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MCIS Project Deliverer User Guide

1. Date Raised Reference Hame Priority Axis Claim Ho Raised By Status 45 08 2008 999 Help Text Test na NE Grant Approver With 1NE Project Deliverer Offer rejected 1 Click on the link to open the project 2 Review the comments and any attachments that have been added 3 Either select the Comments page via the step box on the left hand side or continue through the offer using the Next Step button enter a comment to indicate that the project is being amended 4 Add an attachment if required 5 Click on the Next Step button to save your comment and display the Amend bution 6 Click on the Amend button You will be prompted to confirm your action Click OK 7 The project will become editable Make the necessary changes clicking on the Next Step or Previous Step buttons to save changes made 8 Either select the Comments page from the step box or continue through the offer until the end enter a comment to indicate that the project has been amended 8 Click on the Next Step button to save your changes and to display the Forward for Approval button 9 Click on the Forward for Approval button to return the project to the Grant Approver Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 50 of 77 Project Deliverer User Guide Set up a new project Note For more information about each of the screens and the information to be entered refer to th
2. Profile AI There are currently no attachments to display Terms amp Conditions s of Offer Add New Attachment Comments vA Warning Clicking on one of Select a person to route this project to Route these links may result in unsaved changes being lost Previous Step Next Step Key ee oe ee Forward for Approval Save and Complete Rollback to Current Offer Forward to Applicant Under Amendment in this state 6 Your Home Page Task List displays lf you search for the project you will see the status has changed to Pending Approval 7 When the Grant Approver has reviewed the offer details and returned it to you either approved or rejected a notification will appear in your Task List Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 44 of 77 Project Deliverer User Guide Set up a new project Route an Offer The Route function allows you to send the funding agreement to another named MCIS user with the Project Deliverer role for review or action prior to forwarding it on to the next stage in the workflow To route an offer 1 Enter your comment in the Comments Box 2 Click on the Route field or down arrow A dropdown list of users to whom you are able to route the offer will display Comments C ments P History Project and Applicant Comments s Details Claim Schedule Wa Targets v Costs Profile
3. Tasks page is your main hub on MCIS Your Task List displays all tasks relevant to the role or roles that you have been allocated For the purpose of this guide we will focus only on tasks relevant to the Project Deliverer Tasks can be either open or locked Anyone with the appropriate MCIS role can take up and complete These tasks will display with a status of For acceptance To pick up an open task click on the link in the Action column Locked Only the named user can take up and complete The status will contain the name of the user who currently owns the task If a task is routed to a new user then the status will display as Routed to x where x is the users name until the user accepts the task For the Project Deliverer the Task list shows all projects that require action and those which are currently being worked on Where the project is being worked on by another Project Deliverer this will be indicated in the Status column Testing Version 1 7 6 1586 ERDF site for England ERDF Library ERDF Glossary Best Practice The UK Government s Seso onion ERDF site for England Logged in as 1HE Project Deliverer for OnellorthEast Home Reporting Logout Organisations Users Personal Details Click on the link to ra a project Date Raised Reference Hame Priority Axis Claim Ho Raised By Status Action 05 08 2008 jonty test 237 jonty test 237 na Test 237 With Test 237 View Projec
4. Annual Audit requirement Final Audit requirement Offer Conditions and the date by when they must be met the date is optional however Step Terms and Conditions of Offer HE Contact Retention Rate fi 0 0000 Requires Annual Audit O Requires Final Audit E Offer Conditions By Date ddimmiyny Add New Condition Previous Step Next Step Delete New Project Forward to Applicant Under Amendment Completing this screen 1 3 Enter the name of the Intermediate Body Project Deliverer responsible for this project The retention rate defaults to 10 If you wish to vary this subject to local policy and agreement of the Grant Approver this can be amended Click into the box and enter the agreed rate The Annual Audit box will be checked automatically where the grant committed to the project exceeds 250k In the case of small projects it is possible to check the box manually if this is required Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 38 of 77 Project Deliverer User Guide Set up a new project 4 The Final Audit box will be checked automatically if the project grant is over 50k for an LA project or over 20k for a non LA project In the case of small projects it is possible to check the box manually if this is required 5 If there are any conditions upon which the offer of grant is predicated these must be entered togethe
5. Hannah Swan MCIS Project Team Page 78 of 77
6. Home Tasks Reference Enter the project reference to display only tasks relating to that project Enter the project name to display only tasks relating to that project Groups are categories set up by the Intermediate Body at programme level for workflow and reporting purposes Groups may be for example thematic e g urban regeneration or geographic e g sub regions Enter a group name to display only tasks associated with projects belonging to that group Each project on MCIS is owned by a Project Deliverer within the Intermediate Body To filter tasks by an owner enter their name here This can be your own or another user s name Raised By If you wish only to view tasks raised by a specific person on MCIS enter their name here Click in this field to display different task statuses by which you can then filter your list lf you wish only to view tasks locked against a specific person on MCIS enter their name here This may be you or another user Locked Against Click in the field to display a list of actions for example Accept amendment which you can then select from and filter by Enter a Priority Axis number to display only tasks relating to that Priority Axis Click in the field to display and select from a list of options to sort your tasks You may sort by any of the Task List column headings The default setting is Date Raised Sort By Results will display in descendi
7. If necessary add an attachment s to provide additional information To add a file click on the Add Attachment button a Click on the Browse button Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 47 of 77 Project Deliverer User Guide Set up a new project b Navigate to where the file you wish to attach is stored c Select the file and click Open The file name will appear in the Local File reguired field d Enter a title for the attachment in the Title field e Click on the Upload Attachment button f Click on the Abandon Upload button if you have chosen the wrong item to attach Select the correct item and then repeat steps g If you wish to add more than one attachment repeat the upload process 5 When you are happy with the information provided click the Forward to Applicant Under Amendment button 6 The History screen displays showing the project has a status of Applicant under amendment 7 When the Applicant has entered or edited the offer details and returned it to you a notification will appear in your Task List 8 Click on the link shown under Required Action to open the project The Cover Sheet will display 9 Review the Grant Requestor s comments shown at the top of the History 10 If you are happy with the information provided you may now send the offer to the Grant Approver for review and approval see se
8. 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 12 of 77 Project Deliverer User Guide Projects Search Search Results Column Descriptions Programme The regional programme that this project is under i e Regional Competitiveness and Employment Programme or Convergence Programme Project Ref The project reference number is generated outside of MCIS by the Intermediate Body Project Name The project name as it appears on the funding agreement Grant k This figure represents the total ERDF grant committed Indicates the overall risk rating allocated to the project Project Deliverers should provide an initial risk assessment and then evaluate the ongoing risk for each of their projects Red requires attention Amber marginal Green acceptable on target Until a risk rating has been entered on MCIS the symbol will show in grey Spending This reflects the achievement of actual against contracted Variance expenditure capital and or revenue This status is automatically updated by MCIS Red requires attention 25 Amber marginal 10 Green acceptable on target Output Variance This reflects the performance against the targets that the project has been contracted to deliver This status is automatically updated by MCIS Red requires attention 25 Amber marginal 10 Green acceptable on target This indicates the
9. Attachment E Comments A Warning Clicking on one of Select a person to route this project to Route these links may result in unsaved changes being lost Previous Step Next Step Key Can project be submitted with page Forward for Approval 7 Forward for Approval Save and Complete Rollback to Current Offer Forward to Applicant Under Amendmej Save Restore eee ft Seve Bl Restore v Yes To provide supporting information attachments can be added Completing this screen 1 Review the Steps navigation pane and make sure all Steps below the History link display with a green tick If any show with red crosses MCIS will not allow the offer to be sent for approval 2 Click into the box under the comment box and type your comment or instruction for the Grant Approver Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 42 of 77 Project Deliverer User Guide Set up a new project Steps must have a green tick before the offer can be sent to the Grant Approver orwarding for approval in You must add a comment here Attachments There are currently no attachments to display Terms amp Conditions x of Offer Add New Attachment Comments Warning Clicking on one of Select a person to route this projectto Route ee OE el Click here to add an attachment unsaved changes being lost Previous Step Next Step Key eaters
10. L Claims Ea Offer Details P1 Enhancing and Exploiting Innovation Humber Period Period End Type Status Grant Paid Version Offset Ineligible Expenditure Recovery Mechanism Recovery Status 1 Quarterly 31 03 2007 Interim Suspended with applicant 0 00 i 0 00 0 00 2 Quarterly 30 06 2007 Interim 0 00 0 00 0 00 3 Quarterly 30 09 2007 Interim 0 00 0 00 0 00 4 Quarterly 312 2007 Interim 0 00 0 00 0 00 5 Quarterly 31 03 2008 Interim 0 00 0 00 0 00 6 Quarterly 30 06 2008 Interim 0 00 0 00 0 00 7 Quarterly 30 09 2008 Final 0 00 0 00 0 00 8 Quarterly 3142 2008 Progress Only 0 00 0 00 0 00 Total 0 00 0 00 0 00 About this screen The Claims screen displays project claims for each project Priority Axis It lists e The status of all claims current past and future e Any ineligible expenditure identified on a paid claim e The details of any recovery of monies clawbacks Click on any other of the links displayed to open the associated claim or clawback Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 67 of 77 Project Deliverer User Guide Set up a new project Number The claim number arranged in chronological order Period The claim frequency Can be either Monthly or Quarterly as arranged with the applicant Projects with greater expenditure grant are more likely to be organised on a Monthly claim period Period End The claim period end date Type Interim
11. N EE OE nace 26 ENE SA AE EE EE EE EN 27 COT EPOE E ai ee EE EE Oe swe esa ses et ests ence os sca ned cade EG EE EE OE AE EE GE Be 29 TE ARE Y EONDING PROFI Ee Ee Ee SG ee ee EG GE EG EE Ge ee ee Ge EG EE Ee EE Ge GE AG Ee GE ee 32 QUARTERLY FUNDING PROEI Eens oie oes ed ee Ee ee ee ee ee Ee ee GEE OE oe Ge Se GE EE oe ee 36 TERMS ANDA ONDITION ee ee ee sed De ee ee 38 ONNIE IS es see GE ee Ee ce E nner ee secession 40 FORWARD AN OFFER EOBAPPEOV AT SE one Ee a aE E 42 OC ANGOFEER sasies ese eo ees neces n de ee ie de ee ee se ewe ed es ee ee ED Ge be ea ke Ge ee Ee oe de ie ee ee 45 FORWARD TO APPLICANT UNDER AMENDMENT u cccccccccsccccccccccccccccccccccccccceccccccccccssceces 47 DELEE LT APR TEE Eie ee de eie ie RR de ee EG oe Oe Re de Re EG OR oe di ai ie 49 AMEND AND RE SUBMIT A REJECTED OFFER ese ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 50 IS eo Ee ses EO EE OE OR RE N N N ON OR ER OR 52 ENTER REQUIRED NON CONTRACTUAL DETAILS 00 cessssccccccsssccccccsscccccccsscccccccsssscccccscscccees 55 OVER VIEW SCREEN ede sede Dee be bee SE ee eb oe bed De de ee ees Ge oe ee bed eo De Re ee ee EE GE ee eb oe bee De ee ee Ge 55 COMPLETING THIS SCREEN ees es es ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 59 INTERMEDIATE BODY CONTACT INFORMATION ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 60 MAR
12. a scheduled non restricted claim made during a projects life Progress Only A claim after the financial completion date the claim only measures and reports on targets outputs Final the scheduled final claim Restricted a claim where the retention rate usually 10 has been applied to the grant payable pending receipt of the final audit Final restricted a claim generated by MCIS to cater for the situation where a final claim has been submitted on which an amount must be retained pending receipt of the final audit and an amount can be paid The final restricted claim enables the immediate payment of this second amount Reflects the status of the transaction e g draft pending approval on hold etc Amount Paid The grant paid to the Applicant on the claim Version The claim version s Additional versions of a claim are created when it is returned to an applicant for amendment after it has been submitted to the Intermediate Body for processing Versions are not created if a claim is saved and then re opened This shows the amount of money previously overpaid which has been offset against a claim Clicking on the offset link displays the offset summary screen for this particular claim Ineligible The amount of ineligible expenditure declared on a claim Expenditure Click on the link to view details of the overpayment Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan M
13. changes require revised funding agreement Applicant and The name and the address of the organisation Address responsible for the project Grant Acceptor Lead contact first name last name phone number and email address Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 56 of 77 Project Deliverer User Guide Set up a new project Field Description Project Purpose This is a brief high level summary of the project purpose Key Dates Key dates for the project displayed here are 1 The start date of the project The date from when project expenditure is eligible The date the project is scheduled to have completed all its targets The date by which the project must have claimed all its eligible expenditure Financial Completion Grant by Priority The Priority Axes under which the project will deliver Axis its outputs the approved eligible expenditure and the grant awarded against each Priority Axis and the total values The lower section records important project details not included within the contract Users with Project Deliverer roles may edit this section all other users will have read only access The Intermediate Body Project Deliverer who is the project owner is responsible for ensuring these details are complete and kept up to date Non Contractual Project Details Project Deliverer and The name of the person in the Intermediate Body t
14. current status of a project e g Live Draft Deleted Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 13 of 77 Project Deliverer User Guide Current Owner Displays the name of the current owner of the project This relates to the project status For example if the project is live the current owner will be the responsible Project Deliverer if the project is pending approval the owner will be a user with the Grant Approver role 4 Click on the relevant Project Name link to open the project Project Hame Grant Risk Spending Output Status Current Owner Programme Project Ref k Variance Variance North East Regional Competitiveness and Employment Jonty P1 Jonty P1 0 40 F p F Live 1NE Project Programme Deliverer N Click the link to view the project 5 The project opens on the Project Profile Overview screen Please see page 55 of this user guide for more information lf your search returns no results the following message will display Current ner a There are currently no Projects to display 6 Check your search criteria amend if necessary and search again Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 14 of 77 Project Deliverer User Guide Set up a new project Set up a new project Only users assigned the Project Deliverer role a
15. enter the appropriate percentage The total PES cover specified must add up to 100 PES Coverage Lead PES Department Cover vd Das 1 Select the ho a TOTAL Department 100 Add New PES Department 2 Click on Add New PES Department button Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 60 of 77 Project Deliverer User Guide Set up a new project To remove a selection added in error click the Delete button displayed to the right Click on the Delete button to remove incorrect selection PES Coverage Lead PES Department Cover S DCLG 100 Delete TOTAL 100 DCMS 2 Add New PES Department Save details When you have added all necessary information scroll up until the Save button displays Click on the Save button The Project Profile Overview page redisplays with the information you have entered Non Contractual Details Save Project Monitoring Officer 1NE Project Deliverer Eligible In Transition Click on Save Project Type z button to save Support Type your changes Project Groupings There are currently no Project Group Types associated with this programme PES Coverage Lead PES Department Cover y DCLG 100 Delete w aaa Add New PES Department Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 61 of 77 Project Deliverer User G
16. funding See views 2 and 3 below Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 32 of 77 Project Deliverer User Guide Set up a new project Public Sector Actual Public Sector In Kind Private Sector Actual Private Sector In Kind Cap Rev Cap Rev Cap Rew Cap Rew EI EI EE ET EI EI ES EI ET EE ET EI ES EG View 2 above view 3 below Voluntary Sector Actual Voluntary Sector In Kind Planned Income EIB EIF loans Cap Rev Cap Rev Cap Rev Cap Rev DO DO DO DO DO DO DO DO II HE HE HE HE HE GE EI HE EIE EI Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 33 of 77 Project Deliverer User Guide Set up a new project reg Deseripton ERDF Grant The ERDF grant committed to the project Public Sector Funding provided by public sector bodies Actual Public Sector In Assets or services other than money provided by public sector kind bodies Private Sector Funding provided by the profit generating private sector ie Actual companies who distribute profits to their shareholders Private Sector In Assets or services other than money provided by the profit kind generating private sector ie companies who distribute profits to their shareholders Voluntary Sector Monetary contributions from charities and companies limited Actual by guarantee Voluntary Sector Assets or services other than money from chari
17. of any additional organisations involved in the project 7 Click into the Project Purpose field and enter a description of the purpose of the project This is a mandatory field 8 Select the appropriate Priority axes associated with the project by clicking in the tick box Note At least one Priority Axis must be selected for the project Once a project has been made live and claims have been made against it a Priority Axis cannot be deleted however additional Priority Axis can be added 9 Scroll down and enter the key dates for the project Dates Start Date ddinmiyyyy Date Expenditure First Eligible ddimmiyyyy Financial Completion Date ddimmiyyyy Practical Completion Date ddimmiyyyy Application Date ddimmiyyyy Previous Step Next Step Delete New Project Forward to Applicant Under Amendment Explanations of these dates are found on the next page Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 19 of 77 Project Deliverer User Guide Set up a new project Field Deseripom Start Date The date the project is scheduled to start and claims progress reports are required for project monitoring Financial The date by which all expenditure eligible for grant including Completion Date any retention expenditure must be paid It must be less than or equal to the practical completion date Date Expenditure The date which expenditure is fi
18. oooo0 oooo oaooo ooo oooaa oaaoo 0 0000 o oood 25 0000 receiving financia assistance Total All Years Select an Indicator m Add New Indicator Results 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 delete robe No of gross jobs 50 0000 50 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 100 0000 Number Total All Years 1 Click on the dropdown arrow on the Select an Indicator field and select the appropriate indicator 2 Click on the Add New Indicator button Boxes to capture annual targets will display to the right 3 Click in the first box and enter the required value Use your tab button to move to each subsequent box entering the appropriate value in each 4 Repeat steps above until all targets for all Priority Axis have been added 5 If you select a target in error click on the delete link to remove Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 27 of 77 Project Deliverer User Guide Set up a new project Click on the delete link to S remove incorrect indicators 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 paa delete aka eer No ale 10 0000 15 0000 ooooo ooooo f ooooo f ooooof ooooof ooo ooaoa ooo ooo 25 0000 recelving Tinancla assistance Number Select an Indicator Add New Indicator Results Total All 2013 2014 2015 2016 20
19. retains previous iterations for audit purposes This Project History is visible to Intermediate Body and Applicant users To display this screen With the project open click on the Project History tab History Version Creation Date Project Offer Version Comment Acceptance Date 18 08 2008 14 30 55 Offer v2 Changes look fine 18 08 2008 14 34 00 18 08 2008 14 23 18 Project v2 suspended 18 08 2008 11 37 36 Offer v1 Yes looks good to me shall we make it live 18 08 2008 11 38 00 15 08 2008 09 20 26 Project v1 Project created About this screen This screen lists all previous versions of the project and offer To view details of a particular version click on the associated link The screens will display in read only view Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 77 of 77 Project Deliverer User Guide Set up a new project Close a Project It is only possible to close a project that is Financially complete A projects status on MCIS changes from Live to Financially Complete when the final claim is paid 1 If necessary search for and open the project that you wish to close 2 Click on the Claims tab and scroll down to display the Close button 3 Click on the Close button If you search for the project you will see the project status has changed to Closed Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner
20. the drop down field to display all Project Deliverer users within the Intermediate Body Select your name 3 Click on the Assign button 4 Click on the Home link to display your Task List The assigned project displays in the Task list with a required action of Routed Tasks Projects Programme Organisations Users Personal Details Tasks Date Raised Reference Hame Priority Axis Claim Ho Raised By Status Action R 18 08 2008 999 Help Text Test nia 1NE Project Deliverer Routed to 1NE Project Deliverer Open the project by clickina on the link Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 70 of 77 Project Deliverer User Guide Set up a new project Step 3 Suspend the project 1 Click on the Routed link to open the project Current Offer Details Comments Comments BE History E Project and Applicant w Comments Details Suspending this project E Claim Schedule v B Targets ma 2 Add a comment to indicate that the project is being suspended and click Next Step Profile Offer Details History History B History i E Pr oject and Applicant History Details E Claim Schedule Wa Status Date Owner Role Comment Attachment Targets v Live 18 08 2008 1NE Project Project Deliverer RoutingLive z Deliverer E Costs Profile wA Yearly Funding Profile Offer Accepted 18 08 2008 1NE Project Project Deliverer ok E De
21. 17 2018 2019 Years 2009 2010 2011 2012 delete ies No of gross jobs 50 0000 50 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 0 0000 100 0000 create Number Click on the Next Step button to save the data and display the Project Costs screen Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 28 of 77 Project Deliverer User Guide Set up a new project Costs Profile To display this screen Click on the Next Step button on the Targets screen About this screen This screen records details of the expected capital and revenue costs of the project Offer Details Mes EE B History E Project and Applicant v Save Changes amp Calculate Total Details E Claim Schedule L NB After you have made changes to the costs you may have to update the figures on the Yearly Funding Profile page in order to reach the same totals E Targets v P Click on the dropdown menu LI Costs Profilo P1 Enhancing and Exploiting Innovation Year ly Funding Profile x to se lect th e re evant categ O ry _ Quarterly Funding x Capital Costs Profile Terms amp Conditions X of Offer Add New Category Select a Category Land Acquisition Building Acquisition Site Investigation Site Preparation Building and Construction OE Click Add New Category button 1 Comments x Warning Clicking on one of thes
22. CIS Project Team Page 68 of 77 Project Deliverer User Guide Set up a new project Recovery The recovery mechanism is the means by which the Mechanism Intermediate Body claws back an overpayment made to an Applicant This will either be by demand note i e an invoice or by offsetting the overpayment against a future project claim or claims Clicking on the recovery mechanism link displays the clawback details screen Recovery Status The recovery status column provides information on progress towards recovery of the clawback e g Recovered Pending recovery Non recoverable Clicking on the recovery status link displays the clawback overview screen which contains the history of the clawback Denotes future functionality Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 69 of 77 Project Deliverer User Guide Set up a new project Issue a contract variation Follow the steps outlined below to issue a revised offer of grant Step 1 Search for and open the project 1 From your home page click on the Projects tab 2 Search for your project 3 Click the link to open your project The Project Profile Overview screen displays Prone eee Overview Risk Step 2 Assign the project 1 Scroll down the Overview screen until the Assign button displays Non Contractual Details Project Deliverer INE Project Deliverer Assign 2 Click on
23. Details History The most recent History status is always shown at the top CC P History Project and Applicant y History Details Claim Schedule Status Date Owner Role Commen t Attachmen t Targets None 2708 2008 1NE Project Project Deliverer Project created Deliverer Yearly Funding Profile y y Costs Profile y y y Quarter ly Funding 7 Profile Previous Step Next Step C As the project progresses through the workflow this history will reflect the changes and will grow The most recent status will always display at the top of the list Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 16 of 77 Project Deliverer User Guide Set up a new project Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 17 of 77 Project Deliverer User Guide Set up a new project Project and Applicant Details To display this screen From the History screen click on the Next Step button or click the Project and Applicant Details link in the Steps navigation pane This screen will automatically appear first when New Project is clicked on the Project Search page About this screen This screen captures details of the project and Applicant organisation Much of the information requested on this screen is mandatory and must be completed Offer Details EEN ee B Hi
24. EEN P History Project and Applicant v History Details Claim Schedule L Status Date Owner Role Comment Attachment Targets v Offer Accepted 2048 2008 1NE Project Project Deliverer Great Will make it live straight away Please refer to the attached for Deliverer documentation of the agreed grant rate Costs Profile y E Yearly Funding Profile Offer Accepted 20 06 2008 1NE Project Project Deliverer RoutingOffer amp ccepted Documentation Deliverer Quarterly Funding vA Profile Offer Issued 20 08 2008 1NE Grant Acceptor Grant Acceptor Thanks We ve checked over it here and all looks fine Looking forward to going live E Terms amp Conditions v of Offer Offer Approved 20 08 2008 41NE Project Project Deliverer Great I ll send this off to the applicant so they can look over it too Deliverer Comments vA Pending Approval 20 08 2008 1NE Grant Approver Grant Approver All looks fine to me Will approve Warning Clicking on one of these links may result in Draft 20 08 2008 1NE Project Project Deliverer Project looks very promising Please review unsaved changes being lost Deliverer K None 0708 2008 1NE Project Project Deliverer Project created cy Deliverer Can nrniert he submitted with nane Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 62 of 77 Project Deliverer User Guide Set up a new project Previous Step Next Step 4 If you a
25. EFA PROIECT LINE osse sees oos N ss Oes a 62 SETRI KERS SING esse aie Ee NN Gee RS DE ENG GEE RE EE ee GO RE EE GE Ee GR Ee GE Ee GE ER OG Ge ee Ge GR 65 P E EE EE ER N RE OE EE TE OR EE N EE N N EE 67 DENOTES FUTURE FUNCTIONALITY ISSUE A CONTRACT VARIATION ccceccese 69 ISSUE A CONTRACT VARIA TION eeeseseeseseccesececseseccesescosesececsesecscseseccesecccsesecscsescoseseoccseseosesesecseseseeseseo 70 STEP 1 SEARCH FOR AND OPEN THE PROJECT es ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 70 STEP 2 ASSIGN THE PROIECT is ei ee ee ee ie ee Ge ee ee ee Ge ee ee ee ee ee ee 70 STEP 3 SUSPEND THE PROJECT osse se ie ie ee se se De se Se ed ee N oe ss ee Ge ee De we ee Ge Se ee Oe ee Ge ee Ge ee De we se be de ee Ge 71 STEP 4 AMEND OFFER DETAILS ese ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ed 73 STEP 5 ISSUE THE REVISED OFFER es es sed es oe ee ee Ge ee oe ee Ge eN ee ee oe ee ee Se ee ee Ge ee ee ee ee 75 STEP 6 MAKE THE REVISED PROJECT LIVE es ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ed 76 VIEW PROJECT HISTORY 2 cccccccscccccccccccccccccccccccccccccccsccccccccccccccccccccccccccccccccccccccccccccccccccscceecs 77 CEOSE A PROJEC I EE EE NE N OE N EE NE EE EE EE N 78 Project Deliverer User Guide Introduction Introduction How to use t
26. Key Cy 1NE OneNorthEast Sea rc h Can project be submitted with page oa i N Select Applicant sat 3 Click on the radio button to select the required pane applicant organisation from the results displayed 1 Enter the Applicant name or short code button 2 Click on the Search button Note If the Applicant organisation does not display on the first search results page click on the Next X Organisations button 3 Click on the radio button beside the Applicant Organisation and click on the Select Applicant button Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 21 of 77 Project Deliverer User Guide Set up a new project Step Project and Applicant Details Change Applicant Or Contact Details Cance Select Applicant Select Contact Continue with Offer OneNorthEast Please select a user with the Grant Acceptor role from the list C Grant Acceptor 1NE Cavendish House Grant Acceptor Teesdale Business Park Stockton on Tees Cleveland TS17 BOY Previous 10 Contacts Next 5 Contacts Select Contact Delete New Project Forward to Applicant Under Amendment 4 A list of registered MCIS users should display in the lower half of the screen Select the radio button against the correct contact name and click on the Select Contact button The user must have the Grant Acceptor user role Note If the Applicant or users name is not in MCIS you wil
27. Send offer to Sends the offer to the applicant so that the applicant can applicant under make amendments amendment Save Saves the changes made so far and continues to display the offer project details on the screen 17 Click on the Forward for Approval button to send the offer to the Grant Approver 18 You are prompted to confirm this action Click on OK Microsoft Internet Explorer x 2 Are you sure vou want to Forward For 4pproval el Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 74 of 77 Project Deliverer User Guide Set up a new project Step 5 Issue the revised offer Once the Grant Approver has approved the offer a notification will display in your Task list with a Required Action of Offer Approved send letter to applicant Organisations Personal Details Tasks Date Raised Reference Hame Priority Axis Claim Ho Raised By Status Action 18 08 2008 111 bug 601 test na 1NE Grant Approver With 1NE Project Deliverer Offer approved send offer to applicant 19 Click on the link The offer History sheet displays 20 Add your comment for the Grant Acceptor 21 An attachment may also be added if required Note How to add an attachment is covered on page 66 22 Click on the S button to save your comment and display the Issue button History EEN P History E Project and Applicant vw Histor y Details Claim Schedul
28. Wa Yearly Funding Profile v Quarterly Funding y Attachments Profile There are currently no attachments to display Terms amp Conditions of Offer Add New Attachment N Warning Clicking on one of these links may result in unsaved changes being lost Previous Step Next Step Key Can project be submitted with page inthis state 3 Select the appropriate person and click on the Route button You will be prompted by MCIS to confirm this action Click OK 4 Your home page will display 5 If you search for the project it will display as routed to the name of the recipient Note You can only use the route function if you have the Team Leader flag set against your user ID If you are unsure if you have been given the Team Leader setting contact your Intermediate Body User Administrator Note This route function will be visible at all times however it will not be accessible until a comment has been entered into the comments box Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 45 of 77 Project Deliverer User Guide Set up a new project Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 46 of 77 Project Deliverer User Guide Set up a new project Forward to Applicant under Amendment MCIS allows the user to forward a project to the Grant Requestor so that he she is able to
29. ction below Submit an Offer for Approval 11 If you are not satisfied with the details entered you may either edit the details yourself or return the offer to the Applicant for further amendment Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 48 of 77 Project Deliverer User Guide Set up a new project Delete a Project At any stage during the drafting of a project it is possible to delete it by clicking on the Delete New Project button which appears in the bottom right corner of all Offer Details screens 1 Scroll down and click on the Delete button Previous Step Next Step iy Forward to Applicant Under Amendment 2 You will be prompted with a warning message Microsoft Internet Explorer x n j bre you sure you want to Delete Wew Project el 3 To confirm your action click on OK Note After deleting a project you cannot make it live again or edit it However it will still appear in the Project list with a status of Deleted and will be viewable in a read only mode Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 49 of 77 Project Deliverer User Guide Set up a new project Amend and re submit a rejected offer lf the Grant Approver rejects the offer you submitted an Offer Rejected notification will display in your Task List Click this link Tasks NN
30. ding x Profile Number Period Due Type Terms amp Conditions 1 01 01 2009 31 03 2009 30 04 2009 Interim of Offer 2 01 04 2009 30 06 2009 31 07 2009 Interim 1 Comments x 3 01 07 2009 30 09 2009 30 0 2009 Interim Warning Clicking on one of these links m iti 4 0140 2009 3112 2009 29 01 2010 Interim unsaved changes being lost Completing this screen 1 MCIS will automatically generate a quarterly claim schedule 2 To create a monthly claim schedule click on the Monthly radio button 3 Click the Update and Generate Suggested Schedule button A monthly schedule displays Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 26 of 77 Project Deliverer User Guide Set up a new project Targets To display this screen Click on the Next Step button on the Claim Schedule screen or click the Targets link in the Steps navigation pane About this screen This screen captures details of the targets against each of the Priority Axis selected in the Project and Applicant Details The targets are categorised by output results and impacts Completing this screen Step Targets To display a list of indicators for this Priority Axis click in P1 Enhancing and Exploiting Innovation the field or on the dropdown arrow Output 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019 delete He wes No ee 10 0000 15 0000 ooooa
31. e Wa Status Date Owner Role Comment Attachment Targets v Pending Approval 18 08 2008 1NE Grant Approver Grant Approver ok EJ Costs Profile Under Amendment 1808 2008 1NE Project Project Deliverer Changed the claim schedule from Quarterly to Monthly Yearly Funding Profile Deliverer Quarterly Funding A Suspended 1808 2008 1NE Project Project Deliverer suspended Profile Deliverer E Terms amp Conditions Live 1808 2008 1NE Project Project Deliverer ok of Offer Deliverer E Comments Live 1808 2008 1NE Project Project Deliverer RoutingLive Deliverer Warning Clicking on one of these links may result in Offer Accepted 18 08 2008 1NE Project Project Deliverer OK lets go with this one unsaved changes being lost Deliverer Key Offer Issued 1808 2008 41NE Grant Acceptor Grant Acceptor Very pleased with how this looks looking forward to getting started A 7 Offer Approved 1808 2008 1NE Project Project Deliverer Yes looks good to me shall we make i live Can project be submitted with page Deliverer in this state ls Sine Pending Approval 18 08 2008 1NE Grant Approver Grant Approver Definately a worthy project will of course Approve tt xX No Draft 18 08 2008 1NE Project Project Deliverer This look great Deliverer Page Is empty None 1508 2008 41NE Project Project Deliverer Project created a Deliverer Is complete Contains errors or warnings B Contains information only Previous Step Next Step issue Issue butt
32. e below Note MCIS allows you to use a wildcard search e g if you want to find all projects which start with A type A in the Project Name field Wildcards can be used in any alphanumeric field Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 10 of 77 Project Deliverer User Guide Projects Search Search Criteria Programme To perform a search you must first select the correct programme Click in the field to display a list of programmes in your region and select the appropriate one To search against a specific Priority Axis enter the Priority Axis numbers in this field Priority Axis ID Project Reference Each project has a unique reference code assigned to it by the Intermediate Body Enter this reference here to search for a single project Project Name Enter the project name to search for a single project Project Organisation Enter an applicant name to display all projects associated with that organisation Click in this field to display a list of different statuses Select one to show all projects that you are permitted to view with that status Project Groups are categories set up by the Intermediate Body at programme level for workflow and reporting purposes Intermediate Body users may enter a group name to display all projects in the programme allocated to that group Project Group Intermediate Body users may enter the name of t
33. e links may result in unsaved changes being lost Below Ground Drainage amp Mains Build Contract Retention Building Demolition Community Transport Cap Contractor Preliminaries Save Changes amp Calculate Total Add New Category Key Can project be submitted with page inthis state y Yes NB After you have made changes to the costs you may have to update the figures on the Yearly Funding Profile page in order to reach the same totals x No Je Previous Step Next Step ls empty ls complete Contains errors or warnings Delete New Project Forward to Applicant Under Amendment B Contains infnrmatinn nnl Completing this screen 1 Click on the dropdown menu to select a capital cost category 2 Select the appropriate project cost item 3 Click the Add New Category button Boxes will display to the right to capture the annual values for that category 4 Enter the required values in each box presented Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 29 of 77 Offer Details A History Project and Applicant Details Claim Schedule Targets Costs Profile Yearly Funding Profile KEER Quarterly Funding Profile Terms amp Conditions X of Offer Comments x Warning Clicking on one of these links may result in unsaved changes being lost Key Can project be submitted with page in this state Yes x No Pro
34. e section on creating a project or click on the Page Help at the top right of the screen Note Click on the Save button if you want to save your changes Note Click on the Restore button if you want to restore the original values You must do this before you click on Save Next Step or Previous Step If you have clicked on any of the above buttons the Restore button will not perform any action Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 51 of 77 Project Deliverer User Guide Set up a new project Issue an offer When the Grant Approver has approved an offer a notification stating Offer approved send offer to applicant will appear in your Task List 1 Click on the Offer approved send offer to applicant link in your Task list to open the project Tasks Date Raised Reference Hame Priority Axis Claim Ho Raised By Status Action 1508 2008 999 Help Text Test nia 1NE Grant Approver For Acceptance Offer approved send offer to applicant 2 The History screen displays rone ee History EEN P History Project and Applicant v History Details Claim Schedule oY Status Date Owner Role Comment Attachment Targets Appraisal Passed 18 08 2008 1NE Grant Approver Grant Approver Looking good ac i 3 n i El Costs Profile v Pending Appraisal 1808 2008 1NE Grant Appraiser Grant Appraiser OK Yearly Funding Profile L Pending Ap
35. enter data such as cost funding or target information directly onto the system This feature is only available when the offer is in draft status i e before it is sent to the Grant Approver for review It is available at any point in the draft process and therefore there does not have to be green ticks in all of the Step boxes in order to proceed with this action To forward a project to the Applicant for input 1 Search for and open the project you wish to send if you do not already have it open 2 Click on the Offer Details tab and select the Comments page from the Step box Offer Details Current Offer Details Comments EEN History Project and Applicant A Comments Details Please can you amend the Quarterly Funding Profile costs because Claim Schedule A Targets y Costs Profile A Yearly Funding Profile 1 Quarterly Funding x Attachments C l ck to add an Profile attachment o There are currently no attachments to display Terms amp Conditions v of Offer Add New Attachment 1 Comments x Warning Clicking on one of Select a person to route this projectto Route Click the Forward to Applicant Under Amendment button to send the offer to the Grant Requestor for editing Previous Step Next Step Delete New Project id Forward to Applicant Under Amendment 3 Click in the comments box and add your comments instructions for the Grant Requestor 4
36. eo een ee Forward for Approval Save and Complete Rollback to Current Offer Forward to Applicant Under Amendmert in this state v Yes X No Click the Forward for Approval button to send the offer to the Grant Approver 3 To add a file click on the Add Attachment button a Click on the Browse button b Navigate to where the file you wish to attach is stored c Select the file and click Open The file name will appear in the Local File reduired field d Enter a title for the attachment in the Title field e Click on the Upload Attachment button f Click on the Abandon Upload button if you have chosen the wrong item to attach Select the correct item and then repeat steps g If you wish to add more than one attachment repeat the upload process 4 Click the Forward for Approval button 5 A warning message will display If you are sure you wish to send the offer to the Grant Approver click OK Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 43 of 77 Project Deliverer User Guide Set up a new project Comments B History Comments Project and Applicant Comments Microsoft Internet Explorer xl Details Forwarding for approval OE Claim Schedule 2 Are you sure you want to Forward for Approval Targets y E Costs Profile vA Cancel Yearly Funding Profile Quarterly Funding vA Attachments
37. grant rate 12500 125 2 500 intervention 12500 125 i rates OS EE ES ee ee OOR Po EE Save Funding Profile Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 36 of 77 Project Deliverer User Guide Set up a new project Note Whole numbers should be entered on this screen If you add decimal figures e g 12 50 the number is truncated to 12 1 To amend the quarterly profile click in the relevant box es and re enter the appropriate value You must bear in mind however that the totals must reconcile with the project costs entered and the Yearly funding profile 2 To save your data click the Save Funding Profile button You will be asked to confirm your action Click OK To save your data and move to a new screen click the Next Step or Previous Step button Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 37 of 77 Project Deliverer User Guide Set up a new project Terms and Conditions To display this screen Click on the Next Step button in the Quarterly Funding Profile screen or the Terms and Conditions link in the Steps navigation pane About this screen This screen displays a range of information about the project including Intermediate Body contact i e the main Project Deliverer The retention rate This defaults to 10 but can be amended subject to agreement
38. he current owner of the project to search for all projects that person is responsible for Current Owner Click in the field to display and select from a list of sort options to determine how your search results will display The default setting is the Project Reference Sort By Results will display in an ascending order If you wish to view results in a descending order click the Desc radio button Page Size Click in this field and enter the number of results you would like to appear on each page The default setting is 10 1 Enter your search criteria Sequence 2 Click on the Search button Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 11 of 77 Project Deliverer User Guide Projects Search Search Results 1 Search results display on the same screen below the search fields Scroll down to view results Search For Projects Programme Project Ref Project Hame Grant Risk Spending Output Status Current Owner k Variance Variance North East Regional Competitiveness and Employment 176 Hannah s 540 5 00 J J J Live Dr Project Programme Deliverer North East Regional Competitiveness and Employment 999 Help Text Test 1 00 J J Live 1NE Project Programme Deliverer North East Regional Competitiveness and Employment auto New auto test one 36 00 J J Live 1NE Project Programme Deliverer North East Regional Competitiveness and E
39. his guide This user guide is designed to support you following your MCIS training The guide is broken down into clear sections so that you can pick out the functionality that you are interested in re visiting revising or reminding yourself of The user guide can be used in conjunction with the online help within the MCIS system About Project Deliverers The Project Deliverer role allows an Intermediate Body user to effectively manage the projects they are responsible for As a Project Deliverer you can e Set up new projects e Make live new projects e Amend contractual and non contractual project details on the system e Review a project e Set project risk rating e Modify a projects outputs once a claim has been paid e Set the status of a clawback to unrecovered or no longer required where appropriate e Close a project Project Deliverer Team Leaders A Project Deliverer allocated a Team leader status on MCIS can in addition to the tasks above e Assign a project to a Project Deliverer i e allocate an owner for a project e Access a project assigned or locked under another Project Deliverer and route it to him or herself or another Project Deliverer Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 4 of 77 Project Deliverer User Guide Logging in and out of MCIS Logging in and out of MCIS Login To log in to MCIS go to the ho
40. ject Deliverer User Guide Set up a new project Click on the delete link to remove a category and any values added Step Project Costs Save Changes amp Calculate Total NB After you have made changes to the costsefou may have to update the figures on the Yearly Funding Profile page in order to reach the same totals P1 Enhancing and Exp iting Innovation Capital Costs Category 2009 2010 Total All Year s delete Building and Construction 50 000 25 000 005 0 Total 0 0 0 Select a Category id Add New Category Revenue Costs Select a Category v Add New Category 5 Repeat the steps above until all capital cost categories have been entered If you are entering a large number of categories you may want to click on the Save Changes and Calculate Total button once you have entered the data for each category 6 To enter revenue costs click on the dropdown menu Repeat the steps outlined above to enter annual values for each revenue category selected 7 Once all the categories are completed click on the Save Changes and Calculate Total button You will be prompted to confirm your action Click OK Totals for all years by category and totals for Revenue and Capital Costs will display Project Deliverer User Guide Version 1 0 Document Owner Hannah Swan MCIS Project Team Created 06 08 08 Page 30 of 77 Project Deliverer User Guide Set up a new project Step Project Costs Sa
41. ject Grouping 1 Click the Edit button All fields will re display in edit mode see below for a description of each N Edit button u on Contractual Details Project Monitoring Officer 1NE Project Deliverer Edit Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 59 of 77 Project Deliverer User Guide Set up a new project Intermediate Body Contact Information A project can be assigned to a Project Deliverer within the Intermediate Body 1 To assign an owner for the project click in the Project Deliverer field A list of names of people within the Intermediate Body with the Project Deliverer role displays Non Contractual Details Edit Select the name of the Project Deliverer 2 Select the appropriate name and click the Assign button This person becomes the project owner and as such is responsible for keeping project details on MCIS updated Project Monitoring Officer Phone Email Support Type 3 To re assign a project select the relevant name from the list and click on the Assign button PES Cover Click in the PES field and select the appropriate government department from the list displayed Click on the Add New PES Department button lf PES Cover is split across a number of departments repeat this process to add further departments as required Against each department you have selected click in the Cover field and
42. k on the Next button Details of the address display Address Details OneNorthEast Building Name Number 13 v Street NEWGATE STREET District Town NEWCASTLE UPON TYNE County TO Postcoc le E1 SRE 3 There may be multiple building names numbers that fit the postcode If the One displayed is incorrect click in the drop down box to display all possible options and select the appropriate one 4 When the details are correct click on the Next button The Project and Applicant details screen will redisplay 5 If the details displayed are incorrect either click on the Previous button to check the postcode entry and try again or click on the Enter Address Manually button and enter the required details Note If you make an error at any time click on the Cancel button The Project and Applicant details screen will redisplay Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 24 of 77 Project Deliverer User Guide Set up a new project Completed Project and Applicant Details screen Integration Version 1 7 8 1586 ERDF site for England ERDF Library ERDF Glossary Best Practice ETD The UK Government s a ERDF site for England Logged in as 1NE Project Deliverer for OnellorthEast Home Reporting Logout Angel of the North North East Regional Competitiveness and Employment Programme Reference 1 1 1 Status Draft Profile Histor
43. l need to contact your User Administrator and provide him her with the necessary details to add the organisation and or user to the system before you can proceed Note If you make an error and select the wrong organisation or contact scroll back to the top of the page and click on the Cancel link You will be returned to the main Project and Applicant Details screen Click the Select Applicant button and repeat the above steps ME N Click on the Cancel link if Step Project and Applicant Details a iii il S you have selected the wrong organisation Change Applicant Or Contact Details Cancel Note From the Project and Applicant Details screen if you need to amend the organisation click on the Change Applicant button To change the contact click on the Change Contact button The same series of pages will display Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 22 of 77 Project Deliverer User Guide Set up a new project Add New Applicant Address To display this screen On the Project and Applicant Details screen click on the Add New Address button Claims Current Offer Details Profile Offer Details TE gp project Details Q History Project and Applicant Project Hame angel of the North Details F Project Reference Claim Schedule y j f 11 E Targets L Programme North East Regional Competitiveness and Employment Prog
44. lick on the Amend Offer Details button 11 You will be prompted to confirm this Click OK Microsoft Internet Explorer x j bre vou sure vou want to Amend Offer Details ore 12 All contractual fields will not be viewed in edit mode Amend the details as required Note For more information on this process refer to the Set up a New Project section 13 Click on the Save Next Step or Previous Step button to save changes made 14 Once you are happy all changes have been made click on the Comments sheet link in the Steps navigation pane and add a comment Note The comment entered in the Comment box should make clear to subsequent users in the workflow what changes have been made and where they can be viewed 15 Click on the Next Step button Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 73 of 77 Project Deliverer User Guide Set up a new project 16 The following buttons display Forward for Submits the revised offer to the Grant Approver Approval Save and If the project has had a non contractual change made to it Complete such as changing the quarterly funding profile this button will display Click to save the changes and make the project live again Rollback to Removes the new project version which was created when current offer the project was put under amendment lt returns the project to the current version and makes it live
45. liverer E Quarterly Funding v Profile Offer Issued 18 08 2008 41NE Grant Acceptor Grant Acceptor OK E Terms amp Conditions v Offer Approved 1808 2008 1NE Project Project Deliverer OK of Offer Deliverer E Comments v Appraisal Passed 18 08 2008 1NE Grant Approver Grant Approver Looking good Draft 22 07 2008 1NE Project Project Deliverer Lets go Deliverer None 22 07 2008 1NE Project Project Deliverer Project created Deliverer Previous Step Next Step 3 Scroll down to view the Suspend button 4 Click on the Suspend button 5 You are prompted to confirm your action by MCIS Click on OK Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 71 of 77 Project Deliverer User Guide Set up a new project Microsoft Internet Explorer N Are You sure vou want to Suspend cencel_ 6 A warning message displays at the top of the screen and the Comments x Message indicates the project is suspended dome Reporting Logout Help Text Test North East Regional Competitiveness and Employment Programme Reference 999 Status Suspended oo ore verais Current Offer Details step displays with an WARNING PROJECT SUSPENDED Comments EEN n n ia History Project and Applicant v Comments Details Claim Schedule v B Targets v Costs Profile v Yearly Funding Profile Quarterly Funding Attachments Com ments must be added bef
46. mcis MCIS Project Deliverer User Guide ate Communities and Local Sor ee a Table of Contents INTRODU TION EO N N EE OR OE N OE N ON ee Oe ON 4 OVS WMS iss sige ce eaten ee OG NE ie ee Ge GE ee GE ed Ge GN 4 P24 id Wl cd 2 F O T DOELD ERT c mee aa Cee a ee ener EG ee 4 PROE DELIVERER TEAM ee ses EE GE Ge ee N ease eis seen sano ess cscs Oe ee ee De de 4 LOGGING IN AND OUT OF MCIS esse soos ese ee eo eo ee ee ee Gee Go ee ee ee ee Gee Gee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 5 Ee AE OR ON OR ON OO EO N ii OR OO EO 5 Eie od ROL Oe ON NE EO OE EO N N N Ee TE OR ORNNGN 6 HOME TASES aE EE EE OE EE OE N EN ER 7 os ME die ie EE ON N N OR OT OE OT N Ee EE OE OE OO ET OE ON 8 PROJIFCISSEARC H ERA EE EE EE EE EE EE EE EE Oe EE EE EE EE EE ER 10 Ed Me AO di RS dd AAR AD SAO EE OE N OR OE OE HO AR OE ER EE OR EIE 11 SEAP HEE UIE WS ens de asad Ge Sune T Ge GE Ge GE Ge N ee bias Ee 12 SETIPANEWEROTEGT assssisseoisssses is vee ses ed ese es esse ie ee kes de Ge ed ese ke ee Ge Gee weed ee Ge we N ve ei Ee 15 HETO AA OE OR EE RE EE N OE OE EE RE EE N N 16 PROJECT AND APPLICANT DETAILS esse ee se ee se ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 18 SELECT APPLICANT osoon ese eie ei des antenna io oe ee ee ee Ge n ee ee ee Ge ee ee ee 21 ADD NEW APPLICANT ADDRESS ese ee ee se ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee ee 23 ME ES 6E EIE SEE EE OR EE
47. me page of the ERDF for England website www erdf communities gov uk and click on login Login Ente your usemane and pasawond here Imou logia delalis ane rot accepted please contact your local Sapport Helodesk Usea mance L Passwort EER EET eT Enter your Government Gateway Username and password Click on Login 2 The first time you log in as a new user for security purposes you will be asked to change your password You are also required to add two security questions and answers These will be used to validate your identity should forget your password in the future Security at first log in First time Login Change Password Because you are logging in for the first time you must set a new password Please enter the original password sentto you and your new password twice Then click on the Save button Old Password Hew Password EEN Re enter Hew Password Save First time Login Security Questions To complete the registration of your account please supply two security questions such as Mother s maiden name and first pet s name together with the appropriate answers and click Continue The security questions may be used to verify your identity should you need helpdesk support Security Question 1 y Security Answer 1 SY Security Question 2 oo Security Answer 2 D E 3 On subsequent log ins your Personal Page will display Project Deliverer User Guide Version 1 0 Created 06 08 08 Docume
48. mployment auto 42b658ccbcfc41 Stbftcc5903255574bd New auto test 36 00 J P J Live 1NE Project Programme onech44b710cb21 4b6895a10d2c79223440 Deliverer North East Regional Competitiveness and Employment auto 6d5f766210af4259a496ad50a5f86896 New autotest 36 00 P 3 J Live 1NE Project Programme one10c74633d1a74bf79292726c6203d672 Deliverer North East Regional Competitiveness and Employment auto d0Sa9bba9073460593858d30439f5e17 New auto test 36 00 J J J Live ANE Project Programme one ch527 fcb23e4Scth2c9d1 97 dbt6s5be Deliverer North East Regional Competitiveness and Employment Cognos 001 COGNOS test project 11 20 J F Live Jonty Al Roles Programme North East Regional Competitiveness and Employment ertewrt werwegtwe 0 00 3 J J Deleted 1NE Project Programme Deliverer North East Regional Competitiveness and Employment Jonty P1 Jonty P1 0 40 F J 2 Live 1NE Project N u m ber Programme Deliverer of r e S u It North East Regional Competitiveness and Employment Jonty P1 future claim date Jonty P1 future claim date 0 50 Live Jonty All foles Programme od pad ES IF 4 10 of 53 gt gt lf your search returns over 10 items they will display across more than one page The number of results pages is displayed in the bottom right hand corner as highlighted above On subsequent pages the first page and previous page buttons become available First page fe io of as a Last page Project Deliverer User Guide Version 1
49. must be entered before you can make the project live See section above Enter or Edit non contractual details The Overview page redisplays Scroll up At the top left hand corner you will see that the status of the project has changed to Live Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 64 of 77 Project Deliverer User Guide Set up a new project Set risk rating Each live project should be assigned a risk rating on MCIS New projects set up on MCIS should be risk rated prior to making them live The project should be risk assessed on an ongoing basis using the local Intermediate Body risk assessment form and the findings registered and maintained on MCIS The risk rating for each project is displayed alongside the cost and output variance ratings in the Search results performance dashboard To display this screen Search for and open the project you wish to assign a risk rating to The Project Profile Overview page will display Click the Risk link displayed Add a meaningful comment supporting the risk rating t Unknown Attachments required There are currently no attachments to display Add New Attachment Save About this screen This screen records the risk rating for the project The current risk rating of the project is displayed at the top of the screen If a risk rating has not yet been assigned the message Not se
50. ng order If you wish to view results in an ascending order click the Asc radio button Page Size Click in this field and enter the number of results you would like to appear on each page The default setting is 10 Sequence Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 9 of 77 Project Deliverer User Guide Projects Search Projects Search To display this screen 1 From your home Tasks page click on the Projects tab 2 The screen below displays asks Projects Programme Organisations U Search For Projects Filter Criteria Programme North East Regional Competitiveness and Employment Programme Projects v Project Organisation Aggregate Project Vv Status N Pr iority Axis Id Gr oup I Pr oject Reference Current Owner Project Sort By Project Ref Sequence asc Desc Page Size fi 0 Add Project About this screen This screen allows you to search for project s held on MCIS Intermediate Body users can search for all projects in the programme s of which they are associated with The default in MCIS is that Intermediate Body users are associated to all projects within their Programme to have this edited contact your Intermediate Body User Administrator Applicant users can search only for projects associated with their organisation A range of criteria can be applied to your search as detailed in the tabl
51. nt Owner Hannah Swan MCIS Project Team Page 5 of 77 Project Deliverer User Guide Logging in and out of MCIS Notes e Once you are logged in MCIS will not generally request further proof of your identity It is therefore essential that you do not share your ID and password with anyone e If you have not received a MCIS ID and password prior to go live contact your Intermediate Body MCIS helpdesk e f you forget or want to change your password click on the Personal Details tab and select Change Password Change password screen s Personal Details Change Password Change your password here Please enter your existing password and your new password twice Then click on the Save button Old Password Hew Password Re enter New Password Save Abandon Logout Click on the Logout link in the top right navigation bar site tor England ERDF Library ERDF Glossary Best Practice Logged in as 1HE Project Deliverer for OnellomthEast Home Reporting Page Hep Logout a Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 6 of 77 Project Deliverer User Guide Home Tasks Home Tasks To display this screen Tasks is always the first page that displays after you log in to MCIS To return to this page at any time during your MCIS session click on the Home link in the top right navigation bar About this screen The
52. o Contact details whom the project has been assigned and their phone email details Support Type This can be either Eligible or In Transition Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 57 of 77 Project Deliverer User Guide Set up a new project PES Coverage PES Public Expenditure Survey Cover refers to the government departments that underwrite the award of grant and their respective share of the cover expressed as a percentage A green tick indicates the lead PES department i e that with the largest percentage share of the cover Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 58 of 77 Project Deliverer User Guide Set up a new project Completing this screen Contractual Details The information in the Contractual Details section can only be amended in the Offer Details screens Click on the Offer Details link to display the Offer Overview page from where you can navigate to the required screen Offer Details link Contractual Details ae NB The information in this section can only be amended in the Offer Details If any changes to details in the Contractual Details section are required the offer letter must be re issued Non contractual Project Details To add or amend details in this section you must have a Project Deliverer role All details are mandatory apart from Pro
53. oject Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 41 of 77 Project Deliverer User Guide Set up a new project Forward an offer for approval When you have entered all required information in the Offer Details pages as described above enter a comment and upload any file attachments with supporting information When the comment has been validated and a green tick appears in the step box you can then submit the project to the Grant Approver for review About this screen The Comments Sheet captures the comments the user wishes to attach to the project in the processing of the project Testing Version 1 7 8 1586 ERDF site for England ERDF Library ERDF Glossary Best Practice The UK Government s Mees ERDF site for England Logged in as 1HE Project Deliverer for OnellorthEast Home Reporting Logout Help Text Test North East Regional Competitiveness and Employment Programme Reference 999 Status Under Amendment Profile Offer Details Current Offer Details You must add a comment in the Comments sers EE DOX provided P History Project and Applicant v Comments Forwarding for approval Claim Schedule v Targets oY Costs Profile oY Yearly Funding Profile 4 E Quarterly Funding ov Attachments Profile o There are currently no attachments to display E Terms amp Conditions v of Offer Add New
54. on Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 75 of 77 Project Deliverer User Guide Set up a new project 23 Click on the Issue button oe Testing Version 1 7 8 1586 ERDF site for England ERDF Library ERDF Glossary Best Practice re The UK Government s Mego nce ERDF site for England Logged in as 1HE Project Deliverer for OneHorthEast Home Reporting Logout bug 601 test North East Regional Competitiveness and Employment Prog me Reference 111 Status Offer Issued Profile Offer Details 24 The Status of the project is Offer Issued Note Once the applicant has accepted the reissued offer the offer will display in the Task List with a Status of Offer accepted make offer live Programme Organisations Users Personal Details Tasks Date Raised Reference Hame Priority Axis Claim Ho Raised By Status Action 18 08 2008 dd bug 601 test nia 1NE Grant Acceptor For Acceptance Offer accepted make project live Step 6 Make the revised project live Note See the section on Make a Project Live on page 62 Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 76 of 77 Project Deliverer User Guide Set up a new project View Project History Each time a significant change is made to a project which requires the re issue of the offer MCIS creates a new version and
55. ore you Profile There are currently no attachments to display can amend the offer Terms amp Conditions s of Offer Add New Attachment 1 Comments x Warning Clicking o one of Select a person to route this project to Y Route these links may res unsaved changes being Previous Step Next Step Key Can project be submitted with page in this state Comments page now displays as blank page icon with a cross 7 Add a comment to indicate you are going to amend the offer 8 If required you can also add an attachment To add a file a Click on the Add Attachment button b Click on the Browse button c Navigate to where the file you wish to attach is stored d Select the file and click Open The file name will appear in the Local File reguired field Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 72 of 77 Project Deliverer User Guide Set up a new project e Enter a title for the attachment in the Title field f Click on the Upload Attachment button g Click on the Abandon Upload button if you have chosen the wrong item to attach Select the correct item and then repeat steps h If you wish to add more than one attachment repeat the upload process 9 Scroll down and click on the _Next sten button to save the changes and display the Amend Offer Details button Step 4 Amend Offer details 10 C
56. proval 1808 2008 1NE Grant Approver Grant Approver OK Quarterly Funding v Profile Under Amendment 18 08 2008 1NE Project Project Deliverer Sending to applicant Sample 2 i Deliverer E Terms amp Conditions x of Offer Live 1808 2008 1NE Project Project Deliverer ok Sample r Deliverer Comments x Offer Accepted 18 06 2008 1NE Project Project Deliverer send back to make it look better Warning Clicking on one of Deliverer Offer Issued 22 07 2008 1NE Grant Acceptor Grant Acceptor Declining Offer Approved 22 07 2008 1NE Project Project Deliverer OK Deliverer Pending Approval 22 07 2008 1NE Grant Approver Grant Approver OK Draft 22 07 2008 1NE Project Project Deliverer Lets go Deliverer None 22 07 2008 1NE Project Project Deliverer Project created Deliverer Previous Step Next Step 3 Review the offer using the Next Step button or selecting the required pages via the step box on the left hand side 4 The Comments page is the final page enter a comment Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 52 of 77 Project Deliverer User Guide Set up a new project Offer Details Current Offer Details Comments EEN P History E Project and Applicant v Comments Details Claim Schedule A E Targets v Costs Profile vA Year ly Funding Profile v E Quarterly Funding y Attachments Profile T There are currently no attachmen
57. r with the dates by which they must be met Click in the Offer Condition field and add the first condition Click in the Date field and enter a date in the indicated format if required To add further conditions click on the Add New Condition button 6 Click on the Next Step button to save the data The Comments page will be displayed Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 39 of 77 Project Deliverer User Guide Set up a new project Comments To display this screen lf the user is working their way through the step boxes using the Next Step button then this will be the final page presented Alternatively click on the Comments Sheet link in the Steps navigation pane under the Offer Details tab About this screen The Comments page is a mandatory field in MCIS It requires the user to enter comments that will become part of the eternal audit trail of the project to show the work flow processes it has been through and the users which have edited reviewed or created it Comments siens n n P History Project and Applicant v Comments Details Claim Schedule y Targets v Costs Profile y Yearly Funding Profile Quarterly Funding Attachments Profile There are currently no attachments to display Terms amp Conditions x of Offer Add New Attachment Comments x Warning Clicking on one of Select a person to route this projectto
58. ramme M Costs Profile x Applicant ERDF Grant Applicant Organisation Yearly Funding Profile Change Applicant Grant Acceptor Beneficiary User _ Quarterly Funding x Profile Change Contact Project Address D Terms amp Conditions X of Offer Enter project address es where different from that of the applicant organisation 1 Comments x Add Address Warning Clicking on one of Other Organisation s No other associated organisations for this project these links may result in unsaved changes being lost Key Can project be submitted with page in this state Purpose Designed by Antony Gormley the modern sculpture wil be Britain s largest sculpture Located in Gateshead it will be a visible beacon Yes hroughout Newcastle X No The angel has three functions firstly a historic one to remind us that below the site coal miners worked in the dark for two hundred About this screen Use this screen to add a new address for an applicant Ea FEED Users Personal Details Address Details OneNorthEast Building Hame Number Optional Postcode inet SRE Next gt Cancel 2 Click on the 7 1 Enter postcode Next button Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 23 of 77 Project Deliverer User Guide Set up a new project Completing this screen 1 Enter the postcode for the new applicant address 2 Clic
59. re permitted to set up new projects on MCIS 1 On the Projects screen scroll down to reveal the Add Project button 2 Click the 222 button 3 The Offer Details screen Project and Applicant Details will display The sections which follow explain how to complete all necessary information for the creation of a new project and how the offer approval and acceptance process works on MCIS Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 15 of 77 Project Deliverer User Guide Set up a new project History To display this screen Click on the Next Step button in the Comments screen or the History link in the Steps navigation pane About this screen The History page is an information only page It acts as a record of all the processes the project goes through for the duration of the project It clearly states when and by whom changes have been made thereby providing a clear audit trail lf attachments have been added by a user on the Comments screen they can be accessed here by any user within the Regional Programme if they are associated with that project New Projects With a new project the project has not been passed from one state to another yet therefore a status of none displays A comment of project created added by MCIS also shows here together with the date the project was added to MCIS and your name and role rofile Offer
60. re satisfied click in the Project Deliverer Comments box and enter your comment indicating that you are making the project live 5 If required desired add an attachment 6 Click on the Next Step button Next Step 7 The Make Live button displays in the bottom right corner of the screen Click the Make Live button Pending Approval 22 07 2008 1NE Grant Approver Grant Approver OK Draft 22 07 2008 1NE Project Project Deliverer Lets go Cl IC K O n th e Deliverer M ake Live None 22107 2008 1NE Project Project Deliverer Project created Deliverer b u tt O n Next Step Previous Skep 8 You will be prompted to confirm your action Click on the OK button 1NE Grant Approver Grant Approver ok 1NE Grant Appraiser Grant Appraiser OK 1NE Grant Approver Microsoft Internet Explorer x 1NE Project f Deliverer YD Are you sure you want to Make Live 1NE Project 1NE Grant Acceptor Grant Acceptor 1NE Project Deliverer Project Deliverer 1NE Grant Approver Grant Approver 1NE Project Project Deliverer Deliverer 1NE Project Project Deliverer Deliverer Declining OK OK Lets go Project created Previous Step Next Step Project Deliverer User Guide Version 1 0 Document Owner Hannah Swan MCIS Project Team Created 06 08 08 Page 63 of 77 Project Deliverer User Guide Set up a new project Note If any required project information is missing an error message will display indicating what data
61. rst eligible for grant No First Eligible expenditure can be added before this date This date can be before or after the project start Practical The date on which the project is planned to have achieved all Completion Date its targets It must be more than or equal to the financial completion date Application Date The date on which the application for grant was submitted to the Intermediate Body for appraisal Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 20 of 77 Project Deliverer User Guide Set up a new project Select Applicant To display this screen Click on the Select Applicant button on the Project and Applicant Details screen The screen below displays 1 Enter the full name short code EE or a partial value followed by an Step Project and Applicant Details P History asterisk i Project and Applicant Change Applicant Or Contact Details Details Return Claim Schedule x Targets x Costs Profile x Yearly Funding Profile Select Applicant Select Contact Continue Ath Offer Quarterly Funding x Profile Applicant Hame F and or Short Code Terms amp Conditions Search of Offer Comments x Organisation Hame Short Code Warning Clicking on one of C ERDF Grant Applicant Organisation i these links may result in 1 unsaved changes being lost ee i lon 2 C ick C jonty test organisation with a very long name for no reason g th
62. same totals 4 When you have entered all values click on the Save Funding Profile button Each Priority Axis displays a Save Funding Profile button Click on any of these buttons to save all values entered You will be prompted to confirm your action Click OK 5 Click on the Next Step button to save the data and view the Quarterly Funding Profile Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 35 of 77 Project Deliverer User Guide Set up a new project Quarterly Funding Profile To display this screen Click on the Next Step button from the Yearly Funding Profile screen About this screen This screen displays a quarterly profile of the annual funding profile previously entered The values are automatically calculated by MCIS the annual figure is pro rated across the four quarters but can then be edited to reflect a more representative anticipated profile if required The grant rate between quarters may vary in MCIS however the total of the quarterly amounts must equal the agreed annual grant rate In the example shown below the project spans two years The default quarterly values are displayed Step Quarterly Funding Profile Project intervention rate total Pi Enhancing and Exploiting Innovation Public Sector Actual Public Sector In Kind Cap Rev Cap Rew Total 100 000 100 000 i 65 000 0 0 0 Totals spend 25 000 grant
63. splay this screen lf necessary search for the project and click on the relevant Project Name link to open The Project Profile Overview screen will display You can return to this screen at any time when you have a project open by clicking on the Project Profile tab Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 55 of 77 Project Deliverer User Guide Set up a new project Contractual Details ME The ihormaben ithe perin can ony be merker in the Gear DAE Applic ans Grohar Eai Aahh cii Thit ane Guten no kk ters In derkry Ta and Areegstar HE Orai Acoentor Domaci Drtaili H111 TE A Pimpesr Ta Help Apie aleen Dade nao Tag Pate OG Dale tapamaan e Fm ul thebe OLA Fimea Gyan Tate AUR Practical Coneletion bate ita let ts Ted art Hy Pr bod Phy Aa Ft Brewer med Epia iteration Ch RE Dar La AE UI TOTALE ti N OM 2 on DA Hen Contractual Details Essen Project Moning OME ed EF Project Debra es Aston Piena Eraik H111 hE Protea et Suma Typa Fliginie Project Tip Project pima Thara ara cuman ne Project Orup Types naserindrd wih thes propana PES 1 Lead PES Depite x DELG 100 TOTAL Toy About this screen The Overview screen records and displays a range of contractual and non contractual details for the project The upper half of the screen provides a summary of information from the offer Fold Desorption Contractual Details
64. story Project and Applicant X Project Hame EE Details i Project Reference Claim Schedule x Targets x Programme North East Regional Competitiveness and Employment Programme Costs Profile x Applicant No applicant selected Yearly Funding Profile X Select applicant Quarterly Funding x Grant Acceptor N A no applicant selected Profil Project Address Terms amp Cond lition x of Offer Enter project address es where different from that of the applicant organisation Commen t x Add Address Can project be submitted with page in this e nthe sta Purpose v Yes X No Completing this screen 1 Enter a name for the project 2 Enter the project reference this is generated by each Intermediate Body at a local level outside MCIS 3 The regional Programme will be automatically populated by MCIS 4 To select the applicant organisation and the name of the Grant Acceptor click Select applicant The following process is described in more detail on page 19 Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 18 of 77 Project Deliverer User Guide Set up a new project 5 Click Add Address to add addresses associated with the project that differs to that of the applicant organisation address The following process is described in more detail on pages 21 22 6 If necessary click into the Other Organisation s field and enter the relevant details
65. t will display Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 65 of 77 Project Deliverer User Guide Set up a new project Completing this screen 1 Select the level of the risk by clicking on the Low Medium or High radio button 2 Add comments that give the reason for the level of risk chosen 3 You must also attach a file the completed local risk assessment form or matrix to support the selected risk rating To upload the file a Click the Add Attachment button b Click on the Browse button A Choose File pop up window will display c Navigate to where the attachment is stored d Select the item to attach and click on the Open buiton e Enter a title for the attachment in the Title field and add a description if necessary f Click on the Upload Attachment button g Use the Abandon Upload button if you have chosen the wrong item to attach Select the correct item and then repeat the above steps 4 Click on the Save button to save your data 5 If you now search for the project you will see the assigned risk rating is displayed in the search results Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 66 of 77 Project Deliverer User Guide Set up a new project Claims To display this screen lf necessary search for and open the project Click on the Claims tab
66. t 31 07 2008 Jonty P1 Jonty P1 nia 1NE Project Deliverer Routed to 1NE Project Deliverer Routed 26707 2008 nia 1NE Project Deliverer ith 1NE Project Deliverer Project details updated 25 07 2008 jonty test state transitions again jonty test state transitions again nia Jonty All Roles For Acceptance View Project 24 07 2008 jonty test state transitions jonty test state transitions nia Jonty All Roles For Acceptance View Project 23 07 2008 540 3 Selenium Test Project Three nia 1NE Project Deliverer Routed to 1NE Project Deliverer Routed Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 7 of 77 Project Deliverer User Guide Home Tasks Filtering A range of filter criteria are provided to help you prioritise your Task List 1 To filter tasks enter as many or as few criteria as you require and click on the Filter Tasks button 2 To remove all selections and display all tasks click on the Remove Filter button Filter Criteria Reference TT Status id Sort By Date Raised Hame a G RE E Sequence C asc Desc I Action j e fio Owner i C q 7 age Size Fitter Tasks Remove Fitter R 1 By ti C COC z aa Filter Tasks button Explanations of the filter fields are displayed on the next page Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 8 of 77 Project Deliverer User Guide
67. t Project Deli Sending back ee Deiverer ia ms N ae to the Grant Acceptor of Offer Deliverer Offer Issued 22 07 2008 1NE Grant Acceptor Grant Acceptor Declining Offer Approved 22 07 2008 1NE Project Project Deliverer OK Deliverer Pending Approval 22 07 2008 1NE Grant Approver Grant Approver OK Draft 22 07 2008 1NE Project Project Deliverer Lets go Deliverer None 22 07 2008 1NE Project Project Deliverer Project created Deliverer Previous Step Next Btep Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 53 of 77 Project Deliverer User Guide Set up a new project 8 Click on the Issue button 9 Your Home page displays 10 If you then search for the project you will see that the status displays as Offer Issued Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 54 of 77 Project Deliverer User Guide Set up a new project Enter required non contractual details In addition to the information recorded in the project offer there are a number of non contractual project and applicant details that must be recorded on MCIS before a project can be made live These details are entered and edited on the Profile Overview screen lf you attempt to make a project live and these details are not entered MCIS will display error messages indicating what information is missing Overview screen To di
68. ties and In kind companies limited by guarantee Planned Income The value of rental income or fees expected to be generated by the project EIB EIF Loans Funding provided by the European Investment Bank European Investment Fund Completing this screen 1 Under the first Priority Axis click in the ERDF Capital and or Revenue field aS appropriate and enter the relevant value s for year 1 of the project 2 Tab across to the appropriate match funding field s and enter the relevant value s 3 Repeat this process for each subsequent year and for all Priority Axis Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 34 of 77 Project Deliverer User Guide Set up a new project Capital funding example Match funding P1 Enhancing and Exploiting Innovation SR Public Sector Actual Cap Re O 65 000 O O 25 000 oa o 40 000 oa Save Funding Prafile MB After you have made changes ta yearly funding you may have to update the figures an the costs page in order to reach the same totals Revenue funding example Match funding P2 Business Growth and Enterprise SR Total Public Sector Actual Total Cap Rev Cap Rev Total 40 000 oO 40 000 30 000 2007 AN 0 20 000 jo n 15000 2008 0 20 000 J on 15000 Save Funding Protile NE After you have made changes ta yearly funding vou may have to update the figures on the costs page in order to reach the
69. ts to display Terms amp Conditions 4 of Offer Add New Attachment Comments x Warning Clicking on one of Select a person to route this project to Route these links may result in unsaved changes being lost Previous Step Next Step Key 5 Under History review the Grant Approver s comments which will be listed at the top As the offer has been approved these should state that the Grant Approver is happy with the project and no amendments are required 6 Click in the Project Deliverer Comments Box and enter a comment This will be displayed to the recipient of the offer the Grant Acceptor 7 Click the Next Step button to save your comment and display the Issue button Offer Details History EEN B History B Project and Applicant s History Details Claim Schedule Wa Status Date Owner Role Comment Attachment Targets xy Pending Approval 15 08 2008 1NE Grant Approver Grant Approver ok Elec El Costs Profile v Under Amendment 15 08 2008 1NE Project Project Deliverer sending onwards Yearly Funding Profile Deliverer Quarterly Funding v Live 1508 2008 1NE Project Project Deliverer amending Profile Deliverer Terms amp Conditions Live 15 08 2008 1NE Project Project Deliverer RoutingLive Click on the Issue E Comments A Under Amendment 15 08 2008 1NE Project Project Deliverer Amending b u tto n to sen d th e offe r liwerer Offer Rejected 22 07 2008 1NE Projec
70. tton from the Project Costs screen or on the Yearly Funding Profile link in the Steps navigation pane About this screen This screen captures the annual funding profile for the project at Priority Axis level Total values entered for each year must be equal to the project costs entered for that year on the previous screen Value of Costs ERDF Match funding Once all funding values have been entered and saved MCIS calculates and displays the annual capital and revenue ERDF intervention rates for the project For projects under Regional Competitiveness and Employment Programmes the headline rate is 50 and for Convergence Programmes 75 however Applicant projects have no limit on the intervention rate this should be arranged by agreement with the Applicant Ee Step Yearly Funding Profile P History Project and Applicant v P1 Enhancing and Exploiting Innovation Details Claim Schedule A Targets v Costs Profile x Total Cap Rev Cap Rev Yearly Funding Profile Quarterly Funding y Profile 2007 0 0 0 og ro Terms amp Conditions v of Offer 2008 N 0 0 Comments x Save Funding Profile Warning Clicking on one of these links may result in NB After you have made changes to yearly funding you may have to update the figures on the costs page in order to reach the same tol unsaved changes being lost NB You will need to scroll to the right to view the various categories of match
71. uide Set up a new project Make a Project Live When the project has been reviewed and accepted by the Grant Acceptor a notification will appear in your Task list instructing you to make the project live 1 Click on the Make Live link Make Live link Testing VersiorN 1 7 8 1586 ERDF site for England ERDF Library ERDF Glossary Best Practice ER TE The UK Government s ed ERDF site for England Logged in as 1HE Project Deliverer for OnellorthEast Home Reporting Logout Tasks Projects Programme Organisations Users Personal Details Tasks Date Raised Reference Hame Priority Axis Claim Ho Raised By Status 15 08 2008 999 Help Text Test nia 1NE Grant Acceptor With 1NE Project Deliverer Offer accepted make project live 15 08 2008 nia 1NE Project Deliverer with 1NE Project Deliverer Project details updated 2 The History displays 3 The comments added by the Grant Acceptor will display at the top Review these comments ees Integration Version 1 7 6 1586 ERDF site for England ERDF Library ERDF Glossary Best Practice oa The UK Government s Communities Op ap Pare ERDF site for England Logged in as 1HE Project Deliverer for OneHorthEast Home Reporting Logout Angel of the North North East Regional Competitiveness and Employment Programme Reference 1 1 1 Status Live Profile Offer Details Current Offer Details History
72. v Route Previous Step Next Step Can project be submitted with page in this state The comment entered in the comments box should be a meaningful comment or instruction to the user role in the next stage of the work flow process The recipient of the project offer will depend on the action selected once the comments are validated Note Any attachments that are added on this screen will also be stored in the eternal History and can be accessed by all users who have access to the project Once the comment or instruction has been entered click Next Step or Previous Step to validate the comment Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 40 of 77 Project Deliverer User Guide Set up a new project When the comment has been validated and the Step box signals all green ticks the following options will be given to the Project Deliverer gt Forward to Pending Approval for the Grant Approver in the Intermediate Body to review the proposed project described on page 40 gt Route the funding agreement offer to another named Project Deliverer for review described on page 43 gt Forward to applicant under amendment for the applicant to enter project information or to review the work done so far by the Project Deliverer described on page 44 Note Details on how to complete these processes are described on the specific page given above Pr
73. ve Changes amp Calculate Total NB After you have made changes to the costs you may have to update the figures on the Yearly Funding Profile page in order to reach the same totals P1 Enhancing and Exploiting Innovation Capital Costs Category 2009 2010 Total All Years delete Building and Construction 50 000 25 000 75 000 delete Below Ground Drainage amp Mains 10000 s0000 0 Total 50 000 25 000 75 000 Select a Category v Add New Category Revenue Costs Click on the Save Changes and Select a Category v Add New Cat eer Calculate Total button when you have entered all the values Save Changes amp Calculate Total NB After you have made changes to the costs you may have to update the figures on the Yearly Funding Profile page in order to reach the same totals Previous Step Next Step Delete New Project Forward to Applicant Under Amendment Note If any of the figures entered into the Project Costs Yearly Funding Profile and Quarterly Funding Profile do not match the Project Costs Step will always display with an X even if the error is not on the Project Costs screen You must check all three screens to establish where the error lies Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 31 of 77 Project Deliverer User Guide Set up a new project Yearly Funding Profile To display this screen Click on the Next Step bu
74. y Current Offer Details Offer Details EE ee Detalls P History Project and Applicant v Project Hame Angel of the North etails a Project Reference Claim Schedule v f EE Targets Wa Programme North East Regional Competitiveness and Employment Programme Costs Profile x Applicant ERDF Grant Applicant Organisation Yearly Funding Profile Change Applicant Grant Acceptor Beneficiary User _ Quarterly Funding x Profile Change Contact _ Terms amp Conditions Project Adress of Offer Enter project address es where different from that of the applicant organisation 1 Comments x Add Address Warning Clicking on one of Other Organisation s No other associated organisations for this project these links may result in unsaved changes being lost Key Can project be submitted with page in this state Purpose Designed by Antony Gormley the modern sculpture wil be Britain s largest sculpture Located in Gateshead it will be a visible beacon vY Yes hroughout Newcastle 46 No The angel has three functions firstly a historic one to remind us that below the site coal miners worked in the dark for two hundred Page El _ ls empty ls complete Priority Axes Contains errors or warnings J P1 Enhancing and Exploiting Innovation IB Contains information ap E P2 Business Growth and Enterprise C P3 Technical Assistance Dates Start Date 010109 ddinmiyyy
75. y Date Expenditure First Eligible fot 0109 ddimmiyyyy Financial Completion Date g H210 ddinmiyyyy Practical Completion Date g M240 ddimmiyyyy Application Date for 0109 ddimmiyyyy Previous Step Next Step Delete New Project Forward to Applicant Under Amendment 6 To save and complete the Project and Applicant Details section of the project set up click Next Step The Claim Schedule page will be displayed Project Deliverer User Guide Version 1 0 Created 06 08 08 Document Owner Hannah Swan MCIS Project Team Page 25 of 77 Project Deliverer User Guide Set up a new project Claim Schedule To display this screen From the Project and Applicant Details screen click on the Next Step button or click the Claim Schedule link in the Steps navigation pane About this screen This screen is used for setting up the claim schedule for the project MCIS supports calendar quarter or monthly claims The default setting is a quarterly claiming period but this may be changed The date on which the next claim will start is also displayed Quarterly radio button Monthly radio button Offer Details History ae _ i _ i k _ i Next claim start date y Monthly Details Next claim Start date Claim Schedule Next Claim Start 01 01 2003 ee Step Claim Schedule y Targets v Update and Generate Suggested Schedule Costs Profile x Yearly Funding Profile ee 2009 Quarterly Fun

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