Travel and subsistence 2 Cost type The cost type is automatically set to Other direct costs 3 Order Select the location of the type of expenditure from the drop down menu Click lt Insert gt to insert the type of expenditure the type of expenditure will be shown in the table below 4 2 5 Insert project modules Modules can be used to cluster work packages After creating a module it can be appointed to a work package In the reports created by EU fin the work packages are grouped per module The use of modules enables you to create another aggregation level The normal work packages in EU fin are then tasks and the modules become work packages The beneficiaries can now report their budgets and costs per tasks IEU fin Demo_WP w Project Beneficiary EC contribution and Payments Reports Project a Insert Project Modules Project in
24. the information and save the updated information A pop up will appear to confirm the action forgot my password Go to the EU fin s recover password facility to recover your password have lost my log in information Contact the helpdesk The right activity type cannot be selected from the drop down box You haven t selected the right project type for this project Go to Project Project information and parameters to change the project type have updated parameters and settings however in the beneficiary menu these settings are not updated The beneficiary menu has not yet been updated go to Beneficiary Create beneficiary menu and click lt Create gt 5 2 Helpdesk The helpdesk is available for any other question not in this user manual Send an email to info navigator eu com Please state your project name and describe your problem including exactly where in the system you encountered the problem Print screens can be used for additional information click print screen on your keyboard to make a snapshot of your screen paste the snapshot into Word or any other text program and include this in your mail The more information you include in your e mail the faster we can solve your problem Heldesk E mail info navigator eu com Page 24
25. ve the entered information and settings Page 10 User Manual Setting up EU fin Version 3 03 July 2010 4 2 2 Documents Project documents Filename Type of document Description es 7 Checklist before inviting partners Please check this Edit Delete View to EU fin doc Financial first ae E Manual project cost reporting Manual Project Edit Delete View with EU fin a oe cost reporting New Upload documents into EU fin These documents are shown in the beneficiary menu and can be viewed by your partners The procedure for uploading documents 1 Document type Choose the type of document from the drop down box 2 File Browse the file that needs to be uploaded Click lt Browse gt and search the file on your computer 3 Description Enter a description of the uploaded file Click lt Save gt to save the uploaded file A list of uploaded files is shown in the table below 4 2 3 Insert Periods The reporting periods of the project need to be defined Period number Description Start date End date Start month End month Status List of Project periods Description Start Date End Date Status Start Month End Month Year 1 01 01 2008 31 12 2008 Closed 1 12 Year 2 01 01 2009 31 12 2009 Open 13 24 Year 3 01 01 2010 31 12 2010 Open 25 36 48
26. will appear select the right project from the drop down box Enter your password and click lt Login gt 2 4 Navigation You will enter the coordinator menu on the project page On top of each page you will find the navigation panel Project Beneficiary EC contribution and Payments Reports Click on the titles to navigate through the coordinator menu After clicking on one of these titles a submenu will appear on the left side 2 5 Session time EU fin will automatically close after 1 hour of inactivity all non saved data will then be lost Therefore it is important to save the information you entered regularly Page 4 User Manual Setting up EU fin Version 3 03 July 2010 3 Setting up EU fin 3 1 Introduction The setting up of EU fin is done mainly by the information in the Grand Agreement Preparation Form and the Description of Work After setting up all changes in the project or consortium can be updated in EU fin to keep the system adjusted to the project situation 3 2 Important issues before starting Be careful when changing settings and parameters after the beneficiary menu has been created and partners have started entering budgets or costs Deleting parameters may result in a loss of these entered budgets and costs EU fin prevents the deleting of for example work packages and periods when budgets and costs have been entered Remove the budgets first before removing links beneficiaries
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